11/05/2013AP-B - Laserfiche WebLink

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