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6. Documentation of persons benefiting from grant activities, including race/ethnicity <br /> and income to substantiate achievement of the CDBG National Objective of benefiting <br /> primarily persons of low and moderate income. <br /> 7. Personnel actions. <br /> 8. Acquisition and disposition of property. <br /> II. The records which, at a minimum, must be maintained are as follows: <br /> 1. Financial Records:The SUBRECIPIENT shall, at a minimum, maintain the following <br /> records for each grant received under separate agreement from the CITY: <br /> a. Cash receipts Register: For recording of funds received in connection the grant <br /> program. <br /> b. Cash Disbursements Register: For recording disbursement of funds from the <br /> Agency's CDBG account(s). All disbursements must be supported by <br /> appropriate documentation (e.g.: payroll records, invoices, contracts, etc.) <br /> demonstrating the nature and use of each payment and showing approval of <br /> the program director or other authorized official. In addition,the <br /> SUBRECIPIENT agrees to provide the CITY such financial reports and additional <br /> source documentation as the CITY may reasonably require and to comply with <br /> such reasonable additional financial control procedures as may be required to <br /> be retained in files maintained by the SUBRECIPIENT. <br /> Payroll records:A basic time and activity tracking system shall be maintained <br /> to substantiate the services and staff time charged to the project. This should <br /> include time sheets documenting each person's total time and time charged <br /> against the grant;time sheets must be signed by both the employee and <br /> authorized supervisor of the employee. <br /> 2. Equipment Records: A record shall be maintained for each item of equipment <br /> acquired for the Program. Equipment is defined as tangible personal property <br /> (including information technology systems) which has a useful life of more than one <br /> year and a per-unit acquisition cost which equals or exceeds$500.00.The records <br /> shall include: (1) a description (including model and serial number) of the property; (2) <br /> the date of acquisition; and (3)the acquisition cost (showing the percentage of the <br /> total costs paid out of this Grant.)Such equipment records are necessary for HUD <br /> recoding requirements. However, SUBRECIPIENT acknowledges that this recording <br /> requirement does not indicate that the CITY will pay for equipment.The CITY does not <br /> provide funds for equipment purchases, including information technology systems. <br /> 3. Supplv Records:A record shall be maintained for supplies purchased for the Program. <br /> Supplies include all tangible personal property other than equipment. Records for <br /> supplies shall be maintained for supplies which are acquired for the Program, for a <br /> cost equal or exceeding$200.00. The SUBRECIPIENT shall also provide records <br /> showing a cost comparison for supplies purchased. Cost comparison records shall be <br /> 6 <br /> EXHIBIT A <br />