2018 CAPER (Consolidated Annual Performance and Evaluation Report

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I CR-40 - Monitoring 91.220 and 91.230 Describe the standards and procedures used to monitor activities carried out in furtherance of the plan and used to ensure long-term compliance with requirements of the programs I involved, including minority business outreach and the comprehensive planning requirements , On-site audits at local agencies receiving CDBG, HOME, and ESG funds are scheduled per the HCD Plan, to ensure compliance. On-site monitoring visits of sub-grantees are conducted approximately every two years to review their internal systems and ensure compliance with applicable requirements. A minimum of eight (8) on-site audits are completed annually. The audits are performed by two DCI staff members that review accountingprocedures and program rules. On-site monitoringvisits are in addition to the p g ' desk audits completed when reviewing subrecipient claims, constant communication on projects via phone and email, and various meetings to discuss program issues. Each claim for payment submitted by a subrecipient requires a progress report relevant to the goals stated in the Scope of Services. In 2018 the following on-site monitoring visits were conducted by staff; one (1)finding was identified *: • Community Homebuyers Corporation (7/09/18)—CDBG • REAL Services, Inc. (7/18/18)—CDBG • Youth Service Bureau (10/10/18) - ESG ' • YWCA (10/17/18) - ESG • Near Northwest Neighborhood (12/05/18)—CDBG, HOME • Habitat for Humanity of St.Joseph County (12/06/18)—CDBG, HOME • Rebuilding Together of St.Joseph County(12/14/18)—CDBG • Northeast Neighborhood Revitalization Organization (12/14/18)— HOME 1 * A finding was identified related to the period of affordability on three (3) deed restrictions Habitat recorded for HOME-funded properties. The finding has since been resolved. When the City of South Bend contracts with CDBG and HOME subrecipients, a memo is provided detailing the process to engage M/WBEs. In addition,a list of M/WBEs in St.Joseph County from the State of Indiana is provided to subrecipients. During on-site monitoring visits, evidence is requested that attempts were made to engage M/WBEs. I Additionally, based on the size and complexity of a project/program there are regularly scheduled meetings between staff and agencies in order to manage real time communication, check status, and immediately address any issues/challenges that may arise. The following regular meetings took place in 2018: • Near Northwest Neighborhood—(9) check-in meetings • South Bend Heritage Foundation/ NNRO—(5) check-in meetings • Habitat for Humanity—(4) check-in meetings ' • 466 Works—(2) check-in meetings CAPER 28 OMB Control No:2506-0117(exp.06/30/2018)