UNITED METHODIST HEALTH MINISTRY FUND
100 E First, PO Box 1384
Hutchinson, KS 67504-1384
CONDITIONS OF GRANT
Title of Project:
Request #
Purpose of Project:
Applicant Institution:
Period of Grant:
Total Amount of Grant Approved: (Payment Schedule Attached)
Project Director:
Check(s) to be made payable to:
To induce UMHMF to make the grant described above, the grantee accepts and agrees to comply with the following conditions:
1. Purpose. The grant funds shall be used exclusively for the purposes specified in the grantee's proposal dated ______, this Conditions of Grant and related documents filed with and approved by UMHMF, hereinafter collectively referred to as "grant documents". In the event that all or a portion of the funds are not used for the grant purposes within the time specified in the grant documents or within any approved extension of said time period, remaining funds in grantee's possession or control shall be returned to UMHMF and, if any funds have not been paid to grantee, such undistributed grant funds shall not be paid to grantee by UMHMF.
2. Administration/Legal Relationship. The grantee will directly administer the project or program being supported by the grant and agrees that no grant funds shall be disbursed to any organization or entity, whether or not formed by the grantee, other than as specifically set forth in the grant documents. These conditions shall not grant UMHMF any administrative control over grantee or its operations. UMHMF and the grantee agree that the grant to the grantee does not create a principal-agent relationship of any type between the parties and that the grantee will not, by act of omission or commission, foster any belief on the part of third parties that such relationship exists.
3. Use of Grant Funds. No part of the grant shall be used to carry on propaganda or otherwise attempt to influence legislation (within the meaning of Section 501(c)(3) of the Internal Revenue Code). No part of the grant shall be used to participate in or intervene in (including the publishing or distributing of statements) any political campaign on behalf of any candidate for public office. No part of the grant shall be used except for purposes within the meaning of Section 170(c)(2)(B) of the Internal Revenue Code.
4. Budget. In approving the grant request, UMHMF has been furnished with a budget for the project (or grantee's entire operations) and, in approving the grant, UMHMF has relied upon income and expenditures occurring substantially as outlined in the budget (a copy is attached hereto). In the event of one or more material differences or changes (in total or in a line item) either in actual income or expenditures or in projected or budgeted income or expenditures related to this project, UMHMF reserves the right to take such actions as it deems necessary to preserve the original objects of its funding of the project (including without limitation, restricting UMHMF monies to payment of certain items only and/or reducing support consistent with the material change(s) or, if other means cannot accomplish preservation of the original objects, to terminate the grant as provided in paragraph 10.) In general, UMHMF will not consider a change of ten percent (10%) or less in the total income or expenditures or in a line item as material; provided, however, that no change in compensation or benefits to employees shall be permitted without approval of UMHMF.
5. Accounting and Audit. A systematic record on a fund-accounting basis shall be kept by the grantee of the receipt and disbursement of funds and expenditures incurred under the terms of the grant, and the substantiating documents such as bills, invoices, canceled checks, receipts, etc. shall be retained in the grantee's files for a period of not less than four years after expiration of the grant period. The grantee agrees to promptly furnish UMHMF with copies of such documents upon UMHMF's request. The grantee agrees to make its books and records related to the project available to UMHMF at reasonable times upon written request. UMHMF, at its expense, may audit or have audited the books and records of the grantee insofar as they relate to the disposition of the funds granted by UMHMF, and the grantee shall provide all necessary assistance in connection therewith.
For each fiscal period ending with or within the term of the grant, grantee will mail to UMHMF a copy of its regularly prepared certified audit, including a copy of any management letter, as soon as the audit is available The failure to deliver the audit within 150 days of the end of the fiscal period will result in a suspension of payments. Provided, that grantee may request an extension of time of no longer than 60 days to provide the audit, which request shall be filed on forms provided by UMHMF and considered in the sound discretion of UMHMF. If the audit is not provided within 270 days of the end of the fiscal period, UMHMF may, without other cause, terminate this grant as provided in Condition 10. The conclusion of the grant period does not relieve grantee from the duty of providing an audit otherwise due under this Condition. In addition to specific remedies set forth in this Condition, UMHMF reserves all other legal remedies to secure any audit required to be provided by grantee.
6. Reports. Narrative and financial reports shall be furnished by the grantee to UMHMF for each six-month period of the grant and upon expiration or termination of the grant. Such reports shall be furnished to UMHMF within a reasonable period of time after the close of the period for which such reports are made (which period shall in no event exceed 30 days). The narrative report shall include a report on the use of the funds in compliance with the term of the grant, the progress made by the grantee towards achieving the grant purposes, any problems or obstacles encountered in the effort to achieve the grant purposes, and evaluation measures implemented.
The financial report should be in the same format as the budget described in paragraph 4 and should show income for the project in that format, the amount budgeted for each line item, the amount expended against each line item as of the date of the report and the resulting balance remaining in each line. Totals should be shown for each of the three columns. If a grant extends for a period involving two or more grant years, the reports should be shown on a separate grant year basis and cumulative basis. If an encumbrance system is used, encumbrances should be shown in a separate column from cash expenditures. UMHMF may specify a different financial report format if it deems necessary and shall cooperate with grantee to avoid undue burdens in developing data for that format. UMHMF reserves the right to require financial statements from grantee as an entity on a quarterly basis.
UMHMF may, at its expense, conduct an evaluation of operations under the grant, which may include visits by representatives of UMHMF to observe the grantee's programs, procedures, and operations and to discuss the program with the grantee's personnel. Grantee agrees to make available, upon reasonable notice and during regular business hours, personnel (including members of its governing body) for any discussion with UMHMF personnel, which UMHMF determines in good faith is necessary to determine compliance with these conditions or progress toward goals of the project.
7. UMHMF Use of Data, Copyrights. UMHMF shall retain a nonexclusive, irrevocable, royalty-free license to use and to license others to use any and all data collected in connection with the grant in any and all forms in which said data are fixed. All copyright interests produced as a result of this grant are owned by grantee. UMHMF, however, retains a royalty-free, nonexclusive and irrevocable license to reproduce, publish, alter, or otherwise use and to authorize others to use any such materials for UMHMF purposes.
8. Public Reporting; Information Sharing. UMHMF will report this grant in any governmental report requesting this information and may report information concerning the grant (and its operation, goals and status) and grantee's performance to other grantmaking agencies, grantmaking cooperatives and United Methodist agencies and institutions, including without limitation the Kansas West Annual Conference of the United Methodist Church. Grantee shall send to UMHMF copies of all papers and other information materials which it produces that are related to the project supported by UMHMF.
9. Grantee Tax Status. The grantee represents that it is a nonprofit, tax-exempt organization as defined in Section 501(c)(3) of the Internal Revenue Code and is not a private foundation as defined in Section 509(a) of the Internal Revenue Code. The grantee shall immediately give written notice to UMHMF if the grantee ceases to be exempt from Federal income tax under Section 501(c)(3) or its status as not a private foundation under Section 501(a) is materially changed. It is expressly agreed that any change in the grantee's tax status or any use by the grantee of the grant proceeds for any purpose other than those specified in Section 170(c)(2)(B) of the Internal Revenue Code will terminate the obligation of UMHMF to make further payments under the grant.
10.Grant Reversion and Termination. If the grant is intended to support a specific project or to provide support for a specific period of time, any portion of the grant unexpended at the completion of the project or at the end of the time period and any authorized extension thereof shall be returned to UMHMF within fifteen (15) days.
UMHMF, at its sole option, may terminate the grant at any time if (i) the grantee ceases to be exempt from Federal income taxation under Section 501(c)(3) of the Internal Revenue Code; (ii) the grantee's status as not a private foundation under Section 509(a) of the Internal Revenue Code is materially altered; (iii) in UMHMF's judgment, the grantee becomes unable to carry out the purposes of the grant, ceases to be an appropriate means of accomplishing the purposes of the grant, or fails to comply with any of the conditions hereof; or (iv) grantee is dissolved, fails to operate or violates the purpose for which funds are granted due to misuse or misapplication of funds. The right to terminate includes the right to suspend payment.
If the grant is terminated prior to the scheduled completion date, the grantee shall, upon request by UMHMF, provide to UMHMF a full accounting of the receipt and disbursement of funds and expenditures incurred under the grant as of the effective date of termination. The grantee shall repay within thirty (30) days after written request by UMHMF all grant funds unexpended as of the effective date of termination and all grant funds expended for purposes or items allocable to the period of time after the effective date of termination. Nothing contained in this paragraph shall limit or prevent UMHMF from taking legal action to get repayment of funds already expended by grantee which were not applied in accordance with these grant conditions.
11. Limitation; Changes. It is expressly understood that UMHMF, by making this grant, has no obligation to provide other or additional support to the grantee for purposes of this project or any other purposes. Any changes, additions, or deletions to the conditions of the grant must be made in writing only and must be jointly approved by UMHMF and grantee.
12. Nondiscrimination Assurance. Grantee agrees that in providing services under the project, persons will be provided service without regard to race, color, creed, national origin, age (except in instances when age is a stated condition of admission to the program and is so disclosed in the grant documents), disability, gender, or sexual orientation.
13. Project Initiation. Grantee and UMHMF assume that implementation of the proposed project (when not a present project) or the new or expanded service, if applicable, will begin very soon after financing is assured through this grant. A start-up date is shown on the attached payment schedule. If the inability to recruit staff or some other unforeseen circumstance delays the project's implementation, UMHMF should be notified immediately. UMHMF will, upon reasonable request, delay the start-up date as long as six months if the grantee indicates that it desires to continue to work toward implementation. Any such delay automatically delays the payment schedule by a like time. If, however, start-up is not achieved within six months after the initial start-up date, the grant will be treated as automatically terminated unless UMHMF is petitioned for a further delay and UMHMF acts, in its sole and complete discretion, to permit a further delay.
14. Hold Harmless/Indemnification. Grantee agrees to indemnify and hold harmless, to the extent permitted by Kansas law, UMHMF and its officers, trustees and agents against and from all liabilities, obligations, damages, penalties, claims, costs, charges, and expenses (including reasonable attorney's fees and court costs) which may be imposed upon, incurred by, or asserted against the grantee or UMHMF or any of UMHMF's officers, trustees or agents relating to the project funded by the grant or results of that project. In case any proceeding is brought against UMHMF or any of UMHMF's officers, trustees or agents by reason of any such claim, grantee, upon written notice from UMHMF, shall at grantee's expense, resist or defend such action or proceeding, to the extent permitted by Kansas law, by counsel approved by UMHMF in writing.
15. Special Conditions.
The foregoing conditions are hereby accepted and agreed to as of the date indicated.
Grantee:
Date By: ______
(signature of authorized officer)
Title: ______
Date By: ______
(signature of project director)
APPROVED: UNITED METHODIST HEALTH MINISTRY FUND
By: , President
Date:
Proposed Payment Schedule
Title of Project:
Request #
Schedule of Payments
First Payment$Due
Second Payment$Due
Third Payment$Due
Fourth Payment$Due
Fifth Payment$Due
Sixth Payment $Due
TOTAL $
SUMMARY
First Year of GrantTotal Payment $
Second Year of GrantTotal Payment $
Third Year of GrantTotal Payment $
TOTAL $
THIS SCHEDULE OF PAYMENTS IS SUBJECT TO SATISFACTION OF ALL CONDITIONS IN THE AGREEMENT. ANY SPECIAL CONDITIONS, SUCH AS MATCHING AMOUNTS, MAY VARY THE TIME AND AMOUNTS OF PAYMENTS.
Initials______UMHMF - Kim Moore
President
______Applicant - Officer
Budget
Paragraph 4
Initials______UMHMF - Kim Moore
President
______Applicant - Officer
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