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<br /> the program services being provided to assist CITY in meeting and maintaining its record keeping
<br /> responsibilities under the CDBG'REGS,including the following:
<br /> •
<br /> (1) Records
<br /> a. Documentation evidencing program income requirements in.conformity with 24 CFR
<br /> 570.504(b((2)(i), (ii) and 24 CFR 570.503(b)(3) and 24 CFR 570.208(a)(2)(B) of the income level
<br /> • of persons and/or families'participating in or benefiting by the SUBRECIPIENT program.
<br /> b. Documentation of the number of persons and/or families participating in or benefiting
<br /> by the SUBRECIPIENT program,
<br /> c. Household information shall include number of persons, identification of head of
<br /> household,race/ethnicity,and income verification of all household members ages 18 and over,
<br /> d. Documentation of all CDBG FUNDS received from CITY.
<br /> •
<br /> e. Documentation of expenses as identified in the Budget Proposal, including evidence of
<br /> incurring the expense, invoices for goods or services, copies of any and all contracts or
<br /> • documentation pertaining to costs for subcontractors,plus all other invoices and proof of payment for
<br /> which CDBG FUNDS were expended, and any payments therefor.
<br /> f, Any such other related records as CITY shall reasonably require or as required to be
<br /> maintained pursuant to the CDBG REGS, .
<br /> •
<br /> •
<br /> (2) Reports
<br /> a. Payment Request. Concurrently with the submittal of each quarterly report,on or before . .
<br /> the 15th day of October; January, April and July, SUBRECIPIENT shall submit both: an original
<br /> invoice/request for reimbursement and true copies of invoices, receipts, canceled checks, bank
<br /> statements, credit card, statements, procurement documentation for goods or services, timesheets,
<br /> payroll records, benefit statements, agreements,, contracts or documentation pertaining to costs for
<br /> subcontractors, and/or other documentation supporting and evidencing.how the CDBG FUNDS
<br /> have been expended during the applicable quarter.
<br /> b. Quarterly Progress Report. SUBRECIPIENT agrees to keep records of all ethnic and
<br /> . racial statistics of persons and families benefited by SUBRECIPIENT in the performance of its
<br /> obligations under this Agreement, including, but not limited to, the number of low and moderate
<br /> income persons and households assisted in accordance with federal income limits,the number of
<br /> female heads of households assisted, new program information .and year•-to-date program
<br /> statistics on expenditures, caseload and activities. Failure to provide any .of the required
<br /> documentation and reporting..will cause CITY to withhold all or a portion of a request for
<br /> reimbursement, or 'return the entire'reimbursement package to SUBRECIPIENT, until such
<br /> • documentation and reporting has been received and approved by,CITY.
<br /> •
<br /> J. Access to Records. CITY and the United States Government and their representatives or
<br /> auditors shall have access. for..purposes of monitoring, auditing, and examining SUBRECIPIENT's
<br /> activities and performance, to books, documents and papers, and the right to examine records of
<br /> SUBRECIPIENT's subcontractors, bookkeepers and accountants, employees and participants in regard to
<br /> said program. CITY and the United States Government and their representatives or auditors shall also
<br /> schedule on-site monitoring at their discretion. Monitoring activities may also include,but are not limited
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