The Federal Regulations governing the grant programs financially supported by the U.S. Department of Justice (DOJ) require all grantees to monitor, at least once per grant cycle, all elements of their grant narrative against performance goals and compliance with administrative requirements. The purpose of LCCL's monitoring is to evaluate our community partners and their adherence to federal regulations and other policies and procedures relevant to the U.S. Department of Justice (DOJ) Office of Justice Programs, Bureau of Justice Assistance (OJP-BJA). To carry out monitoring, the LCCL prepares a Monitoring Review Guide which provides a 2 CFR § 200.331 compliance checklist and a list of questions and procedures to be reviewed during the grant cycle. This checklist is to be used as a guide, and the LCCL staff must use their own judgment in specific monitoring situations that may require additional or fewer review procedures.
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Because this activity occurs periodically throughout the grant project, the LCCL wanted to share an update on the activity this quarter. During Q6, the LCCL finalized its monitoring guide and a pre-monitoring checklist to help ensure community partners (subgrantees) are successful in monitoring. While LCCL's technical assistance and monitoring duties start with the planning process and onboarding of subgrantees, some aspects require more time to be implemented or developed. For example, community partners might immediately comply with requirements to post required workplace notices, but implementing requirements related to screening for people who will work with minors occurs as those staff are interviewed and selected. The pre-monitoring checklist helps community partners maintain currency in these requirements after they are initially trained in them at the start of the grant.
During Q7, the LCCL conducted both pre-monitoring "get ready" sessions followed by a formal monitoring site visit. All community partners (subgrantees) completed the monitoring with no findings. Other forms of monitoring by LCCL are ongoing throughout the duration of the sub-award. For example, LCCL reviews all reimbursement requests and ensures that expenses align with relevant statutes, OMB circulars, and other contractual requirements.
With monitoring site visits complete in Q7, LCCL continued to monitor expenses and performance in Q8 and Q9 as part of our multi-pronged approach to monitoring and compliance. An a day-to-day basis much of this monitoring work occurs in our fiscal department where expenses are reviewed and approved in compliance with federal guidelines. New memorandums of understanding (MOUs) were extended for the second and final 15-month grant term. A grant for one of the three community partners was effectively closed by November 15, 2024.
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