Last Updated: August 9, 2025

Mission Statement

The Foundation’s Mission is to assist the community of Arkansas City and Cowley County, Kansas, in providing a quality cultural environment of arts, music, language and other endeavors.

Foundation Overview

  • Legal Status: Private, not-for-profit foundation incorporated in the State of Kansas.
  • Date of Incorporation: July 14, 2005
  • Kansas Business Identity Number: 3811684
  • Federal EIN: 20-3225892 (issued August 12, 2005)
  • IRS Tax-Exempt Status: Granted on November 17, 2005
  • The Foundation is governed by a Board of Trustees.

Funding Priorities and Guidelines

Eligibility

  • Eligible applicants include organizations with IRS 501(c)(3) designation, tribal or municipal governments, schools and school districts, or organizations affiliated with a parent organization holding charitable or philanthropic IRS status.

Funding Priorities

  • Grant requests are evaluated according to clearly defined criteria and guidelines established by the Foundation Trustees.
  • Exceptions to these guidelines may be made at the discretion of the Trustees.
  • The Foundation awards grants without regard to race, color, religion, national origin, ancestry, sex, age, disability, or any other legally protected class.
  • All grants must align with the Foundation’s Mission to assist the community of Arkansas City and Cowley County, Kansas, in providing a quality cultural environment of arts, music, language and other endeavors.
  • Concentrated Impact: The Foundation prioritizes support for a select number of organizations or projects where awarded funds can drive substantial, measurable differences within both the organization and the broader community.
  • Matching Funds: Projects leveraging matching funds, especially in partnership with other organizations, are highly encouraged. This approach is viewed as an effective way to amplify the Foundation’s monetary contributions and maximize community benefit.
  • Priority is given to projects located in Arkansas City; projects in Cowley County are considered to a lesser extent.
  • Future Funding: The awarding of a grant in one year does not guarantee continued funding in subsequent years.

Restrictions

The Foundation generally will not consider requests for:

  • Personal financial assistance to individuals
  • Purchasing blocks of tickets, tables, or participation in fundraising events
  • Serving as a conduit for funds supporting projects not pre-approved by the Foundation Trustees
  • Expenses that do not qualify as direct charitable or philanthropic costs

Indirect Fees Policy

  • The Foundation typically does not cover indirect costs such as overhead or administrative fees.
  • Exceptions may be made by the Trustees for indirect fees that are essential and directly related to the grant. In these cases, no more than 10% of the proposed grant amount will be considered for such expenses.

Grant Application Submission

  • All grant requests must be submitted electronically via the website https://www.vjwilkinsfoundation.com/, by mail, or in person to:
  • 112 S Summit, Suite B, Arkansas City, KS 67005 Attention: Jennifer Munson
  • Applications that do not align with the Foundation’s guidelines will be declined without review.
  • Eligible requests will be forwarded to the Foundation Trustees for consideration.

Granting Cycle

  • Annual Process: The granting cycle begins each year and is finalized by year-end. Approved grants are funded for the next fiscal year.
  • Exceptions: The Foundation may make exceptions for projects deemed especially valuable to the Arkansas City community.
  • Application Notice: Announcements soliciting applications are published annually in the Courier-Traveler newspaper and on social media, as directed by the Trustees.
  • Application Deadline: All applications must be submitted by the date specified in the official notice.
  • Review Process: Trustees convene in Arkansas City at a predetermined date for their annual meeting to review applications. Additional information may be gathered through interviews before final decisions are made.
  • Notification of Decision: Applicants are informed of approval or denial by year-end, ensuring prompt communication.
  • Disbursement of Funds: Financial awards are distributed by year-end.

Grant Award Requirements

  • All grant awards must be used solely for the purposes presented to and approved by the Foundation Trustees. All provisions of the submitted grant application shall be met, except as specifically modified by the Foundation in the grant award.
  • If a grantee anticipates a change in the use of funds, they must submit a “change in use” request for review and approval by the Foundation Trustees before making the expenditure.
  • All grant awards require the submission of a follow-up report detailing the success or progress of the program or project, including the number of attendees and the impact on the community. The grantee must also provide a detailed accounting of how the grant funds were spent.
  • Multi-Year Grants: For grants disbursed in installments over more than one year, recipient organizations must provide the Foundation with regular updates on program progress and outcomes before additional installments are released. The frequency of these reports will be determined by the Trustees on a case-by-case basis and may be adjusted as needed.
  • Financial Documentation: Trustees may request annual financial documents from grantee organizations as a condition for continued funding.

Unexpended Grant Funds

  • If funds are unlikely to be used within one year, or a specified period set by the Trustees, grantees must either request an extension from the Foundation or return the funds to the Foundation. Any surplus or unspent funds should be returned to the Foundation.
  • Carry-Over Approval: Upon request by the grantee, the Trustees may grant approval for the carry-over of funds.

Publicity and Acknowledgment

  • The Foundation reserves the right to announce any grants awarded and to publish images or details of the supported project or program.
  • Grant recipients are required to acknowledge the Foundation’s support in all related printed and online materials.

Governance

The Foundation Trustees

  • Board Composition: The Board may have up to five Trustees. Three were appointed by the original founder, V.J. Wilkins. Other Trustees are chosen for their community leadership, resources, and talents.

Conflicts of Interest

  • Avoidance: Trustees must avoid any real or potential conflicts of interest with grant applicants.
  • Disclosure: Conflicts must be disclosed, and the affected Trustee must abstain from participation or voting on related matters.

Grant Funding Formula

  • Formula Establishment: Trustees set and periodically review the formula for available grant funds.
  • Annual Minimum and Contingency: The formula ensures a minimum annual disbursement and may include a contingency fund of up to five percent (5%) for unanticipated needs arising during the fiscal year.

Miscellaneous

  • Trustee Discretion: Any situations not addressed by these policies will be resolved at the sole discretion of the Foundation Trustees, ensuring an equitable outcome.