Grant Application Guidelines and Procedures

The gifts which the Westwood Lutheran Memorial Foundation receives are held as principal with the income generated by these gifts expended for educational, charitable, and religious activities of Westwood Lutheran Church and the Lutheran Church in general. These guidelines and procedures define how grant requests are made to and processed by the WLMF.

There are two types of funds from which grants can be given.

The Endowment Fund is supported by undesignated gifts to the Foundation. This Fund may be used for a wide variety of projects in keeping with the purposes of Westwood Church.

Designated Funds are those which have been established by either the Foundation or the primary donor for a special purpose. Each of these funds has a Caretaker – usually a Westwood Church staff person - who has direct responsibility for the area for which the funds were designated (e.g. music or education).

Contact Persons: President of the Westwood Lutheran Memorial Foundation, or Grants Committee Chairperson

Endowment Fund

Funding Priorities: Projects to be funded must be consistent with the mission, purpose and priorities of Westwood Lutheran Church. Preference is given to initiatives of established committees or special task forces serving the church. Projects should require one-time-only funding, or start-up funding, but not require any ongoing commitment by the Foundation. The Foundation prefers not to give loans or to provide grants for operating expenses. Projects should have lasting impact and improve the spiritual or educational growth and well-being of the congregation.

Who May Apply for Funds: Requests may be made by any member of the congregation or by organizations outside of Westwood. Most often requests come from the Pastoral Staff or members of the church council (committee chairpersons).

Endowment Fund Application Process: Submit a request in writing (the attached form may be used) or electronically to the Foundation President or the Grants Committee Chair that includes the following information:

Name of person making the request and their relationship to the project needing the funds
Purpose for the request (how the funds will be used)
Other funding options explored
Time frame for fund use
Budgeting information (a lump sum or payments over time)

Endowment Fund Application Decision Making Process: Regardless of who receives the initial request, the Foundation President and the Chairman of the Grants Committee will discuss the best course of action for the Foundation to take in response to the request. For priority requests special meetings may be called. For normal request processing the Grants Committee will consider the request at its next scheduled meeting and prepare a recommendation for the Foundation Board. The Board may approve or deny the request at that meeting. Occasionally the Board may request more information, or ask the church council for their recommendation.

Notification of Action on Grant Requests: Applicants are informed of the Foundation decision on grants by letter from the Chairman of the Grants Committee. Normal processing time from application submission to a decision being made is two months.

Designated Funds

Designated funds currently active and their Caretakers are:

Designated Fund	Caretaker
Darleen Hysen Community Mission Fund	Jason Van Hunnik, Associate Pastor
Donald C. Bell Adult Education Fund	Jason Van Hunnik, Associate Pastor
Don Hansen Caring Ministry Fund	Lee Thoni, Associate Pastor
Kaari Thoni Youth Education Fund	Carol Pyeatt, Director of Children’s Ministry
Fund for Homeless	Jason Van Hunnik, Associate Pastor
Good Samaritan Fund	Tania Haber, Senior Pastor
Music Program Fund	Kris Langlois, Director of Music
Record Sales Fund	Kris Langlois, Director of Music
Ronnie Nelson Appreciation Fund	Kris Langlois, Director of Music
Seminary Scholarship Fund	Tania Haber, Senior Pastor
Tom Hunstad Caring Youth Memorial Fund	Nick Lovas, Youth Director
Ralph & Dee Martinson Art Fund	Zeb Highben, Fine Arts Coordinator

Designated Fund Application Process: A percentage of the interest earned on Designated Funds is available for use annually. Only the Fund Caretaker (or delegate) can submit an application for these funds. The Foundation will advise the Caretaker of the amount available. The Caretaker of the fund makes or approves the request in writing (the attached form may be used) or electronically to the President of the Foundation or to the Chairman of the Grants Committee. The request should include the following information:

Purpose for the request
Statement regarding how this request is consistent with the purpose of the Fund.
Request amount and when the funds are needed.

Designated Fund Application Decision Making Process: The Foundation President and the Chairman of the Grants Committee will discuss the request and if they agree that the project for which the funds are requested is consistent with the intended purpose of the Fund, they will notify the Treasurer to disburse the funds.

If there is any question whether the request should be granted, it will be referred to the Grants Committee for a recommendation. The Fund Caretaker will be notified as soon as a decision has been made.

Grant Recipient Responsibilities:

The Grant recipient is responsible for identifying the start and expected completion dates of the project, and to advise the Foundation of any significant delays or problems with the project. All projects must be completed and funds granted must be used by the end of the Foundation’s fiscal year. Unused funds are returned to the Foundation. Exceptions must be applied for at least 30 days prior to the end of the fiscal year and require written approval of the Foundation President.

Payment for Goods and Services Covered by the Grant: Invoices for goods or services purchased within the grant may be submitted to the Foundation Treasurer for payment. Information regarding how the expenses are related to the grant should accompany request for payment.

Reports/ Documentation: At the close of the project, fund recipients are asked to submit a brief report to the Foundation President, accounting for the expenditure of funds and describing the results of the project. These reports may be used to provide a summary in the Annual Report of the Foundation or other publications describing the work of the Foundation.

Acknowledgment of Foundation Support: The Foundation asks that grant recipients use appropriate opportunities to publicly recognize the Foundation’s role in supporting a project. In this way individuals who have contributed to the Foundation will know that their support made this project possible.

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