FLORIDA COALITION AGAINST
DOMESTIC VIOLENCE
FY 2010-2011 Contract Monitoring Overview
August 25, 2010
CONTRACT MONITORING ORGANIZATIONAL CHART
Sandy Barnett
Vice President of
Administration/ COO
Lauri Wildgoose-Woodson
Director of Contracts
and
Grant Administration
Merni Carter
Program Monitor
OPEN
Program Monitor
Jill Wing
Fiscal/Administrative
Monitor
OPEN
Fiscal/Admin
Monitor
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-onone 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
[email protected]
Contract Monitor
425 Office Plaza Drive
Tallahassee, FL 32301
850/425-2749