1. Casey Moore, CDBG Field Services Representative September 10, 2015 Surviving a Monitoring Visit

2. SURVIVING A MONITORING VISIT AIDS PITFALLS

3. SURVIVING A MONITORING VISIT  AIDS RECIPIENTS’ MANUAL-- PROPER GRANT FILES

4. PITFALLS  FAILURE TO FOLLOW MANUAL AND LEARN ABOUT UPDATES IN REGULATIONS

5. PITFALLS  INADEQUATE FILES  LOCATION OF FILES

6. Basic Preparation ▪ START UP MEETING SURVEYS OF BENEFICIARIES AVAILABLE AND COMPLETE

7.  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

8. 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

9. PREPARATION (CON’T)  FAIR HOUSING / EEO / SECTION 3  FH POSTER DISPLAYED  FH ON PUBLIC HEARING AGENDA  ACCESSIBLE LOCATION  SECTION 3 PACKET IN CONSTRUCTION CONTRACT

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

11.  LABOR MANAGEMENT  WAGE RATE VERIFICATION PRIOR TO BID OPENING (EMAIL TO/FROM PAM TRUITT)  APPROPRIATE AND INCLUSIVE JOB CLASSIFICATIONS  CONTRACTOR CLEARANCE  FEDERAL CLAUSES IN CONTRACT  PRE-CONSTRUCTION MEETING MINUTES

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

13. 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

14. Register of CDBG expenditures

15. 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.

16.  Call your Field Representative or DCA staff with questions.  Good luck!

17. Questions???