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MEMORANDUM
TO: 2004-2005 Community Grants 2nd Quarter Program Grantees
FROM: Luis Ruiz, Community Grants Program Administrator
DATE: November 29, 2004
RE: Community Grant Program Award Package and Instructions
Enclosed is your FY 2004-2005 Community Grants 2nd Quarter Program award package. This award package contains
the items listed below. Please take the time to identify each of these items. If you are missing an item please call me at
305-375-4209 to request a copy.
Four (4) copies, Grant Award Agreement— Article 1 (1 page, single sided)
One (1) copy: General Terms and Conditions for Grants (Articles 11, 111, IV and V) dated
September, 2004 (5 pages, double sided)
One (1) copy, Restatement of Project Budget (2 pages, single sided)
One (1) copy, Universal Affidavit (4 pages, double sided)
One (1) copy, IRS Form W-9 (2 pages, double sided)
One (1) copy, Bank Account Disclosure Form (1 page, single sided)
In order to accept this grant award, you must:
1. Sign and affix your corporate seal to each of the four (4) copies of the Grant Award Agreement under the
section labeled 'Grantee." If the corporate seal is unavailable, an official copy of the organization's Articles of
Incorporation must be included with each copy of the Agreement. Two (2) original signatures from authorized
representatives of the organization are required on each of the four (4) copies.
2. Read (and keep on file) the General Terms and Conditions for Grants jArticles II, Ill, IV and V) dated
September, 2004. This document outlines the conditions governing your grant contract with the County. Please
make sure that you understand all sections. Call me at 305-375-5829 with any questions you might have.
3. Complete the Restatement of Project Budget form. This restatement should match your original application,
but it should include the exact grant amount recommended and reflect any reduced or new revenues. There is a
section to specifically note any changes to the Project Narrative as it was originally submitted on your application.
This form replaces the Exhibits section of our old contract, and will be attached to your Agreement as the binding
budget figures governing the Agreement.
(CONTINUED)
Miami -Dade County Department of Cultural Affairs
111 NW 15t Street, Suite 625, Miami, FL 33128
phone: 305-375-4634 / fax: 305-375-3068
www.miamidadearts.org
4. Complete the Universal Affidavit, W-9 and Bank Account Disclosure forms. Each section of the Universal
Affidavit must be read and initialed indicating compliance with the related policy. For sections that you do not
believe are applicable to your organization, please indicate this by placing "NIA" in the blank and your initials next
to the "NIA." The Universal Affidavit is the only attachment to the Agreement requiring a notarized signature.
Please keep in mind that Andrea Dougherty and Maria Cruell-Aguire are notaries and will be happy to witness
your affirmation; just be sure to call ahead to make sure that either of them will be in the office when you plan to
stop in.
5. Include a complete list of your Board of Directors. Board members who are County employees must be.
identified as such and a written statement attached indicating the extent of involvement with the organization.
6. Please complete and return by 4 PM on Wednesday, January 5, 2005 the following originals and copies:
CHECKLIST
ITEM
DOCUMENTS CONTAINING
COPIES
ORIGINAL SIGNATURES
❑
Grant Award Agreements
4
-
❑
Restatement of Project
Budget
1
3
❑
Universal Affidavit
1
3
❑
Organizational Board List
-
4
❑
IRS W-9 Form
1
-
❑
Bank Account Disclosure
Form
1
-
RETURN COMPLETED PACKAGE TO:
Luis Ruiz
Community Grants Program Administrator
Miami -Dade County Department of Cultural Affairs
111 NW 1st Street, Suite 625
Miami, Florida 33128