Common use of SUBRECIPIENT RECORDS Clause in Contracts

SUBRECIPIENT RECORDS. The SUBRECIPIENT shall keep accurate written records of all expenses incurred by it and of monies received by it and of all studies, statistics and reports made or issued by SUBRECIPIENT in conducting the program. The SUBRECIPIENT shall also keep accurate written minutes of all meetings of the Board of Directors or Committees of SUBRECIPIENT and shall keep accurate employment records, correspondence records, and other records necessary to enable CITY to review SUBRECIPIENT's operations during the conduct of the program. In addition, SUBRECIPIENT shall maintain all such records as may be required to be kept pursuant to the terms of the Housing and Community Development Act or regulations adopted pursuant thereto, and such records and documents as may be necessary to enable CITY to prepare and submit such audits, assurances, reports, and certificates as may be required of CITY under such act or such regulations. SUBRECIPIENT shall keep all such records and documents as may be necessary to enable CITY and/or the Federal Government to determine whether the funds to be allocated pursuant to the terms of this Contract have been or are being used in compliance with the provisions of the HCD Act and regulations adopted thereunder. Specifically, records shall be kept documenting income of clients served to determine that SUBRECIPIENT's program is primarily benefiting low- and moderate-income persons. SUBRECIPIENT shall estimate the annual income (24 CFR 813.106) of a family or household by projecting the prevailing rate of income of each person at the time assistance is provided for the individual, family, or household (as applicable). Estimated annual income shall include income from all family or household members, as applicable. This does not apply to activities that qualify under the National Objective 570.208(a)(1), area benefit activities, as identified by City Staff. Activities qualifying under 570.208(a)(1) must use the area income data supplied to the CITY by HUD. The SUBRECIPIENT must provide documentation showing beneficiaries meet the requirements as defined by HUD (i.e. elderly, children, youth, special needs, etc.). HUD’s definitions are referenced on the Community Programs webpage: ▇▇▇.▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇/▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇, under Community Development Block Grant (CDBG) Program. At CITY's request, SUBRECIPIENT shall furnish CITY with a copy of any record maintained by SUBRECIPIENT pursuant to the terms of this Contract. SUBRECIPIENT shall take reasonable measures to safeguard protected personally identifiable information (PII) from beneficiaries and other information that the City or HUD designates as sensitive, or the SUBRECIPIENT considers sensitive, consistent with Federal, State, County, and local laws regarding privacy and obligations of confidentially. The obligations of this paragraph survive the termination of this Contract. All such records shall be maintained for at least five (5) years after the date on which this Contract terminates.

SUBRECIPIENT RECORDS. The SUBRECIPIENT shall keep accurate written records of all expenses incurred by it and of monies received by it and of all studies, statistics and reports made or issued by SUBRECIPIENT in conducting the program. The SUBRECIPIENT shall also keep accurate written minutes of all meetings of the Board of Directors or Committees of SUBRECIPIENT and shall keep accurate employment records, correspondence records, records and other records necessary to enable CITY to review SUBRECIPIENT's operations during the conduct of the program. In addition, SUBRECIPIENT shall maintain all such records as may be required to be kept pursuant to the terms of the Housing and Community Development Act or regulations adopted pursuant thereto, and such records and documents as may be necessary to enable CITY to prepare and submit such audits, assurances, reports, reports and certificates as may be required of CITY under such act or such regulations. In particular SUBRECIPIENT shall keep all such records and documents as may be necessary to enable CITY and/or the Federal Government to determine whether or not the funds to be allocated pursuant to the terms of this Contract have been or are being used in compliance with the provisions of the HCD Act and regulations adopted thereunder. Specifically, records shall be kept documenting income of clients served to determine that SUBRECIPIENT's program is primarily benefiting low- low and moderate-moderate income persons. SUBRECIPIENT shall estimate the annual income (24 CFR 813.106) of a family or household by projecting the prevailing rate of income of each person at the time assistance is provided for the individual, family, or household (as applicable). Estimated annual income shall include income from all family or household members, as applicable. This does not apply to activities that qualify under the National Objective 570.208(a)(1), area benefit activities, as identified by City Staff. Activities qualifying under 570.208(a)(1) must use the area income data supplied to the CITY by HUD. The SUBRECIPIENT must provide documentation showing beneficiaries meet the requirements as defined by HUD (i.e. elderly, children, youth, special needs, etc.). HUD’s definitions are referenced on the Community Programs webpage: ▇▇▇.▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇/▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇, under Community Development Block Grant (CDBG) Program. At CITY's request, SUBRECIPIENT shall furnish CITY with a copy of any record maintained by SUBRECIPIENT pursuant to the terms of this Contract. SUBRECIPIENT shall take reasonable measures to safeguard protected personally identifiable information (PII) from beneficiaries and other information that the City or HUD designates as sensitive, or the SUBRECIPIENT considers sensitive, consistent with Federal, State, County, and local laws regarding privacy and obligations of confidentially. The obligations of this paragraph survive the termination of this Contract. All such records shall be maintained for at least five (5) years after the date on which this Contract terminates.