Monitoring, closeout, and program amendments

1. Monitoring, closeout, and program amendments Consultants/Engineers Grantee Workshop

2. Monitoring(Handbook page 539) • Each grant will be monitored when 50% of the grant funds have been requested by the grantee • Please be responsive to OCD staff when contacted regarding monitoring a project • OCD staff will review all compliance areas as well as view the project site • Monitoring checklists (Exhibit E-3) are included in the LCDBG Grantee Handbook • OCD will send the Grantee a monitoring report (Exhibit E-1) within 30 days of the date the project is monitored. • Grantee is required to respond as outlined in the Corrective Action Required section of each finding of deficiency listed in the monitoring report (Exhibit E-2) within 30 days • Grant must be monitored 45 days prior to threshold determination date if the Grantee wants to be considered for closeout by that date

3. Closeout(Handbook page 539) In order to receive a Conditional Closeout… • Improvements/construction undertaken with grant funds must be in full operation • Submit 2 copies of the Program Completion Report (new form) • Submit 3 copies of the Certificate of Completion (must be original signatures) • Submit Clear Lien Certificate • All findings of deficiency must be cleared • All documents (except clear lien) must be received one week prior to the threshold determination date

4. Closeout(Handbook page 540) In order to receive a Final Closeout • All conditions must be met in order to be approved for a Conditional Closeout • All financial reports/audits covering the expenditure of all LCDBG funds have been received and accepted.

5. Changes to approved projects • OCD must be contacted anytime a Grantee seeks to make changes to an approved LCDBG project. Early notification of problems is important. • Amendments and/or project changes to the approved LCDBG project can neither be requested nor approved through the submittal of engineering change orders only. (Handbook Page 66) • Major reductions in the scope of proposed work could result in adverse state action — grant reduction, termination, or a finding of ineligibility for future funding.(Handbook Page 66)

6. PLEASE NOTE: Any changes that are not necessary to complete the originally approved project and/or require an amendment to the originally approved ERR will NOT be considered.

7. Changes to approved projects • Some changes that become necessary for project implementation do not involve a change in scope of work or number of project beneficiaries and may not require a full program amendment. (Handbook Page 66) • These program changes generally must be requested in writing by the grantee.  • The request should describe the intended change to the project, and statements regarding whether the change will affect the intent/scope of the project, number of project beneficiaries, and the Environmental Review Record.

8. Program amendments(handbook page 66) • Must be submitted by the Grantee • Required if the Grantee proposes: • Single or cumulative changes to the program budget greater than 10% of the grant award amount • Changes that result in the deletion or addition of an activity or item • A reduction or expansion in the project’s approved scope of work

9. Program amendments(handbook page 66) Documents to be Submitted • A letter from the Grantee explaining the request and why it is needed • Program Amendment Forms (Exhibit A-64) • Map clearly identifying all changes to the project • Revised Engineer’s Cost Estimate • Documentation of public notice for public hearing, if required • Public hearings are required for program amendments except when the acquisition activity is being added or deleted from a project

10. Program amendments(handbook page 66) • OCD will review documentation to ensure that the project would be fundable based on the revised data. • Funds remaining due to cost under-runs may be used with prior approval by OCD through a Request for Program Amendment • Expansions must be contiguous to the original target area and cleared in the originally approved ERR • Scope and intent of expansion must be in keeping with the scope and intent of the originally funded application • Overall project must still primarily benefit low-to-moderate income persons