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Charitable Organization Endowment (COE) Program
Overview | COE Grants Program | Basic Operational Grant | SOS Grant | Organizational Capacity Assessment Tool (OCAT) | SOS Grant Timeline
Overview
Through our Charitable Organization Endowment (COE) Program the Oklahoma City Community Foundation provides the following key services to nonprofit organizations participating in the program:
Fund Management
Our long-term investment strategies and efficient management of the COEs provides for the future financial needs of the organization. See investment and distribution policies here.
Through DonorCentral, a secure online reporting service, a COE staff member can view up-to-date gift history and financial statements for their endowment fund or funds.
Fund Administration
We process all gifts and gift acknowledgements, provide each organization with an annual report of their fund(s) including gifts, distributions and investment performance.
Development & Gift Facilitation
The Oklahoma City Community Foundation actively promotes the development of all endowment funds we adminster. Specifically, COE funds are promoted on an ongoing basis through publications, online via Central Oklahoma Charities - the region’s most comprehensive online nonprofit directory - and through our engagement with professional advisors.
Our planned giving services and expertise are also available to organizations and their staffs. We work with donors to facilitate both current and planned gifts and administer both gift annuities and trusts. Legacy Giving is our online planned giving resource for donors and professional advisors that offers the latest information and tools for charitable estate gifts. Read more about our planned giving services here.
In addition to gifts of cash, we can facilitate a variety of non-cash gifts to benefit COE funds. See types of gifts we accept here.
We also provide a secure online giving service through which donors can make gifts directly to COE funds using a major credit card. COEs can also inquire about matching grants from the Kirkpatrick Family Fund. Read more here.
Eligible organizations can also apply for an endowment matching grant through the Kirkpatrick Family Fund. See details here.
Program & Resources
In order to enhance the effectiveness and sustainability of the COE participants, we offer free training including webinars on current charitable issues, COEnews - a monthly e-newsletter featuring current nonprofit topics and a free quarterly continuing education seminar for CPA who work for or with COEs.
Through the online COE Toolkit, we provide resources to help the COE funds promote their endowments to donors.
What is required for an organization to participate in the program?
Any 501(c)(3) public charity organization serving Oklahoma can make an application to participate. Upon approval, an endowment can be started with a $20,000 contribution from the organization itself, from a donor or a group of donors. For more information, please contact Gayle Farley at 405/606-2910.
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COE Grants Program
Through the COE Program, we offer two grant opportunities: Basic Operational Grants and Sustainable Organization Support (SOS) Grants
Grant proposals and applications will be accepted from organizations who meet the following criteria:
1. have a charitable organization endowment fund at the Oklahoma City Community Foundation.
2. have a proven track record of encouraging donors to support the endowment.
3. grant proposal must have the full endorsement of organization’s board of directors; the board must demonstrate an ongoing financial commitment to the organization.
4. Staff and board have completed the Organizational Capacity Assessment Tool (OCAT) to identify organizational strengths and challenges.
5.
Completion of the OCAT. The OCAT is a self-assessment instrument that helps nonprofit organizations identify capacity strengths and challenges and establish capacity buildling goals to create a more sustainable organization. It is primarily a diagnostic and learning tool that should provide a framework for measuring growth in your nonprofit's organizational capacity over time. The completion of the OCAT is required as part of our COE grants program.
Basic Operational Grants – grants up to $3,000
Basic Operational Grants are available to assist COEs with basic first-time management and administrative needs. Grants will be provided for organizations in need of basic accountability, planning and communications resources in order to move forward.
Grants are available in the following areas but only if it is a first-time need for the organization:
- Initial strategic planning process
- A communications plan that includes accepting or participating in online giving
- A first-time financial audit and financial management review or software
- Basic management or development consulting
- Specific-purpose training for board and staff.
Basic Operational Grants will be awarded based on evaluation of the proposal by the Oklahoma City Community Foundation staff in conjunction with completion of the OCAT by the organization’s staff and board. Grants will be awarded up to $3,000.
Required Documents
In addition to the forms listed below, applicants must also submit one (1) copy of each of the following:
- A list of the current officers and directors of the organization
- A copy of the organization's long-range or strategic plan, if available
- A current year financial statement and current budget
Basic Operational Grants -- Forms
Directions: Please first save the required documents to your computer prior to completion. Download the latest free version of Acrobat here.
Organizational Capacity Assessment Tool (OCAT) Note: This is an Excel file.
1. Right click link and choose "Save as..." to download.
2.
To save, print and or close the file use the Excel navigation tools at the top of your computer screen.
Proposal Form
Basic Operational Grant Budget Form
Grant Quarterly Report Form
Grant Final Evaluation Report Form
Basic Operational Grant Deadlines: Proposals can be submitted at any time to Gayle Farley either via e-mail or by mail: P.O. Box 1146, Oklahoma City, OK 73101-1146 or can be hand delivered to our offices at 1000 N. Broadway Ave.
Sustainable Organization Support (SOS) Grants – up to $15,000
SOS grants seek to strengthen the skills, abilities and resources of an organization so it can survive, adapt and thrive. Grants awarded will focus on supporting effective operations and building stable organizations that are sustained and able to grow to meet community needs and opportunities. SOS grants will support activities that generate a fundamental improvement in the structure, systems or strategies of an organization in a manner that leads to a more stable and effective organization.
Grants are available for projects and activities in the following areas:
- Donor Development: the expansion of donor base, development of more diverse funding sources and more efficient and effective fund-raising activities. Emphasis should be on developing ongoing individual donors versus corporate or foundation support.
- Marketing and Communications: development and implementation of a marketing and communications plan that addresses the multi-year needs, awareness building and development efforts of the organization.
- Organizational Review and Strategic Planning: an in-depth review of the organization’s governance, management and programming that includes an assessment of the community environment and provides a vision for the board and staff to follow to build a sustainable and stable organization.
- Integrated Projects: an organization can apply for a SOS grant that combines any of the three areas listed above in a plan that involves both board and staff in an assessment of the organization’s role in the community and the resources necessary to sustain an effective operation.
SOS Grant Application Criteria
SOS grant applications must illustrate a commitment by the board and an illustrated financial commitment of the organization to fund a portion of the proposed project.
- Completion of OCAT by both staff and board representatives. Within the Narrative, you will need to relate the proposed project to the results of your OCAT.
- Organizations should have a “business plan” for the proposed project that includes clearly stated goals with measurable outcomes i.e. “XYZ organization seeks to increase its donor base by 50 percent within 12 months (1,000 current donors/1,500 donors at end of project)” and the expected outcome of reaching each goal and impact upon the organization.
- Note sources for sustained funding if necessary.
- Board involvement is required and board members must also be contributors to the organization either directly or to the endowment fund.
- Organization must illustrate that the project is a priority for board and staff and has full support and backing of board.
- Proposed activity/project must align with the organization’s strategic plan.
- Only one grant will be provided per organization during a 12-month period.
Priority will be given to organizations with the following characteristics:
- Annual budget (expenditures) of less than $500,000
- Governance body must be based in central Oklahoma
- Staff of five or fewer full-time employees
- Length of time of incorporation as a nonprofit of 10 years or less
- Provides direct services in Oklahoma
Required Documents
In addition to the forms listed below, applicants must also submit 1 (one) copy of each of the following:
- A list of the current officers and directors of the organization
- A copy of the organization's long-range or strategic plan, if available
- A current year financial statement and current budget
SOS Grant Application -- Forms
Directions: Please first save the required documents to your computer prior to completion. Download the latest free version of Acrobat here.
Please provide 1 (one) copy of the Organizational Capacity Assessment Tool (OCAT)
Note: This is an Excel file.
1. Right click link above and choose "Save as..." to download.
2.
To save, print and or close the file use the Excel navigation tools at the top of your computer screen.
Please provide 15 (fifteen) copies of each of the following:
Application Form
Guidelines for Narrative
SOS Grant Budget Form
Grant Submission Check List (not an active link at this time)
Report Forms
Grant Quarterly Report Form
Grant Final Evaluation Report Form
Grant Evaluation Requirements
An annual grant evaluation will be conducted for up to three years in order to successfully measure the impact of the grant. Specific evaluation tools will be provided to grantees.
SOS Grant Application Deadlines: First deadline will be October 1, 2010. Organizations interested in applying for October 1 must contact Gayle Farley by August 1, 2010. Subsequent deadlines will be January 1 and July 1.
SOS Grant Application Process/Recommended Timeline for January 1, 2011 deadline
July-August
Conduct Self Assessment
Organization staff and board must conduct a self assessment to identify strengths, needs and funding support/requirements. Conducting a self-assessment along with your board will not only strengthen your grant proposal but will be crucial in assisting your organization in developing a plan to address needs and opportunities.
Self Assessment Tool
Important timeline to note for 2011 grant cycle: Interested organizations should begin the self-assessment process up to six months but no later than three months prior to grant deadlines. Discussion with Gayle Farley is required prior to submitting assessment.
September-November
Board and staff complete OCAT and submit summary to Gayle Farley.
Meet with OCCF staff to discuss OCAT results and proposed SOS grant project.
December
Organization prepares following documents to submit no later than January 1, 2011:
- Application Form
- Narrative
- Supporting Documents including: Current board list, most recent FY audit or financials, strategic plan
February 2011
Application considered by committee and recommendations are made to Trustees for final approval.
March 1, 2011
Organization notified of Trustees’ decision.
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Updated September 2010
