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PART IV. MONITORING STANDARDS AND PROCEDURES The City of Pleasanton conducts regular monitoring of subrccipients that receive federal fiords. 'fhe City's monitoring plan begins with the execution of City/subrecipient contracts and the tiling of required environmental documentation for subrccipients which were allocated funding through the public participation process. Once these documents are in place, the City notifies subrccipients of funding availability effective the beginning of the tiscal year. subrccipients that will hire a contractor are advised regarding required documents and procedures. During the course of the fiscal year, the City receives invoices for program-related expenses and arranges for payment All transactions arc entered into a Microsoft Access database developed by City staff. The database provides an extensive history of activity for the City's CDBG program dating back nearly 20 years. "fhe database also provides a means for tracking the status of any fixed assets that are pru~chased with federal funds. City staff conducts an annual monitoring visit which generally occurs in the last quarter of the tiscal year or, for major capital improvement projects, upon project completion. Visits arc typically conducted at the site of the project or in the administrative office of the subrecipient. Prior to the visit, staff sends the subrecipient a list of all assets acquired to date with federal funds so that the current status and disposition can be listed prior to the meeting. Monitoring visits include discussion of any issues specific to the project, review of compliance with applicable federal requirements, and a visual confirmation of fixed assets purchased with federal funds. Following the monitoring visit, afollow-up letter is sent to the subrecipient to provide a written record of the visit and, if applicable to list any findings and required actions. "fhe City of Pleasanton received positive recognition from I IUD for its subrecipient monitoring procedures through a "Best Practices" award that was received in 1997. Action flan - FY09 City of Ylcasanton 1'nKc 78