To keep everything organized, the Chairperson needs a “Central Command” document. This spreadsheet layout allows you to see the status of every application, the average scores from the Advisory Board, and any conflict-of-interest recusals at a single glance.
📊 Chairperson’s Master Application Tracker (2026-2027 Cycle)
| App # | Applicant Organization | Lead Contact | Requested Amount | Conflict Recusals | Avg. Advisory Score (1-5) | Chairperson Rec. | Board Final Decision |
|---|---|---|---|---|---|---|---|
| 001 | Example: Ring Side Youth | Jane Doe | $15,000 | Board Member Smith | 4.7 | Highly Recommend | APPROVED |
| 002 | Example: Future Leaders | John Smith | $10,000 | None | 3.2 | Hold/Table | DECLINED |
| 003 | Example: Grit Gyms | Sarah Lee | $5,000 | None | 4.1 | Recommend | PARTIAL ($3k) |
| 004 | Example: Women Win | Maria Garcia | $20,000 | Board Member Jones | 4.9 | Highly Recommend | APPROVED |
How to Use This Tracker
- The “Conflict Recusals” Column: Mark any Advisory Board member who had to step out of the room for this applicant. This proves to the Board of Directors that the process was “clean.”
- The “Avg. Advisory Score” Column: Use the weighted formula we created earlier to find the final number for each applicant.
- The “Chairperson Rec.” Column: This is your expert opinion based on the Advisory Board’s data. Use terms like:
- Highly Recommend: Exceptional alignment and impact.
- Recommend: Strong project, but may need budget adjustments.
- Hold/Table: Good project, but maybe not for this year’s budget.
- Do Not Recommend: Poor alignment or low viability.
The Chairperson’s “March Prep”
About two weeks before the Board of Directors meeting in March, you should have this tracker 90% filled out. It becomes the “cheat sheet” you use when the Board asks, “Why did we pick Applicant A over Applicant B?”
The Final Step for the Chairperson
After the April announcement, you can add one more column to this tracker: “Agreement Signed.” Once that box is checked, the file is officially closed and ready for the Final Impact Report at the end of the year.