AgeOptions: An Overview for Directors and Managers of Funded Programs

1. AgeOptions: An Overview for Directors and Managers of Funded Programs

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

3. Introductions • Your name • Title • Agency

4. 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

5. The Aging Network

6. Area Agencies on Aging in Illinois AgeOptions = Planning and Service Area (PSA) 13 2nd Largest Population: Over 450,000 people over 60 130 Municipalities

7. 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

8. 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

9. 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.

10. 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

11. 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

12. Planning—Area Plan • Area Plan Document • Revised every 3 years, updated each year • Area plan hearings • Needs of the Elderly Hearings • Request for Proposals

13. Advocacy • Legislative Breakfasts • Advocacy Task Force • Connections to other advocacy organizations

14. 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)

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

16. 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

17. AgeOptions Funding State • Elder Abuse…......…..$1,170,794 • Ombudsman……...…$202,553 • SHAP………………...$179,153 • Total: 1,552,500

18. 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

19. 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

20. Programs: State Funded • Elder Abuse and Neglect • 10 EAPAs • Ombudsman • Senior Health Assistance Program (SHAP)

21. Programs: Administered by State • Care Coordination Units (CCU) • Comprehensive Care Coordination (CCC) • Community Care Program (CCP) • Money Management • Money Follows the Person

22. 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

23. 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

24. 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

25. 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

26. 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

27. Using Federal Funds for Expenses: Allowable or Unallowable? • Advertising • Auditing • Entertainment • Depreciation • Lobbying • Maintenance • Yes • Maybe • No • Yes • No • Yes

28. 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

29. Compliance/Monitoring • Meet Requirements for Funding • Every 3 Years • Examine Program and Financials

30. 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

31. Annual Nutrition Program Site Visits • Food Quality and Food Code Dates • Food Service and Storage Procedures • Restroom Facilities • Training as needed

32. 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

33. NAPIS • Data is our lifeblood! • National Aging Program Information Systems • Examine results twice a year

34. 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

35. 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

36. Expectations of Funded Agencies • Attend all provider meetings • Communicate information • Submit information timely and accurately • Meet Standards • Ensure costs reflect services • Ask for help!

37. What to expect from us • Available and responsive • Timeliness • Collaboration

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