RES 327 Draft 01 2008-2010 - Laserfiche WebLink

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• • Program Year 1 Action Plan Institutional Structure response: 1. The County will continue to participate in: CDBG /HOME Coordinator's Quarterly Meeting which coordinates state -wide activities and performance measures; the State -wide Continuum of Care group which meets every other month to collaborate on homeless issues; the Inter- Agency Council on Homelessness which meets every other month to enable better access to mainstream programs and to end chronic homelessness in ten years; HOME State Recipient Group which meets periodically to coordinate HOME program and projects; and State -wide Housing Directors which meets monthly to collaborate on housing issues. Monitoring 1. Describe actions that will take place during the next year to monitor its housing and community development projects and ensure long -term compliance with program requirements and comprehensive planning requirements. Program Year 1 Action Plan Monitoring response: 1. Upon approval of the CDBG and HOME program funds, the County meets with each recipient. During this meeting, the County explains the contents of the agreement and all of the requirements for the specific project. The County developed various check lists (bid, construction, labor standards, acquisition, etc.) that are distributed and explained to each recipient for their use. The checklist indicates the process and the documentation requirements. The checklist also requires that the County approve agreements, documents, notices, etc. prior to its use or execution. This ensures that the documents meet the federal requirements of the program. Recipients are required to submit all executed and completed documents to the County for its files. Recipients are also subject to audits and monitoring visits by auditors and HUD. This is an ongoing process. The County works with the recipient through every step of the project. Training and technical assistance is done immediately if errors or non- compliance are found. For the projects involved with facility rehabilitation or construction, the County conducts site visits to verify work progress, conducts labor interviews, and verify project progress payments. In addition, the agreement executed between the County and recipient requires the recipient to submit monthly status reports to the County. The County will also conduct on site monitoring of completed projects to verify income and compliance with CDBG program rules and Sub- recipient agreement. This ongoing monitoring process is preferred to the usual monitoring and audit of projects during the middle or at the completion of the project. This system enables the County to work with the recipients through every step of the project implementation. This process ensures compliance prior to executing any action, instead of reviewing the files after the fact. First Program Year Action Plan 6 Version 2.0