Application Process

How to Apply for Foundation Grants

Pottstown Regional Community Foundation (PRCF) provides clear, supportive, and accessible grantmaking to strengthen nonprofits and community partners across western Montgomery County, northern Chester County, and eastern Berks County. Our process ensures every applicant understands eligibility, expectations, and the steps needed to submit a competitive and complete proposal.

Step 1:

Confirm Eligibility and Alignment

PRCF welcomes organizations that share our mission of advancing health, education, and economic opportunity. Before applying, carefully review these initial requirements to ensure your eligibility and project fit.

If you are applying for the first time or submitting a new project idea, we strongly encourage you to complete the Grant Concept Form before beginning your full application. This optional form gives our staff an early opportunity to review your proposal, offer feedback on how it fits within PRCF’s funding priorities, and schedule a follow-up conversation to guide you through next steps.

  • Nonprofit organizations with current 501(c)(3) tax-exempt status in good standing with the IRS.
  • Public or private K-12 schools and school districts.
  • Municipalities or collaborative initiatives that serve residents within our 10-mile service area centered around Pottstown.
  • Your organization serves residents within our service area. 

The Foundation does not support the following:

  • Alumni Activities
  • Debt Reduction or Loans
  • Disease-Related Charities
  • Endowment Contributions
  • Individual Medical Bills
  • Political Campaigning
  • Lobbying Activities
  • Scholarships

All proposals must align with PRCF’s Grantmaking Framework, which defines our priority outcomes under two strategic pillars:

  • Developing Youth Potential: Supporting early childhood development, student wellness, youth leadership, and readiness for lifelong success.
  • Promoting Equitable Health & Wellness: Addressing healthcare access, behavioral health, nutrition, fitness, recreation, and inclusive public spaces.

Proposals that clearly articulate how their project addresses one or more target outcomes within these pillars will be most competitive.

Guidelines for Grant Seekers

At the Pottstown Regional Community Foundation, we are committed to empowering organizations that drive positive, measurable change across western Montgomery County, northern Chester County, and eastern Berks County. This guide is designed to help potential applicants understand specific considerations, funding criteria, and documentation expectations when applying for PRCF grants.

Whether you are a first-time applicant or a returning grantee, reviewing the following guidelines will help ensure your application aligns with our mission, strategy, and funding structure.

PRCF welcomes proposals from faith-based organizations whose work contributes to community well-being and aligns with one or more of PRCF’s strategic pillars:

  • Developing Youth Potential
  • Promoting Equitable Health & Wellness

To qualify for funding, faith-based organizations must meet the following criteria:

  • Collaborative Partnerships Required: Applicants must demonstrate active collaboration with other faith-based or community-serving organizations. Proposals should highlight how these partnerships enhance program impact and community reach.
  • Inclusive Program Design: Funded activities must serve the broader community regardless of religious affiliation. Services should be open and accessible to all.
  • Results Framework Alignment: Projects must clearly support one or more outcomes outlined in PRCF’s Results Framework. Applications that articulate a measurable theory of change, shared accountability, and evidence-based practices will be prioritized.

Faith-based applicants are strongly encouraged to reach out to a PRCF Program Officer before applying to ensure proper alignment and to receive guidance on structuring collaborative proposals.

PRCF considers capital grant requests for projects that improve community infrastructure, expand organizational capacity, or strengthen access to health, education, and wellness resources. Funding is available under the following structure:

Capital grant requests to the Pottstown Regional Community Foundation (PRCF) are limited to a maximum of $100,000 and are considered exclusively for Built Environment projects. To be eligible, applicants must demonstrate that they have secured at least 50% of the total project cost through matching funds. PRCF will contribute up to 50% of allowable project expenses, and funding is provided either as a reimbursement or as a disbursement contingent upon verified documentation of matching funds. This matching requirement ensures organizational commitment and helps leverage additional community investment.

Eligible Capital Expenses
  • Site planning and permitting fees
  • Site surveys
  • Architectural and engineering costs
  • Facility improvements
  • Equipment and information technology
    (when part of a Capacity Building Grant)
Ineligible Capital Expenses
  • Developer’s fees
  • Relocation expenses
  • Land acquisition
  • Debt repayment or financing fees

Note: If your capital request involves technology upgrades, facility enhancements, or equipment, you must submit a Capacity Building Grant application. These require a documented 1:1 match either at application time or prior to fund disbursement.

Matching contributions are a critical requirement for capital and capacity-building grants. To ensure transparency and accountability, PRCF requires formal documentation demonstrating that matching funds are committed, secured, and allocated toward the proposed project.

Applicant Cash Commitments & Third-Party Grants

A signed letter on your organization’s letterhead, dated and signed by an executive (e.g., Executive Director), outlining:

  • The amount of your organization’s own funds committed
  • The name and award date of any third-party funding (e.g., foundation grants)
  • A clear statement that funds will be used to satisfy PRCF’s match requirement
Individual Donor Contributions

A complete donation ledger showing:

  • Donor names (redacted if anonymity is requested)
  • Donation dates and amounts
  • Method of donation (check, card, wire, securities)

Accompanying financial documentation, such as:

  • Canceled checks

  • Bank or credit card statements

  • Securities transfer documentation with verified market value

Optional (but Recommended) Supporting Evidence

To further confirm the intent to meet PRCF’s matching requirement, applicants are encouraged to provide:

  • A signed letter from a board member or senior official restricting the funds for PRCF match purposes
  • An email from executive leadership confirming the same
  • Donor notes or check memos indicating restricted intent
  • Board resolutions designating unrestricted funds toward the PRCF match

Important: Matching funds must support eligible project costs included in your budget. They must reduce the overall funding need from PRCF, not supplement unrelated or ineligible expenses.

Step 2:

Check Grant Cycles and Key Dates

PRCF offers two standard competitive grant cycles each year to provide predictable and transparent funding opportunities for nonprofits and community partners. This consistent schedule allows applicants to plan proposals, gather necessary documentation, and prepare strong applications well in advance of submission deadlines, ensuring that projects align with PRCF’s strategic priorities and community impact goals.

Opens - Closes

March 1 – March 31 (5 PM)

Award Announcement

Early June (Grants begin July 1)

Reports Due

Interim: Jan 15, Final: July 1

Opens - Closes

September 1 – September 30 (5 PM)

Award Announcement

Early December (Grants begin Jan 1)

Reports Due

Interim: July 15, Final: Feb 1

PRCF may occasionally consider off-cycle requests to address urgent, unplanned community needs, such as disaster response or infrastructure failures. Contact our grants team to discuss possible eligibility for off-cycle funding.

Pottstown Community Voices Grant

This resident-led, equity-driven initiative empowers community members to direct resources where they are most needed. PCVGF provides grants of up to $15,000 for grassroots solutions. Funding decisions are informed by a resident advisory council. Announcements about upcoming PCVGF cycles are shared via our News & Publications and social media.

This grant fund aims to address:

  • Access to parks and recreation.
  • Mental health support.
  • Neighborhood safety.
  • Housing stability.
  • Employment opportunities.

2025 Information Session

An annual virtual grant information session is held every year on the third Wednesday of February. This session provides essential updates on funding priorities, eligibility, and application procedures. Historic recordings and slides are archived in our Resource Center library for ongoing reference.

Step 3:

Ask for Technical Assistance

PRCF is committed to supporting applicants throughout the process. During a designated window before each application deadline, technical assistance sessions are available. 

These optional, one-on-one consultations with a Grants Team Member provide:

  • Guidance on how to strengthen your proposal.
  • Feedback on project alignment with PRCF’s Results Framework.
  • Suggestions for clarifying project design, outcomes, and evaluation plans.

Please contact the Program Officer for your program area:

Schools K–12 &
Youth Preparedness

Built Environment &
Health Equity

Early Childhood Development & Healthcare Access

Step 4:

Prepare and Submit Your Application

Access the Grant Portal

All PRCF grant applications must be submitted through our secure online portal.

Select the Correct Application Type

Applicants must select the appropriate form based on request size and project type:

  • Full Application: For requests over $10,000 (up to a standard maximum of $150,000). Larger requests above this threshold are considered by invitation only.
  • Abbreviated Application: For smaller requests of $10,000 or less.

PRCF currently uses distinct application forms for three primary grant types: Direct Service, Capacity Building, and Systems Reform. Carefully select the form that best matches your project type.

New Applicants

If you are exploring a new project idea or applying for the first time, we strongly encourage you to complete our Grant Concept Form before starting your full application. While not required, this short form gives our team an early look at your proposal and allows us to offer helpful feedback on how your project may align with PRCF’s funding priorities. After submission, a member of our staff will follow up to schedule a conversation and guide you through next steps.

Returning Applicants

Log in to continue or start new applications using your existing credentials.

Multiple User Access

Organizations may have multiple authorized users who can create individual login profiles linked to the same organizational account.

Submit Before Deadline

Applicants are responsible for ensuring timely submission. Late or incomplete applications will not be accepted.

  • Completed applications must be submitted electronically via the Grant Portal by 5 PM on the closing date for each cycle.
  • Once submitted, you may download a PDF copy of your complete application for your records directly through the portal.

Step 5:

Review and Award Process

All submitted applications undergo a multi-phase review process to ensure equitable, transparent decision-making.

Applicants will be notified of award decisions approximately eight weeks after the close of each application cycle.

Award notifications include:

  • Official award letters.
  • Grant agreement outlining terms and conditions.
  • Reporting requirements and timelines.
  • Contact information for your assigned Program Officer.

Staff Review

Program Officers evaluate eligibility, alignment with strategic priorities, project design, and capacity.

Advisory Committee Review

Peer advisors contribute community context and review recommendations.

Board of Directors Approval

Final decisions are made by the Pottstown Regional Community Foundation’s Board.

Step 6:

Managing the Grant and Reporting

Terms & Conditions

  • Grant funds must be used exactly as outlined in the approved application and agreement.
  • Any changes to program scope, budget, or timeline require prior written approval from your assigned Program Officer.

Recognition and Publicity:

PRCF requires all grantees to publicly acknowledge Foundation support. This visibility helps celebrate community partnerships and demonstrates grantee impact. Access logo files, language templates, and branding guidelines in our Brand Center.

Recognition requirements include
(where applicable):
  • Press releases and media coverage.
  • Social media posts tagging @PRCFconnect
  • Organizational newsletters and websites.
  • Event signage, flyers, printed materials.

Reporting & Shared Impact Measurement

Reporting Requirements

PRCF emphasizes learning alongside grantees to improve outcomes across the region. Active evaluation ensures accountability while strengthening shared knowledge.

Shared Learning Philosophy:

PRCF’s reporting is not purely compliance-driven. Our shared impact model is designed to:

  • Identify emerging needs.
  • Celebrate measurable successes.
  • Adjust funding strategies as community needs evolve.
Interim Progress Report

Brief written update submitted via the Grant Portal midway through your grant period.

Final Report

Comprehensive written report submitted at the end of the grant period through the portal, outlining expenditures, outcomes, and lessons learned.

Shared Impact Surveys

Grantees participate in pre- and post-project surveys embedded in the application and report forms. These track community-wide progress toward long-term goals.

Start Your Application

Ready to begin? Click below to access the portal and start your application! If you have questions or need support at any point, please Contact Our Team. We are here to assist you throughout the process.
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