The Allocations Process

The Allocations Process

The allocations process is the fulcrum of the entire United Way system. How this fulcrum is used will in large part determine the place and role that the United Way plays in the Rocky Mount/Nash County area. It is the crossroads where planning and fundraising meet.

The allocations process begins with the election of the Allocations Chair and Vice Chair by the Board of Directors. The Panel Co-Chairs are appointed by the Allocations Chair and Vice Chair. Other Allocations Committee members are appointed by the Allocations Chair, Vice Chair and Panel Co-Chairs. The overall committee needs to have a good cross section of our community so that the interests of all citizens are represented.

The Allocations Chair and Vice Chair meet with Agency Directors, Presidents and Treasurers of Agency Boards to distribute and explain allocations forms to the agencies.

The Agencies are then responsible for furnishing financial information, background material which highlights the services they have provided, and plans for the future.

A United Way Orientation is held for the Allocations Committee. At this meeting, the general operation of the United Way is discussed, and the allocations process is explained to the volunteers.

Each member of the Allocations Committee prepares for the work sessions by studying the materials given to them on their assigned agencies. Each member is required to attend the agency tour of their assigned agencies as scheduled by the panel chairman prior to the Agency Bugdet Presentation Meeting.

Each panel will hear presentations from three agencies.

At the Agency Budget Presentation, each agency will present their program and financial information, followed by a question and answer session with the panel.

Then the panel will prepare the recommendations for each assigned agencey after that presentation is completed.

10. The Allocations Chair, Vice Chair, and Panel Co-Chairs will meet the following week to review the recommendations.

11. Then the Allocations Chair, Vice Chair, and Panel Co-Chairs will vote on the recommendations which have been prepared by each panel. The Committee as a whole recommends allocations to the Executive Committee.

12. The recommendations of the Allocations Committee are then presented to the Executive Committee by the Chairman. The Executive Committee will then vote on the proposal.

13. The Allocations Chairman will present the recommendations of the Executive Committee to the Board of Directors of the United Way. The Board then votes on recommendations.

14. If an agency appeals the recommendations of the Allocations Committee, agency representatives will meet with their Allocations Panel. After the appeal has been heard, the committee will re-examine their recommendation, and may alter their original recommendation if circumstances justify that change.

15. The Allocations Chairman will present any recommended changes after the appeals process to the Executive Committee.

16. The Allocations Chairman will present the recommendations of the Executive Committee to the Board of Directors of the United Way. The Board then has a final vote on the recommendations.

17. Follow-up of any recommendations or concerns needs to be completed in a timely manner.

What are your Responsibilities?

As a member of the Allocations Committee, you are representing the citizens of our community in determining the needs of our United Way agencies. Even though each of the agencies is governed by its Board of Directors, it is our responsibility to keep faith with our contributors in seeing that the moneys are spent competently and that the agencies are rendering the services represented to the public. You will enjoy your relationship with the agencies and it will be a rewarding and informative experience for you.

• The basic duties are three fold: gain knowledge of the community needs through the study of the services and programs offered by the agencies, analyze the financial data and evaluate programs for the purpose of recommending United Way funding.
  

• Committee members must respect and honor the citizens review process, the campaign, and the mission of the United Way. It must uphold and strengthen the accountability of the United Way.
  The process must be respected by the committee, the agencies and the public. Allocations decisions must be made as fairly and objectively as possible.
  The committee must accept the responsibility of evaluating each agency on its own merit. It must be prepared to make realistic and unbiased decisions.
  

• Each member must attend the Allocations Volunteer Orientation training, tour the agencies assigned, review the materials prior to committee discussions and participate in debating and deciding issues at the Agency Budget Presentations on Wednesday, May 9.

Each member must respect the confidentiality of the materials and 
the decisions.

• Each panel is required to take a tour of the agency prior to the agency presentation meeting. These tours should be scheduled with the agency director at a time to insure maximum exposure of the panel to the agencies activities and programs.