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Non-Profit COVID Relief Grant Agreement – Haven Page 1
NON-PROFIT COVID RELIEF GRANT AGREEMENT
Haven
THIS AGREEMENT is made and entered into this ____ day of __________, 2021 by and between
the City of Bozeman, Montana, a self-governing municipal corporation located at 121 N. Rouse
Ave., Bozeman MT 59771 (“City”) as GRANTOR and Haven, a non-profit business located at 615
S 16th Ave, Bozeman, MT 59715 as GRANTEE.
WHEREAS, on November 22, 2020 the City Commission did adopt Resolution No. 5230
amending the City’s General Fund budget to appropriate the necessary funds to make grants to
non-profit entities for COVID pandemic relief, and
WHEREAS, on February 2, 2021 the City Commission did approve Non-profit COVID Relief
Grants, grantees, and amounts, and authorized the City Manager to enter into the necessary
grant agreements, and
WHEREAS, Haven submitted an application for a Non-profit COVID Relief Grant and was
awarded a grant of $25,000 to assist in providing housing and crisis-related services (the
“Project”/the “Services”) that would benefit the residents of the City of Bozeman.
THE PARTIES AGREE:
1. The Grant. The City will grant and release to GRANTEE a sum of up to Twenty-five
thousand dollars ($25,000) from its General Fund (the “Grant”) pursuant to the payment
terms in Section 3.
2. Use of Grant Funds. Grant funds in the amount of up to Twenty-five thousand dollars
($25,000) will be used by GRANTEE for the sole purpose of providing domestic voilence
survivor crisis support services: shelter/housing support, emergency needs, counseling
and increased staff for altered or expanded serives, as described in the proposal
submitted by Grantee to the City Commission, attached hereto as Exhibit A and by this
reference incorporated herein.
3. Spending Deadline. It is agreed that all grant funds will be utilized by no later than
December 31, 2021.
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4. Payment of Grant Funds. The City agrees to disburse to GRANTEE Twenty-five
thousand dollars ($25,000) upon execution of this contract.
5. Grantee Representations
a. GRANTEE has familiarized itself with the nature and extent of this Agreement
and with all local conditions and federal, state and local laws, ordinances, rules,
and regulations that in any manner may affect Grantee’s performance under this
Agreement.
b. GRANTEE represents and warrants to City that it has the experience and ability
to perform its obligations under this Agreement; that it will perform said
obligations in a professional, competent and timely manner and with diligence
and skill; that it has the power to enter into and perform this Agreement and
grant the rights granted in it; and that its performance of this Agreement shall
not infringe upon or violate the rights of any third party, whether rights of
copyright, trademark, privacy, publicity, libel, slander or any other rights of any
nature whatsoever, or violate any federal, state and municipal laws. The City will
not determine or exercise control as to general procedures or formats necessary
for GRANTEE to meet this warranty.
c. GRANTEE represents and warrants to City that the Grant funds are necessary to
accomplish the financial requirements of the Housing projects and services
described in Exhibit A.
6. Compliance with Public Health Regulations. GRANTEE agrees to comply with all
Federal, State and Local COVID-19 pandemic-related public health orders when in effect
during the term of this grant. GRANTEE agrees all programs subject to and benefited by
this grant award will adopt protocols and procedures to ensure compliance with
Federal, State, and Local COVID-19 Pandemic Orders by its employees and
patrons. GRANTEE agrees violations of this provision are grounds for termination
pursuant to Default and Termination Section of this Agreement.
7. Reports/Accountability/Public Information. By no later than December 31, 2021,
GRANTEE will provide to the City a formal written report that includes, at a minimum
a. grant spending, in compliance with Exhibit A, indicting spending amounts by
calendar months, and
b. an impact statement report describing the grant’s impact on program operations
and the benefits of the grant to the citizens of Bozeman, including number of
residents or clients impacted during the grant spending period, and
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c. the entity’s annual financial report for the fiscal year the grant was received, and
d. GRANTEE agrees to develop and/or provide such other documentation as
requested by the City demonstrating GRANTEE’s compliance with the
requirements of this Agreement.
GRANTEE must allow the City, its auditors, and other persons authorized by the City to
inspect and copy its books and records for the purpose of verifying that monies provided to
GRANTEE pursuant to this Agreement were used in compliance with this Agreement and all
applicable provisions of federal, state, and local law. GRANTEE will retain such records for
seven years after receipt of final payment under this Agreement unless permission to
destroy them is granted by the City. GRANTEE shall not issue any statements, releases or
information for public dissemination without prior approval of the City.
8. Independent Contractor Status. The parties agree that GRANTEE, its agents,
employees, contractors, or subcontractors, are independent contractors for purposes of
this Agreement and are not to be considered employees or agents of the City for any
purpose. GRANTEE and its agents, employees, contractors, or subcontractors, are not
subject to the terms and provisions of the City’s personnel policies handbook and may
not be considered a City employee for workers’ compensation or any other purpose.
GRANTEE, its agents, employees, contractors, or subcontractors, are not authorized to
represent the City or otherwise bind the City in any way.
9. Default and Termination. If GRANTEE fails to comply with any condition of this
Agreement at the time or in the manner provided for, the City may terminate this
Agreement if the default is not cured within fifteen (15) days after written notice is
provided to GRANTEE. The notice will set forth the items to be cured. If this Agreement
is terminated pursuant to this Section, GRANTEE will repay to the City any Grant funds
already delivered to GRANTEE under Section 3 of this agreement.
10. Limitation on GRANTEE’s Damages; Time for Asserting Claim
a. In the event of a claim for damages by GRANTEE under this Agreement,
GRANTEE’s damages shall be limited to contract damages and GRANTEE hereby
expressly waives any right to claim or recover consequential, special, punitive,
lost business opportunity, lost productivity, field office overhead, general
conditions costs, or lost profits damages of any nature or kind.
b. In the event GRANTEE wants to assert a claim for damages of any kind or nature,
GRANTEE must first provide City with written notice of its claim, the facts and
circumstances surrounding and giving rise to the claim, and the total amount of
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damages sought by the claim, within ninety (90) days of the facts and
circumstances giving rise to the claim. In the event GRANTEE fails to provide
such notice, GRANTEE shall waive all rights to assert such claim.
11. Representatives
a. City’s Representative. The City’s Representative for the purpose of this
Agreement shall be Anna Rosenberry, Assistant City Manager, or such other
individual as City shall designate in writing. Whenever approval or authorization
from or communication or submission to City is required by this Agreement, such
communication or submission shall be directed to the City’s Representative and
approvals or authorizations shall be issued only by such Representative;
provided, however, that in exigent circumstances when City’s Representative is
not available, GRANTEE may direct its communication or submission to other
designated City personnel or agents and may receive approvals or authorization
from such persons.
b. GRANTEE’s Representative. GRANTEE’s Representative for the purpose of this
Agreement shall Erica Aytes Coyle, Executive Director or such other individual as
GRANTEE shall designate in writing. Whenever direction to or communication
with GRANTEE is required by this Agreement, such direction or communication
shall be directed to GRANTEE’s Representative; provided, however, that in
exigent circumstances when GRANTEE’s Representative is not available, City may
direct its direction or communication to other designated GRANTEE personnel or
agents.
12. Indemnity/Waiver of Claims/Insurance. To the fullest extent permitted by law,
GRANTEE agrees to defend, indemnify and hold the City and its agents, representatives,
employees, and officers (collectively referred to for purposes of this Section as the City)
harmless against all third party claims, demands, suits, damages, losses, and expenses,
including reasonable defense attorney fees, which arise out of, relate to or result from
GRANTEE’s (i) negligence, or (ii) willful or reckless misconduct.
Such obligations shall not be construed to negate, abridge, or reduce other rights or
obligations of indemnity that would otherwise exist. The indemnification obligations of
this Section must not be construed to negate, abridge, or reduce any common-law or
statutory rights of the indemnitee(s) which would otherwise exist as to such
indemnitee(s). GRANTEE’s indemnification obligations under this Section shall be
without regard to and without any right to contribution from any insurance maintained
by City.
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Should any indemnitee described herein be required to bring an action against GRANTEE
to assert its right to defense or indemnification under this Agreement or under
GRANTEE’s applicable insurance policies required below the indemnitee shall be entitled
to recover reasonable costs and attorney fees incurred in asserting its right to
indemnification or defense but only if a court of competent jurisdiction determines
GRANTEE was obligated to defend the claim(s) or was obligated to indemnify the
indemnitee for a claim(s) or any portion(s) thereof.
In the event of an action filed against City resulting from the City’s performance under
this Agreement, the City may elect to represent itself and incur all costs and expenses of
suit.
GRANTEE also waives any and all claims and recourse against the City or its officers,
agents or employees, including the right of contribution for loss or damage to person or
property arising from, growing out of, or in any way connected with or incident to the
performance of this Agreement except “responsibility for his own fraud, for willful injury
to the person or property of another, or for violation of law, whether willful or
negligent” as per 28-2-702, MCA.
These obligations shall survive termination of this Agreement.
In addition to and independent from the above, GRANTEE shall at GRANTEE’s expense
secure insurance coverage through an insurance company or companies duly licensed
and authorized to conduct insurance business in Montana which insures the liabilities
and obligations specifically assumed by GRANTEE in this Section. The insurance coverage
shall not contain any exclusion for liabilities specifically assumed by GRANTEE in this
Section unless and to the extent coverage for such liability is not reasonably available.
The insurance shall cover and apply to all claims, demands, suits, damages, losses, and
expenses that may be asserted or claimed against, recovered from, or suffered by the
City without limit and without regard to the cause therefore and which is acceptable to
the City and GRANTEE shall furnish to the City an accompanying certificate of insurance
and accompanying endorsements in amounts not less than as follows:
• Workers’ Compensation – statutory;
• Employers’ Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate;
• Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual
aggregate
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The City of Bozeman, its officers, agents, and employees, shall be endorsed as an
additional or named insured on a primary non-contributory basis on the Commercial
General Liability policy. The insurance and required endorsements must be in a form
suitable to City and shall include no less than a thirty (30) day notice of cancellation or
non-renewal. The City must approve all insurance coverage and endorsements prior to
delivery of Grant funds to GRANTEE. GRANTEE shall notify City within two (2) business
days of GRANTEE’s receipt of notice that any required insurance coverage will be
terminated or GRANTEE’s decision to terminate any required insurance coverage for any
reason.
13. Nondiscrimination and Equal Pay. GRANTEE agrees that all hiring by Grantee of
persons performing this Grant Agreement shall be on the basis of merit and
qualifications. GRANTEE will have a policy to provide equal employment opportunity in
accordance with all applicable state and federal anti-discrimination laws, regulations,
and contracts. GRANTEE will not refuse employment to a person, bar a person from
employment, or discriminate against a person in compensation or in a term, condition,
or privilege of employment because of race, color, religion, creed, political ideas, sex,
age, marital status, national origin, actual or perceived sexual orientation, gender
identity, physical or mental disability, except when the reasonable demands of the
position require an age, physical or mental disability, marital status or sex distinction.
GRANTEE represents it is, and for the term of this Agreement will be, in compliance with
the requirements of the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana
Equal Pay Act). GRANTEE must report to the City any violations of the Montana Equal Pay
Act that Contractor has been found guilty of within 60 days of such finding for violations
occurring during the term of this Agreement.
GRANTEE represents that it shall not engage in discriminatory practices. A discriminatory
practice occurs anytime a recipient of or applicant for services is denied services or has
some other negative action taken toward that recipient or applicant because of race,
color, religion, creed, political ideas, sex, age, marital status, national origin, actual or
perceived sexual orientation, gender identity, physical or mental disability.
GRANTEE shall require these nondiscrimination terms of its subcontractors providing
services under this Grant Agreement.
14. Public Meetings and Access to Public Records
a. Meetings of GRANTEE that pertain to the receipt or expenditure of Grant funds from
the City are subject to the open meeting requirements of Montana law, including
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those set forth in Title 7, Chapter 1, Part 41, MCA and Title 2, Chapter 3, MCA. To
ensure compliance, GRANTEE will provide agendas for meetings that pertain to the
receipt or expenditure of Grant funds covered by this Agreement to the City Clerk’s
office no later than 72 working hours prior to meeting for notice on the City’s official
posting board and any other sites deemed reasonable by the Clerk’s office. In
addition, meeting minutes will be kept by GRANTEE and provided to the City Clerk’s
office no later than 90 days after the meeting. These minutes shall be posted and
made available to the public by the City Clerk’s office except for those minutes taken
during a closed meeting in accordance with 2-3-203, MCA. Minutes taken during a
closed meeting shall also be provided to the City Clerk’s office but shall be handled
in accordance with the City Clerk’s regular executive session protocol and kept
private in a secured cabinet.
b. In accordance with 7-1-4144, MCA and subject to any applicable legal obligation to
protect and preserve individual confidential or private information, upon reasonable
request and at reasonable times during normal business hours, GRANTEE shall make
such records available for inspection and copying by members of the public.
GRANTEE may charge for such copying in accordance with the policies of the City,
which GRANTEE hereby adopts for such purposes.
c. To determine whether a meeting or part of a meeting may be closed to the public
and to determine whether information contained in GRANTEE documents is
protected by law from disclosure, GRANTEE may seek a determination of the City
Attorney at no cost to GRANTEE. Such request and determination shall not create
an attorney-client relationship between GRANTEE and the City.
15. Attorney’s Fees and Costs. In the event it becomes necessary for a party to this
Agreement to retain an attorney to enforce any of the terms or conditions of this
Agreement or to give any notice required herein, then the prevailing party shall be
entitled to reasonable attorney’s fees and costs, including fees, salary, and costs of in-
house counsel to include City Attorney.
16. Integration and Modification. This document contains the entire agreement between
the parties and no statements, promises or inducements made by either party or agents
of either party not contained in this written Agreement may be considered valid or
binding. This Agreement may not be modified except by written agreement signed by
both parties.
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17. Dispute Resolution
a. Any claim, controversy, or dispute between the parties, their agents, employees,
or representatives shall be resolved first by negotiation between senior-level
personnel from each party duly authorized to execute settlement agreements.
Upon mutual agreement of the parties, the parties may invite an independent,
disinterested mediator to assist in the negotiated settlement discussions.
b. If the parties are unable to resolve the dispute within thirty (30) days from the
date the dispute was first raised, then such dispute may only be resolved in a
court of competent jurisdiction in compliance with the Applicable Law provisions
of this Agreement.
18. No Assignment. GRANTEE may not subcontract or assign GRANTEE’s rights, including
the right to Grant payments, or any other rights or duties arising hereunder, without the
prior written consent of City.
19. No Third Party Beneficiary. The terms and provisions of this Agreement are intended
solely for the benefit of each party and their respective successors and assigns. It is not
the parties’ intent to confer third party beneficiary rights upon any other person or
entity.
20. Choice of Law. This Agreement shall be governed and construed in accordance with the
laws of the State of Montana without regard to conflict of law provisions. The Parties
agree to submit to the personal and exclusive jurisdiction of the courts located within
Gallatin County, Montana.
21. Non-Waiver. A waiver by either party of any default or breach by the other party of any
terms or conditions of this Agreement does not limit the other party’s right to enforce
such term or conditions or to pursue any available legal or equitable rights in the event
of any subsequent default or breach.
22. Severability. If any portion of this Agreement is held to be void or unenforceable, the
balance of the Agreement shall continue in effect.
23. Counterparts. This Agreement may be executed in counterparts, which together
constitute one instrument.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year
indicated below.
_______________________ Date: __________
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Jeff Mihelich, City Manager
City of Bozeman
_______________________ Date: __________
Erica Aytes Coyle, Executive Director
GRANTEE
erica@havenmt.org
Approved as to form:
_______________________ Date: __________
Greg Sullivan, City Attorney
City of Bozeman
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Non-Profit COVID Relief Grant Agreement –Haven Exhibit A
Exhibit A
Grant Proposal
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COVID Non‐Profit Grant Applications
Applicant Name: Haven
Amount Requested: $ 25,000
Funding Awarded: $ 25,000
General Category: Housing & Crisis-Related Services
Detailed Description Submitted: Background on organization: Haven provides services to survivors of
intimate partner violence, sexual assault, dating violence, sex trafficking, and stalking. Haven's core
intervention programs include an emergency shelter, legal advocacy, a 24‐hour support line,
individual and group counseling, support groups, specialized support to survivors of sex trafficking,
and a legal representation partnership with the Montana Legal Services Association. These
intervention services help survivors increase their safety and stability by giving them legal protections,
a safe place to stay, and a path forward out of the trauma they have experienced.
Haven believes that, to end the cycle and stigma of intimate partner violence, we must get upstream
of the issue and provide the community with the education and resources to do so. Haven trains high
school students to give presentations to peers on teen dating violence prevention, organizes a
survivor speakers' bureau to empower survivors and put a face to the epidemic of intimate partner
violence, and presents to professionals and community members to recognize the signs of abuse.
COVID‐19 impacts: In the wake of COVID‐19, we have all experienced a new level of isolation. More
than ever, survivors have been at increased risk while isolated at home with their abusers. Intimate
partner violence increases following natural disasters because of increased stress, fear, the constant
proximity of abuser and victim, and the breakdown of social and justice systems.
Since COVID‐19 began affecting our community, needs for direct services have increased and how
survivors are reaching out has changed. Haven has seen increased numbers of survivors reaching out
for emergency shelter services, legal services, and emotional support.Intimate partner violence is
often a contributing factor or cause of homelessness. Studies have shown that 50‐84% of homeless
females are also survivors of intimate partner violence. Because of this common co‐occurrence,
Haven participates in the Greater Gallatin Homeless Action Committee to enhance community
collaboration in meeting the needs of our local homeless population. The number of survivors who
self‐reported as homeless (87) continues to be the largest underserved group that Haven serves.
Haven empowers all survivors by removing financial barriers for services including free shelter,
general and legal advocacy, as well as therapy and other services.
Due to the impacts of COVID‐19, Haven, like many organizations in Gallatin County, was unable to
host fundraising and community events this year which has severely impacted our annual income and
general operating budget. In October, we hosted Haven Rising, our largest fundraising event of the
year, virtually. We were only able to raise 50% of our general operating goal for the event. This left of
us with a $25,000 general operations deficit.
Moreover, in addition to the loss of fundraising potential, being unable to hold community events
also restricts our prevention and education efforts which are critical elements in Haven’s goal to end
the cycle of violence in our community. This limitation reduces our general operating budget items
that allow Haven to support advocacy staff, quickly respond to survivor needs, and achieve our
mission of reducing the incidence and minimizing the impact of domestic abuse on families and
communities. Looking ahead, there is still so much uncertainty around whether we will be able to
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COVID Non‐Profit Grant Applications
host events next year, and we are having to think of creative ways to recover cancelled event revenue
that would typically have gone into Haven’s general operating fund. Our general operating fund
allows us to be flexible and effective at helping survivors based on what they need and find
meaningful. Having access to a healthy general operating fund is imperative for Haven to continue
doing the work that we do. It allows our organization to support survivors and their families during
the exceptionally hard times brought on by the global pandemic.
Haven respectfully requests a $25,000 grant from the Bozeman Non‐Profit COVID‐19 Relief Grant
Fund to cover survivor crisis support services and crisis management support. This includes general
operating support for direct client services, which incorporates the following: shelter/housing
support, emergency needs such as transportation and food, counseling support, and increased staff
hours due to altered or expanded services. This funding will allow us to meet unforeseen survivor
needs generated or compounded by COVID‐19 an its impacts that require a fast response. While
COVID‐19 has forced us to become more flexible and think outside the box, the work Haven is doing
extends beyond the pandemic. We will continue to work toward our goal of ending the cycle of abuse
in our community and envision a community fully engaged and committed to the safety and well‐
being of its members.
Attachment: True
Contact Info: Sydni Berry 4065867689 sydni@havenmt.org
Entity Address: PO BOX 752 N/A BOZEMAN MT 59771
Other Entities Funding has been Requested From: BNSF Railway The Greater Gallatin United Way The
Bozeman Area Community Foundation an the Greater Gallatin Unite Way ‐ Southwest Montana
COVID‐19 Response Fund $15,000 ‐ requested $18,000 ‐ awarded $20,000
Date Submitted: 12/17/2020 2:49:00 PM
Financial Information Submitted? True
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Bozeman Non-Profit COVID-19 Relief Grant Application Budget
BUDGET ITEM DETAILS REQUEST TOTAL COST
Direct Service Expenses This line item includes expenses such as shelter program supplies, meeting emergency client needs (hotels,
food, transportation), office rent, and professional liability insurance.
$5,000 $141,224
Personnel Personnel constitute the highest costs to Haven, as most programs require staff members to work one-on-one
with participants. This funding includes staff salaries and benefits for the Lead, Legal, Trafficking, Survivor,
Overnight, and Weekend Advocates, the Prevention Coordinator, and the Program Director so that Haven can
continue to provide the highest quality services possible.
$18,000 $363,674.20
Counseling Services Haven’s contracted counselor donates hundreds of hours in supervision and therapy each year. The requested
funds would help pay to continue Haven’s counseling program by supervising two interns and maintain Haven’s
skills lab, which provides advocates with continuing education on how to work with trauma survivors.
$2,000 $48,510
Subtotal $25,000 $553,408.20
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