Maintaining quality in AmeriCorps programs while cutting costs
Abstract
Sustaining a quality AmeriCorps program can be achieved on a limited budget. This effective practice offers ideas from program directors who attended the cost-cutting workshops presented by the Corporation for National and Community Service, Office of Policy Research at the East Coast and West Coast Renewal Conferences.
Issue
Maintaining an AmeriCorps program can be expensive. But operating on a tight budget doesn't mean that directors need to compromise excellence.
Action
The following ideas came from program directors who attended the cost-cutting workshops presented by the Corporation for National and Community Service, Office of Policy Research at the East Coast and West Coast Renewal Conferences. They are offered to stimulate thinking on how to be more economical while running a high quality program.
1. Use public and nonprofit facilities for training sites.
Locate church retreat centers, camps, state parks, universities, and other nonprofit facilities for training. They are almost always cheaper than commercial, and many times will offer the space at cost.
2. Ask collaborating agencies for money and in-kind donations.
When developing service projects for members, be assertive about asking service site representatives to give something to support efforts: cash, lunch, reimbursement for transportation, temporary housing, supplies. For programs with multiple operating sites, this might be an opportunity to generate a lot of in-kind support at one of the sites and lower overall program costs.
3. Use college students as short term, administrative and training staff.
While all programs need permanent staff, students can be hired for a semester or two at a time to do clerical and data processing work. Check with your local college or university to see if work-study students are available. Look for programs encouraging or requiring internships, such as business or public administration majors wanting experience in developing budgets or working on plans. Get education, social work, or psychology majors to conduct needs assessments, design and present brief in-service, personal development training for members.
4. Use graduate students to do evaluations.
Most universities have departments that train students in program evaluation (anthropology, education, public administration, sociology, social work). Call and ask them if they want to help with evaluations. They may, for example, need to place students in research internships as part of their graduate degree training. They will do the research under the direction of experienced faculty.
5. Join with other AmeriCorps programs in the area to share cost saving ideas and enter into joint ventures.
Consider pooling resources with other programs to negotiate cheaper rates for office supplies and equipment. Trade areas of expertise—one program may have a good strategic planner that could swap services with an effective financial management staffer. Identify common training activities for which resources can be shared. Economies of scale may be available in securing space, hiring trainers, and purchasing supplies. Make effective use of PDAT money for training, available through each State Commission.
6. Solicit in-kind training support from large established institutions.
Groups such as the Red Cross, U.S. Forest Service, the National Guard, and others can be used to provide free training: the Red Cross or National Guard for first aid or emergency preparedness, the Forest Service for environmental planning, or the Girl Scouts of America for youth development.
7. Use AmeriCorps*VISTA members to expand program capacity.
Payrolled by the U.S. Treasury and requiring no match, AmeriCorps*VISTA members can serve in programs at no direct cost. AmeriCorps*VISTA members can be more actively involved in indirect service activities than can other AmeriCorps members, soliciting donations for the program activities (not the match), generating volunteers, and training other volunteers. Remember also that AmeriCorps*VISTA members can join almost anytime during the year, on a rolling basis.
8. Find cheap ways to acquire computers.
Look for companies that are upgrading their equipment (which most companies are constantly doing) and ask for their old stuff. Check out the Internet for bargains—they are available. Search the Internet using these key words: on-line computer auction. Look for stores specializing in used, refurbished computers. Some offer warranties. Don't pay retail!
9. In university-based programs, substitute college credit for living allowances.
For many college students, the possibility of earning extra credits toward graduation is a more powerful incentive than living allowances, which may be covered already by other sources. Credits can build a stronger relationship between service opportunities and academic training than does cash.
10. Solicit executives to help with proposal writing, planning, and other organizational tasks.
Many large for-profit and nonprofit organizations will loan executive talent to small, community-based organizations. These are usually short-term assignments for specific projects—to help with an annual or strategic plan, to set up a financial system, or to develop a fundraising strategy. Remember this above all else: Research shows that most people volunteer time and give money to worthy endeavors simply because they are asked. You don't get if you don't ask!
Citation
The AmeriCorps East Coast Renewal Conference was held October 30 to November 1, 1996 in Washington, DC.