This Operations Manual serves as the “Rulebook” for the Jackie Kallen Foundation’s philanthropic arm. It ensures that no matter who sits on the Advisory Board, the process remains consistent, fair, and professional.
📘 Operations Manual: Philanthropic Review & Disbursement
Jackie Kallen Foundation
1. Mission & Purpose
The Philanthropy Department exists to identify, vet, and fund individuals and organizations that embody the resilience and championship spirit of Jackie Kallen. The Advisory Board acts as the primary gatekeeper to ensure all funds are used effectively.
2. The Governance Structure
- The Advisory Board: A diverse group of experts who evaluate applications using standardized criteria.
- The Chairperson: The bridge between the Advisory Board and the Board of Directors; responsible for data consolidation and final recommendations.
- The Board of Directors: The final authority on all financial disbursements.
3. The Standard Operating Procedure (SOP)
| Step | Action | Tool/Document Used |
|---|---|---|
| 1. Intake | Applications are collected during the open grant window. | Grant Application Form |
| 2. Vetting | Advisory Board members score each application independently. | Evaluation Scorecard |
| 3. Synthesis | Chairperson averages scores and identifies top candidates. | Consolidation Formula |
| 4. Briefing | Chairperson presents the top-tier list to the Board. | Chairperson’s Summary Report |
| 5. Approval | Board votes on the final funding amounts. | Board Meeting Minutes |
| 6. Awarding | Chairperson notifies winners and declines others. | Award/Regret Letters |
| 7. Closing | Grantees sign the legal agreement and receive funds. | Grant Agreement |
| 8. Audit | Grantees submit proof of impact at year-end. | Final Impact Report |
4. Scoring Policy
To ensure objectivity, the Advisory Board must use the Weighted Scoring System:
- Mission Alignment (30%): Does this honor Jackie’s legacy?
- Impact (25%): How many lives are changed?
- Viability (20%): Can the applicant actually pull this off?
- Transparency (15%): Is the budget honest?
- Sustainability (10%): Will the impact last after the money is gone?
5. Conflict of Interest
Any Advisory Board member with a personal or professional connection to an applicant must recuse themselves from scoring that specific application to maintain the Foundation’s integrity.
6. Record Keeping
The Chairperson shall maintain a “Grant Master File” containing:
- A copy of the original application.
- The consolidated scorecards.
- The signed Grant Agreement.
- The Final Impact Report.
7. Annual Review
At the end of each fiscal year, the Chairperson will present the Annual Philanthropy Impact Summary to the Board. This meeting serves to:
- Verify the “Return on Impact.”
- Adjust the scoring weights for the following year.
- Celebrate the “Knockout” success stories of the foundation.
The Jackie Kallen Golden Rule: “We don’t just write checks; we build champions. If an applicant doesn’t have the heart for the fight, they aren’t a fit for this foundation.”