How to Use the Community Needs Assessment Tool

What is the Community Needs Assessment tool? Some Clubs do not know how to best assess needs in their local communities and develop plans to meet those needs that are consistent with local Club resources. This is a step-by-step tool that will help Clubs determine what needs exist in their local community and if the Club has the resources to help meet those needs.

Step One: Establish Club Committee Identify Members who can interview others comfortably Interviewer Skills: Outgoing, Friendly Tactful Good Listener Any Others?

Step One: Establish Club Committee Identify Members who will tabulate results of interviews Tabulator Skills: Detail-oriented Precise Analytical Any Others?

Step One: Establish Club Committee Find Members with Contacts in associations or organizations within the area. Examples: Teachers Boy Scout Leaders Nurses Police Officers

Step One: Establish Club Committee Are there any other people who might make good Members of the Club Committee?

Step 2: Types of Organizations to Contact Schools – both Public & Private, Home School Association Social Service Agencies

Step 2: Types of Organizations to Contact c. Boy and Girl Scouts, Girl Guides, Boys and Girls Clubs, Big Brothers, Big Sisters Red Cross, Fire Department, Police Department, Parks & Recreation Department Other possibilities?

Step 3: Establish Meetings & Interviews to Define Needs A. Questions for Organizations and Associations: What current programs is your organization conducting? Who participates? How are those programs funded? What could be done to improve these programs or increase the number of children they reach?

Questions for Organizations and Associations (cont.) Have any programs have been canceled due to lack of funding? Who did this program reach? What was the community’s response to this program being canceled? Is there still a need for this type of program? What is needed to make this program available?

Questions for Organizations and Associations (cont.) Are there any future programs that are not being conducted and why? What programs would you like to run but feel unable to due to lack of resources? What types of programs are needed in this community that are not being conducted? What is needed to run these programs that your organization currently does not have?

Questions for Organizations and Associations (cont.) Are there any children that are not participating in your programs due to financial considerations? How can the Club work to make sure these children are included? Tuition Assistance or Membership Fees Transportation Cost of Supplies

Questions for Organizations and Associations (cont.) What other groups have you approached for this? Have you applied for any grants or funding from government sources? Have you talked to any other community groups, such as Rotary or Lions Clubs? Have you solicited for community donations?

Questions for Individuals What areas do you think are the most critical for local young people that are not being adequately met? Health Education Safety Others?

Questions for Individuals (cont.) What are your suggestions as to how those needs can be met? Classes Informational Brochures Safety Instruction Recreational Activities Other Ideas?

Questions for Individuals (cont.) Do you see any duplication of efforts from other organizations in the area? Are any other local organizations running this type of program? How can groups work together to avoid duplication or coordinate joint efforts? Other organizations may know of needs not being met in the community. Clubs may be able to tell inform other organizations about resources available through them or other agencies.

Questions for Individuals (cont.) What other fundraising sources have you or will you explore for this request? Grants Community donations Service Clubs Corporate funding Other?

Questions for Individuals (cont.) Do you feel that members of this community are aware of services offered for local youth? How can this type of information be more effectively communicated? TV or Radio announcements Posters, flyers Newspaper ads or community calendar listing Other ideas?

Step 4: Analysis of Results Committee should review results of all interviews and present findings to Club Who was interviewed Agencies contacted Needs identified Children not being reached Possible solutions for filling need

Step 5: Determine Support Needed This step should be completed for each need identified by the Club: Determine level of support needed Identify and avoid overlap funding from several different sources How much assistance would it take to meet this need? Is this something the Club would possibly be interested in working on? Is this need being filled by other community groups?

Step 5: Determine Support Needed (cont.) Determine the time requirements involved How long a commitment is this for the Club? Is this a need that can be met by Members agreeing to make a time commitment? Mentoring Tutoring Reading to kids

Step 5: Determine Support Needed (cont.) Determine the space requirements and how it can be met Is this a need that can be met by donating a space or securing the donation of space? Does the local Girl Scout troop need a place to hold their meetings? Could the Club donate their meeting place? Does a Club Member have access to the local youth center auditorium?

Step 5: Determine Support Needed (cont.) Is there a financial need and how can it be met? Club donations Community donations - Individuals or Local Businesses Fundraiser Car Wash Bake Sale Ideas?

Step 5: Determine Support Needed (cont.) Is there professional support needed and can it be provided? Grant-writing Office Work Resume –Writing

Step 5: Determine Support Needed (cont.) Can support efforts be coordinated among other organizations as well as ours? Can the Club work with other volunteer organizations? Could other community groups or officials assist in any way? Fire department Teachers Police department

Step 6: Survey Members’ Level of Interest Is this need something the Club would like to be involved in? Does the Club feel they should devote their resources to meeting this need? Is this the best use of Club resources? Are there other needs in the community the Club would rather work to fulfill?

Step 6: Survey Members’ Level of Interest (cont.) Conduct Member Interest Survey and tabulate results Results will determine if the need fits within Member’s interest. Based on the survey results, the Club should determine the recommended action to be taken by the Board of Directors.

Step 7: Implement Action Plan If the Club decides they will work to fulfill a need in the community, they should establish an action plan. What? Who? When? Where? How?

Step 7: Implement Action Plan The WHY is obvious: Optimists are committed to “Bringing Out the Best in Kids!”