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City of Santa Ana <br />Main Library <br /> 2021-2022 BF-1-21-053 <br /> Page 18 <br /> <br />37. Publicity Obligations: Grantee will notify the State Library of any promotional <br />materials or publications resulting from the grant no later than five (5) days in <br />advance of distribution, whether they are print, film, electronic, or in any other <br />format or medium. Copies of all promotional materials will be provided to the <br />State Library. Grantee will acknowledge the State Library’s support as noted <br />above. Grantee agrees that the State Library may include information about this <br />grant and its outcomes in its own annual reports, with specific reference to <br />Grantee, and may distribute such information to third parties. <br />38. Records: Communications, grant related documents, data, original receipts, and <br />invoices must be maintained by Grantee and shall be made available to the <br />State Library upon request. Grantee agrees to maintain adequate grant <br />program records and adequate financial records consistent with generally <br />accepted accounting practices, and to retain all records for at least five (5) <br />years after the end-of-term. The State Library may monitor or conduct an onsite <br />evaluation of Grantee’s operation to ensure compliance with this Agreement, <br />with reasonable advance notice. <br />39. Reduction of Waste: In the performance of this Agreement, Grantee shall take all <br />reasonable steps to ensure that materials purchased or utilized in the course of <br />the project are not wasted. Steps should include, but not be limited to: the use of <br />used, reusable, or recyclable products; discretion in the amount of materials <br />used; alternatives to disposal of materials consumed; and the practice of other <br />waste reduction measures where feasible and appropriate. <br />40. Reimbursement Limitations: Under no circumstances shall the Grantee seek <br />reimbursement pursuant to this Agreement for a cost or activity that has been or <br />will be paid for through another funding source. The Grantee shall not seek <br />reimbursement for any costs used to meet cost sharing or matching requirements <br />of any other State Library funded program. <br />41. Reports and Claims: It is the responsibility of the grantee make the required <br />reports and claims to the California State Library. <br />a. The Grantee shall be responsible for submitting to the State Library <br />Narrative Reports detailing progress and activities. The reports are due on <br />the dates specified in the reporting schedule detailed in the Procedures <br />and Requirements section. <br />b. The Grantee shall be responsible for submitting to the State Library <br />Financial Reports reflecting Grantee expenditure activity. The reports are <br />due on the dates specified in the reporting schedule detailed in the <br />Procedures and Requirements section. <br />c. To obtain payment hereunder, the Grantee shall submit authorized claims <br />provided by the State Library for that purpose, on each of the following DRAFT