SURVIVING A MONITORING VISIT
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SURVIVING A MONITORING VISIT
Mary Alice Applegate, Field Representative September 4, 2014
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SURVIVING A MONITORING VISIT
AIDS RECIPIENTS’ MANUAL--
PROPER GRANT FILES
September 2014
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PITFALLS FAILURE TO FOLLOW MANUAL
AND LEARN ABOUT UPDATES IN REGULATIONS
September 2014
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PITFALLS INADEQUATE FILES LOCATION OF FILES
September 2014
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Basic Preparation
September 2014
▪ 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
September 2014
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
September 2014
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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
September 2014
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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
September 2014
PREPARATION (CON’T)
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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)
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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)
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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
September 2014
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Register of CDBG expenditures
September 2014
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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.
September 2014
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September 2014
Call your Field Representative or DCA staff with questions.
Good luck!
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