Please direct all program related information and questions to:

Thurman Byrd
401 South Clinton, 4th Floor
Chicago, IL  60607
Phone:  312-793-2755
Fax:  312-793-4666
Email: Thurman.Byrd@illinois.gov

I. Introduction/Definition

Community Youth Services programs are aimed at reducing and preventing juvenile delinquency. They are built on organizing community members into committees to address youth problems in the area. Developing and implementing direct service activities to address the problems identified and advocating on behalf of the communities against issues that prohibits its growth and well being of youth and families.

Services are provided to youth and their families who are identified as part of a target group. The community committees are independent, autonomous units composed of concerned community volunteers endeavoring to change the community environment in which children develop and to improve the lives of all community residents.

II. Policies & Procedures

Statutes/Rules

The Provider of Community Youth Services (hereinafter, referred to as Provider) will provide the following services and agrees to act in accordance with all state and federal statutes and administrative rules applicable to the provision of services pursuant to this Agreement.

State

Community Youth Services, Ill. Admin. Code 89, Social Services, Rule 313 (Community Services).

III. Contract and Amendment Process

Contract Process

The contract between the Department and the Provider is generally referred to as the Agreement and consists of several parts:

  1. Community Service Agreement, containing the standard contract language used for all Department contracts
  2. Exhibit A, containing Scope of Services/Purpose of Grant
  3. Exhibit B, containing Deliverables
  4. Exhibit C, containing Payment Information
  5. Exhibit D, containing Contact Information
  6. Exhibit E, containing Performance Measures
  7. Exhibit F, containing Performance Standards
  8. Exhibit G, containing State Agency Contracts
  9. Attachment E
  10. The Program Manual, attached by reference to the Agreement, contains the program service provisions.

The Department will initiate the contract by having it online for the Provider to obtain and sign.  The Provider will fax signature page to the Department to obtain the Secretary's signature and the Department will return a copy of the executed signature page of the contract to the Provider via pdf email.

Amendment Process

There are two types of amendments to an executed Community Service Agreement.

  1. Letters of increase or decrease

    A letter is sent to the Provider stating the intent to increase or decrease dollars to specific program services existing in the Community Service Agreement. There is no need for the Provider to sign and return this document.

  2. Formal amendments

    A two-party signed agreement to an executed Agreement is a formal amendment. The following process is required for a formal amendment to be processed:

    1. Adding new program services - An amendment to add a new program service must contain a detailed summary of services to be provided under the executed Community Services Agreement and a method of payment.
    2. Extending the service dates of the Community Services Agreement* - An amendment to extend the service dates of the Community Services Agreement must contain the following information:  -Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term of the Agreement; signatures of the Provider and the Secretary of the Department of Human Services

      *NOTE: A Community Services Agreement end date should be June 30, due to mandates in the State Finance Act regarding audit period. Language on pages one through nine in the Community Services Agreement may not be changed.

    3. Extending the service dates of an existing program attachment - An amendment to extend the date of a specific attachment in the existing Community Services Agreement must contain the following information:  -Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term and the specific attachment name and number; signatures of the Provider and the Secretary of the Department of Human Services
    4. Changing language within an existing program attachment - An amendment to change language in an existing program attachment of the Community Services Agreement must contain the following information: -Agreement number as it appears on the Community Services Agreement; Provider name; clause(s) stating the new language; signatures of the Provider and the Secretary of the Department of Human Services

IV. Deliverables/Costs/Payments

  1. Payments to the Provider will be made on a prospective basis, rounded to the nearest $100.00. Federally funded programs will be prospectively issued 1/12th of the funded amount and General Revenue (State) funded programs will be prospectively issued 3/12th (3 months) of the funded amount. Subsequent prospective payments will be issued based on previously submitted documented expenditures. The final prospective payment may be greater or lesser than the previous payments due to rounding.
  2. The Department will compare the amount of the prospective payments made to date with the documented expenditures provided to the Department by the Provider. In the event the documented services provided by the Provider do not justify the level of award being provided to the Provider, future payments may be withheld or reduced until such time as the services documentation provided by the Provider equals the amounts previously provided to the Provider. Failure of the Provider to provide timely documentation may result in a reduction to the total award.
  3. The final payment from the Department under this Agreement shall be made upon the Department's determination that all requirements under this Agreement have been completed, which determination shall not be unreasonably withheld. Such final payment will be subject to adjustment after the completion of a review of the Provider's records as provided in the Agreement.

V. Provider Responsibilities

  1. The provider shall submit an annual program plan in accordance with the Community Youth Services Program requirements provided in the instruction guide and by the deadlines and in formats defined by  the Department.
  2. The Provider will conduct Organizing, Direct Services and Advocacy services addressing delinquency prevention in their designated service area.
  3. The Provider will conduct community organizing activities, in cooperation with individuals and groups indigenous to the community being served, to prevent juvenile delinquency in accordance with Department rules and requirements.
  4. The Provider will work collaboratively with programs and services provided by the Department and its Contractors in the Provider's service area.
  5. The goals of the Community Youth Services program are to:
    1. Recruit community residents to develop and become involved in activities which promote positive youth development in targeted geographic areas;
    2. Identify community needs and concerns;
    3. Develop Community Committees to address these needs and concerns;
    4. Provide support for the Community Committees to develop and improve the political, economic and environmental conditions in the target communities, and;
    5. Educate Community Committees on available resources and to advocate on their behalf.
  6. The Provider will refer to participants seeking additional health (e.g. family planning) or other human services (e.g. substance abuse treatment services, etc.).
  7. The Provider must make available to program staff a computer and internet access. In addition, programs are required to stay current with all new software releases, service packs and updates.
  8. The Provider agrees to send a minimum of one staff representative per program grant to attend mandated regional and/or statewide meetings sponsored by the Department.
  9. The Provider shall submit quarterly program reports in accordance with the Community Youth Services Program requirements provided in the instruction guide by the deadlines and in formats defined by the Department.
  10. A budget and budget narrative must be submitted by the dates established by the Department. The budget identifies how the services will be supported, through identification of specific budget items and funding.
  11. The Provider agrees to maintain program file documentation (e.g. attendance rosters, meeting minutes, etc.) which verifies delivery of services as outlined in the program plan.
  12. Background checks are required for all program staff and volunteers who have one-on-one contact with children and youth. Funded programs are required to have a written protocol on file requiring background checks, as well as evidence of their completion.
  13. The Provider agrees to include in all publications, announcements, reports, flyers, brochures, and all other printed material, the phrase "funding provided in whole or in part by the Illinois Department of Human Services."

VI. Department Responsibilities

The Department will respond to the needs of the Provider as required within the full scope of the Agreement

VII. Support Services

Utilization of Community Resources

It shall be the responsibility of each project director to coordinate the services provided through the project with other sources of care in the community, such as:

  1. Local child welfare agencies
  2. Local mental health agencies
  3. Local schools
  4. Local substance abuse providers
  5. Other social services agencies
  6. Comprhensive Community Based Youth Service providers

VIII. Billing Instructions

Providers shall use the following methodology to document the use of these funds:

  1. The Provider shall provide summary documentation by line item of actual expenditures incurred for the purchase of goods and services necessary for conducting program activities. The Provider shall use generally accepted accounting practices to record expenditures and revenues as outlined in DHS Rule 509, Fiscal Administrative Recordkeeping and Requirements. 
  2. Expenditures shall be recorded in the Provider's records in such a manner as to establish an audit trail for future verification of appropriate use of Agreement funds.
  3. Expenditure documentation shall be submitted, in a format defined by the Division of Family and Community Services. Expenditures must be received by the Provider no later than the 15th day of the month following the month of service.  Any change in this schedule must be submitted in writing to the Department. Final billings must be received by the 15th day of the month following the end of the Agreement period.  
  4. The Provider shall submit expenditure documentation by one of the following means:
    1. Mailing Address
      Tom Evering
      100 S. Grand Ave. - Harris II, 2nd Floor
      Springfield, IL 62762
      Phone:  217-557-2936
    2. Fax
      217-524-2491
    3. Email
      Tom.Evering@illinois.gov

Expenditure Documentation Form Instructions

Expenditure Documentation Form (pdf)

IX. Program Monitoring

The Provider will provide the Department with requested monitoring and evaluation information and understands that the Department will monitor, audit, and evaluate service and records. Reporting will be as required by the Department. Monitoring may include but is not limited to:

  1. On site visits to providers including inspection of program files, fiscal records, and interviews with program staff,  community committee members, other key stakeholders, and area project board members.
  2. Telephone monitoring of service via contacts with providers and a sample of youth and families receiving service.
  3. Periodic audits.
  4. Unannounced visit
  5. The Provider agrees to send a minimum of one staff representative per program grant to attend mandated regional and/or statewide meetings sponsored by the Department.

X. Program Budget

Providers agree to establish and utilize a budget approved by the Provider's Board of Directors.

XI. Appendices/Forms

Not applicable.