Women’s Community Fund

Policies and Procedures

The mission of the Women’s Community Fund (WCF) is to provide an avenue for local women to engage in philanthropy. This will create a new pool of money for projects that will benefit the citizens in the Newton, Kansas area.

WCF is managed by Central Kansas Community Foundation (CKCF), formerly Greater Newton Community Foundation (GNCF),as a donor advised fund. Monies collected from members will be deposited into the Foundation account. The Foundation will charge a reasonable annual fee for administrative and clerical services provided. This amount may be divided among members as a small additional fee added to their donation.

Membership

Each year a letter goes out in early February to all members and prospective members advising them that their $525Member or $300 Junior Member (40 years old or younger)donation is requestedno later than September 1 of that year. Checks will be made out to WCF/CKCFand sent to the Central Kansas Community Foundation. Donations are generally tax deductible. In 2013 the Premiere Membership level of $1,000 was introduced. This level of givingqualifies the member to receivea distinctiveaward winning, symbolic gift. The $475 additional donation above $525 goes into the Jan Elizabeth Saab Endowment.

  • A year’s fullmembership commitment to WCF includes:
  • Your $525Member or $300 Junior Member donation by September 1;
  • An invitation to the Annual Meeting and a vote on grantee recommendations in person or according to absentee guidelines;
  • An opportunity to serve on the Grants Committee and Advisory Committee;
  • Note that Contributing Members may donate at any lessor level for the good of the WCF, however, they will not have voting or committee rights. All contributing proceeds will be earmarked for the Jan Elizabeth Saab Endowment.
  • All members are encouraged to recruit new members and “spread the word” about WCF and its mission in the community.
  • In the event that you are unable to attend the Annual Meeting, votes for grantee recommendations can be communicated as follows:
  • By mail to the Central Kansas Community Foundation;
  • By fax to CKCF(316)283-5489;
  • By email to the Advisory Committee Chair or a CKCFStaff Member;
  • By phone to the Advisory Committee Chair or CKCFStaff Member (316) 283-5474.

Grants

  • Grants will be available to any 501(c)(3) or equivalent tax exempt organization in the Harvey County area.
  • Applications for grants will be accepted from approximately July 15 through September 1. Disbursements are made in November.
  • Deadline for Follow-Up Reports from awardees will be May 15th of each year. Beginning 2013, applicants who were funded the prior year must confirm submission of a Follow-Up Report for their prior year project. If they did not submit, their Follow-Up Report for the prior year must accompany their new application to be considered eligible for the current year of funding.
  • Applications will be available on the CKCF website. The online application is encouraged however word doc. versions will be available for applicants to complete and submit by US Postal Service, email, or fax.
  • CKCF staff will assist Advisory Committee with distribution of Press Releases for membership, opening of grant cycle, and to announce final awardees.
  • The Women’s Community Fund is designed to support requests that embody urgency or immediacy and address a critical need; excitement because it is a bold new venture; and/or creativity in providing new solutions to age-old problems. WCF Members are encouraged to bring worthy projects to the attention of the Grants Committee.

WCF Advisory Committee Responsibilities

  • The Advisory Committee consists of 3 WCF members who will serve rotating 3 year terms, ensuring that at least one member carry to the following year. At the Annual Meeting, the Advisory Committee will be selected and a Chairperson chosen from those members serving their second year.
  • Members of the Advisory Committee will work closely with CKCF staff to see that the WCF timeline is followed. CKCF staff will contact the Advisory Committee Chair in early January to re-evaluate the timeline and documents. The Advisory Committee Chair, with the help of the committee, will review WCF correspondence and make changes as needed.
  • The Advisory Committee will organize efforts to recruit new members to Women’s Community Fund. The committee will seek the help of current members to help identify prospects.
  • The Annual Meeting, held on a Thursday of October, is organized by the Advisory Committee. The committee will secure the location, arrange for refreshments, and plan the agenda. CKCF staff will assist by sending out invitations to the membership and preparing any handouts for the meeting.
  • The Advisory Committee Chair will be in touch with the Grants Committee to be sure that the grants process stays on schedule.
  • The Chairperson of the Advisory Committee is responsible for updating the WCF handbook and transferring it to her successor by December 1st.

WCF Grants Committee Responsibilities

  • The Grants Committee consists of 6 WCF members who will serve 2 year terms. The committee will be organized on a rotating basis. Each year, 3 members will rotate off the committee after serving their 2 year term and 3 members will remain on for their second year. Three new members will be selected from those individuals wishing to participate on this committee. Members may serve consecutive terms if there are no other WCF members wanting to fill committee vacancies. At the Annual Meeting, the Grants Committee will be selected and a Chairperson chosen from those members serving their second year.
  • The Grants Committee assists CKCF staff in distributing grant applications to local charities.
  • The Women’s Community Fund is unrestricted. That is, funds can be directed for capitol and/or operating budgets. All fields of interest are eligible for consideration. It is expected that projects requesting funding must embody one or more of the following:

1)Urgency or immediacy and address a critical need;

2)Excitement because it is a bold new venture;

3)Creativity in providing new solutions to age old problems.

  • To be eligible for consideration, the applying agency or organization must qualify as a 501(c)(3) entity under the Internal Revenue Service Code. Management of the agency or organization should be in the hands of reliable, ethical, and experienced personnel and the project should demonstrate a reasonable degree of achieving results and/or supporting rationale to warrant taking a risk.
  • As soon after the closing of the application, CKCF staff will create access to all applications to the Grants Committee either via an online instrument or hard copies.
  • The committee meets on the third Friday of September to review the applications received and submit a ballot of finalists to be voted on by the entire WCF membership at the Annual Meeting in October.
  • The Grants Committee will sign conflict of interest and confidentiality statements prior to receipt of the applications. Members of the committee will abstain from voting for projects/programs with organizations whenever there is a conflict of interest caused by that members’ personal involvement with an organization being considered for a grant. They may participate in other reviews. Depending on circumstance some members may choose to abstain from entire process.
  • Final grant recipients are announced each November. The Grants Committee must be aware of and schedule final disbursements around the meeting dates of the board of the Central Kansas Community Foundation. Because WCF is a donor advised fund, these boards must approve all grants before they can be awarded. CKCF will keep an ongoing record of all grant recipients.

Women’s Community Fund

(Donations accepted for yearly membership from December to July)

December

1stWeek

  • Begin accepting WCF donations.

January

2nd Week

  • Foundation staff contacts WCF Advisory Committee Chair to review Yearly Timeline and documents for the year. Foundation staff verifies that handbook was transferred from previous Advisory Committee Chair.
  • Foundation staff contacts WCF Grants Committee Chair to verify that handbook was transferred from previous Grants Committee Chair.

February

1st Week

  • WCF Advisory Committee and CKCF meet to go over letter and brochure revisions. Send email with final drafts to WCF Advisory Committee for approval before printing.

2nd Week

  • Print out WCF Thank You Cards. Give to WCF Advisory Committee with envelopes and stamps.
  • Send Press Release to The Newton Kansan regarding WCF membership.

3rd Week

  • Send out Member Renewal Letter to members and Prospective Letter to prospective members with updated WCF Brochure (letter, brochure, envelope and stamp).
  • WCF Advisory Committee signatures inserted into letters. WCF Advisory Committee members are given Prospective Letters to write personal note and mail.
  • Foundation office keeps track of donations paid and prospective members using Membership Renew and Prospective Roster. A copy of the spreadsheet is sent to WCF Advisory Committee for follow-up purposes.
  • As donations come into CKCF office, office manager sends weekly email with names and membership level for WCF Advisory Committee to write thank you notes. (They will use the above sent Membership Renew and Prospective Roster to access addresses.)

4th Week

  • WCF Advisory Committee and CKCF meet to go over Girls Night Out event option.
  • Check community schedule for conflicts.
  • Schedule the Grant Award Ceremony with the Old Mill Building Manager – ART!
  • Assign promotional duties to WCF members involved in other committees.

March

3rd Week

  • WCF Advisory Committee and CKCF meet.
  • Approve Girls Night Out event postcard invite.
  • Assign duties for Girls Night Out event.
  • Send WCF Girls Night Out Event Ad for insert in Newton Chamber of Commerce newsletter.

4th Week

  • Send charities Invite Letter (to all past recipients).
  • Send WCF Girls Night Out Event Postcard Invite to past member and prospective members.

April

3rd Week

  • Send FirstPress Release to The Newton Kansan about WCF Girls Night Out event.
  • WCF Advisory Committee and CKCF meet to finalize event plans.

May

1st Week

  • May 1, 2014Girl’s Night Out Event, 6:30 p.m. Old Mill Conference Room.

2nd Week

  • Send SecondPress Release to The Newton Kansan post event & picture.
  • Get photo consents for pictures.
  • Send Publicity Package from event (press release, photos, photo explanation sheet) to Splurge and Women’s Focus.

July

1stWeek

  • Send Membership Renew and Prospective Roster to WCF Advisory Committee for them to call past members who have not renewed.

2nd Week

  • Send out Grant Application Cover Letter, Grant Application,Grant Information Sheet, and Grant FAQ to local charities in CKCF database.
  • Send First Press Release to The Newton Kansan regarding grant.
  • Send Members Grant Notification to WCF members notifying them of grant.

August

1stWeek

  • New Member Letter and Policies and Procedures sent to all new members of WCF.

3rd Week

  • Send Second Press Releaseto The Newton Kansan regarding grant.

4th Week

  • Foundation office sends WCF members Annual MeetingSAVE THE DATE.
  • Grant application deadline.

September

1st

  • Prospective member payments due.
  • Foundation office keeps track of donations paid and prospective members using Membership Renew and Prospective Roster. A copy of the spreadsheet is also sent to WCF Advisory Committee for follow up purposes.
  • As donations come into CKCF office, office manager sends weekly email with names and membership level for WCF Advisory Committee to write thank you notes. (They will use the above sent worksheet to access addresses.)

1st Week

  • Send email to WCF Grants Committee inquiring of date and time for meeting. (Suggest the 3rd Friday, but if too many conflicts, reschedule to a time that fits WCF Grants Committee members.)
  • Symbolic Gift to WCF members who purchased the premier level –to wear as promotional pieces.

2nd Week

  • Send copies of all Completed Applications to all WCF Grants Committee members with Grants CommitteeMeeting Reminder, Grant App Review Sheet, and List of Apps Received.

3rd Friday

  • WCF Grants Committee meeting.
  • To be attended by WCF Grants Committee and CKCF Administrative Assistant.
  • Choose preliminary grant applications for review at Annual Meeting.

4th Week

  • Foundation office creates Grants Committee Recommendations for WCF files and Summary of Grant Applications for general membership.
  • Foundation office sends WCF members Invitation to Annual Meeting.

October

1st Week

  • Foundation office sends WCF members meeting packets containing Summary of Grant Applications, Selection Ballot, andProspective Member Recommendation Sheet, along with any additional agenda information that the WCF Advisory Committee wishes to include.

3rd Tuesday

  • SendEmail Reminder to those WCF members who have email addresses on file. (Reminder is typed into body of email, not attached to it.)

3rd Thursday

  • WCF meeting to choose grant recipients.
  • Located in the Old Mill Conference Room. Social begins at 6:30 p.m. (wine & cheese) & meeting begins at 7:00 p.m.
  • To be attended by all WCF members and CKCFAdministrative Assistant.
  • Foundation Administrative Assistant takes minutes and provides Ballot Tally Sheet.
  • Foundation office will notify WCF Advisory Committee of any ballots mailed to office.

4thMonday

  • CKCF Staff present WCF Recommendations to Executive Committee of CKCF Board of Trustees.

November

1st Monday

  • Send recipients letter with date/time/location of Grant Award Ceremony (Full Grant Letter or PartialGrant Letter), send Non-Recipients Regret Letter.
  • Schedule the Grant Award Ceremony with the Old Mill Building Manager – ART!

1st Week

  • Send Grant Award Ceremony Reminder and Oct. Meeting Minutes to all WCF members.
  • Send Third Press Release to The Newton Kansan regarding Grant Award Ceremony.

2nd Thursday

  • Grant Award Ceremony.
  • Old Mill Conference Room at 4:30 p.m.

3rd Week

  • Send Final Press Releaseto The Newton Kansan regarding the Grant Award Ceremony.