THREE STEPS TO A SUCCESSFUL PAL PROGRAM
1) DEVELOPING A PAL
A police department does not inaugurate a recreation program for youth solely to provide recreation. Some viable reasons for a PAL are: 1) a potentially dangerous situation exists which may lead to juvenile crime or violence, 2) an increase in incidents involving youth during non-school hours, and 3) a lack of suitable recreational facilities and equipment for youth in a community. When conditions such as these are present, a police department carries out its functions of crime prevention, preservation of the peace, and protection of life and property by initiating a program such as PAL.
Survey your community to determine what programs are wanted but not yet available, review juvenile crime statistics, contact Parks and Recreation and other community agencies to solicit their assistance. Local agencies, schools, probation, recreation, juvenile justice commissions and neighboring police agencies can help in a needs assessment.
A. ESTABLISH A BOARD OF DIRECTORS
A PAL program cannot materialize without the belief by the Chief or Sheriff that this program is an important function of the police department. Along with the chief administrator's support, community backing is vital for this type of program. Once support is developed, a Board of Directors should be formed with at least a President, Vice President, Secretary and Treasurer.
The Board of Directors should consist of key figures including, but not limited to, the chief of police or sheriff, police officers, media representative, businessmen and women, corporate leaders, an accountant, a lawyer, an insurance representative, school personnel, parents, clergy, parks and recreation department representatives, and service club representatives. It is helpful to have recognizable individuals in your community involved in your PAL and on your Board of Directors. The Board of Directors is designed to set organizational goals and objectives for staff to implement. They must conduct meetings and actively promote and help fund the PAL program.
A Board oversees the executive director, who manages the program. The Executive Director is either a full/part-time salaried employee (police officer or civilian) or a volunteer who has administrative abilities. He or she needs working knowledge of the PAL concept and must be able to provide leadership and guidance for the organization.
B. ARTICLES OF INCORPORATION & BYLAWS
Once you have completed your Board of Directors, the next step is to establish Articles of Incorporation. To do so, you must choose and reserve a name, submit both the Articles of Incorporation and the application for franchise tax exemption to the Secretary of State and paying the filing fee.
In addition, a set of Bylaws for the organizations must be developed. You must have a set of bylaws to incorporate with the IRS.
C. NON-PROFIT STATUS
Incorporate in your state as a non-profit educational or recreational youth organization with the Secretary of State's office and pay the filing fee. Also file for a 501 (c) (3) Federal tax exemption with the Internal Revenue Service. Once completed and filed, you will receive an exemption letter from the IRS, which you will then be required annually to submit reports to the state and federal governments for retention of this status.
D. INSURANCE
All PAL programs must be covered by individual insurance programs (National PAL offers insurance coverage through preferred companies). In order of importance, the insurance needs that should be considered are:
1. General liability
2. Directors and officers liability
3. Participant coverage
4. Workers Compensation Insurance for employees, if applicable
5. Auto insurance for PAL vehicles, if applicable
6. Fire and Property insurance for your PAL building and equipment, if applicable
E. PROGRAM GOALS AND OBJECTIVES
Once the organizational process is complete, the Board must decide on goals and
objectives of the organization and the programs that are most needed in the com-munity and the most manageable for your PAL. Review juvenile crime statistics, contact Parks and Recreation and other community agencies to solicit their assistance. Be sure to include both boys' and girls' activities. It is highly recommended you partner with existing programs in your community and initiate new activities.
2) IMPLEMENTING A PAL
A. STAFFING To have the PAL become a reality, many pieces have to come together. However, the following four ingredients are essential: staff, volunteers, facilities and finances. Staff can be sworn officers, civilians, retired police officers, etc. Each PAL is unique and the decision on how to staff a PAL is best made on the local level.
B. VOLUNTEERS
It is recommended that you find a variety of people to volunteer for your programs. Police officers are important volunteers in that they are emphasized and reinforce the PAL message to the kids participating in the programs. Coaches and schoolteachers are experienced leaders and valuable asset when working with children. Background checks must be done on all prospective volunteers working with children.
C. FACILITIES
Utilizing free public space and facilities for your PAL is both convenient and cost efficient for your programs. Parks, community centers, schools, churches, and police recreation buildings often offer this service to PAL. It is important to develop a working relationship with various organizations so that they may help you in the maintenance of playing field, facilities and in the use of recreational equipment. As your PAL grows, it will demand increased recreation and office space. It is important that you
expand your facilities in conjunction with the growth of your PAL, so that you will be able to properly support your programs. It will help to be aware of abandoned buildings, warehouses, and government property that may be purchased at a discounted rate or donated.
D. FINANCING
Financing your PAL is a challenging task. However, money is available if you look in the right places, and you are able to tap the necessary resources. It is always good to apply for city, state and federal grants, but you should not heavily rely on them. Your best resource for funds is your business and working community. Approach a business and/or a community leader to chair your fundraisers. Plan special events that include your community so that they may be educated and more aware of your PAL and of the programs you offer. Membership dues and annual fees are also valuable ways to support your PAL. Civic groups and service clubs, such as police officers' associations, may sponsor your PAL, and/or offer special donations through payroll deduction.
Ongoing sales such as garage sales, candy sales, magazine sales, etc. may be worth your effort. Larger fundraisers such as auctions, bingo, award recognition dinners, charity softball games (police versus fire), and golf tournaments, may generate more money than smaller sales, but may also require more time and a greater financial investment. Request youth in your programs to participate in your fundraisers and special events. They may be your best sales people and public relations personnel; they are the true testimony that PAL works/and they will speak directly about the benefits of PAL to the community.
3) MARKETING A PAL
The following areas should be considered when marketing your PAL:
1) Locate the youth in your community so that you may target your programs accordingly,
2) Solicit contributions and support from parents and volunteers,
3) Contact the business community for donations of their time and money, and
4) Identify leading corporations and foundations that may award special monetary grants and/or ongoing support. When applying for grants, it is important to show a promise of success for PAL.
Outline the individual problems and needs of your PAL so that you may specify the benefits of each program and/or activity. The grant request must coincide with the budget cycle of the company and must be in areas to which the company currently contributes. "A one-page concept summary and cover letter should be included with your grant request.
Please remember that all written communication for grant requests and corporate sponsorships should be prepared on PAL letterhead that displays the names of your board. This lends credibility, as well as political and economic clout, to your request.
The media, literature, personal appearances, and fundraiser events may also prove successful in marketing your PAL. Contact your local television and radio stations, as well as local newspapers, to help promote your programs through advertisement and general reports on your programs and special events. PAL newsletters and other mass mailings provide general information about PAL and help expose your organizations to the community.
