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SP-80 Monitoring — 91.230 <br />Describe the standards and procedures that the jurisdiction will use to monitor activities <br />carried out in furtherance of the plan and will use to ensure long-term compliance with <br />requirements of the programs involved, including minority business outreach and the <br />comprehensive planning requirements <br />To ensure that HUD funds are used efficiently and in compliance with applicable regulations, the City <br />provides technical assistance to all subrecipients at the beginning of each program year and monitors <br />subrecipients throughout the program year. <br />Technical Assistance <br />To enhance compliance with federal program regulations, the City provides an annual Notice of Funding <br />Availability (NOFA) workshop to review the Plan goals, program requirements and available resources <br />with potential applicants. Subsequent to the approval of the Annual Action Plan, a mandatorysubrecipient <br />workshop is held to review program regulations in detail, to provide useful forms and resources for <br />documenting compliance and to review the City's compliance procedures and requirements. Additionally, <br />individualized technical assistance is provided on an as -needed basis throughout a program year. <br />Activity Monitoring <br />All activities are monitored, beginning with a detailed review upon receipt of an application to determine <br />eligibility, conformance with a National Objective and conformance with a Plan goal. This review also <br />examines the proposed use of funds, eligibility of the service area, eligibility of the intended beneficiaries <br />and likelihood of compliance with other federal requirements such as the National Environmental Policy <br />Act, the System for Award Management (SAM) debarment list, prevailing wage, Minority and Women <br />Business Enterprise, Section 3 and federal acquisition and relocation regulations, as applicable. <br />Subrecipients are required to submit an audit and other documentation to establish their capacity, and <br />any findings noted in the audit are reviewed with the applicant. Eligible applications are then considered <br />for funding. Once funded, desk monitoring includes ongoing review of required quarterly performance <br />reports. For CDBG public service activities, an on -site monitoring is conducted once every two (2) years, <br />or more frequently as needed to ensure compliance. These reviews include both a fiscal and <br />programmatic review of the subrecipient's activities. The reviews determine if the subrecipient is <br />complying with the program regulations and City contract. Areas routinely reviewed include overall <br />administration, financial systems, appropriateness of program expenditures, program delivery, client <br />eligibility determination and documentation, reporting systems, and achievement toward achieving <br />contractual goals. Following the monitoring visit, a written report is provided delineating the results of <br />the review and any findings of non-compliance and the required corrective action. Subrecipients normally <br />have 30 days to provide the City with corrective actions taken to address any noted findings. Individualized <br />technical assistance is provided, as noted above, as soon as compliance concerns are identified. For CDBG <br />capital projects, monitoring also includes compliance with regulatory agreement requirements <br />Consolidated Plan SANTA ANA 139 <br />OMB Control No: 2506-0117(exp. 06/30/2018) 75A-147 <br />