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 2 nd 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