Grant Guidelines

Policies for the Distribution of Grants from Unrestricted and Field-of-Interest Funds

The following policies and guidelines govern the process by which the Williamsburg Community Foundation (Foundation) makes grants from its Unrestricted (Community Endowment), and Field-of-Interest Funds.

Foundation Mission:
The Williamsburg Community Foundation connects people who care with causes that matter in our community…forever.

We pursue this mission by:

  • Building permanent, flexible endowment funds that respond to emerging and changing community needs;
  • Providing effective stewardship of charitable funds;
  • Advising donors with varied interests to help them achieve their philanthropic goals; and
  • Serving as a resource, catalyst and coordinator for charitable activities.

Grantmaking Vision
The Foundation’s grant-making activity supports a diverse range of philanthropic purposes including the arts, civic affairs, community development, conservation, cultural activities, education, historic preservation, social services and other fields that benefit citizens in Williamsburg, James City County and York County.

The Foundation will give special attention to projects that have a broad community benefit, that will enrich or enhance the lives of residents and/or that demonstrate the potential benefits of an innovative program to the community at-large.

The Foundation awards grants in the following areas:

In its review of grant applications, the Foundation will consider:

  • The degree to which the request meets the Foundation’s Grantmaking Vision as described above.
  • The applicant’s record of completing past grant reports and requirements. The application will face automatic denial if the organization has an overdue final grant report.
  • The applicant’s potential to implement the proposed project, including the likelihood of securing sufficient funding for the project to be viable.
  • Evidence of the fiscal, managerial, and programmatic viability and effectiveness of the applicant.
  • Available assessments of need, strategic plans or other independent, objective studies or reports that may have a bearing on the need or priority of the project in the community.
  • Whether the project duplicates an existing program, and if so, is there a substantial unserved, or underserved, population in spite of the existence of the same or similar program.
  • The priority of the project in relationship to other current applications, given the funds available for distribution.
  • How recently and at what amount the organization has received support from the Foundation. It is highly unlikely that an organization will receive funding from the Community Endowment twice during a calendar year.
  • After conferring with other funding sources, planning or evaluating bodies that may have knowledge of or interest in the project; the possibility that another funding source is a more appropriate resource than the Foundation.

Requirements

The Foundation will make grants to organizations within its service area:

  • that are qualified as tax-exempt under Section 501(c)(3) and 509(a)(1), (a)(2), or (a)(3); by the Internal Revenue Service and to private operating foundations,
  • government entities for public purposes
  • or under certain circumstances religious organizations.

If the IRS does not currently recognize the applicant organization as a qualified tax-exempt organization in one of the three categories above, then the applicant must use a fiscal agent. The fiscal agent must be recognized as a publicly supported, charitable organization as defined above. If a grant is approved, payment will be made to the organization through its fiscal agent. The fiscal agent will be responsible for all required reports. The Foundation currently does not make grants to organizations other than those described above. If it were to determine that it wished to provide grants to non-501(C)(3) organizations or businesses, it would do so under expenditure responsibility as described in appendix two (2) below.

Applicants must submit all required documentation including: application form, budget form, annual agency budget and a copy of its IRS Determination Letter. Incomplete grant applications will not be considered.

The Foundation will not generally make a grant two years in a row to an organization for the same project.

All grant recipients must provide a report on the use of the grant within one year using the Foundation’s online Final Report form. Reports should detail how dollars were expended and what the project achieved. Agencies that have not filed a report for a previous grant within one year are not eligible to submit a new application, unless an extension has been requested and approved.

The Foundation will not make grants for:

  • unspecified use of funds.
  • retroactive funding for any project expenses incurred before the Foundation’s decision date
  • multi-year grants or commitments
  • religious purposes (but may be made to religious organizations for projects with a broad-based, inclusive community benefit)
  • political or partisan purposes
  • individuals
  • a program or activity that engages in discrimination that would otherwise be prohibited by law.

Additionally individual funds currently award grants in the following areas: Women & Girls’ Programs, Transportation, Amateur Sports, Musical Performing Arts. New areas will be added as donors establish new funds.

Grant Award Determination

The Distribution Committee will review all Unrestricted and Field-of-Interest grant applications.

Grant applications will be evaluated using written reports, site visits or other methods of evaluation developed by the Distribution Committee.

The Committee will provide a list of all applicants, including those it has determined not to recommend for funding to the Board of Trustees. The Committee will recommend programs for funding to the Board of Trustees and will answer any questions regarding the applications. The Board of Trustees shall make the final determination with regard to each application.

In the event of an emergency request, the Distribution Committee will convene to consider that request for funding and, make a recommendation to the Board of Trustees.

Information on applications will be shared with WCF donors who have expressed an interest in helping to support grants to local organizations. Applicants may opt out of having their application information shared during the application process.


Appendix 1

Addendum to Policies for the Distribution of Grants from Unrestricted and Field-of-Interest Funds

Williamsburg Community Foundation Focus Areas

Arts and Culture
Building community wide cultural vibrancy will increase the quality of life for area residents and improve our economy.

Vision:

  • Community members have access to a variety of arts and cultural opportunities.
  • Residents are enriched and educated through diverse offering of arts and cultural activities in their community and schools.
  • The region’s cultural assets are supported to engage current and future generations.

WCF Supports:

  • Increasing access to the arts through performances in varied locations, discount ticket prices and opportunities to reach diverse audiences.
  • Public art and free performances in public locations.
  • Increasing the management capacity of arts organizations though staff and volunteer training or planning grants.

Evaluation:

  • Number of attendees at cultural and performing arts events.
  • Number of programs and location of programs.
  • For training and planning, completion of identified training programs or completion and implementation of strategic and development plans.

Children and Young Adults
Children and Young Adults represent the future of our community. By providing the support and opportunities to enable our youngest citizens to thrive we will create a more vibrant community for all of our residents.

Vision:

  • Children in the area served by the Foundation will enter school ready to learn.
  • Educational enrichment opportunities will be available and affordable for local children.
  • Young adults will have opportunities for volunteering and employment in our community.

WCF Supports:

  • Early childhood development.
  • Positive youth development through after school and summer enrichment programs.
  • Educational and therapeutic programs to enrich the quality of life for children and young adults with special needs.
  • Educational programs and job training for young adults.
  • Protecting children from abuse and neglect.


Evaluation:

  • Number of children and young adults served compared to number of residents in that age group.
  • Types of opportunities offered.

Environment and Conservation

Within our efforts to improve the quality of life for area residents, protecting and conserving our community assets are a key component. Among the many treasures of our community are our rivers and waterways, parks, greenspaces and historical sites.

Vision:

  • A community where the key physical assets of our community are valued and maintained.
  • A community where our natural resources are preserved and maintained
  • Preservation and maintenance of our historic sites continues to be a high priority for our community.

WCF Supports:

  • Programs that educate the public about our local environmental resources.
  • Programs to promote the preservation and conservation of natural resources.
  • Programs that promote the recreational and therapeutic use of our natural resources.
  • Programs that engage local residents in our key physical resources.

Evaluation:

  • Number of residents served.
  • Acres of land under conservation easement or conserved for public benefit.

Health and Community Wellness

Resources are available to improve the quality of health and well-being for all residents.

Vision:

  • Adult residents are connected to resources and services that meet their health, education, nutrition, physical fitness and safety needs regardless of their financial capacity.

WCF Supports:

  • Programs that improve the quality of life for lower income residents.
  • Educational and therapeutic programs that enable adults with low literacy and special needs to more fully participate in community life.
  • Local nonprofit providers for specific wellness needs, i.e. healthy meals, housing, transportation, etc.
  • Other aspects of community life that improve wellbeing for area residents.
  • Veterans and their families.


Evaluation:

  • How many clients are served.
  • How the program enables residents to have a better quality of life.

Senior Services

Members of our community over 65 have opportunities to maintain their health and wellbeing.

Vision:

  • Greater Williamsburg will be an age friendly community where residents over 65 have access to services and programs that maintain or improve their quality of life.
  • Organizations supporting senior citizens have the resources necessary to thrive and grow.

WCF Supports:

  • Programs and services that help older adults stay informed, healthy, and engaged.
  • Programs that increase the capacity of local organizations to support senior citizens who wish to age in place.
  • Respite care or support groups for families of those with Alzheimer’s or other disease that requires home care services.

Evaluation:

  • Number of residents served.

Appendix 2

The Foundation will not normally make grants that require the exercise of expenditure responsibility. This includes grants to nonprofit organizations that are not public charities and grants to businesses.

If the Foundation Board elects to make an expenditure responsibility grant, it will follow the following process:

  1. The Foundation will conduct a pre-grant inquiry to determine whether the proposed grantee is reasonably likely to use the grant for the specified purposes and that those purposes are charitable.
  2. The Foundation and grantee will sign a written grant agreement that includes all provisions required by Treasury Regulations.
  3. The grantee will be required to maintain the grant funds in a separate account on the grantee’s books.
  4. The grantee will be required to submit a written report summarizing the project promptly following the end of the period during which it used all grant funds and to submit any interim reports the Foundation may require.

(Approved November 20, 2019)