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 Network
T H E A G IN G S E RV IC E S N E T W O RK
P re sid e nt
C o n g re ss
D e p artm e n t of H ea lth a n d H um a n S e rvices
A d m in stratio n fo r C om m un ity L iving
A d m in stra tio n on Ag ing
G o vern ors & S tate L eg isla to rs
S ta te U nits o n Ag ing
S ta te A d viso ry C ou n cils
A re a A ge n cie s on Ag ing
L o ca l S e rvice P rovid e rs
A cce ss
S e rvices
N u trition
S e rvices
C o m m u n ity
S e rvices
In stitu tion al
S e rvices
S e n ior
C e n te rs
In -ho m e
S e rvices
V o lun ta ry
O rg an izatio ns
L eg al
A ssista n ce
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 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
• Timeliness
• Collaboration
Questions?
• Grants –
– Chesareé Rollins, Ellin Learned,
Jamie Boyce, Luan Mazreku &
Rachel Zavala
• Programs
– Rob Mapes & Sarah Stein