Ride to Play Youth Sports Transportation Network

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Executive Summary

Ride to Play Youth Sports Transportation Network is a nonprofit in Mississippi that gets young athletes to practices and games when their families cannot. We run safe, supervised bus and van routes that connect neighborhoods to the places where children play, using licensed operators, screened drivers and adult trip monitors on every trip. For families without a car, with parents who work evenings, or who live far from the nearest team, a reliable ride is often the difference between playing and staying home. We deliver young people to practice and bring them home, and a team of staff and monitors makes sure every child is counted on and off every vehicle.

Cost is the barrier people talk about, but transportation is the one that is hardest to see. A league can waive its fees and donate the uniforms, and a child can still miss every practice because there is no ride. In many of our neighborhoods, a significant share of households have no vehicle, bus service is limited or stops running before evening practices end, and parents who work shifts cannot drive. Children in rural areas may live 20 miles from the nearest field. The result is that the young people who could benefit most from sports are the least able to take part. Research on youth sports suggests that lack of transportation is among the most common reasons children miss out or drop out.

With this grant we will serve about 900 young riders in Year 1, taking about 36,000 one-way rides to about 60 partner leagues, schools and parks. Most routes use contracted buses and vans from licensed operators, with two wheelchair-accessible vans that we own. Every vehicle carries an adult trip monitor in addition to the driver. Every driver passes a fingerprint background check, a drug test and a driving record review where required, and every vehicle is inspected on a set schedule and tracked by GPS. Families sign up with a parent or guardian's consent and name the adults who may pick up their child. We do not use ride-hailing apps for minors, and we never transport a child alone in a car with an unscreened adult.

Our Year 1 budget is about $530,500, growing to about $850,000 by Year 5, as we serve about 2,700 young riders and about 115,000 one-way rides. Each year's budget is planned to balance, with a small surplus each year. We have 5 paid staff in Year 1 and 8 by Year 5. League, school district and city transit contracts, and support from health systems, corporate sponsors and donors, grow from about 19% of our income in Year 1 to about 36% in Year 5, so grants fall from about 81% to about 64%.

We are asking the Magnolia Youth Opportunity Fund for $110,000 for one Route Coordinator and Dispatcher, a share of contracted bus and van service, trip monitors, transit passes and approved ride vouchers, and driver background checks, training and vehicle inspections. Leagues, districts, the city, other grants and donors cover the rest, so this grant is one part of a shared funding plan.

I am Tamika Rhodes, the Executive Director and a former school bus driver, and the mother of two athletes. The numbers in this proposal are estimates based on the assumptions listed at the end, not promises.

Company Description

Ride to Play Youth Sports Transportation Network is a nonprofit organization in Mississippi. 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 child misses sports because of a missing ride.

What we believe. A ride is not a luxury. For many children it is the only way to get to the field, the court and the pool. Child safety comes before everything: a ride must be as safe as a school bus, with trained drivers, supervision and a parent who knows exactly who has their child. Families should not have to explain or prove need. Transportation should be dependable, because a child who is left waiting once may not come back. We should use public and school transportation resources wisely and add what is missing.

How we started. Ride to Play began when a school bus driver noticed that several players on her son's team never came to evening practices because they lived across town with no way to get there. She and the coach asked the league to let her drive a small bus after her route, and the league's insurance carrier and a church that owned a van helped. Over two years, volunteers and a few paid drivers carried 140 children on three routes, about 5,500 rides, with no serious incident. Attendance of the children on those routes was above the league average. Leagues, the school district and the city's transit agency asked whether we could serve more neighborhoods. This proposal asks for support to build a staffed, professionally run network.

What we offer:
- Neighborhood routes. Scheduled buses and vans that pick up children at neighborhood hubs, such as schools, recreation centers and churches, and take them to practices and games, then bring them home. Routes run in the late afternoon and early evening on weekdays and on weekends for games.
- Accessible rides. Two wheelchair-accessible vans with lifts for children who use wheelchairs or mobility devices, with trained drivers and monitors.
- Trip monitors. A trained, background-checked adult on every vehicle, in addition to the driver, who counts children on and off, helps with seat belts and manages behavior.
- Transit passes and approved vouchers. Passes for older teens who can safely use public transit, and vouchers paid directly to approved licensed youth transportation providers for places where a route does not make sense.
- Safe pickup and drop-off. A family registers one or more authorized adults, and children are released only to an authorized adult or, with written consent, to an older teen. We do not leave children at unmanned stops.
- Rider and family guides. Simple guides in English and Spanish on how to sign up, what to expect, rider rules and what to do if a ride is late.
- Partnership with leagues and schools. Partner leagues schedule around routes, tell us about practice changes and help us recruit.

What we do not do. We do not transport children in private cars driven by volunteers or staff. We do not use ride-hailing apps for children. We do not leave a child alone with an adult who has not been screened and trained. We do not charge families, and we do not accept riders without a parent or guardian's written consent. We do not promise that a ride will always be on time, and we tell families quickly when there is a delay.

How we are run. A seven-member volunteer board of directors oversees the organization and approves the budget each year. The board includes a school district transportation director, a league president, a pediatric nurse, an attorney who advises on transportation and child safety, a parent who relies on our routes, a city transit agency representative and a certified public accountant. The Executive Director manages the organization and partnerships, the Operations and Safety Manager oversees every route, and an outside accountant reviews our books every year.

Where things stand today. Nine leagues, four schools and the parks department have signed letters of support, the city's transit agency has indicated interest in a partnership, and two licensed charter bus operators have offered quotes. We have a letter of intent for a small office with a secure parking lot. Before we begin, an attorney will review our driver and monitor policies, our contracts with bus operators, our parent consent and privacy policies and our insurance, and we will confirm operating requirements with the state.

Problem & Opportunity

Why this program is needed.

Participation in sports helps young people stay active, build friendships and feel connected to school and community. But getting to practice and games is a major obstacle for many families. National surveys of youth sports, and our own conversations with leagues, find that transportation is among the top reasons children miss out or drop out, particularly in lower-income households and rural areas. Before we submit, we will add the latest figures.

The gaps we see:
1. No car. A significant share of households in our service area have no vehicle, and many have one car that a parent uses for work. A child without a ride cannot reach an evening practice.
2. Limited public transit. Where buses exist, they may run infrequently, stop before evening practices end or require long, unsafe walks. Younger children cannot use them alone.
3. Parents who work shifts. Many parents work evenings, nights or multiple jobs and cannot drive children to practice at 5 p.m.
4. Rural distances. Children in rural areas may live many miles from a field or gym, with no bus and no neighbor to carpool.
5. School buses stop at 4 p.m. School bus service typically ends with the school day, leaving no late bus for after-school sports in many districts.
6. Unsafe alternatives. When no ride is available, children may walk long distances in the dark, ride with an unscreened adult or hitchhike, which puts them at risk.
7. Hard to organize. Volunteer carpools can help but depend on a few parents, are not screened or insured and fall apart when a driver is unavailable.
8. Child safety rules. Transporting other people's children brings legal and safety requirements for drivers, vehicles and insurance, and small leagues cannot manage them.
9. Children with disabilities. Accessible transportation is scarce, and families of children who use wheelchairs often have no way to get them to an adapted sports program.
10. Cost. Private transportation is expensive, and small leagues cannot afford to run buses.

What the evidence says. Studies of after-school programs and youth sports show that transportation is a significant barrier, and programs that provide it tend to see better attendance. Programs that provide rides must follow strict safety standards, and the quality of drivers, vehicles and supervision matters. We will measure our own results and report them honestly.

How we know people want this. In our pilot, volunteers and a few paid drivers carried 140 children on three routes in two years with no serious incident, and attendance on those routes was above the league average. Nine leagues, four schools and the parks department have asked to join. The school district told us that it cannot provide late buses for sports because of driver shortages.

How we will show the need. Before we submit this proposal, we will add the share of households with no vehicle and the share of children in households with limited income in our service area from the U.S. Census Bureau, the transit schedule and coverage in our area from the city's transit agency, the number of children on partner teams who lack a reliable ride (from a league survey we will run), the distance from rural homes to fields and the number of children on our waiting list. We will also check Mississippi's rules for vehicles that carry children with the state and the insurance carrier.

Who benefits first. Children and teens ages 5 to 18 in our service area who play on partner teams and have no reliable ride, especially children from households without a car, from rural areas, with parents who work shifts and with disabilities. Also the leagues, schools and parks they play in.

Products & Services

What the grant will pay for and what we will do.

1. Partner with leagues, schools and parks. We sign an agreement with each partner covering schedules, hubs, communication, how we share rosters and what each side does in a delay or emergency. Each partner names a liaison. About 60 partners take part in Year 1.

2. Register riders. A parent or guardian registers each child online, by phone or on paper, with a consent form, emergency contacts, medical notes the family chooses to share, such as allergies or a medical device, and a list of authorized adults for pickup. There is no fee and no proof of income. About 900 children are registered in Year 1.

3. Run neighborhood routes. Routes use contracted buses and vans from licensed operators, with two wheelchair-accessible vans that we own, and run on a published schedule. A route picks up children at a few safe hubs such as a school, a recreation center or a church, where adults are present, takes them to practice and returns them after practice. Weekend routes serve games and tournaments. About 36,000 one-way rides are provided in Year 1.

4. Put a monitor on every vehicle. In addition to the driver, a trained adult monitor rides every trip, counts children on and off, checks seat belts and boosters, manages behavior and keeps a roster. No child is left alone at any stop, and no vehicle leaves a stop until the monitor confirms the count. About 14 part-time monitors are employed in Year 1.

5. Use licensed, screened drivers. Contracted operators must hold the required licenses and operating authority, carry insurance and meet our standards. Every driver, whether employed by a contractor or by us, passes a fingerprint-based background check, a driving record review, a drug test where required and training on child passenger safety, behavior, emergencies and boundaries. Drivers on routes with children under 18 are never alone with a child.

6. Protect small children. Children who need car seats or boosters under the state's child passenger safety law use them, supplied and installed by trained staff.

7. Provide passes and vouchers. For older teens who can use public transit safely, we provide transit passes, and for places where a route does not make sense, vouchers paid directly to approved licensed youth transportation providers, never paid as cash to a family. We do not use ride-hailing apps for minors.

8. Track every ride. GPS tracking, a dispatcher and a rider check-in system let us follow every vehicle, send text updates to parents and respond when a bus is late or breaks down. A Route Coordinator and Dispatcher manages the schedule.

9. Respond to emergencies. Every vehicle carries first aid and emergency kits and a communication device, and every driver and monitor is trained on the emergency plan. In an emergency, drivers and monitors call 911 and the dispatcher, keep children safe and notify families.

10. Serve children with disabilities. Wheelchair-accessible vans with lifts and securement systems, drivers and monitors trained in safe loading, and individual plans for children with special needs, made with the family.

11. Communicate with families. Parents receive text updates, a route phone number and simple guides in English and Spanish. A Family and Partner Liaison visits leagues and neighborhoods, listens to families and solves problems.

How we will measure results. We track registered riders, rides, on-time performance, attendance of riders at practice compared with the team average, incidents and near-misses, complaints, rider and parent satisfaction and the cost per ride. We track the share of riders from households without a car and from rural areas. We break results out by age, race, neighborhood and disability so that we can find and fix gaps.

Our Year 1 goals:
- About 900 young people registered and about 36,000 one-way rides delivered.
- At least 90% of trips arrive on time, within 10 minutes of schedule.
- 100% of drivers and monitors pass a background check and complete training before their first trip, and every trip has a monitor.
- Zero children left at a stop or released to an unauthorized person, and every incident reviewed and reported to families.
- At least 85% of riders attend practices as often as or more often than the team average.
- At least 40% of riders come from households without a car.
- At least 90% of families say their child felt safe.
- About 60 partner leagues, schools and parks take part.
These are goals, and we will report our real results to the Fund, including where we fall short. We do not promise that a ride will always be on time.

Market Analysis

Who we serve and how many.

The young people. Children and teens ages 5 to 18 who live in our service area and play on partner teams, with a parent or guardian's written consent. We reach out especially to children from households without a car, from rural areas, whose parents work shifts, who use wheelchairs or have other disabilities and who are new to the area. There is no fee and no proof of income.

Where we work. Neighborhood hubs in the city and nearby towns and rural communities in the county, connected to partner fields, courts and pools. Routes are set each season based on where children live and where teams play.

How many we will reach:
- Year 1: about 900 young riders and about 36,000 one-way rides, about 60 partners and 5 paid staff.
- Year 2: about 1,200 young riders and about 50,000 rides, about 80 partners.
- Year 3: about 1,600 young riders and about 68,000 rides, about 105 partners, with a second Route Coordinator and Dispatcher.
- Year 4: about 2,100 young riders and about 90,000 rides, about 130 partners, with a second Family and Partner Liaison.
- Year 5: about 2,700 young riders and about 115,000 rides, about 160 partners, with a third Route Coordinator and Dispatcher.
Over five years we expect to serve about 8,500 young rider-years and to deliver about 359,000 one-way rides. Many children ride for several seasons and are counted more than once.

Who else benefits:
- Families. Parents who work can count on a safe ride, and fewer parents miss work or leave a child behind.
- Leagues and schools. They can say yes to every child and see better attendance and fewer last-minute absences.
- Children with disabilities. They gain access to sports they could not reach.
- The community. More children are active and supervised in the afternoon and evening, and fewer walk in the dark or ride with unscreened adults.
- Transit and school districts. They gain a partner who fills gaps without competing for their riders.

How we will size the need before we submit. We will add the share of households without a vehicle, the share of children in households with limited income, the bus coverage and hours in our area, the number of children on partner teams without a reliable ride from a league survey and the number on our waiting lists. These come from the U.S. Census Bureau, the city's transit agency, the Mississippi Department of Education, the leagues and our own records.

Competitive Landscape

Other options families have, and how we fit.

- Parents and carpools. Most children get to practice in a parent's car. Carpools among families can work well, and many families lack a car or time. Carpools are not screened or insured, and they fall apart when one driver is absent. We offer a backup that families and coaches can count on.
- School buses. School bus service typically ends after the school day, and districts rarely have late buses for sports because of driver shortages. We partner with the district to share information and, where possible, use district buses and drivers under contract.
- Public transit. Buses can work for older teens on certain routes and are not available or safe for younger children. We provide passes for teens who can use them and routes for others, and we work with the city transit agency to improve service.
- Ride-hailing services. Most require riders to be 18 or older, and they are not a safe or legal choice for unaccompanied children. We do not use them for minors.
- Taxi and shuttle companies. Some will carry children, often at high prices and with varying screening and supervision. We contract with licensed operators who meet our standards.
- Church and community vans. Some churches and community groups operate vans for their own programs. We borrow and partner when it is safe and well insured, and we do not compete with them.
- Other nonprofit transportation services. Many serve seniors and medical needs. Few serve youth sports. We coordinate with them to share ideas and, where it makes sense, vehicles.
- Doing without. The most common situation. Many children simply stay home.

The gap we fill. In our service area, no organization offers free, dependable, supervised transportation to youth sports with licensed operators, fingerprinted drivers, an adult monitor on every trip, GPS tracking, accessible vans and an authorized pickup process.

Our partners:
- Nine leagues, four schools and the parks department, which host riders, set schedules around routes and refer families.
- The school district's transportation department, which shares information and may provide buses and trained drivers under contract.
- The city's transit agency, which provides passes and route information and may pay for service in underserved areas.
- Two licensed charter bus operators, which provide buses and drivers under contract.
- A health system and a pediatric nurse, who advise on safety and may sponsor.
- A disability services organization, which advises on accessible service.
- An insurance broker that specializes in transportation of minors.

Marketing & Sales Strategy

How families, leagues and supporters will find us and how we keep them engaged.

Reaching families:
- Through leagues and coaches. Leagues add a note and a link to their registration forms, and coaches tell families that rides are available.
- Schools. Counselors, teachers and coaches tell families who may need a ride and help them sign up.
- Community partners. Churches, libraries, food pantries and neighborhood centers share flyers.
- A simple website and a text number in English and Spanish, with route schedules, a sign-up form and a number to call.
- Social media and local news, featuring families and coaches with permission.
- Door-to-door and phone outreach in neighborhoods that have the most families without cars.

Making it easy to sign up:
- Free, with no proof of income and no questions about need.
- A short form online, by phone, by text or on paper, in English and Spanish.
- Help from a Family and Partner Liaison for families who need it.
- Clear route maps and schedules sent by text at the start of each season.
- A standard process for adding a child quickly when a family needs a ride right away.

Keeping families engaged:
- Text updates when a bus is running late or a practice is canceled.
- A phone number answered by a person during all route hours.
- Monitors who know each child by name, and drivers who greet children and families.
- A short survey after each season and a quick response when families raise a concern.
- A family advisory group that meets each season.

Reaching leagues and partners:
- The Executive Director and Family and Partner Liaison meet league presidents and school principals, explain the routes and agree on schedules.
- Partners get a seasonal report on riders, attendance and incidents, as totals.
- Partner leagues are invited to sit on the advisory group.

Reaching supporters. School districts, the city, health systems, businesses and individuals are invited to sponsor a route, a bus or the rider fund. We share results twice a year with funders and partners as totals.

Outreach budget. Rider and family guides in English and Spanish, van lettering and a simple website are paid for once from startup money ($5,000). Ongoing communication and dispatch tools are about $12,000 a year in Year 1, growing about 6% a year.

Operations Plan

How the program will be carried out.

Timeline for Year 1:
- Months 1 to 3: Attorney review of driver and monitor policies, contracts with bus operators, parent consent and privacy policies and insurance, confirm operating requirements with the state, sign the lease, hire the Operations and Safety Manager, the Route Coordinator and Dispatcher and the Family and Partner Liaison, buy and register the two accessible vans, set up GPS and dispatch and sign contracts with two licensed operators.
- Month 4: Recruit and train drivers and monitors, run emergency drills, finalize routes with partner leagues and register riders.
- Months 5 to 8: First routes run on a limited schedule, with careful monitoring and weekly reviews, then expand.
- Months 9 to 12: Full schedule for the main seasons. Review of safety, on-time performance and satisfaction, a year-end report to funders and partners and planning for Year 2.

Space. A small leased office with secure parking for the two vans, near a bus line. Office and vehicle parking space is about $14,000 a year in Year 1. Paint, shelving and a secure records area are a one-time cost of $2,500, with a deposit and first month of rent of $3,500.

Equipment. We buy about $82,000 of equipment once at the start: two used wheelchair-accessible 12-passenger vans with lifts, seat belts and safety equipment ($70,000), in-vehicle GPS trackers, cameras and communication equipment ($6,000), dispatch tablets, phones and a rider check-in system ($4,000) and first aid, emergency and fire extinguisher kits for every vehicle ($2,000). After Year 1, we set aside about $8,000 to $12,000 a year to replace and add equipment. Owned van fuel, maintenance and registration are about $24,000 a year in Year 1. GPS, dispatch software and phones are about $12,000 a year.

Staffing. In Year 1: an Executive Director, an Operations and Safety Manager, a Route Coordinator and Dispatcher, a Family and Partner Liaison and a part-time Program Coordinator. A second Route Coordinator and Dispatcher joins in Year 3, a second Family and Partner Liaison in Year 4 and a third Route Coordinator and Dispatcher in Year 5. About 14 part-time trip monitors are employed in Year 1 and counted separately from staff, at a cost of about $40,000.

Vehicles and operators. We follow federal and state rules for vehicles that carry children, which differ by vehicle size and by use, and we confirm them with the state and our insurance carrier. We avoid 15-passenger vans for children, because of rollover risk, and use buses, mini-buses and 12-passenger vans that meet the standards. Every vehicle is inspected before each shift and on a set schedule, and repairs are made before a vehicle returns to service. Contracted operators must show current licenses, operating authority, vehicle inspections, insurance and driver records, and give us the right to audit. Contracted bus and van service is about $120,000 a year in Year 1, and vehicle and driver compliance checks are part of the cost.

Driver and monitor screening and training. Every driver and monitor passes a fingerprint-based background check, a check of the national sex offender registry, a driving record review and a drug test where required, and completes training on child passenger safety, behavior management, boundaries, emergency response and first aid and CPR before their first trip. Training is renewed each year. Driver background checks, training and vehicle inspections are about $10,000 a year in Year 1.

Rider safety rules. Every child wears a seat belt or uses a booster or car seat as the law requires. A monitor rides every trip and keeps a roster, and every child is counted on and off at every stop. Children are released only to an authorized adult named by the family, or to an older teen the family has approved in writing. Drivers and monitors are never alone with a single child. Adults do not contact children through personal phones or social media. If an authorized adult is not at a stop, the monitor stays with the child and the dispatcher calls the family. Drivers and monitors are mandated reporters and follow the law on reporting suspected abuse or neglect.

Emergency plan. Drivers and monitors carry first aid training and a phone or radio. In an emergency, they call 911 and the dispatcher, secure the vehicle, keep children calm and safe and wait for help, and the dispatcher notifies families and the Operations and Safety Manager. For breakdowns or weather, a backup vehicle or a safe indoor waiting place is used. We practice drills each season and review every incident.

Weather and daylight. Routes are adjusted or canceled in dangerous weather, and families are notified by text. We avoid unlit stops, and drop-offs are made at a safe, lighted place.

Privacy. Rider and family information, including medical notes, is kept in a locked cabinet and a secure, password-protected system, shared only with drivers and monitors who need it for a trip and as the law requires. Location data from GPS is used for safety and operations only. We report results to funders only as totals, never with a child's name.

Insurance. We carry commercial auto liability for the owned vans, hired and non-owned auto liability, general liability, abuse and molestation liability, accident coverage for riders, an umbrella policy and workers' compensation. Commercial auto and liability insurance is about $22,000 a year in Year 1. We require contracted operators to carry at least the same coverage and to name us as an additional insured. Child safety seats and boosters are about $4,000 a year.

Records. Grant money is tracked separately so we can show each funder how their money was spent, and an outside accountant reviews our books every year.

Management & Organization

Who leads the organization.

Tamika Rhodes, Executive Director. Tamika leads the organization, raises money, manages grants and the relationships with leagues, the school district and the city transit agency, supervises staff and reports to the board. She drove a school bus for 12 years, spent 6 years as a transportation supervisor for a school district, is the mother of two athletes and started our pilot routes. Planned salary: $58,000 a year.

Operations and Safety Manager. Oversees every route, vehicle and driver, safety training, inspections, incident reviews and contractor compliance. Must have experience in transportation operations, school bus management or fleet safety. Planned salary: $52,000 a year.

Route Coordinator and Dispatcher. Plans routes, schedules drivers and monitors, tracks vehicles by GPS and responds to delays and emergencies. Must have experience in dispatch, school transportation or logistics. One in Years 1 and 2, two in Years 3 and 4 and three in Year 5, at a planned salary of $44,000 each. The Magnolia Youth Opportunity Fund grant would support the first Route Coordinator and Dispatcher.

Family and Partner Liaison. Registers riders, supports families, builds relationships with leagues and schools and collects feedback. Must have experience in family engagement, youth programs or community outreach. One in Years 1 to 3 and two from Year 4, at a planned salary of $42,000 each.

Program Coordinator (part-time). Handles registration, consent forms, rosters, records and reports, about 25 hours a week. Planned pay: $26,000 a year.

Pay figures include payroll taxes and workers' compensation insurance.

Staff in each year: 5 paid staff in Years 1 and 2 (four full-time and one part-time), 6 in Year 3, 7 in Year 4 and 8 in Year 5.

Trip monitors and drivers. About 14 part-time trip monitors in Year 1, and drivers employed by contracted operators or hired part-time by us for the owned vans. All pass the screening and training described above.

The board. A seven-member volunteer board approves the budget, reviews results and safety reports twice a year and helps raise money. Board members serve three-year terms. The board's certified public accountant chairs the finance committee, and its school transportation director advises on operations and safety.

People who help us. An outside accountant who reviews our books every year, an attorney who reviews our policies, contracts and consent forms, an insurance broker that specializes in transportation of minors, a safety consultant who audits our procedures each year and a Family Advisory Group that meets each season.

Training. All staff, drivers and monitors complete training in child passenger safety, emergency response, boundaries and child protection, privacy and cultural humility before starting, and again each year.

Money management. Grant money is tracked separately for each funder. The Executive Director and a board member must both approve any payment over $2,500.

Milestones Narrative

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

- Year 1: Open the network, register about 900 young riders, deliver about 36,000 one-way rides to about 60 partners, with 100% of drivers and monitors screened and trained and a monitor on every trip. A balanced budget of about $530,500, with a small surplus of about $18,100. 5 paid staff.
- Year 2: Register about 1,200 young riders and deliver about 50,000 rides to about 80 partners. Begin a study of attendance for riders compared with team averages. A balanced budget of about $568,000, with a small surplus of about $17,600. 5 paid staff.
- Year 3: Add a second Route Coordinator and Dispatcher, serve about 1,600 young riders and deliver about 68,000 rides to about 105 partners, with routes in rural areas. A balanced budget of about $655,500, with a small surplus of about $16,700. 6 paid staff.
- Year 4: Add a second Family and Partner Liaison, serve about 2,100 young riders and deliver about 90,000 rides to about 130 partners. A balanced budget of about $748,000, with a small surplus of about $17,100. 7 paid staff.
- Year 5: Add a third Route Coordinator and Dispatcher, serve about 2,700 young riders and deliver about 115,000 rides to about 160 partners, with contracts and sponsors covering about 36% of our budget. Report five years of results and share our safety standards with other communities. A balanced budget of about $850,000, with a small surplus of about $17,000. 8 paid staff.

What we measure:
- Riders registered, rides delivered and the number of routes and partners.
- On-time performance and the time to respond to a delay.
- Driver and monitor screening and training completion, vehicle inspections and audits of contractors.
- Incidents and near-misses, by type, and how they were resolved.
- Attendance of riders at practice compared with the team average.
- Rider and family satisfaction, and the share of riders from households without a car.
- Cost per ride and contract and sponsor income.
- Results by age, race, neighborhood and disability so that we can find and fix gaps.

How we review results. The Operations and Safety Manager reviews on-time performance and incidents every week and audits contractors every month. After each season, staff, drivers, monitors and our Family Advisory Group review results and change what is not working, and a safety consultant audits our procedures each year. Twice a year, the board reviews results and we share them with funders and partners as totals. 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: $110,000 from the Magnolia Youth Opportunity Fund for one Route Coordinator and Dispatcher, a share of contracted bus and van service, trip monitors, transit passes and approved ride vouchers, and driver background checks, training and vehicle inspections, for July 2027 through June 2028.

The request is spread across these budget lines:
- Personnel: Route Coordinator and Dispatcher salary, $44,000.
- Other: Contracted bus and van service (licensed operators), $40,000 (other funds add $80,000).
- Other: Trip monitors (paid part-time adults), $14,000 (other funds add $26,000).
- Other: Transit passes and approved ride vouchers (paid directly to providers), $6,000 (other funds add $8,000).
- Other: Driver background checks, training and vehicle inspections, $6,000 (other funds add $4,000).

Other money in the program. League, school district and city transit contracts, health system and corporate sponsors, other grants and donors pay the other $118,000 of those lines, plus the Executive Director's salary ($58,000), the Operations and Safety Manager ($52,000), the Family and Partner Liaison ($42,000), the part-time Program Coordinator ($26,000), owned accessible van fuel, maintenance and registration ($24,000), GPS, dispatch software and phones ($12,000), child safety seats and boosters ($4,000), commercial auto and liability insurance ($22,000), office and vehicle parking space ($14,000) and evaluation, data and administration ($14,000).

Year 1 budget: about $530,500, planned to balance with a small surplus (about $18,100 after the yearly wear on equipment). Year 1 money coming in: grants $430,500 (this request plus other grants we are applying for), league, school district and city transit contracts $60,000 and health system and corporate sponsors and donations $40,000. Year 1 costs: Executive Director $58,000; Operations and Safety Manager $52,000; Route Coordinator and Dispatcher $44,000; Family and Partner Liaison $42,000; Program Coordinator $26,000; contracted bus and van service about $120,000; trip monitors about $40,000 (about 14 part-time monitors); owned accessible vans fuel, maintenance and registration about $24,000; transit passes and approved ride vouchers about $14,000; driver background checks, training and vehicle inspections about $10,000; GPS, dispatch software and phones about $12,000; child safety seats and boosters about $4,000; commercial auto and liability insurance about $22,000; office and vehicle parking space about $14,000; evaluation, data and administration about $14,000; and about $24,000 a year for the wear on equipment.

About contracts and sponsors. Leagues, school districts and the city transit agency may pay for routes that serve their teams and students, and school districts and cities have federal and state funds for student transportation and equity that change from year to year. Health systems and corporate sponsors may sponsor routes. These amounts are planning estimates, not promises. We never charge families. Payments often arrive after we bill, so we plan for about $37,135 owed to us at the end of Year 1. We plan for grants and donors to cover the gap if payers are delayed or reduce support. The cost per one-way ride is about $15 in Year 1 and falls to about $7 by Year 5 as routes fill and fixed costs are shared by more riders.

One-time startup costs. Startup costs of $118,000 are paid once from startup money, not from the yearly budget: $82,000 of equipment (two accessible vans, GPS and cameras, dispatch tablets and phones, and emergency kits), $2,500 for paint, shelving and a secure records area, $3,500 for the lease deposit and first month of rent, $3,000 for the opening supply of boosters, child restraints, rider badges and route guides, $6,000 for operating authority, USDOT and vehicle registration and the business license, $9,000 for an attorney's review of the lease, driver and monitor policies, operator contracts, consent and privacy policies and for accounting setup, $5,000 for van lettering, rider and family guides and the website, and $7,000 for driver and monitor safety training, background checks and the first insurance payment.

How we got our startup number. The Funding Need Calculator in this plan adds the startup costs ($118,000), the cash we need to cover the wait for the first payments (about $2,600) and a cash cushion of about $124,000, which is about three months of Year 1 costs. That comes to $245,000. We start with $30,000 of our own savings and $225,000 in startup support from a community foundation, a health system and our board, $255,000 in all, which covers that amount with room to spare.

The next five years. Our budget grows from about $530,500 in Year 1 to about $850,000 in Year 5. Grants are planned at $430,500, $428,000, $468,500, $503,000 and $540,000 in Years 1 to 5. League, school district and city transit contracts grow from $60,000 to $190,000, and health system and corporate sponsors and donations grow from $40,000 to $120,000. We add a second Route Coordinator and Dispatcher in Year 3, a second Family and Partner Liaison in Year 4 and a third Route Coordinator and Dispatcher in Year 5. Grants fall from about 81% of our income in Year 1 to about 64% in Year 5.

Savings. We plan to keep several months of costs in savings. The lowest year-end balance in the plan is about $170,400, at the end of Year 1.

After the grant. Our plan is for school districts, the city and leagues to carry a growing share of the cost, since a safe ride helps students attend after-school programs and helps leagues keep every child, and for health systems, businesses and individuals to sponsor routes. We will also apply to state and federal student transportation, community health and physical activity funds, and work with the city on public transit improvements that reduce the need for dedicated routes.

Risks and how we will handle them:
- A child is injured or lost. Every trip has a driver and a monitor, children are counted on and off, vehicles are tracked, emergency kits and drills are in place and staff call 911.
- A driver or monitor is a danger to children. All are fingerprinted, screened and trained, are never alone with a child, are mandated reporters and are removed immediately if there is a concern.
- A contracted operator fails to meet standards. We audit operators, require insurance and licenses, have backup operators and can end a contract.
- Vehicle accident or breakdown. We inspect vehicles, keep backup vehicles and carry commercial insurance.
- Driver shortages. We recruit early, pay fair wages, train and keep a pool of trained substitutes.
- Contracts and sponsor support fall. We plan with a cash cushion, stage routes so costs follow funding and apply to other funders.
- A grant ends. We keep savings, grow contract and sponsor income and diversify donors 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 route a day, run by a licensed charter bus company with a fingerprinted driver and a trained adult monitor, for one league, 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.
- Letters of support and agreements from leagues, schools, the parks department, the school district and the city transit agency.
- Contracts or quotes from licensed bus operators, with proof of operating authority, inspections and insurance.
- Your driver and monitor screening and training policy, rider safety rules, authorized pickup policy and emergency plan.
- Your parent consent form, rider registration form and privacy policy.
- Confirmation from the state and your insurance carrier of the vehicle and operating requirements.
- Results from your pilot routes, shown as totals.
- Proof of commercial auto, general liability, abuse liability and workers' compensation insurance, or quotes.
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: $430,500 in Year 1, then $428,000, $468,500, $503,000 and $540,000.
- League, School District and City Transit Contracts: $60,000 in Year 1, then $85,000, $115,000, $150,000 and $190,000.
- Health System and Corporate Sponsors and Donations: $40,000 in Year 1, growing to $120,000.
- Young riders: about 900 in Year 1, then 1,200, 1,600, 2,100 and 2,700. One-way rides: about 36,000, then 50,000, 68,000, 90,000 and 115,000. Partners: about 60 in Year 1, growing to about 160.
- Pay (a full year, per person, including payroll taxes and workers' compensation): Executive Director $58,000, Operations and Safety Manager $52,000, Route Coordinator and Dispatcher $44,000 (one in Years 1 and 2, two in Years 3 and 4, three in Year 5), Family and Partner Liaison $42,000 (one in Years 1 to 3, two from Year 4), Program Coordinator (part-time) $26,000.
- Other yearly costs in Year 1: Contracted Bus and Van Service $120,000 (growing about 18% a year), Trip Monitors $40,000 (about 15%), Owned Accessible Vans Fuel, Maintenance and Registration $24,000, Transit Passes and Approved Ride Vouchers $14,000, Driver Background Checks, Training and Vehicle Inspections $10,000, GPS, Dispatch Software and Phones $12,000, Child Safety Seats and Boosters $4,000, Commercial Auto and Liability Insurance $22,000, Office and Vehicle Parking Space $14,000, Evaluation, Data and Administration $14,000. The other costs grow between 4% and 18% a year.
- Equipment: $82,000 at the start, then $8,000 to $12,000 a year.
- Startup costs: $118,000, paid once from $255,000 in startup money.
- About 7% 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