The Cape Cod Foundation processes hundreds of grant distributions every year. Outlined below are the steps used by The Cape Cod Foundation to ensure that it meets standards set by national industry peers and regulative bodies.
1. Recommendation from fund representative is received at The Cape Cod Foundation. Click here for Donor Recommendation Form.
2. Verification of nonprofit 501(c) 3 status and charitable purpose of grant is obtained.
Many times The Cape Cod Foundation has the organization's IRS status ruling in its files, however, if it does not, this step may take up to one week, depending on the ability to get the necessary paper work from the organization). The Cape Cod Foundation also reviews the purpose of the grant to ensure that it is a charitable gift and that no quid pro quo benefit is associated with the grant.
3. Receive approval from The Cape Cod Foundation's Board of Directors.
This step usually takes 2 to 3 business days, but it can take up to two weeks depending on the size of the grant and the schedule of Board meetings. It is the responsibility of The Cape Cod Foundation's Board to approve all grants made by The Cape Cod Foundation. For grants of $10,000 or less, the approval process has been delegated to a committee of the Board and is done via e-mail. For grants of more than $10,000, the Board approves grant distributions at its Board meeting if the meeting occurs within two weeks of the recommendation being made, otherwise the Board approves the grant distribution via e-mail.
4. Distribution is processed in The Cape Cod Foundation's database and grant check is prepared.
The Community Foundation processes checks twice a month, on the 15th and the 30th. If the above steps are completed by the 15th of the month, the check will be made by the 15th; if the above steps are not completed by the 15th, the check will be made by the 30th of the month.
5. Check, acknowledgement letters and "acceptance of grant form" are sent out.
The Cape Cod Foundation sends the grantee a letter with the fund name listed, unless otherwise discussed, along with the check and the "acceptance of grant form." The grantee must sign and return the "acceptance of grant form." A copy of the acknowledgement letter is sent to the fund representative. (Please see attached samples of acknowledgement letter and "acceptance of grant form.")
While some fund representatives have more than enough information to make grant recommendations related to their fund at The Cape Cod Foundation, other representatives would like some assistance in learning more about the issues affecting Cape Cod and some of the programs that aim to address those issues.
There are four sources of information that The Cape Cod Foundation can provide to every fund representative:
1. The Cape Cod Foundation's Columns newsletter that presents recent grants and distributions and other news related to The Cape Cod Foundation.
2. The new donor's letter, "Partners In Philanthropy," that lists projects that were not funded through The Cape Cod Foundation's general grant round. Due to the large demand for funds and the limited unrestricted resources of The Cape Cod Foundation, there are many good project proposals that are not funded. The Cape Cod Foundation makes these grant opportunities available to its donor advised representatives as a way of sharing good ideas with a larger audience.
3. The Cape Cod Foundation periodically organizes donors' forums around specific community issues. The Cape Cod Foundation invites five or six nonprofit representatives to talk about different aspects of an issue and allows ample time for discussion at the end of the session.
4. The Cape Cod Foundation provides research and information gathering on specific issues or programs that are of interest to a donor advised representative. The Cape Cod Foundation can provide as much information or as little - putting together a brief sampling of what is happening in the community, to soliciting proposals around a specific issue.
As a donor advised fund representative, you receive the Columns newsletter and the "Partners In Philanthropy" letter, as well as invitations to donors' forums. If you are interested in having The Cape Cod Foundation gather information on any community issues or programs for you, or if you have an idea for a donors' forum topic, please call Kristin O'Malley at The Cape Cod Foundation at 508-790-3040.