Growing Out-of-School Time Programs with
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Growing Out-of-School Time Programs with. D RT. Development Initiatives for Rural Townships. The Kentucky Out-of-School Alliance Carolyn Hudman , Director Judy Turner, Office Manager WEB: Why? .

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Growing Out-of-School Time Programs with


Development Initiatives for Rural Townships

The Kentucky Out-of-School Alliance

Carolyn Hudman, Director

Judy Turner, Office Manager


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Out-of-school time program sustainability strategies often assume the resources available in urban environments and rarely address the challenges unique to programs operating in rural communities.

What are some of the differences (challenges/benefits) between programs operating in urban environments as opposed to rural communities?


Before we begin to dig deep

Before We Begin to Dig Deep

According to master fundraiser there are 3 Necessities as a Fundraiser: Kim Klien

  • You must believe in the cause for which you are raising money and the ability to maintain that believe during defeats, tedious tasks, and financial insecurity.

  • You must have the ability to have high hopes and low expectations; allowing you to be often pleased but rarely disappointed

  • You must have faith in the basic goodness of people


The rural landscape challenges

The Rural Landscape - Challenges

  • More “ground to cover” (transportation costs)

  • Smaller populations

  • Limited industry and businesses

  • Limited resources

  • The “Brain Drain” (youth moving to urban areas, aging population)


The rural landscape benefits

The Rural Landscape-Benefits

  • Sense of place & community (People care about one another)

    • Parents/Grandparents/Extended Family often in same area

    • Family activities often surround child(ren)

  • Shared destiny (“We’re in this together mentality”)


The rural landscape benefits1

The Rural Landscape-Benefits

  • Cultural heritage is often strong

    • Community activities often surround school(s) & church(s)

  • Business community often have strong connection with schools and youth programs

  • Media & local elected officials are accessible and messages rarely get “lost” in the excessive media outlets


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Active Rural Living

Weave yourself and your program into the very fabric of your community. Know that everyday interactions in a rural community can make or break you.


Your role as program director

Your Role as Program Director

  • Build a vision for a quality out-of-school time program and then work backward from that point to the present!

  • Cultivate strong relationships and work continuously to nurture and connect your program with community resources. Become a member of a minimum of two organizations as part of your role as director!


The seed list what do you need

The Seed List: What do you need?

  • Consider what is needed to grow the program of your dreams

    • What is needed for organizational operation?

    • What is needed for program planning?

    • What is needed for program implementation?

    • What are the needs for the youth?

    • Are there individual needs for youth?


Know your numbers no matter how scary

Know Your Numbers! … No Matter How Scary

  • Salaries & Wages

  • Fringe

  • Payroll Taxes

  • Supplies

  • Telephone and Fax

  • Postage

  • Rent

  • Utilities

  • Equipment

  • Printing


Know your numbers your needs

Know Your Numbers & Your Needs!

… These are not always the same thing!

“In fundraising, you always do better by being completely literal … just tell and show what the problem and solution are.” Jeff Brooks

(The Fundraiser’s Guide to Irresistible Communications)


Key resources for rural programs

Key Resources for Rural Programs

Community Partners & Individual Donors

Friend-raising & Fund-raising


Cultivating relationships friend raising

Cultivating Relationships  Friend-raising

  • A New Way to Look at Your Community

  • Community Resources

  • Community Partnerships

  • Engaging Leaderships

  • Shine Some Light– Program PRIDE!


Plotting your community

“Plotting” Your Community

  • List and evaluate resources

  • Map the community by buildings not by people


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Plotting Your Community


Possible community resources

Possible Community Resources

  • Churches

  • Fire dept

  • Police dept

  • Ambulance/ Hospital

  • Town Hall

  • VFW

  • Masonic Hall

  • Empty buildings

  • Library

  • Different school buildings

  • Law offices

  • Doctors offices

  • Health dept.

  • Restaurants

  • Car Dealers/Lots

  • Grange/Ruritan Club

  • Elks Club

  • Farm Implement

  • Seed Companies or Chemical Companies

  • Farm COOP

  • Historical Society

  • Chamber of Commerce

  • Banks

  • Car Dealerships

  • Mechanics

  • Seamstress/Tailor

  • Nursing Home or Care Facility


Possible community partners

Possible Community Partners

  • Scouting Organizations

  • 4-H / County Extension Office

  • Faith-Based Youth Groups

  • School Affiliated Clubs (FBLA, FCLA, FFA)

  • State Universities (Data)

  • Robotics Leagues


Tilling the soil

Tilling the Soil

  • Build strong program which utilizes resources and partnerships

  • Ensure a strong mission statement

  • Identify strong goals and objectives

  • Elevator statement and/or program description

  • Timeline and assignments

  • Evaluation


Cultivating growth

Cultivating Growth

  • Share the Exciting Things Going On in Your Program! If you are not excited, why would they be?

    • Become a Source of PRIDE for the Community (bragging rights)

  • Build a Fan-Base

    • Invite Community Leaders to Share their Stories or Talents with the Children/Youth

    • Keep Program Alumni Engaged (Bring former program attendees back as special guests.)


Know who s who in leadership

Know Who’s Who in Leadership?

  • U.S. Legislators

  • State Legislators

  • Department of Education

  • Mayor

  • City Council Members

  • County Officials / Judges

  • Superintendents

  • School-Board Members

  • Principals

  • Business & Corporate Leaders

  • Foundations

  • Community Leaders

  • Faith-Based Leaders

  • Media


Don t negate the servant leaders

Don’t Negate the Servant Leaders

… often the most influential of all Leaders

  • Farmers & Ranchers

  • The “Women of a Church”

  • The “Morning Coffee Group”

  • Teachers

  • Parents

  • Grandparents

  • Elders in the Community

  • Insurance Brokers

  • Church Leaders

  • Law Enforcement

  • Gas Station Attendants

  • Grocery Clerks

  • Primary Healthcare Workforce


Cultivate relationships with all

Cultivate Relationships with ALL!

Ensure a PHOTO OP for the kiddos & the volunteer!

Be sure to send pic with THANK YOU!


Tending to the plants

Tending to the Plants

  • Become a the “SHINING STAR” of the school systems (Think bragging rights)

    • Plagiarize freely from your state’s C.S. Mott Foundation Network Resources or

    • Send local media pictures and information often

    • Invite local media to ALL EVENTS (Follow up with phone calls and let them know of possible photo options)

    • Use the “Grandma Factor” to your favor

    • Share your program calendar with a local reporter that shows interest in your program or fax one to the local newspaper editor


Shine some light quick easy news release

Shine Some Light: Quick & Easy News Release



Cool Title, Hometown, KY (DATE) – Write a cute caption or plug here. Don’t “over-think” the editor will change at will.


Contact: Name, Address, TEL: • FAX: WEB:

The Grandma Factor!


Reap the harvest fund raising

Reap the Harvest Fund-raising

  • Individual Donors

  • Annual Campaign

  • Earned Income

  • Simple Asks

  • Events

  • Filler Fundraisers

  • Out & About (Awareness & Fundraising)


Individual donors americans are generous

Individual Donors:Americans Are Generous

88% of Households

Give to Charity!

Average per family? $2,213 in 2012


Why is this good

Why is this “good”?


Individuals accounted for over 72% of giving in 2012! Roughly $223 Billion!


Individual donors rural

Individual Donors: Rural

Rural people often have a very traditionalist view of life. They work hard for their money and will give generously if they feel you’re being honest and open with them and intend to use the money for something they truly believe in.

  • If you want money, you have to

    ASK for it!

  • Engage and ASK EVERYONE!

  • Stop pre-judging!

  • Stop looking for Daddy Warbucks

  • 7 out of 10 adults GIVE AWAY MONEY!


Individual donors train yourself

Individual Donors: Train Yourself

  • Your most successful “asks” will be those that are done “face-to-face” with someone you know!

  • Address the “fear of the ask” and train yourself to:

    • Connect an opportunity with a person’s desire to give

    • Put your “self” aside! You are there for the cause.


Individual donors you never know until you ask

Individual Donors: You Never Know Until You Ask

  • When making the ask: Listen first

  • Listen for potential connections—gather information

  • Then make the connection—make it personal


Individual donors remember

Individual Donors: REMEMBER

The answer you get when making the ask may rely less on what you ask and more HOW you ask it

  • Avoid the “we need” and focus on program benefits and outcomes

  • Bring your passion and commitment when you are making the ask


Individual donors stop

Individual Donors: STOP!

  • Once you have made the ask—STOP talking and wait for their reply

  • Get a commitment before you leave—either for a gift or a date for another visit

  • Keep potential donors attention on the conversation—don’t add distractions


What have you got to lose

What have you got to lose?


Don t forget program alumni

Don’t Forget Program Alumni

  • Volunteers

  • Spokesperson

  • Donors


Annual campaign

Annual Campaign

  • Make it EASY for them to give

    • Offer a pledge sheet or donation form that includes your 501(c)3 tax I.D. number

    • Give all pledge sheets with a distinctive “self-addressed/ stamped envelope”

  • Consistent with Time of Year (Spring Campaign as opposed to Fall/Winter Campaign)


Annual campaign1

Annual Campaign

  • Follow up is critical!

  • Visit or call to follow up with non-responders

  • “Thank before you Bank” Thank you notes should be a priority in your fundraising efforts.

  • Follow “Mom’s Rules”: 1) If you do not have time to say thank you, then you do not have time to accept the gift. 2) A late thank you is better than no thank you.


Earned income be dramatic

Earned Income: Be Dramatic!

  • Possible Annual Drama Productions: 1)Mystery Theatre in the Fall, 2) Children’s Christmas/Holiday Production, 3) and Spring Musical

    • Include school-day performances with invitations sent to area school districts at a reduced student ticket price.

    • Invest in a Trademarked Play (Build audience)

  • Go for quality in choice of title, props, sets, and costumes. (Better attendance!)

  • Follow a consistent annual calendar and see attendance grow year by year!

  • Solicit and sell sponsorships to cover start-up and recurring expenses. (Ticket sales then become profit for sustainability of the theatre and other after school programs!)


Simple requests go nuts for kids

Simple Requests: GO NUTS for Kids

Build a bulletin board that includes an oak tree and squirrel holding an acorn. Label each of the acorns with a program “need” or want … BIG or small. (Think angel tree for the program. )

Parents/community members can purchase the item and donate to the program.


Event chili cookoff

Event: Chili Cookoff

  • Partner with


  • Utilize local church kitchen or town-hall

  • Have your school jazz band perform for entertainment

  • Make it an annual event

  • Make sure your kids are front and center during the cook-off event!


Filler fundraisers pennydrive

“Filler” Fundraisers: Pennydrive

School or Club wide - Each class competes.

The Pennydrive Rules:

  • Pennies count FOR your class.

  • Silver counts AGAINST your class.

  • Dollars count FOR your class.

  • You can dump “silver” in a competing

    classes jar to reduce their amount.


Get out about flock of flamingos

Get Out & About: Flock of Flamingos

Charge to have a yard flocked with flamingos. In order to get the flamingos out of their lawn, they have to call the phone number attached to one of the flamingo’s neck (includes all information) and for a $10 donations, they could have the flamingos removed and sent to the lawn of their choice. Move flamingos daily.


Grants leverage partnerships

Grants: Leverage Partnerships

In additional to writing grants specifically for your program, expand your vision to include partnerships with local health departments and flagship universities (education dept.) in your state.

Remember: You can often offer access to children for program implementation (health and wellness supports; educational supports, social and cultural supports)


Tending to the plants1

Tending to the Plants

Photographs are Powerful! (Blanket the town and always include positive program pictures in your correspondence.)


Questions answers

Questions & Answers

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