TITLE 89: SOCIAL SERVICES
CHAPTER IV: DEPARTMENT OF HUMAN SERVICES
SUBCHAPTER a: GENERAL PROGRAM PROVISIONS
PART 313
COMMUNITY SERVICES
SECTION 313.1 PURPOSE
Section 313.1 Purpose
The Purpose of this Part is to
describe:
a) The responsibilities of the Department of Human Services
(Department) in developing, maintaining, administering and funding a program of
community services.
b) The requirements of boards of Area Projects which seek funding
for developing, managing, providing and coordinating community services
programs.
c) The responsibilities of Community Committees in implementing
and operating the service components of community services programs.
 | TITLE 89: SOCIAL SERVICES
CHAPTER IV: DEPARTMENT OF HUMAN SERVICES
SUBCHAPTER a: GENERAL PROGRAM PROVISIONS
PART 313
COMMUNITY SERVICES
SECTION 313.2 DEFINITIONS
Section 313.2 Definitions
"Advocacy
Services" means para-professional assistance to youth and families in
coping with or resolving personal, family, or social institutional problems.
"Area
Project" means a body whose purpose is to develop, manage, provide and
coordinate a community services program.
"Community
Committee" means an organized group of indigenous community leaders and
concerned citizens whose purpose is to implement and operate a community
services program in a designated catchment area.
"Community
Development/Redevelopment" means activities that strengthen the social,
cultural and environmental conditions in the community and provide support to
residents of a designated geographical area.
"Community
Needs Assessment" is a process undertaken by an Area Project on the local
level to yield insight into community conditions that affect the quality of
life of its residents and place its youth at risk.
"Community
Service Area (CSA)" means the catchment area in which the Community
Committee operates a community services program.
"Community
Services Plan" is a plan, developed by an Area Project, to address
identified needs through community organizing activities, advocacy on behalf of
community residents and, when necessary, direct services.
"Community
Services Program" means a program aimed at changing social, cultural and
environmental conditions which prevent youth and families from maximizing their
potential (i.e., weaken the community) and place youth in a condition which
increases their tendency to become involved in the juvenile justice or child
welfare systems (i.e., place the community's youth at risk).
"Department"
means the Illinois Department of Human Services.
"Direct
Financial Interest" means any type of monetary gain from a
Department-funded program such as that acquired by salaried staff of
Department-funded programs and their immediate relatives or Department staff.
"Division
of Youth and Community Services (DYCS)" means the division of the
Department mandated to plan, develop and coordinate a statewide system of more
comprehensive and integrated community-based youth services systems in
Illinois.
"Indigenous
Leaders" are leaders who live in the area served by the Community
Committee.
"Monitoring"
means the process by which the Department determines whether an expected or
anticipated event does occur, through tracking, compliance and accountability
checks and documentation of whether programs conform with previously defined
program goals and standards.
"Network
Activities" means the coordination of services and sharing of information
among key agencies and individuals in a community.
"Regional
Youth Planning Committee (RYPC)" means a committee within each region
whose members are appointed by the Secretary of the Department of Human
Services and designated to advise the Department in regard to regional youth
service needs and problems, to prepare an annual regional youth services plan,
and to review and comment upon regional youth service grant applications.
"Regional
Youth Service Coordinators" are employees of the Department's Division of
Youth and Community Services assigned to coordinate, develop and provide
technical assistance to the youth services funded by the Department in each
region.
"Service
Brokerage Agreement" means a written, non-financial agreement between two
agencies in which they agree to perform agreed upon tasks in order to achieve a
mutually beneficial goal.
"Youth"
in the context of this Part means a person under 21 years of age who is
eligible as defined in Section 313.7 of this Part for the services delivered in
this Part.
| TITLE 89: SOCIAL SERVICES
CHAPTER IV: DEPARTMENT OF HUMAN SERVICES
SUBCHAPTER a: GENERAL PROGRAM PROVISIONS
PART 313
COMMUNITY SERVICES
SECTION 313.3 ELIGIBILITY AS AN AREA PROJECT
Section 313.3 Eligibility as
an Area Project
a) Any organization, association or local board/service system
can apply to be recognized as an Area Project for a given area, provided that
either:
1) the recognized body is any agency whose preponderance of
resources is directed to community service programs as defined in this rule,
which are different than intervention-oriented youth services.
2) it creates, through an amendment to its by-laws or other
binding agreement, a specific body whose purpose is to develop, manage, provide
and coordinate a community services program.
b) The structure of this body:
1) must include representation from the Community Committee(s) of
the Area Project; and
2) may also include business and industry leaders, educators, and
other concerned citizens.
| TITLE 89: SOCIAL SERVICES
CHAPTER IV: DEPARTMENT OF HUMAN SERVICES
SUBCHAPTER a: GENERAL PROGRAM PROVISIONS
PART 313
COMMUNITY SERVICES
SECTION 313.4 COMMUNITY SERVICE AREAS OF COMMUNITY COMMITTEES
Section 313.4 Community
Service Areas of Community Committees
a) The Community Committee shall define its own geographic area
when applying to the board of the Area Project for recognition. The Community
Committee, as the entity which will provide a Community Services Program in
that area, may request funding from the Area Project.
b) In defining a community service area, the Community Committee
shall consider the following:
1) In urban settings, community areas or
"neighborhoods" where there is a common sense of identity and
concerns, with a sense of shared territory. The neighborhood is usually not
larger than 100 square blocks.
2) In less densely populated areas, the natural groupings are
less often clearly defined and "shared territory" may mean a
neighborhood, small town, or township.
3) Manageability of the geographic size of the size of the
service area. Is the area too large for the committee to develop or should the
committee develop target a section of the area?
4) Cohesiveness of the service area and sense of community among
the residents. The committee needs to assess whether the community is
homogeneous or heterogeneous with respect to social, cultural, ethnic, racial
or economic variables. If the groups comprising the community are diverse,
then the committee will need to adjust its approach to accommodate this
diversity.
5) Population. Is the number of people in the area too large for
the committee to service?
c) The board of the Area Project may negotiate changes in
community service areas with Community Committees.
| TITLE 89: SOCIAL SERVICES
CHAPTER IV: DEPARTMENT OF HUMAN SERVICES
SUBCHAPTER a: GENERAL PROGRAM PROVISIONS
PART 313
COMMUNITY SERVICES
SECTION 313.5 COMPOSITION OF THE BOARD OF AN AREA PROJECT
Section 313.5 Composition of
the Board of an Area Project
a) The board of the Area Project shall conduct meetings at least
every two months.
b) No member of the board of an Area Project may have a direct
financial interest in the affairs of the Area Project or be an immediate
relative (i.e. husband, wife or child) of any person with a direct financial
interest.
c) The board of an Area Project shall have the following
authority and responsibilities:
1) Review and approval of all community services program reports
submitted to the Department.
2) Review, approval and monitoring of expenditures in accordance
with all laws, Department rules and procedures.
3) Maintenance of written records of all meetings.
4) Review, approval and monitoring of all contracts and
subcontracts established.
5) Ensuring that all relevant laws, regulations and procedures
are complied with including all laws, Department rules, procedures and contract
requirements and guidelines.
6) Assuring that community services grants, contracts and budgets
are implemented as approved.
7) Approval and monitoring of all aspects of a community services
program.
d) The board of the Area Project shall have the following
membership composition:
1) At least 9 members.
2) Representation by one or more leaders of established community
institutions such as churches, settlement houses, block clubs, business, labor
and education who are identified as indigenous leaders, along with community
residents, including youth, seen as leaders in the community. Representatives
may not advocate for the specific organization with which they are affiliated.
3) Membership shall include equal representation from all
Community Committee(s) of the Area Project.
4) The board of an Area Project shall elect or designate a fiscal
officer and chairperson.
| TITLE 89: SOCIAL SERVICES
CHAPTER IV: DEPARTMENT OF HUMAN SERVICES
SUBCHAPTER a: GENERAL PROGRAM PROVISIONS
PART 313
COMMUNITY SERVICES
SECTION 313.6 COMMUNITY SERVICES PROGRAM PLAN
Section 313.6 Community
Services Program Plan
a) Area Projects funded by the Department to provide community
services shall, within 180 days of notification of initial funding and 45 days
prior to contract renewal in subsequent years, submit a community services
program plan to the Department and the appropriate Regional Youth Planning
Committee.
b) Each community services program plan shall incorporate the
previously submitted application and also include:
1) Documentation as to how the services will achieve the program
goals and objectives in accordance with the community needs assessment and
available resources.
2) Procedures which describe how the following functions will be
carried out:
A) community organizing
B) advocacy services
C) direct services
3) A plan which details a time-line for implementation of the
procedures stated in subsection (b)(2) above.
4) Staffing patterns and job descriptions.
5) Personnel policies.
6) Procedures for development, award and monitoring of
subcontracts.
7) Fiscal record keeping.
8) Reporting procedures and documentation of programs towards
goals and objectives.
9) A plan for monitoring of working agreements and network
activities.
10) A plan to recruit, screen and train volunteers accompanied by
a method of record keeping for activities performed by volunteers.
11) A financial development and fund raising plan which ensures
that on-going attempts are made to generate resources from potential public and
private sources.
12) An affirmative action plan, if necessitated by state or
federal statutes or regulations.
13) A plan for staff development including staff training plans
sponsored by the Area Project and participation in Department/Division training
workshops.
14) listings of the service brokerage agreements for referral.
15) listings of the criteria for admission/discharge of a youth
from the program.
16) appeal procedures for clients which are clear and
comprehensive.
c) Plans will be rejected which are not clear, comprehensive, and
sufficiently detailed relative to the components in Section 313.6(b)(10)-(15).
Area Projects will be allowed 90 days to revise the plan for reconsideration.
During this 90-day period the Department will not award a grant to another
entity as Area Project for the geographic area in question, which award would
preclude granting a subsequent award to the entity granted the additional time
to revise its plan.
| TITLE 89: SOCIAL SERVICES
CHAPTER IV: DEPARTMENT OF HUMAN SERVICES
SUBCHAPTER a: GENERAL PROGRAM PROVISIONS
PART 313
COMMUNITY SERVICES
SECTION 313.7 TARGET GROUPS TO BE SERVED BY COMMUNITY SERVICES PROGRAMS
Section 313.7 Target Groups
to be Served by Community Services Programs
a) The identification of persons eligible to receive services
under the community services program shall flow from the program plan developed
in the context of the targeted community service area.
b) In identifying target groups, the total youth population in
the community service area shall be given consideration for eligibility.
c) A process for referral of youth not eligible for services
under the community services program shall be developed.
| TITLE 89: SOCIAL SERVICES
CHAPTER IV: DEPARTMENT OF HUMAN SERVICES
SUBCHAPTER a: GENERAL PROGRAM PROVISIONS
PART 313
COMMUNITY SERVICES
SECTION 313.8 SERVICE COMPONENTS OF COMMUNITY SERVICES PROGRAMS
Section 313.8 Service
Components of Community Services Programs
a) In order to be considered for funding, Area Projects must plan
to provide the following services:
1) Community organizing, which shall seek to change conditions
that weaken the community and put its youth at risk, through activities such as
the building of community organizations, community development/ redevelopment,
and efforts directed at improving community environmental, educational,
political and other problem conditions.
2) Advocacy services on behalf of the local population, both
youth and their families, either:
A) directly with employers, parents, schools and other service
providers; or with the key persons of the juvenile justice system (i.e.,
police, courts and the Department/Division), or
B) indirectly through such actions as assisting youth and families
to seek advocacy services in the community.
3) Direct services to the youth themselves when deemed necessary
by the Area Project, should serve as a means of involving community residents.
Direct services shall be:
A) identified and developed by the local residents.
B) provided by the Community Committee(s) or volunteers.
C) delivered on an informal basis as opposed to the traditional
casework modality.
D) directly related to the problem identified in the community
needs assessment and address the specific needs which are identified as part of
the program plan.
E) structured in such a way as to encourage the recruitment and
involvement of both youth and adult community residents as volunteers.
b) The Area Project shall attempt to secure written service
brokerage agreements with local social service agencies and network with these
service providers to make use of the existing services and resources, avoiding
duplication of services and enhancing community involvement.
| TITLE 89: SOCIAL SERVICES
CHAPTER IV: DEPARTMENT OF HUMAN SERVICES
SUBCHAPTER a: GENERAL PROGRAM PROVISIONS
PART 313
COMMUNITY SERVICES
SECTION 313.9 FUNDING OF COMMUNITY SERVICES PROGRAMS
Section 313.9 Funding of
Community Services Programs
a) The Department may make grants for the purpose of planning,
establishing, operating, coordinating and evaluating programs aimed at changing
conditions which weaken the community and put its youth at risk based upon
poverty levels and population of youth in a designated geographical area.
Grants shall be made through negotiated contracts, which are written agreements
mutually agreed upon by the Department and the provider.
b) The payment of funds to the sponsoring bodies under the
community services program shall be in the form of a grant paid in equal
monthly installments.
c) The Department will make monthly payments in advance on or
about the 10th day of the month for which payment is requested. Due to the
requirements of the State of Illinois' appropriation system, no advance payment
will be made for the month of July.
| TITLE 89: SOCIAL SERVICES
CHAPTER IV: DEPARTMENT OF HUMAN SERVICES
SUBCHAPTER a: GENERAL PROGRAM PROVISIONS
PART 313
COMMUNITY SERVICES
SECTION 313.10 APPLICATION REQUIREMENTS FOR FUNDING AS A COMMUNITY SERVICES PROGRAM
Section 313.10 Application
Requirements for Funding as a Community Services Program
Applications from Area Projects
shall include:
a) A plan for a community needs assessment which shall be
conducted annually as the basis for the formulation of the community services
program. This plan should address:
1) A compilation and review of the community service area
demographic data, such as, but not limited to: total population, ethnic/racial
composition, educational levels, dropout and truancy rates, teenage
pregnancies, gang activity and juvenile arrests/station adjustments.
2) Interviews with community residents, leaders, youth and others
who can identify the unique needs, available resources and current problems.
As part of this assessment, the problems present in the community shall be
ranked by the residents in terms of their own perception of seriousness.
3) Identification of indigenous leaders who have strong abilities
to reflect the needs of their community, identify and understand those needs
firsthand and carry influence with their peers and neighbors.
b) A definition of the target group(s) to be served, as dictated
by the nature of the community service area itself and the identification and
ranking of present problems by the residents.
c) Goals which address the local youth population "at
risk", and which are designed to:
1) Develop strategies for community organizing;
2) Change conditions which weaken the community;
3) Advocate on the behalf of the local population, both youth and
their families;
4) Utilize the input and involvement of both youth and adult
community residents as volunteers;
5) Coordinate existing services to youth to avoid duplication;
6) Provide direct services to youth as a vehicle for member
involvement;
7) Reduce the "at risk" youth population in the
community.
d) A description of the strategy of the Area Project to provide
the service components described in Section 313.8.
e) A budget which details direct costs, indirect costs, units of
service to be provided if known, and administrative costs. The budget shall
demonstrate that the highest quality and quantity of services possible are
being provided for the most reasonable costs possible.
f) A plan for evaluation by the Area Project of its effectiveness
and efficiency in achieving its goals.
g) A plan for the programmatic and financial stability of the
organization through in-kind or cash contributions.
h) A statement that all State funds will be used to supplement
rather than supplant other local funds available for these services. This
Section should demonstrate that maximum use is made of existing resources.
i) Proposed membership and by-laws of the Area Project.
j) Demonstration of compliance with Part 313.
k) Detailed identification of the community service area(s) which
the applicant proposes to serve.
l) A Table of Organization and a flow chart diagramming the
community services system.
m) Cooperative agreements with Department Regions and local field
offices.
n) A letter of endorsement/acknowledgement or verification of
attempts to secure such a letter from the recognized local board/local service
system responsible for the comprehensive community-based youth services
planning area(s) which encompasses the Area Project's community service
area(s).
o) A statement of compliance with the data collection process
developed by DYCS as stated in Section 313.11(a).
| TITLE 89: SOCIAL SERVICES
CHAPTER IV: DEPARTMENT OF HUMAN SERVICES
SUBCHAPTER a: GENERAL PROGRAM PROVISIONS
PART 313
COMMUNITY SERVICES
SECTION 313.11 REVIEW AND MONITORING OF COMMUNITY SERVICES PROGRAM PLANS
Section 313.11 Review and
Monitoring of Community Services Program Plans
a) The Department shall establish a data repository which will
organize the minimum data by county to assist Area Projects in profiling the
problems that put youth at risk in their community service areas.
b) The Department shall analyze available data for trends and
correlations in order to prepare a statewide youth profile which shall become
part of the statewide annual plan for youth services.
c) The Department shall review all community services program
plans to assure compliance with all requirements and the potential for
achievement of all goals.
d) The final decision on the approval of all plans and the award
of all contracts shall be made by the Department's Secretary or designee.
e) All contracts will be reviewed at least annually.
f) The Department shall perform on-site monitoring with each
designated Area Project at least semi-annually. Monitoring will be done by a
monitoring team of Department staff and community services provider staff from
other regions whose responsibilities will be to:
1) View progress toward objectives or compliance with this Part.
2) Discuss problems encountered and steps taken to remedy them.
3) Develop corrective action plans to ensure attainment of
objectives and compliance with requirements.
4) View a sample of account records, time sheets and contract
files.
g) Appropriate documentation of services will be provided by the
Area Project as needed for auditing and monitoring purposes. Programs will be
required to comply with 89 Ill. Adm. Code 434 (Audits, Reviews, and
Investigations).
| TITLE 89: SOCIAL SERVICES
CHAPTER IV: DEPARTMENT OF HUMAN SERVICES
SUBCHAPTER a: GENERAL PROGRAM PROVISIONS
PART 313
COMMUNITY SERVICES
SECTION 313.12 CONTRACT RENEWAL
Section 313.12 Contract
Renewal
a) Subsequent contracts may be negotiated and renewed, based on
available funds, without recourse to a Request for Proposal. The Department
will review such contracts in order to determine that the provider is complying
with the provisions of the current contract and providing effective services
which meet the goals of the contract. The Department will review the program
plan of the proposed contract for compatibility with Department goals and
objectives as stated in 89 Ill. Adm. Code 310, Delivery of Youth Services
Funded by the Department of Human Services.
b) In all cases, the Secretary or designee shall make the final
decision in the renewal of community services contracts. In the event of
reduced or insufficient funding, existing grants will receive proportionate
reductions. The funding of new programs will be based on the availabilty of
new, additional funding.
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