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19B ATTACHMENT
City of Pleasanton
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19B ATTACHMENT
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4/10/2008 2:31:03 PM
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CITY CLERK
CITY CLERK - TYPE
STAFF REPORTS
DOCUMENT DATE
4/15/2008
DESTRUCT DATE
PERMANENT
DOCUMENT NO
19B ATTACHMENT
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PART IV. MONITORING STANDARDS AND <br />PROCEDURES <br />The City of Pleasanton conducts regular monitoring of subrecipients that receive federal funds. <br />The City's monitoring plan begins with the execution of City/Subrecipient contracts and the <br />filing of required environmental documentation for subrecipients which were allocated funding <br />through the public participation process. Once these documents are in place, the City notifies <br />subrecipients of funding availability effective the beginning of the fiscal year. Subrecipients that <br />will hire a contractor are advised regarding required documents and procedures. During the <br />course of the fiscal year, the City receives invoices for program-related expenses and arranges <br />for payment. At that time, any fixed assets purchased with federal funds are entered into a <br />computer data base to establish a tracking record. <br />City staff conducts an annual monitoring visit which generally occurs in the last quarter of the <br />fiscal year or, for major capital improvement projects, upon project completion. Visits are <br />typically conducted at the site of the project or in the administrative office of the Subrecipient. <br />Prior to the visit, staff sends the Subrecipient a list of all assets acquired to date with federal <br />funds so that the current status and disposition can be listed prior to the meeting. Monitoring <br />visits include discussion of any issues specific to the project, review of compliance with <br />applicable federal requirements, and a visual confirmation of fixed assets purchased with federal <br />funds. Following the monitoring visit, afollow-up letter is sent to the subrecipient to provide a <br />written record of the visit and, if applicable to list any findings and required actions. <br />The City of Pleasanton received positive recognition from HUD for its subrecipient monitoring <br />procedures through a "Best Practices" award that was received in 1997. <br />Action Plan - FY08 <br />City of Pleasanton <br />Page 37 <br />
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