HomeMy WebLinkAboutResolution - 1042 - Adopt Uniform Monitoring Program - CD Program - Third Party Agencies Monies - 03/11/1982SHM:da
RESOLUTION
RESOLUTION 1042 - 3/11/82
A RESOLUTION ADOPTING A UNIFORM MONITORING PROGRAM FOR ALL THIRD PARTY
OPERATING AGENCIES WHICH RECEIVE MONEY THROUGH THE CITY OF LUBBOCK'S COMMUNITY
DEVELOPMENT PROGRAM.
WHEREAS, the City of Lubbock receives funding for Community Development
projects through the Department of Housing and Urban Development; and
WHEREAS, the City of Lubbock is responsible for the use of these funds
which must comply with Federal Regulations 24CFR, Federal Circular 74-4, and
OMB Circular A-102; and
WHEREAS, the City of Lubbock is responsible for the compliance of Third
Party Agencies that are subject to these regulations; and
WHEREAS, the City of Lubbock has been directed by the Department of HUD
to develop a system to evaluate the activities of Third Party Operating Agen-
cies receiving Community Development Funding.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Scope of Third Party Operating Agency Monitoring Program, which
is attached hereto and made a part hereof, BE and is hereby approved and
adopted as policy and procedure of the City of Lubbock to be utilized at least
quarterly in reviewing all Third Party Operating Agencies receiving funds from
the City of Lubbock Community Development Program.
Passed by the City Council this 11th day of March 1982.
� f
BIL M I TER, MAYOR
ATTEST:
Evelyn Ga fga, City e e ry-Treasurer
APPROVED AS TO CONTENT:
'L. --L
C'/ W.,
Richard Mays, Community bevelopment
Coordinator
APPROVED AS TO FORM:
WA' Aticw
Susan M. Horton, Asst. City Attorney
SCOPE OF THIRD -PARTY OPERATING AGENCY
MONITORING PROGRAM
The objective of monitoring third -party operating agencies is to provide
management with the information necessary to evaluate the performance of
such agencies. The information is obtained through examination of
agency records, interviews with personnel, and other analysis and apprasials
as deemed necessary by monitoring personnel. The information is transmitted
to management by written recommendations and pertinent comments concerning
the activities reviewed. The monitoring personnel are concerned with
all phases of the agencies' activities where funded by or through the
City of Lubbock. This involves going beyond accounting and financial
records to obtain a full understanding of the operations under review.
Monitoring personnel perform several activities included in the scope of
the audit in order to obtain the overall objective of monitoring operating
agencies. The system functions are introduced and listed as follow:
1) Appraising the continuing eligibility of activities admini-
stered by the operating agencies.
2) Ascertaining the extent of compliance of operating agencies
with established policies, plans, procedures, and the terms
and conditions of their contacts.
3) Establishing that charges to each program are reasonable
and proper.
4) Reviewing the soundness, adequacy, and application of
accounting, financial, and other operating controls',
including internal control.
5) Ascertaining the extent to which assets are accounted for
and safeguarded from losses of all kinds.
6) Ascertaining the reliability of management information
developed within the organization.
7) Appraising the quality of performance in carrying out
assigned responsibilities.
8) Assuring that time schedules are being met and comparing
actual accomplishments to reasonable performance goals
established for the period.
9) Analyzing cost overruns or high unit costs.
Scope of Third -Party Operating Agency
Monitoring Program
Page 2
10) Recommending operating improvements.
These functions are necessary so that the City of Lubbock can constantly monitor
and evaluate grant -supported activities in compliance with Federal regulations.