1 / 16

SURVIVING A MONITORING VISIT

SURVIVING A MONITORING VISIT. September 4, 2014. Mary Alice Applegate, Field Representative. SURVIVING A MONITORING VISIT. AIDS RECIPIENTS’ MANUAL-- PROPER GRANT FILES. PITFALLS. FAILURE TO FOLLOW MANUAL AND LEARN ABOUT UPDATES IN REGULATIONS. PITFALLS. INADEQUATE FILES

sasha-obrien
Download Presentation

SURVIVING A MONITORING VISIT

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. SURVIVING A MONITORING VISIT • September 4, 2014 Mary Alice Applegate, Field Representative

  2. SURVIVING A MONITORING VISIT • AIDS • RECIPIENTS’ MANUAL-- • PROPER GRANT FILES September 2014

  3. PITFALLS • FAILURE TO FOLLOW MANUAL AND LEARN ABOUT UPDATES IN REGULATIONS September 2014

  4. PITFALLS • INADEQUATE FILES • LOCATION OF FILES September 2014

  5. Basic Preparation • START UP MEETING • SURVEYS OF BENEFICIARIES AVAILABLE AND COMPLETE September 2014

  6. 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 BASIC PREPARATION September 2014

  7. 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

  8. 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

  9. PREPARATION (CON’T) • ENVIRONMENTAL • FINDING OF NO SIGNIFICANT IMPACT /CONCURRENT NOTICE TEAR SHEET IN FILE • FINDING OF EXEMPTION IN FILE • ENVIRONMENTAL ASSESSMENT DOCUMENTATION COMPLETE September 2014

  10. 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

  11. 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

  12. 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

  13. Register of CDBG expenditures September 2014

  14. 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

  15. Call your Field Representative or DCA staff with questions. • Good luck! September 2014

More Related