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Groton Youth Commission History, Bylaws & agreements
ONE MAN THOUGHT THERE SHOULD BE SOMETHING GOING ON IN TOWN FOR THE YOUTH . . . So Tom talked to Carmen who talked to Don . And the first step was to gather a group of parents to explore what might be done. Don Cargian was "just a person" at the time - meaning that he was not yet on any youth-related Board. Carmen Molino was a member of the Tompkins County Youth Board. Both were parents of Groton youth.- Tom was a man from town interested enough toy give it a try. A newspaper ad announced the initial meeting : "IF YOU WANT TO FIND OUT ABOUT DRUGS AT THE SCHOOL, COME TO A MEETING . . . " People turned out, but there wasn ' t enough follow-through to get anything going. Don Cargian became the Village of Groton representative on the Tompkins County Youth Board. He felt that Groton was not get- ting a fair share of funding or attention, and he wanted to represent youth. The Board is made up of one member from every village and every town and having such a Board is mandatory in order for the County to be eligible for any state money. At tfi e time when Don served, John Gaines was director of the Board, which had control of over $100, 000/yr . Monies are divided into 2 area : for recreation, and for YDPP (Youth Delinquent Prevention Progr. m) . YDPP money was available to areas like Groton on a 50/50 basis , 40 meaning that the agency or municipality puts up half and gets half . The Youth Board goes through a yearly review process of all that apply for funding, with interviews and examination of the proposed program. Summer John Gaines suggested that Groton get a Youth Worker for the of 181 summer to work apart from the ongoing recreation program - to work specifically with kids with a lot of free time on their hands. John worked with Teresa Robinson to do the necessary paperwork for the Town ( the Village was not yet involved in this ) and a "Board" was set up since it was required . Teresa asked several people to serve , including Don, Carmen, a schoolteacher Mrs. Kane, and a young girl from school Robin Knutila . Thus a Town Youth Board was formed . YDPP money was granted so with that $500 and $500 put up by the Town, youth were hired to work with youth for the summer. They hired kids that had graduated from Groton and finished their first year of college_ The program included opening up the gym and going on a canoe trip. A diary was kept by Mike Conners to record how he felt and what was done through that program in the summer of 181 . Summer Mike' s brother Marty Conners was hired for the summer of 1982 . of 182 Over that time the Town Youth Board ( also called Town Youth • Commission) had become inactive . Joe Arcail had joined the group by then, and people kept talking informally, but not in ways that got anything specific going . Nancy 7aler had by' then replaced John Gaines as Ditcctor of the Tompkins County Youth Bureau. Don bPrame chairprr!:;on of the Board page 2 t for a two year term and kept talking to people about what might be done in Groton . The idea of a Parents Support Group came up and Dori and Carmen called a meeting at the Fire Hall , which was attended by 140 parents . 0 1982 The Parents Support Group meeting was advertized as starting a youth group and trying to find out what could be done about the problems of drinking and drugs in town. At the initial meeting participants were divided into areas of concern and interest: alcohol and substance abuse, law enforcement , and activities. At that time the biggest concern was alcohol on Main St. . The goal was to establish an Open Container Law, which did happen through the efforts of this group meeting almost weekly until it was submitted and passed by the Village and Town . The other offshoot groups met when there was a need , but clearly the most energetic and lasting group was the one with a specific task. The Parents Support Group as a whole continued to meet about every other month, but after there was nothing tangible to work on they became just meetings rather than gatherings that had a sense of purpose or movement. The idea of a Mentor Program was looked into - where area businesses train students after school in their particular trade, i . e . auto mechanic. -There were not enough businesses in Groton to carry out that program effectively, so the focus was eventually more towards providing someone kids could talk to in a counseling way . "The Learning Web" had originally been called on to h-elp set up the Mentor Program, but when that did not work the contract with them was to do more counseling instead . 1983 When the Parents Support Group failed to provide a lasting impetus to get and keep something going on in town for youth, Don and Carmen agreed that it could not be left entirely to volunteers . They felt that someone needed to be hired to do the programming, and that a group of volunteers would back up and work with such a person. To get started , Carmen , Don, Nancy and Joe met around a blackboard at - the school and drew up a plan for the Groton Youth Commission. It would be made up of representatives as follows : Town Board - 1 Village Board - 1 School Board - 1 Town - 2 Village - 2 Youth - 2 Don and Carmen were willing to serve as advisory members, but hoped to get others involved as official Commission members . 1984 Nancy suggested doing a "needs assessment" and Claudia Brennar from Ithaca was hired for that task. She spent time in town, • visiting families , business people, clergy, etc. , assessed needs and came up with proposals for various programs she recommended . Youth Commission members were then appointed to carry it out . page 3 Suruner Mary O'Donnell was hired as the Groton Youth Worker. (How' When"') Over the of '84 summer Don and Carmen did the groundwork of talking to people, recruiting mem- bers and setting a September meeting of the Youth Commission. To fit with the • suggested representation, members were appointed as follows: Pat Cavanaugh and Linda Bonavia from the Village; Karl Stamm from the Village Board (later replaced by Jack Share) ; Joe Arcail for the School Board; John Gaines from ; Robin Knutila (did not stay on) and Teresa Robinson. At the September meeting Pat was elected chairperson and John, secretary. Nancy Zahler met with the group to review suggested projects and consider monies available. Both SDPP (Special Delinquency Prevention Program) and YD/DP (Youth Development/Delinquency Prevention) funds were available, YDDP based on population and SDPP specially granted money primarily for new programs. Fall of '84 Much organizational work was done in the fall of 1984. Representational vacancies were filled, including youth members of the C OIT,Inission. Monthly meeting time and procedure was established. The Youth Worker's accountability in relationship to the Commission was worked out. And funding options began to be explored with the help of Family & Children's Services. Operating Principles were drafted to guide the Commission's work. Funding to support projects and personnel to serve youth-related needs in Groton has been a major issue from the start. Initially the group selected the "mentor program" from the needs assessment survey as a new project that might warrant SDPP funding. Since the Commission is unincorporated, an agency was needed to handle the money and Family & Children's had been selected to handle youth money for the Town and Village of Groton. 1985 By the first of the year Mary O'Donnell had resigned from her position as Youth Worker. Although her stay was not long and not much had been "done" , I;ary had been there and the idea of someone hired to work with the Kids had been planted. The commitment to have someone in the trenches with the kids to help figure out what was needed and then to implement it was strong. Soon Maggie Moore was hired to fill the position. Maggie attended the Feb. 27 meeting of the Commission and was on board. Maggie had been doing counseling with Family & Children' s, although her training was in working with kids, especially in outreach ways. When she started in Groton, there was not yet much momentum and it took a while to develop relationships due to staff turnover and kids who had grown attached to Mary. The prc�r~am was based in the high school. First priorities were the Drop-in Center and the Mentor Pro- gram. Both would be ways to meet a lot of kids and get at problems with them. The Drop-in Center had barely gotten started in ?,ovember so it was ' 'ke starting over again. Located in the Home Fc. eewing room w},ere it still is, tere was at least available space for a beginning. T�,ere w-s no model to follow for any of it, which was good and bad. Maggie hoped to draw on the resources of oti:er services offered to youth in the area, services not often tapped by Groton r.-ole perhaps because we are unaware of them. She used knowlecge of others in the field to work out the I:entor Program' s design to work with oth graders in prF.a ration for 7th grade, following through with them through 7th grade to help with skills and peer pressure. Older youth are trained as "mentors" to relate and r::ve regular contact with 7th graders. Onto_ in, The I;entor Frogram is only one of many pro jects -r.d proE r-ms tihrough the year to serve and involve our youth.— Among ot�. rs a_- the G ro ton Youth -:of.:nteers who do such things as: - - - - - - - -- -- - - --- --, hiring of summer youth workers to: _ _ various grOUD£ -:eeting at the high school and € ^:e schc,ol such as: _ pro rj r S-r,-,' -7) 7-� a im,�d to re.- to YOU' h. That is st-1 a c) bu w r- o Of p r,:-v,n iF ait1sci be d by wo t YL r Ma." b- b, o I �th for, le even 4 t, y . ly 'hel-)Iful , scm-�- of ti--: 7. -'k W; jD -11 LL kd! in i';!%)t.on revolve arou. c;0(itinuinE J-S FL n yE: z_ bt-- to h- �=e a Droo-in Cent- and a Yco.-"� W-, --*:--:.,- to bt�.7,-' -e You r.; fur ho>r to Eget enoil=?-. -r ney and how to j- it r in the cl.) hav--, a feeling of owr!-.-,4 h(-,w to !f h w -r', out, abr j-,;; happening; Passe ' of ' n=i..i.-: :-.-;w to con' - -�.Ily with chanzr!nD- needs; and growth how to i"o'll r, thruu: '. s-ri ,i*.: '6 DO531ble it calls for more stl:,ff hours, e c. T h e w an: 7 :n, the- 3chr;-.)! District, loca, a n,3 C. Y been Coil la.,�k of ac� -;; T jp-s, youth in Gr The Groton Pa-rEnt. Eu7 :-f: r1, Grout'' fO in C, LA to 1.j loca.j and possible In 196 ti-L-: Town and V 111 n ?o;iijs jointly appointed the Groton Yo1j1q-.h -,om- missicn to identify, plar. ar..j develop for the needs of th(-,i r youth." (fr,)-: 'Narrtive, Jur. In rr,�- •- w.-y-� we a r,t j I I ju :-e t ti n g s I We vanl- to reeov(] the proc--.- to th' L(, n L . �j If ycli hlvt; cor—e,�tions, 0 S, or anything 1 to 7, ri e F wh,:L t is h TOLE @.CC i z n comp 1.e t e write it down, cro.,.- things out, SCY-!171., an�, it to me ov�- Kathy Oj 44 Chu!:vh St. McLe-n, Nlf 13 Dhon,. : .5 3, } itt 6 1 RR OTON H CCOMM ISSTON RFS9-LAL • Resolved, that the Village of Groton enter into a joint Youth Commission with the Town of Groton, which will hire a youth coordinator and each will pay an equal share_ The resolution was seconded by Trustee Stamm, and there being no further discussion, the resolution was declared duly adopted_ Trustee Higgins made a motion that Trustee Karl Stamm be the Village of Groton representative on the Youth Commission, seconded by Trustee Munson, carried. • • The r";rotoli Youth Commission is call milted in pro�idims' year round quality propralllr ing Eor aii vcauth in the areas of recre'<.alion, socini enrichment and support progra III ming. To ensure this the Groton Youth Commission shalt: i�r�1�i(le to er rct4 (1� lZl'(lQl'itllli UBC, - i"-Mic on nk-eds nr �f1ps ill services Develop proarativ, targeting all youth r Encourage youth participation in :all program-- offered itJiiSi'd i)rl program iii%ii+ and ii e appr opriatenes.;o. Defer youth to soek other ;appi i-)pr i ate resources, such as counseling based on their" needs. • • CHECKS AND BALANCES: 1 . Commissions will monitor and give their feedback about the programs to the contract agency and youth workers annually. This will provide for at least an annual visit of a commission member to visit the programs and see them in operation. 2 . Commissions and the Contract Agencies will meet annually and discuss how the relationship is working and jointly agree on directions for the future . 3 . Commission will provide annual feedback to the County Youth Bureau. 4 . The Youth Bureau will attend commission meetings less frequently so Commissions can concentrate on programs , possibly an alternating cycle of programs and administrative meetings can be established. 5 . in exchange for having greater control over how County funds. are spent locally, commission members will attend trainings in how to evaluate programs , monitor programs, and other youth service issues . This will be separate from commission meetings . • 6 . To assure that County Funds are being used effectively to promote youth development through the decentralized Municipal Youth Service system the commissions will be evaluated by the County Youth Bureau to assure they are a working viable organization that has the volunteers and expertise to do the work they have agreed upon . 7 . Commissions will be involved with contract agency in the hiring and evaluation of youth workers to strengthen the common purpose of the youth program and to provide a common understanding between the local volunteers and contract agency. • • WHAT COMMISSION ' S NEED TO DO IN NOVEMBER: 1 . CUSTOMIZE THE YOUTH WORKER JOB DESCRIPTION FOR YOUR COMMUNITY: 1 OUTLINE ANY SPECIAL RELATIONSHIPS WITHIN YOUR COMMUNITY . IDENTIFY WHAT AREAS OF RESPONSIBILITY WILL BE MORE IMPORTANT. 2. MAKE A DECISION ABOUT THE TYPE OF SEARCH YOU WANT FOR YOUR YOUTH WORKER. 3. DETERMINE FINAL SALARY LEVEL AND FRINGE BENEFIT CARRY OVERS. 4 . FINALIZE YOUR 1995 BUDGET. Groton Youth Commission officers Duties Chairperson: 1 . Preside at all meetings. 2 . Creates meeting agendas for Commission approval . 3 . Appoint all committees and chairpersons of committees as needed. 4 . Establish additional officers as necessary. Vice Chairperson/Treasurer: 1 . Performs duties of the Chairperson in their absence . 2 . Makes disbursements from the Commission' s account as necessary. 3 . Reconciles the Commission' s funds . 4 . Makes treasurer' s reports ' as necessary. Secretary: 1 , Keeps an accurate record of all meetings of the Commission. 2 . Attends to incoming correspondence. 3 . Keeps an accurate record of member attendance at meetings . 4 . Notifies Commission members of vacancies in order to maintain an active membership. Revised 1/93 pQaU QN: Youth Worker Specialist - Groton 1Up,FJjU SQR: Coordinator of Youth Service Programs/Groton Youth Commission. R iNSjUj T=: Supervise the planning, development, and direct service of the Groton Youth Services program. Communicates and coordinates important programmatic information with immediate supervisor/Groton Youth Commission. Maintains appropriate program and community liaisons_ pgj.U,('J PAL DUTIES: 1. Supervises the overall functioning of the Groton program and development to ensure that the needs of the youth and community are met- 2- Implements directions necessary for the growth and acceptance of the Groton program- 3- Abides by all New York State laws of ethical practice- 4- Has read and is aware of Policy and Procedures manual- 5- Abides by Groton Youth Commissions personnel procedures. 1. Providea intake assessments, short-term counseling, and referral for youth/families in need of service within indicated geographic area- 2- Acts as a resource and liaison person to Mental Health services for youth and families- 3- Acts as a mediator/case coordinator for youth between school , family, community/agencies involved with youth- 4- Maintains appropriate communications and working relationships with other youth service providers. 5. Conducts and ensures that all program activities are implemented which provide for participation and social/emotional. growth of youth within geographic area_ • ' r Position Description ( Con' t) Page 2 PROS A1vL I VEL-0.P.M N7 , 1. Identifies youth and community needs and develops program strategies to meet those needs. 2. Meets with and communicates with funders/advisory groups (needs, projected needs, and development/maintenance of the program) . 3. Works with prograin's Board of Directors ( fiscal and program maintenance) . 4. Designs programs to meet new/different youth/family needs- 5- Monitors all daily, monthly, yearly activities of the program and makes sure activities coritinue to meet the needs of those youth%families involved with the program. EL 1. Demonstrates active involvement in weekly supervision with immediate supervisor as evidenced by constructive participation; uses supervision as a professional tool. 2. Consults with collear.ues for the purpose of giving and receiving information. • 3. Attends all required/requested youth service program meetings. 4. Encourages communication and staff participation in program development.. 5. Ensures supervision of youth and volunteers involved with any aspect of the program. G. Informs immediate supervisor/Ijoard officer of difficult and/or unusual situations. 7 . Informs supervisor/board officer of unexpected absences. 8. P3rtici_pates in and a.11.ows for staff: development. 1. ('ompletPs dai--1 y/morithl.y/quarterly z%tatistics, h month summaries, annual reports, and all ether required paperwork in a prescribed fashion to ensure the ongoing efficient operation of the program. • Position Description ((:on't) Page 3 • 2. Submits vouchers and requisitions and reports all vacation, sick, and personal days in a prescribed fashion. 3. Consults about or writes development grants for each required/requested funding source. E6—01JjUSE- =: 1. Reports any damages and bodily injury to appropriate facility representatives and Commission officer. 2. Protects/secures all confidential material. 3. Is aware of and informs others of fire/emergency procedures for work site . 4. Ensures a safe and clean work site environment. KNOWLFZG-ELAff2_aK -LM 1 . Familiarity with community systems, both public and private, providing services to youth. 2. Ability to assess the needs of the community and provide for • the appropriate development of services to meet those needs. 3. Familiarity with the needs for the social/emotional growth of youth'. 4. Ability to work well with organizations, advisory groups, staff, and the public . EDUGATI 2N_ALL--U-QULLREMEN33, . (pret:�r P BSW/BA in Human Services 40 Revised 11/16/92 4 Amendments: 1 . Any and all of the aforementioned may be amended at any regular meeting of the Commission by a majority vote of all members present provided those members constitute a quorum of the Commission. Proposed amendments must be approved by the Town and Village Boards . Revised:—February 3 , 1993 Approved by the Town Board: Approved by the Village Board: a i C C 2 7 . Evaluate programs and contracts and report at least annually to the municipal boards on the activities of the Youth Commission and sponsored programs. Commission Membership: 1 . The Commission shall consist of not less than 5 or more than 11 members. 2 . Members shall be. appointed for a two year term, which will begin on January 1 , or the date of appointments by the Town Board to end on the following Dec . 31; which will begin on July 1 . or the date of appointment by the Village and School Board to end on the following June 30 . Members are eligible to be reappointed. Exception: Youth Representatives shall be appointed for one school year with the option of renewal for a second year. 3 . Mix of membership shall include at a minimum: •1 liaison from the Village Board 1 liaison from the Town Board . 1 liaison from the school Board 2 at-large community member appointed by the Town of Groton. 2 at-large community member appointed by the Village of Groton. (one of the at-large members can be a youth member, all members must be at least lh years of age to be a voting member. ) Total 7 Members 4 . Commission members will seek nominations for new members by October or April of the current calendar year. The appointment of those members, to replace vacating slots, shall occur on January 1 or July 1 . 5 .. The Commission shall hold regular meetings each month, except in those months the Commission votes to defer the matters of the Commission to the following month. Meetings will be held on days and times to be fixed by the Commission . 5 . Any member who shall be absent from three (3 ) meetings without valid excuse shall be asked to resign and a recommendation for a new appointment to be made to the Town, Village , or School Board by the Commission . • 3 7 . At any. meeting of the Commission, a majority of the number of members shall constitute a quorum. Officers: 1 . The officers of the Commission shall consist of a Chairperson, Vice-Chairperson/Treasurer, and Secretary. 2 . Additional officers may be established by the Commission if needed to ensure the proper fimctioning of the Commission. 3 . The Chairperson shall preside at all meetings and discharge the duties pertaining to the office. The Chairperson shall appoint all committee and chairpersons of committees . 4 . The Vice-Chairperson/Treasurer shall perform the duties of the Chairperson in the absence of that officer. The Vice-Chairperson/Treasurer is responsible for the disbursement of the Commission' s account and the reconciliation of all commission funds . 5 . The Secretary shall keep an accurate record of all meetings of the Commission and attend to incoming and outgoing correspondence . The Secretary is also responsible for keeping an accurate record of member attendance and notifying the Commission of vacancies in order to maintain an active membership. Committees: , 1 . There shall be no standing committees of the Commission. 2 . Committees may be appointed by the Chairperson to accomplish a task on behalf of the Commission. . once completed, the committee shall dissolve. order of Business : 1 . Roberts Rules of order shall be the authority on all questions of parliamentary procedure. 2 . The. Commission meetings shall be open meetings .unless the Commission needs to go into executive session . Memorandum of Understanding Groton Central School The following Memorandum of Understanding is an outline and guide for all Youth Worker(s) and Program Coordinators for operating youth service programs within the school buildings. The Youth Worker(s) will be responsible for: 1. Providing the Main Office with a weekly/monthly work schedule. 2. Contacting the school when he/she will be absent (i.e. illness). 3. Providing the building principal with a calendar of monthly programs. 4. Reviewing any new program with the building principal including literature, videos, outside speakers providing programming, before implementing or distributing. S. Developing rules/guidelines for away trips. * Provide Main Office with copies of signed permission slips for away programs. * Ensure medical releases are in place. 6. Developing rules/guidelines for visiting or participating in programs: * Drop-In Center * Outing Program (also inform Main Office where meetings are held). 7. Familiarize themselves with school guidelines, including abuse reporting. 8. Restrain from bringing ones religious beliefs into programs. 1 i}$ 9. Setting up a schedule with school personnel for regular j meetings. f In Addition: * The Youth Worker is asked to maintain some structure when dealing with discipline; being fair and consistent at all times and sharing this information with school personnel as appropriate. * As needed, to utilize the counseling staff as a sounding board for assistance or second opinions. Confidentiality will be respected from both ends. In an effort to assist all school personnel should any issues or concerns arise and in an effort to maintain good open communication the Youth Commission would like to recommend the following steps: 1. One to one contact with the Youth Workers or Program Coordinator to discuss issues or concerns when they arise. This includes all programming or reinforcing school policies and procedures. 2. Any personnel issues or concerns should be referred to the Program Coordinator's attention. 3. If Program Coordinator is not available, a Board Member may be contacted. (List of members attached.) 4. Recommendations for program changes or considerations for Youth Workers involvement in new programs will need board approval. All program recommendations should be discussed with the Program Coordinator or to the board. Over the past few months the Youth Commission Board has been working to develop guidelines, for clarity, with all entities. The Commission wishes to thank the school district for allowing the Youth Programs to operate within the school and for the continued support and effort from both school personnel and administration so these programs can be successful. is ATTACHMENT A • Budget Worksheet For year 1995 Municipality: Budget Target: �, � REVENUES Grants/Contracts: State Funds 7/"20 County Funds / 90 1/ Local Funds ,5 n ? ,So ? Other 6!; k 7 Contributions -�— Program Partic. Sales-Fund Rais. �-- TOTAL REVENUESE). • EXPENSES -Salary & Wages 2 7 (c77 Salary & Wages-Oth o2 6Z 6 'Administrative Fee -* Unemployment Ins. Y-Workers' Comp. Awards/Prizes --C - Cost/Fund Rais. Comm/Telephone - Comm/Postage Supplies 3y� �FFce,�,pe- 51tt'r1,_5 4-Insurance Meetings/Confer. -��� — �n�11e5 s�xks for �c�tfln Mileage Travel roc Fleet �6D Equipment/Non-Cap. -b Printing Class. Ads 5 Publicity �p T Teaching Materials S �R-y'Ll ° n� SuPpl�e� ;� �, 0 / TOTAL EXPENSES • BUDGET SHORT/OVER/BALANCED Elected VOTERS FIGURE 8A ------ Appointed Optional •' 23 TOWN TOWN BOARD SUPERVISOR I 1 1 I ' 1 TOWN r CLERK 1 JUSTICES 1 ! 1 l t I t t ` - HIGHWAY ! SUPERINTEND'T ' 1 - t � i BOARD OF SPECIAL l�pv-rl1 PLANNING DISTRICTS BOARD ZONING APPEALS Water,Sewer,Fire 'P�L Opt H'J'tS STRUCTURE OF TOWN GOVERNMENT IN TOMPKINS COUNTY • � . VOTERS FIGURE 8B i I I-RUSTEES MAYOR JUSTICES I I I t ----------i---__--_.--_---_—..—i r l � 1 - I CLERK TREASURER I t ' I L l ENGINEERING !� Yt>vr FIRE H POLICE PUBLIC WORKS • STRUCTURE OF VILLAGE GOVERNMENT IN TOMPKINS COUNTY • CONTRACT NO. Groton'94Y.BUR Account: 07026.4655 AGREEMENT AGREEMENT, made as of the 1st day of January, 1994, by and between the COUNTY OF TOMPKINS, a municipal corporation of the State of New York, with offices at 320 i N. Tioga Street, Ithaca, New York, hereinafter referred to as the "County", the i i Village of Groton located at 108 E. Cortland St. , Groton, New York, hereinafter i referred to as the "Village" and the Town of Groton located at 101 Conger Street hereinafter referred to as the "Town". WITNESSETH: WHEREAS, the parties hereto wish to enter into an agreement to participate i in the Tompkins County Youth Services Program, • NOW, THEREFORE, in consideration of the promises, covenants, and agreements contained herein, the parties agree as follows: 1. The term of this agreement shall be from January 1, 1994 through December 31, 1994. 2. The Village and Town agree that the Village will be the primary fiscal agent for the Groton Youth Services and Recreation programs which shall entail: a) making all program payments approved by the Town and Village, b) billing the Town for Town's local share of the Groton Youth Services Program, and c) submitting reimbursement requests to the County Youth Bureau. 3. The Village shall operate the youth services program(s) as described in the approved application(s) on file at the County Youth Bureau. 4. The County shall reimburse the Village for payments made by the Village for fifty percent (50%) of properly documented, allowable expenditures submitted, either monthly or quarterly, in an amount not to exceed $25,671. In any event the Village agrees to submit all claims within 30 days after the end of the calendar year. 5. To participate in the one year pilot program designed to reduce paperwork for localities, the parties agree as follows: a) The Village agrees to return its Division for Youth state aid eligibility for recreation and youth services totalling $2,160 to Tompkins County. W The Town agrees to return its Division for Youth state aid eligibility for recreation and youth services totalling $2,160 to • Tompkins County. c) The Village and Town agree to return to the County the approved total of $6,039 in Division for Youth funding. d) In exchange, the County agrees to increase the Village's share of County Youth Services funding from the approved amount of $7,732 to $25,671. 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N •0 �I \ rI �". o N d-i r1 a, a, E+ 4., O 'd N r1 ri 9 Co Co +, s+ r, U 0, 9 i 1 •ri > > 0 4 c � i I \`' 41 01 u a, 1 rl u (-. a1 A. �' ,� s+ ro r, V1 , N O C f I ri x O ro ro ro C ro O cd O ro -d a, O ro ro w 0 �' cd ro 0) -[ N ° u ro 4 o aui >, o r u o x >.H 4-) U W 3 x aJ x +-� x 3 4-) x co U ti ¢ ,, u a, w O u H a, s, w ti 3 ++ W Ei v-I u1-�.r w N'� >i \� 7,-Hp i a1 04 aJ N a, u p N N 4) �, E-+ ix ro '-E—r N ro w E-+ r-i N M .7 tll t0 P- 00 IT Or-i 0 N r-1 N M d TIMETABLE FOR TRANSITION YOUTH COMMISSION YOUTH BUREAU COOPERATIVE EXTENSION MAY Review draft agreement Develop interim job description Create internal ad hoc committee Identify rep to planning process Outline timetable & process for for planning support sys Decide whether to request County hiring Review program and budget info employment if necessary Provide Extension with contract and from local programs Schedule time at June munic. bd mtg and program information Developimplementationtimetable Meet with youth workers Meet w/ interested commissions Identify interim supervisor Get insurance q's resolved Assist Extension in adapting job Board update and commitment descriptions Make 1995 funding recommendations for local services to Youth Bd. JUNE Meet with Coop Ext & Yo. Bur Convene transition planning committee Meet with commissions to identify re: transition planning for update & clarify roles roles and services requested Present transition plan to Secure County approvals for hiring Meet with transition committee municipal board(s) Hold regular meetings w/ youth wkrs JULY Run summer programs Contract or hire supervisor Adapt job descriptions and Meet with Extension Distribute job applications discuss salaries w/ Notify Personnel of hiring date commissions Arrange pre-employment physicals Initiate process to search for coordinator AUG Youth workers transition Youth Board approves funds 1995 Extension Board approves contract to County Roles, responsibilities and contract Search committee formed Meet with YB supervisor outlined Extension staff beginin-service Identify new fall sys Youth Bureau assists municipalities education w/ youth workers in preparing 1995 budgets Extension meets with commissions Youth Bur. holds networking sessions as needed and training for youth wkrs. SEPT. Begin fall programming Extension staff make internal preparations for yo wkrs MEMORANDUM OF UNDERSTANDING FAMILY AND CHILDREN'S SERVICE COMMUNITY PARTNERSHIP PROGRAMS The following Memorandum of Understanding is an outline and guide for all Youth Service Specialists, Program Supervisors, Program Coordinators, student interns, or volunteers operating Youth service programs within school buildings. Youth Service Specialists are grateful to the school districts for allowing youth programs to operate within school. The effort and support from both school personnel and the administration is essential for these programs to be successful. The following help to maintain open communication, clarity, and coordination of efforts. - The Youth Specialist shall schedule biweekly meetings with either the School Principal, Psychologist, or guidance office (as determined by the Principal) . - The Youth Specialist shall utilize the counseling staff for assistance, referrals, and second opinions. It is • understood that confidentiality will be respected by all Parties involved. - Youth Specialists will encourage one to one contact for discussion of issues or concerns as they arise. Issues may pertain to programs, youth, staff concerns, or school policies. - The Program Coordinator will meet on a monthly basis with the School Principal for program discussion and evaluation. - The Program Coordinator shall encourage personnel issues or concerns to be brought to her/his attention. - The Program Director will attend programs once every six weeks for assessment purposes - F&CS staff shall encourage school personnel to make recommendations for program changes or additions. Staff shall: - introduce themselves to the School Principal and other staff. - review program material with School Principal. This should include literature, videos, or outside speakers providing Programming, before implementing or distributing. Provide the School Principal with a calendar of monthly Programs and the Main Office a weekly/monthly work schedule. be familiar with school policies, guidelines for discipline, guidelines for mandated reporting, and the • - physical plant. contact the Main Office in the event of program cancellation due to weather, illness, or other contingencies. Provide Main Office with Family and Children's Service Safety Procedures; assure medical releases are in place. - provide Main Office with copies of signed permission slips for away programs, and for any visiting programs which require Parental permission (e.g. , "Banana Splits" , "AIDS Work" ) . FAMILY&CHILDREN'S SERVICE OF ITHACA • February 18, 1994 Oley Houghtaling 1059 Curtldnd Rd. Groton, NY 13073 Dear Oley, As per your request, attached is the 1993 Memorandum of Understanding prepared by the Groton Youth Commission with technical assistance from the County Youth Bureau. As I reviewed the document I realized there is no mention of the respective Groton schools, or our relationship with them. This may be something the Commission • wants to amend in the future. Sincerely Wendi Sha Coordinator Community Partnership Programs WS/tw YOUTH SERVICE PROGRAMS 530 WEST STATE STREET, ITHACA,NY 14850 PHONE 607.272.0900 FAX 607.273-0370 TAMES G. JOHNSTON, EXECUTIVE DIRECTOR MEMBER UNITED WAY OF TOMPKINS COUNTY, NYS ASSOCIATION OF FAMILY SERVICE AGENCIES cd 10 aJ 43 bA ab 000 a � uWt� u ' .dam4-1 rd P4 �, v a .-. 0 a, cd 9 .1-04 '� .° � � N a� � � a rn 4-4 a � b� > an cd � 00 M rn 0 o 4' b 0 bj) � nU 4-4 �d . v� •� 'd Lei bU > c� 'd o 0 4, tbU .� U; 0 u �' o'd H 'd aJ ca 0 d U b 9 o � 0 r l a� cn ° a u ,p u 7 U3 4-1 c� o O o u t� .5 li a � 'h O a p, o 4-4 p o d 'd .-. t� on ai c� k O 0 a C7 w cd w o P4 cd 4--4 a p, u Q u P4 C� d > o E-+ p4" o O u oo C� The Town and Vilage Boards will: 1. Hear reports from the town and Village Board liaisons as necessary. 2. Vote and make final funding commitments on the commission's funding recommendations. 3. Appoint an active representative to the Youth Commission. The Contract Agency will: 1. Help to design or re-design program models to meet the needs identified by the Youth Commission. This includes staffing patterns, budget considerations, problems or concerns and positive aspects. 2. Hire, in consultation with the Youth Commission, appropriate youth service staff to meet the program goals as defined. Discharge of personnel who do not maintain expected performance standards will be the responsibility of the contract agency, in consultation with the Youth Commission. 3. Provide personnel supervision and training to ensure the development and maintenance of youth service programs on behalf of the Youth Commission. Conduct annual evaluation of staff and share results with the Youth Commission. �'��( ►y ��L `�l's 1��;1�� 4. Submit a quarterly report to the Youth Commission about how effectively staff are implementing programs. Assess current programs and make sure young people are still using them and programs still meet a community need and make suggestions to the appropriate funders if changes are made. S. Prepare program applications, budget requests and reports and staff presentations as required by funding agencies. (i.e., County Youth Bureau, State Division for Youth, United Way) Is ♦ 4 6. Submit Town and Village vouchers in a timely fashion. • 7. Prepare quarterly revenue/�Pense reports for the Commission, Village and Town. Reconcile year end expenses by the first meeting in February. 8. Provide clerical support to staff and the Youth Commission. This includes contracts, financial statements, budget requests, program reports and recruitment advertising on behalf of the Youth Commission. 9. Attend Youth Commission meetings a east monthly. 10. .Assist in the: development of a survey to help with th¢ annual needs assessment process. Youth Workers Specialists will: 1. Provide the Commission with written monthly program reports to include: * Current programs/upcoming programs. * Issues/concerns. * Expense (or petty cash) reports, * Incident reports. 2. Assure there is publicity/sign ups/transportation for all programs. 3. Increase opportunities for youth to participate in youth development activities by recrmitng youth and assuring programs are at full capacity. The Country Youth Bureau NO : 1. Assign a staff person to assist with Youth Commission as needed and help the Town and Village with reporting. 2. Inform the Youth Commission of state and county funding requirements, applications and reporting requirements. 40 3. Conduct an annual moriit. i--ag visit of the Youth Commission's programs. ri 4. Provide support to assure programs meet county, and state guidelines. • 5. Provide technical assistance to contract agency on program development and program evaluation as requested. 6. Provide technical assistance to the Youth Commission on needs assessments as required. i Groton Youth Services - Elementary School Annual Report 1993 Summary Groton Youth Services now includes after school programming on Mondays and Fridays,Saturday outings, and in-school time. Approximately 15 youth attend the Monday after school program, and 10 different students come on Fridays, The programs include educational and recreational activities on an ongoing basis throughout the school year and holidays. The participants are referred by teachers and the school psychologist. Saturday programs are co-sponsored with RMS(Recreational Mainstreaming Services). The focus of this program is recreational;swimming, bowling,games, etc. Approximately 6-8 youth attend each program that occurs 1-2 times per month. During in-school hours, the Youth Worker provides supportive counseling for two youth and runs a Banana Splits program for 13 5th graders. Major Changes 1. Additional Saturday programs 2. In-school time 3. Ongoing assistant (volunteer)who helps with the Monday after school program. Main Goals for '94-95 1. Increase family involvement by offering family events (pizza party, outing, etc.). 2. Foster an understanding of differences for the participants by having guest speakers, multi-cultural outings, discussions surrounding ethnicity and race. Highlights 1. Joint programming with Danby after school program. We met at Ithaca Youth Bureau to participate in Joe Salzano's presentation. 2. Successful integration with Recreational Mainstreaming Program, Saturday programs provide a diverse group of youth with experiences they may not ordinarily be able to have, LC/tw 1/94 Tompkins County Youth Bureau 301 Dates Drive (607) 274-5310 Ithaca,NY 14850 GLOSSARY OF TERMS What' s this group ? Tompkins County Youth Bureau: Is a department of County Government responsible for providing staff assistance to the Youth Board to enable it to make program and funding recommendations to the Board of Representatives. The office is located in the Biggs A building (next to Tompkins County Hospital) The office staff gathers information, solicits and reviews applications for funds, monitors 26 funded programs, and coordinates information and services. The - staff also provide technical assistance to 10 municipal planning groups (youth commissions) . Ithaca Youth Bureau: Is a department of City government that runs a variety of recreation and youth service programs 40 directly for youth, the office is located at the entrance of Stewart Park. The County and City Youth Bureaus operate independently but collaborate on some projects. City and County funds are used for programs as well as some reimbursement from Division For Youth. Recreation programs are offered for a fee. A lower fee is charged to City residents. The County Youth Bureau contracts with the City to run five county-wide youth service programs. (1 to 1, Mechanical All-stars, Outings, Crafts, Conservation Corps) Division For Youth (DFY) : The State agency in New York responsible for promoting youth development and preventing juvenile delinquency. Provides partial funding to counties and municipalities to operate recreation and youth service programs. Requires counties to prepare comprehensive plans and provides regulations for planning and spending state funds. The local services branch of DFY provides regional staff (program management specialists) to provide information and assistance. The Division for Youth has final approval on how a municipality or county spends its state funds. The Division for Youth also runs rehabilitation programs (like South Lansing Center and MacCormick Center) for youth 7-16 who are referred by Family Court. Tompkins County Youth Board: This is a group of volunteers who are recommended by their municipalities and appointed by the Board of Representatives.- Each municipality has one seat on the Youth Board, the City of Ithaca has five, and six seats are for youth members . The Board members are responsible for developing a comprehensive plan that outlines community youth needs , priorities , action strategies and funding policies to be used to allocate state funds available to Tompkins County. The board is advisory and makes its recommendations to the Board of Representatives through the Human Service Committee. County Board of Representatives: The county is- divided into 15 districts . Each district elects one representative to serve on the County Board for a term of four years . The Board of Representatives created the Youth Bureau and Youth Board in 1977 to advise them on how to make the best use of state and federal funds available to meet youth needs and to assure that local programs were coordinated. The Board of Representatives appoints all Youth Board members and has the final say locally on which programs receive state aid. Human Service Committee: Five Board of Representative members serve on the Human Services Committee and are responsible for overseeing the programs and budgets of the Youth Bureau, the Department of Social services, the Office for the Aging, and the Human Rights and Economic Opportunity Corporation (EOC) . All Youth Board and Bureau recommendations that need County approval are reviewed by the Human Service Committee which meets once a month. One member of the Committee is assigned to act as a liaison to the County Youth Board and serves as a voting member. Municipality: For the purposes of the Division for Youth a municipality is ( a governmental unit) a town, a village or a city governed by elected official and capable of taxing its residents. Fire districts are not considered municipalities . Hamlets like Brooktondale and Etna are communities within the respective town of Caroline and Dryden. There are 16 municipalities in Tompkins County. Recreation Committee or Commission: In many municipalities the local recreation programs like day camps, baseball, swimming, etc. are organized and supervised by the volunteers on the committee or commission. These volunteers are appointed by the town or village board. Staff to operate the recreation programs are usually hired by the municipality. Community Council: Some communities have a group of people organized to plan, run and/or oversee programs for youth and adults with funds from the Unity Way. They will sometimes contribute to, and cooperate with youth programs run by municipalities. In some cases, the Community Council conduct local fund raisers to have more funds to run local programs. Youth Commission or Committee: Is a group of volunteers appointed by a town or village board to plan and oversee local youth service programs. This group of volunteers recommend to their local boards how to spend state and county youth service funds, oversee programs , and conduct local needs assessments. In some communities this group also oversees the local recreation programs . Department of Social Services (DSS) : A department of county government responsible for administering public assistance (welfare) , for investigating allegations of child abuse, and for providing or arranging counseling services. Contract Agency: A private not-for profit agency that applies for and is approved to receive state aid from the County. The County develops a contract that says the County will pay a certain amount of money to an agency for a portion of the costs involved in running specific youth programs. The agency hires the staff and spends the funds needed to operate the program. Every 3 months the agency submits a bill to the County showing how much money was spent. The County then reimburses the agency for 50% , 60% , or 100% of what was spent, depending on the type of state aid for which the program is approved. The County then submits a bill (state aid voucher) to the Division for youth requesting reimbursement for the full amount paid to the agency. Since the money is paid out by the County but fully reimbursed by the Division for Youth, no county taxes are actually given to the youth programs. This arrangement is sometime refereed to as a "wash" item. Who do you mean when you say "youth" ? Youth: The definition used by the New York State Division for Youth and the County Youth Board is any person under the age of 21 as counted in the last official census. As of 1990 there were 31,984 youth under 21 in Tompkins County. 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The intent of the program is to support youth development by stimulating a community-based approach to serving youth. The approach was identified as a way to assure that appropriate services are available and accessible to the greatest number of youth, under local discretion, while recognizing a need to provide certain intensive services in a more centralized manner. These funds are allocated in two parts. Local County Youth Service Funds: These funds are distributed to each municipality based on a combined index of youth population (ages o to 18) and relative proportion of low-moderate income families. Funds can be used to support youth service programs and are provided on a 50% matching funds basis. Special County Youth Service Funds: These funds are awarded to community-based agencies with demonstrated experience and capability in providing county-wide services. These funds are also provided on a 50% matching funds basis. Roll-over funds: If a municipality chooses not to use all of the state and/or county aid available to it, rather than have the funds go back unused, they revert to the County Youth Board. The Youth Board then recommends how the funds should be allocated to other municipalities or contract agencies in need of more funds. r �i RUNAWAY AND HOMELESS YOUTH (RHY) : Under the New York State Runaway and Homeless Youth Art, Counties who develop a Runaway Youth Service Plan are eligible to request state aid on a 60% matching grant basis to support crisis and transitional living services. COUNTY:. In 1988, the County Board of Representatives reaffirmed its commitment to youth services by passing a resolution creating the County Youth Services Initiative. (CYS) The intent of the program is to support youth development by stimulating a community-based approach to serving youth. The approach was identified as a way to assure that appropriate services are available and accessible to the greatest number of youth, under local discretion, while recognizing a need to provide certain intensive services in a more centralized manner. These CYS funds are allocated in two parts. ar-e dlistr-ib-d'Med to' eacY mtinic7pa1 I c1 0�� an a comh;,rpr� za d x cif:your hr :agu on ean'cis=re�la ryi e prcaport�i�Q �o ^ �`&gwz.�,mod -mate m'c Part B or Central Funds are awarded to community-based agencies with demonstrated experience and �- capability in providing county-wide services . Both parts carry a 50% match requirement. How Can The State and County Funds Be Used? State and County funds may be used to help agencies and /or municipalities to pay for: staff, program supplies, some equipment, space rentals and other operating costs to provide new or expanded direct or indirect services at no cost to program participants . Counseling, outreach, recreation, employment and one-to-one services are examples of programs that have been funded in the past. Municipalities may provide services directly or contract with a non-profit agency. Funds may not be used to purchase vehicles, property or to make capital improvements . Programs must address local priorities developed by the County Youth Board or local Youth Commission. SDPP programs must also address statewide priorities . The local matching funds may come from the fallowing sources : local taxes, United way, contributions, revenue sharing or private grants . Agencies may not use state of federal grants or in-kind contributions to match Division for Youth funds . Fees may not be charged to participants . State aide from the Division for Youth cannot be used to match CYS funds or vice-versa unless an exception is granted by the County Youth Board. Both sources of aid ran be used to support the same program. Ap • o-� `1 ,. t rr State & County Funding Sources STATE: Each year the Division for Youth makes state aid available to counties through several different programs . The aid may be used to support new, expanded or continuing youth programs sponsored by not-for-profit agencies and municipalities . These categories of state aid are available to Tompkins county and its municipalities on a matching grant basis to support locally operated youth development and delinquency prevention programs . so^^` YOUTH DEVELOPMENT AND DELINQUENCY PROGRAMS (YDDP Coo`"a 10cA� ap 30 State law enables every county to receive a per diem for each youth. under twenty-one, as counted in the last census, to support new, expanded or continuing youth service or recreation programs . These funds are appropriated on a 50% matching grant basis and may be used to support the widest variety of youth programs allowed by the Division For Youth . By law the funds are divided equally; the county receives half of the per diem amount and each municipality is allocated the other half. The municipality allocation is • further divided in an amount per youth for recreation programs and an amount for youth development programming. Funds devoted to recreation programming can be reallocated to youth development programs but the reverse is not permitted. Since many of the smaller municipalities ( 10 out of 16) would receive funds too small to be useful under the state formula, the County Youth Board voted to reallocate some of the county' s state aid as a supplement, to assure that each municipality had a minimum amount of funding for local recreation and youth service programs . YOUTH INITIATIVES (YI) : New York State law enables Tompkins County to receive additional funds on a 50% matching grant basis, because it provides programming that exceeds the total YDDP aid available. The County Youth Board generally Uses these funds to support non-profit agencies who provide early intervention programs . SPECIAL DELINQUENCY PREVENTION PROGRAMS ( SDDP) : In addition to the per capita funding guaranteed by state legislation, Tompkins County is also eligible to receive funds to support programs targeted to youth-at-risk of becoming involved in • or dependent upon the juvenile justice or other human service system. These funds do not require a match . The Youth Bureau staff answer commonly asked questions about municipal services: What paperwork is currently required? a) Each program receiving county and state funds must complete a program application. This application describes what type of program you are planning to operate, lists the program' s goals and objectives, estimates the number of youth that you plan to serve, describes the methods you will use to evaluate the program' s success, and includes the programs' s budget. b) Each program is required to complete an annual report. The annual report allows a program to reflect on the program' s successes and failures and report on the number of youth that were served. c) Municipal programs receiving DFY funds above their municipal allotment must also complete quarterly reports . These describe the number of youth served and how the program is progressing towards its goals and objectives . Is the paperwork very complicated? • No. Planning programs takes time, but when that is done, the information requested on the forms is not difficult or time consuming. Will paperwork be time consuming and take away direct service hours from our youth worker? No. Our reporting forms are brief. We believe that direct service staff should be familiar with program goals and objectives as this helps to focus program direction. A well-developed program will generally needs small revisions annually to adjust program areas that were not as successful as planned. How will we know what is due and by when? The County has a thorough notification process to make sure municipalities are aware of deadline dates and have time to apply for funds and complete reports. If we make mistakes or get our applications in late, will we lose funds? No. There are .four municipal planning groups in the County that receive our funding who have no paid or professional staff to assist them et the complete all applications, develop program • Y Y P budgets, and complete the annual reports . These municipalities have received all of their eligible funds . The County Youth Bureau will continue to provide technical assistance on filling out applications, preparing annual reports, overseeing claims for reimbursement and auditing funding.. t • Can the Youth Bureau reduce the paperwork? Yes . The Countv Youth Bureau made a commitment several years ago to streamline the funding and application processes we have made progress and have a plan we think will make a huge improvement. In 1994 we began a pilot project with Groton with the goal of reducing paperwork and increasing local control over resources without sacrificing accountability for public tax dollars spent on local youth programs . 1 . The Town and Village of Groton received three different types of Division for Youth Funds and the Town and Village each received County Youth Service Funds to support one jointly operated youth service program and one jointly operated recreation program. 2 . The pilot is allowing one municipality to become the single disburser for all funds , thereby eliminating all of the paperwork responsibilities for the other municipality. 3 . The municipalities are exchanging State Division for Youth Funds for an equivalent number of County dollars . This means : b 1 application ( instead of seven) ♦ 1 budget which itemizes the expenses in all programs • ♦ 1 contract with the County( generated by the County) 0 1 annual report for the Recreation Program 4 1 annual report for the Youth Service Program 4 . This further eliminates the delay for state reimbursement which can be up to a six month wait . County claims are simpler and reimbursement is usually received within two weeks . The Youth Bureau will offer this option to any interested municipality in 1995 . Could you explain the funding for rural youth service programs? The 16 municipal governments in Tompkins County receive money from the Youth Board directly from 3 "pots" . 1994 Total 1 . County Youth Service (CYS) Local Funds : $145 ,460 2 . NYS Division for Youth YDDP/Recreation: $ 37 , 316 3 . NYS Division for Youth YDDP/Youth Service : $ 32 , 915 In all cases the formula J"or dividing these funds is youth population based, rather than through a competitive proposal system. CYS Local uses a formula that combines population of youth 0-17 and percentage of people with low to moderate income in each municipality. The NYS "pots" use a 0-21 population numbers as their method of allocation. • • What other funds does the Youth Board allocate? The Youth Board allocates four other "pots" of monies - three from NYS and one from the County through a competitive proposal system. It is through this method that the Youth Board has funded F&CS' s Rural Coordination Program. The Youth Board' s competitive proposal system called Resource Allocation takes into consideration the needs identified in our comprehensive plan. There is an application process and initial decisions are made by the Resource Allocation Committee, whose members are a combination of Youth Board Members and local citizens. The Youth Board has been operating on a three year allocation cycle. This allows funded programs to concentrate on providing effective programs rather than on an annual allocation process . The 1995 allocations will be the first year of a new three year allocation cycle. Is there fairness in geographical distribution of funds? We share your concern that funds are distributed fairly to youth throughout the County. The Youth Board has representatives from throughout the County, and as a policy, they want to ensure that • resources go toward the youth that need them most, wherever in the County they may be. 1. We require all programs to report the residence of each and every youth enrolled in their programs . We analyze that information in relation to needs on a regular basis . 2 . Poverty is the number one correlation with youth problem indicators such as school failure, delinquency behavior, teen pregnancy, and child abuse . In comparing community needs, it is apparent that the City of Ithaca is by far the neediest of all the municipalities when it come to number of youth-at-risk and youth- in-danger. The poverty rate of 0-18 year olds (excluding college students) in the city is an alarming 27% . The next highest municipalities are Groton and Newfield with 17% each. 3 . We made- a policy change 2 years ago to make the distribution of CYS Local Funds more fair by changing the way we counted youth populations for CYS Local. The result of eliminating college-age students was a reduction in the funding for the City of Ithaca and Town of Ithaca, and redistribution to Dryden and most other towns . 4 . We have been very "prescriptive" in the past 3 years with Ithaca Youth Bureau' s Youth Development services in terms of • setting goals for the ratio of city to rest-of-the county youth that their programs serve . The IYB has been quite successful in meeting the goals . Nearly 2/3, or about 600 , of the children in their programs lived outside the city last year. Many of you are most familiar with the Outings Program and Conservation Corp. Programs . • Municipal Planning: what is it and why is it happening now? in 1989 , when the County Board of Representatives approved matching funds for every community, the Youth Board established goals fc-r developing the Municipal Youth Service System. These goals have been reached and each municipality is involved in one of the ten planning group in the County. The system has increased community sensitivity towards local needs , developed locally based programs , increased funding for youth services and increased the number of youth served. It is now time to set objectives for the County Youth Bureau to achieve over the next 3-5 years and develop plans for improving the local youth service system, and to identify the resources needed to implement the system. When will the planning be finished? We had hoped our planning would be completed by the close of 1993 but, we underestimated the amount of time it would take . After we began the planning process , we realized the interconnectedness of this process with the work of the Intermunicipal Recreation Committee Planning. We now expect planning will be finalized this spring after we give local communities the opportunity to respond • to our ideas . Are you doing this planning as a way to take financial resources and control away from local groups? No. Our purpose is to strengthen local communities and improve services to youth. We hope to improve the current system for planning, providing, and financing local youth services . The County has been and wants to continue to be a financial partner in supporting local youth development programs . • Funding Sources and Criteria: The Town and Village of Groton receive four different types of funds from the County and State: 1. Local YDDP: Recreation Funds 2. Local YDDP: Youth Service Funds 3 . County YDDP Funds 4 . Local County Youth Service Funds (YDDP = Youth Development/Delinquency Prevention Program) Local YDDP: Recreation Funds These funds provides 50% matching dollars to municipalities for recreation programs they choose to establish. The funding level is determined by a per diem for each youth under twenty-one. This is the most flexible and simplest funding source. These funds can be used to support any type of recreation or youth service program. To receive funds you need to: 1. Submit a Individual Program Application (form 3105) to the County Youth Bureau by December 31 for the following ' year. (only the front of the form needs to be filled out. ) If you are planning to operate the same program as the past • year a computer generated(all ready completed) Individual Program Application will be sent to you that only needs a signature. 2. Submit claims, due to the fact that this is such a small amount of money a single annual claim is the usual format. 3 . At the end of the year complete an annual report (form 3140) . The front section of the form only. Local YDDP: Youth Service Funds These funds are the same as above requiring 50% matching and distributed on a per diem for each youth under twenty one. The same paper work is required. The only difference is these funds can only be used for Youth Service Programs and not recreation programs. County YDDP Funds: These funds are distributed by the County Youth Board annually to programs that apply for funds. They use the County Comprehensive plan to determine what the greatest needs in the County are and distribute funds to programs that best meet those needs. Traditionally, programs that have a long history of getting these funds continue to receive funds annually. 1 . In April/May of each year an application packet is sent to all agencies or municipalities who want to apply for • funds. (There is usually a meeting to review the forms and the application process for those agencies who want to apply) The application packet usually consists of: Three year budget summary Application Cover Form Program Narrative that describes the program • •ATaagapnb ao ATTpnuup auop aq uPO asagq ' swTPTo agq oQ • t •pagsTTdw000p aAPLT Apw wpaboad agq sbuTLTq buTgTOxa aO TPToads Aup PUP panzas ggnoA go aaqumu aqq sagpoTpuT goTgM gaodaa TPnuuP up qno TTT3 • £ • stuPaboad uoTgPaaOaa qou pup aOTnaas ggnoA aaP Aagg sP buoT sP qupM Aagg suipaboad aana gPLTM asoogo oq aaag aaP saTgTTPdTOTunW •gabpnq T-egoq wpaboad aqq pup 'panzas aq oq ggnoA go aaquinu ' suipaboad ao uipaboad aqq go uoTgdTaosap gaTaq P sapnTOuT gPgq waog aTdwTs P sT qz •sagpaao npaang LTgnO2� AqunOD aqq gPgq =09 uOTgPOTTddp aTdwTs P qno TTT3 • Z •an000 gsnw quawssassP spaau P uagjo MOLT sagpoTpuT gpgq guatuaaTnboa guaaano ou sT aaagj •AgTunwwOO aqq a09 quawssassP spaau P oQ • T :gsnw AgTTPdTOTunw P spung anzaOaa OZ (swpaboad UOTgpaaOaa gaoddns oq pasn aq qou upo spung asaqq) •sumaboad aoTnaas uq.noA paspq ATTPOOT dOTanap oq pasn aq oq aap pup gupab buTgOgPui %OS P aaP spung aqs • TanaT xapuT Agaanod pup gT aapun uOTgPTndod ggnoA uOTgpaapTsuOO OquT saxPq gpgq PTnuzaOg P uo paspq AgTTPdTOTuntu gOPa oq pagngTagsTp aaP spung asags :spun3 aoTtijaS uq.noA AqunoD TPDOU suipaboad aog pab.zpuo aq Apui aag ON -UTbTaO TPuOTgPu aO'xas'JOTOO'paaaO' aoPa go asnpoaq saoTnaas paTuap aq uPO ggnOA ON :spunj agpq.S gq.TM paq-ejado sureaboad aoj u0T4Pa0pTsu03 TPuOTgTppP aw0S Tgpgs npaang ggno)� AqunoD aqq Aq pogonpuoo gTsTn buTJOgTuour TpnuuV • g ( •pagOTduioo aq oq spaau �{opq aqq qdaoxa dQQ,� TPOOT aqq sP uz709 auiPs aqq ' OtT£ =09) gaodaa Tpnuuv • L • (pagOPgqP OTduipxa) sgaodaa ATaogapno • g • auop aq oq spaau gPgq buTuzTPTO ATaagaPnb sT aaags • S • sapaA aaagq AaOAO OATgPaaPN u=BOad TTnj aqq agaTduioo oq paaTnbaa ATuO aaP nOA (saop uogoaq gOTgM) aoanos buTpunj sTgq WOag 000' OT$ uPgq ssOl sanTaoaa Aouabp UP gI •papog ggno2� aqq Oq uOTgPOTTddp buTpung aqq aog paggTurgns Aogq gpgq anTgpaapu aures aqq asn saTouaBu AuPW •OATgpaapu P buTgOTduioo sapnTouT sTgs •uiaoj aqq go uoTgoas xopq aqq agOTdwoo OsTP gsnw noA buTpung sTgq aog 'aanaMog • (swpaboad d=Q TPOOT aqg sP cures aqq ' SOT£ uia03) uzTO3 uOTgPOTTddV TPnpTnTpul up qno TTT9 Oq paau uagq Aagq spung sanTaOaa ureaboad P jI • IV •pagPOOTTP paPOg g4TIOg aqq spung go qunoure aqq go aaTTaPO ATgTssod ao aaquiagdaS UT aulTq autos TTPui Aq paTgTgou aaP squPOTTddV • £ •Aapssaoau 9T ureaboad aqq gnogp uoTgsanb xsP oq papog ggnoX AqunoD aqq go aaggTUMOD uOTgp0OTTV aoanosau aqq pup squPOTTddp u.rnaboad aqq ggTM M@lAaaquT up ATTpnsn sT aaags ' Z 1994 Application-Budget Form 3R ArENCY Family -and Children"s Service OOGRAM Groton Youth Services PROGRAM REVENUES 19 9 19 ;9 ACTUAL BUDGET BUDGET NEW AND LAST YEAR THIS YEAR NEXT YEAR EXPANDED GOVERNMENT FEES AND GRANTS a. City of Ithaca b. T C -eaith and Human Service Grants c. T C DSS d. C Mental Health e. _ C CiFA f . _ C Public Health g. T C Probation h. T C Youth Services - Specia 14,197 11 ,71 _. T C Youth Services - Local 1 2:YS DFY-YDDP/YI 619 1 6,039 k. NYS DFY-SDPP 1 1. INYS DFY-RHYA m. :rYS DFY -MUNICIPAL 2,016 -7,-U I b /-,UJ.OGY_ n. Federal o. School Districts (specify) p. Other Town/Villasze of Groton o 10,347 Iav l � TOTAL � jf'��Inted RT FROM THE PUBLIC Way of Tompkins County 4200 4,000 •4,000 Contributions c. Foundation Support d. Special Fund Raising Events 1,301 1 ,653 1,800 TOTAL I5 ,653 PROGRAM FEES & DUES a. Membership Dues & Assessments Program Service Fees c. Ot er: i i _ I _.,TAL OTHER INCOME: a. Sa-es tc t_:e Public._eres-: and Investment :ncc=e I I � i I I TOTAL -:T 'CCnhM 7,319 138,477 142,443 --=_- - _f :-direct Revenues (S) -0- Z;T_AL :RCG=AM RE`:=*;iES 37,319 I38,477 142,443 •amZ� �sqj 3s apsui svm ail tl o� you uozszoap Y : •oaa/AoX 2uzznp •g•Z•3 I go uoz�zz2�s g2noagj ssol ayj sgoaTzaz zan0 amooul -0- I -0- I £LS I £V1,'`ZI7 I LL17`8E 61£`L£ SS^N3A3?! 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IVnIDY 6T 17 6T 57 r,6T 7A 6T SzSNzdXN KV'dDOHcl 0 saoiAzaS ugnol, uogoz0 j I2i902id aoznzas s�uazPT?u0 Pus ATTMVJ I.,N39K 3£w:o-A ie6png -uoileollddy f661 o M to ro w H 0 0 0 (D H- 0 w n " (D ;7' M (D (D 0 CD (ON 0 C) a', rT 10 C, 0 (Poo rC - t-n C) LI) CD C) C) I o in (D 'CN CD M a', 00 -11- cr, w GL CD > C I_n �l In rm av E3 1994 PROGRAM PLAN I SPONSORING AGENCY Family and Children's Service PROGRAM TITLE roton iouth Services CONTACT PERSON en i aw PHONE 2/2-0900 or -7494 This form will be the primary information sent to members of the Youth Board and Human Services Committee. It is to your advantage to be thorough yet concise in providing the requested information See enclosed instructions to assist in completion of this page. 1 . PROJECTZ-Er-NUM R OF YOUTH TO BE SERVED (BY AGES) : 0 - 4 5 - 9 \ 10 - 15 16 - 20 21+ Total ( 0-20) M F M F ,� M F M F M F M F -V Grand Total : 450 2 . ETHNICITY: African American o Asian o Bi-Racial o Latino 0 Native American p White 99% o Other o 3 . List any specific communities in which your program plans to target special activities SEE ATTACHED PROGRAM PLAN 4 . List any specific changes planned fo� 1994 in the following service areas: A. Problem/Need I i B. Target Population i I Tompkins County • YOUTH BUREAU Biggs Building A, 301 Harris B. Dates Drive Ithaca, New York 14850 (607) 274-5310 TO: Chuck Rankin, Village Clerk Liz Brennan, Town of Groton FROM: Theresa Albert, Administrative Assistant DATE: June 16, 1997 RE: 1997 CLAIMING FOR FUNDS By now your municipality has been sent a 1997 contract (and amendments if necessary) to receive County Youth Service funds through the Tompkins County Youth Bureau. A copy of the approved contract, with signatures, has been sent back to the Supervisor for the files. If you do not have a copy and would like a copy, please call me at 274-5310. Town/Village of Groton is eligible to receive $29,403 in County Youth Services funds (of this amount the Town is directly responsible for preparing the claim(s) to receive directly the $750 in Municipal Jobs Funds). This amount may be a combination of County Youth Services, Division For Youth state aid swap, Youth Mini Grant, Municipal Jobs Program, and Inner Ring Initiative funds. 1997 CLAIMING • To receive County Youth Service funds, your municipality must complete program expenditure reports and county vouchers to be submitted to the Tompkins County Youth Bureau. O Claim forms are provided by the Youth Bureau. However, if your agency has the same information we ask for in a different format (computer print-out, etc.) you may submit that instead of transferring the data onto our forms. O Claims may be submitted either monthly or quarterly. O Please refer to your contract for the reimbursement rate of your funds (i.e. 50%, 100%, 65%) or feel free to call me with questions. Enclosed you will find a supply of updated claim forms and County Vouchers for 1997. Information asked for has not changed - format has just been updated. (Samples on how to fill out forms are also included.) Make copies of forms as needed. Send all completed claims to: Theresa Albert, Tompkins County Youth Bureau, 301 Harris B. Dates Drive, Ithaca, NY 14850. Please feel free to call with questions at any time. Additionally, I am available to meet with you to go over these procedures and forms if there is any confusion and/or questions. cc: Oley Houghtaling, Chair, Groton Youth Commission Dennis Toolan, Village Mayor Teresa Robinson, Town Supervisor 4fir tj Rec.ccled paper �.s MF `` MAY 0 1 �907 lu 1997 Application for Youth Service/Recreation Funds Municipality: Town of Groton Please verify that the information recorded below is accurate. Please sign and return with the three copies of the signed County contract no later than May 12, 1997. When we receive this information you may begin claiming for your funds. 1. You are eligible to receive $1,155 in State Division for Youth Recreation Funds and $1,022 in State Youth Service Funds. As in the past recreation funds may be used for youth service programs, but youth service funds may not be applied to recreation programs. 2. You are eligible to receive $13,855 in County Youth Service Funds. 3.,)<You have chosen to exchange your Division for Youth funds for an equivalent • number of County Tax dollars. This will allow for only one application, one budget, and one contract, and prompt payment of claims by the County. 4. You plan to transfer $16,032 to the Village of Groton. 5. Your total youth service and recreation budget, as we understand, allocates county and/or state funds to the following programs. (Please correct any inaccuracies) Program: Amount County/State funds: Estimated # Youth to be Served O $1,155 (Town Transfer) Recreation Programs © $14,877 (Town Transfer) Youth Service Programs 200 • 1997 page 2 6. You have appointed the following local residents to your Youth Services Commission/Committee: Russ DeMond Tina Mapes Kathy Howard Glen Morey Sue Livingston Carmen Munson Oley Houghtaling, Chair Teresa Robinson Ed Mahon You currently have NO vacancies on this group. 7. Your current County Youth Board representative is Steve Gallow. 8. As part of your contract, you agree to submit a 1997 year-end program report. • Your Youth Commission/❑Committee/❑Community Council Chair will complete this as part of their work. They will receive a copy of the report form to be used. 9. You must sign and date below to indicate that this information has been verified. Sign ture, Chief Elected 6fficial Date As always, if you have any questions, please call us at the Youth Bureau for assistance at 274-5310. rr L� APR 0 0 nag t tr t 1997 Application for Youth Service/Recreation FunZr " Municipality: Village of Groton Please verify that the information recorded below is accurate. Please sign and return with the three copies of the signed County contract no later than May 12, 1997. When we receive this information you may begin claiming for your funds. 1. You are eligible to receive $1,160 in State Division for Youth Recreation Funds and $1,016 in State Youth Service Funds. As in the past recreation funds may be used for youth service programs, but youth service funds may not be applied to recreation programs. 2. You are eligible to receive $8,292 in County Youth Service Funds. 3.'�AYou have chosen to exchange your Division for Youth funds for an equivalent number of County Tax dollars. This will allow for only one application, one budget, and one contract, and prompt payment of claims by the County. • 4. You plan to use all of your funds and the Town of Groton has transferred $16,032 to the Village of Groton. 5. Your total youth service and recreation budget, as we understand, allocates county and/or state funds to the following programs. (Please correct any inaccuracies) Program: Amount County/State funds: Estimated # Youth to be Served O $1,155 (Town Transfer) $1,160 Village Recreation Programs © $14,877 (Town Transfer) $ 9,308 Village Youth Service Programs 200 • • 1997 page 2 6. You have appointed the following local residents to your Youth Services Commission/Committee: Russ DeMond Tina Mapes Kathy Howard Glen Morey Sue Livingston Carmen Munson Oley Houghtaling, Chair Teresa Robinson Ed Mahon You currently have NO vacancies on this group. 7. Your current County Youth Board representative is Gailanne Mackenzie. 8. As part of your contract, you agree to submit a 1997 year-end program report. • Your (Youth Commission/❑Committee/❑Community Council Chair will complete this as part of their work. They will receive a copy of the report form to be used. 9. You must sign and date below to indicate that this information has been verified. y V Signature, Chief Elected Official Date As always, if you have any questions, please call us at the Youth Bureau for assistance at 274-5310. • Tompkins County • YOUTH BUREAU Biggs Building A, 301 Harris B. Dates Drive Ithaca, New York 14850 (607) 274-5310 To: Teresa Robinson, Supervisor From: Janice Johnson, Coordinator of Youth Services Karen Coleman, Program Management Specialist Date: April 23,1997 Re: Municipal Jobs Funding for 1997 Thank you for applying for funding from the Municipal Jobs. The Tompkins County Youth Board reserved $10,000 for this program plus we received an additional $5,800 for increased minimum wage requirements for a total of$15,800. We received funding requests from nine municipalities totaling $17,678. The Resource Allocation Committee of the Tompkins County Youth Board met on April 21 st to review the applications and make recommendations for funding. These recommendations will be voted on by the full Youth Board on April 28,1997. • You requested $750.00, to be used for Municipal Summer Jobs. The Resource Allocation Committee recommended that you receive $750.00 in funding for 1997. Your Contract with the County will be amended and increased to include these funds. If you have questions about claiming for these funds please call Theresa Albert at 274-5310. You will also be required to complete an annual report about the services provided with these funds. This report has been forwarded to the individual(s) who are operation the program(s). cc: Oley Houghtaling, Chair Groton Youth Commission • is f,W$Recycled paper Tompkins County • YOUTH BUREAU Biggs Building A, 301 Harris B. Dates Drive Ithaca, New York 14850 (607) 274-5310 To: Dennis Toolan, Mayor From: Janice Johnson, Coordinator of Youth Services Karen Coleman, Program Management Specialist Date: April 23,1997 Re: Municipal Jobs Funding for 1997 Thank you for applying for funding from the Municipal Jobs. The Tompkins County Youth Board reserved $10,000 for this program plus we received an additional $5,800 for increased minimum wage requirements for a total of$15,800. We received funding requests from nine municipalities totaling $17,678. The Resource Allocation Committee of the Tompkins County Youth Board met on April 21st to review the applications and make • recommendations for funding. These recommendations will be voted on by the full Youth Board on April 28,1997. You requested $2,153.00 to be used for the Village Municipal Summer Jobs Program. The Resource Allocation Committee recommended that you receive $2,153.00 in funds for 1997. Your Contract with the County will be amended and increased to include these funds. If you have questions about claiming for these funds please call Theresa Albert at 274-5310. You will also be required to complete an annual report about the services provided with these funds. This report has been forwarded to the individual(s) who are operation the program(s). cc: Chuck Rankin, Village Clerk Oley Houghtaling, Chair Groton Youth Commission • ®a Recycled paper Tompkins County • YOUTH BUREAU Biggs Building A, 301 Harris B. Dates Drive Ithaca, New York 14850 (607) 274-5310 TO: Teresa Robinson, Town Supervisor FROM: Theresa Albert, Administrative Assistant Karen Coleman, Program Management Specialist Janice Johnson, Coordinator of Youth Services DATE: March 26, 1997 RE: 1997 Division for Youth State Aid 1997 County Youth Service Funds 1997 Application 1997 Contract and claims Enclosed please find your State and County aid amounts for 1997, your application for use of Youth Service/Recreation Funds, and County contract. • State Aid for Recreation: $ 1,155 State Aid for Youth Service: $ 1,022 County Youth Service Funds: $ 7,782 Outer ring Supplement $ 6,073 Total State and County Funds: $16,032 In order to begin claiming for your 1997 funds you must have a signed contractual agreement between the County and your municipality on file. Please review and verify the information we have recorded as accurate. Sign the application and all three copies of the County contract and forward to the Tompkins County Youth Bureau, 301 Harris B. Dates Drive, Ithaca, NY 14850. The County contract is signed by both the Town and Village. The contract has been sent to the Village first, after Mayor Toolan signs the contracts, they will forward the contracts on to the Town. Please review and sign all three copies of the contract then forward all copies on to the Tompkins County Youth Bureau. Once we have received your application and the contract is signed by the County we will send: Supervisor Copy of contract & application Yth. Comm. Chair: Copy of application Person responsible for claims: Copy of application & state and/or county claim forms • vs �®,W$Recycled paper Remember these funds are reimbursed on a 50% basis, but many municipalities have continued to provide local funds equal-to or greater than the aid available. Contracts and claims have been simplified to reduce paperwork and allow for prompt payments of claims. Please be sure to notice any vacancies your municipality may have on the County Youth Board and or your local Youth Commission/Committee. 1997 is an important planning year for how funds will be spent for the next several years. Input from all municipalities is important to our decision making to assure the fair distribution of funds to the highest priority needs. If you have any questions please feel free to call the Youth Bureau at 274-5310. • cc: Oley Houghtaling, Chair, Groton Youth Commission • Tompkins County • YOUTH BUREAU Biggs Building A, 301 Harris B. Dates Drive Ithaca, New York 14850 (607) 274-5310 TO: Dennis Toolan, Mayor FROM: Theresa Albert, Administrative Assistant Karen Coleman, Program Management Specialist Janice Johnson, Coordinator of Youth Services DATE: March 26, 1997 RE: 1997 Division for Youth State Aid 1997 County Youth Service Funds 1997 Application 1997 Contract and claims Enclosed please find your State and County aid amounts for 1997, your application for use of Youth Service/Recreation Funds, and County contract. State Aid for Recreation: $ 1,160 • State Aid for Youth Service: $ 1,016 County Youth Service Funds: $ 8,292 Total State and County Funds: $10,468 In order to begin claiming for your 1997 funds you must have a signed contractual agreement between the County and your municipality on file. Please review and verify the information we have recorded as accurate. Sign the application and all three copies of the County contract and forward to the Tompkins County Youth Bureau, 301 Harris B. Dates Drive, Ithaca, NY 14850. The County contract is signed by both the Village and Town. Please sign all three copies of the County contract and forward them to the Town of Groton for Supervisor Robinson's signature, the Town will then forward the contracts on to the Tompkins County Youth Bureau. Once we have received your application and the contract is signed by the County we will send: Mayor Copy of contract & application Yth. Comm. Chair: Copy of application Person responsible for claims: Copy of application& state and/or county claim forms vs ��Recycled paper • Remember these funds are reimbursed on a 50% basis, but many municipalities have continued to provide local funds equal to or greater than the aid available. Contracts and claims have been simplified to reduce paperwork and allow for prompt payments of claims. Please be sure to notice any vacancies your municipality may have on the County Youth Board and or your local Youth Commission/Committee. 1997 is an important planning year for how funds will be spent for the next several years. Input from all municipalities is important to our decision making to assure the fair distribution of funds to the highest priority needs. If you have any questions please feel free to call the Youth Bureau at 274-5310. cc: Oley Houghtaling, Chair, Groton Youth Commission • • Tompkins County • YOUTH BUREAU Biggs Building A, 301 Harris B. Dates Drive Ithaca, New York 14850 (607) 274-5310 TO: Chuck Rankin, Village Clerk FROM: Theresa Albert, Administrative Assistant DATE: December 6, 1996 RE: 1996 CLAIMING With the end of 1996 quickly descending upon us, I have reviewed the Youth Bureau records and am providing a year to date account of your claiming balances. The deadline for 1996 NYS Division for Youth and/or County Youth Service claims is January 17, 1997. Please review the information listed below and call me if you have any questions. MUNICIPALITY: Town and Village of Groton • 1996 County Youth Service Funds allocation: $28,750.00 1996 CYS Funds claimed to date: $24,247.49 BALANCE LEFT TO CLAIM FOR: $ 4,502.51 Cooperative Extension will be responsible for submitting 4th quarter payment information to the County Youth Bureau on the Town'/Village's behalf to have the Town/Village receive up to $4,378.86 of the above balance. The Town was allocated $750 in Municipal Jobs funds (Village was allocated $1,500). After submitting their claim, the Town has a balance of$123.65 they will not be requesting. If the Village can document an additional $248 in expenses for the Summer Jobs Program (you've already documented $3,059.85 in expenses) -- the Village may request these funds. 1996 NYS Division for Youth Funds (state aid): Town and Village of Groton elected to swap their DFY eligibility for an equal amount of County dollars. vM f=,W6 Recycled paper • NOTE: Balances do not reflect any claims received in this office after December 6, 1996. Please feel free to call me at 274-5310-with any questions, concerns, or if you need more claims forms. I am also available to meet with you if assistance is needed in completing any claim forms. Thank you. • cc: Dennis Toolan, Village Mayor Teresa Robinson, Town Supervisor Liz Brennan, Town of Groton Tami Hall, Cooperative Extension Oley Houghtaling, Chair, Groton Youth Commission • May 13 , 1996 Ithaca Journal W. State St . Ithaca, NY 14850 PRESS RELEASE Carmen Munson Groton Youth Commission Member Recreation Partnership Groton Representative 898-4075 or 272-7514 The Groton Youth Commission wishes to inform Groton residents that we are currently participating in the Ithaca Youth Recreation Partnership. This allows Groton residents to participate in many Recreation Partnership activities at a reasonable fee, unlike the past triple-fee cost . Activities include various Summer Day Camp Programs, as well as sports activities . Summer Program Booklets can be obtained at either the Village Hall or the Groton Public Library. We encourage residents who are interested to take advantage of the numerous offerings available through this. Also Ithaca Youth Bureau staff will be helping in planning several up- coming youth activities within our community. • Tompkins County YOUTH BUREAU Biggs Building A,301 Harris B.Dates Drive Ithaca,New York 14850 (607)274-5310 To: Youth Commission/Committee Chairs Allen Green, Ithaca Youth Bureau Barbara Hopkins, Cornell Cooperative Extension From: Janice Johnson, Coordinator of Youth Services Date: March 18, 1996 Re: 1996 Municipal Jobs Program Enclosed please find the applications for the 1996 Municipal Jobs Program. Last year the Tompkins County Youth Board set aside funds to provide more job opportunities • for teens. The program was a great success and a pool of$10,000 has been established again for 1996. By allocating these funds the Youth Board hopes to create job opportunities for teens that would not have been available and to provide job opportunities in the communities where youth live, especially rurally isolated areas. All municipalities who have allocated/budgeted their local share of CYS and DFY funds are eligible to apply. A minimum of 50% matching funds are required, match can be actual cash dollars, in-kind service, supervision time, or other creative methods. We encourage you to apply for the amount of funds you need and not to be limited in your thinking because of the pool of funds available. The actual funding requested will be taken into consideration for future planning. Funding priorities will be given to programs that are requesting funds to be uscd for youth salaries, programs that provide jobs within local communities, especially rurally isolated areas, staff or programs to train unemployable teens, programs that provide job opportunities for teens that have not existed previously. Program and Budget Applications are Due no later then May 3. 1996. Please mail or fax (274-5313) your applications to Tompkins County Youth Bureau, Biggs A, 301 Harris B. Dates Drive, Ithaca, NY 14850. If you have any questions please call Janice Johnson at 274-5310. • Municipal Jobs Program Budget 1996 Tompkins County Youth Bureau Municipality Amount of Funds Requested: $ Do you have at least a 50% match for these funds? ❑Yes ❑No Please specify the type of funds or services are being used for a match: What specific things could not be accomplished if full funding is not available?: Expenses: Staff: $ • Youth Salaries: $ Fringe(FICA): $ Transportation: $ Supplies: $ Other $ Other $ TOTAL: $ Income• Municipal Jobs Funding Request: $ Local Tax: $ CYS: $ DFY: $ United Way: $ JTPA: $ Donations/Fundraising: $ Local Business match: $ Other $ is Other $ TOTAL: $ ti Municipal Jobs Program Application 1996 Tompkins County Youth Bureau Municipality: Contact Person: Day Time Phone: New Program ❑ Existing Program ❑ New last year ❑ Briefly describe the Program: (please include information about the type of jobs or training opportunities this program will provide for participants) • Will this program create new jobs for teens within your community?: Yes❑ No❑ What are the program's objectives for this year? # of youth to be served # of youth to be employed Ages of youth to be served • Please add any additional information that will assist the allocation committee in understanding the importance of this program to your community. Youth Employment Funds Available There remains additional funds available for Youth Employment during 1996. The Tompkins County Youth Board is making Funds available to municipalities for the following purposes: Youth Operated Information and Referral Pro-jects: For the past two year Ulysses has used their municipal jobs funds for a program called "Youth For Hire". A young person is empl to set un an information and referral system for odd jobs. Interested youth fill out applications listing their skills, interests, and experience. Employers ( local residents, seniors etc.) request help with odd jobs such a yard work, housecleaning, or child care. Recruitment of youth and employers, application processing, matching, and follow-up are done by the young person employed through the information and referral project. Last year over 40 youth got matched through the Ulysses Youth for Hire Program. Some adult supervision and access to a phone with an answering machine is necessary. 100% pilot funding up to $1,000 per project and technical assistance are available through the County Youth Bureau, call Janice Johnson @ 274-5310 for more • information. Fall Employment Opportunities: Were some of your summer employment matches great successes? Do the young person and employer want to continue working together? Here's an opportunity to continue your summer successes into the school year. Funding for youth employment for September through December is available, funds are available on a 50% cash match basis. No in-kind matches will be considered. [ For example if a young person will be working 10 hours per week @ 4.50 per hour, funds will be available to pay 2.25 per hour plus associated fringe] Consider asking the employer if they will pay half of the youth salary!!! Both funding opportunities are available through the Tompkins County Youth Bureau. Requests for applications and questions about these programs should be directed to Janice Johnson 274-5310. 4 The deadline to request funds for summer projects is June 17, 1996 4 The deadline to request funds for fall proiects is August 5, 1996 • • Tompkins County YOUTH BUREAU Biggs Building A, 301 Harris B. Dates Drive Ithaca, New York 14850 (607) 274-5310 TO: Supervisor Teresa Robinson Oley Houghtaling, Groton Youth Commission, Chair FROM: Theresa Albert, Administrative Assistant Carol Eichler, Program Management Specialist Janice Johnson, Coordinator of Youth Services DATE: April 19, 1996 RE: 1996 Division for Youth State Aid 1996 County Youth Service Funds 1996 Application 1996 Contract and claims As I am sure you are aware, the State budget has not been approved, making it impossible for us to confirm municipal Division for Youth Funds. However, we are determined to move forward so as to allow municipalities to begin claiming for their 1996 State and County Aid. The Governor's budget indicates a 4% cut for certain Division for Youth Funds, but that does not effect aid to municipalities. The Youth Board has made a commitment to restore State Aid cuts with County rollover funds if this • becomes necessary. However, this may be prohibitive if larger cuts are made prior to the 1996 State budget being approved. At this point use these figures for 1996: State Aid for Recreation: $ 1,155 State Aid for Youth Services: $ 1,022 County Youth Service Funds: $13,855 Total State and County Funds: $16,032 In order to begin claiming for your 1996 funds you must have a signed contractual agreement between the County and your municipality on file. Please review and verify the information we have recorded is accurate, sign the application, then forward to the Tompkins County Youth Bureau, 301 Harris B. Dates Drive, Ithaca, NY 14850. The County contract is signed by both the Town and Village. The contract has been sent to the Village first, after Mayor Toolan signs the contracts, they will forward the contracts on to the Town. Please review and sign all three copies of the contract then forward all copies on to the Tompldns County Youth Bureau. Once we have received your application and the contract is signed by the County we will send you back a copy along with state and/or county claim forms. Remember these funds are generally reimbursed at 50%, but many municipalities have continued to provide local funds equal to or greater than the aid available. Contracts and claims have been simplified to reduce paperwork and allow for prompt payments of claims. Call us if you have any questions. • �4 Rcc_rc(cd paper r • 1996 Application for Youth Service/Recreation Funds Municipality: Town of Groton Please verify that the information recorded below is accurate. Please sign and return with the three copies of the signed County contract as soon as possible. When we receive this information you may begin claiming for your funds. 1. You are eligible to receive $ 1,155 in State Division for Youth Recreation Funds and $ 1, 222 in State Youth Service Funds. As in the past recreation funds may be used for youth service programs, but youth service funds may not be applied to recreation programs. 2. You are eligible to receive $ 13,855 in County Youth Service Funds. 3.�M.You have chosen to exchange your Division for Youth funds for an equivalent number of County Tax dollars. This will allow for only one application, one budget, and one contract, and prompt payment of claims by the County. 4 YouO plan to use/ Od1. o not plan to use all of your funding eligibility. Any unspent balance • should be ❑returned to the county/Otransferred to VI ��aQe (Municipality) 5 Your total youth service and recreation budget, as we understand, allocates county and/or state funds to the following programs. (Please correct any inaccuracies) Program: Amount County/State funds: Estimated # Youth to be Served Recreation $1,155 200 Groton Youth Services $14,877 265 • 1996 page 2 6. You have appointed the following local residents to your Youth Commission: Russ DeMond Olev Houghtaling Kathy Howard Teresa Robinson Lila Pierce Sue Livingston Tina Mapes Glen Morey_ Carmen Munson You currently have 0 vacancies on this group. 7. Your current County Youth Board representative is Steve Gallow ❑this seat is currently vacant. • 8. As part of your contract, you agree to submit a 1996 year-end program report. Your J. Youth Commis s ion/❑Committee/❑Community Council Chair will complete this as part of their work. They will receive a copy of the report form to be used. 9. You must sign and date below to indicate that this information has been verified. Signature, Chief Elected Official Date As always, if you have any questions, please call us at the Tompkins County Youth Bureau for assistance at 274-5310. •