2017 Consolidated Annual Performance and Evaluation Report (CAPER) DRAFT

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' CR-40 - Monitorin g 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 ' On-site audits at local agencies receiving CDBG, HOME, ESG, and NSP 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 1 requirements. A minimum of eight (8) on-site audits are completed annually. The audits are performed by two DC] staff members working together to review accounting procedures and program rules. These ' on-site monitoring visits are in addition to the monthly 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 2017 the following on-site monitoring visits were conducted by staff, no findings or concerns were identified: ' • Neighborhood Resource Connection (5/16/17)—CDBG • REAL Services (5/17/18)—CDBG ' • South Bend Human Rights Commission (6/09/17) -CDBG • South Bend Home Improvement Program (6/12/17) -CDBG • Department of Code Enforcement (10/24/17) -CDBG • Historic Preservation Commission (10/27/17)—CDBG • South Bend Heritage Foundation (11/21/17)—HOME, CDBG • Near Northwest Neighborhood (12/06/17)—HOME, CDBG 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. 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. CAPER 25 ' OMB Control No:2506-0117(exp.06/30/2018)