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On-Site Monitoring Visit <br /> Once FDEM personnel have arrived at the site, an orientation conference will be conducted. <br /> During this time, the purpose of the site visit and the items FDEM intends to examine will be <br /> identified. If financial monitoring visit will be conducted, they will then explain their objectives and <br /> will proceed to perform the financial review. <br /> FDEM personnel will review all files and supporting documentation. Once the supporting <br /> documentation has been reviewed, a tour/visual/spot inspection of equipment will be conducted. <br /> Each item should be visually inspected whenever possible. Bigger items(computers, response <br /> vehicles, etc.)should have an asset decal (information/serial number) placed in a prominent <br /> location on each piece of equipment as per recipient agency requirements. The serial number <br /> should correspond with the appropriate receipt to confirm purchase. Photographs should be taken <br /> of the equipment(large capital expenditures in excess of$1,000. per item). <br /> If an item is not available(being used during time of the site visit), the appropriate documentation <br /> must be provided to account for that particular piece of equipment. Once the tour/visual/spot <br /> inspection of equipment has been completed, the FDEM personnel will then conduct an exit <br /> conference with the grantee to review the findings. <br /> Other programmatic issues can be discussed at this time, such as missing quarterly reports, <br /> payment voucher/reimbursement, equipment, questions, etc. <br /> Post Monitoring Visit <br /> FDEM personnel will review the on-site monitoring review worksheets and backup documentation <br /> as a team and discuss the events of the on-site monitoring. <br /> Within 30 calendar days of the site visit, a monitoring report will be generated and sent to the <br /> grantee explaining any issues and corrective actions required or recommendations. Should no <br /> issues or findings be identified, a monitoring report to that effect will be generated and sent to the <br /> grantee. The grantee will submit a Corrective Action Plan within a timeframe as determined by the <br /> FDEM. Noncompliance on behalf of sub-grantees is resolved by management under the terms of <br /> the Sub grant Agreement. <br /> The On-Site Monitoring Worksheets, the monitoring report and all back up documentation will then <br /> be included in the grantee's file. <br /> 53 <br /> 111 <br />