It is the Town’s unified program for providing donations to qualified community nonprofits that deliver programs, events, and services benefiting Herndon residents and aligned to Town strategic priorities. It consolidates prior donation programs. Awards are discretionary and depend on available funding and operational capacity.
Who administers the program and who approves awards?
Town Council defines the program framework and total annual funding during the budget process. A committee evaluates applications according to the council-approved evaluation matrix.
What is the legal authority for providing donations?
The program operates under the Code of Virginia section 15.2‑953, which permits localities to appropriate funds to charitable or nonprofit organizations that provide services to locality residents and are not controlled in whole or in part by any church or sectarian society.
Who is eligible to apply?
Organizations with 501(c)(3), 501(c)(4), or 501(c)(6) status, in good legal standing, based in Virginia with an address of record on file with the State Corporation Commission, established for at least two years, and providing services that benefit Town of Herndon residents. Individuals and businesses are not eligible. The Town does not promote or advocate political or religious events.
How many applications can my organization submit each fiscal year?
One application per organization each fiscal year. A single application may include multiple programs, services, or events.
What is the maximum amount we can request or receive?
Up to 50,000 dollars per organization per fiscal year. In addition, donation awards will not exceed 75 percent of the organization’s most recently completed annual revenue, inclusive of any Town facility or service costs funded by the award.
Are Town facilities or Town provided services donated or waived?
No. The Town does not waive facility fees or donate Town services under this program. If requested and approved, Town facilities and services may be funded through the donation on a cost recovery basis and must be included in the application budget. Availability is not guaranteed and remains subject to applicable Town processes.
What is the FY 2027 timeline?
For FY 2027 only: Application period is through May 8, 2026. Staff review and evaluation are May 18 to May 29, 2026. Award notifications are expected around July 15, 2026.
How are applications evaluated?
A three member staff committee reviews and scores applications using a Council approved matrix. Members with conflicts of interest recuse themselves. The matrix weights are: Community Benefit 30 percent; Alignment with Town Strategic Priorities and Brand 10 percent; Financial Soundness and Sustainability 15 percent; Organizational Capacity 10 percent; Community Reach and Impact 15 percent; Economic Impact 20 percent. A detailed explanation of how applications for the Community Donation Program are evaluated is available in the Town of Herndon Community Donation Program Policy Statement.
What should my application include?
A clear description of the event, program, or service; an itemized budget that includes the full cost of any requested Town facilities and services; and anticipated outcomes or impact for Herndon residents. Incomplete applications may be ineligible for funding.
How is funding allocated across request sizes?
To promote equitable access, up to 25 percent of the annual Community Donation appropriation is reserved for requests of 2,500 dollars or less. The remaining 75 percent is available for requests above 2,500 dollars and up to the maximum. If there are not enough qualified applications in either range, the Town Manager may reallocate funds to maximize community benefit.
Is funding guaranteed if I apply on time?
No. Awards are discretionary and depend on available funding and operational capacity. Once funds are exhausted, no additional awards are made within the fiscal year.
Can donations be used for events on Town property?
Yes, if approved. The donation may cover eligible Town facility fees and Town provided services at cost recovery. Events remain subject to Special Events Guidelines and any required permits.
Are there small donations available outside the main application window?
Yes. De Minimis (Small) Donations under 250 dollars may be requested year round through the Town Manager or designee, subject to available funds and on a first come, first served basis. For more information email information@herndon-va.gov.
What happens after awards are approved?
Awardees receive an agreement outlining permitted uses. Funds must be used as approved. Within 60 days of completing the project, awardees submit a report that includes attendance or participation, outcomes, and a financial summary.
What if our project changes or does not proceed?
If an organization fails to initiate, complete, or substantially carry out the approved initiative, or materially deviates from the approved use of funds without prior written approval, the Town Manager may require partial or full repayment and may determine ineligibility for future donations.
Are there restrictions on who can receive funds?
Funds are not remitted to individuals, for profit businesses, or announced candidates for political office. The Town does not promote or advocate political or religious events or activities.
How are conflicts of interest handled during review?
Committee members with a conflict of interest must recuse themselves from scoring or discussing the affected application.
How does this program relate to the Town brand?
The evaluation matrix includes alignment with the Town’s strategic priorities and reinforcement of the Town brand, Live Differently, as a scored criterion.
Which previous policies does this replace?
Upon adoption, this policy replaces the Community Cultural Festivals Donation Policy and the De Minimis (Small) Donation Policy.
