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Executive Summary
Bright Afternoons Learning Club is a nonprofit that gives children and teens in the east side of our city and nearby neighborhoods a safe, caring place to go after school. We provide a safe place after school, daily homework and reading help, and weekly enrichment activities, led by staff and volunteers who know each child by name.
The hours between the end of school and the time parents get home are some of the most important of a child's day. Children with a safe place, a caring adult and something interesting to do tend to do better in school and stay out of trouble. Children without one are often alone, or in places that are not safe. Many working families cannot afford private programs, and many public programs have waiting lists. Our program is built to be safe, affordable and fun.
In Year 1 we plan to serve about 80 children over the year, with about 45 attending on a typical day. Our Year 1 budget is about $149,000, growing to about $362,000 by Year 5 as we grow from two site coordinators and program staff to eight. Each year's budget is planned to balance, with a small amount set aside in savings.
We are asking the Carlisle Family Foundation for $40,000, as part of the $127,000 in grants and contracts we need for Year 1. The other $22,000 in Year 1 comes from sliding-scale fees and donations, which we plan to grow to about $71,000 a year by Year 5. Grant money pays for program staff, enrichment materials and equipment, and the record-keeping funders require.
We will measure how many children we serve, how often they come, how many get help with homework and reading, and whether parents and children say the program is safe and helpful. We will report results to our funders every six months.
Company Description
Bright Afternoons Learning Club is a nonprofit organization in North Carolina. A 501(c)(3) public charity
Our mission. To give children a safe, caring place after school where they learn, play and grow.
How we started and what we have done. We began in 2023 when a church opened its fellowship hall to children from a nearby apartment complex three days a week. Since then we have served about 50 children, with 12 volunteers helping each week.
What we do:
- Offer a safe place for children after school, with check-in and check-out and trained adults.
- Give help with homework and reading, and time to play, create and be active.
- Offer enrichment activities, like art, science, sports and music, led by staff and community volunteers.
- Serve a healthy snack or meal, and connect families to other help.
- Keep families informed and involved, and welcome every child regardless of ability to pay.
Where we work. The gym and two classrooms at a partner elementary school, Monday to Friday 3 to 6 p.m.
Our partners. Our local elementary school (space and referrals), a food bank that donates snacks, a community college whose students tutor, and a parks department that offers sports.
Our approach. Children come first. We keep the program safe, we keep it fun, and we make sure no child is turned away because the family cannot pay.
How we are run. A volunteer Board of Directors (a small group of community members who oversee the organization) meets regularly, approves the budget, reviews the finances and oversees the Executive Director.
Problem & Opportunity
Why this program is needed.
In the east side of our city and nearby neighborhoods, many parents work until after their children leave school. Without a safe place to go, children are alone, or in places that are not safe. Quality after school programs are often full, expensive or too far away.
Facts about our community. According to our school district, most students at our partner school qualify for free or reduced-price lunch.
Gaps in the help that exists now:
1. Cost. Many programs charge fees that working families cannot afford.
2. Space. Programs fill up and waiting lists are long.
3. Hours and distance. Programs may end early or require transportation families do not have.
4. Quality. Many children need help with homework and reading, but there are few trained people to give it.
5. Summer and school breaks. The need continues when school is out.
What we have seen ourselves. Several parents told us they leave work early or pay a neighbor to watch their child, and many children said they had no one to help with homework.
Who we serve first. Children and teens from families with limited income, children who are behind in reading, and children who would otherwise be home alone, in children in grades K to 8 who live near our partner school, with priority for those in families with low income.
Products & Services
How the program works.
1. A safe place. Children check in at arrival, are supervised by trained adults throughout, and are released only to adults the family has approved.
2. Learning support. Every day includes time for homework help and reading, with tutors and volunteers.
3. Enrichment. Each week includes activities like art, science, sports, music or cooking, often led by community volunteers. About $12,000 in Year 1 pays for materials, equipment and snacks.
4. Healthy food. We serve a snack or meal each day, and we apply for the federal after school meals program where eligible.
5. Families included. We keep parents informed, host family events and connect families to other help.
How we will measure results. We record each child's attendance, whether they get homework and reading help, and any skills or goals we focus on. Twice a year we ask parents and children whether the program is safe and helpful. With parent permission, we may also look at school attendance and grades, but we do not promise test score gains in Year 1. Our goals for Year 1: serve 80 children; have 70% attend at least three days a week; help children with homework and reading at every session; and have 90% of parents say the program is safe and helpful.
Market Analysis
Where we work and who we serve.
We serve children and teens in the east side of our city and nearby neighborhoods, especially children in grades K to 8 who live near our partner school, with priority for those in families with low income.
How we know people need this. We started with 20 children, filled all spots within a month and now have a waiting list of 35.
How many we will reach. In Year 1, about 80 children over the year, with about 45 attending on a typical day. The number of children who qualify for free or reduced-price school meals and the number of families on waiting lists for programs are common ways to size the need, and the guide for this plan shows where to find them. As we grow from two site coordinators and program staff to eight, we expect to serve more children each year.
How families reach us. Our partner school's counselors, two churches, a pediatric clinic and other parents.
Competitive Landscape
Other help, and how we work with it.
- School district programs serve many children, but often have limited space. We partner with schools and can reach children they cannot. We have a written agreement with our local elementary school for space and referrals.
- The YMCA, Boys and Girls Clubs and similar organizations offer after school programs. We work with them and fill gaps, especially in neighborhoods they do not reach.
- Parks and recreation departments offer sports and activities. We work with them to offer more options.
- Private after school programs are often expensive. We offer a lower-cost choice with a sliding scale.
- Churches and community centers host programs. We partner with them for space and volunteers.
What makes us different: a homework hour with tutors every day, no child turned away for inability to pay, and activities led by community members
Marketing & Sales Strategy
How we reach people and build support.
Reaching people:
- Referrals from schools, counselors, teachers, pediatricians, churches and community centers.
- Flyers at school pickup, libraries and apartment complexes, in the languages families speak.
- Word of mouth from parents and children.
- A clear sign-up process that is easy for busy families.
Funding for programs. Many states offer after school funding, including federal 21st Century Community Learning Centers grants passed through the state education department, and the USDA at-risk after school meals program. We learn these rules early.
Volunteers. Retired teachers, college students, church groups and local employers.
Raising money beyond grants. Sliding-scale fees and donations are planned at about $22,000 in Year 1, growing to about $71,000 by Year 5, through a yearly giving campaign, business and community partners, a community event and online giving. Raising more of our own money means we depend less on any one grant or contract.
Operations Plan
How the program runs.
How the program runs each day:
1. Children arrive and check in with a staff member.
2. A healthy snack and a short settling-in time.
3. Homework and reading help, with tutors and volunteers.
4. Enrichment activities, games and active time.
5. Check-out, with each child released only to an approved adult.
A typical afternoon. Children arrive at 3, eat a snack, do homework until 4 with tutors, then choose between art, sports and reading. Parents pick them up from 5 to 6.
Safety and licensing. All staff and regular volunteers pass background checks and complete child safety training. We follow rules on how many children each adult supervises, and never leave a child alone with one adult out of view. In many states, after school programs may need a license or may be exempt, depending on the setting and how many children attend, so we check with our state child care licensing office. Staff are required by law in most states to report suspected child abuse.
Privacy. Information about children and families is kept private. We share it only with parent permission or when the law requires it, and funders get totals, never names.
Equipment. In Year 1 we buy about $8,000 in equipment (laptops, tables and chairs, a first aid kit and basic activity equipment), then about $2,000 to $3,000 a year to replace worn items.
Staff. Two site coordinators and program staff in Year 1, then three in Year 2, five in Year 3, six in Year 4 and eight in Year 5. Staff and volunteers keep a close eye on every child, and the number of adults is matched to the number of children.
Office work. Bookkeeping, insurance and reporting cost about $12,000 in Year 1.
Management & Organization
Who leads the organization.
Rachel Howard, Executive Director.
The Executive Director leads the organization, raises money and manages grants and contracts, builds partnerships, oversees the finances and reports to the Board. Planned salary: $54,000 a year.
Site coordinators and program staff. Run the program each afternoon, supervise children, lead activities, work with volunteers and families and keep records. Two positions in Year 1, growing to eight by Year 5, at a planned salary of $34,000 each. Qualifications we look for: experience working with children (teaching, coaching or youth work), CPR and first aid certification and a warm, patient manner.
Volunteers. Volunteers tutor, lead activities, help with snacks and run special events. They are screened and trained before working with children.
Board of Directors. A five-member board including Diane Mitchell, who brings nonprofit finance experience.
Money management. Grant and contract money is tracked separately so we can show each funder exactly how their money was spent. An outside accountant reviews our books every year.
Milestones Narrative
Our goals and how we will measure them.
Year 1:
- Confirm our space, licensing status and insurance.
- Hire and train our first site coordinators and recruit volunteers.
- Serve about 80 children over the year, with about 45 attending on a typical day.
- Reach our Year 1 goals for attendance, homework and reading help, and family satisfaction.
- Stay within a balanced budget of about $149,000.
Year 2: three site coordinators and program staff; budget of about $185,000.
Year 3: five site coordinators and program staff; budget of about $256,000.
Year 4: six site coordinators and program staff; budget of about $292,000.
Year 5: eight site coordinators and program staff; budget of about $362,000.
Over the five years: grow to eight site coordinators and program staff, add a second site and a summer program, and strengthen our partnership with schools. Enrichment costs grow about 5% a year.
How we will check our results. We track attendance for every child and every day, and record homework and reading support. Twice a year we ask parents and children for feedback. Staff and the Board review results and share them with funders. Where parents allow it, we also look at school attendance.
Funding Request
What we are asking for, and how the money will be used. Our request: $40,000 from the Carlisle Family Foundation for our two program staff, enrichment materials and snacks, and the costs of reporting results, for January through December 2027. Year 1 budget: about $149,000, planned to balance. Year 1 money coming in: - Grants and government contracts: $127,000 (this request plus other grants we are applying for). - Sliding-scale fees and donations: $22,000. Year 1 costs: - Executive Director: $54,000. - Site coordinators and program staff: $68,000. - Enrichment materials and equipment (books, art and science supplies, sports gear, snacks): $12,000. - Office costs (bookkeeping, insurance, reporting): $12,000. - That is about $146,000 in costs. The remaining $3,000 or so goes into savings. Equipment we buy once at the start (about $8,000) is paid from startup money, not from the yearly budget. The next five years. Our budget grows from about $149,000 in Year 1 to about $362,000 in Year 5 as we grow to eight site coordinators and program staff. Grants and contracts are planned at $127,000 in Year 1, $153,000 in Year 2, $212,000 in Year 3, $235,000 in Year 4 and $291,000 in Year 5. Sliding-scale fees and donations grow from $22,000 to $71,000, so grants become a smaller part of our budget over time. Savings. We start with about $16,000 of our own plus $58,000 in startup support, and we add to savings each year. Important for school and government funds. Many after school grants pay you back after you spend, may be competitive and come with strict reporting and results rules. We plan for the wait and keep good records. Help we receive that is not cash. Donated space, volunteer hours, donated food and supplies and partner activities are a real part of what we do and are not counted in the budget above. Free use of a school cafeteria and gym (about $9,000 a year in rent value), about 1,800 volunteer hours a year, and donated snacks If we are just starting. A new organization can begin before it has its own 501(c)(3) status. One way is a fiscal sponsor: an established nonprofit that agrees to receive grants for you and pass them to your program, usually for a fee (commonly around 5% to 10% of the grant, sometimes more; ask before you agree). Many funders accept this. Another way is to start smaller: partner with a school, church or community center, start with a few afternoons a week, a small number of children and volunteers, and track results carefully. Strong results from a small start make larger grants and contracts easier to win.
Appendix Notes
Documents to attach with this proposal:
- Your IRS 501(c)(3) letter, or your fiscal sponsor agreement.
- Your most recent financial statements and your current budget.
- A list of your Board members and what they do.
- Letters of support from schools, community centers, parents or other partners.
- Your child safety, supervision, pickup and emergency policies, and your background check procedures.
- Your licensing status, or a letter explaining why you are exempt.
- Your attendance numbers from the past year, if you have them.
- Resumes for your Executive Director and key staff. If you don't have any of this yet, no worries - let's continue.
The assumptions behind our numbers (change them in the Financials section to match your own):
- Staff pay: Executive Director $54,000; each site coordinator $34,000, growing from 2 to 8.
- Enrichment materials and equipment about $12,000 in Year 1, rising about 5% a year
- Office costs about $12,000 in Year 1, rising about 4% a year.
- Grants and contracts set so each year's budget balances with a small amount saved.
- Every dollar amount is an estimate. Replace them with your organization's real budget.