Information session for individual creatives living within Mecklenburg County who are intending to apply for Arts, Culture & Creativity Fund, which is open to applications until 11/10/20 at 5PM.
Information session for small to mid-sized arts, history and science-based nonprofits who are intending to apply for Arts, Culture & Creativity Fund, which is open to applications until 11/10/20 at 5PM.
BACKGROUND
Charlotte City Council and the Mecklenburg County Board of Commissioners approved using federal Coronavirus Relief Funding (CRF) provided through the CARES Act to help support local arts, science and history nonprofit organizations and individual artists and creatives who have experienced financial hardship because of the crisis caused by the global coronavirus (COVID-19) pandemic.
Allocations for nonprofit organizations with annual operating budgets less than $1MM and individual artists and creatives will be managed by the Arts & Science Council in partnership with Charlotte Is Creative and Hue House via the Arts, Culture & Creativity Fund. This fund provides reimbursement for eligible expenses to non-profit arts, science and history organizations and individual creatives who contribute to Charlotte-Mecklenburg’s Creative Economy.
The CARES Act and subsequent guidelines issued by the U.S. Department of the Treasury specify the type of expenditures and programs which may by funded using CARES funds. Use of CARES funds are limited to expenditures that meet all of these requirements:
Are necessary expenditures incurred due to the COVID-19 public health emergency;
Were not accounted for in the Fiscal Year (FY) 2020 budget and occurred after March 1, 2020;
Can be expended before December 30, 2020;
Were not reimbursed through a prior CARES Act funding source.**
** Applicants are reminded that all documented losses and expense reports must be unique (i.e., you have not previously been reimbursed for the same losses and expenses). The applicant is responsible for ensuring that there is no duplication of CARES Act funding, whether that funding was obtained through the City of Charlotte’s Access to Capital program, PPP or EIDL loan, or any other resource that may have provided relief through CARES Act Federal funds (i.e. Pandemic Emergency Unemployment Compensation [PEUC]). Additionally, applicants may not duplicate losses or expenses funded by other non-governmental COVID-related relief efforts (i.e. COVID-19 Response Fund, Charlotte Music Community COVID-19 Relief Fund, Mecklenburg Creatives Resiliency Fund, etc.)
ELIGIBILITY
All applicants must reside (individuals) or be physically located (organizations) within Mecklenburg County. If you are unclear if your address lies within the County limits, you may enter your primary business address (if applying as a nonprofit organization) or home address (if applying as an artist/creative) at the link provided below. If you DO NOT receive a DISTRICT NUMBER when you input your address, you ARE NOT located within Mecklenburg County and ineligible to apply for this funding. CHECK YOUR ADDRESS: http://apps.meckboe.org/addressSearch_New.aspx.
For Organizations:
Who can apply?
Mecklenburg County-based nonprofit organizations with annual operating budgets less than $1MM, and a primary mission of arts, science, and history/heritage education or preservation programming may apply. Organizations must have received their 501(c)(3) status prior to March 1, 2019 and be the primary presenter/producer of programs that are open to the public in Mecklenburg County. Fiscal sponsorships and membership-only organizations are not eligible.
Our organization has already received CARES relief funding from other sources, can we still apply?
If you are receiving funds through another federally funded grant, you are still eligible, but you may not submit expenses that have already been covered by another federally funded grant or COVID-related relief effort (i.e. COVID-19 Response Fund).
For Individuals:
Who can apply?
Mecklenburg County-based creatives who have lived in the County since before March 1, 2020, generate a significant part of their income from an independent creative practice and have experienced demonstrable financial hardship because of the crisis caused by the Coronavirus (COVID-19) may apply. Creatives must apply as an individual resident of Mecklenburg County, and not as an LLC or other business entity, other than sole proprietorship. Applicants must be 18 years or older.
For the purpose of this program, creative practice is defined as visual, craft, performing, literary, film/media, traditional, and/or interdisciplinary art forms. Our creative community is made up of all kinds of contributors: backstage crew members, gallery owners, studio engineers, graphic designers, teaching artists, composers, presenters, storytellers, makers, photographers/videographers, etc. Due to limited funding and anticipated demand, we will not be considering applications for losses of independent workers in the culinary arts, healing arts, event planning, exercise/wellness or cosmetology fields unless that work directly intersects with supporting the arts and culture community in Charlotte-Mecklenburg.
I am an independent artist that has an incorporated business, other than sole proprietorship. Do I qualify?
No, but you may be eligible for the City of Charlotte’s Access to Capital Program (https://www.fftc.org/CLTcitygrant) or MeckCares Small Business Stabilization Grants and Loans (https://www.mecknc.gov/meckcares/Pages/Home.aspx).
I am an independent artist working as a DBA, do I qualify?
Yes, if your DBA is a sole proprietorship, reported on your individual tax return, you may apply.
I have already received CARES relief funding from other sources, can I still apply?
If you are receiving funds through another federally funded grant, you are still eligible, but you may not submit expenses that have already been covered by another federally funded grant or COVID-related relief effort (i.e. Music Everywhere, Mecklenburg Creatives Resiliency Fund).
GENERAL
Will everyone that applies receive a grant?
No, we predict demand to exceed available funds. Grants will be awarded to applicants that meet the criteria until the funds have been fully distributed.
If my application is received on the first day or near the beginning of the application program, am I guaranteed a grant?
We can’t predict how many applications we will receive when the program launches, so no grants are guaranteed. All grants received by the deadline are considered equally.
Where did the funds for this program come from?
The grants program was created through federal funds and provided to the City of Charlotte and Mecklenburg County through the CARES Act, which Congress passed in March 2020.
How large will grant awards be?
Award allocations will be based on available funds, total number of applicants, completeness of applications, narrative responses, and expense eligibility as outlined by the Federal Coronavirus Act Relief Fund. No cash match is required.
Grant amounts for nonprofit organizations will range from $5,000 to $25,000.
Grant amounts for individuals will range from $2,500 to $7,500.
Will the application be available in multiple languages?
Yes, the application will be available in English and Spanish. Additional interpretation support for other languages may also be available. Please contact CARES@artsandscience.org to request assistance.
Am I responsible for paying the funding back?
No, awards will be grants, not loans. There will be no repayment requirement.
Is the grant taxable?
Yes, grants from the Fund are considered taxable income for individuals. All grant recipients will receive a 1099 from ASC in January for their tax records.
Are the funds restricted for specific uses?
Grant funds can be used to reimburse business interruption costs due to COVID-19. These eligible expenses include, but are not limited to:
Employee compensation (including wages and benefits) (Organizations only)
Operating equipment costs or rental
Business inventory and purchases
Mortgage, rent or lease payments
PPE or physical improvements such as plexiglass barriers that improve the sanitary conditions of the business
Equipment and supplies for disinfecting, sanitizing, and deep cleaning
Cost of equipment/technology purchased for COVID-related safety or shift to online programming
Losses incurred due to canceled arts and cultural programming, gigs or contracts because of mandated restrictions imposed by the state or local government due to the Coronavirus (Individuals only)
Will I have to document how the funds were utilized?
Yes, you will be required to submit a worksheet outlining and documenting eligible expenses as outlined in the CARES guidelines. All grantees will also be asked to respond to a follow-up survey documenting how the funds were utilized. The survey will be sent in January.
May I apply as a creative individual and on behalf of a non-profit organization?
If you have an independent creative practice and also work with an eligible non-profit organization, you may submit an application on your own behalf as well as one on behalf of the organization. The expenses documented in each application must reflect separate losses. You cannot receive funding twice for the same expense.
APPLICATION PROCESS
When will the application open?
The application will open at NOON on November 2.
What is the application deadline?
All completed applications must be submitted by 5:00PM on Tuesday, November 10.
How will I apply?
The link to the online application for the Arts, Culture & Creativity Fund will be available on www.investincreatives.com and will remain open for approximately one week. The following information and materials will be required.
What information will I need to provide?
For Organizations:
Basic Contact Info
Organization Mission Statement
Organization Website
Tax ID/501(c)(3) determination letter
Completed W9 with verified Mecklenburg County physical address
City Council District and County Board of Commissioners District
Most recent IRS 990 tax return
Board-approved budget for FY20 (or most recently completed fiscal year, Budget actuals for FY20 (or most recently completed fiscal year), and Board-approved budget for FY21 (or current fiscal year);
Impact narrative - Briefly describe and quantify how your organization has experienced financial hardship because of the crisis caused by the global coronavirus (COVID-19) pandemic, between March 1 and October 30, 2020. Impact may include loss of revenues; losses incurred due to canceled arts and cultural programming; unanticipated expenses related to complying with governmental restrictions or evolving your programming; ongoing payment obligations such as payroll, mortgage, rent, utilities (excluding Charlotte Water bill payments); or other business interruption costs. All hardship must be tied to a pandemic-related reason (i.e. mandated restrictions imposed by the state or local government, cancellations, closures, etc.).
Expense Documentation Worksheet and Supporting Documentation – designed to document eligible expenses related to business interruption caused by COVID, up to at least the amount of any grant that is awarded.
All applicants must fill out and upload the Expense Documentation Worksheet (compatible with Excel or Google Sheets).
Whether you have received additional Federal CARES Act assistance (PPP, EIDL, City of Charlotte’s Access to Capital Program, Pandemic Unemployment Insurance) or other COVID-related relief funding?
What are some examples of documentation organizations can submit for eligible expenses?
When building your claim of eligible expenses, the following expenses that were incurred between March 1 and October 30, 2020 can be considered:
paid salaries and benefits (including contractors),
on-going operating expenses such as rent, non-Governmental utilities, or insurance,
established monthly expenses such as loan payments,
costs associated with canceling programs, such as contractual payments to venues, vendors, etc.
costs of pivoting to remote/virtual programs and services,
costs of mitigating the spread of COVID-19, such as cleaning, PPE, physical barriers, etc.
Supporting Documentation may include:
Copies of receipts
Paid invoices, contracts or bills
Payroll records
Other proof of PAID expenditures
For Individuals:
Basic Contact Info
Description of creative practice or area of arts-based work
Resume or link to website or social media channel(s)
Tax ID number
Completed W9 with verified Mecklenburg County physical address
City Council District and County Board of Commissioners District
Impact narrative - Briefly describe and quantify how you have experienced financial hardship because of the crisis caused by the global coronavirus (COVID-19) pandemic, between March 1 and October 30, 2020. Impact may include loss of income related to your creative practice; losses incurred due to canceled arts and cultural programming, gigs or contracts; unanticipated expenses related to complying with governmental restrictions or evolving your programming; ongoing payment obligations such as payroll, mortgage, rent, utilities (excluding Charlotte Water bill payments); or other business interruption costs. All hardship must be tied to a pandemic-related reason (i.e. mandated restrictions imposed by the state or local government, cancellations, closures, etc.).
Expense Documentation Worksheet and Supporting Documentation – designed to document eligible expenses related to business interruption caused by COVID, up to at least the amount of any grant that is awarded.
All applicants must fill out and upload the Expense Documentation Worksheet (compatible with Excel or Google Sheets).
Whether you have received additional Federal CARES Act assistance (PPP, EIDL, City of Charlotte’s Access to Capital Program, Pandemic Unemployment Insurance) or other COVID-related relief funding?
What are some examples of documentation individuals can submit for eligible expenses?
Lost Work/Gigs: If you were guaranteed gig/contract work between March 1-October 30, 2020, you may apply for reimbursement for that lost work IF you can provide the following:
Documentation that lists the time, date, and amount for the scheduled work/gig AND official notice of cancelation for that particular work/gig.
Examples of documentation may include:Original contract outlining booking/commitment
Emails, text messages and/or letters informing of cancelled event or artistic activity
Event flyers for cancelled events or event flyers from last year's event that was cancelled this year
Newspaper or other types of advertisements showing proof of event/artistic activity that was scheduled to occur and was subsequently cancelled
Business/Operating Expenses: If you stopped your normal business practices, you may apply for general expenses, including PAID office, studio or home rent and utilities (except for Charlotte Water) from March 1-October 30 that were NOT PAID FOR from PANDEMIC UNEMPLOYMENT INSURANCE (PUI) or any other CARES funding source. You may also apply for unanticipated expenses related to complying with governmental restrictions or evolving your creative practice.
Examples of documentation may include:
Paid bills/invoices, cancelled checks or receipts.
Paid mortgage/lease statements
What information is necessary on the IRS Form W-9?
See the linked sample W-9, with key information highlighted on the form. Please make sure the following information is accurate:
For Organizations:
Box 1: Enter organization name as shown on 990.
Box 2: Enter DBA name (if applicable).
Box 3: Select C Corporation.
Box 5: Enter your physical mailing address.
Box 6: Enter City, State and ZIP code.
In Part I: Enter your organization’s EIN number.
Part II: Authorizing official must sign and date the form. You can use an e-signature tool such as Adobe to compete this, or you can print the form, sign, scan and upload the form.
For Individuals:
Box 1: Enter your full, legal name.
Box 2: Please leave blank.
Box 3: Select “Individual.”
Box 5: Enter your physical mailing address.
Box 6: Enter City, State and ZIP code.
In Part 1: Enter your Social security number.
In Part 2: Sign and date the form. You can use an e-signature tool such as Adobe to compete this, or you can print the form, sign, scan and upload the form.
Additional information on how to fill out this form is available on the IRS website and an instructional video is available here.
How will I upload required documentation?
The application supports uploads totaling up to 25 megabytes of data. We recommend saving all the documents you are preparing to upload in a single folder, where you can monitor the total file size. If you are scanning documents, you may need to adjust the resolution on your scanner to control the file size. Right click on the file and select “properties” to review the size of the file.
The application allows space for each applicant to upload 5 files documenting eligible expenses. We recommend condensing all your documentation into a single PDF file (or at least a couple of files) if possible.
Can I call to see if I received a grant or check on my application status?
No, there will not be a method for you to check the status of your application.
Is it helpful if I supply more than the documents requested?
No, please only upload the required documents.
Will I receive confirmation that my application has been accepted?
Yes, you will receive a confirmation email once your application has been successfully submitted. Note: you will have received an email when your account was created, but this is NOT confirmation of submission. Once all sections are 100% complete and you hit submit, you should receive an additional email that states that your application has been submitted.
You can also check your status in your account. Under "My Applications," the status should be "Submitted." If the status is "Pending Submission," your application has NOT yet been submitted.
How will applications be reviewed?
Representatives from ASC, Charlotte Is Creative and Hue House (Review Team) will screen grant applications for completeness and eligibility.
Complete and eligible applications will then be reviewed and scored by a Community Review Panel. PLEASE NOTE: Panel will review basic applicant information, mission/creative practice and impact narratives. Panel will not review documentation of loss/expense or other sensitive financial information.
Based on preliminary Panel scores and available funds, Review Team will recommend grantees and award amounts.
Panel will meet to discuss final allocations, ensuring equitable distribution of funds, across all segments and demographics of our population.
Grant awards will be made in the form of an agreement executed between the applicant and ASC.
REVIEW CRITERIA: Criteria are divided into two categories: Narrative and Eligibility. Criteria evidence may be found in any portion of an application or associated support materials. Criterion is worth up to a maximum of 50 points.
Impact Narrative (40 points)
Loss or unanticipated expenses due to COVID-19 is clear and demonstrated;
CARES Act dollars will provide relief to the intended applicant;
Organization’s mission/Individual’s creative practice supports Charlotte-Mecklenburg’s Creative Economy.
Eligibility (10 points)
Documentation is provided and aligns with eligible losses/expenses;
Application follows provided guidelines and instructions.
When will I know if I received a grant?
If you are awarded a grant, you will receive an email notification. Grants notifications will be sent by December 4.
Will I receive notice if I did NOT receive a grant?
If you did NOT receive a grant, you will receive a notification email when all segments of the grant program are concluded.
How and when will I receive the grant dollars?
ASC plans to notify all recipients by December 4. ASC will distribute contracts and Electronic Funds Transfer Forms to all grantees. Both documents must be executed and returned to the staff in order for payment to be processed. Payments will be processed via direct deposit prior to December 30, 2020.
What happens if my information is incomplete or inaccurate?
Double-check all information before submitting. Incomplete applications, or those with incomplete data (e.g., wrong EIN or SSN), will be denied.
English is not my primary language. Can someone help me?
Applications will be provided online in English and Spanish. For support in other languages, please email CARES@artsandscience.org and a team member will follow up with you directly.
Will I have access to support if I have questions about completing my application?
We will provide a virtual (and recorded) info session for both organizations and individuals when the application goes live, as well as host virtual “office hours” during the week that the application is open.
To learn more about CARES Funding, please visit the U.S. Department of the Treasury:
https://home.treasury.gov/system/files/136/Coronavirus-Relief-Fund-Frequently-Asked-Questions.pdf
https://home.treasury.gov/policy-issues/cares/state-and-local-governments
ONLINE OFFICE HOURS
If you have a question, please see the dates and times below available for you to log on via Zoom and have your questions answered for fund staff.
Wed, Nov 4, 2020
3:30-5:00PM EST
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Meeting ID: 864 1033 1841
Passcode: 994908
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Thurs, Nov 5, 2020
12:00–1:00PM EST
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Fri, Nov 6, 2020
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Sat, Nov 7, 2020
11:00AM-NOON EST
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Mon, Nov 9, 2020
9:00-10:00AM EST
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