Frequently Asked Questions

  1. Does the Foundation have a formal application and/or guidelines?
    Yes. The application and guidelines are available on the Foundation’s web site (www.ecsams.org/grants.cfm ) or can be obtained by emailing your request to sueo@ecsams.org or by mailing your request to Earl C. Sams Foundation, Inc., Attn: Grants Manager, 101 N. Shoreline Blvd., Suite 602, Corpus Christi, Texas 78401.
  2. Does the Foundation accept applications via email?
    Yes, applications scanned in PDF format will be accepted.  Applications submitted electronically in PDF format is preferred.  The Foundation's application form can be downloaded from the Foundation's web site ( www.ecsams.org/grants.cfm ).  Please email completed application packet in PDF format to the following email address: sueo@ecsams.org.
  3. Do you fund individuals for special projects or scholarships?
    No. The Foundation does not make grants to individuals. While the Foundation does periodically fund scholarships at various institutions, the institution, not the Foundation, determines the recipients of those scholarship funds.
  4. When does the Foundation board meet and what is the deadline to submit a proposal?
    The Board of Directors generally meet three times a year on the first Monday of March, June and November.  All applications must be submitted  by the application deadline set by the Foundation (generally 30 days prior to a scheduled Board of Directors meeting).  Applications received after the deadline will not be considered at the upcoming meeting, but will be considered at the following meeting. Currently scheduled meetings and corresponding application deadlines are posted at www.ecsams.org/grants.cfm.   Scheduled meetings and corresponding application deadlines can also be obtained by emailing a request for this information to sueo@ecsams.org or by contacting the Foundation directly at (361) 888-6485.   
  5. What geographical areas receive grants?
    Primarily South Texas.
  6. Does the Foundation ever give outside of Texas?
    Generally no. However, the Foundation on rare occasions has made grants outside of Texas.
  7. To whom should the proposal be addressed?
    Address proposals to:

    Bruce S. Hawn, President
    Earl C. Sams Foundation, Inc.
    101 N. Shoreline Blvd., Suite 602
    Corpus Christi, TX 78401
  8. Can we have a copy of your 990PF or Annual Report?
    Yes. The last three 990-PF’s filed by the Foundation are available upon written request addressed to Earl C. Sams Foundation, Inc., Attn: Grants Manager, 101 N. Shoreline Blvd., Suite 602, Corpus Christi, Texas 78401.  Prior grants listed by year are posted on the Foundation's website at www.ecsams.org/grants.cfm or can be obtained by emailing your request to sueo@ecsams.org.
  9. Does the Foundation give to building or operating grant requests?
    Yes.
  10. How often can I submit an application?
    Once a year is the standard time to submit an application. However, Grantee's that have received a grant for three consecutive years will not be allowed to submit an application the following grant year.  In other words, such a grantee will be required to sit out a year.
  11. When can I submit an application?
    Anytime of the year, however, the Foundation meets three times a year.  Your application will be considered at the next board meeting, provided the application is received by the application deadline for that meeting, if not it will be considered at the following  board meeting.  Currently scheduled meetings and corresponding application deadlines are posted at www.ecsams.org/grants.cfm.   Scheduled meetings and corresponding application deadlines can also be obtained by emailing a request for this information to sueo@ecsams.org or by contacting the Foundation directly at (361) 888-6485. 
  12. When will I be notified of a decision of the board?
    You will be notified in writing soon after the board of directors meeting.
  13. Why was my proposal declined? May we re-submit our proposal?
    The Foundation is unable to fund every request. The Foundation receives requests in excess of the funding available for grant giving. A decision not to fund a request does not reflect on the applicant or the importance of the proposal. You may re-submit next year.
  14. Should we send letters of support for our proposals?
    Usually it is not necessary, however, if needed, a staff person will contact you.
  15. Can I make a formal presentation at the Foundation Board meeting?
    No.  However, individual board members are willing to meet with prospective applicants prior to meetings, at which time a presentation can be made. To arrange for such a meeting, please contact the Grants Manager at (361) 888-6485 or by emailing your request to sueo@ecsams.org
  16. Does the Foundation have a policy prohibiting or restricting grants for administration/operating expenses, construction costs, fund raising costs, seed money/startup funds, program expenses, capital campaigns, equipment, endowments, challenge/matching grants, etc.?
    No, while the Foundation may not be as inclined to make grants in some of these areas, the Foundation has and will continue to make such grants in the future. 
  17. Our organization's 501(c)(3) determination letter is more than 7 years old. What do we do?
    You can obtain an updated letter in relatively short order by calling the IRS and ask them to mail you an updated ruling. State that you are only seeking an updated determination letter and are not seeking a change in exempt status. The IRS number to call is 1-877-829-5500. It may take a while to get through all the options. The option you want to select is to speak to an IRS representative.
  18. Does the Foundation make grants to Supporting Organizations?
    Yes and no, The Pension Protection Act (the "Act"), became effective August 17, 2006.  The Act states that any grant to a Type III Supporting Organization, unless "Functionally Integrated", will not count towards the Foundation's mandatory 5% distribution requirement.  Accordingly, the Foundation will not make grants to Type III Supporting Organizations which are not "Functionally Integrated".  The Foundation will make grants to Type I, Type II, and "Functionally Integrated" Type III Supporting Oganizations, provided, that the organization provide the Foundation with a "reasoned opinion of counsel" setting forth the Supporting Organization's "Type" classification and the rationale and factual basis for making that determination.
  19. Are there any additional requirements for "Functionally Integrated" Type III Supporting Organizations?
    Yes, the "reasoned opinion of counsel" must state that the Type III Supporting organization was determined to be "Functionally Integrated" in accordance with Treasury Regulation 1.509(a)-4(i)(3)(ii) and the rationale and factual basis for that determination.
  20. How can I tell if our organization is a Supporting Organization?
    Your 501(c)(3) determination letter or recently updated (See, FAQ 17) determination letter issued by the IRS in most cases will state that the reason for your organization's "public charity" status and quote a section of the Internal Revenue Code.  If section 509(a)(3) appears in your organization's letter, then the organization is a "Supporting Organization".  The IRS now allows private foundations to rely on various third party service providers in making the initial determination of whether or not an organization is a "Supporting Organization".  The Foundation subcribes to such a service, accordingly, you will be notified if the Foundation's service lists your organization as a "Supporting Organization" and what additional requirements your organization will need to meet in order to qualified for a Foundation grant.
  21. Our organization's 501(c)(3) determination letter does not reference 509(a)(3) as the basis for our public charity status, but our most recently filed Form 990 has Box 13 of Part IV of Schedule A checked. Is this a problem?
    Yes, the Foundation has no way of knowing which is correct.  In such circumstances, it is recommended that your organization consult with the preparer of its Form 990 to determine whether or not your organization has a basis to amend your organization's Form 990 (i.e. box 13 was checked by mistake).  If your organization's Form 990 is amended, then the Foundation will require in addition to a copy of the amended Form 990 an updated 501(c)(3) determination letter from the IRS.
  22. Our organization's 501(c)(3) letter doesn't set forth the basis for Public Charity Status, how can I tell if our organization is a Supporting Organization?
    This situation normally arises when your organization has a "Group Ruling" 501(c)(3) determination letter.  Unfortunately, in such circumstances, it is up to your organization to make that determination. Except in limited circumstances, the Foundation will require a "reasoned opinion of counsel" setting forth the rationale and factual basis of your organization's public charity status. If it is determined by your organization's counsel that your organization is in fact a Supporting Organization, the opinion must also state the Type of Supporting Organization and if a Type III Supporting organization the opinion must also state that it is a "Functionally Integrated" Type III Supporting Organization determined in accordance with Treasury Regulation 1.509(a)-4(i)(3)(ii) and set forth the rationale and factual basis for that detemination.