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ATTACHMENT 1 Annual City Grant Program Compliance Protocols Mandatory Recipient Meeting All agencies awarded City Grant funds by the City Council in the Annual City Budget process MUST attend a MANDATORY RECIPIENT MEETING in July. The date, time, and location are identified on the City Grant Application Packet Timeline and on the City Grant webpage. Agencies awarded funds will be notified in writing about the meeting date, time, and location. The meeting notice will be mailed to the Project Contact Person identified on the City Grant Application submitted by the agency. Timelines and Forms Agencies must adhere to all project timelines and use the appropriate forms. If not, funds may be rescinded and/or the agency will be ineligible to receive funds in the next fiscal funding cycle. City Grant Recipient Agreement, and Addendum (if needed) Agencies MUST submit a completed City Grant Recipient Agreement for each project awarded funds by August 15. The due date is identified on the City Grant Application Packet Timeline and on the City Grant webpage. Recipient agencies will receive the Grant Recipient Agreement to execute at the Mandatory Recipient Meeting. Proof of insurance, and any other documents required (missing Application documents, i.e., Resident on Board of Directors or Authorization Letter to Apply) to complete the Agreement are due August 15. In addition, should an agency be awarded less funds than were requested, an Addendum must be completed specifying how the project will be completed with less funds. The Addendum is to be attached to the Agreement and is due August 15. Invoice Form and Documentation All agencies awarded City Grant funds must submit requests for reimbursement of expended dollars on the CORRECT invoice form. A copy of the Invoice Form will be distributed at the Mandatory Recipient Meeting and will be available on the City Grant webpage. A completed, correct invoice form must have appropriate and direct accounting documentation, verifying the expense specifically for the awarded project. Invoices will not be processed before the City Grant Recipient Agreement and Addendum (if needed) are fully executed through the City Clerk's office. All invoices are due by August 1, immediately following the end of the fiscal year for which the funds were allocated. pACiP 1 of 7 - f:i4v r-~n+ (:mm~li~nro Drn•nrnlc