Clackamas County Capacity Building Recovery Assistance (CBRA) Program – Frequently Asked Questions (FAQ)

MCNW administered a first round of applications between April 17 - May 31, 2023 and a second round of applications between July 10 - July 31,  2023. All applications for this program are now closed.

The following FAQ reflects commonly asked questions from applicants and stakeholders during first and second round application processes.

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Q: What questions are asked on the Mercy Corps Northwest application?

A:  You can see a PDF of all the questions asked on the application form here.

Q: How many nonprofits/CBOs will Mercy Corps Northwest select to receive funding?

A:  Mercy Corps Northwest will select a maximum of 5 nonprofits/CBOs. 

Q: If selected, what is the maximum amount of Assistance Payment my nonprofit/CBO can expect from Mercy Corps Northwest? 

A:  Cash Assistance amounts will not exceed $80,000 to any individual beneficiary. 

Are there restrictions on what my nonprofit/CBO can claim as COVID-19 impact within this program?

A: Yes, there are restrictions on what your organization can claim as COVID-19 impact, according to this Coronavirus State and Local Fiscal Recovery Funds (SLFRF) program authorized by the American Rescue Plan Act (ARPA).

There are five (5) main categories to report negative financial impact due to COVID-19, specifically between March 3, 2021 and May 11, 2023 (the “harm period”).

  • Decreased revenue (e.g., from donations and fees) 
  • Financial insecurity 
  • Increased costs (e.g., uncompensated increases gin service need) 
  • Capacity to weather hardship 
  • Challenges covering payroll, rent or mortgage, and other operating costs

Your organization must provide a narrative and supporting financial documentation that reflects a negative financial impact of unrestricted funds in one or more of the aforementioned categories. Restricted funds (funds from a specific donor for a specific purpose) are not eligible to report as financial harm.

Application technical assistance is available until July 31, 2023. Please feel free to ask questions on how your organization plans to report financial harm due to COVID-19. Contact information is provided at the bottom of this webpage. 

Q: What is an example of decreased revenue loss?

A: A nonprofit/CBO was unable to host an event between March 3, 2021 - May 11, 2023 due to COVID-19. It can provide a history of how much net revenue the event typically brings into the organization.

Q: My organization received a PPP loan during COVID-19, which was forgiven. Do I have to report this loan?

A: Since your organization received PPP, take care when you claim amounts on any of the five main categories of negative financial impact due to COVID-19 that none of the amounts claimed were already covered by the PPP. For example, you cannot claim amounts to cover payroll that was already covered by PPP. 

Q: Will MCNW reach out to my nonprofit/CBO if there are any questions or concerns relating to our application?

A: Yes, MCNW will reach out for clarification if there are questions and/or if we are missing documents from your application. 

Q: If selected, when can my nonprofit/CBO expect the cash assistance payment?

A:  MCNW will disburse cash assistance payments to selected nonprofits/CBOs by August 31, 2023. Please expect the following timeline:

  • August 1 - August 18: MCNW evaluates applications and determines CBO beneficiaries
  • By August 21: MCNW sends Needs Assessment forms to CBO beneficiaries, clarifying agreement on the cash assistance amount
  • By August 25: MCNW sends to CBO beneficiaries Cash Assistance Payment Letters & Memoranda of Understanding outlining the capacity building technical assistance engagement expectations
  • By August 31: MCNW disburses cash assistance payments to CBO beneficiaries
     

Q: The Application requires an outline of financial harm. Once the cash assistance payments are received, does the beneficiary need to spend the money based on what was reported as financial harm in the application? 

A:  No. Cash assistance funds can be spent as the organization sees fit, with the exception of ineligible uses per SLFRF Final Rule, which include the following:

  • Offset a reduction in net tax revenue
  • Deposit into pension funds
  • Debt service and replenishing financial reserves
  • Settlements and judgments
  • May not use SLFRF funds for a program, service, or capital expenditure that includes a term or condition that undermines efforts to stop the spread of COVID-19
  • May not use SLFRF funds in violation of the conflict of interest requirements contained in the Award Terms and Conditions or the Office of Management and Budget’s Uniform Guidance, including any self-dealing or violation of ethics rules
  • Transportation infrastructure projects are generally ineligible as a response to the public health and negative economic impacts of the pandemic

The application will ask your organization to provide a narrative and a template budget for how the organization would spend the funds to recover from COVID-19, be more sustainable and build its overall resilience. MCNW will prioritize organizations that can present a clear plan for use of funds, which can describe how the plan can help the organization recover from COVID-19, be more sustainable and build its overall resilience. 

If selected as a beneficiary, your organization will receive capacity-building technical assistance until September 2024 which can help your organization identify ways to be more resilient and sustainable.

Q: Can nonprofit/CBO applicants receive a lesser amount than the amount claimed as financial harm in the application?

A: Yes, MCNW can decide that cash assistance could be a lesser amount. There are two primary scenarios why this may happen.

1. MCNW is unable to verify the negative financial impact due to COVID-19 because of any of the reasons below:

  • The applicant’s supporting documentation for reporting negative financial impact due to COVID-19 was insufficient, and therefore cannot be verified;
  • The applicant listed amounts that were ineligible per SLFRF Final Rule; and
  • The applicant listed amounts that were determined to have already been covered by previous COVID-19 related recovery funding.  

2. The applicant received the lowest prioritization score from the group of selected nonprofit/CBO beneficiaries, and will receive the remaining amount of program funds available.


Q: What does it mean to have proof of substantial operation within Clackamas County and a physical location within Clackamas County?

A: Substantial operation is defined by the US Code of Federal Regulations as 25% or more of its overall operations, so at least 25% of your organization’s operations must be within Clackamas County.

A physical location is defined as follows. Your organization must meet at least one (1) of the following criteria to qualify for the Clackamas County CBRA Program: 

  • CBO's "Principal Place of Business" as listed on the Secretary of State Business Registration is an address in Clackamas County
  • CBO provides proof that it leases or owns a physical office space in Clackamas County
  • CBO operates at least 75% of a typical work week in a location within Clackamas County
    • CBO must provide a letter from an authorized representative of the location allowing the CBO to use the location, including a public phone number for the location
  • CBO operates remotely within home office(s) in Clackamas County

When you are submitting your application, make sure that what you claim in Financial Harm due to COVID-19 is relatable specifically to Clackamas County operations and its residents.
 

Q: What are the requirements for claiming disproportionate impact by COVID-19?

A: To be able to claim disproportionate impact (page 10 of questions listed on PDF), your organization must have (or had) an office (physical space where it operates) that is located in a Qualified Census Tract (“QCT”) or is in a location that is operated by Tribal Government between March 3, 2021 - May 11, 2023.

To search Qualified Census Tracts, visit: https://www.huduser.gov/portal/sadda/sadda_qct.html

The ability to prove service to individuals that reside within the QCTs or on Tribal lands does not meet the criteria for disproportionate impact. Your organization must have had verifiable physical operations within a QCT or on Tribal lands.

Organizations that do not meet the requirements for claiming disproportionate impact but still meet the basic eligibility requirements are encouraged to apply.

Q: Does my organization need to upload an external audit document listed as “Attachment 6” in the application?

A: Organizations that expend $750,000 or more in federal funds in a fiscal year are required to conduct an independent external audit. If this does not apply to your organization, you do not need to attach a document within “Attachment 6” in the application. 


Q: Which nonprofits/CBOs are prioritized by Mercy Corps Northwest? 

A: Mercy Corps Northwest will prioritize nonprofits/CBOs that: 

  • Are determined as disproportionately impacted by the U.S. Treasury
  • Serve a population residing predominantly in Clackamas County 
  • Demonstrate funding need due to negative financial impact of COVID-19, specifically between March 3, 2021 - May 11, 2023, in a narrative and with supporting financial documents 
  • Have a clearly defined scope of work and budget alignment for use of funds awarded 
  • Have realistic and achievable project outputs, goals and timeline for the use of funds awarded 
  • Clearly outline capacity building needs that will be addressed by funding and will help organization in recovery, resilience, and sustainability 
  • Have not received prior County, State or Federal funding 
  • Represent, serve, and/or be led by persons within disproportionately impacted communities
    • People of color 
    • Members of religious minorities
    • LGBTQIA+
    • Persons with disabilities
    • Persons who live in rural areas
    • Persons adversely affected by persistent poverty or inequality
    • Youth
    • Aging

The list above reflects prioritization criteria only, which will increase the chances that Mercy Corps Northwest will select your organization for the award. All organizations that have the basic eligibility criteria are encouraged to apply.  

Q: What are the reporting requirements once cash assistance payments have been dispersed? 

There are no reporting requirements for your organization once the funding has been disbursed. That said, Mercy Corps Northwest will be reporting to Clackamas County on the following items:

  • CBO status pre-assistance = Which category(s) the CBO selected as negative financial harm due to COVID-19 (decreased revenue, financial insecurity, increased costs, capacity to weather hardship, challenges covering payroll, etc.)

  • Type of technical assistance provided = “Capacity Building”

  • Duration of capacity building assistance = [Amount of time MCNW spends providing CBO with capacity building assistance]

  • Organization progress outcomes = [General Description of Progress Outcomes. For example: “Identified communications strategy” or “Implemented new processes to ensure thoughtful leadership succession”]

If selected as a beneficiary, your organization will be asked to agree to support MCNW’s reporting requirements to Clackamas County by allowing MCNW to report the aforementioned information, and any additional information as requested by Clackamas County. Again, your organization will not be required to submit reports relating to cash assistance payments nor the capacity building technical assistance provided as part of the Clackamas County CBRA Program. 

 

Q: What capacity building technical assistance will Mercy Corps Northwest provide? 

A:  Mercy Corps Northwest's capacity building technical assistance may include, but is not limited to, advice on the following: 

  • Board composition consultations  
  • Policy and procedures development  
  • Applying for federal awards  
  • Outreach strategies
  • Equity consultations  
  • Service capacity strategies 

Q: Is capacity building technical assistance a requirement if selected as a nonprofit/CBO beneficiary with Mercy Corps Northwest?   

A:  Yes, capacity building technical assistance is included as a benefit to each selected nonprofit/CBO beneficiary with Mercy Corps Northwest. This assistance is separate from the cash assistance award amount.  

Think of Mercy Corps Northwest like a partner. As a selected beneficiary, you will have full access to individual consultations with the Clackamas County Recovery Program Manager until September 2024. Mercy Corps Northwest will introduce to you the ASPIRE tool, which is also used to strengthen nonprofits/CBOs around the world.  

Q: What is the ASPIRE technical assistance tool?   

A:  Mercy Corps has shared its Appreciative Self-Directed Pathway for Institutional Reflection and Empowerment (ASPIRE) with community-based partners and organizations around the world. 

Originally called the Organizational Capacity Index (OCI), ASPIRE has become much more than a measurement tool, and now facilitates partner organizations to identify and improve capacity strengths and weaknesses, and take ownership of strategic planning for their vision and future. 

Mercy Corps Northwest plans to use this tool with beneficiary organizations in Clackamas County to identify strengths and weaknesses since COVID began and how they have been impacted by COVID. This process will ensure that the capacity building priorities each beneficiary organization sets are in direct response to how they were negatively impacted by COVID.  

Your organization will choose 1 or 2 of the following areas for assessment and investment that you would like to prioritize until September 2024:  Leadership, Programs, External Relations, Finance, Administration, and Logistics.  

Please watch this 5-minute video for more information: https://youtu.be/IBp2erq0itk 

It is Mercy Corps’ policy that it, and all its partners, have an anonymous feedback tool – such as CARM – to collect feedback from the communities we serve. Please expect Mercy Corps to address this as part of the capacity building technical assistance process. 

Q: Who should be involved in the ASPIRE capacity building technical assistance process?  

A:  As with any organizational plan, it is important to include all leadership members when going through the ASPIRE capacity building technical assistance process. Depending on the size of the organization, this number is likely 7-20 individuals.  

Examples of leadership members are:  

  • Executive Director  
  • Board Members  
  • Directors (leaders of departments/operations, including Volunteer Directors)  

All staff and volunteers within the organization will also be involved by filling out a short (45-minute) organizational survey. Leaders use the results from the survey to evaluate the status of the organization and implement improvements.

Q: How much time should leadership members expect to spend on technical assistance, if selected as a beneficiary with Mercy Corps?  

A:  All leadership members should expect to be involved in the activities listed in the timeline, at a minimum:  

  • Between September 1 and September 29, 2023 
    • Up to two (2) hours of independent (remote/virtual) work
    • Up to five (5) hours of group virtual or in-person work 
  •  From September 30, 2023 - September 30, 2024  
    • One (1) Hour Monthly Check-in  
    • 30-minute review of follow-up information provided by Mercy Corps Northwest  
    • The time you determine to accomplish the organizational priorities identified using the ASPIRE tool.  

Q: Our organization may not have enough time to put together an application before July 31. What are our options? 

A:  Although we highly encourage organizations to do whatever they can to submit an application before the deadline on July 31, there is a chance this program may reopen again in the future. Please email clackamas.mcnw@mercycorps.org to get on an email list for future updates.

Q: I have questions about the application process, what help will be provided? 

If you did not find an answer to your question on this page, or program landing page, we encourage you to do any of the following:

  1. Send your question via email to clackamas.mcnw@mercycorps.org; and/or Book a 1-on-1 virtual meeting with the Clackamas County Recovery Program Manager at Mercy Corps Northwest here.

 

I would like to submit anonymous feedback to Mercy Corps Northwest about this program. 

To share anonymous feedback or concerns to our team visit our CARM (Community Accountability Reporting Mechanism) web page.