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HomeMy WebLinkAboutC16-174 Great Outdoors Colorado GrantGRANT AGREEMENT Project Name: Contract Number: Completion Date: Eagle River Outdoor Movement Coalition 16490 July 26,2017 Board: Address: Grantee: Address: PARTIES TO AGREEMENT: The State Board of the Great Outdoors Colorado Trust Fund 303 East 17th Avenue, Suite 1060 Denver, CO 80203 Eagle County, acting as fiscal agent for Walking Mountains 500 Broadway, Post Office Box 850 Eagle, CO 81631 CONTEXT OF AGREEMENT: A. The State Board of the Great Outdoors Colorado Trust Fund (refened to herein as "GOCO" or the "Board") is a political subdivision of the State of Colorado, created by Anicle XXVII of the Colorado Constitution, adopted at the November 1992 General Election, which article appropriates a portion of the net proceeds of the Colorado Lottery to the Board and directs the Board to invest those proceeds in the State's parks, wildlife, open space and recreational resources. B. In 1994, the Board created a statewide grant program, pursuant to which eligible entities could apply for grants to plan for local goverrrment parks and outdoor recreation projects to which Grantee responded with a detailed application (the "Project Application"). C. Grantee submitted a Project Application to the Board which contemplates the execution of the project entitled and described above (the "Project"). The Project is briefly described in the Project Summary attached hereto as Exhibit A. The parties acknowledge that they have on file a complete copy of the Project Application, which is incorporated herein by reference. D. The Board approved Grantee's Project Application on October 23,2015, subject to the execution of a detailed grant agreement, and subject to the terms and conditions set forth herein. The parties intend this agreement to be the detailed final grant agreement required by the Board (the "Agreement"). C16-174 AGREEMENT NOW, THEREFORE, in consideration of the parties' mutual covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties hereto agree as follows: 1. Incorporation of Recitals. The Recitals set forth above are hereby incorporated into the terms and conditions of this Agreement. 2. Representations and Warranties of Grantee. a. Grantee is a County, duly organized in accordance with the laws of Colorado and has full and lawful authority to enter into, and comply with the terms of, this Agreement. b. Grantee's goveming body has authorized entering into this Agreement as evidenced by the resolution attached hereto as Exhibit B. 3. Grant and Projeet. Subject to the terms and conditions set forth in this Agreement, the Board hereby awards to Grantee a sum not to exceed $75,000.00 (the "Grant"). The Grant shall be used by Grantee solely to complete the Project, in substantial conformity with the Project Application. 4. Project Scope. Grantee shall not materially modifu the Project or the Project budget (attached hereto as Exhibit C, the "Budget") without the prior written approval of the Executive Director of GOCO ("Executive Director") or the Executive Director's designee, such approval to be in GOCO's sole discretion. Any material modification to the Project undertaken without GOCO's prior written consent may be deemed a breach of this Agreement by GOCO, entitling GOCO to all remedies available under this Agreement. If Grantee determines with reasonable probability that the Project will not or cannot be completed as reflected in the Project Application, Grantee will promptly so advise the Board, and cooperate in good faith to seek a resolution before any further funds are advanced. 5, Grantee Efforts. Grantee shall complete the Project in a timely fashion, in a good and workmanlike manner, and consistent with this Agreement and GOCO's approvals related to the Project. 6, Completion Date. Grantee shall complete the Project and submit its Final Report no later than July 26,2017 (the "Completion Date"). Grantee may request an extension of the Completion Date in compliance with GOCO's Overdue Grants Policy, which is attached as Exhibit D ("Overdue Grants Policy"). If Grantee determines with reasonable probability that the Project will not or cannot be completed by the Completion Date or any extended completion date, Grantee will promptly so advise the Board, and cooperate in good faith to seek a resolution before any further funds are advanced. 7. Matchine Funds. Grantee shall obtain the matching cash and in-kind contributions for the Project as reflected in the Budget and as required by GOCO policy, and shall provide such evidence of the same as GOCO may require in its discretion from time-to-time. 8. Disbursement of Funds. a. Advance Payment: If Grantee opts to receive a portion of the Grant funds prior to beginning work on the Project (an "Advance Payment"), Grantee shall provide GOCO with the documentation and calculations described in GOCO's Advance Payment Request Form (available at www.goco.org or by contacting GOCO). GOCO may, in its discretion, request additional documentation to support making an Advance Payment. An Advance Payment shall not exceed GOCO's percentage of expected overall costs (as determined by the GOCO-approved budget) applied to the value of documented eligible expenses or 50Yo of the Grant, whichever is less. Should this grant agreement be terminated, any advance payment distributed will have to be retumed to GOCO. If Grantee opts to receive an Advance Payment, it may not receive a Progress Payment (as defined below), b. Progress Payment: If Grantee has opted to forego an Advance Payment and has opted to receive a portion of the Grant funds after starting but prior to completing work on the Project (a "Progress Payment"), Grantee shall provide GOCO with a progress report detailing expenditures and progress made to date ("Progress Report"). The Progress Report must be submitted using GOCO's Progress Report form (available at www.goco.ors orby contacting GOCO). GOCO may, in its discretion, request additional documentation to support making a Progress Payment. A Progress Payment shall not exceed 75Yo of the funds expended to date for the Project or 50% of the Grant, whichever is less. Should this grant agreement be terminated, any advance payment distributed will have to be retumed to GOCO. If Grantee received an Advance payment, it may not receive a Progress Payment. c. Final Payment: Once the Project is complete, Grantee shall submit a final report to GOCO detailing the accomplishments of and expenditures related to the Project (the "Final Report"). The Project is "complete" when all the tasks and final products contemplated in the Project Application have been completed. The Final Report must be submitted using GOCO's Final Report form (available at www.qoco.orq or by contacting GOCO). GOCO may, in its discretion, request additional documentation before its approval of the contents of the Final Report. Upon GOCO's review and approval of the Final Report, GOCO shall pay the outstanding balance on the Grant (the "Final Palnnent"), subject to any reductions contemplated by any provision of this Agreement. 9' Conditions for Disbursement of Funds. Except as provided in Paragraph 10 below, the Grant is subject to the following requirements and conditions. a. The Grant and all matching funds shall be used only for eligible expenses approved bycoco. b. Disbursement of Grant funds shall be made on the basis of costs actually incurred by Grantee and supported by written documentation (receipts, bills, etc.). c. Except as otherwise agreed to in advance by GOCO in accordance with the terms of this Agreement, no material modifications may be made to the Project. Material modifications to the Project to which GOCO has not agreed may result in a reduction in the Grant. "Material modifications" may include, but are not necessarily limited to, a reduction in the total cost of the Project, a reduction in the scope of the anticipated planning process (for example, elimination of an element of a master plan), or any other variance from the Project as presented in the Project Application. It is the sole responsibility of Grantee to inform GOCO of any such modifications to the Project. GOCO strongly encourages Grantee to contact GOCO in writing when it becomes aware of or wishes to make any such modifications, however seemingly minor, to the Project. 10. Waiver. The Executive Director or the Executive Director's designee may in such person's discretion, waive or agree to modif,i one or more of the obligations in sections 8, 9, and l6 of the Agreement, or may permit performance of one or more of such obligations subsequent to disbursement. I I . Palment of Grant Subject to Sufficient Net Lottery Proceeds. Payment of the Grant is subject to GOCO's determination in its sole discretion that it has received and has available suffrcient net lottery proceeds to fund the Grant. In determining the sufficiency of net lottery proceeds, GOCO may consider all facts and circumstances as it deems necessary or desirable in its discretion, including, but not limited to, adequate reserves, funding requirements and/or commitrnents for other past, current and future grants, and past, current and fufure GOCO operating expenses and budgetary needs. 12. Compliance with Rezulatory Requirements and Federal and State Mandates. The Grantee hereby assumes responsibility for compliance with all regulatory requirements in all applicable areas, including but not limited to nondiscrimination, worker safety, local labor preferences, prefened vendor programs, equal employment opportunity, use of competitive bidding, and other similar requirements To the extent permitted by law, the Grantee will indemnify the Board from any liability or any failure to comply with any such applicable requirements. 13. Nondiscrimination. During the performance of this agreement, the Grantee and its contractors shall not unlawfully discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, physical handicap, medical condition, marital status, age, or sex. The Grantee and its contractors shall ensure that the evaluation and treatment of their employees and applicants for employment are free of such discrimination. 14. Publicity and Project Information. a. Grantee shall acknowledge Board funding in all publicity issued by it concerning the Project. b. Grantee shall cooperate with the Board in preparing public information pieces. c. Grantee shall give the Board the right and opportunity to use information gained from the Project. d. If Grantee uses the Grant to create, maintain, or update its website or uses its website to disseminate information about the Project, Grantee shall acknowledge Board funding on its website. e. If Grantee uses the Grant to create, publish, or update any written material or uses such written material to disseminate information about the Project, Grantee shall acknowledge Board funding in the written material. f. If any events are planned in relationship to or as part of the Project, Grantee shall acknowledge the Board as a contributor to the event and shall notifu the Board at least thirty (30) days prior to the event. 15. Liability. a. Grantee shall be responsible for, and to the extent permitted by law (including any constitutional or statutory limitations on the ability of a governmental entity to provide indemnification), indemnifr, defend and hold harmless the Board, its officers, agents and employees from any and all liabilities, claims, demands, damages or costs (including reasonable legal fees) resulting from, growing out of, or in any way connected with or incident to Grantee's performance of this Agreement. Grantee hereby waives any and all rights to any type of express or implied indemnity or right of contribution from the State of Colorado, the Board, its members, officers, agents or employees, for any liability resulting from, growing out of, or in any way connected with or incident to this Agreement. Grantee acknowledges that Grantee is the owner of the Project and the Property upon which it is located, or has control of the Project and the Property, and that GOCO neither possesses nor controls the Project, the Property, nor the operations of the Project. b. Anything else in this Agreement to the contrary notwithstanding, no term or condition of this Agreement shall be construed or interpreted as a waiver, either express or implied, of any of the immunities, rights, benefits or protection provided to the Board under the Colorado Govemmental Immunity Act ("CGIA") as amended or as may be amended in the future (including, without limitation, any amendments to such statute, or under any similar statute which is subsequently enacted). This provision may apply to Grantee if Grantee qualifies for protection under the Colorado Governmental Immunity Act, C.R.S. $24-10-101 et seq. The Board and Grantee understand and agree that liability for claims for injuries to persons or property arising out of the negligence of the Board, its members, officials, agents and employees may be controlled and/or limited by the provisions of the CGIA. The parties agree that no provision of this Agreement shall be construed in such a manner as to reduce the extent to which the CGIA limits the liability of the Board, its members, officers, agents and employees. 16. Audits and Accounting. Grantee shall maintain standard financial accounts, documents, and records relating to the use, management, and operation of the Project. The accounts, documents, and records related to the Project shall be retained by the Grantee for five (5) years following the date of disbursement of funds under this Agreement. The Board, or its designated agent, shall have the right, upon reasonable notice to the Grantee, to audit the books and records of Grantee which pertain to the Project and to the use and disposition of Board funds. The Grantee may use any accounting systern which follows the guidelines of "Generally Accepted Accounting Practices" published by the American Institute of Certified Public Accountants. 17. Withdrawal of Board Fundine. Anything else in this Agreement or otherwise to the contrary notwithstanding, the Board may withdraw, in whole or in part, the Grant and/or terminate this Agreement, and/or seek a refund of payments already made if the Board determines in its discretion that: a. facts have arisen or situations have occurred that fundamentally alter the expectations of the parties or make the purposes for the Grant as contemplated infeasible or impractical; b. any material modifications in the scope or nature of the Project have occurred from that which was presented in the Project Application and such material modifications have not received the prior written approval of GOCO; c. any statement or representation made by Grantee in the Project Application, this Agteement, the Advance Payment documentation, the Progress Report, the Final Report, or otherwise is untrue, inaccurate or incomplete in any material respect; d. the results of GOCO's review of the Advance Payment documentation, the Progress Report, or the Final Report are not acceptable to GOCO; e. the Project will not or cannot be completed by the Completion Date or any extensions granted thereto or delays in the implementation of the Project have occurred which, in the Board's judgment, make the Project impracticable; f. the Project will not or cannot be completed within the Budget or any approved modifications, or the total Project cost and/or Grantee's matching funding are reduced; g. sufficient net lottery proceeds are not available to fund the Grant. 18. Breach. a. In the event that Grantee breaches any of the terms, covenants, representations, or conditions of this Agreement, the Board may elect to enforce any and all remedies available at law or in equity, including without limitation, any of the following: i. Prior to payment of Grant: projects. ii. A. Withdraw the Grant and terminate this Agreement; and, B. Deny Grantee eligibility for participation in future Board grants, loans or After payment (partial or full) of Grant: A. Deny Grantee eligibility for participation in future Board grants, loans or projects; B. Seek specific performance of Grantee obligations under this Agreement; C. Receive reimbursement in full of disbursement made under the Grant. b. The foregoing remedies are cumulative and may be exercised independently or in combination and are not exclusive to one another or to any other remedies available at law or in equity. In the event GOCO must pursue any remedy hereunder and is the substantially prevailing party, GOCO shall be awarded its costs and reasonable legal fees, including costs of collection. 19. Good Faith. There is an obligation of good faith on the part of both parties, including the obligation to make timely communication of information which may reasonably be believed to be material to the other party. 20. Assisnment. Grantee may not assign its rights under this Agreement without the consent of the Board, which consent shall be in the discretion of the Board. Any assignment shall require, at a minimum, that the assignee is eligible to receive grants from the Board and assumes Grantee's ongoing obligations under this Agreement. 21. Applicable Law. This Agreement shall be govemed by the laws of the State of Colorado and venue for any dispute hereunder shall lie exclusively in the State Courts of the City and County of Denver. 22. No Joint Venture. Nothing in this Agreement shall be construed to create a joint venture, partnership, employer/employee or other relationship between the parties hereto other than independent contracting parties. Except as permitted under the remedies provisions hereunder, neither party shall have the express or implied right to act for, on behalf of, or in the name of the other party. 23. Severability. If any provision of this Agreement, or the application thereof, is found to be invalid, the remainder of the provisions of this Agreement, or the application of such provision, other than those as to which it is found to be invalid, shall remain in full force and effect. 24. Time is of the Essence. Time is of the essence in this Agreement. 25. Survival. The terms and provisions of this Agreement and the parties' covenants hereunder shall survive the funding of the Grant and the completion of the Project. 26. Fax and Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be an original, but all of which when taken together shall constitute one Agreement. In addition, the parties agtee to recognize signatures of this Agreement transmitted by telecopy or e-mail as if they were original signatures. May 24 EXHIBIT A Project Summary k:18 OverallScore:12.25 GOCOStaffScore: l0 ReviewerAverage:14.5 Grantee: Eagle County Project Title: Eagle River Outdoor Movement CoalitionCounty: Eagle Log#: 16490 Fundine Summarv:$25,050Applicant Funding Partner(s) Funding GOCO Grant Amount Total Project Cost s75.000 $ 100.050 Proiect Description: It will take a concerted, collaborative, community-wide effort to shift the tides of nature deficit disorder across the state of Colorado. The Eagle Valley and its education and recreation partners are well positioned to take a leadership role in developing a collaborative and replicable model to connect kids to nature across the state. Our strength in the Eagle Valley is two-fold: we have the striking natural surroundings critical to engaging the entire community; and we have high-quality non-profit organizations with a shared vision that, through collaboration, will provide a holistic approach to a child's well-being by addressing the intellectual, social, emotional, spiritrnal, physical and mental facets of experiencing nature. With GOCO's support, we believe our community will serve as a role-model for other communities throughout the State of Colorado and beyond. GOCO's mission to inspire youth to engage in nature is synergistic with the mission of Walking Mountains Science Center (WMSC): To awaken a sense of wonder and inspire environmental stewardship & sustainability through natural science education. For close to 18 years, WMSC has reached thousands of kids from K-12 through experiential, place based learning in nature that has led to deeper appreciation for and connection to our natural surroundings. Given WMSC's longstanding relationships in the Eagle Valley we are well poised to serve as the "hub" for this efFort in our region and bring together partner organizations who are serving our community in complementary yet different ways. Together, we can deliver on GOCO's Inspire Initiative in an impactful and sustainable way that will benefit generations to come. This eflort is greater than one individual or organization, it is truly the Eagle Valley OUTDOOR Movement. All coalition members share one vision and one ultimate goal. This "movement" will create a network of allies that share talent, expertise, power and are committed to taking action. Through this project, the Eagle Valley Outdoor Movement Coalition (EVOMC), will be created and together will develop a master plan to provide opportunities for underserved youth to develop meaningful connection to the outdoors. The proposed project will ensure all underserved youth experience the outdoors by developing and implementing the following: l. Youth Engagement and Empowerment through the establishment of a youth action goup focused on identiffing and addressing the current challenges related to outdoor access within our underserved communities. 2. Community Conneetions, building on existing trusted relationships with community based organizations already serving families of underserved youth successfully. Through this project organizations will utilize existing outreach eflorts to parents and actively involve them in the project activities. 3. Let's go Outside, K-12 Cuniculum plan that includes exposure to new outdoor leaming experiences and service leaming through a collaborative program design effort, highlighting the many outdoor places within our community. Through this planning and implementation process connecting underserved youth to the outdoors will become a priority for community leadership and be seen as vital for the well-being of individuals, our community and the State of Colorado as a whole. A structure and system that aligns community resources to effectively support underserved youth engagement in the outdoors will be established. Staff and Peer Reviewer Comments: StaffComments: It is compelling to learn about the gap between affluent families and families of need in the Eagle Valley. To make this proposal competitive, the application should identify the top one or two areas of greatest need in the Eagle Valley and focus their efforts there. The discussion of places is extremely limited and provides little insight into existing opportunity and potential in the towns mentioned: Vail, Minturn, Eagle-Vail, Avon, Edwards, Eagle, Gypsum and Dotsero. Does the coalition envision backyard places in each town? Are there certain neighborhoods or towns that are in more need than others? what is their vision for improvements to places? More information on how effective Walking Mountains Science Center is at reaching underserved communities and their experience with working with underserved communities would be useful. Does WMSC have the trusted relationships necessary to make an effort like this succeed? Representation from a Latino focused organization appears to be missing from their coalition. While the work InteGreat! is doing is commendable, it is unclear whether that collective is representative of the underserved cornmunitv. Reviewer Comments: The coalition presents a compelling vision for K-12 programming that is also supported by additional recreational activities. The coalition recognizes there are barriers for the underserved community, but knows little about how to specifically address them. Compared to other projects, this proposal was thin on specifics, metrics and means to achieve them. The coalition has a strong foundation, they just need more time. Recommendation and Feedback Staffrecommends a level 2 planning grant to provide the coalition more time to: ' Identify the top one or two areas of greatest need and focus their efforts there. . Engage the community to identi$, barriers to outdoor connections and drive solutions for backvard places, programs and pathways. ' Diversify their coalition to include grassroots representation from the communities they choose to serve. EXHIBIT B RESOLUTION (REQUIRED) Commissioner Cbi u1_,moved adoption of the following Resolution: BOARD OF COUNTY COMMISSIONERS COUNTY OF EAGLE, STATE OF COLORADO RESOLUTION NO 2016- RESOLUTION SUPPORTING THE GRANT AGREEMENT BETWEEN EAGLE COUNTY,ACTING AS FISCAL AGENT, ON BEHALF OF WALKING MOUNTAINS SCIENCE CENTER AND THE STATE BOARD OF THE GREAT OUTDOORS COLORADO TRUST FUND WHEREAS, Eagle County cooperated with Walking Mountains Science Center WMSC") in the submission of a grant application to Great Outdoors Colorado ("GOCO") to increase outdoor education opportunities to the children of Eagle County through the Eagle River Outdoor Movement Coalition Project("Project"); and WHEREAS, GOCO selected WMSC's proposal for funding(the"Grant"); and WHEREAS, Eagle County is an eligible recipient of GOCO funds and has been asked by WMSC and GOCO to serve as a fiscal agent for the Grant; and WHEREAS, Eagle County supports the goals of the Project and is willing to serve as fiscal agent in support of WMSC; and WHEREAS, Eagle County Board of County Commissioners ("Board") desires to authorize the use of Eagle County staff time as necessary to act as fiscal agent under the Grant and authorize any of its commissioners to execute a Grant agreement with GOCO in connection with the Project. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of the County of Eagle, State of Colorado: THAT, the Board authorizes Eagle County to act as fiscal agent for the benefit of the WMSC in connection with the Grant. THAT, the Board hereby authorizes the use of Eagle County staff time as necessary to act as fiscal agent under the Grant and authorizes any commissioner to execute a Grant agreement with GOCO. APPROoi D AS TO F RM By: l,C .e/.Lri!`/ / Eagle Linty Attorney s Office By: Eagle County Commissioners' Office THAT,the Board finds, determines and declares that this Resolution is necessary for the public health, safety and welfare of the residents of the County of Eagle, State of Colorado. MOVED AND ADOPTED by the Board of County Commissioners of the County of Eagle, State of Colorado, at its regular meeting held the 14 day of wt44`-t , 2016. COUNTY OF EAGLE, STATE OF COLORADO, By and Through Its BOARD OF COUNTY COMMISSIONERS ATTEST: di mate s I1444-1 . l IAA-A4._.,, le By: Clerk to the Board of 1/110 e McQueeney County Commissioners IF,`-+'• Jillian . Ryan Co , issio - II1i. Kathy C +.ler-Henry Commissioner Commissioner Vitd.Quk 4...ik„i seconded adoption of the foregoing resolution. The roll having been called, the vote was as follows: Commissioner McQueeney V1-44 M Commissioner Ryan 4-1/7$(4.-1. j Commissioner Chandler-Henry Z The Resolution passed by ' V vote of the Board of County Commissioners of the County of Eagle, State of Colorado. Eagle Valley Outdoor Movement Coalition lliinGlihe ,i o"t. s".oiuai- '.i t:'ifi ii;r, CASH Great Outdoors Colorado Oct-15 $75,000 $75.000.00 EVOMC Oct-15 10,000.00 $ 10,000.00 IN:KIND .! Walking Mountains Science Center Oct-15 3,500.0($3.500.00 Eagle County Schools Oct-15 1,500.0c s 1.500.00 EVOMC members Oct-I5 10,050.0c $ 10.050.00 ''''ir'-.;:r::rrii -. IOTALT SO['RCE. OF'FIIIIDS ,$..?5j050;00 " $10_0i0s9.,00 Personnel Project P-acilitator Facilitates olannins orocess lodo6eizdl6;ldn2dii $30,000 $30-000.0( Data Analvsl DeveloDs and implements evaluation plan October 201s-July 2017 $7,s00 $7.500.0(\ Ltatson Ocotober 201 5-Julv 201 $5,000 $s.000.0( r-ead Coalition Members l-3 hours a week dodicated to planning Orctober 2011-Julv 201 $2 |,750 $2 | ,7s0.0( Coalrtion l(ork proup St monthly meetinss. travel. etc.Ocotober 201&July 201 $6,000 $6.000.0( Marketins Print Mateials October 201i-July 2017 2,000.00 $2,000.0( Newspaper ads October 2015-Julv 2017 2,250.00 $2.250.0( Email campaisn uctober 2015-July 2017 250.00 s250.0( Meetinss uaterials/supplies iocus(4). student(7). coalition meetines( I 0)October 2015-July 201i $2.50(l,500.00 $4.000.0( Professional Development Coalition Meetine How to work with culturallv diverse Jan-l6 $7s($750.0c Coalition Meetine Engaging youth in the outdoors Jun-l6 $75($750.0c lnformal program evaluation Nov-l6 $7s($750.0c Assett Maonins hteGreat! ssset map rdd to this already established project Nov-l5 $4,000 $4,000.0c USE OF FT.JI\DS . CASE SUBTOTAL :'S75:O0O]O0 $10.000:00 s85-000-00 UseofFunds ,,-il, Lead Coalitlon Members Additional work to support proiect- estimated $30/hr x 200hrs.$6.000 $6.000.00 Coalition members Additionsl work to support proiect- estimated $30/hr. x l3Shrs $4.0s0 $4.050.00 wMsc/Ecs Meeting space- 4 focus grouD meetines $5.000 $5.000.00 7 student action group meetings, l0 coalition meetings usE oF FUNDS IIN-KIIYD SUBTOTAL .;:$15.050.00 TOTAL PROJECT COST $75,000.00 $25.050:00 $100.0s0.00 wGoco GREAT OUTDOORS COLORADO GREAT OUTDOORS COLORADO POLICIES & PROCEDURES MANUAL Policy:Overdue Grants Approval Date:June I l,2013 D r) PURPOSE Great Outdoors Colorado (GOCO) understands that there are unforeseen circumstances that may interfere with a grantee's ability to complete a project by the project completion date set forth in the Grant Agreement. The Overdue Grants Policy outlines the options available to grantees to extend a grant deadline and the procedures associated with submitting grant extension requests. POLICY STATEMENT A grantee has two options to extend the project completion date in the Grant Agreement: a staffextension or a Board extension. Staffcan grant an extension for at least 90 days and up to the date of the next scheduled GOCO Board meeting beyond that 90 days. If the grantee needs more time than that, the grantee must request a Board extension. GOCO expects the grantee to request the appropriate amount of time needed to complete the project. A grantee can request a second Board extension ifneeded, although this is not a favorable action. Failure to complete a project by the original due date, or by any extended due dates authorized by staff or Board, may result in the de-authorization of the grant by the Board and a suspension from applyrng in future grant cycles. PROCEDURES A) StaffExtensions The grantee must submit a request for a staffextension prior to the original project completion date via email or postal mail to GOCO staff Requests must include the following: a) grantee name b) project title c) contract number from the grant agreement d) original project completion date e) percent of project completion to date or due diligence items completed to date for land acquisitions f) reason for delay g) estimated date of project completion or closing g) estimated date of final report submission to GOCO, if applicable. A grantee may only request one staff extension. If the grantee needs an extension for longer than the time provided by a staff extension, the grantee can forgo the staff extension and request a Board extension. ilr) EXHIBIT D Overdue Grants Policv ffiGOCO GREAT OUTDOORS COLORADO GREAT OUTDOORS COLORADO POLICIES & PROCEDURES MANUAL Policy:Overdue Grants Approval Date:Iune I l, 2013 D u) PURPOSE Great Outdoors Colorado (GOCO) understands that there are unforeseen circumstances that may interfere with a grantee's ability to complete a project by the project completion date set forth in the Grant Agreement. The Overdue Grants Policy outlines the options available to grantees to extend a grant deadline and the procedures associated with submitting grant extension requests. POLICY STATEMENT A grantee has two options to extend the project completion date in the Grant Agreement: a staffextension or a Board extension. Staff can grant an extension for at least 90 days and up to the date of the next scheduled GOCO Board meeting beyond that 90 days. If the grantee needs more time than that, the grantee must request a Board extension. GOCO expects the grantee to request the appropriate amount of time needed to complete the project. A grantee can request a second Board extension ifneeded, although this is not a favorable action. Failure to complete a project by the original due date, or by any extended due dates authorized by staff or Board, may result in the de-authorization of the grant by the Board and a suspension from applyrng in future grant cycles. PROCEDURES A) StaffExtensions The grantee must submit a request for a staffextension prior to the original project completion date via email or postal mail to GOCO staff. Requests must include the following: a) grantee name b) project title c) contract number from the grant agreement d) original project completion date e) percent of project completion to date or due diligence items completed to date for land acquisitions f) reason for delay g) estimated date of project completion or closing g) estimated date of final report submission to GOCO, if applicable. A grantee may only request one staff extension. o If the grantee needs an extension for longer than the time provided by a staff extension, the grantee can forgo the staff extension and request a Board extension. |il) Staffwill notifu the grantee via email of the decision to grant or deny the request for a staffextension. B) Board Extensions The grantee must submit a request for a Board extension prior to the original or staff extended project completion date via email or postal mail. Requests must be addressed to the GOCO Board. Requests must include the following: a) grantee name b) project title c) contract number from the grant agreement d) original project completion date and if applicable, staff extended project completion date e) percent of project completion to date or due diligence items completed to date for land acquisitions f) reason for delay g) estimated date of project completion or closing g) estimated date of final report submission to GOCO, if applicable. The Board will consider the request for Board extension at its next scheduled meeting. Staff will notifu the grantee via email of the Board's decision to grant or deny the request for a Board extension. A grantee can request a second Board extension if additional time is needed beyond that provided by the first Board extension. Requests for a second Board extension will follow all of the procedures listed above.