cyssprogram.comcyssprogram.com/_docs/best-practices/Program Forms/… · Web viewChapter 1 – Introduction. Vision statement. Mission Statement. Specific Goals. Chapter 2 – State

Kansas National Guard-Family Programs

Kansas National Guard Child and Youth Program Guidelines

Draft, 7 October 2009

1. Chapter 1 – Introduction1.1. Vision statement1.2. Mission Statement1.3. Specific Goals

2. Chapter 2 – State Youth Coordinator Expectations2.1. Purpose 2.2. References

3. Chapter 3 -- Position Description 3.1. Purpose 3.2. References

4. Chapter 4 -- Budget 4.1. Purpose 4.2. Key Components4.3. Quality Standards & Staffing 4.4. Budget Requests4.5. References

5. Chapter 5 -- Volunteer Outreach 5.1. Purpose 5.2. References

6. Chapter 6 -- Transportation 6.1. Purpose 6.2. References

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Table of Contents




Appendix A

Awards and Recognition

Appendix B

Childcare

Appendix C

CYS Initiatives, Resources, Partnerships

Appendix D

Faith Based Relationships

Appendix E

Marketing & Publications

Appendix F

Recruiting & Retention

Appendix G

Service-Learning

Appendix H

Technology Based Solutions

Appendix I

Training SOP

Appendix J

Youth Camp SOP

Appendix K

Draft Regulation

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Appendix L

State Youth Coordinator Position Description

Volunteer Agreement Form

Appendix M

State Sponsored Background Checks POC

o DoD 1402.5, “Criminal History Background Checks on Individuals In Child Care Services”, January 19,1993

Supervisory Youth Readiness Specialist Performance-Based Statement of Work

State Youth Coordinator Position Description

Appendix N

National Guard Family Program Funding Guidance FY10

Appendix O

Glossary

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MEMORANDUM FOR RECORD

SUBJECT: Kansas National Guard

Child and youth Program Standard Operating Procedures (SOP)

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Chapter 1

1 Vision Statement, Mission Statement, and Specific Goals

1.1 Vision Statement - It is the Kansas National Guard’s objective to support the social, emotional, and academic needs of National Guard children and youth. To enhance quality of life for National Guard members, their families, and the communities in which they live through a robust network of trained volunteers allied with active and reserve components, government agencies, employers, veteran & volunteer service organizations, and private businesses.

1.2 Mission Statement - To establish and facilitate ongoing communication, involvement, support, and recognition between National Guard families and the National Guard in a partnership that promotes the best in both. Our mission is to foster great leaders of the future. Through the youth program we will strive to build resiliency and high self-esteem. The Kansas National Guard Child and Youth Program is here to provide the National Guard youth with the opportunity for personal growth through education, training, and volunteer opportunities.

1.3 Specific Goals - In meeting this objective, the following goals of the program apply:

1.3.1 To provide awards and recognition through local and state programs that recognizes outstanding youth. (see appendix A)

1.3.2 Resource quality childcare that is affordable, accessible, and accredited to families of National Guard service members. (see appendix B)

1.3.3 Promote Army CYS initiatives to National Guard families, children and youth. Initiate new partnerships in the support of National Guard children and youth and facilitate access to all available resources for the children and youth of National Guard service members (see appendix C)

1.3.4 Foster faith-based relationships in support of National Guard children and youth. (see appendix D)

1.3.5 Utilize marketing methods to support National Guard child and youth programming. Research, create and implement pertinent educational materials and resources that will aid stakeholders in their understanding and support of child and youth issues. (see appendix E)

1.3.6 Utilize child and youth programs as an effective tool for recruiting and retention. (see appendix F)

1.3.7 Use service-learning to support the social, emotional, and academic needs of National Guard children and youth. (see appendix G)

1.3.8 To promote technology-based solutions and maximize child and youth initiatives through technological innovation. (See appendix H)

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1.3.9 Maximize training opportunities and enhance current training initiatives for National Guard children and youth and their advocates. (see appendix I)

1.3.10 Provide standards, curriculum, and assessment for state youth camps. (see appendix J)

1.3.11 Develop curriculum for all pertinent stakeholders that meets the unique needs of National Guard children and youth.

1.3.12 Use research findings to support and develop National Guard children and youth programs.

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Chapter 2 -- State Youth Coordinator Expectations

2.1 Purpose

Kansas State Youth Coordinator will implement the goals in the following manner.

Participate in professional development opportunities.

o Mid-Year Training (Winter)

o National Youth Symposium (Summer)

Communicate effectively with the State Family Program Director and Wing Coordinators in each state and territory.

Initiate new and strengthen existing partnerships in the support of National Guard children and youth.

o 4-H Military Liaisons

o National Association for Child Care Resource and Referral Agencies (NACCRRA)

o National Military Family Association (NMFA)

o Military Child Education Coalition (MCEC)

o Drug Demand Reduction (DDR)

Identify, locate and make contact with all National Guard children and youth in the state or territory.

Maximize training opportunities and enhance current training initiatives for National Guard children and youth and their advocates to include:

o Deployment Briefings

o Reunion Briefings

o Child and Youth Training (ages 9-12)

o Leadership Training (ages 13-17)

o Selection of Youth Symposium attendees

o Development of State Youth Symposiums

o Promotion of candidates for the Guard Teen Panel

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o Summer Camps

Reinforce, encourage, and promote the involvement of the Air Guard as well as other service branches.

2.2 References

Required and related publications are listed in Appendix K.

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Chapter 3 -- Position Description

3.1 Purpose

The purpose of this position is to serve as a team supervisor and advisor on Youth Deployment issues, responsible for the development, planning, implementing, and administering of the Kansas National Guard Child and Youth Program concerning family and quality of life issues while a family member is in any phase of the deployment cycle. The primary goal is to keep the families of deployed members connected and to facilitate a smooth readjustment during the reunion phase. The work directly affects the social and cultural wellness of military members and their families, and contributes to the improvement and effectiveness of the family before, during and after the deployment of the military family member.

3.2 References

Required and related publications are listed in Appendix L.

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Chapter 4-- Budget

4.1 Purpose - The purpose of funding for all NGB-FP sponsored programming is to promote self-reliance and satisfaction with military life through prevention, education and training. Funding specific to youth programming (NGB-FP-QYDP) is provided to fund personnel at required levels to operate National Guard Child and Youth Programs, partnership agreements (OMK, DDR, R & R, etc.). Programs include youth development training for the purpose of building resiliency in preparation for the phases of deployment.

4.2 Key components include:

Youth camps/Training, 4-H Clubs, BGCA

Teen Leadership Camps, 4-H Clubs, Service Learning

Youth Councils

Armory Sponsored Programs

Academic Support

Technical Support (VTCs, internet, computer equipment, etc.)

Instructional Programs:

o Deployment/Reunion Briefings

o State Youth Symposiums

GTP Members

State Youth Council Meetings

National Youth Symposium

Prevention Initiatives

Extracurricular activities (teams, lessons, tutoring, etc.)

4.3 Quality Standards and Staffing

Staffing Standards: Each state/territory is authorized to hire a State/Territory Youth Coordinator (See Appendix M-Knowledge Required by the Position)

Standards: State/Territory Coordinators will be provided at least two (2) training opportunities per year:

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National Youth Symposium

Mid-Year Training

4.4 Budget Requests

All budget requests will be reviewed by the SFPD prior to submission to NGB-J1-FP Resource Manager due NLT 15 July of each calendar year. They must follow the State/Territory Youth Program Budget Template to include funding needed for events, travel, and support items.

4.5 References

Required and related publications are listed in Appendix M.

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Chapter 5 -- Volunteer Outreach

5.1 Purpose – Volunteer outreach is necessary to have enough staffing at youth trainings. It also keeps our family members involved and giving back to help others. It also helps with retention and recruiting of National Guard members and families. The following are steps that must be taken to become a volunteer:

a. Individuals interested in becoming a volunteer for the NGCYP must sign a volunteer agreement form available from the State Family Program Director.

b. Upon receipt of the agreement, a staff member can then contact them for an interview to discuss their volunteer interests and potential assignments.

c. All volunteers must provide a current FBI criminal history check prior to working with children and youth.

5.2 References

Required and related publications are listed in Appendix N.

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Chapter 6 -- Transportation

6.1 Purpose

From time to time it will be necessary to transport children and youth to accomplish child and youth programming.

a. Contractors must consult the Statement of Work for guidance related to transporting children and youth in privately owned vehicles. (See appendix M)

b. The use of GSA vehicles may be authorized for transporting children and youth. Check with your local Joint Force Headquarters GSA Fleet Manager to determine availability.

6.2 References

For more information relating to transporting children and youth, please refer to AR 600-55 which is available at: http://www.usapa.army.mil/pdffiles/r600_55.pdf.

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APPENDIX A –

PROGRAM POINTS

National Awards Programs;

Check out these other national recognition programs for youth and adults working with youth that your program may be eligible to apply for.

http://www.ysa.org/awards/award_grant.cfm

Grants and awards support and motivate youth, teachers, service-learning coordinators, and youth-serving organizations to plan and implement projects for National Youth Service Day and on-going service throughout the year. Youth Service America thanks our sponsors who support and underwrite the following grants and awards to increase the quality and quantity of service and service-learning.

http://www.pointsoflight.org/awards/dpol/

The Daily Point of Light Award honors individuals and volunteer groups that have made a commitment to connect Americans through service to help meet critical needs in their communities. It focuses on the goals for children and youth set by the President's Summit for America's Future. Each weekday, one volunteer or volunteer effort in the country receives a Daily Point of Light Award.

http://www.youthlink.org/us/awards.php

Youth in Action is dedicated to recognizing the many contributions young people are making in their communities and to our country every day. As a small example, youth volunteer the equivalent of over $30 billion of their time each year as a way to give back. Have you made a difference or do you know someone who has?

http://www.caringinstitute.org/html/ar/ar.html

Through the National Caring Awards the Caring Institute seeks to identify, honor, and reinforce the activities of particularly caring Americans; those who ennoble the human race by transcending self in service to others. Each year the Caring Institute recognizes 10 adults, and 5 young adults through the National Caring Awards

http://www.congressionalaward.org/congress/

Bronze award has a minimum age of 14 and requires 210 hours of service over at least 7 months. Silver award has a minimum age of 16 and requires 420 hours over at least one year. The Gold is awarded to 18- 23 year olds and requires 840 hours over at least 2 years.

http://www.presidentialserviceawards.org/tg/PSSA/

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President’s Student Service Awards: Youth must be between kindergarten and college age and have performed at least 100 hours of service per year for the Gold Award. Silver Award goes to K-8 for 50 hours per year.

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APPENDIX B

MILITARY CHILD CARE IN YOUR NEIGHBORHOOD http://www.naccrra.org/MilitaryPrograms/mcciyn.php

Our Goal for You← We support military families with the cost of high-quality child care outside military installations

Am I eligible?← Active Duty (Army, Marines Corps, Navy, and Air Force) military families are eligible ← Active Duty National Guard (AGR) serving under Title 10 or Title 32, United States Code (U.S.C.) military families

are eligible How will it help me?

← Help locating high-quality child care options in local communities ← Subsidize the cost of high-quality child care while a non-military spouse is working or attending school ← Provide a subsidy for 60 days while a non-military spouse is looking for work

The following are programs that DoD considers high-quality:1. National Association for the Education of Young Children (NAEYC) or National Accreditation Commission (NAC),

or National Early Childhood Program Accreditation (NECPA) accredited child care centers 2. Council on Accreditation (COA) accredited school-age programs 3. National Association of Family Child Care (NAFCC) accredited family child care homes 4. Child Development Associate (CDA) credentialed FCC provider or Early Childhood Education or Child

Development degreed FCC provider Eligible families call 1-800-424-2246 to apply or request an application or visit www.naccrra.org/MilitaryPrograms to apply online.

This program is a result of a partnership between the Department of Defense, the National Association of Resource and Referral Agencies (NACCRRA.org) and local CCR&R’s (Child Care Resource and Referral Agencies).

Care must be provided at nationally accredited child care centers. Contact www.ChildCareAware.org to locate nationally accredited (not state licensed) care

OPERATION: CHILD CARE http://www.naccrra.org/MilitaryPrograms/operation-military-child-care.php

For families of service members participating in Operation Enduring Freedom and Operation Iraqi Freedom

Ages: 4 weeks to 11 years old

Our Goal for You← We'll provide child care fee assistance for National Guard and Reserve who are activated or deployed and whose

children are enrolled in non-DoD licensed child care programs ← We'll also provide child care fee assistance for deployed, Active-Duty Military (Army, Marine Corps, Navy, and

Air Force) whose children are enrolled in non-DoD-licensed child care programs Am I eligible?

← Families/legal guardians of the children of National Guard & Reserve Service Members who are currently activated/deployed are eligible

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← Families/legal guardians of the children of deployed Active Duty Soldiers, Marines, Sailors, and Airmen who are unable to access child care on military installations are eligible

How will it help me? ← Help locating licensed child care options in your community ← Reduced child care fees, through a subsidy ← Eligible to participate during the period of the Service Member's deployment period and for 60 days after the

return of the Service Member ← Provide a subsidy for 60 days while a non-military spouse is looking for work

Providers wanted to help military families. Resource and Referral agencies and the National Association of Child Care Resource and Referral Agencies (NACCRRA) have teamed up to administer the free services. Care has been provided at homes, child care centers, armories or other meeting halls. Parents must make informed choices when selecting care for their children. This volunteer service is available across the country, depending on the location of participating providers. Providers can join the program at any time.

HOW YOU CAN MAKE A DIFFERENCE

.. Educate families of deployed soldiers with children up to approximately 11 years of age (before and after school child care).

.. Develop relationships with local child care referral agencies. (find them by zip code at www.ChildCareAware.org)

.. Educate FAC centers and FRG leaders about the possibilities. Although the program asked providers for a commitment of a minimum of 4 hours during R&R, many of the providers would be willing to help out military families in any way. Be creative and involve the referral agencies or providers in the process. They have some great ideas, facilities, staff and equipment. Think respite care days, or holiday shopping child care offerings, or pre-reunion relaxation time…..

.. Help recruit local child care providers to the program. Connect them with the participating resource and referral agencies at www.ChildCareAware.org. Red Cross and 4-H certified babysitters are eligible. .

.. Encourage families to use the Child Care Resource and Referral Agencies to help them find quality child care.

.. Write thank you notes to volunteering providers. Find out what else they are willing to do for your families.

Honored Guest Linda K. was recently honored on Capitol Hill for her participation in Operation: Child Care. Did she volunteer 4 hours for a soldier home on R&R? NO! She and her staff have provided numerous hours of free care for families during pre-deployment and reunion briefings and FRG meetings for her community. Find out if your community has volunteers just like her! Did you know? Over 6000 providers are ready and eager to support military families through this program including Bright Horizons, La Petite Academy and KinderCare Learning Centers.

Check out who the participating providers are in YOUR community. WWW.ChildCareAware.org

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http://www.naccrra.org/MilitaryPrograms/%20http:/www.naccrra.org/MilitaryPrograms/enhanced-child-care-referral-service.php




APPENDIX C

BOYS AND GIRLS CLUBYMCA Families may not have needed the adult supervision and extracurricular activities prior to deployment, and may not be aware of the programs available in their neighborhoods. Participate in local Boys and Girls Club programs and opportunities. The mission of Boys and Girls Clubs of America is to inspire and enable all young people, especially those from disadvantaged circumstances, to realize their full potential as productive, responsible and caring citizens.

A Boys & Girls Club provides • a safe place to learn and grow • Ongoing relationships with caring, adult professionals • Life-enhancing programs and character development experiences • Hope and opportunity

Boys and Girls Clubs are already open to all children for a nominal fee and may immediately provide opportunities for military children. Funding to cover military children is being explored, and Youth Coordinators are currently being encouraged to contact clubs at the regional office level to discuss the needs of military children in their communities.

Children and parents may choose to participate in Boys and Girls Clubs in their communities. To find a Boys and Girls Club near you call 800-854- CLUB or visit www.bgca.org/military

Boys and Girls Clubs have existing after school, weekend and summer programs in many communities where military children live.

Boys and Girls Clubs are typically located in areas of need for disadvantaged children such as inner city and rural America. Clubs exist in all 50 states, Puerto Rico and the Virgin Islands. Find local clubs in your area at http://www.bgca.org/military.

Did you know? The Boys and Girls Clubs of America has partnered with Army Child and Youth Services and the USDA 4-H in a program called Operation: Military Kids to support “suddenly military” children of the National Guard and Reserve. Many states have recruited Boys and Girls Club staff to serve on their Operation Military Kids state team.

AMVETS In AMVETS, we firmly believe that service to country is not just a military duty—it is a lifelong commitment. As we celebrate our 60th anniversary, we do so in the realization that this commitment over the years has guided our efforts to make a positive difference in the lives of our fellow citizens. We pride ourselves especially on helping veterans to help themselves, by providing sound, professional advice on entitlements and pursuing issues important to them on Capitol Hill. AMVETS members also work on behalf of their communities, contributing time and energy to a host of worthwhile programs.

Internet Page: www.amvets.org

Demand Drug Reduction DDR, the National Guard Drug Demand Reduction Program, (DDRP) is a community-based, anti-drug program. This nationwide, state-administered program targets at-risk youth with educational outreach activities to help reduce the

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demand for illegal drugs. In 1998, 60,000 Guard members, their families and retirees reached an estimated 8 million youth with anti-drug messages. Several states have adopt-a-school programs that provide a mentorship link between Guard units and youth. The current $14-million effort has a presence in all 50 states and four territories, however programs in individual states vary. The Drug Demand Reduction Program is part of the National Guard's multi-front effort to halt the spread of drug use.

YMCA Together, the nation's more than 2,500 YMCAs are the largest not-for-profit community service organizations in America, working to meet the health and social service needs of 18.9 million men, women and children in 10,000 communities in the United States. Y’s are for people of all faiths, races, abilities, ages and incomes. No one is turned way for inability to pay. YMCAs' strength is in the people they bring together. Because all communities have different needs, all YMCAs are different. A YMCA in your community may offer child care or teen leadership clubs. A Y in the next town may have swimming lessons or drawing classes. Every Y makes its own decisions on what programs to offer and how to operate.

Internet Page: www.ymca.net

AMERICAN LEGION The American Legion was chartered by Congress in 1919 as a patriotic, mutual-help, war-time veteran’s organization. It is a community-service organization which now numbers nearly 3 million members -- men and women -- in nearly 15,000 American Legion Posts worldwide. These Posts are organized into 55 Departments -- one each for the 50 states, the District of Columbia, Puerto Rico, France, Mexico, and the Philippines. The American Legion's national headquarters is in Indianapolis, Indiana, with additional offices in Washington, DC. In addition to thousands of volunteers serving in leadership and program implementation capacities in local communities to the Legion's standing national commissions and committees, the national organization has a regular full-time staff of about 300 employees

OUR MILITARY KIDS

Our Military Kids provides tangible support to children of deployed National Guard and Reserve personnel as well as to children of severely injured service members through grants for enrichment activities and tutoring. Such activities help these children cope with the stress of having a parent in a war zone or recovering from injury at home. Our Military Kids grants are made to honor the sacrifices that military families make and to ensure that their children have access to sports, fine arts, or academic tutoring programs.

Along with the sacrifice of having a parent away in service for months at a time, many Guard and Reserve families are so financially stretched they cannot afford the fees for sports, fine arts, or tutoring programs so crucial to their children’s sense of well-being. Children of severely injured service members face similar financial difficulties along with the challenges of learning to adapt to the physical, mental, and emotional changes in a loved one.

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http://www.ourmilitarykids.org/how-we-help-families/program-overview.php

http://www.ourmilitarykids.org/how-we-help-families/program-overview.php




Contact Information Our Military Kids, Inc. wishes to provide you with the information you need quickly and efficiently. You may contact us by email at [email protected]

Mailing address: Our Military Kids, Inc. 6861 Elm Street, Suite 3-F McLean, VA 22101 Monday – Friday, 9:00 a.m. – 5:30 p.m. EST Telephone: (703) 734-6654 Toll-Free: (866) 691-6654 Fax: (703) 734-6503 www.ourmilitarykids.org

National Military Family Association

When you hear “Operation Purple camp” you should think: Kids Serve Too! The National Military Family Association’s Operation Purple camp is a time for having fun, making friends, and reminding military kids that they are the Nation’s youngest heroes.

As an organization dedicated to serving military families, the National Military Family Association recognized the need for more resources to support military children. In 2004, the Operation Purple program was created as a way to help military children struggling with the stresses of war.

These free, week-long, overnight camps are open to all military children ages 7-17. The program aims to help military kids experience carefree fun while also learning coping skills to deal with deployment-related stress and fostering relationships with other children who know what they are going through. Operation Purple camp allows kids to gain confidence by learning to be stewards of the community and of the environment.

Since Operation Purple camp’s implementation, the National Military Family Association has sent more than 20,000 military kids to camp for free. In 2009, Operation Purple will host nearly 90 weeks of camp held in 62 locations in 37 states and territories. Camps are free to all participants’ thanks to support from the Sierra Club and The Sierra Club Foundation.

The Operation Purple program currently includes traditional summer camps, teen camps, teen leadership camps, family retreats, and camps for families of the wounded and day clinics in overseas locations.

Please direct questions regarding Operation Purple camp to [email protected].

National Military Family Association, Inc.2500 North Van Dorn St., Suite 102, Alexandria, VA 22302-1601p: 703.931.6632 | f: 703.931.4600

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mailto:[email protected]

http://www.ourmilitarykids.org/





MILITARY ONE SOURCE

Military One Source is the primary, single source of quick access to help and support for mobilized military personnel and their children. National Guard and Reserve families can call to request assistance on parenting and child care information, (discipline, communication, developmental ages and stages, family relationships, adoption assistance, children’s behavioral issues or mental health, or activities to stay in touch with their service member, material to help prepare for deployment etc.

In addition, a pre-paid family assistance counseling service is available for all members of the Armed Forces through Military One Source. Counseling support is available to assist families in coping with a broad array of issues, to include deployment stress, financial planning, and communication issues with children, family reunions and reintegration.

* Parenting and Child Care Info * Emotional Well Being * Education Services * Financial Planning and Counseling

* Legal Information and Referrals * Relocation Information * Crisis Intervention * Victim’s Advocacy (spouse abuse)

4-H National 4-H Council is the national, private sector non-profit partner of 4-H and the Cooperative Extension System. National 4-H Council manages the National 4-H Conference Center, a full-service conference facility in Chevy Chase, Maryland, and the National 4-H Supply Service, the authorized agent for items bearing the 4-H name and emblem. National 4-H Council partners with 4-H at all levels—national, state and local—providing training and support, curriculum development, fostering innovative programming, and facilitating meetings and connections within the 4-H partnership. Council is governed by its own Board of Trustees, made up of youth, representatives from 4-H/Extension/land-grant universities, corporate executives and other private citizens from a wide array of backgrounds.

National 4-H Council is located at 7100 Connecticut Avenue Chevy Chase, MD 20815.

Internet Page: www.fourhcouncil.edu

STATE 4-H MILITARY LIAISONS

STATE NAME PHONE E-MAILAlabama Charlene Hines (334) 844-2294 [email protected] Alaska Candi Dierenfield (907) 377-4130 [email protected] Samoa Daniel Aga [email protected] Arizona Kirk Astroth (520) 621-3390 [email protected] Maureen Rose (501) 671-2066 [email protected] Chanda Gonzales (951) 323-7421 [email protected] Shauna Woods (970) 491-1807 [email protected] Laura Marek

Mary Welch(860) 626-6240(860) 345-5214

[email protected]@uconn.edu

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Delaware Rhonda Martell (302) 730-4000 [email protected] District of Columbia Rebecca Bankhead (202) 274-7081 [email protected] Florida Joy Jordan (352) 846-1000 [email protected] Mandy Marable (706) 542-4444 [email protected] Theodore Iyechad (671) 735-2040 [email protected] Claire Nakatsuka (808) 956-7196 [email protected] Sue Philley (208) 454-6556 [email protected] Pat McGlaughlin (217) 333-0910 [email protected] Steve McKinley (765) 494-8435 [email protected] Iowa Chris Gleason (515) 294-1557 [email protected] Diane Mack (785) 532-2278 [email protected] Deanna Reed (859) 257-5961 [email protected] Louisiana Tanya Walker (225) 578-2196 [email protected] Karen Hatch Gagne (207) 622-7546 [email protected] Maryland Kendra Wells (301) 314-7317 [email protected] Massachusetts Gretchen May (413) 577-0332 [email protected] Sheila Smith (517) 432-7612 [email protected] Kia Harries (507) 372-3908 [email protected] Martha Jackson Banks (601) 857-2284 [email protected] Missouri Mary Jo Williams (573) 882-3226 [email protected] Carol Benesh (406) 994-3423 [email protected] Mark Simmons (402) 444-7804 [email protected] Eric Killian (702) 257-5542 [email protected] Hampshire Charlotte Cross (603) 862-2495 [email protected] Jersey Gloria Kraft (609) 265-5052 [email protected] Mexico Linda Schultz (575) 646-1156 [email protected] York Stephanie Graf (315) 788-8450 [email protected] Carolina Harriett Edwards (919) 515-9548 [email protected] North Dakota Bradley Cogdill (701) 231-7253 [email protected] Theresa Ferrari (614) 570-8681 [email protected] Jeff Sallee (405) 744-8885 [email protected] Joan Engeldinger (503) 260-4053 [email protected] Christy Bartley (814) 863-3828 [email protected] Rhode Island Kristina Stone Horan (401) 874-2959 [email protected] Carolina Barbara Brown (803) 773-5561 [email protected] Dakota Kathryn Reeves (605) 394-2236 [email protected] Justin Crowe (865) 974-2128 [email protected]

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http://lyris.csrees.usda.gov/members/show/edit.tml?id=99601&from=view&current_list=omk




















Texas Marilyn Prause (254) 774-6024 [email protected] Deb Jones (435) 797-2202 [email protected] Sarah Kleinman (802) 656-0311 [email protected] Clyde Jackson (703) 324-5357 [email protected] Islands Sarah D. Smith (340) 692-4084 [email protected] Kevin Wright (253) 445-4612 [email protected] Virginia Jeffrey Orndorff (304) 293-2694 [email protected] Sue Curtis (608) 342-1308 [email protected] Jenna Evans (307) 633-4383 [email protected]

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APPENDIX D

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APPENDIX E

The purpose of advertising and marketing is to determine the needs of customers and then respond to those needs with the appropriate product. The KSNGCYP is currently utilizing the following items to fulfill our advertising and marketing requirements.

a. All publications, either web-based or print, will need to follow the guidance of the KSNG PAO office.

b. It is the Kansas State Youth Coordinator’s responsibility to determine what they wish to publish.

c. PA is responsible for ensuring content is appropriate for both ANG and ARNG.

d. Publications cannot contain information that might provide information to terrorists about the location of military personnel.

e. Branding- Logo: This is the official logo for the NGCYP

f. Brochure

g. PAO

h. Newsletters

i. Email campaigns with www.jss.org

j. Military OneSource Website

k. Kansas OMK Website

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http://www.jss.org/




APPENDIX F

RETENTION

How the Child and Youth Program Can Impact Retention

The National Guard Child and Youth Program can be an effective retention tool. As Child and Youth programs are put into place, retention programs are strengthened and improved at the Unit and State levels. The Youth Programs demonstrate to the service member and to the service member’s family that the National Guard does indeed take care of families.

Provide programs and activities that strengthen families, children, and youth

Provide times and venues where military children and youth can connect with children and youth with similar fears, questions, and concerns

Provide relief, free time and support for military parents as they cope with deployment and military life

Demonstrate the National Guard’s gratitude to service members and military families for their sacrifice and service to our Country

The National Guard Child and Youth Program can demonstrate the Guard’s commitment to support the service member’s families from the moment the service member raises his/her right hand and pledges his/her life to serve our Country and that support will be there during deployment as well as in times of peace. The National Guard understands that the greatest sacrifice a service member makes is that of giving his/her own life. The second greatest sacrifice is almost equal to the first that of leaving their family to serve when called upon. The Child and Youth Program acknowledge that the National Guard is there to support the service member and the service members’ families.

Child and Youth Program Components

• Operation Military Child Care

• Youth Camps/Youth Activities

• Armory Games and other Activities

• Operation Military Kids

• Leadership Curriculum and Training

• Educational Support

• Operation Purple Camps

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• Development of Community Partnerships

• And many more

Did you know? In the 2005 National Guard Child Care Assessment, respondents felt that child care issues would impact their re-enlistment decision-making as follows:

27 % Most significant to very significant issue

43 % Moderate to some significance

30 % No significance

How Child and Youth Programs Can Impact Recruiting

National Guard Child and Youth Program can provide an important tool for Recruiting. The Youth Camps and Activities performed at armories or other National Guard sites provide a natural venue where recruiters can meet prospective young men and women. The Child and Youth Programs demonstrate to prospective recruits that the National Guard is committed to taking care of service member as well as the service members’ families.

.. Use selected Youth Activities as recruiting opportunities

.. Combine Youth Activities with community events

.. Help obtain local media coverage for Youth Activities

.. Invite Military Youth to assist with unit “Open Houses and other recruiting activities”

.. Recruiters assist and support Youth Activities

.. Use Youth Councils to help identify activities that interest older youth (17-18 years old)

.. Be present at youth activities for older youth

Media coverage of National Guard Youth Activities may be the first thoughts a prospective recruit has regarding joining the military. Youth Activities will shed a positive light on the youth that attend as well as their peers that hear second hand of the Youth Program the National Guard provides. In short, the National Guard is a natural recruiting venue where recruiters can find prospective recruits as well as advertise a positive military image. Advertising (both formal and informal) is the key to success in recruiting.

27




Youth Programs provide a great venue to showcase the positive attributes and culture of the National Guard. Youth Programs demonstrate that the National Guard does indeed take care of our service members, the service members’ Families and specifically the children and youth.

Potential Recruiting Opportunities

• Youth Councils • Youth Activities • Youth Camps • Armory Activities • Unit Open Houses • Military Youth Assist in Recruiting • Media Coverage

28




APPENDIX G

Why Service Learning Is Important - Learning to Serve ~ Serving to Learn

Service learning for National Guard Youth can help our youth connect with their communities, learn about other’s needs and develop a sense of pride in serving our country akin to their parent’s dedication to service. A national study from the Learn and Serve America programs suggests that effective service learning programs improve grades, increase attendance in school, and develop students' personal and social responsibility. Growing bodies of research organizations recognize service learning as an effective strategy to help youth by:

• Promoting learning through active participation in service experiences

• Providing structured time for youth to reflect by thinking, discussing and writing about their service experience

• Providing an opportunity for youth to use skills and knowledge in real-life situations

• Extending learning beyond the classroom and into the community

• Fostering a sense of caring for others

Build effective collaborative partnerships between schools or colleges and other institutions and organizations

o Engage parents and other adults in supporting learning

o Meet community needs through the service projects conducted

o Provide engaging and productive opportunities for young people to work with others in their community

The National Guard Child and Youth Program promotes service learning as an opportunity to connect National Guard children and youth to their communities through meaningful service in order to:

Getting started with your Service Learning Project

1. First Identify needs within the community 2. Second Determine how those needs can be met 3. Third Engage kids in the project by making it fun 4. Fourth Take time to reflect on the accomplishment and how it bettered not only the community but the

participants 5. Finally CELEBRATE your success, and seek public recognition through press releases or other outlets

Service learning with veterans: resources that may be helpful to you from Youth Service America: 29




http://www.ysa.org/nysd/pdf_file/senior_citizens_verterans.pdf

Check out these sites for service projects involving veterans

Allegany County Veterans of World War II: Through Their Service http://www.mssa.sailorsite.net/fea_03_05.html

Veterans Partnership Committee http://www.mssa.sailorsite.net/fea_02_09.html

In terms of general service learning project ideas, you may find these resources useful:

K-12 Service Learning Starter Kit http://www.servicelearning.org/resources/starter_kits/k-12_starter_kit/

Service-Learning Project ideas from Maryland Student Service Alliance: http://www.mssa.sailorsite.net/ideas.html

Project ideas from the Pennsylvania Service Learning Alliance: http://www.paservicelearning.org/Project_Ideas/

Service Learning Project Ideas from the National Junior Achievement Organization http://www-rotc.monroe.army.mil/jrotc/documents/UCCS/SLEP+Rubric_12-11-02.pdf

General service-learning resources:

K-12 Service Learning Starter Kit http://www.servicelearning.org/resources/starter_kits/k-12_starter_kit/

Service Learning Toolbox: Work Pages and Checklists To Help You Get Started and Keep You Going http://www.servicelearning.org/lib_svcs/lib_cat/index.php?library_id=5706

Did You Know…….. Service learning offers a unique opportunity for America's young people to get involved with their communities in a tangible way by integrating service projects with classroom learning. Service learning engages students in the educational process, using what they learn in the classroom to solve real-life problems. Youth learn about democracy and citizenship and they become contributing citizens and community members through the services they perform. Service learning can be applied across all subjects and grade levels; it can involve a single youth or group of youth, a classroom or an entire school. Students build character and become active participants as they connect with others in their school, youth groups and communities to create service projects.

30

http://www.servicelearning.org/resources/starter_kits/k-12_starter_kit/

http://www-rotc.monroe.army.mil/jrotc/documents/UCCS/SLEP+Rubric_12-11-02.pdf

http://www.paservicelearning.org/Project_Ideas/

http://www.mssa.sailorsite.net/ideas.html

http://www.servicelearning.org/resources/starter_kits/k-12_starter_kit/

http://www.mssa.sailorsite.net/fea_02_09.html

http://www.mssa.sailorsite.net/fea_03_05.html

http://www.ysa.org/nysd/pdf_file/senior_citizens_verterans.pdf




APPENDIX H

As a stage of transition when important choices must be made, these years are critical for any individual's development. It is during this point where being engaged and having access to opportunities are vitally important, so that one might have a positive impact on the community and contribute to society at large. Technology is the now the way to go about doing this, with social networking sights youth can keep in contact with each other. With the Joint Services Support.org website, youth can get training and resources immediately for themselves.

31




APPENDIX I

Youth training schedule for Pre-Mobilizations

1. PURPOSE: This SOP contains basic child and youth program guidelines for conducting a standardized youth pre-mob training.

2. MISSION: To provide quality standardized training for youth ages 6-17 whom are about to undergo the deployment of a parent. To support the social, emotional, and academic needs of Kansas National Guard youth by providing them with real life skills for handling deployment.

3. SERVICES: The State Youth Coordinator, and volunteers, will provide the following essential youth program services and activities:

Stress management

Conflict resolution

Tools to handle emotional times

Deployment education

CHECKLIST:

_____ 10 Youth registered

_____ Snacks ordered for 1000 and 1500 each day of event i.e. cookies, graham crackers, fresh fruit, milk or juice

_____ Youth rooms set up in “classroom” format for half and open for the other half

_____ Vendor contacts

_____ MFLC (45 business days in advance, submit request online http://jfsap.mhf.dod.mil/pls/psgprod/f?p=310:1:1215541014618364 or through MOS Coordinator 913-424-3038)

_____ DDR (contact SSG Shelly Mann 60 days in advance with request 785-623-6433)

_____ OMK (30-45 business days in advance contact Ann Domsch 785-832-2276)

_____ Local free resources and warranted

_____ Agenda completed 30 days prior

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http://jfsap.mhf.dod.mil/pls/psgprod/f?p=310:1:1215541014618364




_____ 60 minutes of icebreakers and teambuilding activities

_____ 90 minutes of MFLC activity (we provide all supplies)

_____ 60 minute DDR activity

_____ 60 minute OMK activity

_____ 60-90 minute lunch on an 8 hour day or longer

_____ Additional activities that provide educational, motivational, and emotional support

4. Sample agenda:

F r i d a y N i g h t R e g i s t r a ti o n 5 p m – 9 p m

Saturday

33




←

←

←

←

←

34

7:00 am – 7:45am Registration ItemsNeeded

8:00 am - 8:30 am Administrative time (name tags, group norms, group leaders determined, ect…)

Meet on West Side of Regency BallroomIce breakers1. Say Cheese

2. Human Knot3. Name Game with multiple balls

Name tags and group leaders clearly identifiedDigital Camera, photo paper, Multiple sized balls

8:30 am to 9:15 am Round RobinGroup 1: MFLC Activity

Group 2: DDR Activity (Alcove 6)Group 3: Wez Dog with trainer Will Duncan (Alcove 5)

Group 4: OMK Activity

9:15 am – 10:00 am Round RobinGroup 1: DDR Activity (Alcove 6)

Group 2: Wez Dog with trainer Will Duncan (Alcove 5)Group 3: OMK ActivityGroup 4: MFLC Activity

10:00 am – 10:40 pm Round RobinGroup 1: Wez Dog with trainer Will Duncan (Alcove 5)

Group 2: OMK ActivityGroup 3: MFLC Activity

Group 4: DDR Activity (Alcove 6)

10:40 am – 11:15 pm Round RobinGroup 1: OMK ActivityGroup 2: MFLC Activity

Group 3: DDR Activity (Alcove 6)Group 4: Wez Dog with trainer Will Duncan (Alcove 5)

11:15 pm – 1:00 pm Lunch With Parents

1:00 pm to 3:30 pm HERE WE WILL TAKE A BREAK FROM TRAINING FOR THE AFTERNOON

AND WILL BEGIN AGAIN ON SUNDAYTopeka Zoo

3:30pm – 4:00pm Restroom Break & load bus to travel back to the Ramada

4 : 0 0 p m Parent Pick Up

OMK – WAITING TO HEAR FROM ANN

DDR – WAITING ON CONFIRMATION FRO




SUBJECT: Kansas National Guard Child and Youth Program

Youth training schedule for Reintegration

1. PURPOSE: This SOP contains basic child and youth program guidelines for conducting standardized youth reintegration training.



Stress management

Conflict resolution



Resources at their fingertips if needed

4. SYC OPERATIONS:

Hours of operation – the State Youth Coordinator, or someone trained, will provide youth training during the following hours: Saturday 0800-1600 and Sunday 0800-1200 and will assist with registration Friday evenings

There must be a minimum of 10 youth registered through the FPO to have youth training for any event.

Youth must be picked up for lunch each day to give youth program staff time to get lunch and to give the youth a break from training as well

Parents may drop off their child(ren) no more than 15 minutes prior to program start time and must pick up immediately following the conclusion of their training

5. CHECKLIST:


_____ Snacks ordered for 1000 and 1500 each day of event i.e. cookies, graham crackers, fresh fruit, milk or juice

35





_____ Vendor contacts









_____ 60 minute OMK activity

_____ 60-90 minute lunch on an 8 hour day or longer


6. Sample agenda:

36





Saturday

8:00 am – 9:00am

Registration

9:00 am – 9:30 am

Welcome/InstructionsGet To Know You Activity “Where the Wind Blows”/ Say Cheese




9:30 am - 10:00am

Dealing with Emotions“Conflict Cards

Dealing with Emotions“Conflict cards”

Dealing with Emotions“Red Flags”

Dealing with Emotions“Red Flags”

10:00 am - 10:15 am

Restroom Break/Snack




10:15 am - 10:45 am

Bandana Game

Bandana Game

Bandana Game

Bandana Game

10:45 am - 11:30 am

Dealing with Emotions“Red Flags

Dealing with Emotions“Red Flags



11:30 pm – 12:00 pm

“Dancing the Blues Away” Karaoke




37

Track 1 Grades K -2

Track 2 Grades 3 - 5

Track 3 Grades 6 -8

Track 4 High School Group

Youth Reintegration Training




12:00 – 1:00 pm Lunch with parents Lunch with parents Lunch with parents Lunch with parents

1:00 pm - 4:00 pm

OMK and DDR Activities

4:00 pm – 4:30 pm Reflect/Cleanup/Games/Parents Pick up Children for Dinner

38





Youth training schedule for Mid-Tour Well Checks

1. PURPOSE: This SOP contains basic child and youth program guidelines for conducting a standardized youth mid-tour well check training.



Stress management

Conflict resolution




4. SYC OPERATIONS:

Hours of operation – the State Youth Coordinator, or someone trained, will provide youth training during the following hours: Saturday 4 hours



5. CHECKLIST:


_____ Snacks ordered for 1000 i.e. cookies, graham crackers, fresh fruit, milk or juice


_____ Vendor contacts39












_____ 30 minute OMK activities


6. Sample agenda:

40

9:00am -10:00 am Welcome/InstructionsGet To Know You Activity

“All about you”, Human Knot, Where the Wind Blows

10:00 am - 11:00 pm DDR Activity

11:00 am - 11:15 am Break

11:15 am - 11:45 am Arts & Craft Project“Bead Bracelet”

11:45 am - 1:00 pm

MFLC Activity






Youth training schedule for Reunion Training

1) PURPOSE: This SOP contains basic child and youth program guidelines for conducting standardized youth reunion training.

2) MISSION: To provide quality standardized training for youth ages 6-17 whom are about to undergo the deployment of a parent. To support the social, emotional, and academic needs of Kansas National Guard youth by providing them with real life skills for handling redeployment.

3) SERVICES: The State Youth Coordinator, and volunteers, will provide the following essential youth program services and activities:

Stress management

Conflict resolution




1. SYC OPERATIONS:

Hours of operation – the State Youth Coordinator, or someone trained, will provide youth training during the following hours: Weekend 6 hours



2. CHECKLIST:


_____ Snacks ordered for 1000 and 1400 i.e. cookies, graham crackers, fresh fruit, milk or juice


_____ Vendor contacts41












_____ 30 minute OMK activities


3. Sample agenda:

42

9:00am -10:00 am Welcome/InstructionsGet To Know You Activity

“All about you”, Human Knot, Where the Wind Blows

10:00 am - 11:00 pm DDR Activity

11:00 am - 11:15 am Break

11:15 am - 11:45 am Arts & Craft Project – All Feelings Are Ok Pillowcase

11:45 am - 12:30 pm Lunch

12:30 pm – 2:30 pm MFLC Activity

2:30 pm – 3:00 pm OMK Activity





APPENDIX JKids Camp SOP

Purpose

The purpose of the Kansas National Guard Summer Youth Training hereinafter referred to as Operation: Kids Camp

To provide education, guidance, physical well-being and recreational training for boys and girls ages 8 – 12, who are family members of active and retired members of the Kansas National Guard and in furtherance thereof, the maintenance and operation of camp and other facilities and the conducting of classes, courses, and activities in connection there-with, without regard to race, color, creed or national origin.

Objective

Incorporated into the five day camp an educational curriculum that provides, realistic substance abuse awareness, life skills, activities that strengthen family, children, and youth, foster a sense of caring for others, provide an opportunity for youth to develop leadership and life coping skills

Concept of Operation

The Kansas National Guard conducts a youth training camp for five days. The family program office has the responsibility for overseeing the planning and implantation of the Kids Camp.

The Kids Camp will be held at the Kansas National Guard Training Institute utilizing assets and resources from the Kansas National Guard. The Kids Camp Staff will consist of volunteers and community members of the Kansas National Guard.

Policies

1. All staff must have current CPR/first aid Certification. 2. All staff must have a completed FBI background check.3. Smoking is not permitted around or in front of the campers, including all buildings, grounds and vehicles, except

in designated areas.4. Public Displays of Affection or visitation to quarters of opposite sex is not allowed.5. Consumption of alcoholic beverages any place in camp is prohibited.6. Physical or verbal abuse against a camper or staff member is prohibited.7. Use of profanity is strictly forbidden in the presence of children.

Any infraction on policies will lead to automatic dismissal from Kids Camp by Family Program Office or State Youth Coordinator.

Job Descriptions

OIC

Overall responsibility for all aspects of Kids Camp43




Oversees the management and operation of Kids Camp Appoints Director and primary staff members All Budgetary Issues including Appropriated Funds, Non-Appropriated funds and Kids Camp Checking Account Observes as many events as possible Primary contact for all media Attends all Kids Camp meetings

SYC/Camp Director

Assistants in the management and operation of Kids Camp Reports to OIC Works in conjunction with the OIC to appoint primary staff members Chairs planning meetings Has an overall responsibility of camp curriculum and staff training Serves as Point of Contact for Operation Kids Camp in regards to community involvement. E.G DDR, OMK,

Fire/Police Department, and Parks & Recreation Observes as many events as possible Assists on all Budgetary Issues including Appropriated Funds, Non-Appropriated funds and Kids Camp Checking

Account when necessary Responsible for all activities changes that occur during camp, will notify OIC of change Works with First Sergeant to implement activity changes. Is responsible for the management and operation of the Kids Camp with guidance from OIC/SYC Responsible for ensuring that reliable and accurate information is disseminated to camp volunteers before,

during and after Kids Camp Attends all Kids Camp Staff meetings Insures all meetings are planned, scheduled, and conducted according to Kids Camp SOP Submit planning timeline and budget to OIC Compiles all supply lists and distribute to logistics for order Notifies medical, logistics, kitchen, activities, and security coordinator of activities changes Reports final AAR within 14 day of the last day of camp

Security/Safety Coordinator

Responsible for the internal and external security of Kids Camp during entire operation period Insures that safety guidelines are published and being adhered to throughout the camp Is responsible for key control and ensures all facilities are locked when not in use. Does nightly check to ensure buildings are secure Immediately stops any and all unsafe acts and reports to OIC/Camp Director Plans and implements fire drills and evacuation drills at least once during first day of camp Attends all Kids Camp Staff Meetings Presents AAR to camp director within seven days of the end of camp Provides safety briefing to all kids camp personnel Reports to camp director

Medical Coordinator

Responsible for medical operations 24 hours a day during entire operational period

44




Is responsible for all medical staff on ground and ensures that every activity is staffed with a medical staff member

Reports and works with OIC/SYC on all medical treatments daily Monitors all campers and staff to insure depression, homesickness, physical instability, and or mental health

instability are not evident Provide “on the spot” medical treatment to all staff and campers when appropriate Responsible for administering medications to all campers identified Reports and works with OIC/SYC when offsite medical treatment is necessary Reports to Camp Director Attends all Kids Camp Meetings Provides Camp Director with list of supplies

Administration Coordinator

Oversees camp registration ensuring that all forms are obtained on every camper and staff member Process two camper and staff mail outs

o First after camp registration is receivedo Second 30 days prior to camp

Issues emergency contact information to parents, coordinators and squad leaders at registration Plan and man a 24 hour command post on site Ensure all administration volunteers are trained on emergency procedures Responsible for sign in/out rosters Responsible for all staff member packets which include

o Camp rostero Phone treeo Prepare all cd’s for final distributiono Prepare thank-yous for final distributiono Is responsible for camper and volunteer certificates, bed rosters, staff badges, t-shirt order with

approval of ASFPC, printing of all registration formso Provide supply list to camp director

Reports to Camp Director Attends all Kids Camp staff meetings Is responsible for note-taking, and distribution of minutes. Presents AAR to camp director within seven days of the end of camp

Logistics Coordinator

Responsible for the procurement, storage, distribution and accounting of all classes of supply needed to support Kids Camp

Responsible for obtaining all supplies on list provided by Director Responsible for ensuring all water coolers are filled at every location, and filled prior to wake-up at bays every

day. Responsible for transportation of supplies to all event locations prior to event start time; will coordinate timeline

with activities coordinator Responsible for transportation of supplies from various locations to camp and back to locations at end of camp

45




Is responsible for transportation matrix to transport campers to on/off site activities Reports to camp safety & security coordinator Attends all Kids Camp Meetings Presents AAR to camp director within seven days of the end of camp

First Sergeant

Responsible for the management of Kids Camp Squad Leaders, assistant squad leaders, and junior squad leaders Through the use of Squad Leaders implements all activities scheduled and insure that Squad Leaders and

campers are actively involved Monitors all campers to insure depression, homesickness, and safety concerns are immediately dealt with Works with SYC on all activities changes Reports to camp director Ensure that every squad leader is aware of changes in a timely manner Presents AAR to camp director within seven days of the end of camp Conducts nightly AAR’s with all key staff members

Checklist

vendorso outdoor recreationo all star laneso Salina parks and recreationo Drug demand reductiono Operation Military Kidso simulatorso Salina fire departmento Cain Humphreyo Domino's Pizzao Pepsi Manufacturing placeo Acores foodso CPR

Logisticso identify a supporting Unito chemical lightso road guard vestso camelbackso t-shirtso hatso DDR Fly Overo buseso streamer supplieso guide-on supplieso human sundae supplieso radios

46




o graduation certificate papero awards

Communicationo state wide mailing for registration formso a postcard mailing in January about watching for camp formso PAO Officeo Plains Guardiano Press Releaseo schedule press visits for campo distro a emailso newsletters with the FRG'so family program websiteo military one source posting with Bonnieo OMK posting with Ann Domscho get posters into the armories and VSO's in Early spring or late winter

staffo squad leaderso Jr squad leaderso admin staffo medical staffo safety/security staffo logistical staffo photographero bus drivers

47




APPENDIX K

Section 2. Regulation

Introduction: The National Guard Child and Youth Program’s mission is to support the social, emotional, and academic needs of National Guard children and youth.

This will be executed by paid and volunteer staff and accomplished through the effective implementation of programs and support initiatives.

Staff

The youth program will be developed and implemented under the guidance of the State Family Program Director. The State Youth Coordinator will utilize all available resources to accomplish this task to include the State Youth Coordinator Manual.

Paid: State Youth Coordinator

Volunteer: Youth Council

.. Youth Council should consist of 8-10 teen age youths who are able to speak to the unique issues relating to being the child of a National Guard service member and work in conjunction with the State Youth Coordinator to implement a state program.

48




APPENDIX L

State Youth Coordinator

Position Description (DRAFT-January 2006)

1. Position Location: This position will be located in the state in which the coordinator resides.

2. Supervision: The incumbent must work closely with the SFPD/WC but be able to perform all duties with minimum supervision. The National Guard Bureau will provide technical guidance through the Regional Youth Coordinator assigned to that territory.

3. Qualifications:

49




a) Must demonstrate:

a. Familiarity with the issues of deployment.

b.Ability to plan and supervise a wide variety of child and youth related activities.

c. Ability to plan, organize and execute local and state events.

d. Areas of expertise relating to the creation, implementation, and oversight of a State Program

e.Excellent communication (both verbal and written) skills

f. Ability to support and advocate for the state program to include in and out of state travel.

g.Ability to work effectively with partnering organizations (OMK, 4H, BGCA, etc.)

h.Ability to work effectively within a team

i. Willingness to participate in professional development opportunities:

1. Mid-Year Training, National Youth Symposium

b) Special Requirements

a.Ability to pass any necessary background investigations

b.Must possess a valid driver's license

c. Must be willing to travel by both land and air

d.Must have a basic proficiency with Microsoft word, excel, and PowerPoint.

c) Education

a.Master's degree in the areas of education and/or social services preferred.

4. General Duties:

a) Act as the State subject matter expert on National Guard Child and Youth Programs

b) Advisor to state commanders (TAG, BDE, and BN) and state Family Program staff on matters related to child and youth issues and concerns.

50




c) Work collaboratively with Family Program personnel, e.g., ARNG, State Family Program Director, FACs, FRAs, and FRGs

d) Assist state in development of Child and Youth program

e) Identify, train, and coordinate with Child and Youth points of contact in each Family Readiness Group

f) Facilitate and implement ARNG youth activities/services using local/state/national resources and partners, e.g., 4H, BGCA, NMFA, MCEC, schools, etc.

g) Maintain involvement with Army outreach initiatives, e.g., Operation: Military Kids (OMK), Operation: Military Child Care (OMCC)

h) Assist in the development and delivery of training

i) Facilitate awareness of child care and supporting services available to families using local/state/national resources, e.g., NACCRRA, 4H, and BGCA

j) Serve as a member of ARNG working groups and other committees/taskforces as appropriate

k) Prepare reports documenting work accomplished, problems encountered, significant results, and work planned to include:

a.Monthly Report-due NLT the 24th of each month to SFPD

b.Budget Worksheets-due NLT 15 July to SFPD

l) Create and maintain databases of contact information.

m) Provide information/resources as necessary.

51




1.1

PERFORMANCE BASED STATEMENT OF WORK

1. GENERAL INFORMATION

1.1. Background Information 1.2. Scope of Work

2. SPECIFIC TASKS 2.1. General Information 2.2. Specific Tasks 2.3. Coordinate Child and Youth Services for the Families of Deployed

3. PERSONNEL3.1. Liaison with Other Agencies to Provide Services to Youths and Children 3.2. Conduct Child and Youth Assessments 3.3. Establish Communications Links between Children and Youth

4. DEPLOYED FAMILY MEMBERS 4.1. Develop and Gather Age Appropriate Materials for Distribution 4.2. Childcare Service Material Distribution 4.3. Provide Assistance to State and Wing Family Program Coordinators 4.4. Represents the State on All Matters Regarding Child and Youth Programs 4.5. Emergency Situations 4.6. Response to Emergencies 4.7. Historical Data4.8. Special Events4.9. Requirements Beyond the Capability of the Contractor 4.10 Performance Evaluation Meetings4.11 Deliverables

5. CONTRACTOR PERSONNEL 5.1. Contract Manager 5.2. Contractor Employees 5.3. Security Requirements5.4. Employee Training

6. QUALITY CONTROL N/A 7. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

7.1. General Information 7.2. Government-Furnished Property 7.3. Government-Furnished Facilities 7.4. Government-Furnished Equipment

52




7.5. Equipment Inventory 7.6. Obtaining Replacement of Government-Furnished Equipment 7.7. Government-Furnished Materials 7.8. Government-Furnished Records 7.9. Government Furnished Services 7.10. Government-Furnished Utilities 7.11. Telephone Services 7.12. Installation Distribution 7.13. Custodial Service 7.14. Refuse Collection 7.15. Insect and Rodent Control 7.16. Grounds Maintenance 7.17. Other (Computer and Internet/Intranet Access)

8. CONTRACTOR-FURNISHED ITEMS AND SERVICES 8.1. General Information 8.2. Specific Information

9. APPLICABLE PUBLICATIONS AND FORMS 9.1. Publications 9.2. Mandatory/Publications N/A 9.3. Forms N/A

10. OTHER CONTRACT REQUIREMENTS 10.1. Physical Security 10.2. Key Control 10.3. Lock Combinations 10.4. Hours of Operation 10.5. Normal Hours of Operation 10.6. Holidays 10.7. Emergency or Special Event Services 10.8. Conservation of Utilities 10.9. Environmental and Hazardous Materials Handling 10.10. Records

_________________ TECHNICAL EXHIBITS

TECHNICAL EXHIBIT I--PERFORMANCE REQUIREMENTS SUMMARY

1. PERFORMANCE EVALUATION

2. CONTRACTOR PAYMENT

53




1 GENERAL INFORMATION

1.1 BACKGROUND INFORMATION - this position is located in the Joint Forces Headquarters–NGB, Manpower and Personnel Directorate (J-1) Support Programs Division. The purpose of this position is to provide supervision in the administration, development, and delivery of Youth Services for the National Guard members within their state by performing assignments designed to support the youth of deployed personnel and concurrently supports the National Guard Family Assistance Center (FAC) mission.

1.1.1 The purpose of this position is to serve as a team supervisor and advisor on Youth Deployment issues, responsible for the development, planning, implementing, and administering of the Guard Family Youth Program concerning family and quality of life issues while a family member is in any of the three phases of the deployment cycle. The primary goal is to keep the families of deployed members connected and to facilitate a smooth readjustment during the reunion phase.

1.1.2 The work directly affects the social and cultural wellness of military members and their families, and contributes to the improvement and effectiveness of the family before, during and after the deployment of the military family member.

1.2 SCOPE OF WORK

1.2.1 The contractor shall provide all personnel equipment, tools, materials, supervision and other items and services necessary to perform the duties associated with the Youth Deployment Specialist position as defined in this Performance Work Statement (PWS), except as specified in Section C-5 as government-furnished property and services, at (NGB JP1, 1411 Jefferson Davis Drive, Arlington, VA 22202-3231). The Contractor shall perform to the standards in this contract (See Technical Exhibit 1, Performance Requirements Summary). The estimated quantities of work are listed in Technical Exhibit 2, Workload Estimates.

2 SPECIFIC TASKS

2.1.1 General Information - The purpose of this position is to serve as a team supervisor and advisor on Youth Deployment issues, responsible for the development, planning, implementing, and administering of the Guard Family Youth Program concerning family and quality of life issues while a family member is in any of the three phases of the deployment cycle. The primary goal is to keep the families of deployed members connected and to facilitate a smooth readjustment during the reunion phase. The work directly affects the social and cultural wellness of military members and their families, and contributes to the improvement and effectiveness of the family before, during and after the deployment of the military family member.

2.1.2 Specific Tasks

54




2.1.2.1 Coordinate Child and Youth Services for the Families of Deployed Personnel Responsible for the training and coordination of Child and Youth Services for deployed personnel and their families during the three phases of the deployment cycle (preparation, sustainment, and reunion) and to ensure that families are educated, trained and supported regarding available resources, benefits and programs during each phase. Incumbent will supervise the development and deliver training packages, briefings, and other training materials required to support the deployment process via Regional Youth Readiness Specialists. Contacts with supported units and training support materials must be developed within 60-90 days of hire.

2.1.2.2 Liaison with Other Agencies to Provide Services to Youths and Children Assists in planning, liaison, developing and delivering services available both within the Department of Defense structure (e.g. Army Community Services, Air Force Family Support Center, Morale, Welfare and Recreation, etc.) and from collaborating with civilian organizations (e.g. Boys and Girls Club of America, 4-H/USDA Extension Service,) and other national and local community organizations. Contacts may be gained from the State and Wing Family Program Coordinator’s and new contacts should be explored that will help families, youths, and children. Compile listings within the regions that support your area units within 60 days of hire.

2.1.2.3 Conduct Child and Youth Assessments - Works closely with State and Wing Family Support Coordinators and Family Readiness Groups and volunteers to assess and evaluate the needs of the deployed personnel and their families. Also ensures that youth specific activities are included in Family Assistance Center operations. Supervise the completion of child and youth assessments of supported units within 180 days of hire.

2.1.2.4 Establish Communications Links between Children and Youth and Deployed Family Members - Develops and expands communication availability to the youth of deployed members by directly coordinating with operational headquarters for the deployment to procure up to date mailing information of deployed members for the families, leverage any and all e-mail access (e.g. Army Knowledge Online) and Instant Messaging and supervised chat room capability that make communication with deployed family members easier. The incumbent will also manage the bulletin board established on the Guardfamilyyouth.org web site for their assigned territory and provide input into website functionality. Also using these communications resources develop and facilitate Outreach Groups that give family members outlets to discuss their issues and success stories with other family members. Establish communications with deployed unit personnel within 30 days of hire and follow on with establishment of communications links for military members in the preparation stages of the deployment cycle within 30 days of alert status.

2.1.2.5 Develop and Gather Age Appropriate Materials for Distribution - Develops and gathers age appropriate materials for distribution to the youth of deployed members which assists families by

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providing information regarding activities, outreach, referral services and other necessary resources that help families throughout the three phases of the deployment. Compile materials within 90 days of hire.

2.1.2.6 Childcare Service Material Distribution - Assists in gathering and distributing childcare information regarding the availability of childcare services to military families available based on Department of Defense guidelines. Coordinate inquiries into DoD subsidies for family home day care and for finding facilities that meet Early Childhood Education Program guidelines. Compile materials within 90 days of hire.

2.1.2.7 Provide Assistance to State and Wing Family Program Coordinators Assist to State and Wing Family Program Coordinators, Family Readiness Groups, Volunteers, and Commanders as required. Assistance provided on an as needed basis.

2.1.2.8 Represents the State on All Matters Regarding Child and Youth Programs - Serves as a representative at conferences and meetings regarding youth deployment issues and will be required to present Training and/or Information briefings. Also as required, prepares, explains and defends budgets relative to youth deployment activities. Provides staff assistance to local units in accomplishing the objectives of the program.

2.1.2.9 Emergencies - When notified by the contracting officer, the contractor shall respond to emergencies as described below. The initial tasking may be verbal but will be followed by written direction.

2.1.2.10 There is currently no historical data to available to assist the contractor in defining requirements for this position. The contractor will respond to guidance from NGB-FP as well as the State Headquarters within the established regions the positions support.

2.1.2.11 The contractor shall respond to support unit deployments as they are announced. The State, in concert with NGB-FP will provide deployment activity information to the contractor as soon as it becomes available but the lead-time to respond may require a rapid shift in priorities to support the requirement.

2.1.2.12 Requirements Beyond the Capability of the Contractor - The government, at its option, may augment requirements beyond the capability of the contractor, when the government deems such action necessary.

2.1.2.13 Performance Evaluation Meetings - The contracting officer may require the contract manager to meet with the contracting officer, contract administrator, COTR, and other government personnel as deemed necessary. The contractor may request a meeting with the contracting officer when he or she believes such a meeting is necessary. Written minutes of any such meetings shall be recorded in the contract and signed by the contract manager and the contracting officer or contract

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administrator. If the contractor does not concur with any portion of the minutes, such nonoccurrence shall be provided in writing to the contracting officer within calendar days following receipt of the minutes.

2.1.3 Deliverables

2.1.3.1 TASK DESCRIPTION STANDARD

2.1.3.1.1 Coordinate Child and Youth Services for the Families of Deployed Personnel

2.1.3.1.1.1 See Para. 2.1.2.1 Complete NLT 90 days from date of hire. Materials will be reviewed every 6 months for currency.

2.1.3.1.2 Liaison with Other Agencies to Provide Services to Youths and Children

2.1.3.1.2.1 See Para. 2.1.2.2 Complete NLT 60 days from date of hire. Contacts will be reviewed every 6 months for currency.

2.1.3.1.3 Conduct Child and Youth Assessments

2.1.3.1.3.1 See Para 2.1.2.3 Complete NLT 180 days from date of hire. Follow on surveys will be conducted as required.

2.1.3.1.4 Establish Communications Links between Children and Youth and Deployed Family Members

2.1.3.1.4.1 See Para. 2.1.2.4 Complete NLT 30 days from date of hire. Establish communications links for military members in the preparation stages of the deployment cycle within 30 days of alert status for all units within the state.

2.1.3.1.5 Develop and Gather Age Appropriate Materials for Distribution

2.1.3.1.5.1 See Para. 2.1.2.5 Complete NLT 90 days from date of hire. Materials will be reviewed every 6 months for currency.

2.1.3.1.6 Childcare Service Material Distribution

2.1.3.1.6.1 See Para 2.1.2.6 Complete NLT 90 days from date of hire. Materials will be reviewed every 6 months for currency.

2.1.3.1.7 Provide Assistance to State and Wing Family Program Coordinators

2.1.3.1.7.1 See Para 2.1.2.7 Ongoing requirement. In addition to taking self directed initiatives the incumbent will be required to interact and accept feedback from State and Wing Program Coordinators.

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2.1.3.1.8 Represents the State on all matters regarding child and youth programs

2.1.3.1.8.1 See Para 2.1.2.8 Ongoing requirement. Incumbent must be flexible and available whenever mission requirements dictate.

2.1.3.2 This includes nights and weekends. Work schedules will be adjusted to accommodate as needed.

3 CONTRACTOR PERSONNEL

3.1 Contract Manager

3.1.1 The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person, and an alternate or alternates, who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer.

3.1.2 The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

3.1.3 The contract manager or alternate shall be available during normal duty hours within 60 minutes by telephone to meet government personnel (designated by the contracting officer) to discuss problem areas. After normal duty hours, the manager or alternate shall be available within 3 hours by telephone. The contract manager shall be available within 48 hours to meet on the installation, as the contracting officer deems necessary.

3.1.4 The contract manager and alternate or alternates must be able to read, write, speak, and understand English.

3.2 Contractor Employees

3.2.1 The contractor shall not employ persons for work on this contract if such employee is considered by the contracting officer to be a potential threat to the health, safety, security, general well being or operational mission of the installation and its population.

3.2.2 Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. Include specific requirements for either uniforms or badges and any cleanliness or sanitation standards for personnel or clothing. FAR 37-114 (c) requires contractor personnel to attend meetings, answer phones, and work in other situations where their status is not obvious are to be clearly identified as contractor personnel to avoid creating the impression that they are Government officials.

3.2.3 The contractor shall make sure employees have the following current and valid professional certifications before starting work under this contract. Desired qualifications for this position are a

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Bachelors Degree in Social Program areas or Education or equivalent experience in Youth Programs or Youth services. Mandatory requirements are a valid driver’s license.

3.2.4 The contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest.

3.3 Security Requirements

3.3.1 The contractor shall certify that a favorable background and Police Records Check has been completed prior to the individual reporting for employment. Additionally, the contractor will coordinate with the site manager to ensure that all installation pass requirements and other employee compliance statements are executed and on file.

3.4 Employee Training

3.4.1 The government will provide initial training of this employee. The training and orientation will begin in the first week of hire by the NGB Family Program Office.

4 QUALITY CONTROL

4.1 N/A

5 GOVERNEMT – FURNISHED PROPERTY AND SERVICES

5.1 General Information

5.1.1 The Government shall provide the facilities, equipment, materials and services listed here.

6 Government-Furnished Property

6.1 Use the following paragraph if facilities will be furnished and there are hazards for which workarounds have been established.

6.1.1.1 Government-Furnished Facilities - The government shall furnish or make available facilities described in Para C-5.1.2.2. Government facilities have been inspected for compliance with the Occupational Safety and Health Act (OSHA). No hazards have been identified for which work-arounds have been established. Should a hazard be subsequently identified, the government will correct OSHA hazards according to government developed and approved plans of abatement taking into account safety and health priorities. A higher priority for correction will not be assigned to the facilities provided hereunder merely because of this contracting initiative. The fact that no such conditions have been identified does not warrant or guarantee that no possible hazard exists, or that work-around procedures will not be necessary or that the facilities as furnished will be adequate to meet the responsibilities of the contractor. Compliance with the OSHA and other

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applicable laws and regulations for the protection of employees is exclusively the obligation of the contractor. Further, the government will assume no liability or responsibility for the contractor's compliance or noncompliance with such requirements, with the exception of the aforementioned requirement to make corrections according to approved plans of abatement subject to base-wide priorities.

6.1.1.2 Before any modification of the facilities performed by the contractor at his or her expense, the contractor must furnish the contracting officer documentation describing, in detail, the modification requested. No alterations to the facilities shall be made without specific written permission from the contracting officer. In the case of alterations necessary for compliance with the OSHA, such permission shall not be unreasonably withheld. The contractor shall return the facilities to the government in the same condition as received, fair wear and tear and approved modifications excepted. These facilities shall only be used in performance of this contract.

6.1.2 Government-Furnished Equipment - The government shall provide the contractor with a workspace and telephone access as well as access to the Internet and internal intranets that will facilitate the contractor performing the required duties. Office supplies will be provided by the government as an extension of the budget afforded to the Family Program Office.

6.1.2.1 Equipment Inventory - An inventory of government-furnished equipment must be completed no later than 2 calendars days before start of the contract, within 10 calendar days of the start of any option periods, and not later than – 15 calendar days before completion of the contract period (including any option periods). The contractor and the COTR or other government representative shall jointly determine the working order and condition of all equipment and document their findings on the inventory. In the event of disagreement between the contractor and the government representative on the working order and condition of equipment, the disagreement shall be treated as a dispute under the contract clause entitled 'Disputes'.

6.1.2.1.1 Obtaining Replacement of Government-Furnished Equipment 6.1.2.1.2 The contractor shall submit requests for replacement of government-furnished equipment

to the COTR for processing. Such requests shall specify the reason for the replacement request.

6.1.2.2 Government-Furnished Materials 6.1.2.3 Government-Furnished Records 6.1.2.4 Government Furnished Services - The services listed below should be associated with the workspace

provided to the contracted person.

6.1.2.4.1 Government-Furnished Utilities 6.1.2.4.2 Telephone Services 6.1.2.4.3 Installation Distribution

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6.1.2.4.4 Custodial Service 6.1.2.4.5 Refuse Collection 6.1.2.4.6 Insect and Rodent Control 6.1.2.4.7 Grounds Maintenance 6.1.2.4.8 Computer and Internet/Intranet Access

7 CONTRACTOR – FURNISHED ITEMS AND SERVICES7.1 General Information - Except for those items or services specifically stated in section C-3 as government

furnished, the contractor shall furnish everything needed to perform this contract according to all its terms. 7.2 Specific Information The government will provide a laptop computer with the capability of remote Internet and

Intranet access into NGB domains. This will require coordination with the NGB Helpdesk and is a requirement to complete the requirements specified in the contract. The contractor shall also reimburse the employee for cell phone service that will provide connectivity nationally will only be used to support the requirements of this contract.

8 APPLICABLE PUBLICATIONS AND FORMS - Publications and forms that apply to the PWS will be made available by the State Family Program Coordinator during the first week of hire and will be updated as changes are made. Most publications are available via web applications and therefore a printed material listing is not necessary. The government will provide additional references and changes to cited references to the contractor as required. Supplements or amendments to listed publications from any organizational level may be issued during the life of the contract.

8.1 Publications

8.2 Mandatory/Publications N/A Publication No. Section/Para/Line Title Date

8.3 Forms N/A

9 OTHER CONTRACT REQUIREMENTS

9.1 Physical Security - The contractor shall be responsible for safeguarding all government property provided for contractor use. At the end of each work period, all government facilities, equipment and materials shall be secured.

9.2 Key Control - The contractor shall establish and implement methods of making sure no keys issued to the contractor by the government are lost or misplaced and are not used by unauthorized persons.

9.2.1 The contractor shall not duplicate any keys issued by the government.

9.2.2 The contractor shall immediately report to the COTR or contracting officer any occurrences of lost or duplicated keys.

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9.2.3 In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the contracting officer, to re-key or replace the affected lock or locks without cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the contractor. If a master key is lost or duplicated, the government shall replace all locks and keys for that system and the total cost deducted from the monthly payment due the contractor.

9.2.4 The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor's employees. Opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work requirements in those areas is prohibited.

9.3 Lock Combinations - The contractor shall control access to all government provided lock combinations to preclude unauthorized entry.

9.4 Hours of Operation

9.4.1 Normal Hours of Operation - The contractor shall perform the services required under this contract during the following hours:

9.4.1.1 The contracted employee shall follow the rules of the State Military Agency assigned to in regard to setting regular duty hours. However, the nature of this position will require the incumbent to work nights and weekends as required and will adjust his/her work schedule as appropriate. Payment of overtime is not authorized.

9.4.1.2 Holidays - Employees will be granted the holidays utilized by the contractor. If this schedule does not allow the employee to utilize government furnished facilities to fulfill their duties then the employee will be authorized to work from home if necessary.

9.5 Emergency or Special Event Services N/A

9.6 Conservation of Utilities - The contractor shall make sure employees practice utility conservation. The contractor shall be responsible for operating under conditions that prevent the waste of utilities to include:

9.6.1 Lights shall be used only in areas where work is actually being performed.

9.6.2 Employees shall not adjust mechanical equipment controls for heating, ventilation, and air conditioning systems.

9.6.3 Water faucets or valves shall be turned off when not in use.

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9.6.4 Environmental and Hazardous Materials Handling - Employee shall observe all State Safety Regulations that address Hazardous Materials in the workplace and comply with all policies and SOP’s.

9.6.5 Records - The contractor shall provide a monthly activity report that details the activities and accomplishments that support the contract as well as detail the monthly expenditures associated with the contract.

10 TECHNICAL EXHIBITS

TECHNICAL EXHIBIT I--PERFORMANCE REQUIREMENTS SUMMARY

1. PERFORMANCE EVALUATION.

Performance of a service will be evaluated to determine whether it meets the performance requirements of the contract. When the performance requirement is not met, the contracting officer will issue a Contract Discrepancy Report (CDR) to the contractor.

2. CONTRACTOR PAYMENT.

a. The contractor will be paid on a time and material basis with the contractor providing detailed expenditure reports monthly as a minimum or whenever called for by the government.

b. The contractor will be required to use sound business practices in effectively managing all resources in order to provide the intended services to the field.

3. PERIOD OF PERFORMANCE. The duration of performance is multi-year starting from contract award or until termination by the government.

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APPENDIX E

DEPARTMENTS OF THE ARMY AND THE AIR FORCE

NATIONAL GUARD BUREAU

1411 JEFFERSON DAVIS HIGHWAY

ARLINGTON, VA 22202-3231

NGB-FP 1 October 2005

MEMORANDUM FOR STATE FAMILY PROGRAM DIRECTORS AND WING FAMILY PROGRAM COORDINATORS OF ALL STATES, GUAM, PUERTO RICO, THE VIRGIN ISLANDS, AND THE DISTRICT OF COLUMBIA

SUBJECT: National Guard Family Program Funding Guidance FY06

1. REFERENCES:

a. National Guard Regulation 600-12/Air National Guard Regulation 211-1, National Guard Family Programs, 15 Dec 89.

b. Finance & Accounting Policy Implementation, DFAS-IN 37-1, January 00.

c. The Army Management Structure, DFAS-IN Manual 37-100-03, FY 04.

d. Joint Federal Travel Regulation and Joint Ethics Regulation, DoD 5500.7-R, 30 Aug 93.

e. Non-appropriated Funds Policy and Procedures, DOD 7000.14-R, Vol 13, Aug 94.

f. Army Regulation 11-7, Internal Review and Audit Compliance Program, 5 Jan 95.

g. Private Organizations on Department of the Army Installations and Official Participation in Private Organizations, 210-22, 22 Oct 01.

h. Air Force Instruction 65-601V1, Budget Guidance and Procedures, 24 Dec 02.

i. States Code, Title 10, Subtitle A, Part IV, Chapter 165, Section 2783, 6 Jan 03.

j. Army Regulation 215-1, Morale, Welfare, and Recreation Activities and Non-appropriated Fund Instrumentalities, 28 June 04.

k. Army Regulation 608-1, Army Community Service Program, 22 Dec 04.

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l. U.S. Constitution, Article I, Section 8, Clause 1, 2, 12, 13 and Section 9, Clause

m. States Code, Title10, USC Section 1875, Youth Programs

n. U.S. Code Title 31.

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NGB-FP

SUBJECT: National Guard Family Program Funding Guidance FY06

2. PURPOSE: To provide information and guidance for use of Army and Air National Guard Family Program Appropriated Funds (APF), Army Non-appropriated Funds (NAF), at state and unit level. This guidance is not binding. Your organization’s comptroller, USFPO, JAG, Commander and program manager make the final determination as to how funds will be spent.

3. FOUNDATIONS: The Congressional “power of the purse” comes from the U.S. Constitution, Article I, Section 9, Clause 7, “No Money shall be drawn from the Treasury, but in Consequence of Appropriations made by Law”.

4. FISCAL LAW: Fiscal law is the source on how you can spend appropriated funds, restrictions on spending, obligating appropriated funds, Anti-deficiency Act violations, and more. Anyone responsible in the management of funds must know fiscal law. You are strongly encouraged to take the online Fiscal Law Policy course, published by the Air Force, at http://www.saffm.hq.af.mil/fiscallaw/index.htm the course is very user friendly and makes a great reference when you bookmark it for questions that may transpire or go to https://www.guardfamily.org/a00_admin/index.cfm KX site and click on the Training Tab then on Training Course Description. Perusing this web site will pay huge dividends for all members of the National Guard and yourself.

5. Invitational Travel Authorization: The Invitational Travel Authorization (ITA), on-line, contains many rules that govern conferences and travel orders. The following is included in the Air National Guard Family Program. For the National Guard State Family Program, invitational travel of selected Guard Family Program volunteers to attend command-approved family support seminars, workshops, and meetings; paid and volunteer staff development training (necessary to provide required family support services) guard family member youth training support; Program personnel TDY and local travel costs; contract services for program support; training, volunteer and family program support items; informational items and recognition events are funded as prescribed in NGR 600-12/ANGR 211-1; National, State, and local volunteer awards programs; program approved volunteered reimbursement. The Responsibility Center Cost Center (RCCC) is 891655 (State Headquarters) or 241655 (Wing) with PEC 59220F for both RCCCs.

a. One restriction is that “ITAs may not be used to authorize travel and transportation for Government contractors/contractor employees.” Refer to JFTR, Appendix E http://www.dtic.mil/perdiem/jftr/jftr-ae.txt or the Federal Acquisition Regulations (FAR) b 31.205-46. When a wing coordinator is placed on an Individual Travel Authorization (ITA) the Wing Family Program Coordinator (WFPC) must be on Leave Without Pay (LWOP) in a volunteer status and not be working in the same duties of their current position. If a Wing is looking to augment their existing travel budget to facilitate their contractor duties they can do that as well by purchasing their travel ticket and reimbursing them for actual expenses or by adding funding to their current contract and letting them draw from their established travel CLIN. A contractor cannot be on an ITA for any reason unless

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WFPC are on LWOP. A contractor cannot be paid contract salary while on an ITA. Dual compensation is not authorized in any case.

(1) Air Guard Volunteers ITAs: Invitational Travel for selected Family Program Volunteers in direct support of the National Guard Family Program, including advising and consulting, receiving or conducting program training, and conferring with government and other officials on Family Program issues. TDY travel and training costs for paid Family Program staff members may be used if other authorized funds are not available. The approval authority for a state level training is provided by the state. The approval authority for orders that are funded by the states rest in that state. However, the approval authority for ITAs must ensure that the travel is in accordance with JFTR Appendix E 1-13. SFPDs should only contact ANG/LGTT for ITAs when they are accompanying their Military member as a spouse. For approval, process a Staff Summary Sheet through your wing commander only for those service members seeking spouse travel approval for reasons identified in AFI 24-101 paragraphs 2.8 or 2.9. NGB-FP will only be involved with an ITA if training is provided by this office. Invitational Travel for family members to attend to hospitalized service members may be authorized by the hospital or the service member’s military organization (their fund site); family program funds are never authorized for this purpose.

(2) Army Spouse ITAs: Current memorandum Secretary of the Army, dated 26 March 2003, FOR PRINCIPAL OFFICIALS OF HEADQUARTERS, DEPARTMENT OF THE ARMY. Subject: Policy for Travel by Department of the Army, Para 12, Other Spouse Travel, 2) states the spouse will confer with DOD officials on DOD matters as a subject matter expert. In this instance, being a spouse is incidental to being a subject matter expert, and the circumstances of travel are NOT to be confused with accompanying spouse travel. Under this authority, the spouse may be issued an Invitational Travel Authorization (ITA) through normal procedures (by State) without obtaining special approval for spouse travel if it meets the five criteria’s listed below. It is generally DA policy that spouses traveling to participate in discussions on Family Programs and/or Quality of Life issues shall travel in an accompanying spouse status (per diem not authorized) in accordance with section 9, unless travel is for an excepted program in accordance with a below. When the spouse or other qualified individual has been selected to serve as a member of the delegation to an official conference concerning Army Family Programs or Quality of Life issues, then the activity that is sponsoring the conference may authorize the sending command to issue an ITA (per diem authorized) for that spouse’s travel if the following conditions apply:

a) The activity that is sponsoring the conference is commanded by an official in the rank of major general or above;

b) The conference has a substantive agenda aimed at affording the Army Secretariat OR Army leaders guidance, advice, and testimony that is essential to the process of developing effective policies pertaining to family, education, health care, retention, and other issues related to the well-being of our soldiers and their families;

c) The conference’s established objective is to render a discernable substantive product, such as a set of policies, a strategic plan, or an action plan;

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d) The agenda requires full-time participation by each delegate to ensure that it completes its agenda and accomplishes its established objective;

e) The process for selecting delegates conforms to Army regulatory guidance, and the slate of delegates has been approved, in writing, by the sponsoring commander.

Note: In no case, however, will the spouse of a soldier or DA employee be entitled to separate reimbursement for the lodging portion of per diem if the soldier or employee is on TDY to the same conference, is concurrently on TDY in the same commuting area of the conference, or resides within commuting distance to the conference site. If the above requirements cannot be met, requests should be processed through command channels and the Deputy Chief of Staff G3, Training Division to the Office of the Administrative Assistance to the Secretary of the Army for staffing within the Secretariat and approval.

6. AMSCOS & ESP CODES: Army APFs come in two different Management Decision Packages (MDEPs). Army Community Service funds come from MDEP QACS and are executed in Army Management Structure Code (AMSCO) 131G20.**, point accounts 10 - 20. The AMSCO title is Family Centers (Army Community Services). Youth Development Program funds come from MDEP QYDP and are executed in AMSCO 131G19.**, point accounts 20 – 34. The AMSCO title is Child Development Services (CDS). This guidance supersedes AMSCO crosswalk guidance. Air funding must use the ESP code TP.

7. APPROPRIATED FUNDS: APFs are monies that the Congress makes available to the Department. Generally, appropriations are of two types: annual and multiyear. The appropriation acts approved by the Congress specify the purpose for which the APFs shall be used. Accounting for APFs is significantly different than accounting for NAFs.

The following Family Program functions, items, and activities are considered appropriate for the use of Army and Air APF:

a) Training and support items such as office supplies, contract services (speakers, limited to $250 for installation approval, $1000 or less require MAJCOM approval, $1,000 or more – HQ USAF/CVA, Websites, etc.), FAC operation, mission and information materials, publications, newsletters, printing, parking, postage, training support supplies, telephone, training services, volunteer awards, events, reimbursement to support core volunteers, audiovisual and program support equipment.

b) Communications costs including installation, maintenance, and service charges for nationwide toll-free (1-800 or 1-888) phone lines, and telephone answering devices. This includes pagers, paging services, cell phones, prepaid phone cards for Family Program use and costs associated with on-line communications (Internet and e-mail). Nationwide toll-free phone lines are mission critical and all State Family Program Directors (SFPDs) are expected to have one in their office.

c) Reimbursement of out-of-pocket expenses of volunteers working in an approved Family Program activity. Expenses include mileage costs, parking fees, tolls, telephone calls, childcare fees, newsletters, recognition,

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travel, and training fees must be approved by the State Family Program Director prior to obligation. Volunteers will claim their expenses on Standard Form (SF) 1164, Claim for Reimbursement for

d) Expenditures on Official Business. All claims must be approved by the State Family Program Director for Army funds. All claims for Air funding must be approved by Air Chain of Command. Use APF to pay directly for training costs whenever possible to minimize the inconvenience of volunteers having to submit claims for reimbursements.

e) Use Army NAF for Army volunteer reimbursement when APF can’t be used. Air volunteers may only be reimbursed from Air APF.

f) Expenditures must be for the mission and deemed necessary. While office furniture is used in accomplishing the mission, it is not included in the Family Program funding. It is an asset that should be available and provided by the unit. If it is not available at the unit, inventory should be checked at the nearest Defense Reutilization and Marketing Office (DRMO). Insurance is not a necessary expenditure. The Government is self-insured. Purchase of food for families with appropriated funds is prohibited, regardless if it is for a Family Readiness Group meeting or a deployment briefing. Other prohibitions include the purchases of motor vehicles of any kind, port-a-potties, and playground equipment.

g) Family Program funds may not be used to advertise in the Guard Association magazine, nor to purchase giveaways at Guard Association conferences.

h) Family Program APF can’t be used to give away an informational item that has greater intrinsic value than the information on it. For example, you wouldn’t give away a Cross pen with the toll free family program engraved on it. The intrinsic value of the cross pen is worth more than the information. It is not a give-away program designed to give gifts (with intrinsic value) to family members. The idea is to give them the information in a format where they will have it readily available when they need it.

i) Chapter 1, section C1.3.12, of DOD 4525.8-M authorizes commanders to include family support group-type bulletins or newsletters in their official command publications if the commander determines its dissemination will contribute to morale or esprit de corps. It cannot exceed 20 percent of the printed space used for the official information. There cannot be an increase in cost to the Government, and it cannot include for sale advertisements. While this is a joint program, the recipient of the service is what determines the source of the funding, i.e. Army funds for Army and Air funds for Air. In the case of joint events or bulk purchases, a population or participant percentage may be used to determine the fair share amounts.

j) Appropriated funds may NOT be used for personal expense such as novelty items (Calendars, tote bags, canvas binders, etc.).

k) Light snacks may be provided at conferences, as prescribed by the JFTR, ONLY for attendees in a TDY status. This means that if one person is not in a travel status you may not use appropriated funds for light refreshments. The

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GAO Comptroller General reviewed the JFTR and charged GSA with not having the authority to address personnel in a non-travel status. Use of Appropriated Funds to Purchase Light Refreshments at Conferences, B-288266, January 27, 2003.

8. SEPARATE APPROPRIATED YOUTH FUNDS: The Army has a separate Appropriated Funds for the Youth Development Program in MDEP QYDP. While Air Guard does not have separate youth program funds, Air may use Air APF for the same youth program costs. These funds are provided for training, training support, travel for key paid and volunteer staff, contract services, program support items, program approved volunteer reimbursement to support core elements for Guard Youth Services and to assist in the costs for youth camps. The program provides youth, ages 6-18, with a safe affordable and accessible program designed to promote familiarity with the military environment. They also provide Guard Youth with opportunities that promote social interaction, personal growth, and team building experiences.

a. T-Shirt: Appropriated (APF) funds may be used to purchase t-shirts, only when t-shirts are essential to the achievement of an authorized purpose and are of a low dollar amount. There are certain restrictions which apply depending on the reason for the purchase. NAF funding has more flexibility when it comes to purchasing items described below. Unfortunately, the Air National Guard does not provide family program office with these types of funds. Typically, clothing is a personal expense. The GAO further held that, even where personal items serves a legitimate function or the agency’s overall objective is laudable, personal items may not be purchased with appropriated funds unless they are essential to the achievement of an authorized purpose.

When a group of family program youths are participating in an area where they could be readily identified as participants in youth programs, there are no arguable defenses for purchasing a t-shirt. However, a group traveling to some other “populated” location, where there is a challenge in identifying youths from other youths, then a “bright” colored t-shirts may be purchased for their safety. Jackets, sweatshirts have no authority or supporting statute within the law utilizing any government funding. Dark colored t-shirt for example Black and other dark colors would not qualify as a bright safety color. Yellow, orange, light colors, does pass the common test concerning safety.

There is no authority to purchase clothes for volunteers unless the t-shirts are for the same purpose of identifying mentioned above and most important keeping the item at a low dollar value. Volunteers may wear a t-shirt if they are a trainer, part of a council, or in some leadership capacity. T-shirt may “not” be purchased just for the sake of volunteers having one.

b. Registration Costs for Youths: There is no authority to use appropriated funds (APF) for registration fees Registration cost’s are supposed to “defray” the cost of operating the event. If Appropriated Funds could have paid for those expenditures then there would be no need to charge a registration fee, i.e. a registration fee is charged to cover the cost to purchase awards, presentation items or additional food items not authorized for purchase with Appropriated Funds (APF).

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c. Water Bottles: Appropriated Funds (APF) may be used to purchase water bottles only if they are essential to the achievement of an authorized purpose and are of a low dollar amount. For example, if an event in a remote location where water is not readily available may be authorized. Logos may be printed on the bottle only if provided at no charge by the vendor.

d. Air Awards for Volunteers: Awards for volunteers have to meet the test contained in DOD 1400.25-M, Department of Defense Civilian Personnel Manual, December 3, 1996. The Air Force regulation that speaks to awards that could be for volunteers is AFI 33-1004. This AFI does not authorize any awards other than a letter or certificate of appreciation to an individual who is not covered by Title 5 or Title 10. Purchasing awards with Army non-appropriated funds (NAF) is authorized for volunteers (see NGBFP funding guidance) where Air NAF is not provided for the family program office. Air NAF have been requested to support family program and were disapproved.

e. Paintball Courses or Boat Rental: There is no statute authority to rent a paint ball course or boat rental with appropriated funds.

f. Food for Youths and Adults: Purchasing food with APF and NAF is strictly prohibited. When conducting training events and participants are on Invitational Travel Orders food may be purchased. Individuals on travel orders would be entitled to meal(s) as part of their travel requirement. When food is provided the traveler must claim those meals provided on their travel claim.

9. CHARITABLE DONATIONS AND FUND RAISERS: The National Guard Family Program may “not” accept or give charitable donations of any kind. It is illegal to commingle federal funds with private funds. The mission of the Family Program, Family Readiness Groups (FRGs), Family Assistance Centers (FACs), and all other Family Program entities, is to train and prepare families and assist them with deployments. When FRGs engages in fund raising, they are considered "private organizations". See DoD 5500.7-R, Joint Ethics Regulations (JER) and DoDI 1000.15, Private Organizations on DoD Installations. AR 210-22 and AR 600-29 discuss the requirements for private organizations operating on Army installations; neither provides guidance for National Guard FRGs, most of who probably do not operate on Army installations. It is NGBJA opinion that a one-time fundraiser on a military installation would not trigger the charter and accounting requirements of those regulations. Fund raising can be done if there is a specific purpose for the funds, a purpose for which APF are not authorized. Keep in mind that when the balance exceeds $1,000.00, while raising funds on a military or government installation filing taxes with IRS will be required. Treasurer must apply for an Employee Identification Number (EIN) from the IRS using SS-4 Form (download from www.irs.gov) this eliminates the requirement to pay federal income tax.

Write a letter to State Comptroller with the EIN supplied by the IRS, requesting exemption from paying state sales taxes. However, when FRGs is having car washes and bake sales at the local Wal-Mart parking lot off DoD installations, they can raise as much money as they want, and carry any balance in their account for that particular purpose. When FRG conduct fund raisers on or off military installations the Commander has the authority audit FRG funds at any given time.

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The Family Program mission can be accomplished without fund raising and should be the exception and not the rule. Fund raising will not be done if it gives the appearance that it is interfering with the military or the Family Program mission of organizations, there is generally no restriction on how an organization spends its funds. However, a government entity may not accept funds given by a family support organization to augment its budget.

Example one: Family Support Organizations money may be used to support home coming celebrations or direct assistance to needy families, such as a member having difficulties meeting a given expense for the month.

Note: Fundraising by FRGs in their private capacity must be accomplished without implying endorsement by the National Guard. For example, if a family member are having a fundraiser, they should refer to themselves as the “family of the airmen of the 891st Air Refueling Wing” rather than the “891st Air Refueling Wing Family Readiness Group.”

Note: Raised funds CANNOT be given to a military unit to purchase additional supplies or to fund additional training.

Do’s:

- Set up a ledger

- Be specific about expenditures

- Develop written guidelines for all expenditures

- Deposit all funds expediently

- Keep all receipts

- Safeguard checkbook and records

- Reconcile account monthly

- Prepare financial statement for monthly FRG meeting

- Be sure members understand how FRG funds will be used

Don’ts:

- Do not initiate any fund raisers while the Combine Federal Campaign is under way.

- No reimbursement without a receipt

- Never use the FRG funds for anything else

- Don’t overdraw the account

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a. Expenditures must benefit the entire membership in some way (Special events to foster service member and family cohesion and morale, FRG volunteer training, meeting refreshments, deployment and reunion activities, childcare expenses during FRG events, postage and operating supplies in support of the FRG, and any authorized expense approved in advance and in accordance with the spending plan)

Authorized Fund Raisers:

- Bake sales (fresh-baked or prepackaged products)

- Sales of prepared foods (hot dogs, hamburgers, chili, etc)

- Cookbook sales

- Car washes

- Fun runs

- Dog washing services

- Opportunity auctions (donated goods and services)

- Talent show

- Concession booth at installation events

- Bazaars and recycling drives

Prohibited Fund Raisers:

- Gambling (illegal in some states without a license)

- Chain letters and pyramid schemes

- Door-to-door solicitations

- Any activity that is immoral, pornographic, illicit and/or casts a negative light on the military

- Dispensing or acquiring controlled substances

- Any activity involved service members in uniform

- Any activity on private property without proper permission

- Any activity that violates a state or local ordinance

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- Any activity or product that is dangerous or unduly risky

- Discuss the proposed fund raiser with the commander and get approval

- Plan ahead – make reservations early – Get permission from concession of proposed site

- Prepare letter for to appropriate authority

- It may be necessary for volunteers to attend a food handlers or food safety course and have documentation available at food site

- No one in uniform may participate

b. ETHICS HOTLINE: When in doubt, funding questions may be e-mailed directly into NGB-JA hotline concerning fund raising issues, and other various funding concerns to [email protected]. This is a valuable tool for all. Take time and be sure to avoid an Anti Deficiency Act violation for misuse of Government funds.

10

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10. STATE ARMORY USAGE: In an instance of a state owned armory the particular State Staff Judge Advocate should be consulted to determine whether there are any restrictions under state law. NGB-JA knows of no general NGB prohibition. We also note that Family Support Groups (FRGs) are usually permitted to operate on Federal facilities for Regular component forces. Particularly, FRGs are usually allowed to operate on Army facilities provided they comport themselves within the regulatory guidance of AR 210-22, Private Organizations on Department of the Army Installations, 22 OCT 01. A similar analogy could be drawn for state armories, provided that such organizations comply with state law. Since there are 54 states and territories involved, each State Staff Judge Advocate would have to be consulted for the applicable laws within their jurisdiction.

11. NONAPPROPRIATED FUNDS: NAFs are monies that are not appropriated by the Congress of the United States. NAFs come primarily from the sale of goods and services to DoD military and civilian personnel and their family members. These funds are used to support the Moral, Welfare, and Recreational activities (MWR), lodging, and certain religious and educational programs. NAFs are Government funds entitled to the same protection as funds appropriated by the Congress of the United States; they are used for the collective benefit of military personnel, their family members, and authorized civilians. These funds are separate and apart from funds that are recorded in the books of the Department of the Treasury. NAFs are used judiciously and not as a matter of convenience.

The Army has established a NAF for the Army National Guard to use for reimbursement of volunteers who expend their personal money in support of State Family Programs and Family Readiness Groups. Authority for the use of these funds is an exception to AR 215-1, Morale, Welfare, and Recreation Activities and Nonappropriated Fund Instrumentalities. Note and follow the authorized use of NAF contained in chapter 4, para 4-12, and prohibited use of NAF contained in chapter 4, para 4-13. Each state may be allocated an amount of NAFs based on their projected budget, prior year execution, and their activity level. Each state will handle the Family Program NAF account exactly like a unit fund.

State Adjutants General may authorize reimbursement to volunteers for expenses incurred in support of National Guard Family Programs and unit FRG programs. NAFs must be budgeted through the National Guard Bureau Family Program office. Budget projections should be broken down by category using the Family Program request form for additional funds. Approval of the SFPD is required before incidental or recognition expenses are incurred

a. The following items and activities are considered appropriate for the use of NAFs:

(1) Child Care: Expenses may be reimbursed where volunteer services cannot be performed if childcare is not provided. Childcare for FRG volunteers who provide direct support may qualify for reimbursement. The maximum hourly rate paid will be consistent with the local economy. The SFPC will set the rate based on the results of researching the average rate in the local economy. This rate may vary in some states and the task of determining the average rate may be delegated, but must be approved by the SFPC. When arrangements are made to have a childcare team provide group care for an activity, a single rate will be established, also consistent with the local economy.

(2) Training: Volunteer training to improve their effectiveness in assigned roles within the organization or to enable them to accept increasingly responsible challenges that may be funded.

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(3) Travel: If a volunteer and the organization would benefit from training held at another site, funds are authorized to cover enrollment expenses, travel, and per diem. Appropriate controls will be established to ensure that settlement travel vouchers are submitted and that any outstanding amounts due are collected.

(4) Mileage: Volunteers authorized to use a POV in support of official programs and activities may be reimbursed for their expenses at current Government rates (Joint Travel Regulations).

(5) Telephone Bills: Reimbursement for long-distance telephone calls made in conjunction with official volunteer duties is authorized.

(6) Newsletters / Postage: FRGs are authorized use of Government printing supplies, equipment and postage for command authorized newsletters containing official information (mission-related, i.e., about the military, installation, unit, benefits, unit FRG sponsored activities, and programs and services available). Newsletters containing both official and unofficial information (non mission-related, i.e., promotions, births, retirements, recipes) may be published using Government printing and equipment; however, appropriated funds (APFs) are not authorized for mailing unofficial information. The determination of what is considered official vs. unofficial is the commander’s responsibility. Information that is considered to support retention or be a part of the morale, welfare, or recreation program may be deemed official. NAFs or funds generated by the FRG may be used for mailing unofficial letters when APFs are not authorized or available.

(7) Incidental Expenses: Other reasonable incidental expenditures by volunteers in direct support of Family Programs are reimbursable. Expenditures in this category are exceptions and shall be approved by the SFPC prior to purchase in order for reimbursement to be allowed. Refreshments and other food and beverage are not considered incidental reimbursable expenses. A recommended guideline is to not allow incidentals to exceed 10 percent of your total NAF expenses.

(8) Volunteer Awards: NAFs may be used to purchase awards (such as certificates or plaques of appreciation, special badges, pins, name tags or other items to recognize civilian and military excellence in athletic or nonathletic competition and proficiency in recreational programs or to acknowledge unusual accomplishment supporting special events) for State Family Program and FRG volunteers to give Guard Family volunteers special recognition within the community. The intent of the program has always been to reimburse volunteers for expenses incurred in support of the family program. Although regulations can be cited authorizing the use of NAF to purchase awards, to keep the accounting pure it is advised that a volunteer be appointed to coordinate the award programs. The volunteer would then purchase the awards and be reimbursed by the fund, keeping it strictly a volunteer reimbursement fund. Like incidentals, this is an area that requires preapproval by the SFPD to insure the reasonableness of the awards. This is not a cup and flower fund. Awards are presented for active work in support of the Family Program and are not to recognize birthdays, illnesses, funerals, or holidays.

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(a) Purchasing Awards: Purchasing awards with NAF funding is contained in AR 215-1, para 4-12a, (3). There is no set limit stated in that paragraph. However, NGB-FP has set limits based on current year budget and not to exceed set limitations.

(b) Awards honoring volunteers: Awards honoring volunteers or gratuitous service personnel at volunteer recognition ceremonies may be purchased with NAFs. Mementos of nominal value (not to exceed $250) may be purchased.

(c) Food and beverages: The purchase of food and beverages is authorized from NAFs for distinguished visitors, official guests, and others as outlined below. Use of NAFs to defray associated costs (linens, cleaning costs, master-of-ceremony fees, entertainment, decorations) entailed with hosting MWR events and distinguished persons is an authorized NAF expense. The following NAF expenditures must support the moral, welfare, and recreation program and be in keeping with rules of protocol and in the best interest of the National Guard.

1. Recognition ceremonies in honor of individuals providing voluntary services to missions which support soldiers and their family members.

2. MWR events open to the entire military community and approved by the local commander. Alcoholic beverages provided at these events are limited to malt beverages and wine. Events should be of a historical or military traditional nature. Dignitaries from the local community may be invited to the MWR event to promote good community relations.

3. Luncheons, dinners, and special occasions hosting officially invited distinguished visitors or honoring military personnel for unique MWR accomplishments, when approved by the local commander. NAFs are used to pay food and beverage (including alcoholic beverages) costs of the person being honored and guests accompanying the person being honored. All other attendees are required to pay.

4. Receptions or meals provided to registered attendees in conjunction with authorized Army MWR world-wide conferences.

5. Per diem for meals provided (or receptions if considered meals) will not be claimed on the travel voucher if in a temporary duty (TDY) status.

(d) Civilian employee awards ceremony: Nominal ceremony expenses and refreshments for MWR civilian employee awards ceremonies are authorized with NAFs, subject to the following or similar procedures. Local procedures are written and must withstand the test of public scrutiny.

1. Refreshments are limited to coffee, juice, and/or soft drinks, and donuts, cookies, and/or cake. Banquets, luncheons, or meals are not appropriate.

2. Ceremonies are infrequent, such as quarterly and include a number of employees receiving awards for the previous period.

3. NAF expenses are kept to a minimum, commensurate with the frequency of the occasion.

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4. Monies are budgeted for the ceremonies, within each activity.

5. Refreshments purchased with NAFs at retirement, promotion, new hire, or similar-type ceremonies are not appropriate.

12. Responsibilities:

a. The National Guard Bureau Family Program.

(1) Serves as Program Resource Manager.

(2) Prepare and submits an annual Operational Self Sufficiency Exemption Request for funds from the United States Army Community and Family Support Center based on the budget submissions and expenditure history of the states.

(3) Maintains a Central Fund Checking Account and distributes NAF to the states in accordance with their demonstrated needs.

(4) Provides general guidance to the states for administration of the funds and monitors the success of the program based on the reports submitted by the states.

b. The Adjutant General.

(1) Appoints a council and chairperson to approve the disbursement of NAF.

(2) Appoints a fund manager who will establish a local checking account and handle the fund accounting.

c. The Fund Manager.

(1) Serves as a member of the unit fund council. The fund manager representation on the council may be a voting or nonvoting position, at the Adjutant General’s discretion.

(2) Manages the fiscal instrumentality for the commander by acting in a fiduciary capacity and ensures its use and administration is within the purpose for which established.

(3) Receives, safeguards, is accountable for, and authorizes disbursement of cash and other assets of the fund as prescribed by this memo and other applicable regulations and directives. Accounting and disbursing duties are further explained herein and in AR 215-1.

(4) Signs and approves NAF Receipt and Disbursement Vouchers (DA Form 2107) and other documents required by the accounting procedures.

(5) Fully apprises the fund council of the financial condition of the fund; implements guidance of the council.

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(6) Initiates action to resolve any loss of assets, including investigation and restitution, when appropriate (see chapter 14, AR 215-1); is financially liable for loss of funds and other assets only in the event that his/her dishonesty, fraud, or culpable negligence is established and sustained.

(7) Safeguards or protects the assets of the fund, as follows:

(a) Ensures the adequate physical protection of cash from receipt through banking.

(b) Takes action as required to prevent extravagant expenditures or other dissipation of assets. Note and follow the prohibitions contained in Chapter 4, paragraph 4-12 In AR 215-1.

(8) Prepares the fund budget annually and submits to the council for approval and to the National Guard Bureau, Family Program office by 15 July each year for planning the national self-sufficiency exemption request. Revises the budget as needed and submits it to the council and National Guard Bureau.

(9) Analyzes budget performance throughout the FY and apprises the council. Makes needed adjustments.

(10) Furnishes the council with meeting minutes and other information as required for the proper performance of accounting and reporting functions.

(11) Submits quarterly reports to the National Guard Bureau, Family Program office, using the attached form, NLT 20 days after the close of the quarter. If no reimbursements were made a report is still required to monitor account balances. Any additional funding may be requested providing a current quarterly report is on file with the National Guard Bureau.

d. Fund Council.

(1) The establishment of a fund council is mandatory. The Adjutant General or their designee will appoint the council members in writing.

(2) Governs, directs, and exercises general fund supervision through the fund manager. Assures proper financial management based on management reviews. Directs the overall operation of the fund.

(3) The composition will be representative of the program to include a chairperson and recorder. Membership may include members of military families. Councils will represent organizational elements within the command or staff elements having a responsibility for or contributing to the programs supported by the fund. Councils will be comprised of the fund manager and at least four

79




other members. It is recommended that the SFPC serve on the council in some capacity, either voting or non-voting.

(4) Meets at least quarterly. Membership majority constitutes a quorum for voting purposes and the conduct of official business. Minutes will be provided to the responsible official for approval or other action.

13. Administrations and Accounting Procedures:

a. Family Program NAF Managers are authorized to keep their own accounting records. Accountability for this fund will be performed the same as that of a unit fund, IAW AR 215-1. A general ledger and Generally Accepted Accounting Procedures (GAAP) will be used, see DOD 7000.14-R, Vol 13.

b. The framework of accounting records is the single entry / cash basis system. Single-entry bookkeeping is simple and economical. This method can provide enough data to prepare financial statements. The cash basis of accounting records revenue and expenses when actually received and paid, without regard to the period to which they apply.

c. Basic records and forms will be established and maintained as prescribed herein and in AR 215-1. Records of a unit fund will be kept to the minimum required to support fund transactions. Account records are subject to audit on an annual and / or spot basis. Accounts will be subject to inspection by the Inspector General per AR 20-1.

d. DA Forms 2107 (Nonappropriated Fund Receipt and Disbursement Voucher) and Family Program NAF forms will be used to support all receipts and disbursements by unit funds. The general purpose voucher (DA Form 2107) is prescribed to support all transactions. Each DA Form 2107 will be numbered sequentially by calendar or fiscal year, i.e., 03-1, 03-2, etc. A single series of numbered vouchers will be used for all transactions within the calendar or fiscal year, whether the action is a receipt or a disbursement. Each will contain data required to fully identify the transaction. The fund manager will sign the voucher. It will be supported by the appropriate Family Program form (copies enclosed) and attached documents required to validate the transaction, such as vendor invoices, statements, bills, receipts, and other related documents.

e. Other records will include a checkbook, bank deposit slips, bank statements, bank account reconciliations, copies of audit reports, and miscellaneous correspondence relating to fund administration.

f. These funds may not be commingled with any other funds. 14. AIR APPROPRIATED: The Air National Guard will use the Responsibility Center Cost Center (RCCC) 891655 at state headquarters and RCCC 241655 at the wing. The FY 2006 Air National Guard (ANG) Financial Guidance can be found on line at https://airguard.ang.af.mil/.

15. DISTRIBUTION OF FUNDS: Appropriated funds are allocated to each State Family Program Office and each wing determined by NGB-FP with input provided by the State Family Program Directors (SFPDs) and Wing Family Program personnel, through Annual and Quarterly Reports, Unliquidated Reports generated by NGB-ARC and ANGFMFA.

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A Resource Management Model (RMM) is also used with the following variables: military strength, geography, unit/base activity, program impact and volunteer strength and prior year execution.

16. REPORTING REQUIREMENTS: Distribution of Family Program Appropriated Funds requires coordination among the SFPC, the wing, and NGB-FP. All budget reports will be submitted through the SFPD, in the Joint State Family Program Office.

a. Quarterly expenditure reports are required for both Army and Air APFs. If either report is overdue, requests for additional funding may be considered only when accompanying quarterly reports have been submitted to NGB-FP. Cooperation in this matter is extremely important concerning the effectiveness of fiscal funding management. Quarterly reports are due the 20th of the month following the end of the fiscal quarter. Show actual funded amount on expenditure reports, not what NBG-FP distributed to the state or wing. NGB-FP will compare that figure with what we distributed to determine any additional funding to your account or migration from your account.

b. Requests of funds for upcoming fiscal year are submitted using the request plan spreadsheet provided by NGB-FP for Army and Air Force. Both of these requests are due by the 15th of July each year.

c. Request for additional funding may be submitted through your SFPD to NGB-FP “only” if your initial allocation has been executed to a minimum balance without jeopardizing the mission. A quarterly expenditure report must accompany your request or be on file with NGB-FP prior to any requests. Any requests for additional funds will be considered on a case-by-case basis based on its current operating budget.

d. Excess funding must be identified and returned to NGB-FP, NLT 15 July of each year in order to prevent the Family Program funds from being under executed. This allows NGB-FP time to re-allocate funding to units in need and to ensure all funds are executed in a timely manner. This action is extremely important for all to prevent the Family Program from having future cuts in the out years.

e. Questions concerning family program funding must be directed through your channel (SFPD) prior to contacting the NGB-FP office.

17. BONA FIDE NEED RULE: One thing for certain is that you will not always find the answers in writing via regulations, AFI, etc., to questions concerning what you can or cannot purchase with appropriated or non-appropriated funding.

a. When this happens, all should revert to the questions below and ask yourselves this:

(1) Does the item in question meet the BONA FIDE NEED RULE? 31U.S.C.§ 1502?

(2) Is it really a NESSARY EXPENSE to have?

(3) Can you JUSTIFY the item or EXPENSE?

(4) Will it stand up to an AUDIT?

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b. Determining a Purpose (The Test):

(1) Expenditure is for the particular purpose set forth in the Appropriation Act or is necessary and incident to the stated purpose

(2) Expenditure is not prohibited by law

(3) Expenditure is not provided for in some other appropriation

(4) Reasonably necessary in carrying out an authorized function or will contribute materially to the effective accomplishment of that function

(5) Once again, the main question to ask is: Even if you can justify an expense is it “really” necessary to have?

c. Last but not least, the individual making these tuff decisions for expenditures will be the one to answer those hard questions to the U.S. General Accounting Office better known as GAO audit agency. My best advice to all “Be Prepared” for a random audit.

POINT OF CONTACT: Mr. Ron Lacasse, NBG-FP, DSN 327-5407 or Commercial

(703) 607-5407.

ANTHONY E. BAKER SR.

LTC, GS, NGB

Chief, Family Program

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APPENDIX J

VOLUNTEER AGREEMENT FOR APPROPRIATED FUND ACTIVITIES

For use of this form, see AR 608-1; the proponent agency OACSIM

PRIVACY ACT STATEMENT

AUTHORITY: 10 USC, Section 1558, Secretary of the Army; E.O. 9397 (SSN); and Army Regulation Army Community Service Center.

PRINCIPAL PURPOSE: To document voluntary services provided by an individual, including the hours of service performed, and to obtain agreement from the volunteer on the conditions of accepting the performance of voluntary service.

ROUTINE USES: None.

DISCLOSURE: Voluntary. However, failure to complete the form may result in an inability to document the type of voluntary services and hours performed.

PART I

1. I desire to volunteer my services to the Kansas National Guard Family Program Office at __________________________.

2. DESCRIPTION OF VOLUNTEER SERVICESAttend and Participate in specific unit Youth Training

I expressly agree that my services are being provided as a volunteer and that I will not be an employee of the United States Government or any instrumentality thereof while performing the above described services, except for certain purposes relating to compensation for injuries occurring during the performance of approved volunteer services, tort claims, the Privacy Act, and criminal conflicts of interest. I expressly agree that I am neither entitled to nor expect any present or future salary, wages, or other benefits for these voluntary services. I agree to be bound by the laws and regulations applicable to voluntary service providers and agree to participate in any training required by the installation or unit in order for me to perform the voluntary services that I am offering.

3a. PRINTED NAME OF VOLUNTEER b. VOLUNTEER SSN c. DATE OF BIRTH (YYYYMMDD)

d. SIGNATIURE OF VOLUNTEER e. DATE (YYYYMMDD)

4a. TYPED OR PRINTED NAME OF ACCEPTING OFFICIAL

4b. SIGNATURE OF ACCEPTING OFFICIAL 4c. DATE (YYYYMMDD)

PART II – TO BE COMPLETED AT THE END OF VOLUNTEER’S SERVICE BY VOLUNTEER SUPERVISOR

5. VOLUNTEER TIME DONATED

a. YEARS (2,087 hours – 1 year) b. WEEKS c. DAYS d. HOURS

e. SIGNATURE OF VOLUNTEER f. TERMINATION DATE

g. TYPED OR PRINTED NAME OF SUPERVISOR

6b. SIGNATURE OF SPONSOR 6c. DATE

DA FORM 4712, MAY1999

APPENDIX M83

Address

City ZipState




Background Check information

Federal Criminal History Record Request

o http://www.fbi.gov/hq/cjisd/fprequest.htm

State Criminal History Record Repositories

o http://www.kansas.gov/kbi/criminalhistory/request_fingerprint.shtml

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S: 27 March 2005 NGB-J1-FP

27 March 2005 MEMORANDUM FOR THE STATE FAMILY PROGRAM DIRECTORS/WING FAMILY PROGRAM COORDINATORS OF ALL STATES, PUERTO RICO, THE VIRGIN ISLANDS, GUAM, AND THE DISTRICT OF COLUMBIA

SUBJECT: Criminal Background Checks on Individuals working with National Guard Children and Youth

References: (a) DoD 1402.5, “Criminal History Background Checks on Individuals In Child Care Services”, January 19, 1993

(b) AR 608-10, Child Development Services (CDS) and Youth Services (YS)

(c) AR 215-1, MWR Activities and Non-appropriated Fund Instrumentalities p. 7-40 a2.

1. This memorandum serves as a reminder to state and territory Family Programs that proper criminal background checks are required for personnel who support child and youth programming and pertains to:

a. Government employees, contract employees, and volunteer staff providing services to National Guard children and youth.

2. To retrieve a copy of this document via the internet, use the following URL. http://www.dtic.mil/whs/directives/corres/pdf/i14025_011993/i14025p.pdf

3. Point of Contact for this action is Kathy Goedde, NGB/CYS Program Manager, NGB Family Program Office, 1411 Jefferson Davis Highway, Suite #9600, Arlington, VA 22202-3231, DSN 327-5416, Commercial 703-607-5416, Fax: 703-607-0762, E-mail [email protected]

/////////////////SIGNED//////////////

Anthony E. Baker, Sr. COL, NGB

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DEPARTMENTS OF THE ARMY AND THE AIR FORCE

NATIONAL GUARD BUREAU

1411 JEFFERSON DAVIS HIGHWAY

ARLINGTON, VA 22202-3231





Chief, Family Program

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APPENDIX 0

Glossary

AMVETS – American Veteran - As one of America’s foremost veteran’s service organizations; AMVETS (or American Veterans) has a proud history of assisting veterans and sponsoring numerous programs that serve our country and its citizens. The helping hand that AMVETS extends to veterans and their families takes many forms.

ANG –Air National Guard

ARNG –Army National Guard

BGCA-Boys and Girls Clubs of America - In every community, boys and girls are left to find their own recreation and companionship in the streets. An increasing number of children are at home with no adult care or supervision. Young people need to know that someone cares about them. Boys & Girls Clubs offer that and more. Club programs and services promote and enhance the development of boys and girls by instilling a sense of competence, usefulness, belonging and influence. Boys & Girls Clubs are a safe place to learn and grow – all while having fun. They are truly The Positive Place For Kids.

CYS-Child and Youth Services - The child and youth program for the National Guard is in place to help the children and youth that are families of the National Guard.

DDR – Provides unique military and other resources to support community prevention infrastructure. Supports capacity building and sustainment activities of community organizations, and serves as integral partners implementing community prevention activities.

GSA-General Services Administration - The U.S. General Services Administration (GSA) leverages the buying power of the federal government to acquire best value for taxpayers and our federal customers. We exercise responsible asset management. We deliver superior workplaces, quality acquisition services, and expert business solutions. We develop innovative and effective management policies

GTP-Guard Teen Panel - A panel of youth, ages 13-17, that represent National Guard youth from around the country. The panel trains and helps youth coping with deployment and speaks for all of them when necessary.

MCEC-Military Child Education Coalition - The Military Child Education Coalition is a 501(c)(3) non-profit, world-wide organization that identifies the challenges facing the highly mobile military child, increases awareness of these challenges in military and educational communities, and initiates and implements programs to meet the challenges. MCEC's goal is to level the educational playing field for military children wherever they are located around the world, and to serve as a model for all highly mobile children.

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NACCRRA-National Association of Resource and Referral Agencies - NACCRRA, the National Association of Child Care Resource & Referral Agencies, is our nation's leading voice for child care. We work with more than 700 state and local Child Care Resource and Referral agencies nationwide. These agencies help ensure that families in 99 percent of all populated ZIP codes in the United States have access to high-quality, affordable child care. To achieve our mission, we lead projects that increase the quality and availability of child care professionals, undertake research, and advocate child care policies that positively impact the lives of children and families

NGB-J1-FP-National Guard Bureau-Joint Staff 1-Family Programs

NGCYP-National Guard Child and Youth Program

NLT-No Later Than

NMFA-National Military Family Association - The National Military Family Association (NMFA) was organized in 1969 as the National Military Wives Association by a group of wives and widows seeking financial security for survivors of uniformed service personnel and retirees. From their efforts, the Survivor Benefit Plan came into being. In the ensuing years, NMFA has been in the vanguard of advocacy for improvements in the quality of military family life. The name of the organization was changed in 1984 to reflect the broad scope of its involvement. NMFA is a non-profit 501(c)(3) association.

OMCC-Operation Military Child Care - We'll provide child care fee assistance for National Guard and Reserve who are activated or deployed and whose children are enrolled in non-DoD licensed child care programs. We'll also provide child care fee assistance for deployed, Active-Duty Military (Army, Marine Corps, Navy, and Air Force) whose children are enrolled in non-DoD-licensed child care programs

OMK-Operation Military Kids – OMK is the U.S. Army's collaborative effort with America's communities to support the children and youth impacted by deployment. This initiative was officially launched in April 2005. Since its inception OMK has touched 88,000 military youth and provided information to 21,009 community members across the United States.

OPC-Operation Purple Camps- Free, week-long, overnight camps that are open to all military children ages 7-17. The program aims to help military kids experience carefree fun while also learning coping skills to deal with deployment-related stress and fostering relationships with other children who know what they are going through. Operation Purple camp allows kids to gain confidence by learning to be stewards of the community and of the environment

QYDP-Youth Development Program Funding Stream

R & R- Recruiting and Retention

Service Learning- An educational tool that reinforces academics by involving children and youth in meaningful service to the community.

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SFPD-State Family Program Director

SYC-State Youth Coordinator

USDA-United States Department of Agriculture

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Documents

cyssprogram.comcyssprogram.com/_docs/best-practices/Program Forms/… · Web viewChapter 1 – Introduction. Vision statement. Mission Statement. Specific Goals. Chapter 2 – State