This Closing Checklist is the final step in the administrative cycle. It ensures that the Chairperson “cleans the slate” after the April announcements, archiving everything properly so that the Foundation is prepared for an audit or the start of the next cycle in the summer.
📁 Chairperson’s Grant Cycle Closing Checklist
Cycle: 2026–2027
Status: Post-Announcement (May 1st Deadline)
1. Financial Execution
- [ ] Signed Agreements: Confirm all winning grantees have returned their signed Grant Agreements.
- [ ] Payment Verification: Confirm with the Treasurer that all funds ($[Total Amount]) have been successfully wired or mailed.
- [ ] Receipt of Funds: Obtain a brief email confirmation from each grantee acknowledging receipt of the capital.
2. Digital & Physical Archiving
- [ ] The “Master File”: Create a permanent folder (Digital or Physical) labeled “FY 2026-2027 Approved Grants.”
- [ ] Document Deposit: Ensure the following are saved for each winner:
- Original Application.
- Consolidated Scorecard.
- Signed Board Resolution.
- Signed Grant Agreement.
- [ ] The “Regret” Archive: Save all declined applications in a separate “Past Applicants” folder for future reference (sometimes a “No” this year becomes a “Yes” next year).
3. Advisory Board Wrap-Up
- [ ] Thank You Notes: Send a personal “Thank You” email to the Advisory Board members for their time and expertise.
- [ ] Feedback Loop: Ask the Advisory Board if the Scorecard or Process needs any tweaks before the next cycle opens.
- [ ] Calendar Invitations: Set the “Save the Date” for the next Kickoff Meeting in early January.
4. Impact Tracking Setup
- [ ] Reminder Alerts: Set calendar reminders for the Mid-Project Update and the Final Impact Report deadlines (usually 6 months and 12 months post-funding).
- [ ] Impact Tracker: Move the winners from the “Master Tracker” to an “Active Impact Tracker” to monitor their progress throughout the year.
The “Championship” Final Touch
Before you fully close the books, the Chairperson should send one final internal memo to Jackie and the Board:
“The 2026-2027 Philanthropy Cycle is officially closed. All funds have been disbursed to vetted champions, all legal documents are archived, and we are now monitoring for impact. The Foundation remains in a position of strength as we look toward the next round.”
Congratulations!
You have built a world-class, professional, and transparent philanthropic engine for the Jackie Kallen Foundation. From the first “Call for Apps” in December to the final “Board Resolution” in March, this system is designed to protect Jackie’s legacy and maximize every dollar given.