Casey Moore, CDBG Field Services Representative September 10, 2015 Surviving a Monitoring Visit.
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Transcript of Casey Moore, CDBG Field Services Representative September 10, 2015 Surviving a Monitoring Visit.
![Page 1: Casey Moore, CDBG Field Services Representative September 10, 2015 Surviving a Monitoring Visit.](https://reader036.fdocuments.us/reader036/viewer/2022062722/56649f325503460f94c4ec2b/html5/thumbnails/1.jpg)
Casey Moore, CDBG Field Services Representative September 10, 2015
Surviving a Monitoring Visit
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SURVIVING A MONITORING VISIT
AIDS
PITFALLS
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SURVIVING A MONITORING VISIT
AIDS RECIPIENTS’ MANUAL--
PROPER GRANT FILES
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PITFALLS
FAILURE TO FOLLOW MANUAL AND LEARN ABOUT UPDATES IN REGULATIONS
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PITFALLS
INADEQUATE FILES LOCATION OF FILES
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Basic Preparation
▪ START UP MEETING• SURVEYS OF BENEFICIARIES AVAILABLE
AND COMPLETE
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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
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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
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PREPARATION (CON’T)
FAIR HOUSING / EEO / SECTION 3 FH POSTER DISPLAYED FH ON PUBLIC HEARING AGENDA ACCESSIBLE LOCATION SECTION 3 PACKET IN CONSTRUCTION
CONTRACT
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ENVIRONMENTAL FINDING OF NO SIGNIFICANT IMPACT
/CONCURRENT NOTICE TEAR SHEET IN FILE FINDING OF EXEMPTION IN FILE ENVIRONMENTAL ASSESSMENT
DOCUMENTATION COMPLETE
PREPARATION (CON’T)
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PREPARATION (CON’T)
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
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PREPARATION (CON’T)
LABOR MANAGEMENT WEEKLY PAYROLLS
PROPER CERTIFICATION BY OFFICER WORKER INTERVIEWS INCLUDING
SUB-CONTRACTORS OTHER DEDUCTIONS FORMS EVIDENCE OF RESTITUTION PAID
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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
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Register of CDBG expenditures
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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.
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Call your Field Representative or DCA staff with questions.
Good luck!
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Questions???