florida coalition against domestic violence
DESCRIPTION
Florida Coalition Against Domestic Violence. FY 2010-2011 Contract Monitoring Overview August 25, 2010. Lauri Wildgoose-Woodson Director of Contracts and Grant Administration. Merni Carter Program Monitor. OPEN Program Monitor. Jill Wing Fiscal/Administrative Monitor. OPEN - PowerPoint PPT PresentationTRANSCRIPT
FLORIDA COALITION AGAINST DOMESTIC
VIOLENCE
FY 2010-2011 Contract Monitoring Overview
August 25, 2010
CONTRACT MONITORING ORGANIZATIONAL CHART
Lauri Wildgoose-WoodsonDirector of Contracts
and Grant Administration
Merni CarterProgram Monitor
OPENProgram Monitor
Jill WingFiscal/Administrative
Monitor
OPENFiscal/Admin
Monitor
Sandy BarnettVice President of
Administration/ COO
CONTRACT MONITORING OVERVIEW
Pursuant to Florida Statute 39.903, the Florida Department of Children and Families contracted with the FCADV to implement, administer, and evaluate all services provided by the certified domestic violence centers statewide. FCADV is also required to perform monitoring activities on all providers who receive at least $25,000.00 or more in funding per fiscal year.
Office of the Attorney General (VOCA) DCF Certification
PURPOSE OF MONITORING
Compliance with all terms and conditions of the agreement and all applicable laws, rules, regulations and FCADV Standards
Scope of work has been completed
Deliverables have been met
Funds have been accounted for and used appropriately
Program goals, objectives and standards are being met
MONITORING ACTIVITIES TIMELINE
Schedule posted on FCADV website Confirmation notification sent at least 30
days prior to onsite visit Documentation must be submitted timely to
avoid payment delays of monthly services invoice
Final Exit Conference Call Final monitoring report released within 30
days of onsite visit CAP due to FCADV within 30 days
Rejection of CAP – Response due within 5 business days
EXPECTATIONS FOR ONSITE REVIEW
Opening meeting/entrance conference Access to document request items (i.e. personnel
files, checks, participant files, incident reporting logs, updates policies and procedures)
Daily debriefing of monitoring observations/concerns
Interviews (Board, Employee, Resident) Shelter/grounds walk-through Motor vehicle inspection (if applicable) Final exit conference (conference call)
MONITORING TOOLS
A variety of tools are used to determine contract compliance and ensure quality assurance in the Fiscal, Administrative and Programmatic areas of the certified domestic violence centers and other service providers.
MONITORING TOOL AND SECTIONS Onsite Monitoring Tool
Board of Directors Administrative Fiscal Human Resources Professional Development and Training Subcontracting Health and Safety General Program Hotline Support Services Shelter BIP DCF Certification** Primary Prevention** VOCA**
SUPPLEMENTAL TOOLS Supplemental Tools – Onsite Review
Fiscal-Admin Board interview tool Check review template Salary expenditure tool Payroll worksheet Personnel file review template Data security tool
Program Participant interview tool Staff interview tool Observation Tool Shelter file review template Outreach file review template Motor Vehicle Observation Checklist Civil rights compliance checklist
NEW MONITORING REQUIREMENTS FY 10-11 Fiscal-Admin (65 H-1)
Staff Requirements/Qualification Executive Director Program Director Accounting Manager/Bookkeeper Designated emergency coordinator
Training Requirements Reduced number of required in-service training hours (16
from 24) Additional training requirements for emergency
management plan Board of Directors
Minimum of three (3) members who reside within service area (1 of the 3 must be an employee of a local law enforcement agency within service area)
Members shall racially and ethnically reflect, as possible, participants served.
NEW MONITORING REQUIREMENTS FY 10-11
Program (65 H-1) Case Management – reduces the determination
for non-resident service management from 3 to 2 one-on-one sessions with an advocate
TDD equipment and a telephone relay system is required for hotline telephones
New shelters or alterations to current shelters must meet ADA standards
Outsite play areas must provide for safe and adequate fencing in accordance with local ordinances to prevent access to water hazards Fence must be 4ft high and continuous with no gaps Base must be at ground level to prevent inside or
outside access by children and animals
NEW MONITORING REQUIREMENTS FY 10-11
Program (65 H-1) Common areas are to have sprinklers or smoke
alarms Telephones
Must be centrally located and readily available for staff and participants
Emergency numbers must be posted by each phone One cellular phone must be available for use at all
times in event of power and telephone outages Prohibition on surveillance cameras in shelter
living areas (allowable only at entrance, exit doors and parking lots)
VOCA COMPONENTS
VOCA Checklist Crime Victim Compensation information must be
available in prominent location within the facility with the current AG’s name
Participant files must be kept in a secure and confidential location
Files must be kept with required record retention timeframes
Record retention policies must be in accordance with VOCA agreement
Established procedures must be in place regarding data collection for the VOCA monthly report
Center must identify staff funded by VOCA or used as a match
VOCA COMPONENTS CONT’D
VOCA Checklist Must have at least one staff that has a current
Victim Services Practitioner Designation from the AG’s office
Must utilize volunteers for victim services and must document volunteer hours with a timesheet/activity log
Must document volunteer activities/duties, specifying if volunteers are providing services for the VOCA funded project and list the average monthly commitment of volunteer hours per month related to that project
Equipment purchased with VOCA funds must be tagged with an inventory number and be available for inspection onsite by monitor
DCF COMPONENTS
DCF Certification Comprehensive up-to-date database of information
and referral resources that is made available to staff and volunteers (reviewed by monitors)
Playground equipment routinely checked for safety (Who conducts this review?)
Fence must surround children’s play area
FCADV WEBSITE
Monitoring Resources Onsite Tools and supplemental worksheets Authoritative rules and guidelines QA training materials
QUESTIONS
Contract Monitor425 Office Plaza DriveTallahassee, FL 32301
850/425-2749