Foreword. Mary Mooney Director

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2 Our mission is to promote youth work and volunteerism and to enable young people to realise their potential within their communities and a changing society. Foreword The City of Dublin Youth Service Board (CDYSB) has grown and developed as an organisation since its establishment in Our role is to promote, support and co-ordinate the development of voluntary youth clubs/groups, community based youth projects and youth services in the City of Dublin. CDYSB administers grant aid on behalf of the Government to youth projects/services and to voluntary youth clubs/groups throughout the city. Services are provided to communities to develop and support youth work and educational programmes in response to the changing needs of young people in our city. Voluntary youth clubs and groups make an enormous contribution to the development and delivery of youth work across the City of Dublin. One of the ways that CDYSB supports and strengthens this contribution is by providing a scheme of grants and other services to these groups. Youth clubs and groups registered with CDYSB may be considered for grants to assist them in a variety of activities. In recent years changing trends in youth work and government policy have led to the need to provide a range of supports and training to youth leaders and volunteers. This booklet introduces you to the range of grants, the types of supports and the requirements necessary to run your youth club/group effectively. We wish you continued success in your work with young people and hope this booklet will assist you in the delivery of your youth work programmes. Mary Mooney Director 1

3 CDYSB Profile CDYSB, established in 1942, is the Youth Work Development Agency of the City of Dublin Vocational Education Committee (CDVEC). Our philosophy is to support communities to develop and run youth work programmes and services that are a local and comprehensive response to the changing needs of young people in our city. All information contained in this booklet including grant application forms are available to download from 2

4 Contents Foreword/CDYSB Profile 1 Contents Page 3 Registration with CDYSB 4 Role of the Liason Officer 7 Procedure for Grant Applications 8 GRANTS Starting Grant 9 Annual Grant 9 Activity / Programme Grant 10 Training Grant 11 Summer Project Grant 12 Development Grant 13 SUPPORTS Garda Vetting 15 Child Protection and Welfare Training 15 Volunteers 15 Programme Development 15 3

5 Registration with CDYSB A voluntary club/group must be registered with CDYSB to avail of its services and grants. Conditions of registration for youth clubs/groups: The voluntary club/group must be situated within the City of Dublin and fulfil the following conditions: Have at least ten members. Majority of members should be aged between 10 and 21 years. However, if the majority of members are under 10 years of age then there must be at least 25 members between the ages of 10 and 21. Participation of young people must be on a voluntary basis. Programmes and activities of the club/group should not be an extension of an existing youth project/service receiving Government Department funding through CDYSB. Club/group must provide programmes of recreational and educational activities on a regular basis, extending over a minimum period of six months in a given year. Club/group must not be solely a sports group. Club/group must have a minimum of two adults who are youth leaders working with a group. Recommended minimum youth leader to member ratio is one to eight young people. Club/group must have a voluntary management committee with elected officers. 4

6 Club/group must have a written constitution. All youth leaders must undertake appropriate training in child protection and welfare prior to registration being approved. All youth leaders must have embarked upon the Garda Vetting process prior to registration being approved. Registration will be granted after successful completion of the Garda Vetting process. Within the first 3 months of registration the club/group must commence basic youth leadership training. Club/group must have a Bank account, Post Office account or Credit Union account in its name. Club/group must have adequate and appropriate insurance cover. Club/group must maintain records such as a register of members and their attendance, income and expenditure accounts, petty cash, minutes of meetings, correspondence, and these must be available to CDYSB on request. CDYSB reserve the right to accept, reject or withdraw registration. 5

7 Procedure for Registration The club/group must complete a registration form and submit it to CDYSB with a copy of its most recent bank statements and a copy of the relevant insurance certificate. The club/group will be visited by a CDYSB Liaison Officer to check details and discuss support services available. A report will be completed by the CDYSB Liaison Officer and submitted to the Board of CDYSB confirming that the conditions of registration are met. The Board will consider the recommendations and make a final decision on registration. The club/group will be written to indicating the decision of the Board of CDYSB. Failure to continue to adhere to registration requirements may result in the club/group being de-registered. Procedure for De-registration In the event that a club/group fail to adhere to the registration requirements, or there are issues/concerns relating to their practice or where a formal complaint is made, CDYSB will engage with the club/group to address this. In the event that there is an unsuccessful conclusion to this process, CDYSB will then make a recommendation to the Board of CDYSB in relation to the de-registration of the club/group. At this point the club/group will be notified in writing and where the recommendation is to de-register, the club/group will have the option to appeal this recommendation (see Appeals Procedure overleaf). It is important to note that clubs/groups may also voluntarily de-register. This is done for many reasons for example lack of members or change in original remit. Please bear in mind CDYSB holds title to any item of equipment which it has grant aided, for a period of five years following its date of purchase. In the event of a club/group closing down within that period CDYSB may reclaim these items and distribute them to other clubs/groups. 6

8 Appeals Procedure for De-registration An appeals procedure takes effect when there is a dispute or an issue in relation to de-registration which cannot be resolved between the relevant parties. The club/group have the right to appeal in writing outlining their case. This appeal will be dealt with by the Director and the Chairperson of the Board of CDYSB. Role of the Liaison Officer A Liaison Officer is assigned to offer supports to voluntary clubs/groups. The Liaison Officer is generally the first point of contact for the club/group. The Liaison Officer assists the club/group to avail of grants/supports required by the club/group in the delivery of youth work programmes. The Liaison Officer offers advice and guidance in relation to the requirements of CDYSB such as Garda Vetting for all volunteers, child protection and welfare training and youth leadership training. The Liaison Officer assists the club/group in processing all applications for supports from CDYSB and provide any other assistance required in the ongoing development of youth work programmes with young people. 7

9 Procedure for Grant Applications The following procedure applies to the processing of all grant applications in CDYSB: 1. The club/group must be registered with CDYSB. 2. The relevant completed grant application form should be submitted to your Liaison Officer in CDYSB. 3. To ensure each grant is processed within a reasonable timeframe (i.e. six weeks) completed grant application forms should be submitted to the Liaison Officer by the 15th day of any month. 4. Application forms are processed by the Liaison Officer and recommendations are brought before the Board of CDYSB for consideration. 5. Grants which are recommended by the Board of CDYSB are brought to the CDVEC for final approval. 6. The club/group must maintain an assets register. NB: Applications for Training Grant, Development Grant, Activity / Programme Grant will only be considered within the financial year where a club/group have successfully applied for an Annual Grant. 8

10 GRANTS Starting Grant This grant is designed for new clubs/groups that may require financial assistance to start their club/group. Areas covered by this grant: This is a once off grant to cover start up costs in areas such as insurance and programme. Procedure for application: 1. The first step for a new club/group is to complete the registration form and the Starting Grant application form in consultation with your Liaison Officer.. Details of the conditions of registration are given to each group upon application to CDYSB (as outlined on page 4). 2. Your Liaison Officer will process your grant application at the time of registration. 3. The registration and grant application will go before the Board of CDYSB and follow the procedure for registration (as outlined on page 4). Annual Grant The Annual Grant is intended to provide financial assistance towards the annual running costs for registered clubs/groups. Areas covered by this grant: The Annual Grant is calculated on the basis of income and expenditure outlined within the application by the club/group. The grant attempts to recognise the individual needs of each club/group, during the year for which the application is being made. The costs of any staff will not be included in the calculation of the Annual Grant. 9

11 Procedure for application: 1. The Annual Grant application form is completed using information taken from the group accounts for the relevant financial year. The group must invite someone to be their honourary auditor provided he or she is not directly involved with the club/group. The person must have the ability to examine the accounts and vouch for the contents. It is not necessary that the honourary auditor is a qualified accountant. 2. The club/group must be registered for at least 12 months before it can apply for this grant. 3. Your Liaison Officer will, upon request, assist your club/group to complete the form. Activity / Programme Grant This grant is available to support the delivery of the club/group activities and programmes which are not covered by the Annual Grant. Its aim is to enable clubs/groups to deliver a specific activity/programme, or to develop a new dimension to an existing activity/programme. The activity/programme must be educational and involve young people learning new skills or gaining knowledge. Areas covered by this grant: Costs towards Tutors if this activity/programme requires additional expertise to function e.g. tutor costs. Costs towards Equipment if this activity/programme requires hire of, new or replacement of equipment. Costs towards Running Costs if this activity/programme requires the use of additional premises/facilities, external to the club/group s normal base. 10

12 Procedure for application: 1. An Activity/Programme Grant application form should be completed in consultation with your Liaison Officer, in advance of the activity/programme commencing. 2. Details of the activity/programme and the budget required must be included. 3. The club/group must ensure that they have adequate insurance cover. 4. Proof of expenditure for the total amount of the grant must be held on file by the club/group. Training Grant This grant is designed as a subsidy towards the cost of training voluntary youth leaders. The aim of this grant is to assist voluntary youth leaders to develop core competencies and skills in a range of areas suitable to their work with young people. Areas covered by this grant: Voluntary youth leaders in a registered club/group may apply for a subsidy towards their training costs. Grants are paid subject to the course being approved in advance by CDYSB. The level of grant aid available is up to 75% of the overall cost of participating on the course. Conditions of application: All courses and trainers must be approved in advance by CDYSB. Tutors must be qualified and competent in the area in which the training is being delivered. Voluntary adult youth leaders must be 18 years of age and over. 11

13 Voluntary junior youth leaders must between 16 and 18 years of age. Course content must be relevant to the club/group programme(s). Participating voluntary youth leaders will accrue no financial gain from the club/group members as a result of participating on the course i.e. they will not charge the club/group for services which they are qualified to give as a result of subsidised training. If the club/group intends to access a Training Grant from CDYSB approval for participation on course/seminar/conference must be obtained by CDYSB. Procedure for application: 1. Training Grant application form should be completed and submitted to your Liaison Officer. 2. Following approval and completion of the training, the club/group must submit receipts and confirmation of attendance to CDYSB. Summer Project Grant The aim of this grant is to contribute towards the cost of educational programmes and activities in locally organised summer projects. Condition of application: The grant is paid retrospectively on the presentation of a claim form accompanied by original receipts. 12

14 Procedure for application: Summer projects must: 1. Complete an application form outlining the programme of activities and associated costs. 2. Provide evidence of adequate public liability insurance cover. 3. Ensure that the application form is supported and signed by a relevant staff member from Catholic Youth Care (CYC), Dublin City Council (DCC) or CDYSB, who is not directly involved with the summer project. 4. Submit the form to CDYSB who will make a recommendation to the Board of CDYSB. Development Grant The aim of the Development Grant is to enable a registered club/group to undertake an essential refurbishment project. It is not a capital grant and may only be applied for once every three years. The amount paid will depend on the club/group proposal and be subject to availability of funding. Conditions of application: Premises must be owned by the club/group or be on long-term lease to the club/group. Where the grant covers construction work, the work must be carried out by a registered contractor, who must provide a current Tax Clearance Certificate or (C2). Three quotations must be supplied at the time of application. In the case of building work, all local authority regulations and planning laws must be complied with at the time of application. 13

15 The club/group must show evidence of sufficient financial resources to complete the proposed work. Your Liaison Officer must be satisfied that the club/group has the leadership and management ability to carry out the project. Procedure for Application: To be eligible to apply for a Development Grant the club/group must: 1. Be registered with CDYSB. 2. Not have received a Development Grant in the previous three years. 3. Complete the requirements and the application form for this grant. Please note that applications for a Development Grant will be presented to the Board of CDYSB at the November meeting. 14

16 SUPPORTS Garda Vetting It is a requirement of CDYSB that all adults, aged 18 and over, involved in your club/group are Garda Vetted prior to working with young people. Garda Vetting is an additional safeguard which, along with good recruitment practice, interview procedures and reference checks, will support you to show that you have taken reasonable steps to clarify the suitability of any person involved with your club/group. CDYSB will support your club/group to fulfil your requirements in relation to Garda Vetting. Child Protection and Welfare Training CDYSB provides Basic Awareness Training in Child Protection and Welfare to clubs/groups. It is a requirement of registration that all voluntary youth leaders undertake this training prior to engagement with young people. This course is provided by a range of service providers including CDYSB. The course provided by CDYSB is free and can be accessed through your Liaison Officer. Volunteers CDYSB is committed to supporting volunteers in the development and delivery of quality youth work programmes to young people. CDYSB develops and delivers training relevant to the needs and interests of volunteers and young people. Programme Development CDYSB is committed to the development of the voluntary youth work sector and continues to develop relevant programmes and supports which are in line with the current interests of young people. 15

17 Membership of the Board of CDYSB 2010 Cllr. Paddy Bourke Fr. Jim Caffrey Ms. Mary Clarke Cllr. Michael Conaghan Mr. Mark Harding Cllr. Kevin Humphreys Cllr. Vincent Jackson Cllr. Dermot Lacey Mr. Stephen McCarthy Cllr. Críona Ní Dhálaigh Ms. Vicky Rattigan 16

18 70 Morehampton Road Donnybrook Dublin 4 Tel: Fax: info@cdysb.cdvec.ie THE CDYSB IS THE YOUTH WORK DEVELOPMENT AGENCY OF THE CITY OF DUBLIN VOCATIONAL EDUCATION COMMITTEE

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