January, 2009
Dear Rider,
If you would like to apply for grants from the High Performance Equestrian Foundation (HPEF) please read the attached information and the Eligibility, Fundraising & Competition Grant Guidelines for Fiscal Year 2009-2010. After reading those documents you will need to submit an Eligibility Statement and Recipient Rider Application. Please read the Eligibility Statement carefully andsubmit all of the information that is requested.
The minimum eligibility requirement for riders is the completion of six National Standard show jumping classes in the past twenty-four months.
The Foundation relies on its participants and their supporters for its fundraising. By doing so, we will be able to maintain extremely low fundraising costs.
Thank you for your interest. Please contact uswith your questions before applying.
Sincerely,
Alden Denègre
Executive Director
Post Office Box 1457
Middleburg, VA 20118
540-687-6369
High Performance Equestrian Foundation
ELIGIBILITY, FUNDRAISING & COMPETITION GRANT
GUIDELINES FOR FISCAL YEAR 2009-2010
One of the purposes for which the High Performance Equestrian Foundation (HPEF) has been established is to provide funds in the form of Competition Grants to qualified Active Riders (as defined bythe United States Equestrian Federation). Grant eligibility shall be available without regard torace, sex, age, religion or national origin to bona fide international or national amateurs whosatisfy the eligibility criteria set forth below.
I. GRANT ELIGIBILITY CRITERIA
Before he or she may apply for a competition grant, a Rider must establish his/her basiceligibility for a grant. Amateur athletes (within the meaning of the Internal Revenue Code andthe Regulations of the International Olympic Committee) who have competed in at least six competitions at the National Standard Level in the last 24 months may apply. Individuals may establish grant eligibility by submitting a statement of eligibility, giving special emphasis to their background and competitive goals.
In addition to the above, the Executive Director, in consultation with the
Board of Directors, shall have the discretion to extend grant eligibility toqualified amateur athletes who have demonstrated exceptional achievement.
Riders will be evaluated without regard to race, sex, religion, age, physical or mentalhealth or national origin.
II. DEMONSTRATION OF ELIGIBILITY
A Rider shall demonstrate grant eligibility by submitting to the HPEF materials
demonstrating that the Rider satisfies the basic eligibility criteria, state in detail the Rider'squalifications, and describe his/her projected competitive schedule towards the specific goal forwhich the eligibility is to be established, e.g., 2010 World Equestrian Games. Letters of recommendation areinvited but are not required.
Eligibility shall be valid only for a finite period of time, and in no event shall this periodextend past the final date of the specific competitive goal outlined in the initial demonstration.
The HPEF does not have the resources to serve an unlimited number of Riders and,therefore, may need to limit the total number of Riders eligible for grants. In such event, the Eligibility Committee will select among applicants on the grounds of national ranking, need for funds and other relevant criteria.
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III. ADMINISTRATION OF DONATIONS
Generally, donations will be accepted by the HPEF as they are received.
Acknowledgment letters will be sent to all donors who make contributions in excess of Fifty Dollars. A percentage of each donation (currently 15%) is deducted and allocated to the GeneralFund of the Foundation to offset operating expenses of the Foundation. The balance is placed inan unallocated restricted account from which grants are made for Rider support.
Due to Internal Revenue Service restrictions, certain limitations are made as to who canmake donations. For example, the HPEF cannot accept a donation from an Eligible Rider. Forobvious reasons, one cannot deduct as a donation gifts potentially benefiting oneself. Similarly, donations may not be “earmarked” for the benefit of a particular Rider. That is, donations mustbe made without qualification to the HPEF. The selection of the individual recipients of fundsdonated to the HPEF will be made by the Board of Directors.
To insure the continued status of the HPEF as a public foundation and preservation of thetax advantages essential to the effectiveness of the HPEF, it may be necessary at times to restrictthe acceptance of large donations (either individual or aggregated). If at some point during thecalendar year the Executive Director determines that HPEF is in danger of being classified as a “private foundation” for IRS purposes, he or she may invoke the “Restrictive Acceptance Procedures” described below.
Restrictive Acceptance Procedures: When the Executive Director (with notification ofthe Board of Directors) determines that there is danger of losing public foundation status, “disqualifying donations”, i.e., donations from related parties or donations in excess of thethreshold disqualifying amount ($5,000 or 2% of total income, whichever is greater) will not beaccepted. Rather, all such donations will be held by HPEF, to be accepted and credited onlywhen the Executive Director determines that a sufficient amount of qualifying contributions havebeen received by the HPEF.
In addition to notification that these Restrictive Acceptance Procedures are in effect, theExecutive Director will notify all donors that their donation has been received but has not yetbeen accepted.
If the HPEF is not in a position to accept disqualified donations, checks constitutingdisqualified donations may be held until the HPEF is in a position to accept them. When morethan one gift is being held, priority for acceptance will be given to new donors.
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IV. RECIPIENT RIDER APPLICATION
Eligible Riders may apply at any time for a competition grant to offset their
competitive expenses. A recipient rider application shall set forth at a minimum a) the period for which the grant isrequested; b) the applicant's anticipated competitive schedule; c) how the anticipated activities ofthe grant period contribute to the Rider's membership goal (e.g. World Championship); d)estimated budget for the grant period; e) the Rider's financial and competitive need for therequested grant; and, f) a specific grant request.
V. GRANT PROCEDURE
The HPEF Board of Directors will consider all Recipient Rider Applications from Eligible Riderswithout regard to race, sex, age, religion, or national origin of the Rider. Grants will be made from the unallocated restricted account of the HPEF. The Board of Directors meets regularly to consider applications. The grant criteria are: the likelihood of competitive success of the Rider,the financial need of the Rider and the other sources of funding available to the Rider.
When a grant is made it shall be in the form of funds available to a Rider forreimbursement of competitive expenses. For so long as the Rider remains in good standing thesefunds will be available for reimbursement of competition and training expenses. Should the Rider no longer be eligible and in goodstanding with the HPEF for any reason, then unused grant funds shall be returned to the General Fund of the HPEF.
VI. DISBURSEMENT OF FUNDS
Funds will be disbursed to Riders on a “first come first serve” basis, up to the grant amount.Disbursements will be made only in the form of expense reimbursement. Requests forreimbursement shall be made as follows:
1. The competitor shall submit a Grant Disbursement Request form supported by
original invoices before claims for reimbursement can be honored.
2. As an alternative to submitting records of actual costs, a daily food allowance of Forty Dollars ($40.00) will be allowed for each day away from home. Travel by personalvehicle will be reimbursed at the rate currently allowed by the Internal Revenue Service forbusiness use of a personal vehicle.
3. Grant funds will be advanced only to accommodate difficult or unusualcircumstances. Detailed expense reports including original invoices must be submitted to the HPEF within thirty (30) days for final settlement.
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4. Expenses for which Grant funds generally are available as a matter of course
include the following:
a. transportation, meals & lodging - Rider
b. transportation, meals & lodging - groom
c. transportation - horses
d. hay & feed
e. stabling
f. entry fees
g. veterinary and dental services
h. coaching
i. non-capital equipment required for competition
VII. OBLIGATIONS OF GRANT RECIPIENTS
Each Rider who has received a grant from the HPEF shall adhere to the following:
1. The Rider shall maintain his/her amateur standing, as defined by IOC. The Rider shall immediatelynotify the HPEF in writing in the event that he/she no longer is an amateur athlete.
2. Each Rider who in any calendar year has received a Competition Grant from the HPEF shall submit a completed Rider Activity Report.
3. Eligible Riders may be requested to participate in the fundraising activities of the HPEF. This participation may include public appearances, endorsements for the HPEF by theRider, providing mailing lists, and related fundraising activities.
VIII. EFFECT OF TERMINATION
When an Eligible Rider loses eligibility, whether for cause or by completion of a Rider'sgoal, any unused Grant funds shall be returned to the HPEF Competition Fund. A Rider whose goal has been attained but anticipates asubsequent campaign may, upon appropriate showing, continue grant eligibility.
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High Performance Equestrian Foundation
RECIPIENT RIDER APPLICATION
1. Name of Applicant: ______
Address: ______
______
2. Telephone: Home: ______Barn: ______Cell:______
Fax: ______Email: ______
3. USEF No: ______
4. Date of Birth: ______
5. For the Period 01/01/09 through 12/31/09.
6. Competitive Activities:
a. How many horses will grant funds help support? ______
b. If you anticipate competitive activities beyond routine domestic competition at the national standard level or above, please describe those activities (e.g. European training and competition) andindicate major competitions you anticipate entering.
______
______
7. A budget for the proposed grant period is:
Stabling: ______
Entry Fees: ______
Coaching: ______
Transportation: ______
Vet Expenses: ______
Other: ______
Total: $______
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8. The following is a summary of funds available to me from sources other than the HPEF (e.g.personal funds, corporate sponsorship) for my competitive expenses during the grant period:
______
9. Explain the benefit you would receive towards your competitive goal from the requested grant:
______
10. Use the back of this form or attach additional sheets to provide any additional information you may have for the Board of Directors to consider.
By signing this application, the applicant certifies that he/she is a bona fide amateur athlete as such term is defined for equestrian competition by the International Olympic Committee. The applicant further certifies that any funds that are received from the HPEF will be used exclusively to reimburse his/her athletic endeavors.
______
Signature of Applicant
Recipient Rider Applications are reviewed and acted upon regularly. Applicants will be informed of the action taken on their request. Grant requests will not be returned to the applicant. Once a grant request has been acted on by the Board of Directors of HPEF, such action is final upon the application as presented. The request will not be carried over for consideration at the next meeting. The applicant is not, however, precluded from making other new grant requests in the future.
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High Performance Equestrian Foundation
ELIGIBILITY STATEMENT
Name: ______
Address: ______
______
Telephone:
Home: ______
Barn: ______
Cell: ______
Fax: ______
Email: ______
Date of Birth: ______
USEF No: ______
US Citizen:
Yes______No ______Permanent Resident of the USA: Yes______No______
Competitive Goal: ______
I am enclosing the following:
1. A letter describing my satisfaction of the basic eligibility criteria.
AND
2. A description of my projected competitive schedule and estimated twelve month budget.I have received and read the Rider’s Eligibility, Fundraising & Competition Grant Guidelines. Iagree to the use of my name, picture and/or likeness in connection with publicity and newsconcerning the High Performance Equestrian Foundation.
______
Signature
High Performance Equestrian Foundation
Post Office Box 1457
Middleburg, VA 20118
540-687-6369
GRANT DISBURSEMENT REQUEST
(FOR ACCEPTED RIDERS ONLY; Please do not submit with Rider Application)
______
Rider
______
Event(s) and Time Period Covered Location(s)
These expenses were incurred in the pursuit of national or international amateur athletic competition.
TYPE OF EXPENSE:
Entry fees ...... $______
Transportation - Rider & Groom ...... ______
Transportation - Horse ...... ______
Fundraising ...... ______
Lodging - Rider & Groom ...... ______
Meals - Rider & Groom ...... ______
Board/Stabling ...... ______
Veterinary Expense ...... ______
Coaching/Training ...... ______
Farrier ...... ______
Miscellaneous (Itemize over $25) ...... ______
TOTAL REQUESTED ...... $______
______
Signature of Rider Date
......
This area for HPEF use
______
Check number Amount Date