United We Care: Martin County’s COVID-19 CARES Food Relief Fund Guidelines

I. Program Summary and Purpose

The United We Care: Martin County’s COVID-19 CARES Food Relief Fund (hereinafter “Fund”) assists eligible nonprofits serving Martin County who are providing nutritious food and products to our community due to the COVID-19 pandemic. The Fund is prioritizing those agencies that have the capacity to store, process and provide food safely for our community. Assistance with the purchase and transportation of food will be provided from August 1, 2020 to December 30, 2020.

II. Fund Utilization

United Way of Martin County will be the administering organization who works with nonprofit organizations who serve Martin County to provide relief funds for the purchase food for Martin County during this pandemic.

III. Definitions

Coronavirus Disease 2019 (COVID-19) is the infectious disease caused by the most recently discovered coronavirus. The most common symptoms of COVID-19 are fever, tiredness, and dry cough. Some patients may have aches and pains, nasal congestion, runny nose, sore throat or diarrhea. Most people (about 80%) recover from the disease without needing special treatment. Older people, and those with underlying medical problems like high blood pressure, heart problems or diabetes, are more likely to develop serious illness. All IRS 501(c) (3) nonprofit organizations that serve Martin County and have food programs as part of their mission or any church-based food pantries serving Martin County (hereinafter
“Agency”) are eligible to apply. All food received from this Food Relief fund must be made available to the community and other providers for free. No food can be sold that is purchased from these funds.

IV. Form of Assistance

a. Eligible Agency may request support to purchase food to assist Martin County residents during this pandemic.
b. Agency must have food service as part of its mission and have experience with food safety and nutrition.
c. Agency must certify that it has the capacity to store and process any purchased food to Martin County residents.

V. Allowable and Non-Allowable Expenditures

a. Eligible proposed expenditures of the Fund are limited to food and transportation costs associated with its procurement.
b. Purchase of local fresh produce from local Martin County Farmers, if available, is required.
c. Food purchase for mass mobile food distribution is not authorized under this Fund unless the following criteria is met. 1) Prior approval from Martin County Administration, Martin County Sheriff’s Department and United Way, 2) Proof of residency and need can be established for all benefactors of the food distribution, 3) Process of distribution is shared.

VI. Application/Approval Process for Food Relief Fund

a. The Agency must complete a prescreening application for planned purchases under the Fund. The application is located below. Prescreening applications will be approved or disapproved within 5 business days of completion.
b. Within 5 days of receiving application approval, Agency must submit a Food Request Form detailing the items proposed for purchase, a valid invoice/proposal from the food vendor for all food items and associated transportation cost, a W-9 for each Vendor.
c. The Agency must also provide a Cares Act Corona Virus Relief Fund Certification Form.
d. United Way will review the Agency Food Request Form for verification that the request is within the guidelines of the fund and submit the request to Martin County for approval.
e. United Way will provide payment for County approved food and transportation costs directly to the vendor/food provider as provided on the W-9 provided by the Agency.

VII. Agency Responsibilities

a. All agencies must have a current safe food certification to be eligible for this funding.
b. Six (6) weeks after each food purchase, the Agency must provide a report including a
summary of the food purchased, how the food was distributed, and the clients served.

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