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BACKGROUND In spring 2006, the Civic Arts, Human Services, and Youth commissions reviewed the FY 2006/07 City Grant Program Application and Review Process. It was determined that a Subcommittee, comprised of representatives from each of the affected commissions, should explore opportunities to modify the grant application packet to better identify program protocols, address project guidelines, and simplify the application. A primary goal of the Subcommittee was to keep the program protocols and application guidelines: o Reasonable o Manageable o Objective o Timely o Appropriate o Clearly Stated Several elements of the program and application were considered for revision, and timelines set for appropriate City commissions to consider the recommended changes identified. Each target date provided an opportunity for the commissions to evaluate specific elements that would have a direct impact on the next step in the revision process. The recommended tasks and timelines were approved by the City Council in December 2006, along with the FY 2007/08 City Grant Application Packet and funding priorities. The Subcommittee consolidated its timeline to complete the remainder of the tasks for consideration by each of the commissions in April/May 2007, and forward to the City Council for consideration by the end of the current fiscal year. Funding recommendations Annually in April, each affected commission considers City Grant applications in the respective funding category and makes recommendations for consideration by the City Council. The Subcommittee revised the Commissioners' Application Review form to make it follow the Grant Application, and assess project elements that reflect service to Pleasanton residents and projected use of City funds. The Subcommittee proposed that each commission, in addition to determining funding recommendations within the allocated funding limit, identify a list of potential grantees should unallocated funds become available. Although it is unusual for all City grant funds not to be distributed, it did occur this year in both the Civic Arts and Youth areas due to fewer applications and/or projects not meeting program guidelines. In addition, there have been several instances where agencies have been unsuccessful in either implementing or completing projects, leaving funds unused. Program timelines and compliance protocols The Subcommittee developed a comprehensive two-page document that outlines the Annual City Grant Compliance Protocols, with proper documentation and timelines Page 2 of 4