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

• Your name • Title • Agency

Introductions

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 Network

THE AGING SERVICES NETWORK President Congress Department of Health and Human Services Adminstration for Community Living Adminstration on Aging Governors & State Legislators State Units on Aging Area Agencies on Aging State Advisory Councils Access Services Community Services Institutional Services Local Service Providers In-home Services Voluntary Organizations Nutrition Services Legal Assistance Senior Centers

Area Agencies on Aging in Illinois

AgeOptions = Planning and Service Area (PSA) 13 2 nd 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 Funding

Federal – – – – – – – –

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 Funding

State – – –

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 Providers Quarterly 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

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Timeliness

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Collaboration

Questions?

• Grants – – Chesareé Rollins, Ellin Learned, Jamie Boyce, Luan Mazreku & Rachel Zavala • Programs – Rob Mapes & Sarah Stein