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’s • Runaway & Homeless Youth • Safe Alternatives to Family Enrichment • A 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.
Regional Youth Development Staff Albany Region Coordinators Matt Beck Lynda Fleurismond Rob Williams (Youth Development Specialist) Syracuse Region Coordinators Denise Dyer Thomas Mitchell Rochester Region Coordinator Lydia Dzus Cast of Characters
Buffalo Region Coordinators Christine Garmon-Salaam Joe Proietti Yonkers Region Coordinator Princella Stover New York City Region Coordinator Sonia Tate Cast of Characters (cont.)
Bureau of Compliance Regional Staff Rolene Ford Joe Proietti Arlene Reece Cast of Characters (cont.)
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.) • YDDP Regulations 165.1 • 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 • YDDP Regulations 165.1 • 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.) • YDDP Regulations 165.1 • 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.) • YDDP Regulations 165.1 • 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.) • YDDP Regulations 165.1 • 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.) • YDDP Regulations 165.1 • 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.) • YDDP Regulations 165.1 • 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 process • There 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.
Resource Allocation Process • The Contract Management Model • Resource Allocation • Contracting for Services • Monitoring/Evaluation • Feed back to contracted agencies
Resource Allocation Process • 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.
Resource Allocation Process • Contract Management • Contracting for Services • Monitoring/Evaluation • Monitoring and evaluation of the contract agency • Feedback • Based on monitoring and evaluation results
Resource Allocation Process • Feedback (cont.) • Notification (formal or informal, according to the nature of the results) of agency regarding results. • Recommendation of corrective action, if necessary
Resource Allocation Process • 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