AgeOptions: An Overview for Directors and Managers of Funded Programs

AgeOptions: An Overview for Directors and Managers of Funded

Programs

Agenda• Introductions• Overview of the Aging Network• Our Network• Our Structure• Our Programs• Program Unit Role• Grants Unit Role

Introductions• Your name• Title• Agency

Older Americans Act• Passed in 1965 • Created Area Agencies on Aging and the

Administration on Aging• Funding for in-home and community

services • Nationwide network of agencies• All persons over 60 eligible• Donations requested, but not required

The Aging NetworkT H E A G IN G S E RV IC E S N E T W O RK

A cce ssS e rv ices

C o m m u n ityS e rv ices

In -ho m eS e rv ices

In s titu t ion a lS e rv ices

N u trit ionS e rv ices

V o lun ta ryO rg an iza tio ns

L eg a lA ss ista n ce

S e n io rC e n te rs

G o vern ors & S ta te L eg is la to rs

L o ca l S e rv ice P rov id e rs

A re a A ge n cie s on A g ing

S ta te U n its o n A g ing S ta te A d v iso ry C ou n c ils

D e p artm e n t o f H ea lth a n d H um a n S e rv icesA d m in s tra tio n fo r C om m un ity L iv ing

A d m in stra tio n on A g ing

P re sid e n t C o n g re ss

Area Agencies on Aging in Illinois

AgeOptions = Planning and Service Area (PSA) 13

2nd Largest Population: Over 450,000 people over 60

130 Municipalities

AgeOptions Funding• Federal funding (Older Americans Act, others) • State funding• Foundation grants• Corporate donations and partnerships• Individual donations• Competitive Grants

– SMP, Take Charge of Your Health, Caring Together, Living Better

AgeOptions Role• Plan for future needs and services for older

adults• Grant funding to local agencies that provide

direct services • Provide oversight and technical assistance to

grantees• Advocate • Provide information and assistance to clients• Conduct special projects

AgeOptions Network• Distributes nearly $12 million to agencies

throughout suburban Cook County• Over 70 funded agencies• Incredibly diverse area in terms of race,

ethnicity, economics and age.

Your Role in the Network• Network!

– Learn about services offered by other providers– Develop key contacts at allied agencies– Inform AgeOptions and others of new services,

service changes and special events

Your Role in the Network• Collaborate

– Connect clients to services provided by other agencies

– Coordinate services and share information, when possible

– Apply for funding as part of a network– Share concerns

• Tell the other agency if something is not working well

Planning—Area Plan

• Area Plan Document– Revised every 3 years, updated each year– Area plan hearings

• Needs of the Elderly Hearings• Request for Proposals

Advocacy

• Legislative Breakfasts• Advocacy Task Force• Connections to other advocacy

organizations

Emergency Planning for People with Special Needs

• Cook County Dept. of Public Health Emergency Management Plan– Special Needs Advisory Panel (SNAP)

• Disaster planning templates created for future state-wide use

• Creation of county special needs registry (to alert vulnerable individuals of emergencies/disasters)

Funding Formula• 60+ (non-nursing home)……….. 30%• 60+ (124% of poverty)………..... 35%• 60+ (minority)……………...……15%• 75+……………………….…….. 10%• 60+ (living alone)…………..….. 10%

AgeOptions FundingFederal

– III-B……$2,926,453– III-C1……$1,735,498– III-C2……$3,422,954– III-D……$135,317– III-E……$1,217,291– SMP…….$442,500– Title V……$387,110 – TOTAL…$10,267,123

AgeOptions FundingState

– Elder Abuse…......…..$1,170,794– Ombudsman……...…$202,553 – SHAP………………...$179,153– Total: 1,552,500

Programs: Older Americans Act

• Central Point of Entry/Information & Assistance• Transportation• Legal Assistance• Senior Center• Housing Assistance• Chore/Housekeeping• Home Repair• Senior Opportunity Services• Friendly Visiting• Telephone Reassurance

Programs: Older Americans Act

• Nutrition – 37 Congregate Dining Sites, 21 Community Agencies – 22 Distribution Points, 12 Community Agencies

• Caregiver Resource Center– Respite, Counseling and GRG

• Health Promotion and Disease Prevention• Senior Employment

Programs: State Funded• Elder Abuse and Neglect

– 10 EAPAs• Ombudsman• Senior Health Assistance Program (SHAP)

Programs: Administered by State

• Care Coordination Units (CCU)• Comprehensive Care Coordination

(CCC)• Community Care Program (CCP)• Money Management• Money Follows the Person

AgeOptions Programs

• SMP• Make Medicare Work Coalition• Oro Latino Network• Elder Justice Coalition• Take Charge of Your Health• Aging and Disability Resource Center• Caring Together, Living Better• Bridge Transitional Care Partnership

Grants Management Role• Procurement

–RFPs, Grants, and Contracts• Reimbursement • Technical Support• Monitoring/Compliance• Update Funded partners on program changes,

opportunities and network activities– Funded Agency meetings

Requirements for Recipients of Title III Funding

• Obvious requirements–Serve only 60+ (with some exceptions)–Good fiscal practices (no profit allowed)–Non-discrimination–No soliciting–Minimum insurance levels –Attend quarterly meetings

Requirements for Recipients of Title III Funding

• Not-so-obvious requirements–Priority to low income minorities and/or

disabled populations–Retain records for three years–Criminal background check on staff/volunteers–Participant feedback

Requirements for Recipients of Title III Funding

• Not-at-all obvious requirements– Provide seniors with volunteer opportunities– Give seniors the opportunity to contribute towards

the cost of service– Preference to hire staff who are 60+– Time sheets indicating service and funding source

Using Federal Funds for Expenses: Allowable or Unallowable?

• Advertising• Auditing• Entertainment• Depreciation• Lobbying• Maintenance

• Yes• Maybe• No• Yes• No• Yes

Reporting Requirements

• Monthly– Reimbursement requests and Program Reports

• Quarterly- All ProvidersQuarterly Service Cost Reports Significant Development Report

• Semi-Annual– NAPIS

• Annual– Budget Revisions, Inventory of Assets, Audit Reports,

Closeout Reports, Project Income

Compliance/Monitoring• Meet Requirements for Funding

• Every 3 Years

• Examine Program and Financials

Annual Nutrition Program Site Visits

• Refer to Nutrition and Menu Standards• Recent Fire and Health Inspections• Illinois Food Service Sanitation Certificate• Adherence to Approved Menu• Adequate Portion Size• Equipment/Food at Appropriate Temperatures

Annual Nutrition Program Site Visits

• Food Quality and Food Code Dates• Food Service and Storage Procedures• Restroom Facilities• Training as needed

Fiscal Year Timeline

• October……..Federal Fiscal Year begins• November/December... Closeout previous Fiscal Year• January……..Area Agency reports to IDOA/Audit• June/July……Request Program Budgets• July………….State Fiscal Year Begins/Issue

extensions for Providers • August………Receive Budgets from Providers• September…..Mail NGAs for next Fiscal Year• October……..Next Federal Fiscal Year begins

NAPIS• Data is our lifeblood!

• National Aging Program Information Systems

• Examine results twice a year

Program Unit’s Role• Provide technical assistance• Maintain connections to the community and

our agencies• Work with IDoA on program changes and

address network concerns

Program Unit’s Role

• Assist in programmatic oversight of funded agencies

• Outreach • Develop and disseminate new programs to

the network– Write grant proposals

• Work in conjunction with other units to develop AgeOptions Requests for Proposals

Expectations of Funded Agencies• Attend all provider meetings

• Communicate information

• Submit information timely and accurately

• Meet Standards

• Ensure costs reflect services

• Ask for help!

What to expect from us

• Available and responsive

• Timeliness

• Collaboration

Questions?

• Grants – – Chesareé Rollins, Ellin Learned,

Jamie Boyce, Luan Mazreku & Rachel Zavala

• Programs– Rob Mapes & Sarah Stein