Sample Contractor Agreement For A Canadian Registered Charity Carrying Out Foreign Activities Page 7
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12forthwith to CANADIANCHARITY any monies advanced by CANADIANCHARITY
and not expended in accordance with the terms of this Agreement. Subject to the terms of
this Agreement, CANADIANCHARITY will make the payments outlined in this
Agreement until the date of termination, but will have no further obligation with respect
to a termination of this Agreement.
12. Books and Records
CANADIANCHARITY shall maintain adequate books and records, in accordance
with the requirements under the Act, at its office address set out in Article 16 below.
Each party shall maintain full and complete books and records of, and shall
provide to the other at least every six (6) months, or at any time upon request, full and
complete reports on the Project, setting forth and confirming the amount of funds
received from the other and expended and a detailed breakdown of expenditures made in
respect of the charitable activities performed, so as to enable the other party to make
informed decisions as to the application of its funds and to maintain full and complete
records of same. These reports will be in a form acceptable to the other party. All
reimbursable expenses shall be in accordance with the budget in Schedule “A” and will
be supported by true copies of invoices, receipts, vouchers and/or other relevant
documentation.
13. Monitoring and Evaluation
The parties believe that honest and timely communication is vital to effective
project monitoring and evaluation, and thus will comprise a key component of the
Project. This will allow for any potential challenges and constraints to be discussed and
efficiently addressed, as well as the Project’s outcomes and impacts to be accurately
documented. INTERMEDIARY will be responsible for the routine management and
monitoring of the Project. Each party shall permit the other party to enter at reasonable
times any premises used by the party in connection with the activities and Project as set
out in Schedule “A” in order to observe and evaluate the activities and programs and
inspect all records relating to the same. Donors to CANADIANCHARITY will be
accommodated if they wish to travel on any of these field visits or at another time during
Project implementation. INTERMEDIARY will report on the fulfillment of the financial
commitments in this Agreement in both annual and final reports. These reports should
contain information about the progress of the Project as well as beneficiary stories and
photos that display the project in action.
14. Prevention of Certain Activities
Throughout the term of this Agreement, the parties hereto shall exercise due
diligence to ensure that the resources of the parties shall not be used to facilitate any
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