To the Georgia Baptist Health Care Ministry Foundation (GBHCMF), a “healthy community” offers its residents access to a good education, quality medical and spiritual services, a safe environment, and an efficient and trustworthy local government. To accomplish these goals, GBHCMF invests in community organizations that provide or strengthen health care. GBHCMF carefully considers its Mission when investing in community programs and remains committed to the ideal of Christian service to those living in Georgia.

GBHCMF uses this application process to encourage the development of new ideas and to nurture the innovation of the nonprofit organizations in the region. Completed applications also serve to educate the Board of Trustees and staff of GBHCMF about the work of local organizations and are warmly received.

While GBHCMF has been blessed with the stewardship of significant monetary resources, these assets pale in comparison to the abundant needs in local communities. As a result, applications submitted for consideration are subjected to a very competitive process. This is not intended to deter potential applicants but to fully disclose that, more often than not, the number of worthy grant proposals received for each grant cycle exceeds the funding capability of GBHCMF.

Specific instructions for completing an application are included on the accompanying pages and are provided to encourage your ideas for making the State of Georgia a better place in which to live and work. Each of us plays a role in making Georgia a healthier community. We look forward to receiving your concepts, suggestions, program ideas, and recommendations. Thank you for your interest in the Georgia Baptist Health Care Ministry Foundation.

Dr. J. Robert White
President and CEO

Grants are made to 501(c)(3) tax-exempt organizations.

It is preferred that the organization receiving a grant also be located in the state of Georgia. Grants are awarded for amounts determined by demonstrated need.

An organization eligible to apply for a grant is as follows:

• A tax-exempt organization described in Section 501(c)(3) of the Internal Revenue Code that is not a private foundation described in Section 509(a), which includes religious, charitable, educational, scientific and certain other organizations; or
• A private operating foundation described in Section 4940(d) of the Internal Revenue Code; or
• An organization described in Section 170(c)(1) (governmental entities) or Section 511(a)(2)(B) (state colleges and universities) of the Internal Revenue Code.

The applicant organization should ensure that the size of a grant from GBHCMF will not cause the organization to convert to a private foundation under certain Internal Revenue Service regulations.

Grants are not made to private foundations described in Section 509(a) of the Internal Revenue Code, private or publicly held corporations, limited liability corporations, partnerships, sub-chapter “S” corporations, or individuals. Funding requests for capital projects are not usually supported.

Georgia Baptist Health Care Ministry Foundation accepts grant applications postmarked September 1st through September 15th.

The 9 tab grant application should be sent to the address shown below:

Grants Committee
Georgia Baptist Health Care Ministry Foundation
6405 Sugarloaf Parkway
Duluth, Georgia 30097-4092
Telephone (770) 497-4170

These deadlines are strictly observed. No exceptions will be made.

GBHCMF discourages contact between staff and applicants from September 16 through the point of final approval/disapproval of the application (generally 60 to 90 days).

Only Organizations that complete an application in strict accordance with these guidelines will be considered for funding.

Please submit one (1) complete set of the material in Tab 1 through Tab 9. This set should have two filing holes punched at the top and be secured with a binder clip. Do not use staples, binders or folders. All material must be on standard 8 ½ by 11 inch paper using a font size of 10pt or larger. Organize the application with numbered dividers in the following order:

Tab 1 – Grant Application Form

Complete the grant application form [click here to download PDF]

Tab 2 – Summary of Proposal

Provide a one-page summary of the proposal.

Tab 3 – Mission Statement and Organization Purpose

Provide a brief, one-page mission statement and purpose of the organization.

Tab 4 – Board of Trustees

Provide a one-page list of all members of the Board of Trustees of the submitting organization; the occupation of each; and any known relationships with GBHCMF, its employees, or Trustees.

Tab 5 – Program Proposal

Provide a proposal narrative that describes the proposed program in detail and specifically addresses the series of questions listed below. Some questions may not be applicable to your program. Program objectives and timelines should be both specific and realistic. Ideally, the proposal narrative will be a well-written document of no more that five pages in length that provides the information necessary for the reader to make an informed funding recommendation. If appropriate, include an appendix with supplementary material; such as, literature reviews, data collection instruments, letters of support, program staff resumes, etc.

a) What is the purpose of the program?
Describe how the need and/or problem was identified and include specific evidence to support your position.

b) Who is expected to benefit from the program?
Describe the specific population (who and how many) and geographical area that will be targeted by the program.

c) What is expected to happen or be different as a result of the program?
Describe the specific changes that the program is expected to produce and how the target population is expected to benefit from the program.

d) How will the program work?
Describe the specific tasks and related timetables that will be required to implement the program.

e) Why will the program work?
Describe how the program was developed, with specific reference to related research, review of existing program models and results, solicitation of buy-in from the target population and other stakeholders, and identification of partners for program implementation.

f) Why is your organization best suited to operate the program?
Describe the history of your organization, its corporate structure, previous relevant accomplishments, and the work experience and educational background of staff to be assigned to the program. If other organizations are providing similar services to the target population, provide justification for creating a new program and discuss your efforts to collaborate with the existing organizations.

g) How will you know whether the program is successful?
Describe the expected outcomes (direct results) of the program in clear and measurable terms, including target dates. Provide specific indicators and/or benchmarks that will be used to determine the changes effected by the program.

h) How will you measure program performance?
Describe the specific data to be used and how it will be collected and describe how the data will demonstrate program performance.

i) How will you communicate your program results to the community?
Describe how you will inform all interested stakeholders about the successes and challenges of the program.

j) If the program is successful, how will it be sustained after the grant term ends?
Describe your plan to identify and secure funding to continue the program.

Tab 6 – Program Budget

a) Provide a one-page Executive Summary Budget in accordance with the format below.

b) For each category of the program costs shown in the Executive Summary Budget, provide a detailed line-item budget narrative that includes a specific explanation for each budget line item. Following are information requirements for the line-item budget:

Personnel – Identify positions and related base salaries, associated fringe benefits (payroll taxes, insurance, retirement), and percentage of time each position is allocated to the program.

Direct Program Costs – include operating costs specifically attributable to the program; such as, supplies program materials, travel, postage, printing, etc.

Indirect Program Costs – include a pro rata share of operating costs of the entire organization that are necessary to conduct the program; such as, rent, utilities, equipment rental, insurance, audit fees, etc. The method of allocating a pro rata share of these costs to the program must be described and fully documented in the narrative.

Consultants – specify terms of each consulting agreement, such as name of consultant, fee and deliverables. Data collection, program evaluation, operating and/or financial technical assistance, and dissemination of results are examples of services that may need to be outsourced to an independent third party.

Equipment – itemize any equipment being requested and explain how it will be used to accomplish program objectives. Some examples are computers, printers, copy machines, and software.

c) For each item of program revenue shown in the Executive Summary Budget, provide specific information, including funding source, amount, term, and current status (pending or approved application).

Tab 7 – Tax Status

Provide a copy of the most recent 501(c)(3) letter of determination of tax-exempt status issued to the organization by the Internal Revenue Service. The letter of determination must specify that the organization is not a private foundation described in Section 509(a) of the Internal Revenue Code.

Tab 8 – Financial Statement

Provide the most recent audited financial statements of the organization. If audited financial statements are not available, provide the most recent internal financial statements.

Tab 9 – Form 990

Provide the most recent Form 990 of the organization.

All applicants will be informed in writing of the decision of the Board of Trustees.

If the application is approved, the applicant will be contacted to begin the process of developing program objectives and a program budget that will be incorporated into a formal Award Agreement. The Award Agreement contains the obligations and responsibilities of both the grantor (GBHCMF) and the grantee. If the grant is for a multi-year term, funding for years two and thereafter will be contingent on meeting operating and financial requirements for the prior year. The GBHCMF President and Chief Executive Officer and the Executive Director and Chairman of the Board of the grantee organization are all required to be signatories to the Award Agreement. The Award Agreement is detailed and specific, as evidenced by a summary of the key provisions listed below:

• The grantee agrees to use the funds only as specifically detailed in the Award Agreement. Funds expended prior to execution of the award agreement may not be reimbursed.
• Any funds not expended at the end of the grant period or upon termination of the grant (if earlier) are returned to GBHCMF.
• No part of the grant may be used to influence any legislation. The results of nonpartisan analysis, study, or research may be made available if these activities are specifically included in the Award Agreement.
• No part of the grant may be used for participation or intervention in any political campaign.
• GBHCMF does not exercise control of the organization receiving a grant and treats the organization as a separate and independent contractor. Operational implementation of the grant is the sole responsibility of the grantee.
• The grantee agrees to separately account for all funds provided for the grant and agrees to allow GBHCMF to monitor and review the accounting, disbursement, financial practices, and internal audit systems of the organization.
• Quarterly unaudited financial statements and an audited year-end financial statement for the entire organization receiving the grant are required.
• A fidelity bond with GBHCMF named as a loss payee must be obtained by the grantee.
• The accomplishments of the program must be measured, continuously monitored, and evaluated according to the specific outcome objectives in the Award Agreement.
• Reports describing the program and financial activity must be submitted quarterly. A final report is submitted at the end of the grant that details the program accomplishments and financial activity and that describes the evaluation findings.
• Public acknowledgement of GBHCMF as the source of funding or use of GBHCMF name by the grantee is allowed only with the express written permission of GBHCMF.

GBHCMF utilizes a formal review process.

This formal review process ensures that every grant application is thoroughly and fairly considered. The review process is comprehensive and involves several steps. A summary of the review process is provided in this section.

Step 1

A letter is sent to each applicant acknowledging receipt of the grant application. The grant application is reviewed for technical completeness to determine whether it includes all of the required materials, meets the minimum funding requirements, and falls within the geographic area. Grant applications that meet these requirements are accepted for review.

Generally, a grant application accepted for review is evaluated within 60 to 90 days of the application deadline.

Step 2

GBHCMF program staff review the grant applications recommended for consideration from the previous step. These applications are then submitted to the Grants Committee for consideration.

Step 3

The Grants Committee of the Board of Trustees reviews the grant applications referred from Step 2. The Grants Committee determines which grant applications will be recommended to the Board of Trustees.

Step 4

The Board of Trustees reviews the grant applications and Grants Committee recommendations. Every grant application approved by the Board of Trustees has a “conditional” status until a formal Award Agreement is negotiated. Each grant applicant is notified in writing of the decision of the Board of trustees. This decision is final.

Grant Application/Funding Timeline

Sept. 1-15:  Grant Application Submission
Sept. 16 – Nov. 30:  GBHCMF Review Process
Dec. 1-15:  Conditional Approval and Denial Letters Mailed
Dec. 15 – Jan. 31:  Budget & Objective Development Review and Acceptance
Feb. 1-15:  Award Agreement Complete
Feb. 16-28:  Issuance of First Grant Payment