What this covers
You walk into the city or school meeting with a single, consistent plan: hours, staffing coverage, pickup rules, and safety steps that match each other and match what you can run on a winter weekday.
You reached out because you have a meeting coming up with the school or the city desk and you need a plan that holds up under questions. I’ll write only what you can supervise, explain, and repeat on a rainy weekday. First, I’ll confirm your hours, capacity, and site constraints, then I’ll draft your pack for review.
I start by mapping your real day, not an ideal one: arrival bunching, wet gear, snack, homework time, and staggered pickup. Then I write your operating hours and capacity, build a staffing and supervision map that fits the room, and turn that into parent-facing rules and a safety plan you can enforce without arguments.
A bit about me
I’m Mika Tanaka, an after-school program planner. I do one kind of work: after-school program setup for operators who already know childcare, but need the paperwork to stand up to a city desk review and the first busy day of term. Most of my time goes into turning day-to-day supervision into words, tables, and rules that other adults can follow.
People hire me when they want fewer promises and fewer surprises. I won’t write a plan that depends on perfect arrival flow, perfect weather, or a parent reading a long email. I ask about pinch points early, I keep language consistent across every section, and I build schedules around the minutes that usually break a program: check-in, transitions, and pickup.
Recent work
Here are three recent after-school program setup jobs, showing the kinds of constraints I plan for and how the documents hold together.
Portfolio
Single-room school pickup. Set operating hours, capacity write-up, and a supervision map for a shared-use room with strict handover times. The final plan reduced the daily changeovers to two defined transitions staff could repeat without missing check-ins.
Neighborhood association pilot. Wrote the subsidy application narrative and a weekday term-time timetable for a new pilot program. The activity blocks were sized to the actual cleanup time, so the written day matched what staff could reset between groups.
Small operator, two pickups. Built pickup and late pickup rules plus incident and allergy response steps that staff could follow in the moment. The parent handbook copy cut down on case-by-case exceptions by spelling out what happens after the cutoff time.
“The plan matched our real afternoons, and the city questions were easy to answer.”
Childcare operator, adding after-school care at a local school
How the service runs
After-school program setup runs in short cycles so your plan stays consistent across the narrative, tables, and parent-facing rules. You’ll have one point of contact, and you can send questions by email between drafts so nothing waits for a meeting.
1. Intake and constraints Once, at start I’ll interview you for the practical details: proposed hours, age range, space limits, storage, handover rules with the school, and the busiest arrival and pickup minutes. I’ll turn that into a constraints note so every later section follows the same assumptions. 2. Build the operating plan Week 1 I’ll write up operating hours and capacity, then build your staffing matrix and supervision map around the moments that need coverage: arrival, transitions, bathroom trips, and pickup. I’ll flag any point where the written day needs a decision from you. 3. Draft and tighten Week 2 I’ll draft the safety, pickup, and emergency procedures and the weekday term-time timetable, then align the language so the same rule reads the same way everywhere. You’ll review with comments, and I’ll revise to remove anything you can’t enforce daily. 4. Final check for the meeting Week 3 I’ll do a consistency pass across the full pack so tables, narrative sections, and parent handbook copy all match. I’ll also add a short Q and A sheet you can use in the city desk or school meeting, based on the pressure points in your plan.
Subsidy application narrative
One complete narrative draft, revised once, written to match your operating hours, capacity, and supervision plan so the story and the tables never contradict each other.
STAFFING PLAN AND DUTY ROSTER
One staffing matrix and duty roster for weekday term time, with coverage notes for arrival, transitions, and pickup. I’ll revise it once after you confirm feasible shift shapes.
WEEKDAY TIMETABLE AND ACTIVITIES
One daily timetable for term-time weekdays with activity blocks you can actually run indoors on bad-weather days, plus a short list of swap-in activities that keep supervision simple.
Safety management plan
One safety section covering pickup, allergies, and incidents, written as step-by-step actions staff can follow in the moment, not a policy you have to interpret mid-problem.
PARENT HANDBOOK COPY
One set of parent-facing rules and notices covering fees, contact routes, pickup, and late pickup. I’ll write it in language you can post, print, and repeat at the door.
BUDGET AND FEE TABLES
One set of budget assumptions and fee schedule tables that match the operating hours and capacity you are claiming, with labels that a reviewer can read without you translating them.
Pricing
Pick the level based on how much is already decided and how close your city or school meeting is. Prices are per session.
Priced items
Get started
If you want your meeting pack to feel steady under questions, sign here and I’ll send the intake checklist the same day.
1. Sign the proposal in the panel beside this section. 2. Send your meeting date and the forms or drafts you already have. 3. Book a 45-minute intake call so I can draft from your real constraints.
WHAT HEADCOUNT AND STAFFING CAN I CLAIM WITHOUT GETTING QUESTIONED?
I’ll only write what ties back to your hours, space, and supervision coverage at peak times. If a number can’t be explained in one sentence at the desk, I’ll mark it as a risk and give you a safer option to claim instead.
HOW DO WE WRITE PICKUP AND LATE PICKUP SO PARENTS FOLLOW IT?
I write pickup like a script staff can use at the door: one pickup window, one verification method, and one late sequence with times and actions. If a rule needs three exceptions to be humane, it usually needs a different rule.
WHAT DO WE PUT IN THE SAFETY SECTION FOR SNOW DAYS AND EARLY SCHOOL CLOSURES?
I’ll write a short closure and early-release procedure that tells staff what changes first: contact method, pickup window, indoor waiting setup, and handover steps. It stays practical so it still works when phones are busy and arrivals bunch up.
CAN YOU MATCH THIS TO KANAZAWA CITY FORMS AND WORDING?
Yes. You’ll send me the current forms or screenshots you’re working from, and I’ll mirror the wording and headings where it helps. Where the forms are unclear, I’ll keep your internal plan plain and add wording that fits the form fields.
Signature
Fee summary
Payment
Each period is invoiced at the start of that period, and nothing is paid up front beyond it. Every invoice is payable within 7 days of its date.
Inputs. I’ll ask for your draft hours, expected headcount range, space notes, and the Kanazawa city forms or screenshots you’re using. Delays in getting these to me move the Week 1 to Week 3 schedule.
Revisions. Your plan includes the revision rounds listed in your selected option. A revision round means one consolidated set of changes from you. Extra rounds are quoted before I make the changes.
Decisions. I’ll only write numbers and procedures that tie back to your hours, space, and supervision coverage at peak times. If something cannot be explained simply at the desk, I’ll flag it and offer a safer option.
Access and contacts
I do not put keys, door codes, or personal phone numbers into the written plan. If I need access details for the workflow, you’ll share them with me in a separate message and you can rotate them after sign-off.
Out of scope. After-school program setup covers the documents listed in your chosen option. Work outside that list, including new sections requested by the city or school after review, is quoted and scheduled as an add-on.
Ending the work. If you need to pause or stop, tell me in writing. I’ll invoice for any period already started and send you whatever draft work exists for that period in its current state.
