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2014 Funding Orientation
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  1. 2014 Funding Orientation

  2. Youth Bureau Staff Youth Program Technicians Colleen Monaghan Planning & RHYA Coordinator (845) 615-3620 EXT. 3618 cmonaghan@orangecountygov.com Joy Hansen PINS & Intern Coordinator (845) 615-3620 EXT. 3619 jhansen@orangecountygov.com Elizabeth Dueber Senior Secretary (845) 615-3620 EXT. 3615 edueber@orangecountygov.com

  3. Linda VanDunk Account Clerk (845) 615-3620 EXT. 3614 lvandunk@orangecountygov.com Rachel Wilson Executive Director (845) 615-3620 EXT. 3612 rwilson@orangecountygov.com Youth Bureau Staff Associate Account Clerk II Name, ext. & email T.B.D.

  4. 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. ORANGE COUNTY YOUTH ADVISORY BOARD

  5. 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 Steve Langbein, Private Sector Maria Aranibar, Astor Services for Children and Families Susan Murray-Tetz, Private SectorChristine Brinckerhoff, Middletown Recreation Gene Reynolds, Orange & Rockland UtilitiesRachel Bruce, Student, Monroe-Woodbury High School Lisa Shina, Monroe Woodbury High School Regina T. Cieslak, Private Sector John Soracco, Private Sector Lily Croskey-Englert, Student, Warwick Valley High SchoolAngela Turk, Orange Co. Dept. of Mental HealthColin Cusack, Student, Minisink Valley High SchoolPedro Velez, Goshen Secure Jillian Dolce, Student, Minisink Valley High School Deborah Watson, Orange Co. Probation Dept.Evelyn Fields, Orange County Employment and Training Jodie Yankanin, Orange-Ulster BOCES CTEC Liz Kuriplach, Child Care Council Standing CommitteesAd Hoc and Advisory Committees Executive Committee Juvenile Justice Committee Nominating/Membership Committee Legislation/Advocacy Committee Planning Committee/Child & Family Services Plan Recreation Leaders Coalition Program Monitoring Committee Youth Awards Committee Proposal Review/Allocations Committee Youth Board Development Youth Workforce Preparation

  6. Support High Quality Programsthat 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 Our Main Functions

  7. New York State  Office ofChildren &Family Services County of Orange New York State  Department of Health Successfully Transitioning Youth to Adolescence (STYA) (Federal/State funding) Solutions (County funding) Youth Development Programs & Runaway Homeless Youth Act (State funding) FUNDING SOURCES

  8. Orange County Chamber of Commerce United Way www.uwdor.org www.orangeny.com Bigger Picture

  9. Taconic Region of Youth Bureaus Association New York State  Office of Children &Family Services Association of NYS Youth Bureaus www.anysyb.net www.ocfs.state.ny.us Bigger Picture

  10. ORANGE COUNTY YOUTH BUREAU POLICY & PROCEDURE MANUAL FOR FUNDED AGENCIES & MUNICIPALITIES FOR CONTRACT YEAR 2014 Steven M. Neuhaus Rachel Wilson County Executive Executive Director 2014 Policy & Procedures Manual

  11. Table of Contents • PROGRAM ADMINISTRATION …………………………………………....………………………………………….4 • ALLOCATION OF FUNDS ……………………………………………………………………………..…………………4 • GOVERNING BOARD VERIFICATION ………………………………………………………………..…………….4 • COMPOSITION OF BOARD OF DIRECTORS ……………………………………………………………..…….4 • PROGRAMMATIC CHANGES ……………………………………………………………………………..…………..5 • COMPLIANCE WITH APPROVED APPLICATION …………………………………………………..…..........5 • YOUTH BUREAU/BOARD PROGRAM MONITORING………………………………………………..………6 • PROGRAM PERSONNEL ………………………………………………....……………………………………………….7 • EQUAL EMPLOYMENT OPPORTUNITY …………...............……………………………………………........7 • JOB DESCRIPTION CHANGES …………………………………………………………………………………….…...7 • JOB QUALIFICATIONS …………………………………………………….……………………………………………...7 • STAFF CHANGES …………………………………………………………………………………………………………...8 • EMPLOYMENT OF RELATIVES ………………………………………………………………………………………..8 • INDEPENDENT CONSULTANT HIRING ……………………………....................................................9 • RECORD KEEPING ………………………………………………………………………………………………………….9 • YOUTH BUREAU/BOARD MEMBERS AS EMPLOYEEES OF CONTRACT PROGRAMS ………..10 • EMPLOYMENT OF BOARD MEMBERS …………………………………………………………………………..10 2014 Policy & Procedure Manual

  12. Table of Contents cont’d • 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 2014 Policy & Procedure Manual

  13. 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”

  14. 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

  15. Program Budget

  16. Program Expenditure Summary Report

  17. Program Expenditure Report - Salaries Program Expenditure Report - Fringe

  18. Program Expenditure Report – M&O Program Expenditure Report – Contracted Svcs

  19. 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%

  20. PROGRAM REPORTING OVERVIEW • Reporting forms can be found at www.orangecountygov.com/youthbureau • Click on Funding & Forms on lower left link list

  21. 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)

  22. <$10K Paper Report Sample

  23. >$10K Scorecard Reporting

  24. >$10K Scorecard Narrative

  25. Looking at: 8 Features of Positive Youth Development Basic Site Visits

  26. Comprehensive Site Visits

  27. For forms and more information, visit our website at: www.OrangeCountyGov.com/YouthBureau

  28. How to reach us… 845.615.3620 YouthBur@OrangeCountyGov.com www.OrangeCountyGov.com/YouthBureau