Grant Application Process

The Gelvin Foundation is limited by policy to the support of non-profit organizations principally in Oklahoma, with emphasis given to organizations whose programs and services primarily benefit those living within a 30-mile radius of Tulsa or Eufaula.  To be eligible for consideration, an organization must have a tax-exempt 501(c)(3) status or its equivalent with the Internal Revenue Service. Grant applications for individuals or political interests are not accepted, and applications for general support, debt reduction or continued support for the same programs are discouraged.

 

Grant proposals are evaluated by the Board of Directors on a quarterly basis in March, June, September and December.  All proposals received at least one month prior to the quarterly meeting will be considered, providing that all requested information has been provided. The following timetable will be used in scheduling proposals:

 

  • Received by February 10th —- will be evaluated in March
  • Received by May 10th —- will be evaluated in June
  • Received by August 10th —- will be evaluated in September
  • Received by November 10th —- will be evaluated in December

 

Proposals should be submitted by an authorized representative of the applicant organization and either emailed to one of the Directors or mailed to one of the Directors at the following address:

 

Board of Directors
The Gelvin Foundation, Inc.
P.O. Box 837
Eufaula, OK  74432

 

We do not have any specific application forms to fill out and submit, and proposals need not be elaborate or lengthy. All proposals will be considered regardless of form, but must include the following information:

 

  • A brief description of the organization seeking support, including a brief history, current activities or programs, targeted service group, and a list of its current trustees, directors and/or officers
  • A brief description of the project or program in need of funding, including an explanation of its importance, a clear statement of its goals, a timetable for its accomplishment and a plan for evaluating its effectiveness
  • The total amount of funding needed for the project, including funds already obtained from or committed by other sources, and the specific amount of funding  requested from the Foundation (proposals for major construction projects, renovation projects or capital equipment purchases should include written bids)
  • Plans to support the project or maintain the capital acquisition after the grant period
  • Evidence of the organization’s charitable, tax-exempt status.  An applicant should send a copy of the determination letter from the Internal Revenue Service indicating it is a tax-exempt organization as described in Section 501 of the IRS Code of 1986.

 

We will acknowledge receipt of grant proposals as quickly as possible, usually within two weeks, and applicants will be advised if any further information is required.  Such additional information may include the organization’s current operating budget and most recent financial statements as prepared or reviewed by an independent accountant.  Site visits may be scheduled at the discretion of the Foundation.  Notification of Board action regarding a grant will be made within two weeks after the meeting at which the proposal is considered.

 

The initial grant proposal should be submitted in writing, while subsequent exchanges of information may take place via email.  Please do not hesitate to contact us if you have any questions or need clarification about what to include in your proposal.

 

Since we are able to respond favorably to only a small percentage of the grant requests we receive, not being approved for a grant should in no way be interpreted as disapproval of an organization or lack of appreciation for the value of its programs.  Additionally, since the focus of the Foundation may change as new areas of concern develop within the community, previous grant commitments should not be taken as approval for subsequent grant approvals.