350 likes | 509 Views
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:
E N D
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: 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
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
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
You have two choices: Preparing for HUD Monitoring
ACCEPTANCE And since this is really your only choice … make the best of it. Preparing for HUD Monitoring
An unfortunate reality – not all monitoring visits are created equal. Preparing for HUD Monitoring
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
Or not … Preparing for HUD Monitoring
In any case, Preparing for HUD Monitoring
Your notification letter will tell you what activities and areas the monitor wants to see. Document, document, document Preparing for HUD Monitoring
Do it right and you, too, may qualify to become … Preparing for HUD Monitoring
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
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
Assign a lead person for the monitoring. This person should be present for any staff discussions with the monitor. Preparing for HUD Monitoring
Make sure you have a copy of the approved application and supporting funding approval documents. Preparing for HUD Monitoring
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
Our rehab checklist organizes the file from the first call to recording the Deed of Trust Preparing for HUD Monitoring
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
Get your staff ready for the visit. Discuss the monitoring visit and HUD’s expectations with each applicable staff person. Preparing for HUD Monitoring
Be active during the monitoring visit Preparing for HUD Monitoring
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
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
Is that the same thing as Self-Deportation? Preparing for HUD Monitoring
Have a designated location for the monitors … Preparing for HUD Monitoring
And allow the monitors private time to review documentation. Preparing for HUD Monitoring
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
The Exit Conference Insist on a preliminary report on how the monitoring went and what needs to be addressed. Preparing for HUD Monitoring
HUD has a form … Preparing for HUD Monitoring
Ask for a copy. Preparing for HUD Monitoring
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
And when the monitors leave… Preparing for HUD Monitoring