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(2) Quarterly Activities and written cumulative (year-to-date) reports of activities, program
<br />accomplislnnents, 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 FUD) 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 Keeping
<br />Sufficient records must be established and maintained to enable the CI'T'Y and I -IUD 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 SUBRECITIENT, 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 />S'UBRECIPIENT indefinitely, including without limitation, all inspection repert(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, FIUD 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. flomeleas Management Information Systems (FIMIS)
<br />(1) Generally. Tine SUBRECIPIFNT must ensure that data on all persons served and all activities assisted
<br />under ESG are entered into the applicable community -wide HMI',S 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 I-IMIS.
<br />(2) I-IMIS Agency Agreement, The SUBRFC113IENT shall have an agreement in place with the I-I'MIS lead
<br />agency to participate in the regionally $MIS 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
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