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- Your cover letter should introduce your organization and proposal, state the amount requested, and make a link between your proposal and the mission, goals, and objectives of the Grotto Foundation's Native Language Revitalization Initiative.
- Include the completed Cover Sheet (page 1 of this document), with the appropriate signature.
- You may obtain a copy of the Grant Guidelines on the Internet at www.grottofoundation.org, or by calling (763) 277-3437.
- Include the applicant organization's 501(c)(3) letter from the Internal Revenue Service.
- Include the current registration receipt from the Minnesota Attorney General's Office (which you receive when you send them your 990/Annual Report each year). Further information about it is available from Cyndi Nelson at (763) 277-3434.
- Include copies of documents that indicate tribal sanctioning of your organization's project.
- Include name of chief administrative officer, program director, and primary contact person at applicant organization, as well as names of board members and their affiliations.
- A Statement of Agreement -- signed by the administrative officer and the board chair -- must include:
- A statement endorsing the proposal and agreeing that the organization will assume the full responsibilities involved in the proper fiscal management of and accounting for any grant received, and will make certain that any reports required by Grotto are submitted on time.
- A statement to submit regularly and on time such progress evaluations and financial reports as are requested by Grotto. Grotto requests semiannual evaluation and financial reports, and may request additional reports if appropriate.
- A statement that no part of the grant from Grotto will be used to support propaganda for or in opposition to legislation, either enacted or proposed, or used for the campaigning for or against any candidat e for a public office, or to employ or compensate for such activities. The agency will not use this grant for the purpose of funding what is perceived to be grassroots lobbying under the revised Internal Revenue Code of 1988.
- A statement that this proposal has been reviewed by the board of directors of the applicant organization or will be reviewed at a board meeting (provide the date of the board meeting).
- A statement regarding the existence of a governing board that meets regularly. State the size of the board, frequency of meetings, and average numbers attending each meeting. A list of the board members (with their affiliations and phone numbers) is also required.
- Include other information that would help to give Grotto a more complete picture of your project.
- Include this Application Checklist (completed).
- Audited financials are documents prepared by auditing companies that show the organization's fiscal management and use of monies and assets. If you don't have an audit, submit the IRS Form 990 that you filed in the previous year.
- Include the project budget for the previous year (year-end statement/actuals).
- Include the project budget for the current year.
- Include the project budget for the coming year.
(if applicant is not a 501(c)(3) organization)
- Include organizational name, address, phone number, and contact name of fiscal agent that oversees managerial and financial activities of the project, plus copy of fiscal agent's 501(c)(3) letter from the IRS, their current registration receipt from the Minnesota Attorney General's Office, documentation for tribally sanctioned projects, and information on staff and board members (see A, 4-7, above).
- Include proof from fiscal agent that they will oversee the managerial and financial activities of the project submitted. They must demonstrate that the funds provided to the project will be included in their own financial statements, and that the project will be audited. Fiscal agents must also submit statements demonstrating approval by their governing board of the fiscal agent agreement, and that the funds requested will be used as outlined in the Grant Agreement with Grotto.
- Disclosure from fiscal agent of all fees, charges, and contracts that will be billed to the project.
As a member of the Minnesota Council on Foundations, we recognize that we play an important role in our community; that our role is sustained by the public trust; and that certain obligations follow that trust. We are committed to basing our work on principles that reflect those obligations. As a member of the Minnesota Council on Foundations:
- We deal respectfully with applicants, grantees, and donors, as well as those simply seeking information about our programs.
- We are accessible and respond clearly, promptly, and as fairly as possible to requests for information and meetings.
- We make readily available basic information about our programs, funding priorities, and application requirements.
- We respect the confidentiality of applicants, grantees, and donors and use discretion in communicating with others about specific organizations and individuals.
- We are thoughtful and purposeful in our grantmaking, and periodically review and evaluate our mission, priorities, policies, and practices.
- We recognize the increasing cultural diversity of the communities we serve, and within the limits of our charter seek to reflect this diversity in our grantmaking and in the membership of our Boards and/or among our staff or advisors.
- We adhere to the highest standards of ethical behavior and maintain an appropriate conflict of interest policy for staff and Board members.
- We are aware of and fulfill our fiduciary and legal responsibilities.
Approved by the Board of Directors, Minnesota Council on Foundations, 6/11/96
Adopted by the Board of Directors, Grotto Foundation, Inc., 10/24/96
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