1. SURVIVING A MONITORING VISIT Mary Alice Applegate, Field Representative  September 4, 2014

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 September 2014 ▪ START UP MEETING SURVEYS OF BENEFICIARIES AVAILABLE AND COMPLETE

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 September 2014 BASIC PREPARATION

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.  ENVIRONMENTAL  FINDING OF NO SIGNIFICANT IMPACT /CONCURRENT NOTICE TEAR SHEET IN FILE  FINDING OF EXEMPTION IN FILE  ENVIRONMENTAL ASSESSMENT DOCUMENTATION COMPLETE September 2014 PREPARATION (CON’T)

10.  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 PREPARATION (CON’T)

11.  LABOR MANAGEMENT  WEEKLY PAYROLLS PROPER CERTIFICATION BY OFFICER WORKER INTERVIEWS INCLUDING SUB-CONTRACTORS OTHER DEDUCTIONS FORMS EVIDENCE OF RESTITUTION PAID September 2014 PREPARATION (CON’T)

12. 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!