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5/11/10 <br />April and July, SUBRECIPIENT shall submit both: an original <br />invoice and true copies of invoices, receipts, agreements, copies <br />of any and all contracts or documentation pertaining to costs for <br />subcontractors or other documentation supporting and <br />evidencing how the CDBG FUNDS have been expended during <br />the applicable quarter. <br />(ii) Quarterly Activity Report: SUBRECIPIENT agrees to keep monthly records of <br />all ethnic and racial statistics of persons and families benefited by SUBRECIPIENT <br />in the performance of its obligations under this Agreement, including, but not <br />limited to, the number of low and moderate income persons and households assisted <br />in accordance with federal income limits, the number of female heads of households <br />assisted, new program information and year-to-date program statistics on <br />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 <br />request for reimbursement, or return the entire reimbursement package to <br />SUBRECIPIENT, until such documentation and reporting has been received and <br />approved by CITY. <br />J. Access to Records. CITY and the United State Government and/or their <br />representatives shall have access for purposes of monitoring, auditing, and examining <br />SUBRECIPIENT's activities and performance, to books, documents and papers, and the right to <br />examine records of SUBRECIPIENT's subcontractors, bookkeepers and accountants, employees <br />and participants in regard to said program. CITY and the United States Government and/or their <br />representatives shall also schedule on-site monitoring at their discretion. Monitoring activities <br />may also include, but are not limited to, questioning employees and participants in said program <br />and entering any premises or any site in which any of the services or activities funded hereunder <br />is conducted or in which any of the records of SUBRECIPIENT are kept. Nothing herein shall <br />be construed to require access to any privileged or confidential information as set forth in federal <br />or state law. <br />K. Location of R ecords/Required L ength of R ecord K eeping. All acco unting r ecords, <br />reports, a nd evidence pe rtaining t o a 11 c osts, a xpenses a nd t he C DBG FUNDS of <br />SUBRECIPIENT and all documents related to this Agreement shall be maintained and kept <br />available at SUBRECIPIENT'S office or place of business for the duration of the Agreement and <br />thereafter for five (5) years after completion of an audit in conformity with the CDBG REGS's. <br />Records which relate to (a) complaints, claims, administrative proceedings or litigation arising <br />out of the performance of this Agreement, or (b) costs and expenses of this Agreement to which <br />CITY or any other governmental agency takes exception, shall be retained beyond the five (5) <br />years until complete resolution or disposition of such appeals, litigation claims, or exceptions. In <br />the event SUBRECIPIENT does not make the above-referenced documents available within the city <br />of S anta A na, California, S UBRECIPIENT ag rees t o p ay al l n ecessary and r easonable a xpenses <br />incurred by CITY in conducting any audit at the location where said records and books of account <br />are maintained. <br />5