Section R. 400.19203 - Monitoring; performance assessments of community action agency activitiesRule 203.
(1) The bureau shall conduct comprehensive on-site performance monitoring of each CAA once every 3 years or sooner, in addition to other types of monitoring including, but not limited to, desk monitoring and focused scope onsite monitoring. The monitoring shall accomplish all of the following: (a) Determine the extent to which the CAA achieves desired results or benefits established by the legislature or other authorizing body.(b) Assess the CAA's performance in attaining objectives that are made a part of the grant or contract agreement.(c) Determine whether the CAA is acquiring, protecting, and using bureau-funded resources, such as personnel or equipment, economically and efficiently.(d) Determine the causes, if any, of inefficiencies or uneconomical practices and provide remedial assistance.(e) Determine whether the CAA has complied with laws or regulations applicable to its operation in an efficient and economical manner.(f) Access other items as required by the bureau or state or federal government. Continued funding shall be contingent upon satisfactory performance in all areas covered by the performance assessment in accordance with applicable federal and state laws or regulations.(g) Assess the CAA's financial capacity and compliance with cost and accounting standards as required by the federal office of management and budget.(2) The bureau shall do all of the following: (a) Assure that a grantee is given advance notice, in writing, of a scheduled monitoring, including all of the following information:(i) The date scheduled for the on-site monitoring.(ii) The scope of the on-site monitoring.(iii) Criteria to be used in conducting the on-site monitoring.(b) Assure that a written monitoring report will be submitted, within 60 days of the exit conference, to the grantee describing the bureau's findings based on the on-site monitoring unless the executive director approves the extension.(c) Assure that the grantee has the opportunity to respond to the office within 30 days of receipt of the bureau's findings concerning any exceptions noted in the monitoring report unless the executive director approves the extension.(3) Each monitoring report and management decision letter that is issued by the bureau may be used as a basis for any of the following actions:(a) Corrective action to be taken by the grantee.(b) Suspension, probation, or termination of grants or CAA status, or both, in accordance with applicable contracts and state and federal laws or regulations.(c) Denial of eligibility, subsequent grants, or contracts due to performance or compliance factors.(4) Each monitoring report and management decision letter shall specify the changes, improvements, or corrections that have been made by the grantee since the previous comprehensive monitoring.Mich. Admin. Code R. 400.19203