Since the Board of Directors is the final authority on the money, the Chairperson needs to walk into the March meeting with a clear, professional, and efficient agenda. This meeting is where the Advisory Board’s hard work is “sold” to the decision-makers.
🏛️ Agenda: Annual Philanthropy Selection Meeting
Jackie Kallen Foundation: Board of Directors
Date: March [Date], 2026
Time: [Insert Time]
Location: [Zoom/Conference Room]
Chairperson: [Your Name]
Attendees: Board of Directors, Advisory Board Chairperson
1. Call to Order & Opening Remarks (5 Mins)
- Chairperson: Brief update on the 2026–2027 Cycle (total applications received, overall quality of the pool, and adherence to the mission).
2. Process Integrity Report (5 Mins)
- Conflict of Interest Review: Confirmation that all Advisory Board members signed disclosure forms.
- Recusal Report: List of any applicants where a board member stepped out of the scoring process to ensure 100% transparency.
3. Presentation of the “Master Tracker” (15 Mins)
- Overview of Top-Tier Candidates: High-level summary of the applicants with the highest weighted scores (4.5/5.0 and above).
- The “Why”: Quick explanation of how these organizations align with the “Championship Spirit” criteria.
4. Funding Recommendations & Discussion (20 Mins)
- Tier 1 (Priority Funding): Discussion on the applicants recommended for 100% of their requested amount.
- Tier 2 (Partial/Conditional Funding): Discussion on applicants who show promise but may need a smaller “seed” grant or specific milestones met.
- Tier 3 (Waitlist/Future Pipeline): Brief mention of strong applicants who did not make the cut this year due to budget constraints.
5. Board Vote (10 Mins)
- Formal Motion: Motion to approve the disbursement of $[Total Amount] as recommended by the Advisory Board.
- Official Vote: Recording the Board’s “Ayes” and “Nays.”
6. Closing & Next Steps (5 Mins)
- Timeline: Confirmation of the April announcement date.
- Action Item: Chairperson to begin drafting Award and Regret letters based on today’s vote.
The Chairperson’s “March Board Packet”
Before this meeting starts, you should provide each Board Director with a folder (physical or digital) containing:
- This Agenda.
- The Master Application Tracker (with the scores filled in).
- One-Page Summaries for the Top 3 applicants (so they can see the “faces” behind the numbers).