surviving a monitoring visit
DESCRIPTION
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 - PowerPoint PPT PresentationTRANSCRIPT
SURVIVING A MONITORING VISIT
Mary Alice Applegate, Field Representative September 4, 2014
SURVIVING A MONITORING VISIT
AIDS RECIPIENTS’ MANUAL--
PROPER GRANT FILES
September 2014
PITFALLS FAILURE TO FOLLOW MANUAL
AND LEARN ABOUT UPDATES IN REGULATIONS
September 2014
PITFALLS INADEQUATE FILES LOCATION OF FILES
September 2014
Basic Preparation
September 2014
▪ START UP MEETING• SURVEYS OF BENEFICIARIES AVAILABLE AND COMPLETE
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
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
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
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)
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)
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)
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
Register of CDBG expenditures
September 2014
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
September 2014
Call your Field Representative or DCA staff with questions.
Good luck!
