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15-115.00 Valleyfest: Outside Agency Grant Sjökane Valley11707 E Sprague Ave Suite 106 ♦ Spokane Valley WA 99206 509.921.1000♦ Fax: 509.921.1008 ♦ cityhall@spokanevalley.org October 5,2015 Peggy Doering Valleyfest PO Box 368 Spokane Valley, WA 99037 Dear Ms. Doering: At their September 22,2015 meeting,the Spokane Valley City Council awarded your organization a grant in the amount of$13,000 to support the programs and services that were specified in both your written application materials and oral presentation. If your organization received money from the City in 2015, an annual report outlining the use of those funds and highlighting the benefits to the community shall be filed with the City's Finance Department prior to disbursement of your 2016 award. The City requires certain assurances from any entity receiving such funds in order to meet legal and audit requirements. Please acknowledge your acceptance of this process and conditions by signing and returning this original contract. We are delighted that we are able to work with your organization to provide benefits to our community. Sincerely, 0441 Sarah Fan Accounting Tech ian ACKNOWLEDGEMENT/AGREEMENT I hereby acknowledge that I am duly authorized to accept funds in the amount as stated above, that said funds are to be used as financial support specifically for the 2016 program(s)proposed during our presentation to the Spokane Valley City Council;that our entity will by December 31, 2016, file a summary of public benefits derived by Spokane Valley area citizens as a result of our entity's use of City funds;that the City or Washington State Auditor or any of their representatives shall have full access to and the right to examine during normal business hours, all of our organization's financial records;that I understand and agree the City may terminate this Page 1 of 2 agreement without cause at any time; and that no other promise or representation was made for any future or renewed funding. The City shall reimburse Valleyfest periodically upon presentation of an invoice to the City that includes the City-provided summary/cover sheet, description of the services,goods, or other costs incurred and expended,as well as copies of the invoices and receipts/proof of payment for which Valleyfest is requesting reimbursement. If the amount awarded is less than the original amount applied for,Valleyfest will be reimbursed a percentage of the overall original request. If the proposal outlined specific dollar amounts in more than one area,Valleyfest may choose to focus on one line item or project in the proposal, so long as the amount of the reimbursement request does not exceed the total amount of the specific line item or project in the original proposal. Qualified expenditures shall be expended in calendar year 2016 and submitted no later than January 15,2017. Valleyfest is an independent entity and is solely responsible for all employee payroll related costs. The City shall not participate in these costs even though City funds may assist the agency in funding agency programs. Valleyfest assumes all responsibility for maintaining complete payroll records on programs where City funds have been used. If payroll costs are disallowed by the Washington State Auditor's Office or another oversight agency,Valleyfest shall reimburse the City for City funds used in the program. Process and conditions accepted by: exicti,rt.0.;,) co/z2 /f5 Sig "AuK- Title Date Page 2 of 2