Because people have asked how the process works.............
2012 Application process:
(03.25.11)I have begun reviewing the applications that have been submitted. When I identify a missing piece, request additional information, etc. I will be sending an e-mail to the agency to keep a paper trail. These e-mails will be included along with the answer in the application packet.
It will take me most of next week to review – possibly a few days into the following week.
During this review:
First things first – I review for content of required documentation, signatures, etc.
If anything is missing or questions arise, this is when I send the e-mail requesting clarification.
I scan all documents into PDF format. A few agencies do present the information in PDF, but most do not. This takes me quite a bit of time, but reduces the amount of paper wasted during the process. I do not scan the application proper until I have completed my review (allowing my notes to be seen by the Allocation Committee).
The documentation includes all required items including the 990 and audit.
I make notes in a separate word document to allow the Allocation Committee beginning questions for the agencies; knowing that the Allocation Committee is a group of concerned "volunteers" and does not have time to review in detail all the documentation presented. I also use this document to type directly into during the allocation review. As new questions arise, I type those in the document. Each year, last year's notes are also reviewed for any request to make a change or suggestion for next year's application, etc. This document is presented to the allocation committee. I also use these notes when reviewing to determine if an item of interest from prior year review was acted upon.
I compare the agency audit and 990 for matching dates and figures and then compare these to the budget form.
If a budget is presented for the organization in entirety (example: Red Cross, Girl Scouts, Boy Scouts, Legal Aid and any other agency covering a large area, I am requesting a budget for just Pontotoc County). Also, if the numbers served reflect a large area, I am requesting numbers regarding programming for Pontotoc County alone. These two documents are also compared to the budget presented within the application (includes actual #s from prior year).
I also compute the agencies administrative % as well as the ability to be sustainable for 3 months with unrestricted funding.
All information will be presented to the Allocation Committee on flash drives. Saves trees!
I will meet with the Allocation Committee at the time of presentation of request packets and will review all materials presented. We typically meet over the lunch hour to discuss the process and discuss any questions regarding the allocation packets. Time and date not yet determined. Follow up will occur once I have completed the review process.
The due date of the applications was moved up this year (due date today 03.25.11) to allow the Allocation Committee a longer length of time to review the presented information.
During the allocation process, the committee members use a format of scoring. The format is the same for all agencies with weighted scoring based upon questions regarding Community Need, Community Impact, Evaluation of program, Preparation/Experience with program and United Way Commitment. The scoring and weighted average is presented to the agencies; however, the individual scoring sheets are never shared with anyone! These are confidential and kept on file in the allocation documentation.
The date of allocation review when the volunteer Allocation Committee meets with each applicant is Tuesday, May 3rd and Wednesday May 4th. VISION Bank provides use of their board room for these meetings.
Each agency is given up to a 30 minute time slot. Scheduling is coordinated with agencies.
By the way I = Latricia Bryant, Executive Director (only staff member) of Ada Regional United Way
