FIRST STEP: Submit a “Letter of Intent” which defines the project and the grant amount requested. The letter should be no more than two pages in length. Provide an electronic copy of the “Letter of Intent” for all grant requests by e-mailing it to GrantsApplication@pottstownfoundation.org. For current application timelines see “Due Dates & Forms” at www.pottstownfoundation.org.

The "Letter of Intent" should:

• Identify and describe the nonprofit organization who will oversee this project
• Explain how this project ties in with the Foundation's mission of enhancing the health and wellness of area residents
• Outline of the project scope - number of people and area served
• Estimate cost of project
• Provide timeline for project and identify project manager

SECOND STEP: Upon receipt of a “Move Ahead” letter via e-mail, submit the “Grant Application Cover Sheet” and “Grant Proposal Form” electronically to GrantsApplication@pottstownfoundation.org. (Forms are available on our website at www.pottstownfoundation.org). No hard copies are necessary. Please include one (1) electronic copy only of supporting documents as listed below:

• SIGNED copy of Grant application - must have Board Chair and Executive Director’s signature on the full application. Be sure to include the project budget.
• One (1) copy each of the following supporting documents:

• List of current board of directors with names, addresses and business & community affiliations and the percentage of board members who contribute to your organization.
• Annual organization budget for the current year including income & expenses.
• IRS verification of 501(c)3 status (if not already on file at PAHWF office)
• If school, library, township or other governmental entity, copy of documentation that shows governmental status (if not already on file at PAHWF office).
• Last audited financial statements including opinion letter or copy of most recently filed 990 tax form, if agency does not have audit performed

If an application falls within funding priorities, staff may request additional information regarding an organization, or proposed project or program.  A site visit or interview may also be scheduled.

Please note that an invitation to submit an application does not signify or guarantee an award.  It informs you that PAHWF is interested in the concept, however more information is necessary for further consideration.

THIRD STEP :  Applicants will be notified of the Board’s decision of the action taken. Once a request has been approved for funding, the applicant will receive a “Grant Agreement Letter” via e-mail. This will specify the conditions of the grant award, the grant terms, any special requirements for payment, and the evaluation information needed from the grantee to measure the success of the program. This letter is to be signed by the Chairman of the Board and the Executive Director and returned to the Foundation before grant funds are dispersed. This can be scanned and sent electronically to GrantsApplication@pottstownfoundation.org, or mailed to the Foundation.

FOURTH STEP: Grantees are required to submit an “Interim Report” at six months and a “Final Report” at twelve months for the length of their grant, whether it is a single-year or multi-year project. The Progress Report is a tool for the Foundation to monitor the effectiveness of the grants funded and as a method for the grantee to measure the program’s progress, allowing any needed changes to be made to accomplish the purpose for which the grant was intended.

The downloadable forms are on the “Due Dates & Forms” page of this website. They include the Outcome Achievement Report, used for both the Interim and Final reports. The Program Budget form, the Demographic Report form, and the Geographic Report form, are all to be used for the Final Report.

One (1) copy of each of these forms is to be sent to the Foundation as attachments to your e-mail. No hard copies will be accepted. For due dates and forms, visit the website under the “Grants & Giving” tab.

Each proposal submitted to PAHWF will be evaluated for its ability to:

• • Improve health care access for children and families of Pottstown area zip codes (18074, 19435, 19442, 19457, 19464, 19465, 19468, 19470, 19472, 19473, 19475, 19492, 19504, 19505, 19512, 19518, 19525, 19545 and 19548)
• Meet PAHWF health care guidelines
• Promote cooperation with other organizations and integrate, rather than duplicate, existing resources
• Include project beneficiaries in program design and implementation
• Demonstrate long-term benefits and ensure future financial independence
• Promote the leveraging of funds with other organizations
• Establish criteria for effectively evaluating strategies, timetables, and measurable objectives

Grant Terms & Conditions
Grant Terms and Conditions" explains the guidelines related to use of grant funds, organizational changes, grant disbursement, grant period, etc. To view a copy of the "Terms and Conditions" regarding all grant awards, please click here.

Grant Publicity Guidelines and Requirements Policy A "Publicity Guidelines and Requirements Policy" has been established to ensure a consistency in recognition for projects and programs in publications, news releases, ads, etc. For a copy of the complete policy, please click here.