ILLUMINATION FOUNDATION (38) - Laserfiche WebLink

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Sufficient records must be established and maintained to enable the CITY and. HUD 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, p expenses, and ESG Funds of the SUBRECIPIENT, and all documents related 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 post -completion of an audit in conformity with the ESG requirements, except as hereinafter provided relating to retention of any records f documentation existing, created, or maintained in compliance with Lead based faint 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 AGREEMENT, or (b) costs and expenses of this AGREEMENT to which the CITY or any other governmental agency takes exception, shall be retained beyond the five S claims, or exceptions. All said records must be retained for the r disposition the such appeals, litigation the periods specified in sa Cec 576. ust mentioned duration or compliance with, the Lead -Based Paint (regu ationsoshallelbe retained anating to, or dteMaintainedtained in SUBRECIPIENT indefinitely, including without limitation, all ins ection P { re ort s), disclclosure the stateent(s), and clearance report(s). Copies made by microfilming, pho ocopying, or similar methods m may be substituted for the original records. The CITY and HUD shall have the right to access all the SUBRECIPIENT records for as long as the records are retained by the SUBRECIPIENT. In the event the SUBRECIPIENT does not make the above -referenced documents 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. The SUBRECIPIENT agrees to meet the requirements set forth in 24 CFR § 576.500, E. Homeless Mana ement Information S stems HMIS (1) Generally. The SUBRECIPIENT must ensure that data on all persons served and all activities assisted Under ESG are entered into the applicable community -wide HMIS in area in which those the persons and activities 'are located, or with the express knowledge and comparable database, in accordance with HUD's standards written consent of the CITY, a under a local HMIS, on participation, data collection, and reporting (2) HMIS Agency Agreement. The SUBRECIPIENT shall have an agrecmcnt in place with the HMIS lead agency to participate in the regionally HMIS system. A co py of tile fENTS agreement with the HMIS lead agency shall be attached to this agreement as Exhibit D.BRECIn tie ca e of Domestic Violence service providers or other agencies prohibited from entering data into HMIS documentation from the I-IMIS lead agency certifying that the SUBRECIPIENT is using a comparable database shall be attached to this agreement as Exhibit D. (3) I-IMIS Interagency Data Sharing Agreement. The SUBRECIPIENT shall enter into an Interagency Data Sharing Agreement with the HMIS Lead Agency where the SUBRECIPIENT agrees to share HMIS data with other ESG funded agencies regarding clients that are served in ESG funded Programs, unless prohibited by law. A copy of such agreement shall be attached as Exhibit E. F. Audit Report Re uirements The SUBRECIPIENT agrees ($500,000.00) or more that if the SUBRECIPIENT expends Five Hundred Thousand Dollars in that funds, the SUBRECIPIENT shall have an annual audit conducted by a certified public accountant in accordance with the standards as set forth and published by the United States Office of Management and Budget in the Single Audit Act Amendments of 1996, OMB Circular A-133, and the OMB Circular Compliance SUBRECIPIENT shall provide the CITY wSupplement and Government Auditing Standards. The program year in which this AGREEMENT iSupplement a copy of said audit by April 1 of the year following the s executed. Further, the SUBRECIPIENT shall comply and/or 12