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NMG - Frequently Asked Questions
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What is the history of the Neighborhood Matching Grants Program?The Neighborhood Matching Grants Program was created in 1993 to promote the City of Charlotte's neighborhood focus by achieving four primary goals:
- Help neighborhoods determine priorities and make improvements in their communities in an efficient, cost-effective manner
- Improve the quality of life neighborhood and business associations through participation in and management of neighborhood-based projects
- Promote civic involvement and leverage resources to revitalize and reinvest in Challenged and Transitioning neighborhoods as well as other community groups to create projects and products that improve neighborhoods
- Encourage partnerships among local government agencies, resident and business associations and other community groups to create projects and products that improve neighborhoods
The City of Charlotte's Neighborhood Development Department administers the Neighborhood Matching Grants Program. Offices are located at Old City Hall, 600 East Trade Street, Charlotte, North Carolina, 28202. For additional information, call 704.336.2349 or use our email: neighservs@ci.charlotte.nc.us.
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Neighborhood Associations:
A neighborhood organization is eligible to apply for a Neighborhood Matching Grant when all of the following apply to the organization:
- Is established and has been active for at least six months
- Is created and managed by residents within the neighborhood
- Is open for membership to everyone in the neighborhood
- Ninety-five percent of association members live in the neighborhood
- Has duly elected board officers and established by-laws or governing documents
- Holds regular meetings and maintains records and board minutes
- Expands and/or promotes existing neighborhood goals and objectives
Community Development Corporations (CDCs)
CDCs are non-profit entities formed by residents, small business owners and other local stakeholders to revitalize a low or moderate income community. CDCs are eligible when all of the following apply:
- CDC is neighborhood-based with at least one-third neighborhood representation on the board
- CDC is established and has been active for at least six months
- CDC has duly elected board officers, established by-laws and articles of incorporation
- CDC holds regular meetings and maintains records and board minutes
- CDC provides a signed letter of agreement or other documentation showing a collaborative partnership with the neighborhood association
- CDC's grant request expands and/or promotes existing neighborhood goals and objectives
- CDC's grant request resources are used exclusively for projects and products specified in the partnership agreement
Business Associations
Neighborhood based business associations are eligible to apply when all of the following apply:
- Business association is organized and has been active for at least six months
- Business association has duly elected officers, holds regular meetings and maintains records and minutes
- Business association demonstrates that 75% of association members operate businesses within the targeted neighborhood or business corridor
- Business association's proposed project addresses economic development needs of the targeted neighborhood or business corridor and clearly benefits the area
- Business association has a signed letter of agreement or other documentation showing a collaborative partnership with any affected neighborhood association(s)
- Business association uses resources exclusively for projects and products as specified in the partnership agreement
Ineligible Organizations
Groups that are not eligible to apply include:
- Schools and universities
- Home-school programs
- Healthcare facilities
- Foundations
- Individuals or individual business owners
- Fraternal organizations
- Religious institutions and organizations
- Political groups
- Government agencies
- Non-profit organizations that are not resident-based
- Organizations that discriminate on the basis of race, nationality, ethnicity, religion, creed or disability
The Neighborhood Matching Grants Program recognizes that there are many groups that contribute to improving the quality of life in neighborhoods. Therefore, ineligible organizations are encouraged to partner with those that meet the eligibility criteria.
Applications will not be accepted from organizations that have failed to satisfactorily complete Neighborhood Matching Grant Fund in the two years preceding their application.
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What is the program eligible geography?The eligible geography for Neighborhood Matching Grants is defined by data from the City of Charlotte's Neighborhood Quality of Life Index that collects and reports data by neighborhood statistical areas (NSAs). Neighborhoods within NSAs with a median household income not greater than $61,117 are eligible.
What types of projects can the grant fund?
Requests for funds should be based on costs associated with implementation of a single project as opposed to support for operational expenses, such as salaries, rent, utility bills, property management and on-going services or maintenance costs.
Eligible Projects
Must provide a public, neighborhood benefit
Must involve neighborhood people in the identification, planning of the proposed activity.
Cannot duplicate an existing private or public program.
Cannot support ongoing service or support ongoing operational budgets.
Must be able to be completed in 12 months.
Must conform to applicable health, safety and legal regulations.
- Neighborhood Improvement - Physical improvements such as, landscaping and beautification, community gardens, neighborhood entrance signs, small playgrounds, street light installation and neighborhood clean-ups.
- Organizational Development - Projects that increase effectiveness and improve operations of existing neighborhood organizations or business associations. Projects may include leadership/board training and development, membership recruitment campaigns and outreach tools (newsletters, brochures, directories).
- Crime and Public Safety - Projects to reduce crime and increase feelings of safety in the neighborhood. Projects may include Neighborhood Watch signs, citizens' patrols, crime prevention and fire safety programs.
- Recreational, Educational and Cultural Initiatives - Projects include after school and tutorial programs, programs for senior citizens, music or art enrichment and some outdoor or recreational activities. Neighborhood festivals and organized trips are limited to one per neighborhood, at a maximum grant award of $3,000. All equipment purchased with grant funds is for the sole use of the organization, not for individual or personal use. Any inappropriate use may result in default on the part of the grantee. All vendors' reliability should be checked through professional certifications, references and other credible sources prior to selection. Vendors selected for purchases over $10,000 must be bonded and insured.
Questions to consider
Applicants should consider the following preparation questions when deciding on a project:
- What specific neighborhood need or benefit would the project meet?
- What is the best way to get resident involvement in project planning and implementation?
- Could/Should this type of project be funded and implemented by another government entity?
- Can the project be completed in 12 months?
- What are some possible obstacles to successful completion?
- Is there a realistic plan to keep the project going after the grant ends?
- Is the project consistent with existing city, county or other plans for the area?
Ineligible Purchases
The following purchases are ineligible and can be paid for by the grant applicant:
- Food
- Beverages
- Entertainment
- Salaries
- Other operating expenses
- Annual plants (Perennial plants are recommended)
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What is a "match"?
Organizations are required to match the funds requested. The match must be directly related to the proposed project, and may include:
- cash
- volunteer labor
- in-kind donations (equipment, supplies, professional services, etc.)
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These elements may be combined to complete the match requirement. to maintain neighborhood involvement in the Neighborhood Matching Grants Fund, at least 25% of the total resources provided by the neighborhood organization must originate from the neighborhood itself (in contrast to resources from the state, a national or citywide foundation, etc.) Because of the nature of Community Development Corporation (CDC) funding, CDCs are exempt from the 25% neighborhood participation requirement.
Applicants must demonstrate that the required match will be in place at the start of the project. An organization can demonstrate its ability to provide the match by bank statements or signed pledge sheets, letter from donors stating their willingness to contribute and the value of the donation, as well as letters from contributors of professional services stating market value of their services.
Volunteer labor will be valued at $10/hour. The value of professional services counted toward the match shall be based on the reasonable market value of the service.
Time devoted to planning the projects, preparing the application and raising funds cannot be considered as part of the match. Staff assistance or funds from the City of Charlotte cannot be considered as a match. Technical assistance from the City will be available to help neighborhood groups prepare their applications. Program participants complete evaluation forms.
Applicants must be prepared to justify the amount and type of contributions to be used. Proposed match elements must be used for the project's implementation.
What are other program guidelines and why are pre-application workshops a requirement?
Pre-application Guidelines and Information
All applicants are required to attend a pre-application workshop prior to submitting an application. By attending a pre-application workshop, applicants are informed of any program changes and given technical assistance to aid them in successful completion of their grant application.
There are only three grant cycles: September 15, March 15 and June 15.
Neighborhood Matching Grant Fund (NMGF) may only be awarded to neighborhoods and business associations. Other groups may work in partnership with appropriate neighborhoods and business organizations.
NMG will not pay for consultant fees.
NMG will not pay for operating costs, salaries, rent or utilities.
NMGF will fund organizations one trip and one festival on a one-time basis.
NMG funds will pay for community planning projects by certified professionals, professional planners, landscapers and architects.
Organizations and businesses must provide a list of their members by address, list membership criteria and by-laws, operational documents and procedures or charter documents.
The number of times an applicant may apply for funds will be limited. Phased projects should be indicated at the time of application.
Neighborhoods located within a neighborhood statistical area where the median household income is less than or equal to $61,151 (as defined by the 2004 Quality of Life Index) are eligible to apply for a grant.
The match for all grants must be directly related to the project.
Assistance from staff of the City of Charlotte may not count as match.
Training will count toward a neighborhood organization's match only if the individual(s) receiving training are sharing the knowledge and expertise gained with other members in the organization and that training is related to the project. Leadership training/organization development is exempt as a grant project.
Provision of health care services is not an eligible expense but health education initiatives may be considered eligible if the services are open to all residents within a neighborhood.
- Clear, concise project description; complete project plan and budget
- Clear representation of organization's mission, structure and operations
- Two written cost quotes for budget items (on vendor's letterhead)
- Written permission of private owners, where appropriate
- Written permission of government entity, where public property is involved
- Any necessary permits and authorizations, such as building or street use permits; zoning compliance or signage petitions; traffic calming petitions and agreements
- Complete documentation of matching funds, contributions and labor
- Letters of commitment from partners and/or written partnership agreement
- Identified specific neighborhood, area and/or government agency plan, report or other substantiation of project need
- Clean, legible application, worksheets, quotes and other attachments
- Letterhead documentation, where appropriate (letters, cost quotes, etc.)
- All original documents - no copies or faxes
- All contacts for approved grants must be signed within 30 days.
- No activity may occur until after contract has been signed.
- The City of Charlotte Neighborhood Matching Grants Fund (NMGF) will not be obligated to award funds until all contingencies are met. A contract will become null and void if not signed within a six-month period. No funds will be expended or reimbursed before contract is signed.
- A grant may be rescinded at the request of the grantee once contract has been signed. However, if grant has not been completed, grantee may require to reimburse funds expended. If funds are reimbursed, there will be no penalty to grantee.
- Misuse of funds, failure to produce the agreed match or fraud constitutes default. Such organizations will not be allowed to apply for another grant for a period of two years from date of default.
- The NMGF contracts solely with the neighborhood organization or business associations. Discrepancies that result from the hiring of contractors, consultants or private vendors must be resolved by the grantee.
- Grant extensions will be limited to a maximum of 90 days contingent upon review by the Citywide Review Team and/or NMG Coordinator.
- If a contract for an approved grant is not initiated, then applicant must wait one grant cycle before applying for another grant cycle.
- The NMG Coordinator and Neighborhood Services Division Manager are authorized to make contract changes.
- Organizations may not apply for additional grants until all obligations on existing grants have been met.
- Grantees are to submit activity sheets and volunteer labor sheets to the NMG Coordinator on a monthly basis.
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How are applications selected for approval (grant award timeline)?
The Neighborhood Matching Grants Program has a two-tiered process for grant approval. Review, approval and notification generally take 45-60 days.
Phase 1 - Initial Review
After receiving the applications, Neighborhood Services staff will:
- Verify organization and project eligibility
- Review applications for clarity and completeness and follow up with applicants
- Present applications to formal Review Teams
- Phase II - Formal Review and Selection
- Review Teams evaluate applications based on selection criteria and determine approval or denial
- Staff notify applicants of results
- Approved grantees attend orientation and sign contracts
- Organizations begin project activity (after contract is signed)
Applications for grants of $3,000 or less are review and approved by a seven-member Inter-Departmental Review Team representing various City departments.
For grants of $3,000 and up to a maximum of $25,000, applications are reviewed and approved by the Citywide Review Team. This team is comprised of eleven citizens appointed by City Council:
- Five neighborhood association representatives
- Two business association representatives
- Two non-profit sector representatives
- One Charlotte Mecklenburg Schools employee
- One City employee
The application approval process is competitive, with judgments based upon the content and quality of the application, project goals, clarity, accuracy and validity of the match.
Criteria - Possible Points (in parentheses)
Size and Quality of Match 10
Participation and Collaboration 20
Project Impact/Need 30
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Provides substantial, lasting benefit to a low income or challenged neighborhood (10)
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Addresses a need identified in a city assessment, plan or official document (20)
Project Design 40
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Well-planned, cost-effective and ready for implementation; shows a clear and reasonable vision for sustaining the project and resulting improvements (25)
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Budget is a reasonable projection of expenses and revenue (10)
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Proposed activities are an innovative response to a recognized problem (5)
Total Possible Points = 100
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How are projects implemented and funds disbursed?
Contract Signing
Within 15-30 days of grant approval, successful applicants enter into a contract with the City of Charlotte, thus activating the approved project. Contractual agreements reflect project goals, budget and match commitments that are contained in the approved application. Fraud, misuse of funds, failure to produce the agreed upon match, or non-compliance on other agreements constitutes default on the contract. Appropriate penalties apply, including loss of eligibility for a period of two years. A grant may be rescinded at the request of the grantee; however, reimbursement of expended funds may be required.
Project ImplementationWith the signing of the contract, it is understood and agreed that grant recipients will diligently carry out the tasks and activities presented in their project plan. Appointment of a responsible project manager/contact person and core committee is recommended to help maintain focus on the project goals and the schedule for completion.
Monitoring - Each grantee has the benefit of an assigned grant monitor who serves as a liaison between the recipient organization and the Neighborhood Matching Grants office. The monitor tracks progress monthly by telephone and through site visits and provides technical assistance as needed.
Reporting - In addition to documentation of expenditures (i.e., invoices and receipts), grantees must submit volunteer sign-in sheets, verification of in-kind donation received and any other documentation, along with monthly Project Activity Reports, until the grant is closed out.
Completion/Closing - Projects are deemed successfully completed when stated objectives and success measures are achieved, all items in the implementation schedules are completed, funds are expended and match requirements are satisfied. The grantee should then submit a letter stating that he or she is ready to close the grant. Following a staff evaluation and site visit to determine that all contract agreements were satisfied, the grant is closed and written notification is sent to the organization.
Successful organizations are eligible to apply in future funding cycles.
Disbursement of FundsFunds are available after the contract is signed and registered with the City Clerk. Organizations must submit original invoices and receipts for expenditures to the Neighborhood Matching Grants office for processing. Checks are made payable to both the grantee and the designated vendor (unless for reimbursement). Grantees are urged to use competent, reliable vendors with valid credentials to avoid potential problems and delays. The City contracts solely with the recipient neighborhood organization or business association. Therefore, any discrepancies that may result from the hiring of contractors, consultants or private vendors must be resolved by the grantee.
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