Grant Application and Evaluation Process

General Guidelines

The Gelvin Foundation generally provides grants to non-profit organizations based in Oklahoma whose programs and services primarily benefit people living within a 30-mile radius of Tulsa or Eufaula. To be eligible for consideration, an organization must have a 501(c)(3) status or its equivalent with the IRS.
Grants are made in four primary fields of interest (the allocation of funding within these groups is reviewed and adjusted annually).

  • Family and Community Service
  • Health Care
  • Education
  • Cultural/Arts

The Foundation prefers to issue grants for capital items such as equipment and special program needs. We generally do not provide multi-year or matching grants, and we do not normally participate in capital campaigns. Grants for individuals or political interests will not be considered; proposals for general support, debt reduction or monetary compensation to staff or program participants are discouraged. Education grants are generally not provided to individual schools or public school systems and grants to religious organizations and programs sponsored by religious organizations are primarily limited to the Foundation’s support of St. John’s Episcopal Church in Tulsa which the Foundation’s founder, Lyle M. Gelvin, attended and supported during his lifetime.

Grant Application Process

Grant proposals are evaluated by the Board of Directors on a quarterly basis in March, June, September and November. All proposals received by the quarterly submission dates below will be considered in that quarter, provided any and all subsequently requested information has been received prior to the grant review meeting.

  • Proposals received by February 10th — will be evaluated in March.
  • Proposals received by May 10th — will be evaluated in June.
  • Proposals received by August 10th — will be evaluated in September.
  • Proposals received by October 10th — will be evaluated in November.

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

  • A brief summary of the proposal, using the first paragraph to introduce your organization and the purpose and amount of the grant funds being requested.
  • A more detailed description of the organization seeking support, including a brief history (first time applicants), current activities or programs, and targeted service group.
  • A more detailed 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 construction projects, renovation projects or capital equipment purchases should include written bids or price quotes if possible.
  • A current list of the organization’s Board of Directors and Officers
  • A copy of the organization’s 501(c)(3) determination letter from the IRS (first time applicants only)
  • A copy of the organization’s most recent year-end financial statements as prepared, reviewed, compiled and/or audited by a CPA independent of the organization, or a copy of the organization’s most recent Form 990 that has been filed with the IRS and which identifies a CPA as having completed the form. We cannot rely solely upon internally prepared budgets or similar financial statements.
  • A current phone number and email address for the representative of the organization who may be contacted by us regarding the proposal.

Proposals should be submitted by an authorized representative of the applicant organization via email (preferably) or mail to either of the Directors (but not both) at the addresses noted in this website under the tab “Board of Directors.” We conduct as much business via email as we can as we strive to be as efficient and paperless in the process as possible. We will acknowledge receipt of grant proposals via email usually within two weeks. After an initial review, we may request more detailed information or additional documentation, such as an organization’s current operating budget, additional financial statements and/or verification of other funding sources.

Grant Proposal Evaluation

We consider the following conditions important when evaluating a proposal:

  • The proposed project is well planned and efficient in its use of funds.
  • Foundation support would be vital to the project’s success.
  • The project has a significant or long-lasting impact on its beneficiaries.
  • The project has the ability to be self-supporting after the grant funds have been used.
  • The organization demonstrates sound fiscal management and the likelihood of meeting its objectives.
  • The organization works effectively with other entities where applicable to enhance its services and avoid duplication of effort.
  • The organization is able to provide the Foundation with all requested information and documentation in a timely manner.

Notification of Board action regarding a grant proposal will generally be made within two weeks after the quarterly meeting at which the proposal is considered.

SPECIAL NOTICE FOR FIRST TIME APPLICANTS AND NEW POLICY FOR LEGACY CHARITIES

We are a relatively small private Foundation that has been operating for over 25 years. In that time, we have built long-standing relationships with many local charities to whom the bulk of our grants are distributed each year. As a result, we currently have limited funds available for organizations that are new to us and grants awarded to first-time applicants are generally limited to about $3,000. For repeat (i.e., “legacy”) grantees, know that we have decreased the total number of grants we will be distributing annually beginning in 2025, so we are implementing a kind of “rotation system” whereby our more “regular” grant recipients will, in effect, take turns and not necessarily receive grants every year as they may once have.

For any organization, a decision not to award a grant should in no way be interpreted as disapproval of the organization or lack of appreciation for its programs. Also, know that the focus of the Foundation may change as new areas of concern develop within the community. Previous grant commitments or non-approvals should not be taken as a likely approval or non-approval of subsequent grant proposals.

Please do not hesitate to contact us if you have any questions or need clarification regarding our grant application or evaluation process.