FULL AGENDA PACKET_2021-05-04 - Laserfiche WebLink

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EXHIBIT 1 (2.) Quarterly Activities and written cumulative (year--to-date) reports of activities, program accomplishments, new program information, and up-to-date program statistic on expenditures, caseload and activities. Failure to provide any of the required documentation and reporting will cause the CITY to withhold all or a portion of a request for reimbursement until such documentation and reporting has been received and approved by the CITY- (3) Matching. Quarterly certification of match, plus docurnentattion of match source. (4) Any other such reports as the CI l'Y (or HUD) shall reasonably require and/or request, including but not limited to the following information_ monthly records of all ethnic and racial statistics of parsons and farm lies benetn"I by the SUBRECIPIENT in the pertimmarce of its obligations under this AGREEMENT. D. Record Keening Sufficient records must be established and maintained to enable the CITY and IJUD to determine whether the ESG requirements are being met_ Record keeping requirements must conform to the policies and procedures as established by the CITY. All accounting records, reports, all evidence pertaining to costs, expenses, and ESG Funds of the SUBRECIPIENT, and all docmncrtts relatcrd to this AGREEMENT shall be maintained and kept available at the SUBRECIPIENT'S office or place of business for the duration of the AGREEMENT and thereafter for five (5) years postconnpletion of an audit in conformity with the LSG requirements, except as hereinafter provided relating to retention of any records or documentation existing, created, or maintained in compliance with Lead -based Paint regulations, which likely require longer retention as outlined below. Records which relate to (a) complaints, claims, administrative proceedings or litigation arising out of the performance of this AGRI LMI I', or (b) costs and expenses of this ACiRI1_MI_N`f to which the CITY or any other governmental agency takes exception, shall be retained beyond the five (5) years until complete resolution or disposition of such appeals, litigation claims, or exceptions_ All said records must be retained for the greater of the -- aforementioned dtuation or the periods specified in 24 CFR 576.500(y). All records relating to, or created or maintained in compliance with, the Lead -Based Paint regulations shall be retained and ma im ain-d by the SUBRECIPIENT indefinitely, including without limitation, all inspection report(s), disclosure statement(s), and Clearance report(s). Copies made by microfilming, photocopying, or similar methods may be substituted tor the original records. The CITY, HUD and auditors shall have the right to access all the SUBRECIPIENT records fior as long as the records are retained by the SUBRECIPIENT. In the event the SUBRECIPIENT does not make the above -referenced docmnents available within the City of Santa Ana, California, the SUBRECIPIENT agrees to pay all necessary and reasonable expenses incurred by the CITY in conducting any audit at the location where said records and books of account are maintained - 'I he SUBRLCIPILNT agrees to meet the requirements set forth in 24 CTR § 576.500_ F. Ilomeless Manasement Information System; (IIMIS) (1) Generally. The SUBRECIPIENT must ensure that data on all persons served and all activities assisted under ESG arc entered into the applicable community -wide HMIS in the area in which those persons and activities are located, or with the express knowledge and written consent of the CITY, a comparable database, in accordance with FIUD's standards on participation, data collection, and reporting under a local HMIS. (2) HMIS Agency Agreement. The SUBRECIPIENT shall have an agreement in place with the HMIS lead agency to participate in the regionally HMIS system. A copy of the SUBIREC'IPILNTS agreement with the HMIS lead agency shall be attached to this agreement as Exhibit F. In the case of Domestic Violence service providers City Council 14 — 19 5/4/2021 60A-17