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Quarterly Grant Program

Basic Guidelines

The following are some, but not all of the guidelines for grant application. See the application for the complete set of guidelines.


Grants are only awarded to not-for-profit organizations (501 (c) (3) or 509 (a) (1 or 2)) for projects or services that benefit the citizens of Barberton. Challenge grant requests, matching grants and other grants are viewed favorably by the Grants Committee. Larger grant requests, presented in phases or over multiple grant cycles or years, are also accepted.

Preapplication Conference

The Program Officer and Executive Director will discuss the pros and cons of any future project with an organization. The Program Officer will attempt to give helpful suggestions about possible application content. The Foundation is here to help your organization serve the citizens of Barberton. We have in our office reference materials that describe other area, regional and national foundations. We also have a computer and typewriter in our office that can be reserved for grant application work. We do not allow the use of our copier for grant duplication purposes.

Application Content

Follow the checklist outline. Answer each question in short statements and move on. In the budget section, we want the project broken down as much as possible. We want to see if you have other sources of funding. The Foundation works as a partner rather than as a total funding source. In the organization budget (not required by the City of Barberton, Barberton City Schools, the Health District and Barberton Public Library), we are looking for overall budget size compared to project budget size, projected profit or loss and if you have an endowment or fund reserve. Remember: You must show proof that your board has approved this project and submission of a grant application to the Barberton Community Foundation.

Application Deadline

January 2, April 1, July 1 and October 1 (Applications will not be accepted after 5 p.m. on the deadline date. If the deadline falls on a Saturday or Sunday, or a holiday, then applications will be accepted on the first workday after the deadline.) The applicant must supply 10 presorted application packets. Elaborate presentations will hurt your chances more than help.

Proposal Interview

Typically, the Program Officer will schedule a proposal interview with the application contact person within the three weeks following the application deadline. This interview will give the organization a chance to discuss the merits of the project and the organization as a whole with the Program Officer. It also provides a chance to discuss other possible projects. When appropriate, a facility tour is appreciated. Following the interview, the Program Officer will write a summary and recommendation that will be submitted to the Grants Committee.

Grants Committee

The Grants Committee meets the last Monday of the month of application deadline and the first Monday of the next month after the application deadline. Each committee member will receive a copy of each proposal and the staff report prior to the meetings. The committee will discuss each proposal and make a recommendation to the Board of Trustees for grant approvals. The Board will not be asked to vote on grants denied or tabled by the Grants Committee. Grant proposals that were denied may be resubmitted in a revised application at a future grant deadline. Tabled applications will be considered at a future Grants Committee meeting after additional requested information has been submitted.

Board of Trustees

Recommended grant applications are submitted to the Board of Trustees for approval two weeks after the Grants Committee meeting - the third Thursday of the next month after the application deadline. The Trustees will vote to approve the recommendation or to send it back to the Grants Committee for further review.

Applicant Notification

The Program Officer will attempt to notify all applicants of the Trustees’ decision by phone the day after the Board of Trustees meeting. An official letter outlining the Trustees’ decision will be sent to all applicants within one week of the Board of Trustees meeting. Those applicants who receive a grant will also receive a Grant Agreement that is attached to the approval letter. This agreement will list all grant requirements and stipulations. If the applicant agrees to these requirements and stipulations, they must sign the agreement and return the original (make a copy for your records) to the Foundation at the time the funds are needed. Applicants must request funds within one year of the grant date or the grant will be cancelled. Applicants may request a waiver of the cancellation deadline or listed stipulations by writing a letter to the Executive Director. The reason for such a request must be explained in detail.

Small Grant Program

Basic Guidelines

Following are some, but not all of the guidelines for grant application. See the application for the complete set of guidelines.


Grants are only awarded to not-for-profit organizations (501 (c) (3) or 509 (a) (1 or 2)) for projects or services that benefit the citizens of Barberton. Typically, most Small Grants have been in the $500 to $1,000 range with the highest concentration around $750. Grants requests over $1,000 should be submitted to the Quarterly Grant Program.

Preapplication Conference

The Program Officer and Executive Director will discuss the pros and cons of any future project with an organization. The Program Officer will attempt to give helpful suggestions about possible application content. The Foundation is here to help your organization serve the citizens of Barberton. We have in our office reference materials that describe other area, regional and national foundations. We also have a computer and typewriter in our office that can be reserved for grant application work. We do not allow the use of our copier for grant duplication purposes.

Application Content

Follow the checklist outline. Answer each question in short statements and move on. In the budget section, we want the project broken down as much as possible. We want to see if you have other sources of funding. The Foundation works as a partner rather than as a total funding source. In the organization budget (not required by the City of Barberton, Barberton City Schools, the Health District and Barberton Public Library), we are looking for overall budget size compared to project budget size, projected profit or loss and if you have an endowment or fund reserve. Remember: You must show proof that your board has approved this project and submission of a grant application to the Barberton Community Foundation.

Application Deadline

The last Friday of each month. (Applications will not be accepted after 5 p.m. on the deadline date. If the deadline falls on a day the office is closed, applications will be accepted on the first workday after the deadline.) The applicant must supply five presorted application packets. Elaborate presentations will hurt your chances more than help.

Small Grants Committee

The Small Grants Committee will meet the first week following the application deadline. Each committee member will receive a copy of each proposal prior to the meeting. The committee will discuss each proposal and make a recommendation to the Executive Committee. The Executive Committee will not be asked to vote on grants denied or tabled by the Small Grants Committee. Grant proposals that were denied may be resubmitted in a revised application at a future grant deadline. Tabled applications will be considered at a future Small Grants Committee meeting after additional requested information has been submitted.

Board of Trustees

Recommended grant applications are submitted to the Board of Trustees for approval two weeks after the Grants Committee meeting - the third Thursday of the next month after the application deadline. The Trustees will vote to approve the recommendation or to send it back to the Grants Committee for further review.

Applicant Notification

The Program Officer will attempt to notify all applicants of the Trustees’ decision by phone the day after the Board of Trustees meeting, the third Thursday of the month. An official letter outlining the Trustees’ decision will be sent to all applicants within one week of the Board of Trustees meeting. Those applicants who will receive a grant will also receive a Grant Agreement that is attached to the approval letter. This agreement will list all grant requirements and stipulations. If the applicant agrees to these requirements and stipulations, they must sign the agreement and return the original (make a copy for your records) to the Foundation at the time the funds are needed. Applicants must request funds within one year of the grant date or the grant will be cancelled. Applicants may request a waiver of the cancellation deadline or listed stipulations by writing a letter to the Executive Director. The reason for such a request must be explained in detail.