The City of Alexandria has designated CARES Act funding to establish the Alexandria Resilience Fund, in partnership with ACT for Alexandria. This effort builds on the significant investment and support provided by the ACT Now COVID-19 Response Fund. This new Fund will support the health and sustainability of local nonprofit organizations that are addressing ongoing and emerging human service needs of City residents impacted by the COVID-19 pandemic.
The disproportionate impact of COVID-19 is a racial equity issue and the pandemic has exacerbated the pre-existing inequities in our community. The Alexandria Resilience Fund intends to support organizations committed to addressing racial equity and that have deep, trusted relationships with communities that have been marginalized and are on the sidelines of Alexandria’s prosperity. This funding opportunity allows us to respond to the critical needs of the community and the organizations that serve the community.
The maximum funding request is $50,000. Funds must be distributed and spent by nonprofits by December 30, 2020.
We envision a vibrant community where all Alexandria residents can thrive. The Fund will support organizations that have incurred unanticipated financial and operational impact as a direct result of addressing economic security, housing stability, food security, access to health services, equity in education, and safe and supportive places and programs for children and their families impacted by the COVID-19 pandemic. To support the sustainability and health of the nonprofit organizations serving residents affected by the COVID-19 pandemic, the Fund will support:
- Operational (such as staff salaries, staff well-being support, technology infrastructure, fundraising or accounting consulting/support or other capacity-building investments)
- Program-specific (such as increase in staff capacity, direct purchases, or other responses to community needs)
- Combination of both operational and program-specific
- Nonprofit must have the immediate ability to carry out proposed programs/services.
- Nonprofit must be able to demonstrate how the grant request addresses direct costs incurred due to COVID-19.
- Nonprofit must demonstrate how this funding request will impact City of Alexandria residents who have been negatively impacted by COVID-19.
- Nonprofit must be committed to addressing racial equity and demonstrate deep, trusted relationships with communities that have been marginalized and disproportionately impacted by COVID-19.
A portion of the CAREs Act funding has been dedicated to providing free capacity-building workshops to nonprofit leaders. The sessions were offered in a two-part series led by Susan Kelly, Principal of Kelly Strategies:
- Make the Most of Your Year-End Giving Efforts: learn how to make the most of your year-end giving effort by (1) personalizing your asks, (2) conducting meaningful follow up and (3) engaging your volunteer leaders. Video recording can be found here.
Harness Your Year-End Giving Success to Steward and Retain Your Donors: learn (1) how to analyze your year-end giving results to create donor segments, (2) develop annual – mid – and major donor strategies and (3) create a robust stewardship plan. Video recording can be found here.
|Grant Round||Grant Deadline||Grant Decision Made|
|1||October 1, 2020||October 9, 2020|
|2||October 8, 2020||October 16, 2020|
|3||October 15, 2020||October 23, 2020|
|4||October 22, 2020||October 30, 2020|
|5||October 29, 2020||November 6, 2020|
|6||November 5, 2020||November 13, 2020|
|7||November 12, 2020||November 20, 2020|
- ACT and the City’s Department of Community & Human Services are receiving daily updates from the City’s Office of Internal Audit about new requirements and clarifications regarding the U.S. Department of the Treasury Guidance for Coronavirus Relief Funds. Here are some guidelines and FAQs to consider:
- The use of Alexandria Resilience Funds for payroll/benefits must be in direct response to COVID-19. The use should be providing new or substantially different programing. The impact of the COVID-19 pandemic should be reflected by stating how the number and nature of client interaction has increased or changed in excess of what the organization would have done without COVID. Payroll expenses are only eligible for public safety, public health, health care, human services and similar employees who services are substantially dedicated to mitigating or responding to the COVID-19 public health emergency. This includes staff who provide direct service or support those services." after this sentence - Payroll expenses are only eligible for public safety, public health, health care, human services and similar employees who services are substantially dedicated to mitigating or responding to the COVID-19 public health emergency.
- Applicants must link the proposed request to COVID-19 response. For example: personnel being deployed to support food insecurity, assistance with foreclosure prevention, or need to provide educational support due to the COVID-19 crisis. The example should be linked to the current conditions such as increased food insecurity, increased evictions and foreclosures, or requirement to support students using distance learning due to school closure.
- Funds from the CARES Act granted through the Alexandria Resilience Fund may only cover costs that are necessary expenditures incurred due to the public health emergency with respect to COVID-19, were not accounted for in the budget most recently approved as of March 27, 2020 (the date of the enactment of the CARES Act) and are incurred during the period that begins October 1 – December 30, 2020.
- Recipients of the Alexandria Resilience Fund (because they are CARES Act funds) may not apply certain indirect costs or their indirect cost rate as an expense. Rent and utilities that would have been incurred regardless of the pandemic are not applicable. Rent and utilities are allowable if they are new expenditures in direct response to COVID-19. Keep in mind the funds can only cover costs between October 1 – December 30, 2020.
- Applicants cannot use grant funds to pay for expenditures from October 1 – December 30, 2020 if these expenditures are already designated to be paid for using Payment Protection Program (PPP) or Economic Injury Disaster Loan (EIDL) funds.
How do we document expenses funded by the grant?
- Description: Contract, invoice, order and/or other documentation that describes the goods or service purchased, the vendor name and date of purchase
- Proof of Payment: paid receipts, copies of checks issued, vendor statements showing payment received, bank or credit card statements showing payment made.
- Personnel Costs: Payroll costs may be documented by a report produced from your payroll processor’s records. On request, you should also be able to generate reports from your accounting system and bank records that prove that funds were transferred to your payroll processor and paid to the personnel listed.
- Do we need to pro-rate expenses for goods or services that cover a period beyond December 31, 2020? Expenses for goods or services that cover a period beyond December 31, 2020 may be included in full and do not need to be pro-rated so long as the expenses were incurred in the ordinary course of operations during the response to COVID-19 and are not an attempt to pre-pay or front load costs for goods and services. For example, annual zoom licenses and Americorps payments that are required to be paid prior to the start of service do not need to be pro-rated.
What are the dates for eligible payroll costs? Payroll costs must be paid during the period between October 1, 2020 and December 31, 2020. This means that the paydates must occur during this period. (Do not go by dates worked.) As a result, payroll costs incurred on the front end, e.g. in late September that are paid on or after October 1, 2020 are includable if they are otherwise eligible expenses are described in the Request for Proposal and Application Guidelines and this FAQ; similarly, payroll expenses incurred on the back end, e.g. in December, and paid after December 31, 2020 are not includable.
- Can organizations apply for grant funding from multiple CARES Act supported programs – i.e. AEDP & Alexandria Resilience Fund? Yes, an organization can apply to multiple sources, but cannot seek funding for the same request.
- Can an organization receive multiple grants from the Alexandria Resilience Fund? We understand that new needs may emerge throughout the fall. Organizations may submit an additional application, but first-time requests will take priority. If you have questions, please contact Brandi Yee at brandi.yee@
- What are the reporting requirements for grantees? A check-in report will be due 30 days after grant funding is awarded. The nonprofit will report on key activities, number of people served, share any barriers/challenges, and provide a budget update. A final report will be due in January 2021.
- What if an organization does not spend the all of the grant funds by December 30, 2020? Funds not spent by the deadline will need to be returned to the Alexandria Resilience Fund.
If you have additional questions, please contact Brandi Yee at firstname.lastname@example.org.
Financial Health and Resiliency:
- About the Alexandria Resilience Fund Info Session – September 25. Watch the video here.
- Individualized Alexandria Resilience Fund Coaching Sessions - Offered from October - December, 2020.
- Understanding Financial Health & Planning Ahead Session – October 1. The webinar addressed critical areas of focus in a time of uncertainty and provided tools that can be used in the short-term. The workshop also included Q&A and information about the Alexandria Resilience Fund. Other topics included:
- Grounding financial decision-making in your values.
- Understanding your current financial position and what resources are available.
- Levers to increase resources available for immediate response.
- Tools for cash flow during the short term.
This workshop was hosted by ACT, in partnership with Andrea Mills and Maria-Veronica Banks from Fiscal Management Associates. Watch the video here or download the slides. Access the Liquidity Calculator here.