2024 Consolidated Annual Performance and Evaluation Report (CAPER)

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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 involved, including minority business outreach and the comprehensive planning requirements Annual, on-site audits at local agencies receiving CDBG, HOME, and ESG funds are scheduled per the HCD Plan to ensure compliance. All CDBG, HOME, and ESG subrecipients are desktop-monitored with each claim for reimbursement that is submitted to the Department of Community Investment (DCI). Technical assistance is provided to all subrecipients through email, phone communication, and in-person or virtual meetings with DCI staff throughout the year. As stated in the HCD Plan,a number of on-site monitoring visits of subrecipients occur each year to review their internal systems. As part of the monitoring visit, DCI staff meet with appropriate members of the subrecipient staff to review procedures, client files, financial records,and other pertinent data. In addition, a new subrecipient is monitored in its first year of funding. DCI staff performs a risk assessment annually for all recipients of grant funds. Utilizing the HUD risk analysis format, Subrecipients are evaluated using a number of categories and are selected for onsite monitoring based on factors such as delayed projects,slow draws, compliance concerns, staff turnover, and/or other concerns that may be identified through desktop monitoring.The audits are performed by DCI staff members that review accounting procedures and program compliance. Onsite monitoring visits are in addition to the 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 2023, DCI staff and Administration and Finance staff completed an on-site monitoring visit for each subrecipient. In 2024, grant recipients selected for on-site monitoring was based on an evaluation of each program using HUD's risk analysis checklist. Those with low scores were selected for monitoring in 2024. The following monitoring was conducted by staff in 2024: • Inspections of all emergency shelter receiving ESG funding (May 2024) • Health Plus IN/AIDS Ministry/AIDS Assist—ESG (December 2024) • YWCA of North Central Indiana— ESG funding(December 2024) • Oaklawn—HOME funding(October 2024) • 466 Works—CDBG funding (November 2024) • South Bend Heritage Foundation—CDBG funding (November 2024) • Near Northeast Revitalization Organization - HOME funding (November 2024) CAPER 41 OMB Control No:2506-0117(exp.09/30/2021)