2013 CDBG Recipients' Workshop SURVIVING A MONITORING VISIT AIDS PITFALLS.

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Presentation transcript:

2013 CDBG Recipients' Workshop SURVIVING A MONITORING VISIT AIDS PITFALLS

Page CDBG Recipients' Workshop Community Finance Division SURVIVING A MONITORING VISIT ▪AIDS RECIPIENTS’ MANUAL PROPER GRANT FILES KNOWLEDGEABLE GRANT ADMINISTRATOR September 5-6, 2013

Page CDBG Recipients' Workshop Community Finance Division PITFALLS ▪FAILURE TO FOLLOW MANUAL AND LEARN ABOUT UPDATES IN REGULATIONS ▪INADEQUATE FILES ▪LOCATION OF FILES September 5-6, 2013 ▪START UP MEETING SURVEYS OF BENEFICIARIES AVAILABLE AND COMPLETE VS. BASIC PREPARATION

Page CDBG Recipients' Workshop Community Finance Division ▪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 September 5-6, 2013 BASIC PREPARATION

Page CDBG Recipients' Workshop Community Finance Division 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 FAIR HOUSING ▪POSTER DISPLAYED ▪FH ON PUBLIC HEARING AGENDA September 5-6, 2013

Page CDBG Recipients' Workshop Community Finance Division ENVIRONMENTAL ▪FONSI TEAR SHEET IN FILE ▪FOE IN FILE ▪ASSESSMENT DOCUMENTATION COMPLETE September 5-6, 2013 PREPARATION (CON’T)

Page CDBG Recipients' Workshop Community Finance Division LABOR MANAGEMENT ▪WAGE RATE VERIFICATION PRIOR TO BID OPENING ▪CONTRACTOR CLEARANCE ▪FEDERAL CLAUSES IN CONTRACT ▪WEEKLY PAYROLLS PROPER CERTIFICATION WORKER INTERVIEWS INCLUDING SUB-CONTRACTORS OTHER DEDUCTIONS FORMS EVIDENCE OF RESTITUTION PAID September 5-6, 2013 PREPARATION (CON’T)

Page CDBG Recipients' Workshop Community Finance Division PREPARATION (CON’T) FINANCIAL MANAGEMENT ▪TIMELY DISBURSEMENT OF FUNDS ▪BANK INTEREST/FEES ▪BANK STATEMENTS / CHECKS WITH INVOICES ▪LATE QUARTERLY REPORTS ▪BENEFITS UPDATED QUARTERLY September 5-6, 2013

Page CDBG Recipients' Workshop Community Finance Division Register of CDBG expenditures September 5-6, 2013

Page CDBG Recipients' Workshop Community Finance Division GRANT ADMINISTRATION MOTTO: “BE PREPARED!”: ▪CHECK monitoring forms in your manual for items needed to answer questions. ▪KEEP files up to date with documentation of project, i.e., current bank statements. September 5-6, 2013