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City of Pleasanton <br />City Grant <br />Fisca/ Year 2008/09 <br />Compliance Protocols <br />Invoice Form and Documentation (continued) <br />Invoices won't be processed before the City Grant Recipient Agreement and Addendum (if <br />needed) are fully executed through the City Clerk's office. <br />All invoices are due by August 1, immediately following the end of the fiscal year for which the <br />funds were allocated. <br />Midterm Project Report -Due November 30 <br />Agencies MUST submit a completed Midterm Project Report for each project, due November <br />30 of the fiscal year in which the funds were awarded. A copy of the Midterm Report Form will <br />be distributed at the Mandatory Recipient Meeting and will be available on the City Grant <br />webpage. <br />Quarterly Commissions Project Review <br />Staff will provide the commissions with a City Grant Compliance Summary Review quarterly (in <br />October, January, April, July) that identifies each project by category and notes compliance to <br />the above identified requirements. <br />Midterm Commissions Project Review <br />In January, the commissions will review each project's status and performance. At that time, the <br />commissions will also determine if there is reasonable cause to consider a reallocation of funds <br />from an underperforming project(s). If cause is determined, each Commission will consider <br />projects identified on their respective Additional Funding Priorities List and make a <br />recommendation for reallocation of funds to be considered by City Council in March. <br />Appeals Process <br />In January, staff will notify any agency whose project is identified for funds to be rescinded to <br />prepare an appeal for consideration by the appropriate Commission in February. <br />If an agency wishes to appeal a consideration for reallocation of project funds, an Appeal for <br />Reconsideration of Funding Form must be submitted no later than January 25 in the year of the <br />potential action. <br />A representative from the agency appealing the action MUST attend the respective <br />Commission's February meeting to address the appeal. <br />Final Project Report -Due August 1 <br />Agencies MUST submit a completed Final Project Report that is due August 1 for each project. <br />A copy of the Final Report Form will be distributed at the Mandatory Recipient Meeting and will <br />be available on the City Grant webpage. <br />X <br />