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Submitting a Proposal


Hawaiian kids in a circleBefore funds are sought from the Samuel N. and Mary Castle Foundation, the applicant organization should review the Foundationís priorities and policies to determine whether it is eligible to be considered for funding and whether the type of activity proposed is in one of the Foundationís funding areas. The Foundation receives many more applications than it can fund. To assist applicants in deciding whether an application will be worth submitting, we require applicants to contact the Foundation's Executive Director by letter, E-mail, phone or a personal visit before making fund application. A site visit may be required if the organization has not applied before or in many years.

Proposals may be hand delivered by the deadline date or mailed to the Foundation offices. Mailed proposals must be postmarked by the established deadline to be reviewed at the next meeting. The deadlines are February 1 for the April meeting, June 1 for the August/September meeting, and October 1 for the December meeting.

The Samuel N. and Mary Castle Foundation is not an international funder and applications are not accepted outside the U.S. The Foundation only rarely funds in the U.S. outside Hawaii. All mainland U.S. applications must be invited by the Trustees to be considered for funding.

The following information should be included in any funding request submitted for review by the Trustees.

Proposal (one copy):

  • a brief summary of the organization, its history, mission, goals and major achievements
  • the population to be served by the proposed project or program and any relevant characteristics (e.g. size, age)
  • the community opportunity or need for which the proposed activity is a response or solution (cite source or reference if statistics or opinions are included)
  • program or project objectives, a summary of the activities to be funded, and any other programmatic details that might be needed to clarify the request
  • the amount of funds requested from the Foundation, the duration of time over which Foundation funds will be needed, and anticipated sources of support when Foundation funding ceases
  • the method to be used to determine the effectiveness of the funded program or project
  • information about the staff of the organization, including those responsible for the program or project

Additional Materials (one copy):

  • Internal Revenue Service determination letter for the organization dated after 1969
  • charter and bylaws for the organization if a proposal has not been submitted to the Foundation within the past five years or has had changes in governance
  • most recently completed audited financial statements for the organization's operations showing the year's income and expenses, final balances at year's end and an explanation for anything unusual reported in the statements
    The Trustees prefer two years of audited statements if available. Exceptions to the audited financial statement are made on a case-by-case basis, especially for church-related preschools or start-up organizations serving children 0-5
  • a copy of the organizationís current operating budget
  • a cover letter, including the signatures of the presiding officer of the board and the executive director (or person in the equivalent role) of the organization to indicate that both the board and the chief staff person have approved the proposal being submitted to the Foundation
  • name and phone number of contact person with whom Foundation staff may make arrangements for an interview or site visit, or from whom they may request additional information

Executive Summary (two copies):

  • a one- to two-page summary of the proposal

Budget (two copies):

  • an expense budget for the proposed activity and the revenue plan for the budget with categories of sources and amounts

Board of Directors List (two copies):

  • a current list of members of the organizationís board of directors, with occupations or positions, and a statement of board involvement and functions within the organization

Organizations which have submitted their charters, bylaws and 501(c)(3) may submit complete applications by E-mail attachment.

Applicant organizations should not bind their proposals or submit videos or other items which have not been requested by the Foundation.

Please address all correspondance and the proposal to:

Mr. Al Castle, Executive Director
Samuel N. and Mary Castle Foundation
Pacific Guardian Center, Makai Tower
733 Bishop Street, Suite 1275
Honolulu, Hawaii 96813

Questions regarding information to be included in a proposal should be directed to the Foundation staff at (808) 522-1101, fax (808) 522-1103 or E-mail: snandmarycastle@hawaii.rr.com.