SANTA ANA POLICE DEPARTMENT -2013

Home Browse Search

shall be maintained and kept available at the SUBRECIPIENT'S office or place of business for the duration of the MEMORANDUM and thereafter for five (5) years post - completion of an audit in conformity with the ESG requirements, except as hereinafter provided relating to retention of any records or documentation existing, created, or maintained in 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 MEMORANDUM, or (b) costs and expenses of this MEMORANDUM to which the CITY or any other governmental agency takes exception, shall be retained beyond the five (5) years 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 SUBRECIPIENT indefinitely, including without limitation, all inspection report(s), disclosure statement(s), and clearance report(s). Copies made by microfilming, photocopying, or similar methods may be substituted for the original records. The CITY and HUD shall have the right to access all the SUBRECIPIENT records for as long as the records are retained by the SUBRECIPIENT. In the event the SUBRECIPIENT does not make the above - referenced documents available within the City of Santa Ana, California, the SUBRECIPIENT agrees to pay all necessary and reasonable expenses incurred by the CITY in conducting any audit at the location where said records and books of account are maintained. The SUBRECIPIENT agrees to meet requirements as set forth in 24 CFR § 576.500 E. Homeless Management Information Systems (HMIS) (1) Generally. The SUBRECIPIENT must ensure that data on all persons served and all activities assisted under ESG 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 HUD's standards on participation, data collection, and reporting under a local HMIS. (2) HMIS Agency AGREEMENT. The SUBRECIPIENT shall have an AGREEMENT in place with the HMIS lead agency to participate in the regionally HMIS system. A copy of the SUBRECIPIENTS AGREEMENT with the HMIS lead agency shall be attached to this MEMORANDUM as Exhibit D. In the case of Domestic Violence service providers or other agencies prohibited from entering data into HMIS, documentation from the HMIS lead agency certifying that the SUBRECIPIENT is using a comparable database shall be attached to this MEMORANDUM as Exhibit D. (3) HMIS Interagency Data Sharing AGREEMENT. The SUBRECIPIENT shall enter into an Interagency Data Sharing AGREEMENT with the HMIS Lead Agency where the SUBRECIPIENT agrees to share HMIS data with other ESG funded agencies regarding clients that are served in ESG funded programs, unless prohibited by law. A copy of such AGREEMENT shall be attached as Exhibit E. F. Audit Report Requirements The SUBRECIPIENT agrees that if the SUBRECIPIENT receives Five Hundred Thousand Dollars ($500,000.00) or more in federal funds, the SUBRECIPIENT shall have an annual audit conducted by a certified public accountant in accordance with the standards as set forth and published by the United States Office of Management and Budget in the Single Audit Act Amendments of 1996, OMB Circular A -133, and the OMB Circular Compliance Supplement and Government Auditing Standards. The SUBRECIPIENT shall provide the CITY with a copy of said audit by October 1 of the year following the program year in which this MEMORANDUM is executed. Further, the SUBRECIPIENT shall comply and/or cause compliance with audit report(s) required by applicable provisions of the Lead -Based Paint Regulations as further detailed below. VIII. EVALUATION AND MONITORING 12