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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

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SURVIVING A MONITORING VISIT

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  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

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