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GENERAL INFORMATION

[Please read this Section carefully and note 2010 change in approach]

Who We Are

The Beirne Carter Foundation was established in 1986 exclusively for charitable purposes and commenced grant making in 1989 with an initial funding of $14.0 million.  Grant funding emphasis over the years has centered upon health, education, local history, nature, ecology and youth.

Grant Making to Date

Since 1989, grants totaling $20.8 million have been made to organizations and institutions throughout the Commonwealth of Virginia. See historic grant distribution by areas of interest and by geographic area.

Applicant Qualifications

To be eligible for grant consideration, an applicant must qualify under IRS regulations as tax exempt and not be a private operating foundation as defined by the IRS.  Except under rare circumstances, grants are limited to Virginia organizations and institutions. Generally, grants will not be made to organizations supported primarily by government funds or to religious organizations. Grants are not made to individuals.

Approach to Grant Making

The Foundation has two grant making cycles per year – spring and fall. It employs a two step approach: an initial preliminary proposal which if approved will be followed by a formal application.  This process is fully explained in web site section entitled Grant Making Process.   Most grants have been made in response to organization initiated requests using this process.  

2010 – A Change in Approach

Beginning in 2010, the Foundation will increase the number of grants and grant amounts to organizations identified internally by the Board of Directors (“Board Directed Grants”).  As a consequence, numbers of organization initiated grants and their dollar amount will be reduced.

Given its new emphasis upon Board Directed Grants, the Board urges any organization considering submission of a preliminary proposal to the Foundation to review the guidelines contained in this section with care.  In the past, many organizations have prepared proposals for “interests” and “purposes” inconsistent with the Foundation’s guidelines.  In 2009, in response to 141 preliminary proposals, 12 grants were made (9%). 

Foundation Interests

Despite its original broad purpose guidelines, the Foundation has given grant emphasis in recent years to the following: (i) educational institutions with which the Carter or Hutcheson families have been or are currently connected; (ii) the Beirne B. Carter Center for Immunology Research; (iii) organizations involved in environmental/ conservation/preservation activities that directly benefit Virginians; and (iv) organizations that have limited access to outside funding and whose missions address unmet needs or underserved/un-served persons (e.g., youth, elderly, disabled/handicapped, etc.)

Grant Purposes

Although the Foundation has not adopted hard and fast rules governing purposes for which it will award grants, years of grant making have tended to focus and refine the Foundation’s interests. 

Grants have been made to:

·        support Virginia Institutions involved in critical medical research and treatment;

·        assist organizations seeking to begin new and ultimately, self-sustaining programs;

·        leverage established and successful programs in innovative ways that may broaden benefits provided and persons served; and

·        support capital projects, including equipment acquisition and facilities (e.g., new construction, renovation, preservation/restoration, etc.).

The Foundation will not consider requests

·        to support operating expenses associated with ongoing programs or activities (e.g., camper-ships, scholarships, stipends, retreats, etc.) or other general administrative expenses (e.g., salaries, rent, office supplies, materials, etc.);

·        from organizations located outside of Virginia;

·        from local chapters of national associations and societies;

·        from educational institutions unless there is a direct Carter-Hutcheson  family relationship; and

·        for endowment funds (including scholarship funds), debt reduction, or funding of deficits.

Grant Request Frequency

There is no frequency limitation on the submission of preliminary proposals.  However, only one proposal per organization will be considered in a single cycle.  Generally, declined proposals should not be resubmitted for the same purpose.

Organizations that have been awarded a grant should wait at least three years before submitting a new grant request.

Web Site Organization

The major links within the Foundation’s web site are the (1) Grant Making Process (a general overview of the process and deadline dates); (2) Preliminary Proposal (the first step in the grant application process); and (3) Formal Grant Application (for approved Proposals, the formal grant application step).

Next Deadline Date

For our fall 2010 cycle, the deadline for physical receipt of Preliminary Proposals in the Foundation offices is Monday, August 2, 2010 at Noon.

 

BEIRNE BLAIR CARTER
1924 – 1989

The Beirne Carter Foundation was established in 1986 by Beirne Blair Carter, Chairman and Chief Executive Officer of Carter Machinery Company, Inc. of Salem, Virginia. 

At the time he created the Foundation, Mr. Carter placed an emphasis on health, education, local history, nature, ecology and youth as areas where he foresaw opportunities to help.  At the same time, he stated that he did not wish to restrict the Foundation and expected it “to respond in a flexible manner to changing needs” and that he “hoped primary emphasis would be placed upon helping citizens of all walks of life who live in all geographical areas of Virginia.”

Prior to his death in 1989, Mr. Carter made several significant grants, including:

  • The North Cross School, Roanoke, Virginia – $4,000,000

  • St. Christopher’s School, Richmond, Virginia – $1,000,000

  • University of Virginia, Charlottesville, Virginia – $3,500,000 leading to the establishment of the Beirne B. Carter Center for Immunology Research.  Additional areas of support included the McIntire School of Commerce, Darden School of Business, and Nursing School.

  • Virginia Military Institute, Lexington, Virginia – $250,000

Mr. Carter was a native of Richmond, Virginia.  He attended Virginia Military Institute before being called to active duty in the United States Army in World War II.  For wounds received in Achen, Germany, Mr. Carter received the Purple Heart.  Following the war, Mr. Carter resumed his studies at the University of Virginia where he received a Bachelor of Science in Commerce degree in 1948. 

Mr. Carter began his business career with Virginia Tractor Company, Inc. in Richmond, a firm founded by his father, Robert Hill Carter.  In 1952, Mr. Carter established Carter Machinery in Roanoke as a separate Caterpillar dealership, covering southwest Virginia and areas of southern West Virginia.  In 1988, Carter Machinery expanded its territory to cover most of the Commonwealth of Virginia and to become one of the largest and most successful Caterpillar dealerships in the country.

In the area of philanthropy, Mr. Carter will be remembered not only for his generosity but also his vision.  Perhaps, the finest example of both was the creation and initial funding of the Beirne B. Carter Center for Immunology Research at the University of Virginia.  Mr. Carter was also interested and supportive of many less noteworthy projects, particularly those involving organizations without ready access to funding.  Mr. Carter never forgot the challenging times involved in beginning a business.  Behind his desk was a framed copy of a note in the amount of $10,000 that one of his earlier bankers had “called”.

The Beirne Carter Foundation, although founded by a former chief executive officer of Carter Machinery Co., Inc., is an independent charitable organization with no connection to any other corporate entity.

 

GRANT MAKING PROCESS

The Foundation has two grant funding cycles during the year – spring and fall, each with a two step grant making process.

Step One – Preliminary Proposal

Any organization seeking grant consideration must complete a Preliminary Proposal form. The form, as well instructions for its completion, is contained in this web site under the Preliminary Proposal. The form must be submitted by the deadline indicated in the Grant Cycle Timetable section below. Its content should be limited to the two page format provided.

Incomplete Preliminary Proposals or those for purposes falling outside of the scope and geographic limitations of our grant making process may be declined without further review. All other Preliminary Proposals will be reviewed promptly by the Board of Directors of the Foundation. Following this review, the Foundation will notify organizations of the results.

The purpose of the Preliminary Proposal step is twofold: (1) to allow an organization the opportunity to provide initial information about a proposed need in a high level format and (2) to enable the Foundation to respond quickly to that information. The Foundation is sensitive to the resources expended by organizations in completing formal grant proposals. If by reason of request purpose, interest emphasis, or Foundation funding priorities, it concludes that a request may not be a good, current "fit", the Foundation wishes to communicate this decision as soon as possible.

Step Two – Formal Grant Application

Organizations selected to complete a formal grant application must do so in accordance with the instructions contained in the Grant Application tab of this website. The dates by which these proposals must be submitted to the Foundation appear below. Following a careful review by the Directors of all proposals accepted for a particular grant funding cycle, organizations will be notified in writing of funding decisions.

Selection to submit a formal grant application should not suggest to an organization that its grant request will be automatically funded. Even with a Preliminary Proposal process step in place, the Foundation will continue to receive and review more grant proposals than it is able to fund in any single cycle.

Communication with the Foundation

All communications with the Foundation or questions regarding the grant making process should be directed to:

Peter C. Toms
Executive Director
The Beirne Carter Foundation
1802 Bayberry Court, Suite 401
Richmond , VA 23226-3767
Telephone Number: (804) 521-0272
Fax Number: (804) 521-0137
E-Mail: bcarterfn@aol.com

Personal contact with individual Directors regarding a Preliminary Proposal or formal grant application is discouraged.

Decision Process

It is important for organizations seeking grant funding from the Beirne Carter Foundation to understand that it is only the Directors as a group that make each decision, and that once made, the decision is communicated in writing except in very rare circumstances. The volume of Preliminary Proposals and formal grant applications as well as the subjective considerations involved preclude the Foundation from critiquing unsuccessful Preliminary Proposals or applications, and inquiries of this nature should not be made.

Additional Information

At any point during the grant making process, the Foundation may request additional, clarifying information from the organization. In addition, the Directors may ask for a site visit during the grant making process or following the award of a grant.

2010 Grant Cycle Timetable

 
Spring Cycle
Fall Cycle
     
Preliminary Proposal Form Deadline
February 1
August 2
     
Foundation Response to Organizations
March 3
September 15
     
Formal Application Deadline
April 14
October 13
     
Grant Decisions Communicated
May 12
November 17

 

 

 

 

 

 

PRELIMINARY PROPOSAL

Preliminary Proposals must be received in the Foundation’s offices by no later than 12:00 noon on February 1 and August 2 to be considered.

The Preliminary Proposal form may be downloaded from this website in Microsoft ® Word format. If you are unable to download the form, please contact the Foundation, and we will be pleased to send the form to you via e-mail or through the mail.

Download the Preliminary Proposal Form

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Forms should be completed on the computer or typed. When complete, they may be transmitted to the Foundation as an e-mail attachment, or mailed.

Please do not exceed the space provided in the form. It is designed to provide an organizational and need “snapshot”; brevity and conciseness are encouraged. Please attach a list of your organization’s Board of Directors/Trustees and their contact information to the form when it is submitted.

 

FORMAL GRANT APPLICATION

Organizations invited to complete a formal grant application will be notified to that effect in writing following the review of all Preliminary Proposals.

Formal grant applications must be received in the Foundation’s offices by no later than 12:00 noon on April 14 and October 13 to be considered. Incomplete applications may be declined without further review.

Although the Foundation does not require applications to follow a strict format, each organization applying for a grant is expected to submit the following:

1.  A cover letter from an official of the organization stating that the organization has formally approved the proposed project or program. The President or Chairman of the Board of Directors/Trustees must appear as a "copy to" addressee if the letter is signed by another individual.

 

2.  A written proposal which includes the following information:

  • A brief description of the organization, its history and purpose.
  • A concise description of the grant request, including specific purpose(s), the benefits to be provided, and the needs to be met.
  • A detailed financial plan for the project including all sources of funding (secured/anticipated), all related expenses, and provisions for contingencies and ongoing support.
  • A brief biographical statement about the person who will conduct or supervise the proposed project or program.
  • Plans for evaluation of the project’s result and for sustaining it after grant funds expire.
  • Names, affiliations, and contact information of the organization’s trustees or directors, officers, administrators and principal staff

 

3.  Evidence that the organization is exempt from federal income tax under Section 501(c)(3) and is not classified as a private foundation or private operating foundation as defined in Section 509(a) of the Internal Revenue Code, and a certification that the organization’s status is unchanged.

 

4.  A budget (income and expenses) and any financial statements for the current year, and financial statements for the prior two fiscal years (audited, if available). Such statements should include the amount(s) of any endowment(s), if any. A new organization should submit pro forma financial statements for at least two years of operation.

 
5.  An Application Summary form. The Application Summary may be downloaded from this web site in Microsoft ® Word format. If you are unable to download the form, please contact the Foundation, and we will be pleased to send the form to you via e-mail or through the mail. Application Summaries should be completed on the computer or typed.

 

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PAYMENT AND ACCOUNTABILITY

When an award is made, it will be communicated by letter stating the purpose or purposes for which the grant funds may be used. Grant funds may not be expended for any other purpose(s) without the Foundation’s prior written approval.

Any funds not expended or committed for the purpose(s) of the grant within the period stated in the award letter must be returned to the Foundation.

A written report on the use of the funds and the status of the project must be made to the Foundation no later than one (1) year after the payment of the grant. For multi-year grants, installment payments will be made after receipt of a brief report on the progress of the project or program and a statement of funds expended or committed. A final report for a multi-year grant should be submitted at the same time that the last grant installment is paid.

 

BEIRNE B. CARTER CENTER FOR
IMMUNOLOGY RESEARCH

The Beirne B. Carter Center for Immunology Research (BCIC) at the University of Virginia was founded through the generosity of Beirne B. Carter, and the Foundation continues to support its efforts.  The researchers in the BCIC work to provide a better understanding of hepatitis C, influenza, cancer, RSV, AIDS, and autoimmune disorders, helping find new treatments and cures.  Research "seed funds" from the Foundation have resulted in advances in human health, as well as significant NIH funding and other grant support for researchers in the Center.  In 2002, the Foundation made a $5,000,000 multi-year pledge toward expansion of the BCIC into new space in a new medical research facility at the University named the the Carter-Harrison Research Building .

The Carter-Harrison Research Building, completed in 2009, is a 150,000 square foot research facility that brings together nationally renowned experts in immunology, infectious diseases, and cancer. BCIC currently occupies an entire floor of the new building and is strategically located near other researchers with similar interests. The research conducted in the Carter-Harrison Building will provide hope for millions whose immune systems are functioning improperly, or those who have been ravaged by infectious disease or cancer. 

We invite you to visit the Immunology Center's website at http://www.healthsystem.virginia.edu/internet/cic/ .

WHAT'S NEW

1.  With the 2006 spring grant cycle, the Foundation adopted a two step grant making process. This represented a significant process change for the Foundation. Please refer to the Grant Making Process link.

 

2.  In recent years, the Foundation has made fewer grants in response to direct applications while at the same time generating more grants internally.

CONTACT US

The Primary contact at the Foundation is Peter C. Toms (Executive Director) at:

The Beirne Carter Foundation
1802 Bayberry Court, Suite 401
Richmond , VA 23226-3767
Telephone Number: (804) 521-0272
Fax Number: (804) 521-0137
E-Mail: bcarterfn@aol.com

Our office is open on Mondays and Wednesdays from 8:30 a.m. until 4:00 p.m.

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