Open Road Disabled Veterans Transportation Network

Words in [brackets] are blanks you fill in with your own details when you adopt this sample in Supreme Plan AI.

Executive Summary

Open Road Disabled Veterans Transportation Network is a nonprofit in Missouri that gives disabled veterans safe, free rides to the places they need to go: VA medical appointments, dialysis, cancer treatment, physical therapy, pharmacies, benefits offices, job interviews and the grocery store. Our wheelchair-accessible lift vans are driven by trained Drivers and Mobility Assistants who help each veteran from the front door to the appointment and back home, and a Dispatcher and Scheduler plans every trip. There is no charge to veterans.

Many disabled veterans in our counties cannot drive, no longer own a car that works or cannot get into a regular vehicle. The nearest VA medical center is about an hour away by road, and public transportation does not run there. A missed appointment can mean a missed treatment, a worse health problem, another long wait or a trip to the emergency room. Some veterans skip care because they have no ride, no one to ask or no wish to be a burden. Rides are among the most basic needs a disabled veteran has, and one of the easiest to fix.

With this grant we will give about 1,900 one-way rides to about 150 disabled veterans in Year 1, opening in about Month 3, and about 3,000 one-way rides to about 220 veterans in Year 2. Our goal is that at least 95% of scheduled rides arrive on time for the appointment, that fewer than 2% of the rides we schedule are missed because of us and that veterans tell us they felt safe and respected. We do not promise that every ride request can be filled, and when we are full we say so and help the veteran find another option.

Our Year 1 budget: about $483,500, growing to about $687,500 by Year 5. Each year's budget is planned to balance, with a small surplus each year. We have 7 paid staff in Year 1 and 11 by Year 5. Transportation contracts and local donors add steady support, so grants fall from about 79% of our income in Year 1 to about 59% in Year 5.

We are asking the Homefront Mobility Foundation for $75,000 for one Driver and Mobility Assistant, vehicle fuel and vehicle maintenance, repairs and inspections. Transportation contracts, other grants and donors cover the rest, so this grant is one part of a shared funding plan.

I am Walter Pruitt, the Executive Director, an Army veteran and a former paratransit operations supervisor. The numbers in this proposal are estimates based on the assumptions listed at the end, not promises.

Company Description

Open Road Disabled Veterans Transportation Network is a nonprofit organization in Missouri. We are a 501(c)(3) public charity (or a program of one, through a fiscal sponsor), governed by a volunteer board of directors. We will provide our IRS determination letter, board list and most recent financial statements with this proposal.

Our mission. To make sure no disabled veteran in our community misses care, work or family because there is no safe way to get there.

What we believe. Veterans who were hurt serving the country should not have to beg for a ride. Getting to care is part of care. A ride is also a chance for a friendly face, a veteran-to-veteran conversation and a break from isolation. Veterans are the experts on their own lives, and the best help comes from people who treat every person with respect and patience. We serve women and men, people of every race, faith, sexual orientation and gender identity, and veterans of every era, with or without a VA disability rating.

How we started. Open Road Disabled Veterans Transportation Network began when a group of veterans and a church volunteer organized rides to the VA medical center in a borrowed church van. A paratransit driver who had retired joined, and a few others offered their own vehicles. In two years the volunteers gave more than 1,100 rides to about 70 veterans, and the one lift van they had was booked weeks ahead. The VA's transportation staff, the county and the area agency on aging asked whether we could grow into a full, staffed program. This proposal asks for support to do that.

What we offer:
- Accessible rides. Two used wheelchair-accessible lift vans, kept in safe, working order, with trained drivers who secure wheelchairs and scooters properly and help each veteran into and out of the van.
- Door-through-door help. A Driver and Mobility Assistant helps the veteran from inside the home to the vehicle and from the vehicle into the appointment, so no veteran is left at a curb.
- Careful scheduling. A Dispatcher and Scheduler takes requests by phone, text and online, plans trips to group rides and keep time short, calls to confirm the day before and checks on veterans who do not answer.
- Rides to what matters. Medical, mental health and dental appointments, dialysis, cancer treatment, physical therapy, pharmacies, VA benefits and Social Security offices, job interviews and training, the grocery store and, as space allows, community and family events.
- Veteran companions. Veteran volunteers ride along when a veteran wants company, and call to check in on veterans who live alone.
- Help with benefits. We help veterans find and apply for VA travel pay and other transportation benefits they may be eligible for, and we refer to the VA's own transportation services and the DAV's transportation network where they run.
- Referrals. Warm connections to VA health care, benefits, housing, meals and in-home help.

Who we serve. Veterans with a disability, whether or not it is service-connected, who cannot drive or do not have an accessible way to get where they need to go, and who live in our service area. Some government funding has its own eligibility rules, which we confirm for each funding source. We do not charge veterans for any ride.

What we do not do. We are not an ambulance, an emergency service or a medical transport service. Our drivers do not give medical care, do not lift a person who cannot bear weight, and do not carry people up and down stairs. We refer veterans who need medical transport to a provider who can serve them. We do not prepare or charge for VA benefit claims, which only accredited representatives may do. We do not promise a ride to anyone.

How we are run. A seven-member volunteer board of directors oversees the organization and approves the budget each year. The board includes two veterans, a person with a disability, a VA social worker, an insurance professional, an attorney and a certified public accountant. The Executive Director manages the organization, the Operations and Safety Manager runs the vans and drivers and an outside accountant reviews our books every year.

Where things stand today. We have letters of support from the VA medical center, the area agency on aging, the county, two churches and a veterans' service organization. We have a letter of intent for a garage and small office near the main highway. Before we begin, we will confirm the registration, inspection and licensing rules that apply to our vans in Missouri, have an insurance broker price commercial coverage and have an attorney review our driver policies, ride rules and privacy policies.

Problem & Opportunity

Disabled veterans are some of the people with the greatest need for health care and the least ability to get to it. A veteran may have lost a leg, may use a wheelchair or a walker, may have a spinal cord injury, a stroke, severe pain, vision loss, a seizure disorder or a traumatic brain injury that makes driving unsafe or impossible. Many are older, live alone and live on fixed incomes. Some have lost a spouse who used to drive.

In our rural and small-town counties, the VA medical center is about an hour away, and many specialists are even farther. There is no bus to the medical center, the county's small public van service has limited hours, a long waiting list and is not always accessible, and a taxi or ride-share is rarely wheelchair accessible and costs more than a veteran on a fixed income can pay. A friend or relative may help for a while, but cannot always take a day off work.

The cost of missing a ride is high. A veteran who misses a dialysis session or a cancer treatment is at risk. A veteran who skips a physical therapy visit may lose hard-won ground. A veteran who misses a mental health appointment may lose touch with the one person who can help. Missed appointments waste the time of health workers and cost the health system money. Many veterans end up in an emergency room because a problem that could have been handled early turned into a crisis.

Even when a veteran can find a ride, it can be unsafe. We have heard of veterans who rode in a vehicle that was not equipped for a wheelchair, or who were left at the entrance of a building without help.

Transportation is also tied to isolation. A veteran who cannot leave the house misses church, friends, the barber shop and the post. Isolation can worsen depression and health problems.

We want to be clear about what we know and do not know. Studies of transportation barriers show that lack of a ride is a leading reason people miss care, but we do not know that every veteran we carry will have better health because of a ride. We will measure what we can, such as rides given, appointments kept and veteran feedback, and will share results honestly. We will use local numbers from the VA, the county and the state in our final application and will not overstate them.

Our community has a few good services. The VA offers travel pay and its own transportation help to eligible veterans, and volunteers drive some veterans, but there are not enough accessible vehicles or paid drivers to meet the need. We aim to fill that gap.

Products & Services

Open Road Disabled Veterans Transportation Network will run two wheelchair-accessible lift vans with trained Drivers and Mobility Assistants, a Dispatcher and Scheduler, an Operations and Safety Manager and an Executive Director, and will give free rides to disabled veterans in our service area.

How it works, step by step:
1. First contact. A veteran, family member, caregiver or VA social worker calls, texts or uses our website. We return every message within one business day.
2. Registration. A short, respectful conversation and a simple form confirm that the veteran served, has a disability or cannot drive and lives in our service area, and record what the veteran needs: wheelchair or scooter type, oxygen, service animal, caregiver, pick-up instructions and emergency contact. We explain the ride rules, safety rules, privacy and how to cancel or change a ride.
3. Scheduling. Veterans ask for a ride at least 48 hours ahead when possible, and we do our best for same-day and urgent medical needs. The Dispatcher groups trips by area and time and gives priority to medical appointments, dialysis and cancer treatment.
4. Confirmation. We call or text the day before and the morning of the ride. If a veteran does not answer or is not ready, we call and check before we leave.
5. The ride. A Driver and Mobility Assistant arrives on time, helps the veteran from inside the home, secures the wheelchair or seats the veteran and uses a seat belt, helps the veteran into the appointment and returns the veteran home. If a veteran's appointment runs long, we wait or reschedule the return and call ahead.
6. Follow-up. We ask each veteran after the first rides and then each quarter how it went, and the Operations and Safety Manager reviews every complaint.
7. Connections. When a veteran needs more than a ride, such as meals, in-home help, housing, mental health care or benefits help, we make a warm handoff.

What the grant will pay for. Part of one Driver and Mobility Assistant's salary, vehicle fuel and vehicle maintenance, repairs and inspections. The rest of the budget comes from transportation contracts, other grants and donors.

Safety first. Every driver is screened and trained, every vehicle is inspected daily and every ride follows written rules. We do not take a veteran who needs medical care during the ride, and we call 911 if there is an emergency.

Veterans first. Veterans are never charged for a ride. We invite voluntary donations, but they are never required and we never ask a veteran who cannot pay.

Why this approach is strong. Veterans get a safe vehicle, a trained and patient driver and a person who answers the phone. A veteran who gets to an appointment on time has a better chance to stay healthy, stay in care and stay independent. We do not promise that a ride solves every problem, but we know that a missed ride often does not.

Market Analysis

Who benefits: disabled veterans in our Missouri service area who cannot drive or do not have a safe, accessible way to get where they need to go, and the family members and caregivers who would otherwise have to drive them.

Our primary group is veterans of every era with a disability: mobility limits, amputation, spinal cord injury, stroke, blindness or low vision, a seizure disorder, a brain injury, severe mental health conditions, chronic pain, cancer, kidney disease or the effects of age. We expect to serve men and women, with an effort to reach older veterans who live alone, rural veterans, women veterans and veterans who are not enrolled in VA care but are eligible.

We will not serve a person who needs emergency medical care or medical transport during the trip, and we will help the person get a medical transport provider or an ambulance. We refer veterans whose needs are outside our scope, such as those who need a stretcher or two attendants, and we stay in touch while the referral is made.

Local data. We will use the most recent numbers from the VA, the Census Bureau, the county and the area agency on aging in our final application and will not overstate them. Our own experience shows demand: in two years of volunteer rides in one lift van, more than 1,100 rides were given to about 70 veterans, and requests had to be turned down every week. We plan for about 150 veterans and 1,900 one-way rides in Year 1 and about 220 veterans and 3,000 rides in Year 2, growing to about 400 veterans and 5,400 rides by Year 5 as we add drivers and longer hours with the same two vans. We have not counted a third van in this plan.

Our secondary groups are family members and caregivers, who gain time and peace of mind; the VA and community health providers, who gain fewer missed appointments; the area agency on aging, Medicaid and county services, which gain a partner for long trips; and employers and schools, who gain veterans who can get to work and training.

We do not guarantee a ride to anyone, and when we are full we say so, offer the next open date and help the veteran look for another option, such as the VA's transportation services or volunteers. We do not accept payment in exchange for referrals.

Competitive Landscape

Other choices veterans have in our area, and what makes us different.

- The VA's transportation help. The VA offers travel pay to eligible veterans for mileage or other approved transportation, runs its own transportation services in some places and works with volunteers. Eligibility rules apply, and not every veteran can get a ride to every appointment. We help veterans use these benefits, take referrals from the VA and refer to them.
- DAV and other veterans' transportation volunteers. In many places volunteers drive veterans in vans. The service is valuable and is run by volunteers, so schedules and coverage vary. We work with them and fill the gaps.
- County and public transit. A small public van service, where it exists, is useful but may have limited hours, long waits and trip limits and may not go to the VA medical center. We refer veterans to it for local trips.
- Medicaid non-emergency medical transportation. Veterans who have Medicaid may be eligible for rides to covered medical appointments. We help veterans learn about it and, once we are approved, we may carry Medicaid riders.
- Taxis and ride-share. Few have accessible vehicles, and the cost is too high for a veteran on a fixed income on a long trip.
- Family and friends. Many veterans rely on them, and we are grateful for it. We give them a break and a back-up.

What makes us different.
- Accessible vehicles and trained drivers who help from the door to the appointment and back.
- A single phone number and a person who answers it.
- Rides for veterans of any era and rating, to the places that matter, including the long trip to the VA medical center.
- Veteran companions and a veteran-led team.
- A written safety standard that is checked every day.
- Honest results. We measure rides given, rides on time and what veterans tell us, and share results as totals, whether they are good or not.

What we do not claim. We are new. Our track record is small, built on volunteers and one donated van, and the VA and larger transportation providers have decades of experience. We plan to learn from them, share results openly and ask for advice from our partners.

Marketing & Sales Strategy

How we will reach the veterans, referral partners and supporters we need once the project is funded.

Veterans. Most veterans will find us through a referral from a person they trust. We will work with the VA medical center's social workers and primary care teams, community-based outpatient clinics, dialysis centers, cancer centers, physical therapy clinics, pharmacies, the area agency on aging, senior centers, churches, American Legion and VFW posts, veterans' service organizations and food pantries. We will attend Stand Down events and veterans' resource fairs. We will keep a toll-free number, a text line, a simple website and a printed card that fits in a wallet or on a refrigerator. Veterans who have used our rides, with their written permission, will be our best messengers.

Referral partners. We will offer clinics and social workers a simple way to refer a veteran: a one-page form and a quick answer. We will keep them informed of rides given and any concern. We will not pay or reward anyone for referrals.

Government and payers. We will work with the county, the area agency on aging, the state Medicaid agency and its transportation broker, the VA and the state veterans agency to find contracts and grants that can pay for rides. These sources are competitive and slow, so the plan counts on them only as shown in the funding section.

Volunteers. We will recruit veterans and community members as ride-along companions and phone callers, not as drivers of our vans. Volunteers pass a background check, are trained and never have access to veterans' records.

Funders. We will report results as totals, never with a veteran's name, to funders and government partners twice a year and in a short annual report. We will invite funders to ride along with notice, with the veteran's permission.

Donors and community. We will invite individuals, businesses, churches, civic clubs and veterans' organizations to sponsor a month of rides, a tire set or a seat in a van. Gifts are tracked separately and acknowledged with thanks. We will invite car dealers, repair shops and fuel companies to offer discounts and in-kind help.

How we talk about disabled veterans. We use plain, respectful words and describe veterans as people, not cases. We do not use stories or photographs of veterans without clear, written, informed permission.

Operations Plan

How the program will be carried out.

Timeline for Year 1:
- Months 1 to 2: Attorney review of driver policies, ride rules and privacy policies, buy two used wheelchair-accessible lift vans after an independent inspection, register and insure the vans, lease the garage and office, hire the Operations and Safety Manager, three Drivers and Mobility Assistants and the Dispatcher and Scheduler, and set up the dispatch system.
- Month 3: Driver training in passenger assistance and sensitivity, wheelchair securement, CPR and first aid, defensive driving, emergency procedures and trauma-informed care, plus drug and alcohol testing and background checks as set out in our policy. Test runs. Open to veterans.
- Months 4 to 8: First rides, with a gradual increase to a full schedule. Sign agreements with the VA's social workers and dialysis and cancer centers.
- Months 9 to 12: Add evening and early morning trips for dialysis and treatment. Review of rides, on-time rate, costs and feedback, a year-end report to funders and planning for Year 2.

Space. A leased garage and small office near the main highway, with a secure bay for two vans, a dispatch desk and a private room for registration. Garage, parking and office are about $20,000 a year in Year 1, with a deposit and first month of $6,000 as a one-time cost.

Vehicles and equipment. We buy about $109,000 of equipment once at the start: two used wheelchair-accessible lift vans ($96,000), dispatch tablets, GPS units and phones ($6,000), wheelchair securement kits, first aid kits and fire extinguishers ($3,500) and laptops and office equipment ($3,500). After Year 1, we set aside about $4,000 to $6,000 a year to replace and add equipment. A one-time supply of cleaning, sanitizing and blanket supplies for the vans is $2,500. We also set aside about $12,000 a year in Year 1 toward replacing a lift or a van, so that a breakdown does not stop our service. A third van is not counted in this plan, and if we add one we will seek a separate vehicle grant.

Staffing. In Year 1: an Executive Director, an Operations and Safety Manager, three Drivers and Mobility Assistants, a Dispatcher and Scheduler and a part-time Veteran Volunteer and Partner Coordinator. A fourth Driver joins in Year 3, a fifth Driver and a second Dispatcher in Year 4 and a sixth Driver in Year 5, which lets us run longer hours and a second shift.

Vehicle safety. Each van is inspected by the driver before every shift against a written checklist, including tires, brakes, lights, the lift and securement system and emergency equipment. A qualified mechanic services each van on schedule, and the lift is inspected on the maker's schedule and by a qualified technician. A van with a problem is taken out of service until it is fixed. Maintenance, repairs and inspections are about $22,000 a year in Year 1, and fuel is about $30,000. Each van carries a first aid kit, a fire extinguisher, a seat belt cutter, a flashlight, a phone and an emergency kit.

Driver screening and training. Every driver is checked for a valid license and a clean driving record, passes a criminal background check and a drug and alcohol test and is retested under our policy and our insurer's rules. Drivers are trained in passenger assistance and sensitivity (using a recognized program), wheelchair securement, CPR and first aid, defensive driving and emergency response before they carry a veteran. Driver training, testing and background checks are about $8,000 a year in Year 1.

Ride rules. Every wheelchair and scooter is secured and every rider uses a seat belt. Drivers do not lift a person who cannot bear weight and do not carry people on stairs. Service animals are always welcome. Portable oxygen is allowed when it is properly secured. Drivers do not give medical care, do not handle medication and do not accept tips or gifts of value. A mobility assistant helps from the front door to the appointment. When there is a safety concern, the driver may delay or cancel a ride, and tells the dispatcher.

Emergencies. If a veteran has a medical emergency or the vehicle is in an accident, the driver calls 911 first, then the dispatcher. Veterans who are in crisis or thinking of harming themselves are connected right away to the Veterans Crisis Line (dial 988 then press 1) or text 838255, and drivers stay with the person until help is on the way. We follow a written accident and incident plan, with reporting to our insurer and any agency as required.

Accessibility and fairness. We follow the Americans with Disabilities Act and federal, state and local anti-discrimination laws, and we make reasonable accommodations. We do not choose among veterans based on a protected characteristic.

Insurance. We carry commercial auto, general liability, non-owned auto liability and abuse and molestation coverage, and workers' compensation once we hire. Commercial auto and liability insurance is about $24,000 a year in Year 1, which is among our largest costs. We confirm our coverage with an insurance broker before we carry anyone.

Privacy. Veterans' information is kept in a locked cabinet and a secure, password-protected system, and shared only with the veteran's written permission, except where the law or our funders require it. We never share a veteran's appointment or health information beyond what is needed to give the ride. GPS data is used for safety and scheduling. We report results to funders only as totals.

VA benefits claims. Only people accredited by the VA may prepare, present and prosecute claims for VA benefits, and they may not charge fees for initial claims. We do not prepare or charge for VA claims. We refer veterans to accredited Veterans Service Officers and help them get to appointments. Records and grant money are tracked separately so we can show each funder how their money was spent, and an outside accountant reviews our books every year.

Management & Organization

The people who will carry out the project.

Walter Pruitt, Executive Director. An Army veteran and a former paratransit operations supervisor with more than fifteen years in transportation for people with disabilities. He leads fundraising, partnerships, finance and hiring, reports to the board and is the main contact for funders. (Replace this paragraph with your own director's background.)

Operations and Safety Manager (full time, hired in Months 1 to 2). Runs the vans and drivers day to day, oversees vehicle inspections, maintenance, driver training and testing, reviews every incident and complaint and is the main contact with our insurer. We will seek a person with experience in passenger transportation and a commitment to safety.

Drivers and Mobility Assistants (three in Years 1 and 2, four in Year 3, five in Year 4, six in Year 5). Drive the vans, help veterans from the door to the appointment and back, and keep the vehicles clean and safe. We will seek drivers with passenger service experience and patience, and we will hire veterans where we can.

Dispatcher and Scheduler (one in Years 1 to 3, two from Year 4). Takes ride requests, builds the schedule, confirms rides, tracks vehicles and handles changes and urgent needs.

Veteran Volunteer and Partner Coordinator (part-time). Recruits, screens and trains ride-along companions and callers, works with referral partners and collects feedback.

Board of directors. Seven volunteers who meet every quarter: two veterans, a person with a disability, a VA social worker, an insurance professional, an attorney and a certified public accountant. The board approves the budget and policies, reviews safety and results each quarter and does not receive pay.

Veteran advisory group. Veterans who ride with us, and a caregiver, meet quarterly and tell us what is working and what is not. Their advice shapes our schedule, routes and rules.

Outside professionals. An insurance broker advises on coverage. An attorney reviews our driver policies, ride rules and privacy policies. A qualified mechanic services the vans. An outside accountant reviews our books every year.

Staff screening and training. Every staff member and volunteer passes a criminal background check, and drivers are screened and trained as described in the operations section. Volunteers do not drive our vans and do not have access to veterans' records.

Staff pay in this plan includes payroll taxes and workers' compensation. Salaries are Executive Director $60,000, Operations and Safety Manager $52,000, Driver and Mobility Assistant $38,000, Dispatcher and Scheduler $42,000 and part-time Veteran Volunteer and Partner Coordinator $26,000. 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: Open by about Month 3, give about 1,900 one-way rides to about 150 veterans, keep at least 95% of rides on time for the appointment and keep every vehicle and driver in full compliance with our safety standards. A balanced budget of about $483,500, with a small surplus of about $13,700. 7 paid staff.
- Year 2: Give about 3,000 rides to about 220 veterans and add early morning and evening trips for dialysis and treatment. Apply for Medicaid and county transportation contracts. A balanced budget of about $493,500, with a small surplus of about $13,000. 7 paid staff.
- Year 3: Add a fourth Driver and give about 3,800 rides to about 280 veterans. Transportation contracts cover more of our budget. A balanced budget of about $543,000, with a small surplus of about $12,700. 8 paid staff.
- Year 4: Add a fifth Driver and a second Dispatcher and give about 4,600 rides to about 340 veterans, with a second shift on some days. A balanced budget of about $636,500, with a small surplus of about $14,000. 10 paid staff.
- Year 5: Add a sixth Driver and give about 5,400 rides to about 400 veterans, with transportation contracts covering about 28% of our budget. A balanced budget of about $687,500, with a small surplus of about $13,700. 11 paid staff.

What we measure:
- Veterans registered and served, by era of service, age, gender and type of mobility device.
- One-way rides given, by purpose (medical, dialysis and treatment, pharmacy, benefits, work and training, groceries and other).
- Share of rides on time for the appointment, rides missed because of us and rides we could not fill.
- Safety: incidents, accidents and complaints, reported in totals, and vehicle and driver compliance.
- Cost per ride and cost per veteran served.
- Appointments kept, as reported by veterans and referral partners.
- Veteran satisfaction and whether veterans felt safe and respected, collected anonymously.

How we review results. The Operations and Safety Manager reviews the schedule, on-time rate and any incident every week, and the whole team reviews outcomes monthly. Each semester, staff, the advisory group and our partners review results together and we change what is not working. Twice a year the board reviews results and we share them with funders and the VA as totals. Every number in this plan is a goal, and we will report what really happens, including when we fall short.

Funding Request

What we are asking for, and how the money will be used. Our request: $75,000 from the Homefront Mobility Foundation for one Driver and Mobility Assistant, vehicle fuel and vehicle maintenance, repairs and inspections, for July 2027 through June 2028.

The request is spread across these budget lines:
- Personnel: Driver and Mobility Assistant salary, $38,000 (other funds add $76,000).
- Other: Vehicle fuel, $20,000 (other funds add $10,000).
- Other: Vehicle maintenance, repairs and inspections, $17,000 (other funds add $5,000).

Other money in the program. Transportation contracts, other grants and local donors pay the other $91,000 of those lines, plus the Executive Director's salary ($60,000), the Operations and Safety Manager ($52,000), the Dispatcher and Scheduler ($42,000), the part-time Veteran Volunteer and Partner Coordinator ($26,000), commercial auto and liability insurance ($24,000), vehicle and lift replacement reserve ($12,000), dispatch software, GPS and phones ($12,000), driver training, drug testing and background checks ($8,000), garage, parking and office space ($20,000), outreach and partner coordination ($6,000), evaluation and data ($6,000) and administration and accounting ($14,000).

Year 1 budget: about $483,500, planned to balance with a small surplus (about $13,700 after the yearly wear on equipment). Year 1 money coming in: grants $383,500 (this request plus other grants we are applying for), transportation contracts $60,000 and donations and local sponsors $40,000. Year 1 costs: Executive Director $60,000; Operations and Safety Manager $52,000; three Driver and Mobility Assistants $114,000; Dispatcher and Scheduler $42,000; Veteran Volunteer and Partner Coordinator $26,000; vehicle fuel about $30,000; vehicle maintenance, repairs and inspections about $22,000; commercial auto and liability insurance about $24,000; vehicle and lift replacement reserve about $12,000; dispatch software, gps and phones about $12,000; driver training, drug testing and background checks about $8,000; garage, parking and office space about $20,000; outreach and partner coordination about $6,000; evaluation and data about $6,000; administration and accounting about $14,000; and about $25,800 a year for the wear on equipment.

How we planned the rides. About $294,000 of the Year 1 budget is pay, because a safe ride requires a trained person. Many of our trips are long, since the VA medical center is about an hour away, so each van can give only about four to six one-way trips on a typical day. We plan for about 1,900 one-way rides in Year 1 because the program opens in about Month 3, and about 3,000 in Year 2 when both vans run a full year. We add drivers in Years 3 to 5 so the same two vans can run longer hours and a second shift, which is how the numbers grow to about 5,400 rides. We have not counted a third van in this plan. Because our costs are largely fixed, cost per ride is high at first and falls as rides grow.

About transportation contracts. State Medicaid agencies and their transportation brokers, county governments, area agencies on aging, the VA and the state veterans agency pay for or fund rides. These funds are competitive, take months to set up, require approved vehicles and drivers and strict documentation and are awarded for set periods. We plan to apply once we have a track record. The amounts in this plan are our planning estimates, not promises, and agencies can change their budgets, rules and awards. We plan for grants and donors to cover the gap if they do.

One-time startup costs. Startup costs of $135,500 are paid once from startup money, not from the yearly budget: $109,000 for equipment, $6,000 for deposits, $2,500 for opening supplies and inventory, $1,500 for licenses and permits, $7,000 for legal and professional help, $3,500 for signage, brochures and a website, $6,000 for background checks, training and first insurance.

How we got our startup number. The Funding Need Calculator in this plan adds the startup costs ($135,500), the cash we need to cover the wait for the first payments (about $3,200) and a cash cushion of about $112,000, which is about three months of Year 1 costs. That comes to $251,000. We start with $30,000 of our own savings and $225,000 in startup support from a veterans' foundation, a vehicle grant and our board, $255,000 in all, which covers that amount.

The next five years. Our budget grows from about $483,500 in Year 1 to about $687,500 in Year 5. Grants are planned at $383,500, $358,500, $366,000, $410,500, $407,500 in Years 1 to 5. Transportation contracts grow from $60,000 to $190,000, and donations and local sponsors grow from $40,000 to $90,000. We add a fourth Driver in Year 3, a fifth Driver and a second Dispatcher in Year 4 and a sixth Driver in Year 5. Grants fall from about 79% of our income in Year 1 to about 59% in Year 5.

Savings. We plan to keep several months of costs in savings. The lowest year-end balance in the plan is about $142,800, at the end of Year 1. Government and grant payments often arrive after we bill or after we submit documents, so we plan for about $38,680 owed to us at the end of Year 1.

After the grant. Our plan is to grow transportation contracts as agencies see results, to invite car dealers, churches, veterans' groups and employers to sponsor rides and to grow individual donors. Because a veteran who gets to care is less likely to need an emergency room, success lowers costs for the community and strengthens our case for public funding.

Risks and how we will handle them:
- A van breaks down or is in an accident. We keep a replacement reserve, a written maintenance plan and strong insurance, borrow or rent a van if needed and call 911 when someone is hurt.
- Fuel and insurance costs rise. We plan for cost growth of about 8% a year, track costs monthly and group trips to save miles.
- A driver leaves or is unavailable. We cross-train, keep a short list of screened part-time drivers and adjust the schedule.
- Contracts are delayed or not awarded. We plan with a cash cushion, stage hiring so costs follow funding and apply to other funders.
- Demand is higher than we can serve. We give priority to medical care, dialysis and treatment, keep a fair waiting list and work with other providers.
- A grant ends. We keep savings, grow contracts and donors and keep our costs per ride low.

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 used lift van, one part-time driver and a church partner, serving 20 to 30 veterans in the first year, 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.
- Resumes for your Executive Director and Operations and Safety Manager and job descriptions for the drivers and dispatcher.
- Letters of support from the VA medical center, the area agency on aging, the county and veterans' organizations.
- Quotes or title and inspection records for the two lift vans, and a written maintenance plan.
- Your driver screening, training, drug and alcohol testing and safety policies.
- Your ride rules, wheelchair securement procedures and accident and emergency plan.
- A quote or binder for commercial auto and liability insurance.
- Your confidentiality policy and your plan for measuring results.
- Results from your volunteer rides, shown as totals.
- Proof of the garage lease, or a letter of intent.
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: $383,500 in Year 1, then $358,500, $366,000, $410,500, $407,500.
- Transportation Contracts (Medicaid, County and Area Agency): $60,000 in Year 1, growing to $190,000.
- Donations and Local Sponsors: $40,000 in Year 1, growing to $90,000.
- Rides and veterans: about 1,900 one-way rides for about 150 veterans in Year 1 (the program opens about Month 3), then 3,000, 3,800, 4,600, 5,400 rides for about 220, 280, 340, 400 veterans in Years 2 to 5, with two vans.
- Pay (a full year, per person, including payroll taxes and workers' compensation): Executive Director $60,000, Operations and Safety Manager $52,000, Driver and Mobility Assistant $38,000 (three in Years 1 and 2, then four, five and six in Years 3, 4 and 5), Dispatcher and Scheduler $42,000 (one in Years 1 to 3, two from Year 4), Veteran Volunteer and Partner Coordinator (part-time) $26,000.
- Other yearly costs in Year 1: Vehicle Fuel $30,000, Vehicle Maintenance, Repairs and Inspections $22,000, Commercial Auto and Liability Insurance $24,000, Vehicle and Lift Replacement Reserve $12,000, Dispatch Software, GPS and Phones $12,000, Driver Training, Drug Testing and Background Checks $8,000, Garage, Parking and Office Space $20,000, Outreach and Partner Coordination $6,000, Evaluation and Data $6,000, Administration and Accounting $14,000. The other costs grow between 4% and 8% a year.
- Equipment: $109,000 at the start (two used lift vans and equipment), then $4,000 to $6,000 a year.
- Startup costs: $135,500, paid once from $255,000 in startup money.
- About 8% 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