COVID-19 Relief Fund for Sports, Arts, and Culture: Response and Impact
In response to the economic impact of the COVID-19 pandemic, the Department of Sport, Arts, and Culture has implemented a Relief Fund to support artists, athletes, and stakeholders. This initiative aims to provide financial assistance to those who have suffered losses due to canceled events, projects, or productions during the lockdown. The fund also supports digital proposals as an alternative to traditional presentation platforms. Timelines, criteria, and eligibility details are outlined to ensure a transparent and efficient disbursement process.
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DEPARTMENT OF SPORT,ARTS AND CULTURE PRESENTATION TO PORTFOLIO COMMITTEE 1
TABLE OF CONTENTS PART ONE : SPORTS Introduction Timelines Criteria and Eligibility Application Process Rules of The Grant Details of Applications - Sport Status of Applications -Sport How Do We Track Progress How Do We Deal With Corruption 2
Part TWO Guidelines To Applicants Applications Received Arts and Culture Adjudications Progress With Adjudications Risk Matrix Procurement For Covid19 Monitoring Aspects Monitoring and Evaluation Financial Breakdown Lessons Learnt
COVID-19 SPORT, ARTS AND CULTURE RELIEF ONE PART ONE- Sport
Introduction COVID19 and the downgrade have exacerbated the recession the country is facing pointing to the reality of the country heading towards a depression Cabinet has resolved that all clusters convene to review the situation and provide an effective war-time response to the situation we find the country in. Every sector must consider measures and efforts they will offer to ensure that relief is provided for any loss of income to the stakeholders of the sector
TIMELINES 16/03/2020 President announces state of disaster 17/03 /2020 Ministers stakeholder meeting with the sector 23/03/2020 President announces a Lockdown from 27 March 2020 25/03/2020 Minister Nathi Mthethwa commits R150 million towards a Relief Fund to assist artists, athletes, technical personnel and its core ecosystem, to soften the economic impact of the COVID 19 pandemic. 25-29/3/2020 Sector relief framework and criteria released 2/4/2020 Call for applications released 9/4/2020 Adjudication panel appointed 6 14/-20/04/2020 Adjudication of applications and finalization of Adjudication Committee Report1 23/04/2020 - 22/05/2020 Disbursement of relief funds to successful applicants, re- adjudications, communications with applicants, appointment of appeal panels, final report of Adjudication Panel
CRITERIA AND ELIGIBILITY The criteria for the Relief Fund applied to the following: Loss of Income due to cancelled Events/Project/ Productions as a result of the National Lockdown, Loss of income to Athletes and Arts-practitioners who were confirmed to participate in events that have been cancelled, Financial support to digital proposals that provide alternative to conventional presentation platforms,
CRITERIA AND ELIGIBILITY Athletes as well as their coaches and technical support responsible for the athletes who were confirmed to participate in events that have been cancelled need to provide the Department with the following: Proof of booking and cancellation Their taxes must be in order Athletes on the Operation Excellence Programme are also eligible to apply for the relief funding. Athletes who have not earned the status of being National Athletes may be catered for by their Provinces based on the Provincial Criteria The Department reserves the right to determine the quantum of Relief and to conduct verification and due diligence prior to providing the relief. This relief is guided by Schedule 5 of the Constitution of the Republic of South Africa 8
CRITERIA AND ELIGIBILITY South African Athletes (technical staff) and Arts Practitioners including ( emerging, professional and legendary artists. Sports and Creative Industries formations Calendar events of national significance ( Tournaments and Festivals) Projects/ Events that are scheduled between the month of April June 2020 ID Copy (for all applications, whether it is for relief fund or new/digital projects) Tax clearance/tax number/pin (individuals and companies) CIPC documents (companies) Copy of contract/agreement (relief funds) Proof of cancellation (relief funds) 9
APPLICATION PROCESS The department created a special email account for its interaction with the sector related to joint efforts in responding and collaborating to combat and minimize the impact of the pandemic Covid19 This would be a platform where all would share ideas and own interventions in assisting artist and athletes weather the current conditions Part of the interventions included issuing out a call to the sector to submit applications for relief for cancelled projects and loss of income for practitioners in arts related activities Secondly, this process allowed the Department to open up opportunities for support of new projects that are targeted at digital solutions for the arts, given the temporary ban on mass events This is meant to safeguard livelihoods for people in the creative industries otherwise adversely affected by prohibition on public events 10
APPLICATION PROCESS e) Eligible to apply are athletes, coaches and technical personnel who directly support the affected athlete (s) as per set criteria. f) Each applicant must complete (blank spaces) this form to be eligible for COVID-19 Relief assistance. g) Applications must be sent to the applicant s National Federation. No application will be entertained if not sent through the National Federation. h) Only applicants that meet the above set criteria may apply. 11
RULES OF THE GRANT a) Only applicants affected by an event or events cancelled for the period 16 MARCH TO END JUNE 2020. (from when the President made a State of Disaster announcement TO JUNE 2020) b) Incomplete forms shall result in immediate disqualification. c) Registered businesses and their employees may not qualify for this Relief. They may explore other Relief Interventions available to businesses and labour. d) Provision of false information will be treated as fraud and dealt with through appropriate Criminal Justice System. e) Submission Deadline: 6th April 2020 12
DETAILS OF APPLICATIONS -SPORT SPORT / ORGANISATION Equestrian Netball Cricket Sasapd Fencing Surfing Football Athletics Swimming Cycling Canoeing Boxing SANABO Chess Judo Martial Arts Rugby SPORT / ORGANISATION APPLICATIONS 51 12 1 15 7 5 45 105 4 2 2 83 7 2 1 1 1 APPLICATIONS Golf 82 Gymnastics 3 Triathlon 5 Weightlifting 1 Tennis 2 Shooting 1 Jockey 1 Basketball 1 USSA 1 Powerlifting 1 Squash 2 Other 29 TOTAL 472 13
STATUS OF APPLICATIONS - SPORT Adjudication panel finalized the adjudication in 2 sittings and have considered application in 4 categories: Approved Conditionally approved Declined with Recommendations Declined Payments have been disbursed to 282 successful applications. Unsuccessful applicants have been informed of outcome and process of appeal Appeals panel appointed 14
STATUS OF APPLICATIONS-SPORT 18 May the status of applications is as follows: STATUS DETAILS Approved ( payment effected to 282) 297 173 Declined TOTAL 470 15 2 APPLICATIONS WERE DUPLICATES
HOW DO WE TRACK PROGRESS IN THE IMPLEMENTATION OF THESE DISBURSEMENTS Funds are being paid directly into the Banking Accounts of the of successful applicants. Proof of payment Formal communication to Sports Federations 16
HOW DO WE DEAL WITH CORRUPTION Federations are expected to provide the first line of assurance and sign off on applications Proof of cancelled events and intended participation to be attached to the application Verification of bank details 17
ONE COVID-19 SPORT ARTS AND CULTURE RELIEF PART TWO- Arts and Culture
GUIDELINES TO APPLICANTS DSAC Funded Projects Category Projects that had to be cancelled where a MOA exists and tranche payments are yet to be made The following criteria will apply: i. Submit documentation that does not deviate from the existing MOA requirements (narrative report, invoices, valid compliance documents etc) ii. Supporting documents: e.g. cancellation letters, proof of payments made to artists/participants/service providers etc. involved and proof of contracts and payment due iii. For approved projects without a signed MOA but with a grant letter, all valid documents and action plan (April June) should be submitted compliance 3
GUIDELINES TO APPLICANTS Institutions (Entities) of the Department Category Productions/Events/Projects scheduled for March June that had to be cancelled The Institutions/Playhouses will compensate the practitioners in accordance with their Agreements and the above-mentioned requirements may apply Institutions/Playhouses reserve the right to determine the quantum of compensation
GUIDELINES TO APPLICANTS Institutions (Entities) of the Department Category Productions/Events/Projects scheduled for March June that had to be cancelled The Institutions/Playhouses will compensate the practitioners in accordance with their Agreements and the above-mentioned requirements may apply i. Institutions/Playhouses reserve the right to determine the quantum of compensation 3
GUIDELINES TO APPLICANTS Non- DSAC Funded Projects Category In order for CANCELLED productions/live events/projects to be considered for the Relief Assistance, submissions will be evaluated on the following criteria: Projects/Events/Productions with a national footprint (involving creatives from various provinces) particularly those that are submitted by national industry organizations Compensation will be considered for the period April to June Collaborative projects which already had existing partnership or had a potential to attract other funders/investors
GUIDELINES TO APPLICANTS In the case of Freelance workers and independent contractors: Proof of loss of income should demonstrate that the creative worker was contracted, a signed contract; formal letter indicating a standing arrangement with other party, and that the other party will not provide for compensation Compliance for organizations: CIPC documents, valid Tax Clearance i. Compliance for individuals: Copy of ID, Tax number (if applicable) Relief will ONLY apply to the projects/events/productions that have been CANCELLED (NOT POSTPONED) Any other information outlined in the application form
GUIDELINES TO APPLICANTS New Proposals Category The Department accepted proposals that respond to digital solutions, for the creatives to continue working during this period. Proposals will be evaluated on the following criteria: Emanating from all cultural & creative disciplines, the content can also respond to the Covid-19 in the Sport, Arts and Culture sectors In the form of Video on Line, streaming, podcasts, animation and documentaries to mention a few Scheduled for April to June Guideline: the proposal should not exceed five (5) pages: outline a concept, brief profile, budget breakdown and a list of participants with their details should be included 3
APPLICATIONS RECEIVED ARTS AND CULTURE Number of applications received: Number loaded into the adjudication system Number still being processed 3346 2985 589 OF THE 2985 ALREADY LOADED: Total Relief fund applications Total digital applications Sports Applications (misdirected) 3 2629 353 3346 25
ADJUDICATION ARTS AND CULTURE An independent panel of 30 adjudicators was appointed by Minister to adjudicate over the 3 346 applications received. There are 8 panels of adjudicators appointed from the sector Of the 3 346 received, 2990 was for the COVID-19 Relief while 353 was for digital applications. There were 3 applications for Sport that were misdirected by applicants to the Arts & Culture email. These have been referred to the Sports panel So far, 2671 applications have been processed, with the balance of the applications to be completed by the end of this week (latest Friday 22 May) There is an appeal process laid out for applicants who may wish to appeal in the event that their applications were unsuccessful All unsuccessful applicants are duly advised about the appeal procedure, in the event they wish to exercise this right There is an independent panel that will be starting to adjudicate over the appeals within the week of 17 May 2020 8
PROGRESS WITH ADJUDICATION- ARTS AND CULTURE Payments are being made while adjudication of the balance of the applications continues (which must finish by this Friday 22 May 2020) Unfortunately 1507 applications have been unsuccessful for mostly not meeting the criteria or sending incomplete applications 1368 notices via email have been sent already in that regard and some on receipt have already exercised their right to appeal The balance of the applications will be completed by this Friday 22 May 2020, after which a decision may be made whether or not to extend the call for applications 9
PROGRESS WITH ADJUDICATION- ARTS AND CULTURE So far, 985 applications have been recommended and 409 have been paid To-date 587 appeals have been captured The appeals committee held their first sitting on the 18th May and the following is progress: 57 Appeals were considered 29 Were successful 9
PROGRESS WITH ADJUDICATION- ARTS AND CULTURE 14 were not successful 10 were not appeals 1 was a follow-up 1 needs to be verified 2 Spam emails 9
RISK MATRIX RISK MITIGATING FACTORS High volume of applications that may be a challenge to manage and ensure accountability and accuracy All Applications to be channeled through Sports Federations for first line of quality assurance and compliance Online submission rejected due to volume of applications Dedicated email address created for online submissions. Options of submission via Dropbox and We transfer Access to technology by potential applicants due to lockdown Sports Federations to assist with completion of applications and providing proof of authorization from applications Possible conflict of interest in adjudication Appointment of independent adjudicators with clear terms of reference. Legal services to observe compliance with criteria Reluctance by Adjudication Committee to attend face to face meetings during lockdown Provision of permits, Use of larger boardroom to ensure social distancing, ablution facilities with extra supplies of cleansing material, availability of hand sanitisers, masks and tissues. Minimising number of support personnel Unsuccessful applicants may lodge grievances Set up an appeals committee to deal with disputes and grievances Delays in payments of individual /successful applicants due to processes of capturing banking details and verification through Safety Net. Process payments through National Sports Federations or other agencies that Department has worked with 30
RISK MATRIX In order to ensure objectivity, impartiality, transparency as well as to safe guard the integrity of the Adjudication process, the Department has established the following: Appointed of Independent panel of Experts, Setting Up of threshold for different categories, Setting up of the Appeals Committee Verification and authentication of compliance documents 31
PROCUREMENT FOR COVID -19 DSAC utilises the National Treasury Instruction 8 of 2020 to procure goods and services. Emergency procurement processes exempted by Treasury 32
MONITORING ASPECTS The outcomes of the application will be made public Transactional Agreements will be entered between the Department and beneficiaries, Submission of narrative and financial reports ( inclusive of Proof of expenditure) upon implementation of the project. 33
MONITORING AND EVALUATION Banking details of successful applicants verified before processing payments. Proof of tax exempt status to be provided. Proof of payment stubs to be submitted by the paymaster Legal services as observers to ensure compliance with relevant prescripts Outcomes of process to be published by Minister considering constitution rights and POPI 34
FINANCIAL BREAKDOWN COVID Relief Funds Individuals Sport Relief Fund Legends R66 920 000,00 R 9 400 000,00 R 2 000 000,00 Service Providers R3 295 863,00 Live Stream Service Provider R488 750,00 Event and Logistics Management R824 000,00 Production Management R1 983 113,00 Digital Applications R26 475 000,00 R108 090 863,00 35
LESSONS LEARNT Due to extraordinary circumstances due dates for applications had to be of short around time. This affected quality of applications and other measures had to be devised to attend to this. Technology must be explored to expedite the electronic submission and subsequent management of applications. Access to the most disadvantaged must be a priority Any disclaimers /declarations to be included in the terms and conditions 36
LESSONS LEARNT Use of the Departmental grant management system for future intake of applications, Possible use of 3rd part entities to manage the entire process, Securing enough resources to address demands of the sector, Provision of additional human resource capacity to manage the process end to end, The Department does not have a database of Creatives nor any registration is done in the sector. The COVID-19 Relief Process has presented an opportunity for establishment of the National database of Creatives and their Organisations and businesses. Stronger collaboration with other Departments for information and databases sharing 37
THANK YOU 38
