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0 <br />B. Documentation and Record -Keeping <br />Records to be Maintained: The Contractor shall maintain all records that are pertinent to <br />the activities to be funded under this Agreement. Such records shall include but not be <br />limited to: <br />a. Records providing a full description of each activity undertaken; <br />b. Records demonstrating that each activity undertaken meet one of the Eligible <br />Projects listed in section I -B of "Exhibit A" of this Agreement; <br />C. Records required determining the eligibility of activities; <br />d. Records required to document the acquisition, improvement, use or disposition of <br />real property acquired or improved with Washing State Affordable Housing Trust <br />Funds; <br />e. Records documenting compliance with the fair housing and equal opportunity laws; <br />f. Financial records as required by this agreement; <br />The Contractor shall report this information quarterly on forms provided by the City <br />2. Retention: The Contractor shall retain all records pertinent to expenditures incurred <br />under this Agreement for a period of four (4) years after the termination of all activities <br />funded under this Agreement. Records for non -expendable property acquired with funds <br />under this Agreement shall be retained for four (4) years after final disposition of such <br />property. Records for any displaced person must be kept for four (4) years after he/she <br />has received final payment. Notwithstanding the above, if there is litigation, claims, <br />audits, negotiations or other actions that involve any of the records cited and that have <br />started before the expiration of the three-year period, then such records must be retained <br />until completion of the actions and resolution of all issues, or the expiration of the three- <br />year period, whichever occurs later. <br />3. Client Data: The Contractor shall maintain client data demonstrating client eligibility for <br />services provided. Such data shall include, but not be limited to, client name, address, <br />income level or other basis for determining eligibility, and description of service provided. <br />Such information shall be made available to City monitors or its designees for review <br />upon request. <br />4. Disclosure: The Contractor understands that client information collected under this <br />Agreement is private and the use or disclosure of such information, when not directly <br />connected with the administration of the City's or Contractor's responsibilities with respect <br />to services provided under this Agreement, is prohibited unless written consent is <br />obtained from such person receiving service and, in the case of a minor, that of a <br />responsible parent/guardian, or unless required by law. <br />�° " B-9 <br />