HomeMy WebLinkAboutC-8577-13 - Cultural Arts Grants - FY 20-21 - Virtual Programt
r
r GRANT AGREEMENT
BETWEEN THE CITY OF NEWPORT BEACH AND
ARTS & LEARNING CORPORATION
LIN
This Grant Agreement ("Agreement") is entered into this 1St day of April, 2021
("Effective Date"), by and between the City of Newport Beach, a California municipal
corporation and Charter City ("City"), and ARTS & LEARNING CORPORATION, a
California corporation located at 151 Kalmus Drive, Suite G3, Costa Mesa, California
92626 ("Grantee"). City and Grantee are at times individually referred to as "Party" and
collectively as "Parties" herein.
RECITALS
A. It is the policy of the City Council that the City's budget specifically allows the City
Council to direct revenue towards non-profit agencies, community groups,
community events, or enhancement projects with worthy projects or programs
which the City Council deems beneficial to the residents' quality of life.
B. Grantee requested a grant from the City for Ensign Middle School's musical theater
virtual program ("Grant Proposal").
C. The City Council determined the Grant Proposal is for a worthy project that will
benefit the City's residents' quality of life.
D. The City Council approved a grant in the amount of Two Thousand Five Hundred
Dollars and 00/100 ($2,500.00) ("Grant Funds") to Grantee pursuant to certain
conditions regarding expenditure, reporting, and accounting requirements.
NOW, THEREFORE, the Parties agree as follows:
1. GRANT
1.1. City awards to Grantee Grant Funds in the amount of Two Thousand Five
Hundred Dollars and 00/100 ($2,500.00) as requested by Grantee in the Grant Proposal
attached hereto as Exhibit A and incorporated herein by reference, or such other amount
as authorized by the City Council.
1.2. Grant Funds shall be disbursed by City to Grantee as follows:
® At the time of execution of this Agreement.
2. TERM
The term of this Agreement shall commence on the Effective Date and shall
continue in full force and effect until February 11, 2022, unless terminated earlier as
provided herein.
ARTS & LEARNING CORPORATION Page 1
3. RESTRICTIONS ON USE OF FUNDS AND OTHER REQUIREMENTS RELATED
TO THE RECEIPT OF GRANT FUNDS
3.1. The Grant Funds are subject to the following expenditure conditions ("Approved
Uses"):
3.1.1. The Grant Funds shall be expended solely for the purposes provided
in Exhibit A;
3.1.2. The Grant Funds shall not be used for any activity that would violate
City, state or federal statutory or decisional law such as regulations affecting non-profit or
tax exempt organizations exempt from taxation pursuant to Section 501(c)(3) of the
Internal Revenue Code; and
3.2. Grantee further warrants to City that the Grant Funds will be spent solely for
the Approved Uses and the Grant Funds shall be used by Grantee during this
Agreement's term otherwise the Grant Funds shall be returned to City, as provided in
Section 5 below.
3.3 Grantee shall conduct background checks for all of its volunteers and
employees who work with minor children in relation to any project described in Grantee's
Grant Proposal. To the extent applicable, Grantee shall provide the City certification that
it has complied with this requirement prior to the receipt of Grant Funds.
4. REPORTING AND ACCOUNTING REQUIREMENTS
4.1. At all times during the term of this Agreement, Grantee shall maintain true,
proper, and complete books, records, and accounts (collectively, "Books and Records")
in which shall be entered fully and accurately all transactions taken with respect to the
operations of Grantee under the Grant Proposal and the expenditure of the Grant Funds.
Grantee shall maintain the Books and Records in accordance with Generally Accepted
Accounting Principles. Grantee shall make available to City such Books and Records
upon City's request.
4.2. If the Grantee has been audited by an independent auditor or has been the
subject of a compliance audit/examination by a grantee or regulatory agency during the
past three years, audit reports and management letters indicating compliance violations,
fraud, illegal acts, material weaknesses in internal control structure or reportable
conditions, in connection with such audits shall be delivered to the City thirty (30) days
prior to the effective date of this agreement. If no audits or events as described above
have occurred during this period, the Grantee shall provide City a written assertion that
no audits or similar examinations have occurred during the three (3) year period and an
assertion that the Grantee is not aware of any events or conditions, described above, or
other information that might reasonable impact City's decision to fund the grant as
requested.
4.3. City reserves the right to designate its own employee representative(s) or its
contracted representative(s) with a Certified Public Accounting firm who shall have the
right to audit Grantee's accounting procedures and internal controls of Grantee's financial
ARTS & LEARNING CORPORATION Page 2
systems as they relate to the Grant Proposal and to examine any cost, revenue, payment,
claim, other records or supporting documentation resulting from any items set forth in this
Agreement. Any such audit(s) shall be undertaken by City or its representative(s) at
mutually agreed upon reasonable times and in conformance with generally accepted
auditing standards. Grantee agrees to fully cooperate with any such audit(s).
4.4. This right to audit shall extend during the length of this Agreement and for a
period of three (3) years or longer, if required by law, following the date of any Grant
Funds tendered under this Agreement. Grantee agrees to retain all necessary
records/documentation for the entire length of this audit period.
4.5. Grantee shall, upon conclusion of the event, furnish the City with a Balance
Sheet and Income Statement describing the receipt and disbursement activities of
Grantee with respect to the Grant Funds. In its sole and absolute discretion, the City may
also require Grantee to submit: (i) quarterly check registers and descriptions of each
disbursement; (ii) budget -to -actual -results; and (iii) a statement of position describing the
assets and liabilities associated with the Grant event. All reports, including a post -event
evaluation, shall be due to the City no later than forty-five (45) days following the
conclusion of the event. In the event that an independent audit is conducted, Grantee
shall forward a copy of the audited report to the City for review, including any Management
Letter, Report on Internal Controls, or Reportable Conditions letter generated during the
course of the audit.
4.6. Grantee agrees to exercise prudent financial management processes including
proper oversight of all assets, budget preparation, and timely reporting including budget -
to -actual -comparisons.
4.7. All Approved Uses shall be performed by Grantee or under Grantee's
supervision. Grantee represents that it possesses the professional and technical skills
required to perform the services required by this Agreement, and that it will perform all
services with a standard of care and in a manner commensurate with the community
professional standards and with the ordinary degree of skill and care that would be used
by other reasonably competent practitioners of the same discipline under similar
circumstances.
4.8. If Grantee has supported Political Action Committees(s) (PACs) during the past
three (3) years, the Grantee shall hire an independent auditor to perform limited, agreed-
upon testwork procedures to provide City assurance that City sponsored event profits did
not subsidize the funding of Political Action Committees (PACs) and event proceeds were
adequately segregated from funds used to support PACs. Agreed upon procedures may
include a review of a detail list of the past three (3) years of PAC contributions and
expenditures, including:
a. An identifying donor number, date and amount of each reported
contribution; and
b. A detail of expenditures sufficient enough to determine that the
expenditures were solely for PAC -related expenses; and
ARTS & LEARNING CORPORATION Page 3
c. Any retained earnings or fund balance at the end of each fiscal year.
Substantive documentation for the contribution and expenditure should be available upon
request. City shall approve the agreed-upon testwork procedures prior to the
commencement of fieldwork.
5. USE OF GRANT FUNDS
5.1. The Grant Funds shall be used solely by Grantee for the Approved Uses and
for no other use. In the event that the Grant Funds are not used for the Approved Uses
or are not expended by or before February 1, 2022, Grantee shall notify the City in writing,
and shall be obligated to return the Grant Funds to City within thirty (30) days.
5.2. The City's grant contribution shall only be used for non-sectarian purposes.
Grantees shall not use the City's grant contribution, or any portion thereof, for any purpose
that violates local, state, or federal law, including, but not limited to, the Establishment
Clause.
6. INDEMNIFICATION
6.1. To the fullest extent permitted by law, Grantee shall indemnify, defend and hold
harmless City, its City Council, boards and commissions, officers, agents, volunteers, and
employees (collectively, the "Indemnified Parties") from and against any and all claims
(including, without limitation, claims for bodily injury, death or damage to property),
demands, obligations, damages, actions, causes of action, suits, losses, judgments,
fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's
fees, disbursements and court costs) of every kind and nature whatsoever (individually,
a "Claim"; collectively, "Claims"), which may arise from or in any manner relate (directly
or indirectly) to this Agreement (including the negligent and/or willful acts, errors and/or
omissions of Grantee, its principals, officers, agents, employees, vendors, suppliers,
consultants, subcontractors, anyone employed directly or indirectly by any of them or for
whose acts they may be liable or any or all of them).
6.2. Notwithstanding the foregoing, nothing herein shall be construed to require
Grantee to indemnify the Indemnified Parties from any Claim arising from the sole
negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall
be construed as authorizing any award of attorney's fees in any action on or to enforce
the terms of this Agreement. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act
as a limitation upon the amount of indemnification to be provided by Grantee.
7. GRANTEE INDEPENDENCE
In the performance of this Agreement, the Grantee, and the agents and employees of
Grantee, shall act in an independent capacity and are not officers, employees or agents
of the City. The manner and means of performing the Approved Uses are under the
control of Grantee, except to the extent they are limited by statute, rule or regulation and
the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to
constitute approval for Grantee or any of Grantee's employees or agents, to be the agents
ARTS & LEARNING CORPORATION Page 4
or employees of City. Grantee shall have the responsibility for and control over the means
of performing the Approved Uses, provided that Grantee is in compliance with the terms
of this Agreement. Anything in this Agreement that may appear to give City the right to
direct Grantee as to the details of the performance or to exercise a measure of control
over Grantee shall mean only that Grantee shall follow the desires of City with respect to
the results of the Approved Uses.
8. PROHIBITION AGAINST TRANSFERS
Grantee shall not assign, sublease, hypothecate or transfer this Agreement or any of the
services to be performed under this Agreement, directly or indirectly, by operation of law
or otherwise without prior written consent of City. Any attempt to do so without written
consent of City shall be null and void.
9. NOTICES
9.1. All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
personally or on the third business day after the deposit thereof in the United States mail,
postage prepaid, first class mail, addressed as hereinafter provided.
9.2. All notices, demands, requests or approvals from Grantee to City shall be
addressed to the City at:
Attn: Library Services Director
Library Services Department
City of Newport Beach
1000 Avocado Ave.
P.O. Box 1768
Newport Beach, CA 92658-8915
9.3. All notices, demands, requests or approvals from City to Grantee shall be
addressed to Grantee at:
Attn: Debora Wondercheck
ARTS & LEARNING CORPORATION
151 Kalmus Drive, Suite G3
Costa Mesa, California 92626
10. TERMINATION
10.1. Termination for Cause. Grantee shall be in default if Grantee fails or refuses
to perform any duty required by the Agreement or performs in a manner inconsistent with
the terms, conditions and restrictions in this Agreement. In such event, City shall give
Grantee, thirty (30) days written notice to cure, if the default can be cured and City shall
be entitled to terminate this Agreement if Grantee has not cured the default within the
thirty (30) day cure period. City shall be entitled to immediately terminate this Agreement
if the default cannot be cured through corrective action. If terminated for cause, Grant
ARTS & LEARNING CORPORATION Page 5
Funds shall be returned to the City pursuant to Section 5. This Agreement is made on an
annual basis, and as such is subject to non -renewal at its termination.
10.2. Termination without Cause. City may terminate this Agreement at any time
with or without cause upon seven (7) days written notice to Grantee, any remaining Grant
Funds in Grantee's possession at the time of termination shall be returned to City
pursuant to Section 5.
10.3. Specific Performance. Grantee agrees that the City has the legal right, and all
necessary conditions have been satisfied, to specifically enforce Grantee's obligations
pursuant to this Agreement.
11. STANDARD PROVISIONS
11.1. Recitals. City and Grantee acknowledge that the above Recitals are true and
correct and are hereby incorporated by reference into this Agreement.
11.2. Compliance With all Laws. Grantee shall at its own cost and expense comply
with all statutes, ordinances, regulations and requirements of all governmental entities,
including federal, state, county or municipal, whether now in force or hereinafter enacted.
11.3. Waiver. A waiver by either Party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether of the
same or a different character.
11.4. Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged herein.
No verbal agreement or implied covenant shall be held to vary the provisions herein.
11.5. Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Grant Proposal or any other
attachments attached hereto, the terms of this Agreement shall govern.
11.6. Interpretation. The terms of this Agreement shall be construed in accordance
with the meaning of the language used and shall not be construed for or against either
party by reason of the authorship of the Agreement or any other rule of construction which
might otherwise apply.
11.7. Amendments. This Agreement may be modified or amended only by a written
document executed by both Grantee and City and approved as to form by the City
Attorney.
11.8. Severability. If any term or portion of this Agreement is held to be invalid, illegal,
or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions
of this Agreement shall continue in full force and effect.
11.9. Controlling Law And Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
ARTS & LEARNING CORPORATION Page 6
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
11.10. Equal Opportunity Employment. Grantee represents that it is an equal
opportunity employer and it shall not discriminate against any contractor, employee or
applicant for employment because of race, religion, color, national origin, handicap,
ancestry, sex or age or any other impermissible basis under law.
11.11. No Attorney's Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorney's fees.
11.12. Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one and the same instrument.
[SIGNATURES ON NEXT PAGE]
ARTS & LEARNING CORPORATION Page 7
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM: CITY OF NEWPORT BEACH,
CITY ATTO NEY'S OFFICE A California municipal corporation
Date: 3 23 �-4 — Date: APR 0 2 7071
By��/ Y, -, _�'ar
C. H ?t�� //
City Attorney
ATTEST:
Date: 61-12-70-71
By: ��..
40C—L-Qani I. Brown
City Clerk
Gr. Leung
Ci anager
GRANTEE: ARTS & LEARNING
CORPOVTIOI�, a California corporation
Date:�� 07�
A
vJxtue�t�l��
Debora Vbndercheck
Chief Executive Officer
Date: 0 C.
'el
By4
A
Chris Baiocchi
Secretary
[END OF SIGNATURES]
Attachment: Exhibit A: Grant Proposal
ARTS & LEARNING CORPORATION Page 8
Exhibit A
ARTS & LEARNING CORPORATION Page A-1
NEWPORT BEACH CITY ARTS COMMISSION
2020-2021 CULTURAL ARTS GRANT APPLICATION
Arts & Learning Conservatory
Popular Name of Organization
Arts & Learning Corporation
Legal Name (if different)
Federal Tax ID No.
151 Kalmus Drive Suite G-3
Mailing Address
Costa Mesa CA
92626
City
Zip
Debora Wondercheck CEO
(714) 623-7150
Contact Name Position
Telephone
www.artsandlearning.org
Fax Number E -Mail
Web Site
Newport Beach/Costa Mesa
Geographical Area Served
Have you received a City of Newport Beach Cultural Arts Grant before? No If so, when?
Year organization was founded 2,004 Number of paid staff 24 # of active volunteers 423
Total amount requested: (from request line of project budget) $
2,500.00
Estimated number of people in Newport Beach that the proposed project(s) will serve: 55
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CULTURAL ARTS GRANT APPLICATION
1. Briefly describe below your organization's purpose, mission, and goals.
The Arts & Learning Conservatory mission is to make arts education equitable and accessible to
disadvantaged children and equip them to be successful in life. Our goal is to promote a hands-on experience
in the arts to all children regardless of race, age, income, or experience.
The COVID-19 pandemic has highlighted the healing and unifying power of the arts; we have seen and
heard it through works of sidewalk art, shared musical moments from porches, and in plays and dance
performances. Protecting access to the arts is critical, particularly for students facing significant challenges
such as poverty, system-engaged/affected, ethnically/racially/culturally isolated to name a few.
Through the arts, we have the opportunity replace student acceptance of the cycle -of -poverty.
Marginalized students benefit from arts education, developing skills for long-term academic and artistic
success. They build innovation, collaboration, problem solving, verbal and non-verbal communication,
confidence, and social emotional development skills. As students create new patterns of success, they will
envision an upward life path that can lead to accomplishments greater than they ever thought possible.
2. Identify and describe why there is a need in the Newport Beach Community for your proposed
project/program. Include a quantitative description of the need and on what you based your findings
(i.e. "Based on a study done by the PTA, there are one hundred children in the 4th -6th grades at
Newport Elementary who have had no training with musical instruments." ) Describe how you have
determined that your organization is the best organization for the proposed project/program.
The Arts & Learning Conservatory, for the past 5 years, has collaborated with Ensign middle school's
administration and music department, to produce a large scale musical production, complete with directors, a
costumer, scripts, sets, props and more. The theatre program is a staple and builder of the school
community/morale. The program serves 55 students of all cultural backgrounds and social econmic status.
This year, with the impact of COVID on the social emotional learning of teens, the principal of Ensign
specifically requested that the school play continue digitally. What is Social and Emotional Learning?
Social and emotional learning is the process through which children and adults aquire the knowledge,
attitudes, and skills to:
- Recognize and manage their emotions- Set and achieve positive goals - Demonstrate caring and concern for
others - Establish and maintain positive relationships - Make responsible decisions - Handle interpersonal
situations effectively
These critical social -emotional competencies involve skills that enable children to calm themselves when
angry, initiate friendships and resolve confl icts respectfully, make ethical and safe choices, and contribute
constructively to their community. Involvement in the theatre program has been shown to address "social
emotional learning" improving students self-esteem as well as their confidence in their academic abilities.
In addition, students who participate in drama often experience improved reading comprehension, maintain
better attendance records, and stay generally more engaged in school than their non -arts counterparts.
Schools with arts -integrated programs, even in low-income areas, report high academic achievement.
We feel our program is the best for Ensign middle school in that we are Nationally and locally awarded and
recognized as an effective, professional educators organization that is trusted by local districts and the Orange
County Department of Education.
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3. Describe the specific project/program that will be funded by a cultural grant. Include how the
proposed project/program will be implemented and outline a schedule or project timeline, with
planned dates and locations. Identify individuals and groups involved, particularly artists and
performers, and describe their roles and responsibilities. Describe the background and qualifications
of your organization and key personnel to be involved in the program. Remember: The City funds only
projects and programs- not operating expenses. These projects and programs must promote
community involvement and awareness of the arts in Newport Beach.
Is this a new or existing project/program. ? Existing
Project Activities:
Each session begins with group work theater acting lessons, live virtually, to create a sense of unity. Next,
students participate in a series of vocal warm-ups. They review skills previously learned then separate into
small break out groups for specific theatrical skill development and instruction. The groups then come together
for rehearsal to explore theater dynamics and performance techniques. The session ends with a demonstration
of skills learned, and the incorporation of lyrics and arrangements. The students are taught how to stand,
project, and move while on the camera. The first 3 weeks of the rehearsal focus is on music and foundational
vocal instruction. In the following 3 weeks, students increase acting and dance proficiency. The final 4 weeks
are rigorous rehearsals in which the students prepare for recording of scenes and multiple editing
in of performances. The musical theater students will perform 3- forty -five-minute performances, as there will
be multiple casts, allowing more students to shine. We anticipate the performances will be seen by a total of
400-700 people.
Parents and PTA of Ensign fundraise to offset costs for scripts, royalties, video recording/editing and mics.
This digital theater project will cost $4500 to produce and includes scripts/royalties/professional instruction for
55, along with professional videography and editing. Ensign will raise $1000 in support of the project. Pacific
Life Foundation will support $1000.
Project Schedule (Readiness and Time of Completion):
September 6-14 recruit students
September 20th parent meeting (Zoom)
September 27th audition (Virtually)
September 29th cast announced
October 3 -November 24 rehearsals
November 29 -December 3 filming/editing week
December 10, 11 shows
4. Define or describe the segment of the population in Newport Beach that you intend to serve by your
project/program, Include such things as age, location, numbers served, etc.
This program specifically will serve 55 students of Ensgin Middle School in Newport Beach with a musical
theatre vitural program. Student ages range from 13-15. Ethnically, the popluation of Ensign is : 54% White
39% Hispanic. Economically 40% of students attending Ensign are low income.
The Arts & Learning Conservatory theatre program serves all students including the phyisically challenged. So
the program is truly a safe space for all children and is seen as a beacon fo light to the Ensign community as a
whole.
The Need for Equity in the Arts: " According to a decades -long study, youth who participate in the arts are
more likely to be successful in school, college, and career than their peers who did not have arts education.
However, the same research notes a racial gap indicating that arts education is an equity issue and an issue of
racial justice in America. " (Arts Education is Essential Newsletter) State budget cuts have reduced or
eliminated arts education programming at many schools. Specific to California, " the proportion of students
without access to any arts courses was greater where the majority of students in the school were either African
American or Hispanic when compared to the distribution of the total student enrollment. " (Arts Education Data
Project, California Executive Summary Report)
Underserved and low-income students need access to high-quality, low- and no -cost arts education to develop
skills necessary to achieve long-term succes
5. Complete the project budget form. Address only the budget for the specific project, not your annual
operating budget. For multi -project proposals, please duplicate and fill out a budget for each project.
Please annotate the budget at the bottom if there are details (such as a breakdown of personnel or a
marketing budget) critical to the proposal.
PROJECT BUDGET Funding from the Funding from
City of Newport Beach Other Sources
EXPENSES -Personnel
Artistic 1,000.00
Administrative
Technical Production 1,500.00 1,000.00
EXPENSES -Operating
Facility Expense/Space Rental
Marketing
Production/Exhibition Expense
Touring/Presentation Expense
Educational Materials
Transportation
Equipment
1,000.00
Other
(if greater than 10%, annotate below)
GRAND TOTAL
$ 4,540.00
6. Describe the expected quantifiable outcomes of your project/program and how you will evaluate the
results. Be veru specific in addressing the ways that you will determine that your project/program met
the needs that you identified and accomplishes the goals you set out to achieve (i.e. you provide 50
hours of musical instruction and instruments to the 100 children at Newport Elementary school as
measured by music store rental receipts and logs of instructors.)
We are providing a virtual musical theatre play to 45-50 children of Ensign middle school. Rehearsals are 2
days a week- 1.5 hrs each day for 10 weeks with one week of fiimling 3 hours a day= 45hours or instruction
and 20-40 hours of editing. We will know that our set goals have been met upon completion of the filiming with
the final edited product.
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7. Attachments Requested
Please do not send material in excess of what is requested it will not be seen by the City Arts Commission.
• A list of Board Members and their affiliations
• A recent list of individuals, corporations and foundations that provide organizational support- not
to exceed one page.
• If you are a 501(c) (3) organization attach a copy of your IRS determination letter (or your fiscal
agent's) indicating tax exempt status.
• One brochure and/or one press clipping. Do not send photos, videos, CDs or any other extraneous
material. It will not be presented to the City Arts Commission,
8. Please complete this operating budget form for 2019/20 and 2020/21. This is not the project/program
budget for which you are applying, but your overall organizational budget. You may annotate at the
bottom if there are details critical to the proposal.
OPERATING BUDGET
2019/20 Budget 2020/21 Budget
Icurrentl Inrnipetadl
I. Income (cash only)
Contributed d (40
Earned 2 lz -M
Total Income ;_� pp
General and Administrative
Marketing and Development
Total Expenses
Ili. Operating Surplus/Deficit
n
/� J 000
(Income minus Expenses)
Gj a
IV. Fund Balance at Beginning of Year
77 IV5-
V. Accumulated Surplus (Deficit)
lines III
It
(Add and IV)
/
VI. In -Kind Contributions`
1/ IaOS'
/� J 000
(Attach schedule if greater than 10% of
total income)
9. 1 verify that the information submitted in this application is true and correct to the best of my
knowledge.
Name �+� �G�jL(_ Title
Signa U
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