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This training application provides information and guidance on applying for OAA Title VI 2020-2023 grant funds. Learn about eligibility requirements, timeframes, and program assurances. Sneak peek at the draft application included!
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Title VI Albuquerque Cluster TrainingApplication for Older Americans Act, Title VI 2020-2023 Grant Funds Presented by: Courtney Hoskins, ACL, Aging Services Program Specialists May 21 - 22, 2019
Applying for OAA Title VI 2020 – 2023 Grant Funds • Timeframes • What you can be doing now to prepare • Requirements • Sneak Peek at the DRAFT Application • What not to ignore and only get a signature!
Timeframes • Here’s our worst case scenario timeline: • Application form in PRA clearance process now-9/3/19. First draft is likely to post on 6/3/19 and will be available for public comment at that point. • Final application form posted in federal register on 9/3/19 • Applications due to ACL on 12/3/19 • Applications reviewed 12/3/19-3/15/20 • Grants awarded 4/1/20
Eligibility Requirements… • Part A – Indian Program • Federally recognized tribe; • Represent at least 50 individuals who are 60 years of age or older; and • Demonstrate the ability to deliver supportive services, including nutritional services • Part B – Native Hawaiian Program • A public or non-profit private organization with the capacity to provide services for Native Hawaiians; • Represent at least 50 individuals who are 60 years of age or older; and • Demonstrate the ability to deliver supportive services, including nutrition services • Part C – Native American Caregiver Support Program ` Have an approved Part A or Part B application.
The required services for a Title VI program are: • Parts A and B • Nutrition Services; and • Supportive Services • Part C • Information to caregivers about available services; • Assistance to caregivers in gaining access to the services; • Individual counseling, organization of support groups, and caregiver training to assist the caregivers in the areas of health, nutrition, and financial literacy, and in making decisions and solving problems relating to their care giving roles; • Respite care to enable caregivers of a frail elder to be temporarily relieved from their care giving responsibilities; and • Supplemental services, on a limited basis, for caregivers of frail elders to complement the care provided by caregivers
Program Assurances… Do Not IGNORE!!! • Older Americans Act Sec. 614(a) states No grant may be made under this part unless the eligible tribal organization submits an application to the Assistant Secretary which meets such criteria as the Assistant Secretary may by regulation prescribe. Each such application shall—
{Hidden} • (1) provide that the eligible tribal organization will evaluate the need for supportive and nutrition services among older individuals who are Indians to be represented by the tribal organizations; • (2) provide for the use of such methods of administration as are necessary for the proper and efficient administration of the program to be assisted;
{Hidden} • (3) provide that the tribal organization will make such reports in such form and containing such information, as the Assistant Secretary may reasonably require, and comply with such requirements as the Assistant Secretary may impose to assure the correctness of such reports; • (4) provide for periodic evaluation of activities and projects carried out under the application;
{Hidden} • (5) establish objectives consistent with the purposes of this part toward which activities under the application will be directed, identify obstacles to the attainment of such objectives, and indicate the manner in which the tribal organization proposes to overcome such obstacles;
{Hidden} • (6) provide for establishing and maintaining information and assistance services to assure that older individuals who are Indians to be served by the assistance made available under this part will have reasonably convenient access to such services;
{Hidden} • (7) provide a preference for older individuals who are Indians for full or part-time staff positions whenever feasible;
{Hidden} • (8) provide assistance that either directly or by way of grant or contract with appropriate entities nutrition services will be delivered to older individuals who are Indians represented by the tribal organization substantially in compliance with the provisions of part C of title III, except that in any case in which the need for nutritional services for older individuals who are Indians represented by the tribal organization is already met from other sources, the tribal organization may use the funds otherwise required to be expended under this paragraph for supportive services;
{Hidden} • (9) provide that any legal or ombudsman services made available to older individuals who are Indians represented by the tribal organization will be substantially in compliance with the provisions of title III relating to the furnishing of similar services;
{Hidden} • (10) provide satisfactory assurance that fiscal control and fund accounting procedures will be adopted as may be necessary to assure proper disbursement of, and accounting for, Federal funds paid under this part to the tribal organization, including any funds paid by the tribal organization to a recipient of a grant or contract; and
{Hidden} • (11) contain assurances that the tribal organization will coordinate services provided under this part with services provided under title III in the same geographical area
{Hidden} • Additionally, 45 CFR 1326.19 requires that the application shall provide for: • a) Program objectives, as set forth in section 604(a)(5) of the Act, and any objectives established by the Commissioner. • b) A description of the geographic boundaries of the service area proposed by the tribal organization.
{Hidden} • c) Documentation of the ability of the tribal organization to deliver supportive and nutrition services to older Indians, or documentation that the tribal organization has effectively administered supportive and nutrition services within the last 3 years;
{Hidden} • d) Assurances as prescribed by the Commissioner that: • (1) A tribal organization represents at least 50 individuals who have attained 60 years of age or older; • (2) A tribal organization shall comply with all applicable State and local license and safety requirements for the provision of those services;
{Hidden} • (3) If a substantial number of the older Indians residing in the service area are of limited English-speaking ability, the tribal organization shall utilize the services of workers who are fluent in the language spoken by a predominant number of older Indians; • (4) Procedures to ensure that all services under this part are provided without use of any means tests;
{Hidden} • (5) A tribal organization shall comply with all requirements set forth in Sec. 1326.7 through 1326.17; and • (6) The services provided under this part will be coordinated, where applicable, with services provided under title III of the Act. • e) A tribal resolution(s) authorizing the tribal organization to apply for a grant under this part; and
{Hidden} • f) Signature by the principal official of the tribe. • By signing below, you affirm that your organization has met the application requirements detailed herein. Signature of Principal Official • Date • Title • Organization
PLANNING • Important element of management • Provide programs and services that older adults want • Provide what older adults need in order to participate
PLANNING • Step 1: Establish program goal example: Older adults will remain active in the community • Step 2: Conduct needs assessments: what services are older adults receiving/where are there gaps in services? • Step 3: Identify actions to address the unmet needs
PLANNING • Step 4: Determine what results are expected • Step 5: Develop a work plan setting forth tasks to achieve the results – follow the plan – complete tasks in the right order • Step 6: Plan to evaluate outcomes
PLANNING Example: Goal is for older adults to remain physically active. • needs assessment: 35% participate in some type of physical activity at least 4 days/week • desired outcome: 50% do some type of physical activity at least 4 days/week
PLANNING Don’t forget to Evaluate! • Number of class participants • Satisfaction surveys
PLANNING • Use of Volunteers: long term: deliver meals episodic: special occasion Older adults may want to volunteer • Coordinate with Tribal HR Department: background checks, insurance written agreement setting forth expectations
PLANNING - TIPS • Publicize services and activities • Provide opportunity for participation regardless of ability or skill • Community interest and support are important • Times and locations should be convenient • Allow free time for informal activities
PLANNING – TIPS cont... • Prioritize and set deadlines • Delegate to others • Do unpleasant things first; don’t procrastinate
BUDGETING • Budgets not required by Title VI, but money does not grow on trees
BUDGETING Simple budget example: • Staff salary and benefits • Food costs for last year plus an additional 3% • Supplies and other expenses (rent, utilities, administrative support) Divide these amounts by 12 and compare your expenses each month in each category to this amount
BUDGETING • Keep good records • Keep copies of all invoices • Coordinate with your finance office • If under budget, find out why and adjust the budget • Spend resources in a timely manner and avoid the need to carry over funds to the next grant period
BUDGETING Indirect Costs: • Find out what indirect cost your tribe charges to the program • Understand what is included in the indirect cost so you will not pay the same expense twice example: if rent is included in the indirect cost, do not also charge the program for rent
Program Accountability Program accountability is becoming increasingly important for all programs The program accountability requirements of the Older Americans Act include: • The grantee must use such methods of administration as necessary for the proper and efficient administration of the program; • Fiscal control and fund accounting procedures will be adopted as may be necessary to assure proper disbursement of, and accounting for federal funds paid under Title VI; • The tribal organization will make such reports in such form and containing such information as required by AoA and assure the correctness of such reports; and • Provide for periodic evaluation of activities carried out under the Title VI application
Policies and Procedures are Required! • Did you know that having policies and procedures can actually make your job easier by assisting you with: • Daily decision making • Program monitoring • Staff development • Quality, integrity and continuity of services
Why do we need them and why are they important? • They are required (see the Title VI Resource Manual page 38) • Policies and Procedures are inter-related • Policies guide the implementation of programs • Procedures are the steps or activities needed to accomplish a specific policy • Together they provide the rules and guidelines for the program
Relationships • Tribal Finance / Contracts/Grants Office • State Unit on Aging • Area Agencies on Aging • ACL/AoA
