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TAC seeks consistent quarterly reporting format for CBTA-funded projects to improve transparency
Summary
Staff asked the TAC to develop a consistent, not onerous reporting template to satisfy standard project agreement requirements; members recommended a milestone-based quarterly report tied to SPA appendices that can be standardized across projects.
CBTA staff raised a recurring issue on March 10: standard project agreements require quarterly progress and expenditure reports, including vendor invoices, project summaries and schedules, and cash-flow summaries, but reimbursements submitted to the authority often lack the required consistent quarterly narrative and cash-flow documentation.
Staff said vendor invoices are being provided with reimbursement requests, but the supporting quarterly reports (updated schedules, project summaries, and uniformly formatted cash-flow tables) are not consistently submitted. The finance committee asked TAC to help develop a reporting structure that meets policy requirements while minimizing administrative burden for local sponsors.
TAC members recommended building the reporting template from existing SPA appendices, adding a short list of standardized progress milestones (notice to proceed, design complete, construction start, advertisement, construction complete, closeout) that sponsors can check off and date. Members suggested a simple database or spreadsheet with prefilled milestones tailored to project phase, combined with the vendor invoices that are already provided.
Staff agreed to review Appendix A and produce a draft reporting template for TAC review; the template would aim to produce consistent cash-flow summaries and a brief project-status narrative for transparency to elected officials and the public without creating onerous new reporting requirements for local staff.
