R362-3-8. Reporting and Site Visits

  (1) In the period between approval and project completion, the political subdivision shall complete and provide to the Office a report at the beginning of each quarter. The report shall include information on the political subdivision's progress in completing the energy efficiency project, its most-current estimate for the time of project completion, what proportion of the loan award has been disbursed in the quarter and total to date, and any notable problems or changes in the project since Advisor or Director approval such as construction delays or cost overruns.

  (2) If a political subdivision fails to submit the quarterly reports described in subsection (1) above, the Office upon consulting with the Advisor or Director may freeze the remainder of the loan award.

  (3) After loan funds have been completely disbursed, the political subdivision shall complete and provide to the Office annual reports due at the beginning of the calendar quarter in which the anniversary of the loan repayment period began. This report shall include the following:

  (a) A description of the performance of the building and of the performance of the measures included in the energy efficiency project;

  (b) A description of any notable problems that have occurred with the building or the project;

  (c) A description of any notable changes to the building or to its operations that would cause a significant change in its energy consumption;

  (d) Documentation of building energy consumption and cost in the prior year.

  Annual reports shall be provided for either the first four years after project completion or for each year of the repayment period, whichever is longer.

  (4) If a political subdivision fails to submit the annual reports described in subsection (3) above, the Office upon consulting with the Advisor or Director may bar the political subdivision from eligibility for future loans from the Fund.

  (5) Approximately one year after project completion, Office staff will conduct a site visit to the location of the energy efficiency project to verify project completion and assess the success of the project. Additional site visits may also be conducted by Office staff during the repayment period. Loan recipients will assist the Office with such site visits, including providing access to all components of the energy efficiency project.