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City of Pleasanton <br />City Grant <br />Fisca/ Year 2008/09 <br />Annual City Grant Program <br />Compliance Protocols <br />Mandatory Recipient Meeting <br />All agencies awarded City Grant funds by the City Council in the Annual City Budget process <br />MUST attend a MANDATORY RECIPIENT MEETING in July. <br />The date, time, and location are identified on the City Grant Application Packet Timeline and on <br />the City Grant webpage. Agencies awarded funds will be notified in writing about the meeting <br />date, time, and location. The meeting notice will be mailed to the Project Contact Person <br />identified on the City Grant Application submitted by the agency. <br />Timelines and Forms <br />Agencies must adhere to all the project timelines and use the appropriate forms. If not, funds <br />may be rescinded and/or the agency will be ineligible to receive funds in the next fiscal funding <br />cycle. <br />City Grant Recipient Agreement, and Addendum (if needed) <br />Agencies MUST submit a completed City Grant Recipient Agreement for each project awarded <br />funds by August 15. The due date is identified on the City Grant Application Packet Timeline <br />and on the City Grant webpage. <br />Recipient agencies will receive the Grant Recipient Agreement to execute at the Mandatory <br />Recipient Meeting. Proof of insurance, and an other documents required (missing Application <br />documents, i.e., Resident on Board of Directors or Authorization Letter to Apply) to complete <br />the Agreement are due August 15. <br />In addition, should an agency be awarded less funds that were requested, an Addendum must be <br />completed specifying how the project will be completed with the lesser funds. The Addendum is <br />to be attached to the Agreement and is due August 15. <br />Invoice Form and Documentation <br />All agencies awarded City Grant funds must submit requests for reimbursement of expended <br />dollars on the CORRECT invoice form. A copy of the Invoice Form will be distributed at the <br />Mandatory Recipient Meeting and will be available on the City Grant webpage. <br />A completed, correct invoice form must have attached, appropriate and direct accounting <br />documentation, verifying the expense specifically for the awarded project. <br />ix <br />