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GRANTS OFFICE
MAILING ADDRESS STREET ADDRESS
North Carolina Arts Council 109 East Jones Street
Department of Cultural Resources Raleigh, NC 27601
Raleigh, NC 27699-4632
t 91 s so7 s51a
f 919 807 6532
Martha Shannon, Director
Orange County Arts Commission
501 West Franklin Street
Chapel Hill. NC 27516-2339
July 28, 2010
GRANT AWARD LETTER
FISCAL YEAR 2010-2011
Please read the enclosed Instruction page.
Grant Category Grassroots Arts Program
Awarded $34,423
Start Date July 1, 2010
End Date June 30, 2011
NCAC Report Due July 15, 2011
ARTS Grants Onfine
Project Title Various arts programs, administrative support and subgrants
Stipulations You must comply with the conditions set forth in the enclosed Grant
Agreement Addendum for Designated County Partners.
Revised Budget Needed? No
Grant Number FY11-0732
SER ID 12698
Fiscal Agent
Federal Tax ID 566000327 Fiscal Year End 630
Source of Funds State Funds
CFDA~e
Staff Contact Janie Wilson, Arts in Communities Director
919807-6508
Payment Questions Reed Underhill, Grants Administrator
919807-6514
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GRANTS OFFICE ~~ ~ 1 2010
MAILING ADDRESS STREET ADDRESS
North Carolina Arts Council 109 East Jones Street
Department of Cultural Resources Raleigh, NC 27601
Raleigh, NC 27699-4632
t9198076514
f 919 807 6532
Contract
This Contract is hereby entered into by and between the North Carolina Department of Cultural Resources,
North Carolina Arts Council (Council) and the following Grantee (referred to collectively as the'Parties'). The
Grantee's federal tax identification number is found in Attachment B.
Orange County Arts Commission
FY11-0732 Arts in Communities --Grassroots Arts Program $34,423
1. Contract Documents: This Contract consists of the following documents:
(1) This Contract
(2) The General Terms and Conditions (Attachment A)
(3) Grant Award letter(s) (Attachment B)
(4) The NC Arts Council Grant Application Form Containing the Scope of Services, Line-Item
Budget, and Project Narrative
(6) Grantee Requirements 2010-11 Containing the Notice of Certain Reporting and Auditing
Requirements (Attachment C)
(6) Instructions 2010-11 (Attachment D)
(7) ~ Certification of No Overdue Tax Debts (Attachment E)
These documents constitute the entire agreement between the Parties and supersede all prior oral or
written statements or agreements.
The awarding of this grant is subject to allocation and appropriation of funds to the Council for the
purposes set forth in the Contract (Grant Award letter(s) and the Grant Application Form Containing the
Scope of Services, line-ltem Budget, and Project Narrative).
2. Precedence among Contract Documents: In the event of a conflict between or among the terms of
the Contract Documents, the terms in the Contract Document with the highest relative precedence
shall prevail. The order of precedence shall be the order of documents as fisted in Paragraph 1, above,
with the first-listed document having the highest precedence and the last-I'tsted document having the
lowest precedence. If there are multiple Contract Amendments, the most recent amendment shall have
the highest precedence and the oldest amendment shall have the lowest precedence.
3. Effective Period: This Contract shall be effective upon. signature by all parties to this Contract and
shall terminate upon final expenditure of all funds and submission of all reports as required by law.
4. Grantee's Duties: The Grantee shall complete and return any applicable Revised Budget page, this
Contract, and for non-government organizations the 'State Grant Certification - No Overdue Tax Debts'
form (see #~6). If the Grantee's grant. is being paid with federal funds, then it must also complete and
return a federal Cash Request Form at the appropriate time.
The Grantee shall carry out the grant project as described in its North Carolina Arts Council Grant
Application Containing the Scope of Project, Line-Item Budget, and Project Narrative; its Grant Award letter(s) with
any applicable stipulation; and any applicable Revised Budget page and in compliance with all parts of this Contract
including the attachments and the Instructions 2010-11 for the grant awards and in accordance with applicable state
and federal laws and any local requirements. In addition, the Grantee shall maintain all grant records for a period of
five years or until all audit exceptions have been resolved, whichever is longer.
The Grantee shall provide services resulting from the grant to all members of the community served, in compliance
with all state and federal statutes relating to non-discrimination on the basis of race, color, national origin, sex,
handicap, or age, which are contained in the Grantee Requirements 2010-11 Containing the Notice of Certain
Reporting and Auditing Requirements (Attachment C).
The Grantee shall keep Council staff informed about project activities. For the purposes of on-site monitoring and
evaluation by the Council, tickets and admissions may be made available for attendance at funded performances,
exhibitions, and other ticketed events during the grant year.
Council's Duties: The Council shall pay the Grantee in the manner and in the amounts specified in the Contract
Documents under the Payment Provisions. Contracts shall be paid at the direction of the State Budget Officer.
Federally funded grants will be paid one month in advance or on a reimbursement basis. The Council shall assist the
Grantee as appropriate and necessary with the implementation of this project. The Council shall provide monitoring
and oversight through a combination of periodic e-mails, calls, visits, attendance at events, and review of reports.
Matching Requirements of the Grantee: The Grantee must match this grant according to the project budget shown in
its Application Form or any subsequent revision of that budget approved in writing by the Council.
5. Conflict of Interest Policy: Non-govemment grantees shall have on file with the Council a copy of the Grantee's
policy addressing conflicts of interest that may arise involving the grantee's management employees and the members
of its board of directors or other governing body. The policy shall address situations in which any of these individuals
may directly or indirectly benefit, except as the grantee's employees or members of its board or other governing body,
from the grantee's disbursing of state funds and shall include actions to be taken by the grantee or the individual, or
both to avoid conflicts of interest and the appearance of impropriety. The policy shall be filed before Council may
disburse the grant funds. (N.C.G.S. 143C-6-23 (b)(2007)]
6. Statement of No Overdue Tax Debts: Non-govemment Grantee's sworn written statement pursuant to N.C.G.S.
143C-6-23(c), stating that the Grantee does not have any overdue tax debts, as defined by N.C. G.S. 105-243.1, at the
federal, state, or local level, is attached as Attachment E. Grantee acknowledges that the written statement must be
filed before the Council may disburse the grant funds. Government grantees do not need to submit this form.
7. Reversion of Unexpended Funds: Any unexpended grant funds shall revert to the Council immediately upon
determination and no later than May 31, 2011.
8. Termination of the Contract: This contract may be terminated by mutual consent with 60 days written notice to the
other parry, or as otherwise provided by law.
9. Reporting Requirements: The Council has determined that this Contract is subject to the reporting requirements
described in the attached Grantee Requirements 2010-11 Containing the Notice of Certain Reporting and Audit
Requirements (Attachment C). The Grantee is required to comply with the rules and reporting requirements as noted in
Attachment C, including audit oversight by the Office of State Budget and Management and the Office of the State
Auditor, the provision of access to the accounting records by both the Council and the Office of State Budget and
Management and the. Office of the State Auditor, and availability of audit work papers in the possession of any auditor
retained by the Grantee.
Rev. 7110 Page 2 of 4
. .
The Grantee must ensure that when grant funds are audited that they are audited in compliance with state and federal
audit requirements for local governments and public authorities, institutions of higher education, and nonprofit
organizations, and, as applicable, according to the standards of the federal Single Audit Act Amendments of 1996 and
Circular A-133 "Audits of States, Local Governments, and Nonprofit Organizations" as supplied by the Executive Office
of the President, Office of Management and Budget, Washington, DC.
10. Payment Provisions: The Council will pay organizations with grants at the direction of the State Budget Officer.
Current Grantees will not be paid until the Council has received and approved their final reports for all previous grants.
If a prior year report was late, the FY 10-11 grant(s) will be paid on a reimbursement basis. Federally funded grants
will also be paid one month in advance or on a reimbursement basis upon request. All payments are contingent upon
fund availability.
11. Contract Administrators: All notices permitted or required to be given by one Party to the other and all questions
about the contract from one Party to the other shall be addressed and delivered to the other Party's Contract
Administrator. The name, post office address, street address, telephone number, fax number, and email address of the
Parties' respective initial Contract Administrators are set out below. Either Parry may change the name, post office
address, street address, telephone number, fax number, or email address of its Contract Administrator by giving timely
written notice to the other Party.
For the Council:
IF DELIVERED BY US POSTAL SERVICE IF DELIVERED BY ANY OTHER MEANS
Name Title Kathryn L Caler, Grants Officer Name Title Kathryn L Caler, Grants Officer
Agency North Carolina Arts Council. Agency . North Carolina Arts Council
Mail Address 4632 Mail Service Center Street Address 109 East Jones Street
City, NC Raleigh, NC 27699-4632 City, NC Zip Raleigh, NC 27601
Telephone 919/807-6515
Fax 919/807-6532
Email Kathryn.Caler®ncdcr.gov
For the Grantee:
IF DELIVERED BY US POSTAL SERVICE IF DELIVERED BY ANY OTHER MEANS
Name Title /'b(a-.~.~_ ~~~h p~ Name Title /Y(Qy~(~ ~/1Qn„o~,
Company NameQrr~~L ~un~~vf, Con~m~SSro Company Name p~ ~,t,,.~.{u ~~'S Ctm,,mi55eotti.
Post Office Address ( I,t/~.f vin /~/~ n 5 f. Street Address s~ / _1 1
City State ZipC/1~1 f./,'/!, NC- 02 7.S/(o City State Zip '~~ FYA.n/Glrh. ,Sf
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Telephone Q!9/9(,~-,Z O//
Fax 9t!R~9b8 aeb~.
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12. Disbursements: As a condition of this Contract, Grantee acknowledges and agrees to make disbursements in
accordance with the following requirements:
a. Implement adequate internal controls over disbursements;
b. Assure adequate control of signature stamps plates;
c. Assure adequate control of negotiable instruments; and
d. Implement procedures to ensure that account balance is solvent and reconcile the account monthly.
Rev. 7/10 Page 3 of 4
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13.Outsourcing/Assignability/Subcontracting: The Grantee or Subgrantee is not relieved of any of the duties and
responsibilities of this contract. Furthermore, any Subgrantee must agree to abide by the standards contained in this
contract and to provide all information to allow the Grantee to comply with these standards.
14. Signature Warranty: The undersigned represent and warrant that they are authorized to bind their principals to the
terms of this agreement.
In Witness Whereof, the Grantee and the Agency have executed this Contract in duplicate originals, with one original
being retained by each party.
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Name of Fiscal Agent Organization i ~ ~~°'
Signature of Authorizing Official Date
Printed Name Title
ATTEST (does not need to be a notary public):
Signature Date
Printed Name
North Carolina Arts Council
Rev. 7110 Page 4 of 4