SLCBC Hemingway Foundation Grant
Dear Brianne Johnson,
The Salt Lake City Bicycle Collective respectfully requests your consideration of a grant in the amount of $8,000, to support our Earn-a-Bike after school and summer program. While the Earn-a-Bike program is found in other cities across the country, since 2003, we are the only ones offering this unique and rewarding youth program to Salt Lake.
The program involves participants from other after school programs such as YouthCity and the YWCA. They come to our community bike shop and pick out a donated bike, over the next seven weeks they dismantle everything and learn how to reassemble it. At the end they take a safety class, and upon successful completion of everything we give them a lock, helmet and they keep their bike.
The smiles, confidence and empowerment exhibited from our kids is what has kept this volunteer program alive and well. Established in 2002, the mission of the Salt Lake City Bicycle Collective is to promote cycling as an effective and sustainable form of transportation and as a cornerstone of a cleaner, healthier, and safer society. The Bicycle Collective provides refurbished bicycles and educational programs to the community, focusing on children and lower income households.
A copy of our application, along with requested attachments, is enclosed. If you need further information, please feel free to contact me at 801-688-0183. I can be reached via email at firstname.lastname@example.org. Also I realize applications aren't always fun to read, so I encourage you to come and witness our program first hand. Thank you again.
Project Coordinator / Founder
Salt Lake City Bicycle Collective
The correct address, telephone number and principal officers of the Grantee are:
2312 S. West Temple Salt Lake City, UT 84115
PO Box 2400 Salt Lake City, UT 84110
President: Jason Bultman
Primary Contact: Jonathan Morrison, Project Coordinator
Please provide a list of the names and addresses of all officers, directors, and members of the Board of Directors of your organization.
Jason Bultman, President 1611 E 3010 S Salt Lake City, UT 84106
Brian Price 1130 South Richards Street Salt Lake City UT 84101
Patrick Beecroft, Shop Manager 1729 Shelmerdine Ct. Salt Lake City, UT 84115
Michael Wise, Treasurer 29 S State St APT 406 Salt Lake City, UT 84111
Jonathan Morrison, Project Coordinator -- Full Time Employee 247 Wayne Court Salt Lake City, UT 84101
Ron Ferrucci 265 Wayne Court Salt Lake City, UT 84101
Clinton Watson 1578 S. 1300 E. Salt Lake City, UT 84105
Please attach copies of your organization's entire audited financial statements (balance sheet income statement, cash flow and notes) from the two most recent years, management letters along with management's response and a copy of your most recent Form 990. Also, submit a copy of your strategic plans, if available and your monthly/quarterly in-house financial statements
TODO: We need to provide a cover letter explaining the situation
2006 will be the first year that the Salt Lake City Bicycle Collective is required to file an IRS 990 Form. Instead we have included our last few years of annual reports. Since we were established in 2002, we have been able to keep the overhead cost of the organization down. In fact until we hired our first full time employee in September of 2006 we were 100% volunteer run organization. That dedication and countless volunteer hours is what has defined the Salt Lake City Bicycle Collective.
A copy of the Grantee's most current U.S. Treasury Department exemption letter is attached (which must be dated after January 1, 1970). The undersigned represents that said exemption letter and the exemption thereby evidenced are in effect and good standing at this time. The exemption type, number, and date are as follows:
Please circle which type of charity or foundation (within the meaning of the Internal Revenue Code) you claim to be:
(a)Public (b)Private Operating Foundation (c)Private (Non-Operating) Foundation
Is your organization listed in the Cumulative List of Organizations published by the Treasury Department?
( ) Yes (X) No
This is because as of December 31st, 2006 we have completed our Advanced Ruling Period and will be filing our IRS 8734 before the March 31st deadline.
Please circle each appropriate area for the grant you are seeking:
(a) Arts (b) Environment (c) Educational Programs (d) Healthier Lifestyles (e) Community Programs
(a) Education (b) Equipment (c) Program
(a) Local (b) State (c) Regional
(a) Children (b) Teens (c) Minority (d) Disabled (e) General (f) Student (g) Elderly
Please describe in dollars and percentages that amount Grantee seeks from the Hemingway Foundation to fund the project:
(a) Dollar amount requested $8,000
(b) Total to fund the project $49,000 TODO
(c) Percentage of total project 16% TODO
Describe all additional funding or other sources of funds that will be used to fund this project.
(a) Source Amount Received Amount Pledged
(b) Matching funds (please give a full description of any matching funds):
- Cornwell Tools donated $$$ in hard lines tools (ex: wrenches, hammers, screw drivers, etc.,..)
- Park Tool is offering a one year, three purchases only OEM discount on all their specialty bike tools.
- Pedros offered a one time OEM discount purchase on their specialty bike tools, we used this to purchase 20 shop aprons for the Earn-a-Bike classes.
- YouthCity Apprenticeship Program donated $999 to improve the shop.
Please type, within the space provided, a brief synopsis of your request for funding.
For the last few years we have been running our most cherished program, Earn-a-Bike, solely on the hearts of volunteers and minor donations of tools and supplies. We have done a lot with a little and our proof is in our kids, their smiles, their determination, their new found confidence, and the beautiful bikes they know they made themselves. It is because of their response to our program that we want to offer the program on a bigger scale. This expansion is going to require funding and employees to properly run the program.
Nature of the Grantee
The Salt Lake City Bicycle Collective (SLCBC) was founded in 2002 by five enthusiastic bicycle advocates and modeled after other established community shops in Portland, OR and Boston, MA. Following the lead of other community bike shops SLCBC set out to advocate for cyclists and encourage cycling through grassroots efforts here in Salt Lake City. In 2006, the collective not only advocates for cyclists, but provides them with valuable services. We share the virtues of bicycling with our community, and build the bicycling environment through the programs and services we offer. Our mission is to promote cycling as an effective and sustainable form of transportation and to act as a cornerstone of a cleaner, healthier, and safer society. The SLCBC provides refurbished bicycles and educational programs to the community, focusing on children and lower income households. We are also a bike shop, where we allow patrons to bring in their own bikes and use our free community tools.
Since the SLCBC’s founding it has risen above initial goals. We now host five comprehensive programs and are represented in all regional advocacy efforts and events. The Collective’s dedicated volunteers logged 2,500 hours in 2006. This calendar year, they are expected to log over 3,200 hours organizing the shop, fixing bicycles, and administering programs. This, in addition to the hiring of a full-time Project Coordinator will propel expansions and improvements to our core programs in 2007.
The SLCBC has received local and nation recognition for leadership. The Collective spearheaded the creation of the Bike Collective Network, (www.bikecollectives.org). The network provides a forum for people involved with community bike shops nationwide to exchange information and share resources. It has been well recieved and after only six months, 76 members from 71 community bike shops are active participants. Last year, Cycling Utah named The Salt Lake City Bicycle Collective the “Road Club of the Year” and Jason Bultman, the Collective’s President, “Bicycle Advocate of the Year.”
The Collective runs a variety or programs, and offers its services to citizens and organizations alike. We donate bikes to the International Rescue Committee, the Odyssey House of Utah, and Navajo Santa. We provide mechanics courses to The Road Home, YWCA, and University of Utah Continuing Education. We also work with local Eagle Scout Troops to organize bike drives and help them to obtain their community service badges. In addition to all this, we provide materials and tools to make jewelry, furniture, wild custom bikes, wind chimes – or anything else one can create – all out of bike parts.
Our main programs include:
Community Bike Shop
During the summer, upwards of 40 patrons use the Community Bike Shop’s facilities to repair or rebuild a bicycle under the guidance of dedicated volunteers. This winter, volunteers successfully renovated and reorganized the shop space, making it highly efficient to both volunteers and patrons. And every shop night, several “old” bikes reach new owners.
Bicycle Education Project
During its freshman year, the Bicycle Education Project provided safety instruction to, and promoted helmet use among, 959 children and adults. By teaching the necessary skills to ride with traffic and avoid accidents, we increase safety for existing bicyclists and encourage more people to travel and commute by bicycle. Instructors certified by League of American Bicyclists' nationally recognized program teach our classes. Bicycle Education courses are regularly offered, inexpensive, easily accessible, and fun. In addition, The SLCBC acts as a catalyst to motivate other organizations and schools in Utah to offer safe-cycling classes.
Bike Valet at the Salt Lake City Downtown Farmer’s Market
Collective showcased programs, and offered free Bike Valet at the Salt Lake City Downtown Farmer’s Market for the 4th year in the summer of 2006. Over the course of the 20 weeks of the market, SLCBC volunteers parked and watched over 1611 bicycles – assisting and encouraging an average of 81 people who chose to ride instead of drive. [Enter small amt of data on local bike theft?]
We collaborate with the YMCA and YouthCity to offer Earn-a-Bike courses. These classes re-acquaint the concept of repair, provide an affordable means of transportation, promotes a sustainable and healthy lifestyle, teach safety, as well as instill self-confidence and pride. Focusing on a low-income demographic, our students take apart and then learn how to rebuild a bicycle from scratch. In 2006, the Collective guided 37 students through the process rebuilding a bike in Earn-a-Bike courses. Students in the courses were able to donate 32 bicycles to resettled refugees living in Salt Lake City, thus extending the legacy of service into the community.
Definition of Problem Areas
Twenty-three percent of Utah’s K-12 youth are responsible for taking care of themselves after school, and the small offering of local after school programs are not meeting Utah’s demand. Youth in self-care spend an average of seven hours per week unsupervised. Of these children, 19% would be likely to participate in an after-school program if one were available to them in their community (After 3pm Study). After school programs have crime reduction potential by engaging youth at the time of day when Juvenile violence peaks (US department of Justice). Additionally, students who participate in extracurricular activities achieve better grades, have lower rates of truancy, attain higher levels of achievement in college and feel more attached to their schools. (Michelle Galley. "Extra Benefits Tied to Extracurriculars" Education Week, October 18, 2000)
Providers of youth programming in Salt Lake City frequently cite the lack of transportation to and from programming as an obstacle to youth involvement. Low-income youth are particularly impacted. Even so, bicycles still remain a viable and often essential means of transportation for youth, allowing them access to recreational activities, after school programs and part-time jobs. The Earn-a-Bike program solves their transportation problem, supplying a way to get around that is independent of bus schedules, promotes health and wellness, and has little to no environmental impact.
While rebuilding their bicycle, the students ensure that each component is mechanically sound and that the bicycle operates properly as a whole. During this process, the students develop their own sense of time management, with the understanding that they need to finish their bike before the end of the class. Our high school aged students are usually able to complete their own bike, and also work on bikes that can be donated to the International Rescue Committee. Upon successful completion of Earn-a-Bike, all students keep a bike they have so carefully built along with a new helmet and lock.
In Utah, helmet use among young cyclists is low, with only 5% of secondary school-age youth wearing helmets when they ride (UDOH 2004). This number is striking, as proper helmet use is the most effective way to prevent head injury and bicycle fatalities. Currently, Utah ranks 11th highest in the nation for bicycle deaths per capita. Furthermore, youth are involved in the majority of bicycle/motor vehicle crashes, and account for 41% of all bicycle deaths in Utah (UDOH). Nationally, youth cycling deaths account for 18% of all bicycle deaths (NCSA).
Though bicycle safety is taught throughout the Earn-a-Bike course, students participate in a more formal, BikeEd bicycle safety course. The course covers bicycle safety checks, fixing a flat, on-bike skills, and crash avoidance techniques. Upon completion, Earn-a-bike students have a full understanding of vehicular cycling, allowing them to bike confidently and safely.
Purposes of Proposed Grant
The purpose of this grant would be to fund a year of Earn-a-Bike courses. Our Earn-a-Bike program provides youth with a positive after school environment, safety training, and a healthy means of transportation, allowing them access to other after school programs. The students learn how to rebuild their bicycle from scratch, and upon successful completion of a safety course, they get to keep their finished bicycle, a brand new lock and helmet. Most of the participants in our Earn-a-Bike after school program will tell you that it was hard work, they learned a lot, their bike is "sweet" and that they would do it all over again. Fueled with more volunteers, participants and resources than before, the Collective can address the growing needs of our community by expanding the Earn-a-Bike after school program. Our goals and objectives are as follows:
GOAL: Teach students basic bike mechanics and bike safety skills, thereby increasing self-sufficiency that accompanies these skills.
- Students completely disassemble and reassemble a bicycle.
- Students complete BikeEd safety class (nationally recognized).
- Every student is taught how to use, and then receives a helmet and a bike lock, and light.
- Every Earn-a-Bike bicycle that leaves the shop will be mechanically sound
GOAL: Provide a safe, supportive, respective environment for all participants. Offer the program to students regardless of race, ethnicity or income.
- Fund qualified bicycle mechanics as instructors
- Target low-income populations who cannot afford daycare.
- Instructors will act as mentors to kids; kids will act as mentors to each other (working in pairs, etc.)
- Instill pride in steps to completion, increase students' sense of accountability.
GOAL: Mobilize participants as commuters and champions of healthy, sustainable, environmentally conscious lifestyles.
- Funding qualified bicycle mechanics as instructors
- Instructors act as mentors to kids; kids acts as mentors to each other (working in pairs, etc.)
- Ability to take pride in steps to completion, and learning accountability
When the SLCBC first started the Earn-a-Bike program in 2003, we wanted the program to run year round, four days a week. This year, we are not only meeting that goal -- we are pushing beyond it. Earn-a-Bike classes run Monday-Thursday during the school-year. During the summer we want to offer four classes maximizing shop use to the morning and afternoon. We have successfully lowered our student to teacher ratio, and would like to sustain this for each course. Additionally, we would like the proper tools, supplies, and safety equipment to be available to each student.
Impact of Approval of Grant
A grant of $8,000 will improve the Earn-a-Bike Program in several ways. Most importantly, it will help us reach our goal of offering the course to 168 students each year through fourteen after-school and summer courses. It will also allow us to pay our instructors, which would mean that Earn-a-Bike participants will be instructed by qualified bicycle mechanics at a student to teacher ratio of 4:1. Keeping these ratios small fosters interaction with vested, consistent adults as well as with other participants. The mechanics instructors can guarantee a safe, supportive, respective environment for all participants. A paid instructor, while conveying the value of participation, productive work, punctuality just like a dedicated volunteer, also allows the children dependability.
Another imperative aspect for the program is the availability of tools, workspace, and supplies. Having supplies on-hand facilitates our ability to teach each student basic bike mechanics skills. Each team of two students shares a workstation equipped with the proper tools to rebuild their bicycle. With this grant, we aim to ensure that each pair has tools in ample supply. In addition, each bicycle would be custom powder-coated, transforming someone else’s ‘old bike’ into 'their new bike.’ The powder coating process has been a powerful motivator for students to cherish their new bicycle; they often name it and ride it to school regularly after the program is complete.
When traveling on their new bike, students would travel safer, having received the proper training and equipment (helmet and lock). Currently, students have the option of obtaining their Road I or Kids II certification, a curriculum created by the League of American Bicycles and offered by the Salt Lake City Bicycle Collective using UDOT funding. These courses teach the importance of riding safe with helmets, locks, lights. It is our desire to provide helmets, locks, and lights to students at this time to reinforce and encourage that education.
Annual Program Budget
- 14 Sessions (7 weeks each)
- 12 Students per session
- 3 Instructors per session (4:1 student teacher ratio)
- 28 hours per session
- Teacher Salaries - $11,760.00 at a rate of $10 per hour (14 sessions * 3 Instructors * 28 hours = 1176 Instructor hours)
- Shop Cost - $19,600.00 (14 sessions * 28 hours * $50 per hour) This rate is what we use for billing UDOT for our BikeEd Program.
Supplies & Services
- Used Bicycles - $7,560 (14 sessions * 12 students * $45 per bike)
- BikeEd Courses - $8,400 (14 sessions * 12 students * $50 per person)
- Powdercoating - $11,760.00 (14 sessions * 12 students * $70 sandblasting+prep+powder coating).
- Bearings - $140 (14 sessions * 12 students * 20 bearings * 2 wheels = 6750 bearings / 1000 qty containers = 7 containers * $20 per container)
- Tires - $420 (14 sessions * 3 students * $10 per set of tires) Not every bike needs tires, and we recycle tubes
- Grease - $98 (14 sessions * $7 for one pound of grease)
- Nitrile Gloves - $288 (14 sessions * 14 days * 12 students * 2 hands = 4704 gloves / 100 per box = 48 boxes * $6 per box)
- Cables - $672 (14 sessions * 12 students * 4 cables * $1 per cable)
- Cable Housing - $1008 (14 sessions * 12 students * 4 cables * $1.50 per cable)
- Patches - $84 (14 sessions * 12 students * .50 per patch)
- Locks - TODO
- Helmets - $1176 (14 sessions * 12 students * $7 bell helmet)
- Tools - $2,500 TODO
Total Budgeted Expenses: $49,506
On Going Funding
The Earn-a-Bike program will require on-going funding. To date we have been able to sustain the program with minimal funding through partnerships and donations of time and resources. We are confident we can continue to do that, but we would like to be able to continue to expand the Earn-a-Bike program. The expansion of the the program would require more funding.
Our current funding is as follows:
- Shop Use is funded through general public support of our community bike shop.
- Supplies purchased in bulk through general public support of our community bike shop.
- Tools, when treated properly, last a long time and we have established direct connections with tool manufacturers to reduce replacement costs.
- BikeEd Courses are funded through the Utah Department of Transportation (UDOT).
- Helmets are provided by the Utah Deparment of Health's Injury Prevention Program.
On-going Funding Ideal:
- Powdercoating: If we are able to aquire the air compressor and sand blasting cabinet necessary to prepare frames for powdercoating then we can cut the cost of powdercoating in half. The powerdercoating, though aesthetic, is a big part of the Earn-a-Bike program because it effectively turns "somebody else's old bike" into "my new bike". Our students appreciate this factor of the course, as many of them do not have the joy of "new" items very often. In addition, powerdercoating is an envinronmentally friendly way of painting bikes, as it is aerosol-free. The students are taken to the facility and learn about this eco-friendly technique.
On-going Funding Required:
- Instructor salaries: As stated previously, paid instructors will provide a much-needed security for this course. The volunteers we have work very hard, and are appreciated as doing so. However, when a different volunteer teaches every week, the students cannot build the kind of relationships we are aiming for. At times, volunteers will call in and cancel last-minute, will not show up, or will come late. If we want to provide a stable and safe environment for our students, we need to have dependable, paid adults to be consistent figures in their bike lives.
All the aspects of the collective are crucial to the successes of the collective, and will require continual funding. However, with the current success, and additional support of foundations, we feel our program's funding opportunities will only increase as we seek more funding sources.
Others Working in the Field
The Salt Lake City Bicycle Collective was originally modeled after the Bikes-Not-Bombs shop in Boston, MA and the Community Cycling Center in Portland, OR. Bikes-Not-Bombs developed, and freely distributes the original instructor training manual for our Earn-a-Bike courses. Many other community bike shops take advantage of this, as we do. Nationally, there are over 70 similar community bike shops working to get kids off the streets, and into productive activities after school like bicycle mechanics.
Many of the community bike shops working with today’s youth are collaborating through the internet. Jonathan Morrison, Project Coordinator of the SLCBC, spearheaded a website specifically for collectives all over the US and Canada to share resources and come together to help each other. In addition, the Youth Bike Education Network (YBEN) is a superb website designed specifically to facilitate the start-up and function of similar organizations on a national and international level. The YBEN site is a resource for groups around the country that want to share handouts, lesson plans and other resources.
Locally there is no one offering Earn-a-Bike classes, or for that matter any local groups focusing on mobilizing and educating low-income youth in the manner that we do. However there are numerous groups that partner with the SLCBC to help us reach our goals. Both YouthCity and the YWCA of Salt Lake provide students, scheduling, registrations, transportation and sometimes an instructor for the Earn-a-Bike courses. Eagle Scout candidates will coordinate with the SLCBC to put on bike drives, where all the bikes are then donated to the SLCBC. These projects are the final requirement to become an Eagle Scout. In addition, we collaborate with the Police Department and the Utah Transit Authority (UTA), as they both donate bikes to the SLCBC. We then give back to the community by donating refurbished bicycles and helmets to the International Rescue Committee (IRC), the Odyssey House, Navajo Santa, the Road Home, and the Columbus Community Center.
In consideration of the grant which may be made by the Foundation to the Grantee, and the Grantee's promises herein contained, the following understandings shall be binding:
In the event that the Foundation approves a grant to the Grantee, the parties agree that this Application and Agreement shall be in full force and effect pertaining to the granted funds. This Application and Agreement is being made to constitute a legally binding and enforceable agreement on the part of the Grantee to use any funds transferred to it from the Foundation, strictly in accordance with the understandings set forth and to perform other promises contained herein.
12.2 Use of Granted Funds.
In the event the Foundation approves a grant to the Grantee, the latter agrees to use said granted funds strictly for the purposes set forth in said "Grant Application and Agreement" submitted by the Grantee to the Foundation.
12.3 Submission of Reports.
The Grantee agrees that within six months of receiving funds from the Foundation, and/or upon the request of the Foundation, the Grantee will submit a written report to the Foundation in the form captioned "Post-Grant Report" which will be mailed to you with the check if your grant is approved. The Post-Grant Report must include information concerning:
(a) The use of the donated funds and the progress made toward achieving the objectives for which the grant was made;
(b) The impact of the funds granted (how this grant has made a difference);
(c) Whether or not the funds were diverted from the purposes of the grant;
(d) When and how the funds were expended, including a breakdown of the use of the funds granted based upon the records of the Grantee, detailing all expenditures made from such grant (including salaries, travel and supplies); and
(e) If the project received publicity, include a copy or description in your report.
If the grant is not fully expended by the Grantee within six months of the Grantee's receipt of the funds, an interim report shall be made at that time and for each six month period thereafter, until completion of the use of the granted funds, or until the Foundation advises the Grantee, in writing, that such reports will no longer be required. The Grantee is also required to submit a final report on all expenditures from the granted funds.
12.4 Misrepresentation or Failure of Compliance.
In the event it is discovered that there was any misrepresentation contained in any documents submitted by Grantee to the Foundation, or if there is a failure by the Grantee to comply with any obligation of the Grantee or to perform the provisions of this Application and Agreement, the Foundation will be relieved of any obligation to make any payments to the Grantee, and the Grantee agrees that it will promptly repay the Foundation to full amounts of any grants made by the Foundation to the Grantee, plus interest at the highest legal rate from the date said payment or payments were made by the Foundation to the Grantee, to the date of repayment of the same. Further, the Grantee agrees to pay and reimburse the Foundation for reasonable attorney's fees and costs incurred by it to enforce this Agreement.
12.5 Grant Conditioned on Express Approval By Trustees of the Foundation.
The execution of this Application and Agreement shall not be deemed to constitute a promise, commitment or duty on the part of the Foundation to make a grant to the Grantee. The Application and Agreement is being executed as a proposed Application and Agreement, solely for the purposes of becoming effective in the event the Foundation does in fact approve a grant to the Grantee. The evidence of such approval shall be formal action by the Trustees of the Foundation, and notice of such action by the Trustees of the Foundation being transmitted in writing to the Grantee.
12.6 Restrictions As To Uses of Granted Funds.
The Grantee will use the full amount of the granted funds solely for the purposes specified in this Grant Application and Agreement, and for no other purposes. This restriction relates to the purposes of the grant; and, except as provided in paragraph 10.7, it is the responsibility of the Grantee to select appropriate means by which the grant is used solely for such prescribed purposes, whether directly for its own use or by others selected by it. To the extend that the Grantee pays or distributes any part of the grant to, or uses any part of the grant for any other organization or person, it is understood that the selection of any such recipient has been or will be made solely by the Grantee, and the reference to any such recipient in the Grant Application and Agreement or report in connection with this grant does not constitute an earmarking by the Foundation for the use of any funds to or for any such recipient.
12.7 Restrictions With Respect to Certain Acts.
The Grantee agrees not to use any of the funds:
(a) To carry on propaganda, or otherwise to attempt to influence legislation (within the meaning of Sec. 4945(d)(1) of the Internal Revenue Code;
(b) To influence the outcome of any specific public election, or to carry on, directly or indirectly, any vote or registration drive (within the meaning of Sec.4945(d) of the Internal Revenue Code);
(c) For any grant which does not comply with the requirements of Sec. 4945(d)(3) or (4) of the Internal Revenue Code; or
(d) For any purposes other than the ones specified in Sec. 170(c)(2)(B) of the Internal Revenue Code.
12.8 Record Keeping.
The Grantee agrees to maintain its books and records in a manner that satisfies Internal Revenue Code Treasury Regulation Sec.53-4945-5(c)(3) and in such a way that funds from the Foundation will be shown separately on the Grantee's books. Expenditures made by the Grantee in furtherance of the purposes specified in this Grant Application and Agreement must be charged against the grant. The Grantee will maintain records of such expenditures adequate to identify the use of the funds for the specified purposes.
12.9 Private Foundations.
In the event it is determined by the Treasury Department that the Grantee is a private foundation, as distinguished from a public charity, or if in fact the Grantee is a private foundation, the undersigned Grantee agrees that any funds given to it by the Foundation will be completely expended for charitable purposes, during the calendar year in which the donation was made to it by the Foundation, or within 2-1/2 months after the end of such year. If said funds are not fully expended for said purposes within the time limits described above, Grantee agrees to refund and pay to the Foundation all funds received by Grantee from the Foundation which were not expended within said time limits.
12.10 Availability of Grantee's Records.
The Grantee will maintain its records of expenditures from the grant, as well as copies of the reports submitted by it to the Foundation with respect to such grant, for at least four (4) years after completion of the use of the grant. It will make its books and records available to the Foundation at reasonable times during such period.
12.11 Repayment of Grant.
The Grantee will promptly repay to the Foundation any portion of the amount granted which is not used by the Grantee for the purposes specified in this Grant Application and Agreement or, in the discretion of the Grantee, will hold such portion for repayment of distribution at the direction of the Foundation.
The Grantee will hold the Foundation and trustees names and addresses private from any and all lists which are given, loaned or sold to any other entity for any purpose, and specifically, for solicitation.
12.13 Attachments or Amendments.
Any attachments or amendments made by the grantee to the foregoing items shall be null and void and shall not change the terms of this grant agreement or be a part of this grant agreement.
12.14 Entire Agreement.
The Applicant agrees that this application including its description of the use of proceeds and other terms, constitutes the entire agreement between the parties and that there are no other or further agreements outstanding not specifically mentioned here. However, the terms of this agreement may be amended, altered, supplemented, or modified By the written agreement of both parties.