Grant Procedures and Guidelines
The Portland Pirates Foundation entertains requests from charitable organizations and
other interested parties that are consistent with its mission. Charitable organizations
are required to provide proof of tax-exempt status by submitting one photocopy of the
organization’s classification under section 509(a) of the IRS Code.
Also required for cash requests are the organization’s most recent financial statements
(preferably audited or reviewed statements), latest IRS Form 990, a list of the
organization’s Board of Directors and relevant staff with brief biographies.
A qualified organization that believes it meets the Foundation’s criteria for a cash
grant or a grant of other resources from the Foundation should first submit a brief
letter of inquiry. This letter should contain a concise statement of the need (rather
than a fully developed proposal), and enough factual information to enable the Foundation
to determine its initial response.
If it is determined from the initial letter that the program or project meets the
Foundation’s interests and priorities, the applicant may be provided with the instructions
and forms required to prepare and submit a formal application unless the request is not
for a cash grant, in which case the President of the Foundation may act upon the request
at that time.
Procedures
- The annual deadline for cash grant applications is May 1. Grant requests for
resources other than cash are accepted, in writing, at any time
- The Portland Pirates Foundation Grant Committee will review an application and make
a recommendation to the President/Board for approval or may ask the applicant to provide
further detail. Approvals are customarily voted on and disbursements are made no later
than June 30th
- A final report by the recipient upon conclusion of the project or program is
requested, at which time the Foundation requires the organization to report expended
grant funds and to return to the Foundation any excess not used for the grant. A
report of the expenditure of funds must be made annually until the entire grant has
been used
- If a cash grant is made, the Foundation asks that the recipient request approval
before using the names of Foundation Officers or Directors in any public statements,
plaques or similar items relating to the Portland Pirates Foundation
- The Foundation prefers that interviews with the Board of Directors and staff
collectively or individually not be conducted either before or after the filing date
of the application. If the application needs clarification, it will be requested by
the President. Any discussions or indication of interest prior to or after the submission
of a written application or on-site visit should not be construed as a commitment by the
Foundation. Each applicant will be considered on its own merit and accepted or rejected
only in writing
- Grant requests may be for more than one year in duration, but may not be more than
one request every three years. A new application should not request reinstatement of
a prior request. The Foundation does not provide to prospective grant applicants copies
of approved proposals
Guidelines
The following guidelines and required information apply to all general grant requests:
- Name and address of tax-exempt organization
- A brief history of the organization, its mission, principal programs and accomplishments
- A concise statement of the purpose of the request and the amount requested; outline the need, the specific solutions to be reached, the expected contributions to the population served and the criteria for measuring success
- A detailed organizational budget for the current year, a documented budget of the project for the proposed term of the grant, the total amount to be raised and a list of expected sources of funds
- The request must include a plan for evaluating the effectiveness of the program that is expected to be funded and indicate how the organization plans to fund the program once the Portland Pirates Foundation funding ceases
- The request must include a statement of whether aid has been sought during the preceding three years from other organizations and, if so, the names of the organizations and the amount received from each, if any
- The purposes of the grant must be consistent with the purposes of the Portland Pirates Foundation
Foundation policy generally precludes grants under the following conditions:
- To another foundation or organization which distributes money to recipients of its own selection
- To cover deficits, contingencies or debt elimination
- For purposes of influencing legislation or supporting candidates for political office
- For the development of projects intended for resale or self-promotion
- To organizations which do not have fiscal responsibility for the proposed project
- To nonprofit organizations which do not have an active 501(c)(3) non-profit determination letter from the Internal Revenue Service
- For the support of agencies that are primarily financed from government sources
- For the support of projects which benefit personal means
One copy of the grant application should be signed by the designated official of the
requesting organization filing the application and forwarded to:
President
Portland Pirates Foundation
94 Free Street
Portland, Maine 04101
Fax 207-828-0479
www.portlandpirates.com/foundation/
