CARES Act Grant Application

You are encouraged to apply to the

Charlottesville Sister Cities Commission Grant

The mission of the Charlottesville Sister Cities Commission (CSCC) is to promote understanding and foster relationships between residents and organizations in the Charlottesville area and our Sister Cities through cultural, economic, educational, and humanitarian activities.

Our Sister Cities are:

Besançon, France

Poggio a Caiano, Italy

Winneba, Ghana

Huehuetenango, Guatemala* ("Friendship City" to Charlottesville)

DEADLINE TO APPLY IS JANUARY 15, 2025 AT 5 PM.

Program Objectives: The Charlottesville Sister Cities Grants Program provides funding to support a wide variety of activities promoting our mission (see above). CSCC grants are awarded bi-annually and applicants are encouraged to consult the “Grants & Projects” tab on the Charlottesville Sister Cities webpage (https://www.cvillesistercities.org/) for descriptions of the different projects and initiatives that have previously been awarded funding.

ELIGIBILITY:

Applications may be submitted by individuals or groups. When submitting a group application, please designate one contact person.
Applicants under the age of 18 should have a parent or legal guardian sign the application form.
Must have a mission of providing arts programs or services to a “community of color” or have a primary clientele that are people of color.
A prior grantee (individual/organization) is ineligible to apply for another grant within three years of receiving a grant.
Sister Cities Commissioners and sub-committee members may not apply.

Funding Basics: Individual grant awards will range in funding amount, and applicants may request funding up to a maximum of $2,500 (for three grants). Fundraising events are ineligible. Funds will be made available primarily as reimbursements (paid invoices or itemized receipts must be provided for reimbursement) or through approved deliverables, i.e. product delivery including workshops, presentation, public or private performances, books or films with noted dates, times, locations and attendance must be documented.

Additionally, reimbursements can be provided through an approved fiscal sponsor, and expenses and/or requests for reimbursement must be made no later than May 31st, 2025. Funding recipients must create a detailed list of all expenditures, and submit their list to the CSCC in their year-end report.

Application Deadline & Notification of Decision: The 2025 application deadline is January 15, 2025. Applications must be received either physically (via mail, in person or dropoff) or electronically by this date to receive consideration. Incomplete applications will not be considered. Grant recipients will be notified of the Commission’s award decision within 30 calendar days of the application deadline date, but may be asked to provide further information prior to that time. Upon approval, a grants contracts will be generated with specific details outlining the terms of the grant.

Application: Applications cannot exceed four pages (pp. 4-7 in this document). Please complete the jotform link provided or mail to Charlottesville Sister Cities Commission c/o Clerk of Council, P.O. Box 911, Charlottesville, VA 22902

Questions? Please email to the attention of the Grants Committee Chair, at SisterCitiesGrants@charlottesville.gov. or drop off at: Clerk of Council Office, City Hall, 605 E. Main Street, 2nd flr, Charlottesville, VA 22902.

Responsibilities of Grant Applicants / Recipients

Mission Impact: Applications should identify as specifically as possible how the proposed project will meet the mission of the Charlottesville Sister Cities Commission and benefit the Charlottesville community. We welcome local tie-ins and examples of how this community will benefit from the collaboration.

Project Timeline: Applicants should create a detailed list of all activities that will be completed within twelve months of receiving the grant and explain how these activities will accomplish the proposal’s objectives, and how the impact will be measured and reported.

Budget: Applicants should create an itemized budget that details how the requested funds will be used. The more specific the projected costs are - how much money needed for what precise item – the better. Please be as realistic as possible as your budget and reimbursement will be closely mirrored.

Funds will be provided on a reimbursement basis only – no stipends will be provided prior to executing the project and requests for reimbursement should be made in a timely manner (ideally no more than 60 days after expense). Receipts submitted for reimbursement should match with the proposed itemized budget as closely as possible. Grantees will submit receipts to the Grants Committee Chair at: SisterCitiesGrants@charlottesville.gov. Attn: Grants Committee Chair. The Clerk of Council office will then process approved payment(s).

Additional funding: An applicant’s budget should not only detail the project expenses, but it should also list all other funding sources. Having other funding sources is expected and encouraged.

Selection Process: The Charlottesville Sister Cities Grants Subcommittee will review all applications that meet the above guidelines. The full CSCC will conduct final reviews of applications and award funds accordingly.

Expectations of Grantees:

Upon receiving funding, grant recipients will be assigned a Grant Liaison on the CCSC. Over the course of the year in which the grant is carried out, grantees will be required to meet with their liaison, or at the very least, report to the liaison by email on a quarterly basis (June, Sept, Dec, Mar). The liaison will seek to be updated on project progress, and may inquire about the following:

o What preparatory work, activities, events have occurred thus far?

o (How) Is project meeting stated objectives?

o Are there any metrics (findings, outcomes from completed phases) to share?

o Are there/have there been high points, challenges, needs, learning experiences?

Publicity:

Grantees are expected to create and share with the CSCC Grants Committee materials (text, images, audio/video, and other content appropriate for media dissemination), that can be used to both publicize the progress of the funded project and promote the Charlottesville Sister City Grants Program in general. Grantees posting about their work to social media or in publications and other venues, should tag the CSCC and include links to the CSCC website. Grantees should acknowledge the CSCC and City of Charlottesville as the sponsor and source of funds.

Lastly, grant recipients will be required to provide a final wrap-up report in writing, and make a presentation to the Commission at project completion. This presentation should take place within 10-12 months of the initial date of award, at the latest December 1, 2025.

By submitting a Sister City Grant application, you indicate that you understand and agree to these expectations.

The commission may request grantee participation in local events or activities sponsored by the commission.

Date

Applicant Name*

Project Name*

Contact Address*

Street Address

Street Address Line 2

CityState

Zip Code

Contact Phone Number*

Contact E-mail*

example@example.com

Select Related Sister City or Friendship City

Please provide a project description and purpose of your intended project. (500 word count maximum)*

0/500

Please describe how the project would further the mission of the Charlottesville Sister Cities Commission. (500 word count maximum)*

0/500

Explain how the project will be accomplished: (500 word count maximum)*

0/500

Key Players: (Who is involved?)

Have you contacted the key players, and what groundwork has been laid? What is their level of commitment to and availability for your project? (500 word count maximum)*

0/500

Who will benefit from the project?

Number of Charlottesville residents you plan to reach:

Number of Sister City/Friendship City residents you plan to reach:

How will the CSCC funds be used? Please provide a detailed budget for your project. It should entail a bulleted list of the specific expenses requested CSCC funding will cover, with estimated costs for each line item.

Additional Funding: State the amount of other received or pending funding (from non-CSCC sources) and list the expenses that it will cover (if applicable): Any expenses beyond the $2,500 requested in the itemized budget will be handled out-of-pocket.

Has this project received funding from the CSCC in the past? If so, please explain.

If answered yes to above question, please provide more information here.

Have you previously applied for funding from the CSCC for this project but not received funding? If so, please explain.

If answered yes to above question, please provide more information here.

List details of the proposal including planned timeline for completion (pls use more space if needed): (500 word count maximum)*

0/500

Attach additional documentation

How will the project results be measured and shared with the Charlottesville and Sister City communities?

*

I agree that the insertion of data into the following fields constitutes an electronic signature.

Date

Applicant Signature

1. Online Application

2. Description of Initiative/Project

Itemized Budget Description

3. Submit Application