Southside Planning District Commission

Serving Brunswick, Halifax, & Mecklenburg Counties, and the towns of South Boston & South Hill, VA

   Mecklenburg County Small Business Recovery Assistance Fund

The Small Business Recovery Assistance Fund will help businesses in Mecklenburg County meet their long-term business goals by adjusting to COVID-19 demands. Establishing safe and clean re-opening procedures, in accordance with the Governor’s guidance, is necessary for the safety of customers and employees. It will allow businesses to regain and sustain operations, ideally helping them retain existing staff, fill vacant positions, create new jobs, and become more efficient and resilient.

Please review the following information and complete the application at the end of the article.

Eligible Businesses

Assistance through the program will be targeted to businesses that meet each of the following criteria:

  • Physcially located in Mecklenburg County,
  • 20 or fewer employees,
  • Has been impacted by COVID-19,
  • Has not received federal CARES Act assistance for the same purpose as the SBRAF request,
  • Was open for business by March 12, 2020, AND
  • Provides local or regional services, including those in the program’s areas of emphasis:
    • tourism related businesses, nonprofit destination marking organizations (DMOs),
    • accommodations (i.e. hotel, motel, bed and breakfast),
    • restaurants/food service, professional services (i.e. banking, legal, design, real estate),
    • cultural & educational services,
    • arts,
    • recreation,
    • retail,
    • nonprofit/social services, (will wait to approve requests starting 12/1/20)
    • health practitioners,
    • personal care (i.e. beauty/barbershop, nail salon, dry cleaners, etc.)

The County has been awarded $500,000. The maximum benefit to any individual business is $10,000. This program will be operated on a reimbursement basis only; therefore, the County of Mecklenburg must submit proof of payment prior to seeking reimbursement from DHCD. Since the County of Mecklenburg is acting as the lead applicant/fiscal agent, funds will be disbursed to businesses as follows:

  1. Retooling and technology activities (up to $5,000) will be disbursed on a reimbursement basis once the business submits documentation of expenditures via invoices and proof of payment.
    • Space and technology upgrades to reopen and conduct business safely, including but not limited to furniture, barriers, signage for social distancing requirements, non-construction related modifications to enhance social distancing and limiting ingress/egress, and technology such as laptops, software, and touch-free credit card payment systems to accommodate social distancing.
    • Sanitization - including but not limited to cleaning service and/or supplies- EPA-approved disinfectants, gloves, masks, and sneeze/cough guards.
    • Job training, classes and/or technical assistance such as:
      • protecting the employees from COVID-19,
      • protecting customers from COVID-19,
      • pivoting or modifying the business model, and
      • training for long-term sustainability planning. (Businesses will be encouraged to register with the local/regional workforce council or equivalent body (Virginia Workforce Boards).
  2. Rent/ Mortgage: (up to $10,000) (The $10,000 maximum benefit amount is contingent on no assistance sought for retooling and technology activities):
    • Rent/Mortgage –  Rent/Mortgage will be disbursed on a reimbursement basis once the business submits documentation of expenditures via mortgage statements, lease agreements and proof of payment dated no earlier than March 12, 2020 (Date of State of Emergency).
      • All businesses will be eligible for rent/mortgage assistance from March 12, 2020 to the time of application.
      • Taxes and insurance must be removed from the escrowed mortgage amount.
      • Only commercial space can be reimbursed. Residential or non-business space must be subtracted from the payment amount.
  3. Expense documentation from the approved business will be included in a reimbursement request to DHCD. Only expenses inccurred between March 12, 2020 to the time of application will be considered, up to 6 months in rent/mortgage relief.
  4. Reimbursement requests to the state can take up to two (2) to three (3) week, and the businesses should allow an additional 5-10 days for the County to disburse grant funds received from the reimbursement request.

Timeline: 

Applicants can submit requests on a first-come, first-served basis until funds are depleted. All funds will be disbursed and the grant will be closed-out by September 6, 2021.

Ineligible Activities:

Due to the limited amount of available funds at this time, the activities listed below are ineligible uses:

  • Payroll costs incurred to maintain existing employees (i.e. job retention)
  • Utilities
  • Relief from employer payroll taxes
  • Costs of daily business operations
  • Regular maintenance of the facility or equipment
  • Refinancing of existing debts.
  • Activities not deemed to be in response to COVID-19 impacts.

Job Creation:

If any jobs will be created or retained as a direct result of any re-opening plans, the applicant will self-certify on their application how many of those jobs are held by low- and moderate-income persons. Note: New or retained jobs are only considered to be available to LMI persons when: the job does not require special skills that can only be acquired with substantial training or work experience or education beyond high school education, or when the business agrees to hire unqualified persons and provide such training. New or retained jobs are only considered to be held by LMI persons when the job is actually held by an LMI person.

To Apply:

To apply for funding, please complete the following loan application:

Required Attachments:

In addition to the COVID-19 Small Business Recovery Assistance Application, the business will also be required to provide the following supporting documentation:

  • W-9 (https://www.irs.gov/pub/irs-pdf/fw9.pdf)
  • Monthly Profit and Loss Statements or Bank Statements beginning January 1, 2020 to demonstrate COVID-19 impact.
  • Most recent federal income tax return.
  • Current business license, if applicable
  • Payroll Documentation, if applicable
  • Expense documentation for what you are seeking reimbursement
    • Space/technology upgrades – Invoices and Proof of Payment (i.e. cancelled checks, credit card statements, online bill pay transaction history, bank statements)
    • Sanitation– Invoices and Proof of Payment ((i.e. cancelled checks, credit card statements, online bill pay transaction history, bank statements)
    • Rent/Mortgage – Lease Agreement, Mortgage Statement, and Proof of Payment (i.e. cancelled checks, transaction history, bank statements)
  • Dun and Bradstreet – Data Universal Numbering System (DUNS) Number:
    • Purpose of DUNS - A DUNS number is a unique nine-character number used to identify your organization. The federal government uses the DUNS number to track how federal money is allocated.
    • How to Register for a DUNS Number - If your organization does not yet have a DUNS number, visit the Dun & Bradstreet (D&B) website (https://fedgov.dnb.com/webform/displayHomePage.do) or call 1-866-705-5711 to register for a DUNS number. Registering for a DUNS number is free of charge, so if you encounter any organizations or websites soliciting a fee or charge to acquire a DUNS number it is likely a scam or fraudulent. Allow up to two business days to obtain a DUNS number, but it can occur in one business day. You will need all of the information listed below to obtain a DUNS number:
      • Name of organization
      • Organization address
      • Name of the chief executive officer (CEO) or organization owner
      • Legal structure of the organization (e.g., corporation, partnership, proprietorship)
      • Year the organization started
      • Primary type of business
      • Total number of employees (full and part-time)

 COMPLAINTS AND APPEALS PROCEDURES:

During the course of the program, it is probable that business owners will make complaints. The Project Management Team will follow its written policy for handling disputes and complaints. This policy will be given to each applicant. The policy is as follows:

  1. During the intake and application process, applicants will be informed that if their application is denied, they will be notified in writing that they have thirty (30) days from receipt of such notice to make a written appeal to the Grant Manager. The Grant Manager will review the appeal and issue a written response within fifteen (15) business days. If necessary, the appeal will be further reviewed by the Project Management Team, before a final decision is made.
  1. When invoices and proof of payment are submitted for reimbursement, applicants will be informed that if their full reimbursement request is denied, they will be notified in writing that they have thirty (30) days from receipt of such notice to make a written appeal to the Grant Manager. The Grant Manager will review the appeal and issue a written response within fifteen (15) business days. If necessary, the appeal will be further reviewed by the Project Management Team, before a final decision is made.
  1. The Grant Manager will respond to all written complaints and appeals in writing and will include an explanation of the reason(s) for the decision reached, information on the next step in the appeals process, and a specified date by which the complainant has to appeal the decision. Appeals of the Grant Manager’s decision shall be addressed to the Project Management Team; appeals of that decision shall be addressed to the locality’s appropriate official; and appeals to that decision shall be addressed to the Board of Supervisors. Final appeals shall be addressed, in writing, to the DHCD Community Representative. The appeal will include a copy of all correspondence that has taken place to date. The appeal will identify the problem and the desired solution. DHCD will investigate the complaint and respond, in writing, in a timely manner. All involved parties will be copied. Documentation of complaints will be kept on file in the Grant Manager’s office.
  1. If the complainant requires assistance in putting his or her complaint in writing, the Grant Manager will make assistance available. The same is true for appeals.

Denied Application:

Write the grant manager:  Sangi Cooper, Southside PDC, 200 S. Mecklenburg Ave., South Hill, VA 23970. Email: scooper@southsidepdc.org.

Denied Full Reimbursement:

Write the grant manager:  Sangi Cooper, Southside PDC, 200 S. Mecklenburg Ave., South Hill, VA 23970. Email: scooper@southsidepdc.org.

The Appeals Process:

If you would like to appeal a decision made by the grant manager:  

1. Write the Project Management Team at 200 S. Mecklenburg Ave., South Hill, VA 23970. Email: scooper@southsidepdc.org.

2. Write the County Administrator at P.O. Box 307, Boydton, VA 23917.

3. Write the Board of Supervisors at P.O. Box 307, Boydton, VA 23917.

4. Write DHCD at Main Street Centre, 600 E. Main St., Suite 300, Richmond, VA 23219.

 

 

Physical Address of Business
Mailing Address
Enter mailing address if different from physical address.
Company Background & COVID-19 Impact
Required Attachments:

Please only upload PDFs

Please combine attachments into one PDF if possible (i.e. all Monthly Profit and Loss Statements combined into one PDF).

If you have trouble uploading any attachment or additional documentation needs to be submitted, you may email it to scooper@southsidepdc.org

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All rights reserved.