PACIFIC INSTITUTE , THE 2 -2003 - Laserfiche WebLink

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c. Household information shall include number of persons, identification of head of household, race/ethnicity, and income verification. d. Any such other related records as CITY shall reasonably require or as required to be maintained pursuant to the CDBG REGS. e. Quarterly Activity Report: CONSULTANT agrees to keep monthly records of all ethnic and racial statistics of persons and families benefited by CONSULTANT in the performance of its obligations under this Agreement, including, but not limited to, the number of low and moderate income persons and households assisted in accordance with federal income limits, the number of female heads of households assisted, new program information and year-to-date program statistics on expenditures, caseload and activities.. G. Access to Records. CITY and the United State Government and/or their representatives shall have access for purposes of monitoring, auditing, and examining CONSULTANT's activities and performance, to books, documents and papers, and the right to examine records of CONSULTANT's subcontractors, bookkeepers and accountants, employees and participants in regard to said program. CITY and the United States Government and/or their representatives shall also schedule on-site monitoring at their discretion. Monitoring activities may also include, but are not limited to, questioning employees and participants in said program and entering any premises or any site in which any of the services or activities funded hereunder are conducted or in which any of the records of CONSULTANT are kept. Nothing herein shall be construed to require access to any privileged or confidential information as set forth in federal or state law. H. Location of Records/Required Length of Record Keeping. All accounting records, reports, and evidence pertaining to all costs, expenses and the funds received by CONSULTANT and all documents related to this Agreement shall be maintained and kept available at CONSULTANT'S office or place of business for the duration of the Agreement and thereafter for five (4) years after completion of an audit in conformity with the CDBG REGS's. 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 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. In the event CONSULTANT does not make the above-referenced documents available within the city of Santa Ana, California, CONSULTANT agrees to pay all necessary and reasonable expenses incurred by CITY in conducting any audit at the location where said records and books of account are maintained. I. Compliance with Law/Program Income. CONSULTANT acknowledges that the real property being provided by CITY for said program are received by CITY pursuant to the ACT as amended and that expenditures of these funds shall be in accordance with the ACT and all pertinent regulations issued by agencies of the federal government, including, but not limited to, all regulations found at Title 24 of the Code of Federal Regulations. Program income received by CONSULTANT shall be returned to CITY unless otherwise provided for in this Agreement. CONSULTANT agrees to comply fully with all federal, state and local laws and court orders applicable to its operation whether or not referred to in this Agreement. 3