Grant Application Process

The Gelvin Foundation is limited by internal policies to the support of non-profit organizations located and operating 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 501(c)(3) status or its equivalent with the IRS.  Grant applications for individuals or political interests are not accepted, and applications for general support, debt reduction or compensation to staff are discouraged.


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 that any and all subsequently requested information has been received prior to the quarterly grant review meeting. 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 October 10th — will be evaluated in November

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


Therese Starr
The Gelvin Foundation, Inc.
P.O. Box 837
Eufaula, OK  74432


Terry Doverspike
The Gelvin Foundation, Inc.
7122 S. Sheridan Road, #20572
Tulsa, OK 74133


Email communication for the delivery of all proposals and supplemental documentation is strongly encouraged due to increased efficiency and as the Foundation strives to be as paperless in the process as possible. 


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, and targeted service group.
  • 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 construction projects, renovation projects or capital equipment purchases should include written bids or price quotes if possible.
  • 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(c)(3) of the IRS Code or its equivalent.
  • 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.  

We will acknowledge receipt of grant proposals via email as quickly as possible, usually within two weeks.  After our initial review of the proposal, we may request additional information and/or documentation, including an organization’s current operating budget, additional financial statements and verification of other funding sources.  Site visits may be scheduled at the discretion of the Foundation.   


Please note:  All grant proposals, whether from first time applicants or returning grantees, must include the following information to be considered complete:

  • List of current Officers and Board of Directors
  • Most recent year-end financial statements prepared by an independent CPA
  • Signed letter and contact information (phone and email) from the person submitting the proposal

Please do not hesitate to contact us if you have any questions or need clarification about what to include in your proposal. 


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.