From: KEMP Jacqueline S * DAS

Sent: Mon May 22 09:57:07 2023

To: Mac Corthell

Cc: StateFiscal RECOVERYFUND * DAS

Subject: City of Molalla CSFRF Grant 8144 Monitoring Review

Importance: Normal

Attachments: image001.jpg; image002.jpg; 8144-Monitoring Report-Checklist.pdf; 8144-Monitoring Interview Questions.pdf;

Hi Mac,

This email is to notify you that the Department of Administrative Services (DAS) has scheduled a desk review for City of Molalla. The purpose of the review is to fulfill DAS’ monitoring requirements and identify any areas of technical assistance that may be needed. The review will start with an Entrance Interview scheduled for Wednesday, June 29, 2023 @ 9:00 am. Please email or call me within the next 10 days if the date/time does not work so we can re-schedule.

Attached, you will find a copy of the Monitoring Report – Checklist for your reference identifying what may be included in the monitoring review. This document will also provide your organization with the risk assessment level as was determined by DAS. Please note there was a change in scoring in December 2022 from the original Grantee Assessment tool to incorporate the transition to a Bell Curve. This may have impacted the level of risk originally indicated on the assessment tool.

Below you will find a list of requested documents to be received by DAS a maximum of two weeks from the date of this email. Please submit the required documents at your earliest convenience, but not later than June 5, 2023. Documentation must be submitted through this Smartsheet [LINK].

Notes for submission: all documents must be submitted in a readable format (such as Word, Excel, or a pdf file). When applicable, you are responsible to redact all personally identifiable information from all documents prior to submitting. You may need to combine like documents (i.e.: lists, policies & procedures etc.) as there is a 10-document limit in Smartsheet.

Please forward the following via the Smartsheet link no later than June 5, 2023.

• * Chart of accounts (highlight grant codes)
• * Revenue and Expense Report from 4/1/2022 – 3/31/2023 (showing only grant related entries)
• * General Ledger Report showing details of Grant related expenses including grant codes/names, category, date(s), description, transaction amounts totaling $116,117.06 for Dyer Partnership through QE 03/31/2023
• * Administrative and/or grant management policies and procedures
• * Financial policies and procedures
• * Procurement policy and procedures
• * Cost allocation policy or NICRA if applicable
• * Record retention policy
• * Copy of current insurance certification as required in the Grant Agreement Exhibit B
• * Copy of procurement “Request for Proposal” and contract for Dyer Partnership
• * Audited financial statements (most recent)

Attachments: DRAFT of Monitoring Report, Interview Questions

You will be receiving a meeting invitation the week of May 31, 2023, please forward to all relevant staff to be available for interview. Thank you in advance for your time and preparation for the review.

If you have any questions, please don’t hesitate to contact me.

Mahalo,

(Thank you)

Jacqueline Kemp, MA Ed

Sr. Covid Fiscal Analyst | COVID Fiscal Relief Team

Chief Financial Office | Statewide Accounting and Reporting Services

Cell: 971-374-3310 OK to text message | Jacqueline.s.kemp@das.oregon.gov

NOTE: Please include your organization’s Name & Grant number in the email subject line.