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5/05 <br />(4) Recordkeeping under the LBP Reg_s. The SUBRECIPIENT shall keep records of <br />distribution of notifications, all visual assessment, evaluations, inspections, repairs, and any other <br />lead hazard evaluation, reduction, safe work practices, and clearance activities. <br />(a) The SUBRECIPIENT shall keep records evidencing distribution of all lead <br />hazard information pamphlet(s). <br />(b) The SUBRECIPIENT shall keep records evidencing each LBP evaluation <br />report, LBP hazard reduction documentations, (such as job specifications), and all clearance or <br />abatement report(s). <br />(c) The SUBRECIPIENT shall keep ongoing maintenance records and records of <br />relevant building operations for use during reevaluations of subject property for LBP and/or LBP <br />hazards. <br />1. Such records shall be maintained for not less than longer of <br />(A) three (3) years after the activities cease or (B) the period <br />required by applicable program regulations. Under the CDBG <br />BEGS records shall be retained for not less than four (4) years after <br />the activities cease. <br />2. The SUBRECIPIENT shall provide a copy of any of the <br />above records to the CITY or to HUD upon request of either or <br />both. <br />(d) Tracking Report. If the SUBRECIPIENT has provided, or is providing, rental <br />assistance payments directed to a housing unit or housing units for more than 100 days, or it is <br />anticipated that during the last quarter of funding that such rental assistance payment will be for <br />more than 100 days, then the April 15 quarterly report shall contain information and evidence of <br />compliance with the requirements herein relating to tracking of housing units, cumulative days of <br />rental assistance, proper notifications to occupants and owners, HQS inspection, visual <br />assessment, work write-up, stabilization and clearance of LBP and LBP hazards, if any. The <br />proposed form of such tracking information is attached hereto as Attachment No. 5 and fully <br />incorporated by this reference. In the event such April 15 quarterly report does not fully satisfy <br />the reporting requirements set forth herein and in the LBP Regs, then the final installment <br />payment of the CDBG FUNDS shall be withheld from disbursement to SUBRECIPIENT. <br />J. Access to Records. CITY and the United State Government and/or their representatives <br />shall have access for purposes of monitoring, auditing, and examining SUBRECIPIENT's activities <br />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 <br />regard to said program. CITY and the United States Government and/or their representatives shall <br />also schedule on-site monitoring at their discretion. Monitoring activities may also include, but are <br />not limited to, questioning employees and participants in said program and entering any premises or <br />12 <br />