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SP-80 Monitoring – 91.230
Describe the standards and procedures that the jurisdiction will use to monitor activities carried out in furtherance of the plan and will
use to ensure long-term compliance with requirements of the programs involved, including minority business outreach and the
comprehensive planning requirements
The City of Newport News has a well-developed program administration capability and a grant monitoring mechanism has been in place for many years
for monitoring of the CDBG and HOME programs. The overall monitoring of these program falls under the responsibility of the Business Development
Specialist with input and assistance from the Chief of Fiscal Operations, a Senior Project Coordinator, the Accountant II and the Senior Administrative
Assistant, all of whom are in the City’s Department of Development. The procedures and guidelines followed in monitoring mirrors those developed by
HUD. City staff meets with or talks to NNRHA on a bi-weekly basis to review program progress. Actual program accomplishments compared to projections
included in the Action Plan are also reviewed quarterly. Documentation of monitoring discussions that occur throughout the program year are kept in a
binder and include program activity spreadsheets reflecting open and closed activities, meeting agendas and meeting notes.
Since the programs’ inception, the City has entered into an annual administrative contract with the Newport News Redevelopment and Housing Authority
for the administration, management, implementation, monitoring and compliance for the CDBG and HOME programs.
NNRHA staff are responsible for the oversight, management and monitoring of the sub-recipient contracts that fall under their purview. Program
requirements for the City’s affordable housing programs are incorporated into contracts, deed restrictions and loan documents to ensure compliance.
Program requirements include those established by federal regulations for both the CDBG and HOME programs.
Each year CDBG funds are allocated to non-profit agencies on a competitive basis. Contracts are executed between the Authority and the sub- recipient
agency indicating the type of service(s) to be provided, contract amount and time frame. The contract begins July 1 and ends June 30 unless the
Authority grants an extension. Extensions are granted only if the agency shows that substantial progress is being achieved. If funds are not expended
during the fiscal year time frame and no extension has been granted, the funds are recaptured to be utilized for other pressing CDBG initiatives.
Program and fiscal staff from the Authority monitor each agency on a yearly basis to determine if they are in compliance with HUD’s regulations and
guidelines.
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