surviving a monitoring visit

SURVIVING A MONITORING VISIT

Mary Alice Applegate, Field Representative September 4, 2014

SURVIVING A MONITORING VISIT

AIDS RECIPIENTS’ MANUAL--

PROPER GRANT FILES

September 2014

PITFALLS FAILURE TO FOLLOW MANUAL

AND LEARN ABOUT UPDATES IN REGULATIONS

September 2014

PITFALLS INADEQUATE FILES LOCATION OF FILES

September 2014

Basic Preparation

September 2014

▪ START UP MEETING• SURVEYS OF BENEFICIARIES AVAILABLE AND COMPLETE

CITIZEN PARTICIPATION PUBLIC HEARINGS CONDUCT: PRE-AWARD, POST-AWARD, AMENDMENTS AND

CLOSE OUT ON TIME ORIGINAL TEAR SHEETS IN FILE CORRECT NUMBER OF DAYS AFTER ADVERTISING

September 2014

BASIC PREPARATION

PREPARATION (CON’T) PROCUREMENT (ADMIN/ENG)

TEAR SHEET IN FILE ALL ELEMENTS IN ADMIN CONTRACT DOCUMENTATION OF RFP/RFQ LETTERS AND RESPONSES DOCUMENTATION OF SCORING AND SELECTION PROCESSES

September 2014

PREPARATION (CON’T) FAIR HOUSING / EEO / SECTION 3

FH POSTER DISPLAYED FH ON PUBLIC HEARING AGENDA ACCESSIBLE LOCATION SECTION 3 PACKET IN CONSTRUCTION CONTRACT

September 2014

ENVIRONMENTAL FINDING OF NO SIGNIFICANT IMPACT /CONCURRENT

NOTICE TEAR SHEET IN FILE FINDING OF EXEMPTION IN FILE ENVIRONMENTAL ASSESSMENT DOCUMENTATION

COMPLETE

September 2014

PREPARATION (CON’T)

LABOR MANAGEMENT WAGE RATE VERIFICATION PRIOR TO BID

OPENING (EMAIL TO/FROM PAM TRUITT) CONTRACTOR CLEARANCE FEDERAL CLAUSES IN CONTRACT PRE-CONSTRUCTION MEETING MINUTES

September 2014

PREPARATION (CON’T)

LABOR MANAGEMENT WEEKLY PAYROLLS

PROPER CERTIFICATION BY OFFICER WORKER INTERVIEWS INCLUDING

SUB-CONTRACTORS OTHER DEDUCTIONS FORMS EVIDENCE OF RESTITUTION PAID

September 2014

PREPARATION (CON’T)

PREPARATION (CON’T)

FINANCIAL MANAGEMENT, REPORTING

TIMELY DISBURSEMENT OF FUNDS BANK INTEREST/FEES—NOT ALLOWABLE BANK STATEMENTS / CHECKS WITH INVOICES QUARTERLY REPORTS BENEFITS UPDATED QUARTERLY

September 2014

Register of CDBG expenditures

September 2014

GRANT ADMINISTRATION MOTTO:

“BE PREPARED!”: CHECK monitoring forms in your new manual for

items needed to answer monitoring questions. KEEP files up to date with documentation of

project, i.e., CHECK bank statements monthly.

September 2014

September 2014

Call your Field Representative or DCA staff with questions.

Good luck!