Policies and procedures are designed to influence and determine all major decisions and actions, and all activities take place within the boundaries set by them. Procedures are the specific methods employed to express policies in action in day-to-day operations of the organization. Every business should have a document that clearly states how things should be done. An effective policy and procedure manual is an essential management tool. As a piece of required reading for all employees, it states business goals and policies and communicates appropriate standards of action and behavior for all employees. This manual must include your company best practices, your core business process descriptions, and the specific methods and standards for how work is performed. History of the Office on Youth In 1989, the City of Hopewell, Virginia passed Chapter 38-Youth Services as law, which established the Youth Services Commission and its Office on Youth under the Virginia Delinquency Prevention and Youth Development Act of 1979. The Youth Services law mandated a citywide Office on Youth to implement the strategies to accomplish the goals and objectives as established and authorized by the newly formed Youth Services Commission. The Virginia General Assembly passed the Virginia Juvenile Community Crime Control Act (VJCCCA) in 1995, to establish community-based programing to deter during that time the Commonwealth of Virginia funded all VJCCCA Offices on Youth. Due to budget constraints, the state was no longer able to entirely fund all statewide offices and the Citys Office on Youth was closed around 1996. In 2014, the Hopewell City Council reinvested in the citys youth and supported legislation to re-establish the Office on Youth and appoint members of the community to serve on the Youth Services Commission to oversee the Office on Youth. In 2016, the Office on Youth opened its doors nearly 20 years after its closing. The vision of the Office on Youth is transforming a community where youth thrive, one young person at a time. The Law City of Hopewell, Virginia Office on Youth Hopewell City Code Chapter 38 Youth Services Membership & Appointment – Code Sec. 38-16(a) There shall be a youth services commission established, such commission to consist of fifteen (15) members appointed by city council. Each member shall be a resident of, or employed in, the city or shall be responsible for the provision of services to the youth of Hopewell. Duties and Responsibilities – Code Sec. 38-17 It shall be the continuing duty of the youth services commission to: 1. Assist community agencies and organizations in establishing and modifying programs and services to youth on the basis of an objective assessment of community needs and resources. 2. Evaluate and monitor community programs and services to determine their impact on youth. 3. Attempt to resolve agency policies and procedures that make it difficult for youths and their families to receive services. 4. Advise the city manager on a continuing basis. 5. Make a formal written report to city council at least annually concerning the activities, plans, and recommendations of the commission. 6. Provide a public forum, where concerns about youth can be expressed. 7. Encourage involvement of the community in the solution of problems concerning youth. 8. Encourage any additions, deletions, or changes in laws, policies, and procedures that will improve community conditions for youth development. Office on Youth Code Sec. 38-18 There shall be established an office on youth to implement the strategies to accomplish the goals and objectives as established and authorized by the youth services commission. ***Assignment/Tasks 1st Task Subject Matter: Program Assessment Purpose – The Youth Services Commission shall assist community agencies and organizations in establishing and modifying programs and services to youth on the basis of an objective assessment of community needs and resources. Assessments – The Youth Services Commission will conduct an annual city-wide assessment of community needs and resources. The assessment will be comprised of multiple questionnaires and/or community conversations from youth, young adults, parents, elected officials, resource providers and community stakeholders. ***Develop Policies and Procedures The Office on Youth is tasked with conducting highly effective program reviews for the Youth Services Commission. Develop comprehensive and effective policies and procedures to provide guidelines for how program reviews are to be conducted how they review should be submitted to the Youth Services Commission review by the Office on Youth. Use Required References listed at the end of the document. 2nd Task – Subject Matter: Impact on Youth Review Purpose – The Youth Services Commission shall evaluate and monitor community programs and services to determine their impact on youth. Review – The Office on Youth will provide support and services to evaluate and monitor community programs. The office review must be submitted to the Youth Services Commission for official action. The Commission shall submit an annual report to City Council that provides an overview of programs evaluation, progression through the year and the Youth Services Commission monitoring practices. ***Develop Policies and Procedures Develop comprehensive and effective policies and procedures to provide guidelines for all program evaluations and the system to be used by the Youth Services Commission to conduct monitoring for the Office on Youth. Use Required References listed at the end of the document. McNamara, C. (2006). Field guide to nonprofit program design, marketing and evaluation. Minneapolis, MN: Authenticity Consulting. https://managementhelp.org/evaluation/program-evaluation-guide.htm Yuen, F. K., Terao, K. L., & Schmidt, A. M. (2009). Effective grant writing and program evaluation for human service professionals. Hoboken, NJ: Wiley. Required Internet References: Policy Development Handbook https://www.ipa.government.bg/sites/default/files/narchnik_za_razrabotvane_na_politiki.pdf Policy Development Guidelines https://www.emrc.org.au/Profiles/emrc/Assets/ClientData/Documents/Page_Content/Environmental_Services/NRM-Policy-Development_Guidelines.pdf Community caf https://thecommunitycafe.org/tools-resources/resources/
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