Little Needs Diaper Bank

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Executive Summary

Little Needs Diaper Bank is a nonprofit in New Mexico that collects, buys and distributes diapers and wipes to babies and toddlers whose families cannot afford enough of them. We do not hand diapers directly to the public. We supply partner agencies such as food pantries, health clinics, home visiting programs, shelters and schools, and they give diapers to the families they already serve.

Diapers are expensive, and food assistance programs do not pay for them. A baby needs many diapers each day, and a family that runs short may stretch each diaper longer than is healthy or miss work or child care because the child care center requires a supply. A reliable source of diapers keeps babies healthy and parents steady.

With this grant we will supply about 12 partner agencies and reach about 500 children each month in Year 1, about 300,000 diapers over the year, including purchased and donated diapers. Wipes and, when funds allow, baby essentials such as ointment will be added. We will store everything in a clean, dry warehouse, deliver by van and track what we give out.

Our Year 1 budget is about $228,000, growing to about $256,000 by Year 5 as we add agencies. Each year's budget is planned to balance, with a small surplus each year. We have 3 paid staff, supported by volunteers.

We are asking the Sandhill Family Foundation for $87,000 for our Operations Manager and for diapers and wipes. Diaper drives, businesses and donors also give, so this grant is one part of a shared funding plan.

I am Alicia Montoya, the Executive Director. The numbers in this proposal are estimates based on the assumptions listed at the end, not promises.

Company Description

Little Needs Diaper Bank is a small, independent nonprofit in New Mexico, organized as a 501(c)(3) public charity. We serve families with babies and toddlers across our region through partner agencies.

Our mission. To make sure no baby goes without clean diapers.

What we believe. A diaper is a basic need, not a luxury. We treat every family with dignity, ask partner agencies to make it easy for families to get help and do not ask families to prove their need more than the partner already does. We store and handle supplies carefully, follow recalls and keep honest records.

What we offer:
- Diapers and wipes. Sizes from newborn to size 6, plus training pants, supplied in bulk to partner agencies.
- Baby essentials. When funds and donations allow, items such as ointment and other basic care products that agencies request.
- Partner support. A one-page guide and a short training for agency staff on how to give out diapers respectfully and keep records.
- Diaper drives. We host drives with schools, churches, businesses and clubs to collect new, unopened packages.

Who we serve. Babies and toddlers whose families are served by our partner agencies, including families with limited income, new immigrants and families facing a crisis.

What we do not do. We do not sell diapers, accept opened or used products, give money to families or distribute items that have been recalled. We do not give medical advice.

How we are run. A volunteer board of seven governs the organization. I am the Executive Director. The Operations Manager runs the warehouse, deliveries and partner relationships. A part-time warehouse and volunteer coordinator organizes drives and volunteers.

Where things stand today. We have a lease offer on a small warehouse space, signed interest letters from 12 partner agencies, a quote for a used van and racking, a pledge of donated diapers from two local businesses and a written partner agreement under review by an attorney. (Replace this with where you really are.)

Problem & Opportunity

Diapers are one of the largest expenses for a family with a baby, and no major assistance program pays for them. A family that has just enough for rent and food may have no money left for diapers. Some families stretch diapers longer than they should, which can cause rashes and infections. Child care centers often require parents to bring a daily supply, so a family without diapers may not be able to leave a child in care and go to work.

Partner agencies see this need every day. A food pantry may have food but no diapers. A health clinic may see a baby with a rash and have nothing to give the parent. Home visitors know families who are out of diapers and cannot help.

Diapers cost a lot to buy in small packs, and agencies often cannot buy in bulk or store large amounts. Donations help, but they are uneven and often include sizes that are not in demand.

For a small nonprofit, the hard parts are buying in bulk at a good price, storing and tracking supplies, delivering to agencies and keeping a steady flow of donated and purchased diapers in the sizes babies need.

We want to be clear about what we know and do not know. Diaper banks are a common and practical way to meet a basic need, and we will use the most recent local numbers on births, children in families with limited income and agency requests in our final plan. We do not know exactly how many diapers agencies will ask for, so our plan uses first-year goals and will report what really happens.

Products & Services

Little Needs Diaper Bank will keep partner agencies supplied so that they can give diapers to families every time they ask.

How it works, step by step:
1. Partner agreement. Each agency signs a short agreement that says how it will give out diapers, keep simple records and never sell them.
2. Order. Agencies place an order by phone, text or online form once a month, by size.
3. Buy and collect. We buy diapers in bulk from suppliers at good prices and collect new, unopened packages from diaper drives.
4. Store. Diapers are stored off the floor, dry and clean in our warehouse, labeled by size and date, and rotated so the oldest goes out first.
5. Deliver. A volunteer or staff member delivers to agencies in our van on a regular route, or agencies pick up at set times.
6. Give out. Agencies give diapers to families through their usual process, without making families explain more than they have already.
7. Track. Agencies tell us how many children were helped, by age and size, and we track what we give out.
8. Check. We review supply, check for recalls and adjust our orders to match requests.

Why this approach is strong. Agencies already know the families, so we reach them without building a new line. Buying in bulk and storing carefully means each dollar buys more diapers.

Market Analysis

Who we serve: babies and toddlers whose families are served by our partner agencies, across our region.

Our primary group is families with children under three who receive help from a food pantry, clinic, shelter, school or home visiting program. Our secondary group is families facing a sudden crisis, such as a fire, job loss or move. We will use the most recent local numbers on births, families with young children and families with limited income in our final plan.

How we sized our plan. We plan to supply about 12 partner agencies and reach about 500 children each month in Year 1, or about 300,000 diapers a year. We grow to about 15 agencies and 650 children in Year 2, 18 agencies and 800 children in Year 3, 21 agencies and 900 children in Year 4 and 24 agencies and about 1,000 children in Year 5. Our Year 1 budget is about $228,000 and our Year 5 budget is about $256,000.

Demand data. Signed interest letters from 12 agencies, and conversations with a food pantry, a clinic and a home visiting program, show clear demand. We do not count on any one agency.

We do not serve everyone. We do not sell to individuals, and we refer families who contact us directly to the nearest partner agency.

Competitive Landscape

Other choices for families and agencies, and what makes us different.

- Buying diapers at a store. This works for families who can afford it. We help those who cannot.
- Food pantries that sometimes have diapers. Their stock is limited and uneven. We supply agencies regularly.
- Other diaper banks and national networks. Some serve parts of our region. We coordinate with them and serve areas and agencies they do not reach.
- Church and school drives. They help, but are occasional. We combine donations with bulk purchasing so supply is steady.
- Public assistance programs. They do not pay for diapers. We fill that gap and tell families about programs they may qualify for through our partner agencies.

What makes us different.
- A steady supply that agencies can count on, in the sizes babies need.
- Bulk buying and careful storage.
- Respect for families, with little paperwork for them.
- Honest records and regular reports to agencies and funders.

What we do not claim. We are new. Larger diaper banks have more storage and a longer record. We plan to earn trust one agency at a time.

Marketing & Sales Strategy

How we will reach the people we serve.

Partner agencies. We will visit food pantries, clinics, shelters, schools and home visiting programs, explain how the program works and invite them to sign a partner agreement.

Families. Families learn about diapers through the agencies they already use. We give agencies a one-page flyer and a poster in English and Spanish.

Diaper drives. We will work with schools, churches, businesses and clubs, offering a drive kit with a collection box, a flyer and a simple tally sheet. Drives also bring in new donors.

Businesses. We will ask local businesses to sponsor diapers by the pallet and to hold drives for employees.

Online. A simple website and social media tell our story, list our needs by size and make it easy to donate.

Agency onboarding. A new agency gets a short visit, a sample order and a guide on how to give out diapers respectfully, including keeping them where families can ask for them without a long form. We check in after the first month and every quarter after that to hear what is working.

Sharing the story. We invite agency staff and donors to a yearly open house at the warehouse, where they can see the shelves, meet volunteers and hear from agency partners about what a steady supply means to families.

Cost to the family. Free. We never charge families or agencies for diapers.

Operations Plan

How the program will be carried out.

Timeline for Year 1:
- Months 1 and 2 (summer): Sign the warehouse lease, sign partner agreements with 12 agencies, buy the van, racking and equipment and recruit volunteers.
- Month 3 (late summer): Place the first bulk order, hold the first two diaper drives and train agency staff.
- Months 4 to 12: Fill agency orders every month, hold drives each quarter, track distribution and add agencies as supply allows.
- Months 9 to 12: Survey agencies, report to funders and plan Year 2.

Space. A rented warehouse space of about 1,500 square feet with a loading area. Rent is $14,400 a year in Year 1. Our small office is inside the warehouse.

Equipment. We buy about $26,500 of equipment once at the start: a used cargo van ($18,500), pallet racking and shelving ($5,200), a pallet jack, hand truck and scale ($1,200) and two computers and a label printer ($1,600). Later years replace or add a few items.

Staffing. In Year 1, I serve as Executive Director. The Operations Manager, paid $42,000 a year, runs the warehouse, orders and deliveries. A part-time warehouse and volunteer coordinator, paid $24,000 a year, runs drives and volunteers.

Safety and quality. We accept only new, unopened packages, check dates and recalls, keep storage clean and dry, protect against pests and follow safe lifting rules. Volunteers sign a simple agreement and are supervised.

Records. We track what comes in and what goes out by size and agency, and agencies report the number of children helped. We do not collect personal information about families.

Costs. Diapers and wipes purchased in bulk are about $60,000 in Year 1, warehouse rent about $14,400, van fuel and maintenance about $5,400, partner training and outreach about $4,000 and administration and insurance about $10,000.

Management & Organization

The people who will carry out the project.

Alicia Montoya, Executive Director. Ten years of nonprofit work, including six years running a food pantry. She oversees the program, partnerships, fundraising and finances. (Replace this paragraph with your own background.)

Operations Manager (from Year 1). Runs the warehouse, orders, deliveries and agency relationships.

Warehouse and volunteer coordinator (part-time, from Year 1). Organizes volunteers, drives and daily tasks.

Volunteers. About 40 volunteers a year, including students and retired workers.

Board and advisors. Seven volunteer board members, including a pediatric nurse, a business owner and an agency director, who meet every quarter. An attorney reviews our partner agreement.

Agency partners. Each partner agency names a contact who orders and reports, and who is invited to a yearly meeting where agencies share what is working and what is needed. Their feedback shapes what sizes we stock and how often we deliver.

Staff pay in this plan is a full year per person: Executive Director $54,000, Operations Manager $42,000 and part-time warehouse and volunteer coordinator $24,000. Replace them with the pay you can offer where you live.

Milestones Narrative

Our goals for each year and how we will measure them.

- Year 1: Supply about 12 partner agencies, reach about 500 children a month and distribute about 300,000 diapers. A balanced budget of about $228,000, with a small surplus of about $8,900. About 3 paid staff.
- Year 2: Grow to about 15 agencies and about 650 children a month. A balanced budget of about $234,000, with a small surplus of about $8,300. About 3 paid staff.
- Year 3: Grow to about 18 agencies and about 800 children a month, and open a second delivery route. A balanced budget of about $241,000, with a small surplus of about $8,200. About 3 paid staff.
- Year 4: Grow to about 21 agencies and about 900 children a month. A balanced budget of about $248,500, with a small surplus of about $8,000. About 3 paid staff.
- Year 5: Supply about 24 agencies and about 1,000 children a month, and share our systems with other diaper banks. A balanced budget of about $256,000, with a small surplus of about $7,500. About 3 paid staff.

What we measure:
- Diapers and wipes distributed, by size.
- Partner agencies and children helped each month.
- Share of orders filled on time.
- Diapers donated and purchased, and cost per diaper.
- Agency satisfaction.
- Number of diaper drives and volunteers.

How we review results. The Operations Manager reviews supply and orders every month. Twice a year, staff and the board review all results and share them with funders and partner agencies. If an agency orders more than it gives out, we meet with the agency and adjust. Every number in this plan is a goal, and we will report what really happens.

Funding Request

What we are asking for, and how the money will be used. Our request: $87,000 from the Sandhill Family Foundation for an Operations Manager and diapers and wipes, for July 2027 through June 2028.

The request is spread across these budget lines:
- Personnel: Operations Manager salary, $42,000.
- Supplies: Diapers and wipes, $45,000 (other funds add $15,000).

Other money in the program. This request is about 53% of our Year 1 grant income. Other grants and the income lines below pay for everything it does not cover.

Year 1 budget: about $228,000, planned to balance with a small surplus (about $8,900 after the yearly wear on equipment). Year 1 money coming in: grants $164,000 (this request plus other grants we are applying for), diaper drives and individual donations $40,000, corporate and business sponsors $24,000. Year 1 costs: executive director $54,000; operations manager $42,000; warehouse and volunteer coordinator $24,000; diapers and wipes purchased in bulk about $60,000; warehouse rent about $14,400; van fuel and maintenance about $5,400; partner training and outreach about $4,000; administration and insurance about $10,000; about $7,100 a year for the wear on equipment.

One-time startup costs. Startup costs of $37,100 are paid once from startup money, not from the yearly budget: $18,500 for used cargo van; $5,200 for pallet racking and shelving; $1,200 for pallet jack, hand truck and scale; $1,600 for two computers and a label printer; $4,500 for opening stock of diapers, wipes and packaging; $1,200 for warehouse deposit and first month; $1,800 for attorney review of partner agreements; $1,500 for banners, flyers and a simple website; $1,600 for background checks and first insurance payment.

How we got our startup number. The Funding Need Calculator in this plan adds the startup costs ($37,100), the cash the program uses before it balances (about $0) and a cash cushion of about $53,500, which is about three months of Year 1 costs. The cash used before it balances and the cushion come to about $53,500. In all, that comes to $91,000. We start with $15,000 of our own savings and $79,000 in startup support from a local family foundation and our board, $94,000 in all, which covers that amount with room to spare.

The next five years. Our budget grows from about $228,000 in Year 1 to about $256,000 in Year 5. Grants are planned at $164,000, $156,000, $149,000, $144,500 and $140,000 in Years 1 to 5. Other income grows: diaper drives and individual donations from $40,000 to $68,000 and corporate and business sponsors from $24,000 to $48,000. We add agencies and a second delivery route in Year 3 as the program grows. Grants fall from about 72% of our income in Year 1 to about 55% in Year 5.

Savings. We plan to keep several months of costs in savings. The lowest year-end balance in the plan is about $74,900, at the end of Year 1. Some grant payments and partner payments arrive after we bill, so we plan for about $6,840 owed to us at the end of Year 1.

After the grant. Diaper drives, businesses and individual donors grow every year, so grants become a smaller share of our budget. Sponsors can adopt a size or a pallet by name, and monthly donors give a steady base.

Risks and how we will handle them:
- A supplier raises prices. We buy from more than one supplier and keep a reserve.
- Spoiled or damaged stock. We keep storage dry, clean and rotated and check deliveries.
- Too many donated diapers in one size. We trade with other diaper banks and share extra with agencies.
- A van breaks down. We keep a maintenance plan and a back-up arrangement with a volunteer.
- A grant ends. We keep savings and grow drives and sponsors each year.

If you are just starting. A new organization can begin before it has its own 501(c)(3) status through a fiscal sponsor: an established nonprofit that receives grants for you and passes them to your program, usually for a fee (commonly around 5% to 10% of the grant, sometimes more; ask before you agree). Another way is to start smaller: one warehouse corner or a donated storage room, a pickup schedule for four agencies and one volunteer driver, tracked carefully. Strong results from a small start make larger grants easier to win.

Appendix Notes

Documents to attach with this proposal:

- Your IRS 501(c)(3) determination letter, or your fiscal sponsor agreement.
- Your most recent financial statements and your current year budget.
- A list of your board members and what each one does.
- Signed letters of support or interest from each partner agency.
- Your partner agreement.
- Your warehouse lease or letter of intent.
- Your inventory and recall check procedure.
- Your volunteer agreement and safety plan.
- Quotes for the van, racking and equipment.
- 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):
- Grant Revenue: $164,000 in Year 1, then $156,000, $149,000, $144,500 and $140,000.
- Diaper Drives and Individual Donations: $40,000 in Year 1, growing to $68,000.
- Corporate and Business Sponsors: $24,000 in Year 1, growing to $48,000.
- Pay (a full year, per person, including payroll taxes and workers' compensation): executive director $54,000, operations manager $42,000, warehouse and volunteer coordinator (part-time) $24,000.
- Other yearly costs in Year 1: diapers and wipes purchased in bulk $60,000, warehouse rent $14,400, van fuel and maintenance $5,400, partner training and outreach $4,000, administration and insurance $10,000. These grow between 4% and 8% a year.
- Equipment: $26,500 at the start, then $2,000 to $3,000 a year.
- Startup costs: $37,100, paid once from $94,000 in startup money.
- Children reached: about 500 a month in Year 1, growing to about 1,000 a month in Year 5.
- Diapers: about 300,000 in Year 1, including purchased and donated diapers.
- About 3% of each year's income is still owed to us at year end.
- Tax: none, as a nonprofit.
- Every dollar amount is an estimate. Replace them with your own quotes and real budget.

Startup Costs