9/13/2017. Using Community Partnerships, Networking & Events to Maximize In-Kind/Match Dollars! Learning objectives: What is in-kind match?

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1 Using Community Partnerships, Networking & Events to Maximize In-Kind/Match Dollars! PARIS D. WARD., M.A., B.S. ROSS COORDINATOR, WICHITA FALLS HOUSING AUTHORITY WICHITA FALLS, TX Learning objectives: In this workshop, you will learn: 1. What is in-kind (match)and what can be counted towards your program 2. How essential it is to have community partners involved in your program 3. How to use excel to track in-kind services from community partners 4. The advantages of serving on Board of Directors, Coalitions, Advisory Boards, etc. 5. How to plan events that will maximize in-kind services from area agencies (step by step toolbox) What is in-kind match? In-kind match is the value of any real property equipment goods or services that are contributed to your program Which would have been eligible costs if the recipient was required to pay for such costs 1

2 Why partner with community partners? Let the experts do what they do best Each time you have an agency come to your program, this counts as In Kind services. You can put a cash amount on the time that is spent with your residents Think of it like this, How much is an hour worth of this professionals time? Or If my residents were to pay for this service, how much would they pay? That is in-kind services donated to your program Agencies love having an audience that they do not have to gather themselves Many agencies are required to outreach and your program can also help agencies build their program, as well Win-Win Partnerships! Example of a month of services View Resident Calendar Every highlighted item is an activity where different community partners come in and present a class to my residents For in-kind, I count Their time (dollar amount placed on their time) Any materials they bring and give to my residents Etc. I use to get the value of a professional s time I put in the job title, look up the wage information for my local city and state How to track in-kind services from community partners with excel View In-kind chart I have every community partner sign in each time they ae providing a service for my residents I enter my in-kind services into excel each month, so I am able to keep a running total of in-kind services donated to my program. This is also very helpful when giving reports to my boss. I also keep track of other items on my excel sheet, as well. I track discounts for bus passes that I purchase (For example: the transportation department gives me a discount of $40 each time I purchase bus passes. This discount of $40 counts as in-kind. Also, I track discounts given for taxi rides, as well I track items that are actually given to my residents. (For example: I have the Health Department come in every month and teach a cooking class to my residents). I not only count their time, but I also count the groceries that was donated to prepare the meal). These are groceries that my program did not have to purchase. I TRACK EVERYTHING!! View Excel sheet 2

3 Are you involved in the community? One of the best ways to network and know what s available in the community is for you to be active and involved. There are many ways to be active in the community Serve on Board of Directors Especially with agencies that align with services that you provide to your residents Serve on Coalitions Coalitions are usually actively tackling issues and producing results If these issues can be related to your residents or your program, SERVE! SERVE! SERVE! Are you involved in the community? Advantages of Serving on Boards, Coalitions, Advisory Committees, etc. 1. Gives an opportunity to network with other professionals in your community 2. Networking with powerful individuals (judges, attorneys, councilman, CEO s, etc.) 3. Know what s going on before the public or other agencies 4. This is a great way to get other agencies to come to your program to provide inkind services. They know you personally. No one says No to a friend? 5. Make a huge difference in your community 6. Be a part of efforts that may change the community forever 7. Knowing what s out there lets you be on the front-line in knowing what agencies are out there to help your residents! Events: The advantages of hosting events Events help you reach a large amount of people, at one time They also allow you to have multiple agencies at your program and maximize in-kind at one time Events help the community know who you are and what you are doing! Best of all, you are able to help so many people at one time. This is One of the BEST parts of our job, right?!?! 3

4 Host events that you can offer on an annual basis Your residents and the community will come to expect this event to take place Host events that bring multiple agencies in one place that serve a common theme or the serve the same population Example of big events that I host: Job Fair Early Childhood Fair College Scholarship Essay Writing Night Offer community service hours to your residents for attending the events Open your big events up to the public! When planning what events to host: Think of measures that you need to reach for your grant Think of measures where you may normally have a hard time getting enough participants Think of gaps in your community and gaps in your program Once you have a theme, YOU RE ON YOUR WAY!!!! Now, think of what is the best time of year to host this event. Remember, it s always good to host events that you can hold on an annual basis. For example, I host my Early Childhood Fair in the beginning of March, each year. I do this because sign up for Early Head Start and Head Start are always around the second week in March. By hosting the event before the sign-up, this gives both programs a jump start in their recruitment. This also allows them to promote upcoming open houses. My participants are happy, because they received an early chance to sign up for programs! Everyone feels as if they won. Remember, we want WIN-WIN partnerships! 4

5 Who to invite to be a part of your event: Invite agencies, businesses, other service providers, etc. This is where being active and involved in your community pays off You know the agency representatives. You see them at meetings, you are on coalitions with them, they come to your agency to present to your residents You are also able to promote your event with these agency partners! Of course, they will pass out flyers to promote your event at their agency for you. Not only do they want their participants to benefit from your event, but No one says No to a friend? Always have an agency registration form and always send a confirmation to the agencies. Follow up, closer to the event date with specifics and table assignments View Agency Registration form and Agency Confirmation Promote your event! Pass out flyers to your residents! It is good to do this more than once (Initital flyer and reminder flyer) Have agencies, churches, businesses, and others pass out flyers for your Put it on Facebook (Your agency s page, public pages and other agency pages, as well) Do PSA s on the radio Go on the news! Who doesn t like being a local celebrity? 5

6 Day of your event: Organization is key Have a chart for participants that says what agencies are in attendance and what service they are providing today! Have Table Signs (Table 1, Sign in Table, etc.) Have plenty of helpers Offer community service to your residents for helping at sign in table, for example Have a nice small thank you for your vendors and a cool beverage. Have set up/agency networking time 30 minutes - 1 hour prior to event starting. Remember, other agencies want to know what s out there for their participants, also! Win-Win partnerships Trial and error! It takes time to find out what programs will work best and it takes time to let the programs/events build their momentum Don t get discouraged.it happens to us all! I ve had programs where no one has showed or very little people showed Learn from each event or activity. Always think ahead. Ask your residents what type of programs they would like you to offer Gage your success on quality vs quantity Did you provide a service that otherwise would not have been offered? Success Did participants walk away with what you intended them to walk away with? Success Were your community partners able to outreach to clients? Success Let s Brainstorm together! We are all professionals. So, lets take this time give each other ideas! On the large sticky notes around the room are different categories (Health and Fitness, Employment, Youth, Parent Involvement, Elderly, etc.). Please take a marker off your table and go around and write events or classes that could be held that would go with that category. Ready.Set.Go! 6

7 Take Away! I have provided you with a Take Away Sheet. While we are discussing the items that everyone wrote on the large sticky notes, feel free to write ideas down. Would you like items to you There is a sheet that was passed around in the beginning. Make sure you have signed up if you would like me to you. Please print clearly. You will receive the following: This PowerPoint In-kind tracking chart A copy of the excel sheet that I have used (completed) and a blank copy Copies of 3 flyer examples (Early Childhood Fair, Job Fair, Essay Writing Night) Agency Registration Form Sample of agency confirmation for attending event 2 samples of chart for participants (Early Childhood Fair and Job Fair) THANK YOU!!! It has truly been a pleasure. Enjoy the rest of your conference Here is my contact information: Paris D. Ward, M.A., B.S. ROSS Coordinator, Wichita Falls Housing Authority paris@wfha.com 7

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