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SUGGESTED EVENTS/ACTIVITIES & TIMEFRAME
Pre-planning (seed planting) - 1 to 4 weeks
prior
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Recruit a local chair and vice-chair (people
who will commit time and leadership).
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Prepare media releases to announce Seed
Grant and invite community representatives to participate.
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Personally contact key community leaders
and consult with the regional campaign committee members
and United Way board members, to request their participation.
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Discuss the objectives and ask them to
help identify other people to participate.
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Suggest the list include representatives
from service clubs, education, chambers of commerce, etc.
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Recruit local volunteers to serve on the
committee, plan for an informational meeting.
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Staff sends letters of invitation, under
the chair’s/vice-chair’s signature(s), to people
who were identified by key community leaders, inviting
them to attend an informational/organizational meeting.
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Hold an Informational/Organizational Meeting
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Meeting to be conducted by the Committee
Chair
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Explain Seed Grant process.
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Outline process objectives and time frame.
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Explain composition and responsibilities
of the Seed Grant Committee
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Explain the need for diverse representation.
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Explain what constitutes conflict-of-interest.
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Ask those interested to sign-up.
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Identify others who should be involved
.
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Assign people to make personal contacts
with people whose names were suggested.
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Set date for the "First Meeting," which
will start the process.
Meeting #1...Start the Process - Week 5
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Explanation of United Way's decision to
award the Seed Grant.
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Present Community Profile
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United Way statistical data
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Other data from the Needs Assessment Committee
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Present United Way identified needs and
ask for other needs; present data regarding additional
needs and decide/justify if they are to be added to the
list.
Committee Members Engage in Fact-Finding
Activities - (Approximately 3 weeks)
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Make appointments.
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Interviewers explain the project and purpose
of the interview.
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Interview knowledgeable sources/service
providers to learn about existing services that address
identified problems and groups.
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Summarize findings on report forms.
Meeting #2 — Week 8
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Present results of fact-finding efforts
to the Seed Grant Committee.
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Submit an original and one copy of each
fact-finding report to the Chair and United Way Staff.
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Identify key informants to make presentations
regarding the identified needs at Meeting #3.
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Make assignments to arrange for speakers.
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United Way staff confirm presentations
in writing.
Meeting #3 (A & B, if necessary)
Meeting #4 — Week 8
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Prioritize using the Delphi method.
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Develop synopsis of unmet need.
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Develop criteria for the grant
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Identify what the grant is to achieve (develop
a checklist).
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Target solution to meet identified need
for example, age category, preventative vs. direct service
programs.
Recommendations presented to the Community
Problem Solving Committee for approval
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Community Problem Solving Committee determines
the most appropriate method for awarding the grant.
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If an RFP process is the avenue used to
select a service provider, the Seed Grant Committee will
be asked to appoint three objective representatives to
serve on the Community Problem-Solving Committee's subcommittee
to review proposals and make recommendations. The subcommittee
is to include no more than six people.
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Develop a list of possible providers to
receive the Requests for Proposals; include a list of
providers identified by the Seed Grant Committee and United
Way's list of certified providers.
Implement RFP Process (if deemed appropriate)
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News release
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Mail announcement to the list of funded
and non-funded providers.
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Hold informational meeting for prospective
bidders, if needed.
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Deadline for submission of applications
is six weeks from the date of the public announcement.
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Orient subcommittee to the evaluation tool,
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Mail completed proposals to members to
read and evaluate along with evaluation tools to complete.
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Make a matrix to record scores of all reviewers.
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Subcommittee meets to review complete evaluation
recommendations (1-3 meetings).
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Subcommittee presents overview of the RFP
process, applications submitted and makes recommendation(s)
to the Community Problem-Solving Committee.
Community Problem-Solving Committee
presents recommendations to United Way's Board of Directors
Board of Director's
Approval — Meets the 4th week of the month
Press Conference to
Announce Grant Award
Seed Grant Process Concluded
United Way Community Problem-Solving Committee
monitors progress and generates reports.
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