Letters of intent are always welcome, year-round,
from groups engaged in charitable projects! Although funds are limited, you
should review the procedures for grant proposals that will qualify.
are due on April 1, August 1, and September 15, so inquiries should be made
and letters of intent should be submitted a few weeks beforehand.
to grantees are not made until after Board approval each quarter, usually the
last week of February, May, September, and November.
are outlined below for requesting support from the Tipton County Foundation
for a charitable project or program. One can also obtain these instructions
by fax, email, or visiting the Office.
download a .pdf document containing all of the information on this webpage,
click here: http://www.tiptoncf.org/TCF_Grants.pdf
Annual Grants Program Policies & Procedures
The Tipton County Foundation, Inc. is a tax-exempt
public charity governed by a volunteer Board of Directors broadly representative
of the Tipton County community. The Foundation holds a variety of funds that make
grants to a broad range of charitable agencies and programs. These grants are made
from the investment income earned on permanently endowed funds.
The following grant program policies and procedures apply
only to the general and
field of interest philanthropic
funds in the Foundation and not to those funds (Agency Funds, Donor-Advised or Designated
Funds, Scholarship Funds) for which donors have directed the use of a particular
fund to a specific charitable purpose. Those funds are administered separately.
Only nonprofit charitable programs and projects that
serve the Tipton County community are considered for funding. The Annual Grants
Programs may change from time to time. Potential grant seekers are encouraged to
contact the Foundation prior to submitting a proposal to be certain the project
qualifies for funding.
National Standards for U.S. Community Foundations include compliance with the following in section
V. Grantmaking and Community Leadership. A community foundation...
operates a broad grants program to multiple
grantees that is not limited to a single focus or cause or exclusively
to the interests of a particular constituency.
awards some grants from its discretionary
resources through open, competitive processes that address the changing
needs of the community.
widely disseminates grant guidelines
to ensure the fullest possible participation from the community it serves.
performs due diligence to ensure that
grants will be used for charitable purposes.
identifies and addresses community issues
and opportunities and works to serve as a leader and convener.
assesses its grantmaking and community
Preference will be given to proposals that:
Address priority community concerns
Are change-oriented and problem-solving in nature
Assist grant recipients to achieve certain objectives
that are measurable and have a transformational impact on their clientele
Will have the greatest benefit per dollar granted
Have the potential of encouraging donations from
the general public through a match by the Foundation
Have the potential of leveraging additional grants
from other sources such as government and other foundations
Eligibility: Grants will be made only:
To groups which are nonprofit and charitable
(including formal, informal, governmental, and ad hoc).
To organizations that document their responsible
fiscal management and adequate accounting procedures. These include a specific
fundraising plan and current strategic plan.
For projects or programs that are proposed in
writing by the organization’s governing body.
Charities When a foundation makes a grant to an informal group or to an
organization that is not classified by the IRS as tax-exempt under Section 501(c)(3)
and as a public charity according to Section 509(a), it is required by law to ensure
that the funds are spent for charitable purposes and not for private gain or political
activities. Such grants require a pre-grant inquiry and a detailed, written agreement.
In reviewing a grant request from an informal group,
community foundation managers must assess whether the funds will be used for a charitable
purpose, and serve the public interest. Only a grant that serves the public will
be a charitable expenditure. All the details of any proposal, including budgets
and fund-raising plans, are essential, even if the group is not incorporated. Similarly,
reporting requirements must be fulfilled.
Expenditure Responsibility:Because the grantee is
not recognized by the Internal Revenue Service as a public charity, no part of this
grant may be used for general support of the group or general purposes. The Foundation
must see that the grant is spent solely for the purposes for which it is made and
obtain full and complete reports on how the funds are spent. This is outlined in
the Terms & Conditions when the grant is awarded.
When a grantee organization is informal, it may be
beneficial for the Foundation to make approved expenditures under the grant directly
to vendors. The Foundation is happy to assist grantees in setting up this procedure.
It ensures a paper trail and documents the charitable use to which the funds have
Operating Expenses for Incorporated Agencies Incorporated social service agencies may
submit proposals covering a portion of their general operating expenses, but must
still describe the major programs they provide and the benefits the community derives
from them. Preferably, however, agencies are encouraged to allocate their management
and general expenses proportionally to their various community benefit projects,
presenting a more accurate and favorable picture to the Foundation and other donors
of the priorities they have established, and avoid an unrealistic and misleading
view of “overhead”.
Government agencies, including tax-supported entities
such as volunteer fire departments or public
educational institutions, may submit proposals for special resources or new initiatives.
Their proposals must:
explain why the requested support is not covered
by tax revenue
tell how it will be renewed or sustained in future
describe what collaboration with other towns,
schools, or agencies is intended, in order to control costs and to make similar
services available in all jurisdictions of Tipton County
provide information about how such programs are
funded in other counties.
The Foundation DOES NOT make grants to Individuals
OR for the following:
Programs or equipment that were committed to
prior to the grant proposal period
Annual appeals or membership contributions
Building of Endowments, unless located at TCF
Projects that benefit only a few persons
Travel expenses for individuals or groups
Grantees who are delinquent
in reporting on a previous grant.
outlined below apply to all grant proposals, whether made by incorporated, unincorporated,
governmental, informal, or ad hoc entities. See the sections headed
Decision-making Process, Conflicts of Interest, and
Evaluation. Grantees must
submit final grant evaluation reports in a timely manner. If reports are delinquent
from a previous grant, new proposals will not be considered.
A committee of community volunteers and members of
the Foundation’s Board of Directors evaluates each proposal. Members are selected
to represent the broad geographic and professional diversity of the Tipton County
community. The Board of Directors makes every effort to appoint committee members
who will be unbiased and fair in evaluating proposals. The committee is made up
of ten to twenty people, chaired by a member of the Foundation Board.
Committee members visit the proposers at their facilities
or location where a project or program will occur, and may contact others familiar
with the organization and the need that the proposal addresses. The proposers do
not present to the full committee at its quarterly meeting.
The Board approves the budget for the grantmaking
committee yearly, out of the proceeds from the Foundation's general endowment and
field of interest funds. The committee chair reports to the Board those proposals
that have been approved for the Board to review. Additionally, the grantmaking committee
may postpone a decision on a proposal, or decline to recommend funding.
Conflicts of Interest
Because Board and committee members are active in
the community, potential conflicts of interest may arise from time to time. It is
the Foundation’s policy to deal with any conflicts of interest as openly as possible.
A conflict of interest is defined as any activity or interest that may cause bias
for or against a particular grant being considered. Committee and Board members
will disclose potential conflicts in writing, and answer relevant questions. Once
a conflict is disclosed, members may, if appropriate (as determined by the Board
or committee), abstain from further consideration of a particular grant.
grant proposals, the Foundation gives consideration to:
Resources: can the Foundation adequately
and effectively respond to the request in the context of grantmaking priorities
Impact: number of people affected, potential
impact, demonstrated community need or desire for the project, collaboration
with other organizations, volunteer commitment to the project.
established community need, expected benefits, planning, similarity to other
programs, reasonableness of budget and grant request, other expected funding
sources, potential to leverage other grants. See
Fundraising & Strategic Planning,
staff and Board experience, organizational ability to carry out the project,
mission-appropriate, long-range plan for the project and the organization, future
of the organization. See Fundraising
& Strategic Planning, below.
& Strategic Planning: Grant proposal and interim and final reports on the
use of funds must include plans and results of an
Annual Fundraising Plan and
the organization’s Strategic Plan.
The Annual Fundraising
Plan: There is a written asset development plan indicating
long-term goals, immediate action steps, and measurable outcomes, as a part of the
overall strategic plan. The TCF grant proposal includes strategies and tactics to
support new donor cultivation, and to strengthen relationships with existing donors
and to encourage future giving. The plan must list other grant proposals, events,
mailings, and campaigns with their general nature described, time frames, goals
for number and amount of contributions, expenses, and net proceeds anticipated.
Results are then reported in interim and final reports on the use of the grant.
Plan: The grantee organization’s vision, values and
beliefs are clearly defined and guide the planning process. The plan addresses all
aspects of the organization, including fund development, community leadership, stewardship
and programs. Goals and objectives are Specific, Measurable, Attainable, Realistic
and Timely (SMART). Challenges
to achieving goals and objectives are identified and addressed. Specific action
steps are identified for strategy implementation, including time lines and responsible
parties. Measures of performance relative to the strategic plan are described in
the proposal, and reported upon in interim and final reports to TCF.
Field of Interest Funds
Incorporated charities with 501(c)(3) status
from the IRS can establish an "Agency Fund" at the Tipton County Foundation.
With its endowment managed with TCF's assets, it is an inexpensive way to build
a reliable source of budget-backing support. Grants are made from agency funds
by request of the board of directors of the named agency, not requiring a grant
proposal or committee action. See the Agency Endowments
page on this website, or contact the Foundation for more information.
Donors may also establish a “Designated Fund”
that carries on their charitable interests automatically, while they are living,
and even when they have passed away. In such a case, the donor determines what
charitable organization(s) should receive an annual payment from the proceeds
of their named fund, and the Foundation issues a check, with no application
or proposal being necessary.
Similar to this is a “Donor-Advised Fund”
where the donor does not permanently decide the beneficiaries of the fund they
establish, but makes requests from time-to-time for the Foundation to make a
payment to a worthy cause. More about that below.
are not ready to launch fundraising for their own TCF endowment, and unincorporated
charities that cannot establish a named fund, are encouraged to take advantage of
Foundation "Field of Interest Funds" that are set up to encourage support
from a broad range of donors who recognize a widely-shared community concern. The
proposals submitted to the Grantmaking Committee may be funded from these sources,
depending on the match of the fund purpose to the proposals. The more successful
fundraising is in growing Field of Interest Funds related to your group's concerns,
the more money will be available for that type of grant each year.
Incorporated social service organizations with tax
exempt status under IRS Code Section 501(c)(3), that commit to a cooperative fund-raising
process and other standards similar to those of the United Way, may have their grants
funded in part by donations contributed in the annual United Community Fund
Such agencies should submit
a single annual proposal to the Foundation for the projects for which they
seek funding, and the Foundation will determine what proportions of a grant may
be paid from the United Community Fund or the Foundation’s other grants budget sources.
Schram Education Fund
One of these other sources is the Education Fund, named in
honor of the Foundation’s first executive Robert Schram and his wife Ibby Ann. Potential
grantees need not specify this fund or any other in their proposals; the Foundation
will use its discretion in determining whether an educational project should be
supported by the education field of interest fund, or the other grant budget sources.
Another field of interest is
the particular cause of “the neediest children,” whom the Foundation seeks to benefit
through grants from the John B. Findling Legacy Fund.
Traditionally, this fund has made small grants to sororities, service clubs and
other organizations for special child-oriented programs, especially at holiday time.
Such projects need not take place just at the Christmas holidays,
but may be considered in any of the quarterly grantmaking cycles of the Tipton County
Foundation. Agencies receiving a major grant from
TCF should include any Findling-qualifying projects in their main annual
Organizations seeking funding
only for a project to benefit the neediest children should submit their letter of
intent and proposal as early in the calendar year as possible to ensure Board approval
in time for their event.
Arts & Culture Fund
The Arts & Culture Field of Interest Fund at the Tipton County
Foundation is endowed to support a range of projects that enrich the quality of
life. Life-transforming experiences of art appreciation, music, and theater can
be made more affordable and available to all. Grants may provide concerts, exhibitions,
matching grants for programs from the regional arts council, subsidies of field
trip costs for students, or honoraria for guest artists at community events.
Special funds have been set up to provide tax deductibility
and financial administration to help volunteer groups to provide community benefits.
While grants from these funds are typically made only for the group that set them
up, this list may give you ideas about whether you can propose that the Foundation
assist your project in a similar way. Not all of these are endowed, and gifts are
usually used within the year:
• City of Tipton July 4th Fireworks
• Fairview Cemetery Beautification
• Community Thanksgiving Dinner
• Veterans’ Memorial Plaza at the Courthouse
• Tipton Police Honor Guard and Canine Officer
• Disaster Recovery
Tipton Park Gazebo and Improvements
Tri-Kappa Sorority spearheaded a campaign to build the Gazebo
in Tipton Park, and establish an endowment that could provide support for its maintenance.
In recent years, this Fund has also been used to include other permanent gifts for
park improvements. In addition, by request of the Park Board, the Foundation has
received and distributed funds restricted by the donor for the new Park Trails,
Christmas Lights in the Park, and now the recycled Park Benches project organized
by the Friends for Parks and Recreation.
Senior Citizen Programming
Our fastest growing
population segment, committed citizens, proud neighbors, with issues of health care,
economic vitality, and productive ways to use their skills and knowledge. This fund
can make money available for enriching seminars, trips, equipment, and other projects.
When the Tipton
County ARC ceased operations in 2009, they entrusted to TCF the care and future
growth of the nest egg they had developed after years of fundraising and grants
to assist special education teachers, organizations like Janus Development Centers,
and such programs as the Special Olympics. Contributions from people and groups
to sustain this support will grow this Fund for permanent benefits for our neighbors
with special needs.
Field of Interest Fund
the Tipton County Foundation is endowed to support a range of projects that encourage
individuals and groups to engage in education, research, and experiences that advance
Agribusiness. This fund will be used to promote all aspects of Tipton County’s agricultural
heritage and future.
The scope of projects
that it can fund may include gardening, 4-H and FFA, nutrition, family farming,
livestock, forestry, seed production, research, marketing, soil and water conservation,
the farmers’ market, renewable energy, attracting recent college graduates to return—and
anything else prospective grantees may propose to add value to the effort to encourage
When a student aged 6-22 plans to
make a personally significant investment of their time, talent, and treasure in
a cause that matters, and encourage others to do the same, the Foundation is eager
to help him or her be effective. If they seek to involve others in volunteer work
and fundraising, whether for a long-term or short period of time, their efforts
could qualify for support of project expenses, grants that match the gifts of others,
and technical support.
This is the ideal approach for in school service
clubs or societies, youth ministries, Eagle Scout candidates, and others who want
to do some good. An example on our website is Shayna Cole, THS Class of 2013, a
Key Club officer who initiated a highly-successful project of generating
A Million Thanks—letters to men and women serving in our
armed forces. Other young people should contact TCF in the early stage of their
planning. Also check this link: Donor-Initiated Fundraising.
Women and girls with roots
in Tipton County unite their charitable giving through the Women’s Fund
of the Tipton County Foundation. Their grantmaking creates a stronger, healthier,
and more vibrant community where women are empowered to reach their full potential.
The Women’s Fund has separate
guidelines and procedures for considering proposals for grants. Contact the office
for updated information.
Incorporated charitable organizations may benefit
from requesting grant support through one of the Foundation’s “donor-advised funds.”
Potential grantees may contact the
Foundation staff for assistance with such an approach.
Here are the policies which govern such grants by funds:
Donor-Advisors may request that the Board of Directors
of the Tipton County Foundation consider grant recommendations from component funds
with which they have advisement rights. Such recommendations are not a direction.
TCF reviews all such proposals to ensure that the organization is a legitimate charity
under IRS regulations, and that the purpose of any grant is charitable in nature.
TCF will process a recommendation only if the grant meets the criteria for approval.
When a grant is from such a fund at the Tipton County Foundation, no charitable
deduction is to be acknowledged to the donor-advisor. Certain restrictions to donor-advised
funds are required by federal law:
Donor advised funds may not be used to make grants
to individuals, (also excluding any grant to an eligible entity, but for the
benefit of a specified individual.)
Donor advised funds may not be used to fulfill
pledges, nor to secure benefits from a grant recipient for donors, advisors,
or related parties.
Donor advised funds may not be used to acquire
a benefit, good, or service for any specific individual or pay for dues, membership
fees, tuition, goods from a charitable auction, or other goods or services;
support a political campaign or lobbying activity; or support a private non-operating
Donors, advisors, or related parties may not
receive grants, loans, compensation or similar payments, including expense reimbursements,
from donor advised funds.
download a .pdf document containing all of the information on this webpage,
One can also
obtain these instructions by fax, email, or visiting the Office.
Submitting a Proposal
The required content and format are outlined below for a proposal requesting support
from the Tipton County Foundation for a charitable project or program. This outline
can also be downloaded from our website at
STEP ONE… the
Letter of Intent
If you are interested in submitting a grant proposal to the Tipton County Foundation,
the first step is to send us a Letter of Intent.
Please mail the completed letter to Tipton County Foundation, PO Box 412, Tipton,
IN 46072. You may also email the letter as an attached document, NOT incorporated
in the body of your email. Please feel free to contact us with questions: 765-675-1941
or firstname.lastname@example.org. Please include
the following information in your letter:
Who you are
Name of organization,
website if any
Contact Info (contact
person, phone, mailing address, email address)
Mission of organization
501(c)(3) or other
What you would like to do
The nature of the
project, no more than 200 words.
Who will benefit
(both the target population and number to be served)
When a decision will
be needed, when the project will begin, and when the project will end
Total project cost
Portion of project
cost you are asking TCF to fund
STEP TWO… the Narrative
After we respond to your Letter of Intent, please draft your own word-processed
document when writing your grant proposal. You must include ALL of the following
information, in the order it appears, for your proposal to be considered for funding.
In this section, you should first incorporate the information from your Letter
of Intent with any appropriate updates. This is also where you should explain
in detail: the need for your project, how the project will be implemented,
and how the success of the project will be measured.
Please tell the committee who else is involved in this kind of project in
or for the Tipton County community, how their work is like or different from
the project you are proposing, and what other agencies/organizations are likely
to work with you in fulfilling your plan.
For example, be sure
to communicate with the Tipton County Extension Education Center on adult education
or training projects. Or, if your project is school/education related, please explain
how your project might benefit students in the other school system or those who
are home-schooled or privately-schooled.
Please analyze the internal and external strengths, weaknesses, opportunities,
and threats that your organization might face. Include your findings
in this Narrative. The Annual Fundraising Plan
Include your written asset development plan indicating strategies and tactics to
support new donor cultivation, and to strengthen relationships with existing
donors and to encourage future giving. List and describe other grant
proposals, events, mailings, and campaigns with time frames, goals for number and
amount of contributions, projected expenses, and net proceeds anticipated. The Strategic Plan
Include a copy of your written multi-year plan that addresses all aspects of the
organization, including fund development, community leadership, stewardship, and
programs. Indicate progress to date on stated goals and objectives. Identify challenges
to achieving goals and objectives and how they are being addressed. Identify specific
action steps from your strategic plan that are related to the grant you are proposing.
STEP THREE… the Attachments
Please include the following documents with your proposal in the order they appear.
List of Board members,
including business affiliations if any, and identification of Board officers
Statement of Financial
Position (Balance Sheet) for both year-end and most recent period
Statement of Activities
(Income Statement) for both year-end and most recent period
including planned fundraisers (month to be held, and net dollars anticipated)
Detailed project budget
Itemized income and
expenses. Indicate whether revenue is pending or received, and whether it is in-kind
revenue or cash.
Please indicate the
portion of the project budget you are asking TCF to fund, whether it is a specific
item in the budget or a percentage of the total. Your project budget may include
an appropriate portion of your organization’s administrative expenses. For example,
if staff is needed for oversight of the project, the corresponding portion of his/her
salary and benefits could be allocated to this project budget.
Evidence that this
proposal has the approval of your Board of Directors or governing body
For example, if
you are a teacher, you must obtain a statement of support from your principal and
the superintendent/Board of education. If you have a proposal from a public
safety or other government agency, you must obtain a statement from your supervising
Grants Program may change from time to time. Applicants are encouraged to
contact the Foundation prior to submitting a proposal to be certain the project
qualifies for funding.