Orange County Youth Bureau

Youth Bureau Staff
Elizabeth Dueber
Senior Secretary
(845) 615-3620
EXT. 3615
edueber@
orangecountygov.com
Youth Program Technicians
Colleen Monaghan
Joy Hansen
Planning & RHYA
PINS & Intern
Coordinator
Coordinator
(845) 615-3620
(845) 615-3620
EXT. 3618
EXT. 3619
cmonaghan@
jhansen@
orangecountygov.com
orangecountygov.com
Linda VanDunk
Account Clerk
(845) 615-3620
EXT. 3614
lvandunk@
orangecountygov.com
Associate Account
Clerk II
Name, ext. & email
T.B.D.
Rachel Wilson
Executive Director
(845) 615-3620
EXT. 3612
rwilson@
orangecountygov.com
Some of its powers, duties and
responsibilities include:
» After consultation with the
Executive Director of the Youth
Bureau, develop effective policies
and programs for the prevention
and control of delinquency, crimes
by youths, and to further youth
development.
» Act as liaison between the
executive, administrative and
other legislative bodies in respect
to the solution of youth problems
and/or the enactment of youth
programs.
» Review and analyze grants from
the state, federal or county
governments or from private
individuals, corporations or
associations, and establish criteria
for allocation of these funds to
youth programs.
» Receive, review & analyze
statistical records & data including
those that reflect the incidence
and trends of delinquency &
youthful crimes & offenses in the
County of Orange. Make necessary
studies & recommendations for
the needs of youth residing in the
community served by the Board.
2014 ORANGE COUNTY YOUTH BOARD/COLLABORATION FOR COMMUNITY CHANGE
President: Anne Caldwell, Orange County Department of Social Services
1st Vice-President: Jonathan Gomez, Student, Middletown High School
2nd Vice-President: Robert Deitrich, Orange County Department of Health
Frank Alteio, Orange County Department of Social Services
Maria Aranibar, Astor Services for Children and Families
Christine Brinckerhoff, Middletown Recreation
Rachel Bruce, Student, Monroe-Woodbury High School
Regina T. Cieslak, Private Sector
Lily Croskey-Englert, Student, Warwick Valley High School
Colin Cusack, Student, Minisink Valley High School
Jillian Dolce, Student, Minisink Valley High School
Evelyn Fields, Orange County Employment and Training
Liz Kuriplach, Child Care Council
Steve Langbein, Private Sector
Susan Murray-Tetz, Private Sector
Gene Reynolds, Orange & Rockland Utilities
Lisa Shina, Monroe Woodbury High School
John Soracco, Private Sector
Angela Turk, Orange Co. Dept. of Mental Health
Pedro Velez, Goshen Secure
Deborah Watson, Orange Co. Probation Dept.
Jodie Yankanin, Orange-Ulster BOCES CTEC
Standing Committees
Ad Hoc and Advisory Committees
Executive Committee
Nominating/Membership Committee
Planning Committee/Child & Family Services Plan
Program Monitoring Committee
Proposal Review/Allocations Committee
Juvenile Justice Committee
Legislation/Advocacy Committee
Recreation Leaders Coalition
Youth Awards Committee
Youth Board Development
Youth Workforce Preparation
Support High Quality Programs
that serve Children, Youth & Families
throughout the County!
 Allocate and Administer Federal, State &
County Funding
 Monitor and Assess Quality of Programs
 Provide Technical Assistance
 Offer Professional Development Training
New York State
Department of Health
Successfully Transitioning
Youth to Adolescence (STYA)
(Federal/State funding)
New York State
Office of Children
& Family Services
Youth Development Programs
& Runaway Homeless Youth Act
(State funding)
County
of Orange
Solutions
(County funding)
Orange County
Chamber of
Commerce
www.orangeny.com
United
Way
www.uwdor.org
Taconic Region
of Youth Bureaus
Association
Association of
NYS Youth Bureaus
New York State
Office of
Children & Family Services
www.anysyb.net
www.ocfs.state.ny.us
ORANGE COUNTY
YOUTH BUREAU
POLICY & PROCEDURE
MANUAL
FOR FUNDED
AGENCIES & MUNICIPALITIES
FOR CONTRACT YEAR 2014
Steven M. Neuhaus
County Executive
Rachel Wilson
Executive Director
Table of Contents
I.
II.
PROGRAM ADMINISTRATION …………………………………………....………………………………………….
A.
ALLOCATION OF FUNDS ……………………………………………………………………………..…………………4
B.
GOVERNING BOARD VERIFICATION ………………………………………………………………..…………….4
C.
COMPOSITION OF BOARD OF DIRECTORS ……………………………………………………………..…….4
D.
PROGRAMMATIC CHANGES ……………………………………………………………………………..…………..5
E.
COMPLIANCE WITH APPROVED APPLICATION …………………………………………………..…..........5
F.
YOUTH BUREAU/BOARD PROGRAM MONITORING………………………………………………..………6
PROGRAM PERSONNEL ………………………………………………....……………………………………………….7
A.
EQUAL EMPLOYMENT OPPORTUNITY …………...............……………………………………………........7
B.
JOB DESCRIPTION CHANGES …………………………………………………………………………………….…...7
C.
JOB QUALIFICATIONS …………………………………………………….……………………………………………...7
D.
STAFF CHANGES …………………………………………………………………………………………………………...8
E.
EMPLOYMENT OF RELATIVES ………………………………………………………………………………………..8
F.
INDEPENDENT CONSULTANT HIRING ……………………………....................................................9
G.
RECORD KEEPING ………………………………………………………………………………………………………….9
H.
YOUTH BUREAU/BOARD MEMBERS AS EMPLOYEEES OF CONTRACT PROGRAMS ………..10
I.
EMPLOYMENT OF BOARD MEMBERS …………………………………………………………………………..10
Table of Contents cont’d
III.
A.
B.
C.
D.
E.
F.
G.
H.
IV.
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
CONTRACT MANAGEMENT …………………………………………....………………………………………………11
PROGRAM SELF-MONITORING ……………………………………………………………………………….………………11
PROGRAM SELF-EVALUATION ………………………………………………………………..……………………………….11
NON-DISCRIMINATORY ACCESS TO SERVICES ……………………………………………………………..….……….11
CHARGING OF FEES ……………………………………………………………………………..………………………………...12
MARKETING MATERIALS …………………………………………………..….....................................................12
PROGRAM RECORD KEEPING ………………………………………………..………………………………………………..13
SAFETY AND HEALTH CONDITIONS ………………………………………………..……………………………………….13
INCORPORATING YOUTH DEVELOPMENT PRINCIPLES AND HIGH EXPECTATIONS FOR STAFF…..14
FISCAL ………………………………………………....……………………………………………………………………….14
COMPLIANCE WITH APPROVED BUDGET …………...............……………………………………………...........14
AMENDEMENTS TO APPROVED BUDGETS ……………………………………………………………………………..15
UNCLAIMED BALANCES …………………………………………………….……………………………………………........16
REIMBURSEMENT OF CLAIMS ………………………………………………………………………………………………..16
MUNICIPAL JOINT PROGRAMS ……………………………………………………………………………………………….17
NON-REIMBURSAL EXPENSES ……………………………........................................................................17
FISCAL HOLD PROCESS …………………………………………………………………………………………………………..18
MATCHING FUNDS ………..………………………………………………..……………………………………………….......18
LEASE/RENTAL AGREEMENT ………………………………………………………………………………………………….19
EQUPMENT REQUIREMENT ………………………………………………..…………………………………………………19
EMPLOYEE TIMESHEETS/PAYROLL REGISTERS ………………………………………………..………………………19
TRAVEL EXPENSES ………………………………………………..………………………………………………………………..20
INSURANCE DOCUMENTATION ………………………………………………..…………………………………………….20
Funding Citation
“Funded by the NYS Office of Children & Family Services
through the Orange County Youth Bureau”
“Funded, in part, by the NYS Office of Children & Family
Services through the Orange County Youth Bureau”
“Sponsored by the Orange County Youth Bureau”
“Funding provided by the Orange County Youth Bureau”
“Partial funding provided by the Orange County Youth
Bureau”
FISCAL CLAIMING OVERVIEW
- Claiming forms can be found at
www.orangecountygov.com/youthbureau
- Click on Funding & Forms on lower left link list
- Click on Fiscal Forms link
Funding: YDP, Solutions, RHYA
- All funding will be treated the same
(with the exception of RHYA & STYA)
- No 50% match for YDP (Youth Development Program)
- Solutions remains 100%
2014 REPORTING/CLAIMING DEADLINES
AGENCY
PROGRAM
REPORTING/CLAIMING DEADLINES
Armory
Summer Camp
Aug. 30
BBBS
HMI
April 15, July 15, October 15, January 15
BBBS
One to One
April 15, July 15, October 15, January 15
BGC Newburgh
Diplomas to Degrees
April 15, July 15, October 15, January 15
BGC Wallkill
Torch Club
April 15, July 15, October 15, January 15
BGC Wallkill
Triple Play
April 15, July 15, October 15, January 15
BGC Wallkill
Project Learn
April 15, July 15, October 15, January 15
Braeside
Summer Camp
Aug. 30
C. Middletown Rec
SYLA
Aug. 30
C. Middletown Rec
Recreation
April 15, July 15, October 15, January 15
C. Middletown Rec
Teen Center
April 15, July 15, October 15, January 15
C. Port Jervis
Youth Center
April 15, July 15, October 15, January 15
C. Port Jervis
JAB
Jan. 15
Catholic Charities
Gateway Prevention/TEAM Newburgh
April 15, July 15, October 15, January 15
Cornell Cooperative Extension
Education for Parenthood/RAPP
April 15, July 15, October 15, January 15
Girl Scouts
Pathways to Health
April 15, July 15, October 15, January 15
Harriman United Methodist Church
OC Performing Arts School
April 15, July 15, October 15, January 15
HONORehg
A Friend's House
April 15, July 15, October 15, January 15
Jewish Family Services
Teen Network
April 15, July 15, October 15, January 15
Leadership Orange
Junior Leadership Orange
April 15, July 15, October 15, January 15
Mental Health Association
Text 4 Teens
April 15, July 15, October 15, January 15
Minisink
Camp
Aug. 30
Pine Bush Support & Enrichment Prog
Academies
Aug. 30
Safe Homes
Teen Dating Violence Education & Prev
April 15, July 15, October 15, January 15
Safe Homes
Nurturing Parent Program
April 15, July 15, October 15, January 15
T. Crawford
SYLA
Aug. 30
T. Crawford
DARE
Jan. 15
T. New Windsor
JAB
Jan. 15
T. New Windsor
Summer Camp
Aug. 30
T. Wallkill
Police Youth Coalition
April 15, July 15, October 15, January 15
T. Warwick Police
DARE
Jan. 15
V. Florida
Summer Rec
Aug. 30
V. Greenwood Lake
JAB
Jan. 15
V. Montgomery
DARE
Jan. 15
V. Walden
Summer Youth Employment
Aug. 30
V. Walden
Teen Center
April 15, July 15, October 15, January 15
V. Walden
SYLA
Aug. 30
V. Walden
DARE
Jan. 15
V. Warwick
Recreation Project for Youth
Aug. 30
V. Washingtonville
DARE
Jan. 15
V.Highland Falls
DARE K-8
Jan. 15
Warwick Community Bandwagon
Summer Evenings
Aug. 30
Warwick Community Bandwagon
SYLA
Aug. 30
Warwick Community Bandwagon
Life Skills for Teens
April 15, July 15, October 15, January 15
Winslow
Equine-Ability & WITH
April 15, July 15, October 15, January 15
Winslow
SYLA
Aug. 30
YMCA
SYLA
Aug. 30
United Way PFC
Partners for Children, Youth & Families
Jan. 15
PROGRAM REPORTING
OVERVIEW
- Reporting forms can be found at
www.orangecountygov.com/youthbureau
- Click on Funding & Forms on lower left link list
» Year round programs receiving under $10,000 only
complete the paper report quarterly. (+ OCFS Annual
Assessment if applicable)
» Year round programs over $10,000 will complete the
paper report and upload it with their outcome
measures in the Results Scorecard. (+ OCFS Annual
Assessment if applicable)
» Summer programs will complete one paper report by
August 30. (+ OCFS Annual Assessment if applicable)
» DARE/JAB will submit one paper report by January 15.
(+ OCFS Annual Assessment if applicable)
ORANGE COUNTY YOUTH BUREAU – 2014 PROGRAM QUARTERLY REPORT
Agency:
Program:
Contact Person:
$ Source: -Quarter: -
Email:
SECTION I. Numbers Served
Total # of NEW youth served for the first time this reporting period
Total # of youth served year to date
Total # of adults served for the first time this reporting period (if applicable)
Total # of adults served year to date (if applicable)
SECTION II. Staff Changes
Have there been any staff changes since the last reporting period? - Attach appropriate staff
changes forms and new staff resume(s) or job application(s) and submit with this report.
SECTION III. Professional Development
List professional development opportunities attended by Youth Bureau funded staff during this
reporting period:
SECTION IV. Performance Measures
Enter percentages for each measure that applies to your approved 2014 program. Contact
your Youth Program Technician if you need assistance identifying the appropriate measures.
If you don’t measure these outcomes for all youth every quarter, please report only for those
youth/outcomes measured during this reporting period and provide a brief summary of your
method for this reporting period. Ex. 25 of 100 youth due for survey this quarter.
% of youth with improvement in positive youth development outcomes
% of youth with improved outcomes in civic engagement
% of youth with improved outcomes in physical/emotional health
% of youth with improved outcomes in academics/education
Comments:
SECTION V. Narrative
IDENTIFY CHALLENGES for THIS
QUARTER & PLAN OF ACTION
IDENTIFY SUCCESSES and KEY
PARTNERSHIPS for THIS QUARTER
ADDITIONAL
COMMENTS
TECHNICAL ASSISTANCE NEEDED
<$10K Paper Report Sample
>$10K Scorecard Reporting
>$10K Scorecard Narrative
ORANGE COUNTY YOUTH BUREAU – 2014 QUARTERLY SCORECARD NARRATIVE
Agency:
Program:
Contact Person:
$ Source: -Quarter: -
Email:
SECTION I. Staff Changes
Have there been any staff changes since the last reporting period? staff resume(s) or job application(s) and submit with this report.
Attach appropriate staff changes forms and new
SECTION II. Professional Development
List professional development opportunities attended by Youth Bureau funded staff during this reporting period:
SECTION III. Performance Measures
Please enter your performance measures into the Scorecard.
If you don’t measure outcomes for all youth every quarter, please report only for those youth/outcomes measured
during this reporting period and provide a brief summary of your methodology for this reporting period. Ex. 25 of 100
youth were due for survey this quarter.
SECTION IV. Narrative
IDENTIFY CHALLENGES for THIS
QUARTER & PLAN OF ACTION
IDENTIFY SUCCESSES and KEY
PARTNERSHIPS for THIS QUARTER
ADDITIONAL COMMENTS TECHNICAL
ASSISTANCE NEEDED
2014 REPORTING/CLAIMING DEADLINES
AGENCY
PROGRAM
REPORTING/CLAIMING DEADLINES
Armory
Summer Camp
Aug. 30
BBBS
HMI
April 15, July 15, October 15, January 15
BBBS
One to One
April 15, July 15, October 15, January 15
BGC Newburgh
Diplomas to Degrees
April 15, July 15, October 15, January 15
BGC Wallkill
Torch Club
April 15, July 15, October 15, January 15
BGC Wallkill
Triple Play
April 15, July 15, October 15, January 15
BGC Wallkill
Project Learn
April 15, July 15, October 15, January 15
Braeside
Summer Camp
Aug. 30
C. Middletown Rec
SYLA
Aug. 30
C. Middletown Rec
Recreation
April 15, July 15, October 15, January 15
C. Middletown Rec
Teen Center
April 15, July 15, October 15, January 15
C. Port Jervis
Youth Center
April 15, July 15, October 15, January 15
C. Port Jervis
JAB
Jan. 15
Catholic Charities
Gateway Prevention/TEAM Newburgh
April 15, July 15, October 15, January 15
Cornell Cooperative Extension
Education for Parenthood/RAPP
April 15, July 15, October 15, January 15
Girl Scouts
Pathways to Health
April 15, July 15, October 15, January 15
Harriman United Methodist Church
OC Performing Arts School
April 15, July 15, October 15, January 15
HONORehg
A Friend's House
April 15, July 15, October 15, January 15
Jewish Family Services
Teen Network
April 15, July 15, October 15, January 15
Leadership Orange
Junior Leadership Orange
April 15, July 15, October 15, January 15
Mental Health Association
Text 4 Teens
April 15, July 15, October 15, January 15
Minisink
Camp
Aug. 30
Pine Bush Support & Enrichment Prog
Academies
Aug. 30
Safe Homes
Teen Dating Violence Education & Prev
April 15, July 15, October 15, January 15
Safe Homes
Nurturing Parent Program
April 15, July 15, October 15, January 15
T. Crawford
SYLA
Aug. 30
T. Crawford
DARE
Jan. 15
T. New Windsor
JAB
Jan. 15
T. New Windsor
Summer Camp
Aug. 30
T. Wallkill
Police Youth Coalition
April 15, July 15, October 15, January 15
T. Warwick Police
DARE
Jan. 15
V. Florida
Summer Rec
Aug. 30
V. Greenwood Lake
JAB
Jan. 15
V. Montgomery
DARE
Jan. 15
V. Walden
Summer Youth Employment
Aug. 30
V. Walden
Teen Center
April 15, July 15, October 15, January 15
V. Walden
SYLA
Aug. 30
V. Walden
DARE
Jan. 15
V. Warwick
Recreation Project for Youth
Aug. 30
V. Washingtonville
DARE
Jan. 15
V.Highland Falls
DARE K-8
Jan. 15
Warwick Community Bandwagon
Summer Evenings
Aug. 30
Warwick Community Bandwagon
SYLA
Aug. 30
Warwick Community Bandwagon
Life Skills for Teens
April 15, July 15, October 15, January 15
Winslow
Equine-Ability & WITH
April 15, July 15, October 15, January 15
Winslow
SYLA
Aug. 30
YMCA
SYLA
Aug. 30
United Way PFC
Partners for Children, Youth & Families
Jan. 15
Looking at:
8 Features of
Positive Youth
Development
How to reach us…
 845.615.3620
 YouthBur@OrangeCountyGov.com
 www.OrangeCountyGov.com/YouthBureau