Grant Program Objectives:

The McMahon Auditorium Authority (MAA) aims to:

• Expand opportunities for Lawton residents and Lawton Public School students to participate in arts and humanities.

• Strengthen the capacity of local organizations, schools, artists, authors, and educators to deliver impactful programming.

• Encourage creation of new artistic and scholarly works that benefit the Lawton community.

Individual & Organization Arts and Humanities Project Grants:

These grants support projects such as exhibits, performances, literature, and public art that contribute to Lawton’s culture, economy, and quality of life.

Grant Amount: Up to $2,500 per applicant
Match Requirement: 1:1 (half may be in-kind)
Application Deadline: Rolling; must be submitted at least 30 days before project start date.
Restrictions: Cannot be combined with other Lawton Arts and Humanities grant funding.

 General Grant Terms and Conditions

These General Grant Terms and Conditions apply to all grants issued by the McMahon Auditorium Authority (Trust) to eligible nonprofits, schools, or government entities during the award period. They are based on Title 2 of the Code of Federal Regulations (2 CFR), program guidelines, the Trust’s enabling legislation, and all applicable State and Federal laws. Grantees must be familiar with and comply with these requirements.

1. Definitions

Projects and Programs include activities and allowable expenses outlined in the grant guidelines or the Grantee’s approved application, unless otherwise specified in the award notification. The Grantee must ensure only allowable activities and costs, aligned with the approved grant and match requirement, are reported in the final report and budget. The Grantee must be in good standing with the IRS and the State of Oklahoma; nonprofits with revoked IRS status are ineligible. Grantees cannot appear on the SAM Exclusions debarred or suspended list, and Trust funds or matching funds cannot support such individuals or organizations.

2. Responsibilities

By accepting a Trust award, the Grantee assumes full legal, financial, administrative, and programmatic responsibility for administering it in compliance with the award provisions, applicable statutes, regulations, Executive Orders, and these General Grant Terms, which are incorporated by reference. Lack of reminders from the Trust does not relieve the Grantee of these obligations. A signed grant contract by the Grantee’s Authorizing Official confirms agreement to all award terms and must be submitted by the deadline in the award notice. Noncompliance may result in suspension or termination of the award, recovery of City and Trust funds, and potential judicial enforcement by the City of Lawton and the Trust.

3. Acknowledgment of Support

The Trust and the City of Lawton logos must be prominently displayed in all materials and announcements related to the project activities approved in the application for the duration of the project dates. Failure to appropriately acknowledge the Trust and The City of Lawton may result in the termination of the grant award.

4. Required Registrations

A Grant Contact is the only individual who can apply for grants and submit reports on behalf of an organization. The Grant Contact also serves as the primary contact for the organization and will receive important notices and communications from the Trust’s Grants Office including award and payment notices. The Grant Contact cannot be the same individual as the Authorizing Official.

 5. Conflicts of Interest and Disclosures

(A) The Grantee must have written conflict of interest policies that ensure that all employees, board members, officers, or agents engaged in the administration of this grant award, avoid conflicts as described in 2 CFR § 200.

(B) The Grantee must also notify the Trust of any violations of State and Federal criminal law involving fraud, bribery, or gratuity violations that potentially affect this award, as noted in 2 CFR § 200.

6. Statutory and Policy Requirements

The Grantee is responsible for complying with all requirements of City, State, and Federal grant awards, including those based on:

(A) Statutory Policy Requirements. The Grantee is required to ensure that State and Federal funding is expended and programs are implemented in full accordance with Oklahoma State Statutes, Oklahoma Administrative Code, the U.S. Constitution, Federal Law, and public policy requirements. The Grantee is required to adhere to all applicable national policy requirements as outlined in Appendix A, including, but not limited to, those protecting public welfare, the environment, and prohibiting discrimination.

(B) City of Lawton and McMahon Auditorium Authority. The Grantee is required to execute the project, (e.g., projects, programs, events, productions, workshops, business, administration, operations, etc. related to the approved project) in accordance with the Trust’s grant guidelines, general grant terms, administrative code, and enabling legislation.

7. Financial Management and Internal Controls

The Grantee’s financial management systems must meet City, State, and Federal standards, including:

• Accurate identification of City, State, and Federal award data, financial results, and the ability to provide supporting documents (e.g., invoices, receipts, financial statements, etc.) upon request.

• Written procedures for determining the allowability of costs and for managing payments. The Grantee must establish and maintain effective internal controls over the award and provide reasonable assurance that the Grantee is managing the award in compliance with State and Federal statutes, regulations, and the terms and conditions of the award.

8. Cash Match Requirements

If matching funds are required, grantees may use up to the allowed percentage of in-kind contributions non-monetary goods or services valued at fair market price to meet the minimum match. This match covers project costs not paid by Trust funds and may come from donations, non-State grants, or other revenue sources, but not from other City of Lawton or Trust grants. All costs, whether funded by the Trust or matching sources, must follow the requirements in the approved project budget and grant award..

9. Cost Principles

(A) All costs included in the approved project budget or reported on final reports for the award, whether supported with State and Federal or required matching funds or any voluntary committed cost share, must be:

• Necessary and reasonable for the performance of the grant award.

• Allocable and in conformance with these cost principles and as set forth in the award.

• Consistent with policies and procedures that apply uniformly to both State and Federally financed and other activities of the non-State or Federal entity.

• Accorded consistent treatment as either a direct or indirect cost.

• Determined in accordance with generally accepted accounting principles (GAAP).

• Not included as a cost or used to meet cost sharing or matching requirements of any other City or Trust Funded program.

• Adequately documented for reporting and audit purposes. Incurred during the approved grant period during which funds are budgeted.

(B) General Grant Allowable and Unallowable Costs

The allowability of costs is based on Trust enabling legislation, administrative code, grant program guidelines, and 2 CFR § 200. In addition to this general list, see the corresponding grant program guidelines for a full list of specific allowable and unallowable expenses.

(1) Unallowable Expenses:

• Capital expenditures including construction, renovation, building improvements or additions

• Prizes or cash awards such as awards to individuals or organizations to honor or recognize achievement are unallowable. Emergency relief funds for housing, food, etc. to an individual artist are also unallowable.

• Subgranting or sub awarding activity is unallowable with this grant award and/or any required matching funds

• Costs or services that are not rendered

• Debt reduction

• Funding cash reserve or endowment accounts

• Events that are not open to the public

(2) Allowable Expenses:

See the grant program guidelines for a list of specific allowable expenses.

10. Project Changes

The Grantee must carry out the project as approved by the Trust. Any changes require prior written approval from the Grants Office and are not guaranteed. Until approved, costs must align with the original contract and award terms. Instructions for requesting changes are in the award notification package. Noncompliance may result in grant termination. The Trust may request additional information, such as updated project details, a revised budget, or an itemized expense list. If changes no longer align with the award’s purpose, the Trust may cancel the grant in full.

(A) Changes Requiring Written Approval:

• Project date changes – Funds must be used during the awarded grant period and may not be carried over to other periods unless stated in the program guidelines and award notification.

• Project scope modifications – Includes changes to approved activities, programming, focus, primary audience, key artists, venue/location, or project reach/impact.

• Budget changes – Significant changes to the project scope affecting the budget. Contact the Grants Office for guidance.

• Final report deadline extensions

(B) Declining an Award

• The Grantee may decline the award after it is made. Written notice must be provided to the Grants Office. Contact the office for guidance.

11. Performance and Reporting

(A) Site Visits

The Trust may conduct a visit to the approved project’s events and request to meet with the Grantee’s organizational staff to evaluate programming conducted and/or organizational practices and controls as part of the grant award. A site visit may include interacting with staff, observing facilities, assessing documentation, and evaluating programs. Grantees must, upon request, provide the Trust with a minimum of two tickets to events, exhibitions and/or performances.

(B) Specific Reporting Requirements

The Trust may require the Grantee to submit certain information before funds can be released (e.g., status reports, final reports, etc.) or at other times during the project. These reporting requirements will be noted in the award notification when applicable.

Final Reports

To close out the award the Grantee must submit the following no later than the final report deadline specified in the award notification package:

• Final report that provides the Trust with information on the performance of the award activities, budget, and associated data. This online report can be accessed by the Grant Contact through the Trust’s online grant system.

• Support material as outlined through the final report.

(A) Failure to submit required reports

The Grantee is required to submit the final report by the deadline specified in the award notification package, or if granted in writing by the Grants Office, the extended due date. While the Trust may provide the Grantee with reminders regarding award requirements and deadlines, the absence of receiving such notice does not relieve the Grantee of their responsibilities. Action for late and/or unreceived final reports may include:

• A partial award penalty/deduction from the final grant award.

• The Trust’s withdrawal of funding support on the award.

• The Grantee’s eligibility to receive and/or apply for new grant awards.

 12. Open Meetings and Records, Retention, and Audit Access

 As a recipient of public funds, the Grantee is required to follow the State of Oklahoma’s Open Meeting Act (25 O.S. Sections 301-314) as well as the Open Records Act (51 O.S. Section 24) when public dollars are involved.

Financial records, supporting documents, statistical records, and all other related entity records pertinent to the Trust grant award must be retained for a period of seven (7) years from the date of submission of the final report. The Trust, Oklahoma State Auditor and Inspector, and the Office of the Inspector General shall reserve the right to request an audit of the Grantee's records for the approved project including program and financial records.

13. Noncompliance

(A) Penalties

If the Grantee fails to comply with State and Federal statutes, regulations, or the terms and conditions of the award, the Trust may impose additional conditions and/or penalties. If the Trust determines that noncompliance cannot be resolved by imposing additional conditions, the

Trust may take one or more of the following actions:

·         Temporarily withhold grant payments pending correction of the deficiency, or more severe enforcement action.

·         Disallow the use of Trust funds or match for the unallowable costs or activities.

·         Wholly or partly suspend or terminate the Trust award.

·         Withhold future Trust awards.

(B) Cancellation

A cancellation occurs during the grant period/project dates. The award may be terminated in whole or in part as follows:

·         By the Trust, if the Grantee fails to comply with the terms of the grant award;

·         By the Trust, if the award no longer meets the program goals or addresses Trust priorities;

·         By the Trust, in the event that Trust funds available for grant awards are reduced or canceled; or

·         By the Grantee, upon notifying the Grants Office in writing with reasons for cancellation and the effective date.

14. Closeout, Modifications, and Continuing Responsibilities

After the project ends, the award enters the closeout phase. During closeout, the Trust reviews final reports and other documents to confirm all required work and administrative tasks are complete and meet award terms. Final reports must be submitted by the deadline in the award notification. Upon approval, the Trust closes the award and deducts any unused funds from the original amount.

(A) After closeout, unused funds are no longer available.

(B) Closeout occurs even without final reports; failure to submit may result in reduction or cancellation of funds.

(C) Closeout does not affect:

• The Trust’s right to recover funds from audits or reviews during the record retention period

• The Trust’s ability to adjust finances on closed awards

• Audit and record retention requirements

• Property management and disposition rules.

APPENDIX A

Policy and Other Legal Requirements, Statutes, and Regulations that Govern Your Award:

The Grantee must ensure that the funded project is implemented in full accordance with the U.S. Constitution, State and Federal Law, and public policy requirements: including, but not limited to, those protecting free speech, religious liberty, public welfare, the environment, and prohibiting discrimination.

Nondiscrimination Policies:

As a condition of receipt of financial assistance, the Grantee acknowledges and agrees to execute the project, and require any contractors, successors, transferees, and assignees to comply with applicable provisions of laws and policies prohibiting discrimination, including but not limited to:

 1.a Title VI of the Civil Rights Act of 1964, provides that no person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied benefits of, or be subject to discrimination under any program or activity receiving Federal financial assistance. Title VI also extends protection to persons with limited English proficiency.

1.b As clarified by Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, national origin discrimination includes discrimination on the basis of limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs. Meaningful access may entail providing language assistance services, including oral and written translation, where necessary. You are encouraged to consider the need for language services for LEP persons in conducting your programs and activities. For assistance and information go to www.arts.gov/foia/reading-room/nea-limited-english-proficiencypolicy-guidance.

1.c Title IX of the Education Amendments of 1972, as amended, provides that no person in the United States shall, on the basis of sex (including pregnancy, sexual orientation, and gender identity), be excluded from participation in, be denied benefits of, or be subject to discrimination under any education program or activity receiving Federal financial assistance.

1.d The Age Discrimination Act of 1975, as amended, provides that no person in the United States shall, on the basis of age, be excluded from participation in, be denied benefits of, or be subject to discrimination under any program or activity receiving Federal financial assistance.

1.e The Americans with Disabilities Act of 1990 (ADA), as amended, prohibits discrimination on the basis of disability in employment (Title I); State and local government services (Title II); and places of public accommodation and commercial facilities (Title III)