Steven M. Neuhaus
County Executive
Rachel R. Wilson
Executive Director
Tiffany Niles
Youth Program
Technician
(845) 615-3619
Gretchen Riordan
Associate Account
Clerk II
(845) 615-3616
tniles@
orangecountygov.com
griordan@
orangecountygov.com
Linda VanDunk
Account Clerk
(845) 615-3614
lvandunk@
orangecountygov.com
Rachel Wilson
Executive Director
(845) 615-3612
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.
2015 ORANGE COUNTY YOUTH BOARD/COLLABORATION FOR COMMUNITY CHANGE
President: Jillian Dolce, Student, Minisink Valley High School
1st Vice-President: Jodie Yankanin, Orange-Ulster BOCES CTEC
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
Anne Caldwell, Orange County Department of Social Services
Christine Brinckerhoff, Middletown Recreation
Melissa Clark, United Way of the Dutchess-Orange Region
Colin Cusack, Student, Minisink Valley High School
Evelyn Fields, Orange County Employment and Training
Liz Kuriplach, Child Care Council
Susan Murray-Tetz, Private Sector
Steven Pack, Southwest Keys
Gene Reynolds, Orange & Rockland Utilities
Lisa Shina, Monroe Woodbury High School
Carol Smith, Private Sector
Angela Turk, Orange Co. Dept. of Mental Health
Pedro Velez, Goshen Secure
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
www.anysyb.net
New York State
Office of
Children & Family Services
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 R. 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,
STYA
- All funding will be treated the same
(with the exception of RHYA & STYA)
- No 50% match for YDP (Youth Development Program)
- Solutions remains 100%
2015 REPORT/CLAIMING DEADLINES
There is no longer a match required**, please submit claims as soon as funds are expended.
AGENCY
PROGRAM
Qtrly/Yrly
Report/Claim Deadline
BBBS
HMI/ One to One
Qtrly
April 15, July 15, October 15, Jan 8
BGC Newburgh
Diplomas to Degrees
Qtrly
April 15, July 15, October 15, Jan 8
BGC Wallkill
Project Learn/Triple/Torch
Qtrly
April 15, July 15, October 15, Jan 8
Braeside
Summer Camp
Yrly
Aug 30
C. Middletown Rec
Recreation
Yrly
Aug 30
C. Middletown Rec
Teen Center
Qtrly
April 15, July 15, October 15, Jan 8
C. Middletown Rec
C. Newburgh
SYLA
Basketball
Yrly
Yrly
Aug 30
Aug 30
C. Newburgh
Inner City Yth
Yrly
Aug 30
C. Port Jervis
C. Port Jervis
JAB
Youth Center
Yrly
Qtrly
Oct 15
April 15, July 15, October 15, Jan 8
Catholic Charities
Gateway Prevention/TEAM Newburgh Qtrly
April 15, July 15, October 15, Jan 8
CCE
Family Empowerment
Education for Parenthood/RAPP
Circles of Wellness
Qtrly
Yrly
April 15, July 15, October 15, Jan 8
Oct 15
Girl Scouts
HONORehg
Pathways to Health
A Friend's House
Yrly
Qtrly
Oct 15
April 15, July 15, October 15, Jan 8
Jewish Family Services
Teen Network
Qtrly
April 15, July 15, October 15, Jan 8
Leadership Orange
Mental Health Association
Junior Leadership Orange
Text 4 Teens
Qtrly
Qtrly
April 15, July 15, October 15, Jan 8
April 15, July 15, October 15, Jan 8
Minisink
Pine Bush Support & Enrich Prog
Camp
Academies
Yrly
Yrly
Aug 30
Aug 30
Safe Homes
Teen Dating Violence Educ & Prev
Qtrly
April 15, July 15, October 15, Jan 8
T. Crawford
T. Crawford
SYLA
Law & Leadership Academy
Yrly
Yrly
Aug 30
Oct 15
T. Highlands
T. New Windsor
School Resource Officer
Summer Camp
Yrly
Yrly
Oct 15
Aug 30
T. New Windsor
JAB
Yrly
Oct 15
T. Wallkill
United Way
PYC
Partners for Children
Qtrly
Yrly
April 15, July 15, October 15, Jan 8
Oct 15
V. Florida
V. Greenwood Lake
Summer Rec
JAB
Yrly
Yrly
Aug 30
Oct 15
V. Kiryas Joel
Machne Bais Rochel Summer Prog
Yrly
Aug 30
V. Montgomery
V. Walden
DARE
Summer Youth Employment
Yrly
Yrly
Oct 15
Aug 30
V. Walden
V. Walden
SYLA
DARE
Yrly
Yrly
Aug 30
Oct 15
V. Walden
Teen Center
Yrly
Oct 15
V. Warwick
V. Washingtoville
Recreation Project for Youth
DARE
Yrly
Yrly
Aug 30
Oct 15
Warwick Community Bandwagon
Warwick Community Bandwagon
Life Skills for Teens
Summer Evenings
Qtrly
Yrly
April 15, July 15, October 15, Jan 8
Aug 30
Warwick Community Bandwagon
SYLA
Yrly
Aug 30
Winslow
Winslow
Equine-Ability & WITH
SYLA
Qtrly
Yrly
April 15, July 15, October 15, Jan 8
Aug 30
**except for RHYA progra ms
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 complete up to 4 quarterly
reports due April 15, July 15, October 15, January 8
and OCFS Annual Assessment
» Summer programs will complete 1 quarterly report
due August 30 and an OCFS Annual Assessment
» DARE/JAB programs will submit 1 quarterly report
by January 8 and an OCFS Annual Assessment
2015 REPORT/CLAIMING DEADLINES
There is no longer a match required**, please submit claims as soon as funds are expended.
AGENCY
PROGRAM
Qtrly/Yrly
Report/Claim Deadline
BBBS
HMI/ One to One
Qtrly
April 15, July 15, October 15, Jan 8
BGC Newburgh
Diplomas to Degrees
Qtrly
April 15, July 15, October 15, Jan 8
BGC Wallkill
Project Learn/Triple/Torch
Qtrly
April 15, July 15, October 15, Jan 8
Braeside
Summer Camp
Yrly
Aug 30
C. Middletown Rec
Recreation
Yrly
Aug 30
C. Middletown Rec
Teen Center
Qtrly
April 15, July 15, October 15, Jan 8
C. Middletown Rec
C. Newburgh
SYLA
Basketball
Yrly
Yrly
Aug 30
Aug 30
C. Newburgh
Inner City Yth
Yrly
Aug 30
C. Port Jervis
C. Port Jervis
JAB
Youth Center
Yrly
Qtrly
Oct 15
April 15, July 15, October 15, Jan 8
Catholic Charities
Gateway Prevention/TEAM Newburgh Qtrly
April 15, July 15, October 15, Jan 8
CCE
Family Empowerment
Education for Parenthood/RAPP
Circles of Wellness
Qtrly
Yrly
April 15, July 15, October 15, Jan 8
Oct 15
Girl Scouts
HONORehg
Pathways to Health
A Friend's House
Yrly
Qtrly
Oct 15
April 15, July 15, October 15, Jan 8
Jewish Family Services
Teen Network
Qtrly
April 15, July 15, October 15, Jan 8
Leadership Orange
Mental Health Association
Junior Leadership Orange
Text 4 Teens
Qtrly
Qtrly
April 15, July 15, October 15, Jan 8
April 15, July 15, October 15, Jan 8
Minisink
Pine Bush Support & Enrich Prog
Camp
Academies
Yrly
Yrly
Aug 30
Aug 30
Safe Homes
Teen Dating Violence Educ & Prev
Qtrly
April 15, July 15, October 15, Jan 8
T. Crawford
T. Crawford
SYLA
Law & Leadership Academy
Yrly
Yrly
Aug 30
Oct 15
T. Highlands
T. New Windsor
School Resource Officer
Summer Camp
Yrly
Yrly
Oct 15
Aug 30
T. New Windsor
JAB
Yrly
Oct 15
T. Wallkill
United Way
PYC
Partners for Children
Qtrly
Yrly
April 15, July 15, October 15, Jan 8
Oct 15
V. Florida
V. Greenwood Lake
Summer Rec
JAB
Yrly
Yrly
Aug 30
Oct 15
V. Kiryas Joel
Machne Bais Rochel Summer Prog
Yrly
Aug 30
V. Montgomery
V. Walden
DARE
Summer Youth Employment
Yrly
Yrly
Oct 15
Aug 30
V. Walden
V. Walden
SYLA
DARE
Yrly
Yrly
Aug 30
Oct 15
V. Walden
Teen Center
Yrly
Oct 15
V. Warwick
V. Washingtoville
Recreation Project for Youth
DARE
Yrly
Yrly
Aug 30
Oct 15
Warwick Community Bandwagon
Warwick Community Bandwagon
Life Skills for Teens
Summer Evenings
Qtrly
Yrly
April 15, July 15, October 15, Jan 8
Aug 30
Warwick Community Bandwagon
SYLA
Yrly
Aug 30
Winslow
Winslow
Equine-Ability & WITH
SYLA
Qtrly
Yrly
April 15, July 15, October 15, Jan 8
Aug 30
**except for RHYA progra ms
Looking at:
7 of the 8
Features of
Positive Youth
Development
How to reach us…
 845.615.3620
 YouthBur@OrangeCountyGov.com
 www.OrangeCountyGov.com/YouthBureau