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availabledollars.TheamendmentisgiventotheCityManagerortheirdesigneeforreview <br />foroverallappropriateobjectivesand <br />purposes.Theamendmentrequestissubmittedtothe <br />CityCouncilforformaladoptionbyordinance. <br />b)AdjustmentAnadjustmentinvolvesmovingexpensesbetweenlineitems,departmentsor <br />funds,butdoesnotincreasetotalexpendituresovertheadoptedbudget.Thebudgetis <br />adjustedthroughasubmissionmadebytheDepartmentDirector.Ifthebudgetadjustment <br />requiresatransferbetweenfunds,orinvolvestheuseofcontingentappropriations,the <br />adjustmentissubmittedtoCityCouncilforapprovalbyamotion.Ifthebudgetadjustment <br />requiresatransferbetweendepartments,itmustbeapprovedbytheCityManagerortheir <br />designee.AllotheradjustmentsmaybeapprovedbytheCityFinanceDirector. <br />2.AmendmentstoGrantAwardsΑTheCityfollowsrequirementsofindividualawardswithregardto <br />amendments. <br />3.CDBGDRGrantAmendments <br />a)SubstantialAmendmenttotheActionPlan shallbedefinedas: <br />achangeinprogrambenefitoreligibilitycriteria; <br />additionordeletionofanactivityor; <br />allocationorreallocationofmorethan$1millionbetweenactivities. <br />OnlythoseamendmentsthatmeetthedefinitionofaSubstantialAmendmentaresubjecttothepublic <br />notificationandpubliccommentproceduresinaccordancewiththerequirementsoftheFederal <br />RegisterandoutlinedintheCDBGDRActionPlan. <br />b)NonSubstantialAmendmentstotheActionPlan aredefinedasminor;onethatdoesnotmaterially <br />changetheactivitiesoreligiblebeneficiaries.Thisprovisionshouldnotbeconstruedasallowingthe <br />generaladministrativebudgettoexceedtheallowablelimit.Additionally,aSubstantialAmendmentis <br />notrequiredinthecasewheretheCityissimplyrequestingadditionalfundingfromHUD.HUDmust <br />benotifiedinadvanceofaNonSubstantialAmendmentbecomingeffective.NonSubstantial <br />Amendmentsarenotsubjecttothepublicnotificationandpubliccommentprocedurespreviously <br />identifiedintheFederalRegisterorthisActionPlan,howevertheCitywillpublishallAmendments, <br />SubstantialorNonSubstantial,totheDisasterRecoverywebsiteandwillbenumberedsequentiallyfor <br />easeofidentificationandreference. <br />EncumbranceAccountingSystemΑAsdocumentedfurtherinourdiscussionoftheMunis <br />4. <br />FinancialManagementSystem,theCityutilizesanencumbranceaccountingsystemto <br />monitorandcontrolexpendituresandavoidbudgetoverruns.Allcontractsenteredtothe <br />MunisSystemcreateanencumbranceontheaccountidentifiedinthecontract. <br />PurchasingΑAllDepartmentDirectorsensuretheirrespectivedepartmentcomplieswiththe <br />5. <br />/źƷǤ͸ƭPurchasingPolicyandProcedureManualprovidedinthe Appendix. <br />6.PromptPaymentAllinvoicesapprovedforpaymentwillbepaidbytheCityFinanceDepartment <br />withinthirty(30)calendardaysofreceiptinaccordancewiththeprovisionsofStatelaw.TheDirector <br />ofFinancewillestablishandmaintainpaymentproceduresthatwillmakeuseofadvancepayment <br />discounts.AdvancedpaymentdiscountswillbeusedinallinstancesexceptwhentheCitywillearn <br />moreinterestincomethantheadvancepaymentdiscountthroughinvestingtheidlecash. <br />C.CapitalImprovementsProgramMajorProjects <br />CITYOFSANMARCOSCDBGDRFINANCIALPOLICIES&PROCEDURESMANAUAL5|P <br />AGE <br /> <br />