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EXHIBIT 1 (2) Quarterly Activities and written cumulative (year-to-date) reports of activities, program accomplishments, new program information, and up-to-date program statistics on expenditures, caseload and activities- Failure to provide any of the required documentation and reporting will cause the CITY to withhold all or a portion of a requc.�t for reimbursement until such documentation and reporting has been received and approved by the CITY. (3) Matching_ Quarterly certification of match, plus doeumentation of match source. (4) Any other such reports as the CITY (or HUD) shall reasonably require and/or request, including but not limited to the following information: monthly records of all ethnic and racial statistics of persons and families benefited by the SUBRLCIPILN'I' in the performance of its obligations under this AGREEMENT. C. Record Keening Sufficient records must be established and maintained to enable the CITY and HUD to determine whether the ESG requirements are being met. Record keeping requirements must conform to the policies and procedures as established by the CITY. All accounting records, reports, all evidence pertaining to costs, expenses, and LSG Funds of the SUBRI:C'IPIFNL, and all documents related to this AGRI I:MUNT shall be maintained and kept available at the SUBRFCIPIFNT'S office or place of business for the duration of the AC,RFFMENT and thereafter for live (5) years post -completion of an audit in eonlmmity with the FSG requirements, except a hereinafter provided relating to retention of any records or documentation existing, created, or maintained nn compliance. with Lead -based Paint regulations, which likely require longer retention as outlined below. 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 the CITY or any other governmental agency takes exception, shall be retained beyond the five (5) year,; until complete resolution or disposition of such appeals, litigation claims, or exceptions. All said records must be retained for the greater of the aforementioned duration or the periods specified in 24 CFR 576.500(y)_ All records relating to, or created or maintained in compliance with, the Lead -Based Paint regulations shall be retained and maintained by the STJBRFCIPIF,.NT indefinitely, including without limitation, all inspection report(s), cdisclosurc statenent(s), and clearance report(s). Copies made by microfilming, photocopying, or similar methods may be substituted for the original records The CH Y, HUl) and auditors shall have the right to access all the SLJBRIiCIPIEN1" records for as long as the records are retained by tine St1t3I2J CIPII'NT. In the event the SIlI3RFCIPIFNT doss not make the above-re£cenced documents available within the City of Santa Ana, California, the SURRECIPIFNT agrees to pay all necessary and reasonable expense natured by the CITY it conducting any audit at the location where said records and books of account are maintained - The SUBRECIPIENT agrees to meet the requirements set firth in 24 CFR § 576.500. U. Homeless Management Information Systems (HMIS) L Generally_ the SUBRECIPILNT must ensure that data on all persons served and all activities assisted under FSG are entered into the applicable community -wide HMIS in the area in which those persons and activities are located, or with the express knowledge and written consent of the CITY, a comparable database, in accordance with HLJD's standards on participation, data collection, and reporting under a local HMIS. 2. HMIS Agency Agreement_ The SUBRFCIPTENT shall have an agreement in place with the HMIS lead agency to participate in the regionally HMIS system. A copy ofthe SUBRECiPIENTS agreement with the HMIS lead agency shall be attached to this agreement as Exhibit F. In the ease of Domc^stic Violence service providers 13 City Council 14 — 39 5/4/2021 60A-37