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Mr. Wolfe said to his knowledge that has never happened. Ms. McKeehan added that there have been instances when an agency did not use all the funds they were awarded. Mr. Wolfe related an incident where an agency was awarded a grant and ceased its operation before the funds were actually allocated. Discussions were then held with the Commission such that a priority system was established so that if dollars were available during the year, the Commission could go back to its priority list and reallocate the funds. For example, if an agency asked for $10,000 and returned $3,000, then the Commission could go back to the priority list and negotiate with the next agency to determine what services could he provided for $3,000 and inquire if it would be willing to accept that funding as opposed to the money simply sitting in a fund with the City and not being utilized. The current situation is an anomaly because there were not enough requests to use the full amount of funding available. Ms. Dennis then asked about the timing of the analysis of how grants are used once an agency receives it. Eileen Morley, Community Services Manager, indicated that in the past, agencies were required to file quarterly reports. That was changed to semi-annual reports and in the current funding cycle, there is only one final report required. That procedure is being reevaluated again because an annual compliance review does not provide enough information to see how the funds are used in service delivery. Each Commissioner is assigned an agency to visit and to meet the providers and evaluate the service delivery. Ms. Dennis summarized that in the grant cycle, if an agency wanted to apply for another grant, the Commission would be evaluating the second grant before it had received the analysis of the use of the first grant. Mr. Wolfe also indicated that staff did not want to be in a position, that if there is an issue with an agency, staff would not find out until June of the fiscal year in order to address problems. He felt a quarterly report would be returned to so that if there are concerns, there is still the ability to address them. The next year's funding process is started before the prior funding process is complete. Ms. Dennis appreciated the fact that if there were a new funding round, the Commission would be dealing with an unfamiliar situation that has no precedent. She asked how the amount of grant money available is established and how does that relate to the priority setting done by the Commission. Mr. Wolfe said this is the first year the Commission focused on priorities. It was to discover the specific needs in the human services categories and grants would be awarded based on those needs. This is a new process and may not be clearly defined as yet. Pleasanton City Council 18 11/06/01 Minutes