Common use of Reporting and Record Keeping Requirements Clause in Contracts

Reporting and Record Keeping Requirements. 23. Within 120 days of the effective date of this Agreement, and thereafter on the anniversary of the effective date of this Agreement, Defendants shall submit to counsel for the United States a compliance report, except that the final report shall be submitted sixty days prior to the expiration of this Agreement.1 The compliance report shall include: (a) copies of any 1 All correspondence required to be sent to the United States under the provisions of this Agreement shall be sent to: Chief, Housing and Civil Enforcement Section, Civil Rights Division, U.S. Department of Justice, Attn: U.S. ▇. ▇▇▇▇▇▇▇, DJ ▇▇▇-▇▇-▇▇▇, via overnight mail, training certifications completed as required by Section VI of this Agreement; (b) copies of any advertising for rental housing owned and/or managed by Defendants in newspapers, in telephone directories, on radio or television, on the Internet, or in other media published since the effective date of this Agreement or the submission of the prior compliance report; and (c) photographs showing the Non-Discrimination Policy posted as required by Section V of this Agreement. 24. Defendants shall notify counsel for the United States in writing within fifteen days of receipt of any written or oral complaint against any Defendant regarding housing discrimination. If the complaint is written, Defendants shall provide a copy of it with the notification. The notification shall include the full details of the complaint, including the complainant’s name, address, and telephone number. Defendants shall promptly provide the United States all information responsive to any request pertaining to any such complaint, and shall inform the United States in writing within fifteen days of the terms of any resolution of such complaint. 25. Defendants shall preserve all records related to this Agreement and to the rental housing they own and/or manage. Such documents include, but are not limited to, advertisements, applications, leases, and tenant files. Upon reasonable notice to Defendants, Defendants shall permit representatives for the United States to inspect and copy any records related to this Agreement so as to determine compliance with the Agreement; provided, however, that the United States shall endeavor to minimize any inconvenience to Defendants. at the following address: ▇▇▇▇ ▇ ▇▇▇▇▇▇ ▇▇, ▇▇▇▇▇ ▇▇▇▇, ▇▇▇▇▇▇▇▇▇▇ ▇▇ ▇▇▇▇▇. Notice via facsimile is to be sent to (▇▇▇) ▇▇▇-▇▇▇▇. Notice via email is to be sent to undersigned counsel of record for the United States, unless otherwise directed. Any submission must reference the case name “U.S. ▇. ▇▇▇▇▇▇▇” and/or DJ # ▇▇▇-▇▇-▇▇▇. 26. The United States may take steps to monitor Defendants’ compliance with the Agreement, including conducting fair housing tests at the rental housing owned and/or managed by Defendants. 27. For as long as any Defendant owns, leases, or controls any residential rental properties, that Defendant shall provide any information reasonably related to compliance with this Agreement that is requested by the United States.