a) An organization licensee may keep its outs liability account in the totalizator system computer if the totalizator system is operating at a racetrack where a race meeting is in progress. If an organization licensee elects to keep the outs liability account in the computer system beyond ten days, that organization licensee, within ten days after the close of the meeting, must file a letter with the Board which shall:

1. 1) state the dollar amount of the outstanding tickets at the close of the race meeting;
2. 2) state that the outs liability account will remain in the computer system;
3. 3) state the name of the racetrack where the account will be open for cashing of winning tickets by members of the public;
4. 4) state the name of the person who will be responsible for maintaining the integrity of the outs account and for maintaining the daily record of the account for reporting to the Board;
5. 5) indicate the approximate date when the account will be removed from the computer system; and