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Actions Taken to Ensure Compliance with Program and Comprehensive Planning Requirements ♦ Monitoring City staff monitor CDBG, HOME, and public service projects regularly. The Housing Services Division staff regularly monitor CDBG-funded public services projects through review of quarterly progress reports, invoice reimbursements, frequent communications with subrecipient staff, and site visits. The City accommodated Community Planning and Development Representative Hataitip Bufiy-Feng who conducted an on-site monitoring of the City's CDBG program activities from May 10-13, 2010. CDBG-funded pubic services providers, specifically Building Futures with Women and Children (BFWC), Davis Street Family Resource Center (DSFRC), Eden Council for Hope and Opportunity (ECHO), and Family Service Counseling and Community Resource Center (FSCCRC) capital improvement project for building repair and energy efficient improvements were analyzed, evaluated, and toured to assess the projects' compliance with CDBG regulatory requirements. Also, staff monitor capital improvement projects for the City through review approval of ongoing reimbursement requests and invoices and constant communications with'relevant staff. Staff coordinated with the San Leandro Boys & Girls Club staff to ensure that its window replacement project adhered to the regulations and requirements (e.g. Davis Bacon and Section 3 requirements) of the CDBG program. Staff also coordinated with the City's Engineering and Transportation Department's staff and its selected general contractors to achieve full compliance with CDBG requirements for capital improvementprojects. In addition, staff conducted a mandatory CDBG Training on June 24, 2010 for its CDBG-funded public services providers. This training provided these CDBG subgrantees with the overview of the CDBG program including its requirements, quarterly reports, financial reimbursement process, and performance monitoring. ♦ Managing the Process For CDBG and City public services grants, Housing Division staff coordinated the two-year (FY 2008-2010) Request for Proposal (RFP) process with the Recreation and Human Services Department to ensure that agency applicants and Human Services Commission (HSC) were educated about CDBG program requirements before the allocation process. Housing staff provided an overview of the CDBG Program and its requirements with a CDBG fact sheet which guide the HSC through the allocations of CDBG grants. Staff also make educational presentations to the City Council for approval of the annual Action Plan and CAPER. These City meetings are public, and RFP applicants and the general public are welcome to attend to ask questions about the CDBG Program and RFP process. The CDBG/Housing Manager oversees the CDBG and HOME Programs, while the Housing Specialist administers them to ensure program compliance with HUD rules and regulations. To ensure eligible CDBG activities, the Housing Specialist discusses proposed activities with CDBG-funded agencies about their scope of services and requests proposed scopes of work and budgets prior to a services agreement being approved. Staff monitors and reconciles with the City's Finance Department and IDIS data monthly for accurate CDBG/HOME funding revenue/expenditures, timely expenditures of CDBG funds, and inputs data into IDIS. Desk DRAFT Consolidated Annual Performance and Evaluation Report: FY 2009-2010 City of San Leandro Page 30