FLORIDA COALITION AGAINST DOMESTIC

VIOLENCE

FY 2010-2011 Contract Monitoring Overview

August 25, 2010

CONTRACT MONITORING ORGANIZATIONAL CHART

Lauri Wildgoose-WoodsonDirector of Contracts

and Grant Administration

Merni CarterProgram Monitor

OPENProgram Monitor

Jill WingFiscal/Administrative

Monitor

OPENFiscal/Admin

Monitor

Sandy BarnettVice President of

Administration/ COO

CONTRACT MONITORING OVERVIEW

Pursuant to Florida Statute 39.903, the Florida Department of Children and Families contracted with the FCADV to implement, administer, and evaluate all services provided by the certified domestic violence centers statewide. FCADV is also required to perform monitoring activities on all providers who receive at least $25,000.00 or more in funding per fiscal year.

Office of the Attorney General (VOCA) DCF Certification

PURPOSE OF MONITORING

Compliance with all terms and conditions of the agreement and all applicable laws, rules, regulations and FCADV Standards

Scope of work has been completed

Deliverables have been met

Funds have been accounted for and used appropriately

Program goals, objectives and standards are being met

MONITORING ACTIVITIES TIMELINE

Schedule posted on FCADV website Confirmation notification sent at least 30

days prior to onsite visit Documentation must be submitted timely to

avoid payment delays of monthly services invoice

Final Exit Conference Call Final monitoring report released within 30

days of onsite visit CAP due to FCADV within 30 days

Rejection of CAP – Response due within 5 business days

EXPECTATIONS FOR ONSITE REVIEW

Opening meeting/entrance conference Access to document request items (i.e. personnel

files, checks, participant files, incident reporting logs, updates policies and procedures)

Daily debriefing of monitoring observations/concerns

Interviews (Board, Employee, Resident) Shelter/grounds walk-through Motor vehicle inspection (if applicable) Final exit conference (conference call)

MONITORING TOOLS

A variety of tools are used to determine contract compliance and ensure quality assurance in the Fiscal, Administrative and Programmatic areas of the certified domestic violence centers and other service providers.

MONITORING TOOL AND SECTIONS Onsite Monitoring Tool

Board of Directors Administrative Fiscal Human Resources Professional Development and Training Subcontracting Health and Safety General Program Hotline Support Services Shelter BIP DCF Certification** Primary Prevention** VOCA**

SUPPLEMENTAL TOOLS Supplemental Tools – Onsite Review

Fiscal-Admin Board interview tool Check review template Salary expenditure tool Payroll worksheet Personnel file review template Data security tool

Program Participant interview tool Staff interview tool Observation Tool Shelter file review template Outreach file review template Motor Vehicle Observation Checklist Civil rights compliance checklist

NEW MONITORING REQUIREMENTS FY 10-11 Fiscal-Admin (65 H-1)

Staff Requirements/Qualification Executive Director Program Director Accounting Manager/Bookkeeper Designated emergency coordinator

Training Requirements Reduced number of required in-service training hours (16

from 24) Additional training requirements for emergency

management plan Board of Directors

Minimum of three (3) members who reside within service area (1 of the 3 must be an employee of a local law enforcement agency within service area)

Members shall racially and ethnically reflect, as possible, participants served.

NEW MONITORING REQUIREMENTS FY 10-11

Program (65 H-1) Case Management – reduces the determination

for non-resident service management from 3 to 2 one-on-one sessions with an advocate

TDD equipment and a telephone relay system is required for hotline telephones

New shelters or alterations to current shelters must meet ADA standards

Outsite play areas must provide for safe and adequate fencing in accordance with local ordinances to prevent access to water hazards Fence must be 4ft high and continuous with no gaps Base must be at ground level to prevent inside or

outside access by children and animals

NEW MONITORING REQUIREMENTS FY 10-11

Program (65 H-1) Common areas are to have sprinklers or smoke

alarms Telephones

Must be centrally located and readily available for staff and participants

Emergency numbers must be posted by each phone One cellular phone must be available for use at all

times in event of power and telephone outages Prohibition on surveillance cameras in shelter

living areas (allowable only at entrance, exit doors and parking lots)

VOCA COMPONENTS

VOCA Checklist Crime Victim Compensation information must be

available in prominent location within the facility with the current AG’s name

Participant files must be kept in a secure and confidential location

Files must be kept with required record retention timeframes

Record retention policies must be in accordance with VOCA agreement

Established procedures must be in place regarding data collection for the VOCA monthly report

Center must identify staff funded by VOCA or used as a match

VOCA COMPONENTS CONT’D

VOCA Checklist Must have at least one staff that has a current

Victim Services Practitioner Designation from the AG’s office

Must utilize volunteers for victim services and must document volunteer hours with a timesheet/activity log

Must document volunteer activities/duties, specifying if volunteers are providing services for the VOCA funded project and list the average monthly commitment of volunteer hours per month related to that project

Equipment purchased with VOCA funds must be tagged with an inventory number and be available for inspection onsite by monitor

DCF COMPONENTS

DCF Certification Comprehensive up-to-date database of information

and referral resources that is made available to staff and volunteers (reviewed by monitors)

Playground equipment routinely checked for safety (Who conducts this review?)

Fence must surround children’s play area

FCADV WEBSITE

Monitoring Resources Onsite Tools and supplemental worksheets Authoritative rules and guidelines QA training materials

QUESTIONS

Contract_monitor@fcadv.org

Contract Monitor425 Office Plaza DriveTallahassee, FL 32301

850/425-2749