Nonprofit Relief Program

Hamilton County has received $142 million in CARES Act funding to combat the ongoing impacts of COVID-19 in the community. Many nonprofit organizations located in Hamilton County have provided and will continue to provide essential social and family services to Hamilton County residents during the COVID-19 public health emergency. To assist those organizations with necessary expenditures incurred due to the public health emergency with respect to COVID-19, Hamilton County has allocated up to $5 million to nonprofit organizations as a part of its CARES Act Plan. While nonprofit organizations that have increased expenses due to the COVID-19 public health emergency are eligible to apply for funding through this Program, funds provided as a part of this Program can only be used for necessary expenditures incurred due to the public health emergency with respect to COVID-19.

In addition, Hamilton County through the Hamilton County CARES Act Plan has allocated $500,000 for nonprofit organizations that provide domestic violence supportive services which have experienced increased expenses due to the COVID-19 public health emergency. Except in the case of a nonprofit organization that has a distinct program that addresses domestic violence supportive services, an organization can only submit one application for funding. Organizations that receive funding for domestic violence supportive services and another program must have internal controls in place to separately account for any funding received. For questions regarding the program, please email NPRelief@hamilton-co.org.

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Eligibility Requirements

In order to apply for funding nonprofit organizations must meet the following eligibility criteria:

  1. Organized as a nonprofit entity under the laws of the State of Ohio and recognized as a 501(c)(3) tax exempt organization by the Internal Revenue Service.
  2. Is operated for charitable purposes.
  3. Its principal place of business and location(s) where services are rendered is in Hamilton County.
  4. Provides essential social and family services to Hamilton County residents, which include, without limitation, access to food, domestic violence supportive services, workforce development, substance abuse, services benefiting senior citizens, and foreclosure prevention.
  5. Has the ability to demonstrate and document that from March 15, 2020 to November 15, 2020, it has incurred increased costs or will incur increased costs due to the public health emergency with respect to COVID‐19.
  6. Will not use Hamilton County CARES funding in place of or instead of local, state, federal, or other funds already designated for that expense or activity.
  7. Registered with State of Ohio Attorney General’s Office: https://charitable.ohioago.gov/Charity-Registration.
  8. Can provide independently reviewed or audited financial statements.
  9. Is currently in compliance with all treasury regulations, including those applicable to its status as an organization recognized as tax exempt under I.R.C. 501(c)(3) and a nonprofit organization under Ohio law.
  10. Has been in operation and provided essential social and family since at least January 2019.
  11. Has prior experience in successfully managing federal, state or local financial assistance and/or grant funding.
  12. Will not use funding from this Program for rental assistance, homeless shelters that receive Emergency Solutions Grant, or pandemic child care. However, in the case of child care organizations, those organizations with allowable expenditures greater than those paid from the Hamilton County Pandemic Childcare Program are eligible to apply for this assistance.

Ineligible Service Providers and Programs

The following service providers and programs are ineligible to apply for Hamilton County CARES Nonprofit Relief Program:

  1. Schools and universities;
  2. Arts/Arts Enrichment organizations;
  3. Hospitals, medical practice groups, health care organizations;
  4. Rental assistance programs; and
  5. Homeless shelters that are within the Continuum of Care.

Funding Amounts and Payment by Hamilton County

Expected Funding - Minimum of $25,000 – Maximum of $250,000

It is expected that funding amounts will be between $25,000 and $250,000.  Those organizations approved to receive under $50,000 will receive 100% of its funding once the application has been approved and the required agreement has been signed by all parties.  Those organizations approved to receive over $50,000 will receive 50% of its funding once the application has been approved and the required agreement has been signed by all parties and the remaining funds will be provided after the submission and review of the final close-out report.

As outlined in the Hamilton County CARES Act Plan, $500,000 has been set aside for organizations providing domestic violence supportive services and will be subject to the limitation and payment rules set forth above.

Non-profit organizations that receive funding from the Program must submit final close out reports including source documentation to Hamilton County by November 30, 2020 that evidences and substantiates its increased expenses caused by, or in response to, the COVID-19 public health emergency.  Such source documentation may include, without limitation, payroll records, invoices, receipts or cancelled checks.  Hamilton County will review close out reports and source documentation to ensure all expenses are CARES eligible. If any expenses are deemed ineligible or not properly documented, the non-profit shall return those funds within 7 days of request.

All unused/unexpended funds shall be returned to Hamilton County by November 30, 2020, without need for demand by Hamilton County.

Ineligible Expenses

  1. Revenue replacement;
  2. Construction costs (supplies and materials are not ineligible);
  3. Overhead costs;
  4. Costs for political activity, including lobbying;

All costs which are ineligible per the most recent U.S. Treasury guidance dated July 8, 2020: https://home.treasury.gov/system/files/136/Coronavirus-Relief-Fund-Frequently-Asked-Questions.pdf.

Guidance to State and Local Governments page link: https://home.treasury.gov/system/files/136/Coronavirus-Relief-Fund-Guidance-for-State-Territorial-Local-and-Tribal-Governments.pdf.

If additional guidance is issued, it will be shared with applicant agencies.

Process

Applications will be reviewed for completeness and eligibility by Hamilton County staff. Incomplete applications will not be scored. If a nonprofit organization does not meet the eligibility criteria, its application will not be scored. No amendments or additions can be made once the application is submitted.

Applications will then be reviewed and scored by members of the Community Development Advisory Committee who complete this task for County HUD funded programs. Hamilton County will ultimately determine the amount of funding to be provided to a nonprofit organization.

The following will be used for scoring applications:

Issue Evaluation Scoring
Completeness Submitted all documentation Yes/No
Eligibility Meets all criteria Yes/ No
Increased Demand for Service Percent increase in the number of additional residents or households served from March 15, 2020 to July 31, 2020 compared to typical service levels during that same time period in 2019 30 points if 50% increase or more
20 points if 36% to 49% increase
10 points if 21% to 35% increase
5 points if 10% to 20% increase
0 if 1% to 9% increase
Anticipated Demand for Service Anticipated percent increase in the number of additional residents or households served from August 1, 2020 to November 15, 2020 compared to typical service levels during that same time period in 2019 0 to 10 points
Type of Service Provided Services address an essential need as a result of the public health emergency with respect to COVID-19 20 points for essential social and family services, including without limitation, access to food, substance abuse assistance, domestic violence support services, mental health services, and foreclosure assistance
10 points for other services including workforce development, employment training, senior services or other social and family service
Creativity and Adaptation of Service Delivery Necessary changes and adaptations made by the organization to permit it to continue serving clients during the COVID-19 public health emergency Up to 20 points for implementing effective and necessary changes in order to maintain service delivery (changing to virtual services, developing partnerships with other service providers, implementing or improving phone/email communication options for clients, retrofitting buildings)
Budget Narrative Budget justification and description of increased expenses and how they were necessary and in response to COVID-19 public health emergency 0 to 10 points
Max Total Points   90

Program Q&A

 Program Q&A (Updated 8/31/20)

How to Apply

The deadline to apply was August 31 at 12 p.m.

 Program Application User Guide