What I Should Know or How I Learned to Stop Worrying and Love OCFS.

What I Should Knowor

How I Learned to Stop Worrying

and Love OCFS

Office of Youth Development

• The Office of Youth Development works with communities to plan and achieve positive youth development opportunities for youth and their families. In that role OYD:

Administer Funds Support Community Planning Provide Training & Technical Assistance

Administer Funds

• Youth Development Delinquency Prevention

Special Delinquency Prevention Program Type A Monies through Youth Bureaus

Direct Contracts with CBO’sRunaway & Homeless YouthSafe Alternatives to Family EnrichmentA Partnership for Youth

Support Community Planning

• Integrated County Planning

Children and Family Services Plan

Training & Technical Assistance

• Directly or Cooperatively with:

Association of NYS Youth Bureaus SNY Police Juvenile Officers Association NYS Parks & Recreation Society Empire State Coalition of Youth & Family Services Cornell Cooperative Extension Community Based Agencies/Schools Local Governments

Compliance

• Provides oversight and accountability for the agencies youth development funding

Certification and Inspection of residential Runaway & Homeless Youth programs, monitoring SDPP Direct contracts, and monitoring county and municipal youth bureaus.

Compliance (cont.)

• The Runaway & Homeless Advisory Committee, comprised of community and state agency representatives, advises OCFS on matters pertaining to the administration of the RHYA Act.

Office of Youth DevelopmentOffice of Youth Development

Kirk MaurerAssociate Commissioner

Office of Protective & CommunityServices

Director Office of Youth Development

Matt Murell

Regional Compliance StaffRegional Youth

Development Staff

• Regional Youth Development StaffAlbany Region

CoordinatorsMatt BeckLynda FleurismondRob Williams (Youth

Development Specialist)

Syracuse Region Coordinators

Denise DyerThomas MitchellRochester Region

CoordinatorLydia Dzus

Cast of Characters

Cast of Characters (cont.)

Buffalo Region Coordinators

Christine Garmon-Salaam

Joe ProiettiYonkers Region

CoordinatorPrincella Stover

New York City Region Coordinator

Sonia Tate

Cast of Characters (cont.)

• Bureau of Compliance Regional StaffRolene FordJoe ProiettiArlene Reece

Youth Bureau

• YDDP Regulations 165.1

Youth Bureau Agency created by a municipality with total population of 20,000 or more Responsible to the Chief Elected Officer Purpose of planning, coordinating and supplementing the activities of agencies (public, private, or religious) devoted in whole or part to the well-being and protection of youth.

Youth Bureau (cont.)


Executive Director Each youth bureau shall have a paid executive director, appointed by and responsible to the chief executive officer of the municipality. Each youth bureau shall have a youth board. Exceptions, 1.) counties with less than 15,000 youth population the youth board may assume duties. 2.) Counties less than 25,000 youth population can have part-time director

Youth Board


Youth Board Citizen board of the youth bureau Either policy making or advisory, at the discretion of the chief executive Youth board shall have from 13-28 members appointed by the chief executive Membership shall reflect a balance between government and non-government representatives

Youth Board (cont.)


Youth Board Include a minimum of two youth Appointments shall conform to Federal, State and/or local requirements regarding equal opportunity and affirmative action

Powers, duties & responsibilities: Develop and/or recommend policies and or plans which promote youth development and delinquency prevention

Youth Board (cont.)


Powers, duties & responsibilities: Advocate for youth with the executive, administrative and legislative bodies and the community at large regarding the development of services and strategies which address locally identified youth problems & needs. Review and analyze grants, given to the youth bureau and establish local criteria for their allocation

Youth Board (cont.)


Powers, duties & responsibilities: Review and analyze, accept or reject proposals for the creation or expansion of recreational services and youth service projects or other youth programs as defined by the laws of the state of New York and make appropriate recommendations to the chief executive of the municipality.

Youth Board (cont.)


Powers, duties & responsibilities: Receive, review, and analyze statistical records and data, including those that reflect the Incidence and trends of delinquency and youthful crimes and offenses in the municipality. Make necessary studies and recommendations regarding the needs of youth residing in the community served by the board.

Youth Board (cont.)


Powers, duties & responsibilities: Appoint such advisory groups and committees as may be necessary to carry out its powers and duties.

The above is done after consultation with the executive director and youth bureau

Youth Board (cont.)

• Youth Boards must meet at least quarterly

There should be a board recruitment processThere should be an orientation process

Boards are very important as they can give the youth bureau credibility in the community

State Aid

• The system is structured to have everything

Flow through the county to the municipality back to the county to the state - the Resource Allocation Package (RAP), Administrative Component, narratives, applications, planning documents, eligibility

State County Municipality

Municipality County State

Eligibility

• The County receives eligibility for both Recreation and Youth Services based on its total youth population. Of these totals the municipalities receive ½ of the eligibility for both Recreation & Youth Services.

Eligibility (cont.)

• Example: Niagara County 2010

Niagara County receives $1.46 x youth population for Recreation and $1.31 x youth population for Youth Services (YDDP). Each municipality within Niagara County is entitled to $.73 x their youth population for recreation and .$.65 x their youth population for youth services.

Eligibility (cont.)

• Example: Niagara County 2010

In addition to the YDDP eligibility the county receives $.51 x it’s youth population for Youth Initiatives (YI) eligibility, which it can elect to keep or distribute among it’s municipalities The county also receives $.98 x it’s youth population for Special Delinquency Prevention Program (SDPP) eligibility, which it can also elect to keep or distribute among it’s municipalities.

Eligibility (cont.)

• Youth Bureau Administration

The statewide administrative eligibility is 13% of total YDDP budget allocation

Eligibility (cont.)

• Municipalities can waive their eligibility to the county. If that is the case then it is suggested that a “Waiver of State Aid” (OCFS 3114) be signed between the county youth bureau and the municipality.

Resource Allocation Process

• One way a Youth Bureau provides services to the community it service is through “Indirect Service Provision.” That is through the purchase of services from youth serving agencies through contractual agreements; using contract management model.


• The Contract Management Model

Resource Allocation

Contracting for Services

Monitoring/Evaluation

Feed back to contracted agencies


• Allocation of Resources

Assessment of capabilities of agency/organization sponsoring the program proposal

Decision notification process that permits recourse to rejected applicants through local review of the decision through a clearly defined appeals process.


• Contract Management

Contracting for Services

Monitoring/Evaluation Monitoring and evaluation of the contract agency

Feedback Based on monitoring and evaluation results


• Feedback (cont.)

Notification (formal or informal, according to the nature of the results) of agency regarding results.

Recommendation of corrective action, if necessary


• Prior to the summer, the Youth Board is informed of the anticipated availability of funds. In the summer of each year, the availability of funds is publicly announced through the media. Existing programs are sent renewal applications.

RAP (cont.)

• New programs are required to complete a program concept form and submit it to the Youth Board for review by September 1st. The form is a general outline of what services are to be provided, how, to whom and their approximate cost. Each concept form must state which of the goals and objectives established in the plan the project will address.

RAP (cont.)

• Each project must meet at least one of these programmatic goals in order to be considered for funding. If the Board accepts the program concept, the agency will be asked to complete the formal OCFS application for funds. This is not a guarantee of funding approval but the proposal will then be considered with all other submitted to the Bureau.

RAP (cont.)

• An application workshop is held each year. Depending on the cycle year, the workshop may take the form of individual meetings or be formatted as a regular application training. The application workshop provides hands-on technical assistance in the completion of the application.

RAP (cont.)

• All OCFS applications for funding are due to the Youth Bureau by September 1st. A rough draft only is requested at this time. This is done so that if the Youth Board has recommendations for narrative and budget changes it may be completed with minimal effort on the part of the agency. It is our goal to make this process as simple and efficient as possible.

RAP (cont.)

• The Youth Bureau must compile municipal requests and determine the availability of funds for contract programs.

• Agency proposals are distributed to the Youth Board one month prior to the meeting at which the Resource Allocation Plan will be voted upon. The Program Committee of the Youth Board meets in September to confer on recommendations for funding.

RAP (cont.)

• The review of the proposal is based on:

Applicability to the goals and objectives as stated in the integrated plan. Agency reputation and ability to provide services suggested. Renewal programs are evaluated on performance as it relates to goals, objectives, compliance with reporting requirements, expenditure review and

Availability of other funding sources

RAP (cont.)

• Once the review is completed based on the above criteria the committee will prepare a recommendation for Resource Allocation to be acted upon by the full board

RAP (cont.)

• The Youth Board recommendation is formalized in a report to the legislative body of the municipality. If the Legislature supports the resource allocation recommendations of the Youth Board, a resolution to approve the package will be drafted and acted upon at the October or November meeting of the Legislature

RAP (cont.)

• Agencies are notified in writing of local approval/disapproval of their application. If funding was granted they are asked to transfer the rough draft of their application into final form and budget .

RAP (cont.)

• If funding was not granted the following appeal process will apply. The recommendation for denial may come at any point in the process either by the Youth Bureau, Youth Board, County Legislature or the Office of Children and Family Services.

RAP (cont.)

• Applicants wishing to appeal must respond in writing to the Youth Bureau stating their objections and responses to the recommendation. The Youth Board will review the application, objections, and responses at its next regularly scheduled meeting.

RAP (cont.)

• Agency personnel may be present at the Board’s review upon request. The applicant will receive written notification of the Board’s decision on the appeal. There is no further recourse by an applicant if the recommendation is upheld.

RAP (cont.)

• In order to maintain an effective planning process it will be necessary to enhance the Youth Bureau’s capability to fund new initiatives as well as continue to support needed existing programs. Agencies are asked to document their search for other funding sources as well as to develop measurable outcomes related to developing assets among youth.

Monitoring

• The County Planning Guidelines require that there be a system to ensure the monitoring of all OCFS funded programs, which are contained in the County Resource Allocation Package or SDPP agreement. This includes municipal operated programs and their subcontracts.

Monitoring (cont.)

• However, OCFS realizes that for various reasons, many counties do not monitor municipal programs. Therefore, these counties must implement a system to ensure monitoring is occurring on the municipal level.

Monitoring (cont.)

• Where municipal youth bureaus exist, it is expected that they will monitor both themselves and their programs in accordance with the methods noted in the Administrative Component and Program Annual Report.

Fiscal Policies & Procedures

• Shared Cost

State Finance Law and Generally Accepted Accounting Principles require that any expenses incurred over more than one funding source or program must be charged proportionately or allocated to the program The method of allocation must be documented – justification of each allocation must be maintained. (pg.19)

Integrated County Planning

• In 2003-2004 Bill S-5078 combined the county multiyear consolidated service plans for adult services and family and children's services (DSS) with the county comprehensive plan (Youth Bureaus) required for youth development, delinquency prevention and runaway and homeless youth


• In 2007 all County Youth Bureaus were to develop, in collaboration with local Departments of Social Services, an Integrated County Plan (ICP) – Child and Family Services Plan (CFSP)


• Key Concepts

Integrating the processes used to develop the DSS Consolidated Services Plan and the Youth Bureau County Comprehensive Plan

County planning process that has taken place, including meetings, forums, hearings, coalitions, and task forces


• Key Concepts

Active Involvement of youth, parents, other consumers and service providers in the identification of local needs and resources, and in planning and implementing strategies and programs.

The planning process is strengthened through engagement of various public and private agencies, community-based organizations, families, youth and other partners.


• Key Concepts

The development of action-oriented strategies at the sub-county level such as mobilizing public interest and involvement, generating neighborhood networks, developing and coordinating professional service systems, and school-based and school-linked concepts.


• Key Concepts

Developing a set of goals, objectives and measures of success as part of the planning process.

Utilizing strategies and services, which build upon family strengths and include community, school and workplace supports for all children and their families.


• Key Concepts

Establishing priorities to help in determining the allocation of funding and other resources for children, youth and families across systems


• Each county plan consists of four components:

Strategic

Administrative-Youth Bureau Administrative-Dept. of Social Services PINS Diversion Services Plan-Strategic Component

• Strategic Component


Outcome Framework/Mission/Vision• Many counties have found it useful to establish a mission or vision statement or to use a framework such as NYS Touchstones. This assists the county in focusing its planning and work.



Planning Process• Present an overview of the ongoing county planning process including the process to identify needs, to select outcomes and to determine strategies to address those outcomes.



Needs Assessment• Needs Assessment Strategies: a summary of the accomplishments, important activities and what was learned from the previous county plan cycle.

• Needs Assessment Activities: a summary of the county's needs assessment activities

• Needs Assessment Conclusions: conclusions drawn from your needs assessment activities



Needs Assessment• Data: List of Data Sources Used in Needs Assessment to identify the primary sources of information used for the assessment process.

• Ongoing Needs Assessment: Describe new or ongoing assessment activities planned for the next three years



Outcomes• Outcomes: must relate to needs assessment results, to the use of OCFS funding.

• Quantifiable and verifiable indicators of the desired change in conditions or behaviors OR for maintaining the existing conditions or behaviors to track the progress in meeting the outcome



Outcomes• Describe strategies to be implemented to achieve the identified outcomes. Each strategy should include the timeframe for completion, and a designation of what agency(ies) or department(s) is responsible for implementation. This is an opportunity to explain how OCFS administered funding supports achievement of outcomes. Strategies must be related to the achievement of outcomes.



Outcomes• If the county receives RHYA state aid, the strategies must include a provision for the coordination of all available county resources for those populations

Plan Monitoring• methods and the process by which the implementation of the Child and Family Services Plan and the achievement of outcomes will be verified and monitored by the county.



Resource Allocation/Financing Process

• Describe the relationship between the county's resource allocation process for Youth Bureau administered OCFS funding and other funding the Youth Bureau administers and the needs assessment process, the achievement of outcomes and the selection of strategies. All OCFS funding must support the direction set in the county plan.


• Administrative Component-Youth Bureau

Opportunity for Youth Bureaus to submit their youth bureau administrative narrative (for both county and municipal Youth Bureaus), procedures for the Resource Allocation Plan (RAP), monitoring and evaluation systems, and, as necessary, issues relating to the provision of services under the Runaway and Homeless Youth Act (RHYA).



Information reported here applies to the three years of this plan cycle.

Updates to this Administrative Component will be reporting only information that has changed.

Administrative Requirements•Youth Bureau Role & Structure within the County/Municipal Government

•Youth Bureau Organization & Staffing



Administrative Requirements

• Youth Board• Youth Bureau Program Operations• Funding Administered • Other

Resource Allocation Process Monitoring & Evaluation Procedures Runaway & Homeless Youth Act (if Applicable)



Municipal Youth Bureaus

• Municipal Planning Activities• Planning & Needs Assessment Activities

• Ongoing Planning & Needs Assessment Activities to be taken in the next year

• Outcomes & Strategies

• Involvement of the municipal youth bureau in development of county’s ICP

Tid Bits

• Quarterly/Monthly Claiming

• Resources

YDDP Regulations 165.1 RHYA Regulations 182.1 & 182.2 ICP Guidelines – Strategic & Administrative Monitoring Manual for Youth Bureaus Fiscal Policies & Procedures

Dates to Remember

• ?????– Resource Allocation Package due

• February 15 – Program Annual Reports due

• June 30 –Claims deadline SDPP

• December 31 – YDDP & RHYA Claims deadline

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What I Should Know or How I Learned to Stop Worrying and Love OCFS.

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