A. Project Management 1. Develop a recordkeeping system consistent with program guidelines, including the establishment of a filing system. 2. Maintenance of filing system. 3. Provide general advice and technical assistance to the City/County personnel on implementation of project and regulatory matters. 4. Assist in the procurement of professional consulting engineering services through the request for proposal process, if applicable, and as required by the TxCDBG regulations. 5. Furnish City/County with necessary forms and procedures required for implementation of project. 6. Assist the City/County in meeting all special condition requirements that may be stipulated in the contract between the City/County and TDA. 7. Prepare and submit to TDA documentation necessary for amending the TxCDBG contract. 8. Conduct re-assessment of environmental clearance for any program amendments. 9. Prepare and submit quarterly reports (progress and minority hiring). 10.Prepare Financial Information Report or City/County. 11.Establish procedures to document expenditures associated with local administration of the project. 12.Provide guidance and assistance to City/County regarding acquisition of property: • Submit required reports concerning acquisition activities to TDA; • Establish a separate acquisition file for each parcel of real property acquired; • Determine necessary method(s) for acquiring real property; • Prepare correspondence to the property owners for the City/County’s signature to acquire the property or to secure an easement; and • Assist the City/County in negotiation with property owner(s). 13.Maintain TxCDBG Property Management register for any property/equipment purchased or leased. 14.Serve as liaison for the City/County during any monitoring visit by staff representatives from either TDA or the U.S. Department of Housing and Urban Development (HUD). B. Financial Management 1. Assist the City/County in proving its ability to manage the grant funds to the state's audit division. 2. Assist the City/County in establishing and maintaining a bank account (Direct Deposit account) and/or separate local bank account, journals and ledgers. 3. Assist the City/County in submitting the required Accounting System Certification letter, Direct Deposit Authorization Form (if applicable), and/or Depository/Authorized Signatory form to TDA. 4. Prepare all fund drawdowns on behalf of the City/County in order to ensure orderly, timely payments to all contracting parties within the allotted time period. 5. Review invoices received for payment and file back-up documentation. 6. Provide general advice and technical assistance to City/County personnel on implementation of project and regulatory matters. 7. Assist the City/County in establishing procedures to handle the use of any TxCDBG program income. C. Environmental Review 1. Prepare environmental assessment. 2. Coordinate environmental clearance procedures with other federal or state agencies and interested parties responsible for implementing applicable laws. 3. Document consideration of any public comments. 4. Prepare any required re-assessment of environmental assessment. 5. Prepare Request for Release of Funds and certifications to be sent to TDA.
