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Preparing for CDBG Monitoring

Preparing for CDBG Monitoring. NCDA Winter Meeting February 1, 2013. The mail arrives – and you have a letter from your friends at HUD. Preparing for HUD Monitoring. Some of those letters are good news Dear Mayor Bragg:

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Preparing for CDBG Monitoring

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  1. Preparing for CDBG Monitoring NCDA Winter Meeting February 1, 2013

  2. The mail arrives – and you have a letter from your friends at HUD Preparing for HUD Monitoring

  3. Some of those letters are good news Dear Mayor Bragg: I am pleased to inform you of your allocations for the Office of Community Planning and Development’s (CPD’s) formula programs … Preparing for HUD Monitoring

  4. Dear Mayor Bragg: I am pleased to transmit to you the approval of the City of Murfreesboro’s Five Year Consolidated Plan and Consolidated Action Plan … Preparing for HUD Monitoring

  5. And then there’s the day you get the letter – and we all get it sooner or later: “HUD monitors will be visiting your city soon.” Preparing for HUD Monitoring

  6. You have two choices: Preparing for HUD Monitoring

  7. ACCEPTANCE And since this is really your only choice … make the best of it. Preparing for HUD Monitoring

  8. An unfortunate reality – not all monitoring visits are created equal. Preparing for HUD Monitoring

  9. If you’re lucky, your monitor is your friend, coming in good faith to help you make sure you’re following the rules. Preparing for HUD Monitoring

  10. Or not … Preparing for HUD Monitoring

  11. In any case, Preparing for HUD Monitoring

  12. Your notification letter will tell you what activities and areas the monitor wants to see. Document, document, document Preparing for HUD Monitoring

  13. Do it right and you, too, may qualify to become … Preparing for HUD Monitoring

  14. Preparing for HUD Monitoring

  15. Some areas of HUD interest you might be seeing in the next year: • CDBG-R activities and closeout • Timeliness • Allocation of staff time to project delivery – are you keeping timesheets • National Objective documentation Preparing for HUD Monitoring

  16. If you’re lucky, you can ask the expert what you need to do to get ready. This is what my expert told me … Preparing for HUD Monitoring

  17. Assign a lead person for the monitoring. This person should be present for any staff discussions with the monitor. Preparing for HUD Monitoring

  18. Make sure you have a copy of the approved application and supporting funding approval documents. Preparing for HUD Monitoring

  19. Make sure your files are arranged in an orderly fashion and include basic information to determine the eligibility of each activity. Preparing for HUD Monitoring

  20. Our rehab checklist organizes the file from the first call to recording the Deed of Trust Preparing for HUD Monitoring

  21. Review any applicable monitoring guidance and forms from your funding agency. Monitoring Handbook and exhibits: http://www.hud.gov/offices/cpd/library/monitoring/handbook.cfm Preparing for HUD Monitoring

  22. Get your staff ready for the visit. Discuss the monitoring visit and HUD’s expectations with each applicable staff person. Preparing for HUD Monitoring

  23. Be active during the monitoring visit Preparing for HUD Monitoring

  24. Your letter will tell you what the monitor wants to see …. but while on-site a monitor may choose to look at other areas or activities. Try to be sure all your files are in order. Preparing for HUD Monitoring

  25. Be proactive … Are you aware of a potential problem area? Develop and implement a plan of action Notify the monitor upfront of the problem and what you are doing about it. Preparing for HUD Monitoring

  26. Is that the same thing as Self-Deportation? Preparing for HUD Monitoring

  27. Have a designated location for the monitors … Preparing for HUD Monitoring

  28. And allow the monitors private time to review documentation. Preparing for HUD Monitoring

  29. Sometimes on-site clarification can avoid problems which might otherwise result in a concern or a finding. Have pertinent staff available to answer questions. Preparing for HUD Monitoring

  30. The Exit Conference Insist on a preliminary report on how the monitoring went and what needs to be addressed. Preparing for HUD Monitoring

  31. HUD has a form … Preparing for HUD Monitoring

  32. Ask for a copy. Preparing for HUD Monitoring

  33. Act quickly to address any concerns and findings … today is not too soon. The policy in Tennessee is to clear as many findings in the field as possible. Preparing for HUD Monitoring

  34. And when the monitors leave… Preparing for HUD Monitoring

  35. Preparing for HUD Monitoring

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