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ILLUMINATION FOUNDATION NET -2016
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ILLUMINATION FOUNDATION NET -2016
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Last modified
5/30/2017 5:01:11 PM
Creation date
9/14/2016 10:36:51 AM
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Contracts
Company Name
ILLUMINATION FOUNDATION NET
Contract #
A-2016-064
Agency
COMMUNITY DEVELOPMENT
Council Approval Date
4/19/2016
Expiration Date
6/30/2017
Insurance Exp Date
1/1/2018
Destruction Year
2022
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(2) Quarterly Activities and written cumulative (year-to-date) reports of activities, program <br />accomplishments, new program information, and up-to-date program statistics on expenditures, <br />caseload and activities. Failure to provide any of the required documentation and reporting will cause <br />the CITY to withhold all or a portion of a request for reimbursement until such documentation and <br />reporting has been received and approved by the CITY. <br />(3) Matching. Quarterly certification of match, plus documentation of match source. <br />(4) Any other such reports as the CITY (or HUD) shall reasonably require and/or request, including but <br />not limited to the following information: monthly records of all ethnic and racial statistics of persons <br />and families benefited by the SUBRECIPIENT in the performance of its obligations under this <br />AGREEMENT. <br />D. Record Keening <br />Sufficient records must be established and maintained to enable the CITY and HUD to determine whether the <br />ESG requirements are being met. Record keeping requirements must conform to the policies and procedures as <br />established by the CITY. All accounting records, reports, all evidence pertaining to costs, expenses, and ESG <br />Funds of the SUBRECIPIENT, and all documents related to this AGREEMENT shall be maintained and kept <br />available at the SUBRECIPIENT'S office or place of business for the duration of the AGREEMENT and <br />thereafter for five (5) years post -completion of an audit in conformity with the ESG requirements, except as <br />hereinafter provided relating to retention of any records or documentation existing, created, or maintained in <br />compliance with Lead-based Paint regulations, which likely require longer retention as outlined below. Records <br />which relate to (a) complaints, claims, administrative proceedings or litigation arising out of the performance of <br />this AGREEMENT, or (b) costs and expenses of this AGREEMENT to which the CITY or any other <br />governmental agency takes exception, shall be retained beyond the five (5) years until complete resolution or <br />disposition of such appeals, litigation claims, or exceptions. All said records must be retained for the greater of the <br />aforementioned duration or the periods specified in 24 CFR 576.500(y). All records relating to, or created or <br />maintained in compliance with, the Lead -Based Paint regulations shall be retained and maintained by the <br />SUBRECIPIENT indefinitely, including without limitation, all inspection report(s), disclosure statement(s), and <br />clearance report(s). Copies made by microfilming, photocopying, or similar methods may be substituted for the <br />original records. The CITY, HUD and auditors shall have the right to access all the SUBRECIPIENT records for <br />as long as the records are retained by the SUBRECIPIENT. In the event the SUBRECIPIENT does not make the <br />above -referenced documents available within the City of Santa Ana, California, the SUBRECIPIENT agrees to pay <br />all necessary and reasonable expenses incurred by the CITY in conducting any audit at the location where said <br />records and books of account are maintained. <br />The SUBRECIPIENT agrees to meet the requirements set forth in 24 CFR § 576.500. <br />E. Homeless Manau-ement Information Systems HMIS) <br />(1) Generally. The SUBRECIPIENT must ensure that data on all persons served and all activities assisted <br />under ESG are entered into the applicable community -wide HMIS in the area in which those persons and <br />activities are located, or with the express knowledge and written consent of the CITY, a comparable database, in <br />accordance with HUD's standards on participation, data collection, and reporting under a local HMIS. <br />(2) HMIS Agency Agreement. The SUBRECIPIENT shall have an agreement in place with the HMIS lead <br />agency to participate in the regionally HMIS system. A copy of the SUBRECIPIENTS agreement with the HMIS <br />lead agency shall be attached to this agreement as Exhibit F. In the case of Domestic Violence service providers <br />13 <br />
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