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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

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Agenda Programs

  • Introductions

  • Overview of the Aging Network

  • Our Network

  • Our Structure

  • Our Programs

  • Program Unit Role

  • Grants Unit Role

Introductions Programs

  • Your name

  • Title

  • Agency

Older americans act
Older Americans Act Programs

  • 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

Area agencies on aging in illinois
Area Agencies on Aging in Illinois Programs

AgeOptions = Planning and Service Area (PSA) 13

2nd Largest Population:

Over 450,000 people over 60

130 Municipalities

Ageoptions funding
AgeOptions Funding Programs

  • 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
AgeOptions ProgramsRole

  • 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
AgeOptions Network Programs

  • 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
Your Role in the Network Programs

  • 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 network1
Your Role in the Network Programs

  • 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
Planning—Area Plan Programs

  • Area Plan Document

    • Revised every 3 years, updated each year

    • Area plan hearings

  • Needs of the Elderly Hearings

  • Request for Proposals

Advocacy Programs

  • Legislative Breakfasts

  • Advocacy Task Force

  • Connections to other advocacy organizations

Emergency planning for people with special needs
Emergency Planning for People with Special Needs Programs

  • 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
Funding Formula Programs

  • 60+ (non-nursing home)……….. 30%

  • 60+ (124% of poverty)………..... 35%

  • 60+ (minority)……………...……15%

  • 75+……………………….…….. 10%

  • 60+ (living alone)…………..….. 10%

Ageoptions funding1
AgeOptions Funding Programs


  • 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 funding2
AgeOptions Funding Programs


  • Elder Abuse…......…..$1,170,794

  • Ombudsman……...…$202,553

  • SHAP………………...$179,153

  • Total: 1,552,500

Programs older americans act
Programs: Older Americans Act Programs

  • 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 act1
Programs: Older Americans Act Programs

  • 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
Programs: State Funded Programs

  • Elder Abuse and Neglect

    • 10 EAPAs

  • Ombudsman

  • Senior Health Assistance Program (SHAP)

Programs administered by state
Programs: Administered by State Programs

  • Care Coordination Units (CCU)

  • Comprehensive Care Coordination (CCC)

  • Community Care Program (CCP)

  • Money Management

  • Money Follows the Person

Ageoptions programs
AgeOptions Programs 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
Grants ProgramsManagement 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
Requirements for Recipients of Title III Funding Programs

  • 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 funding1
Requirements for Recipients of Title III Funding Programs

  • 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 funding2
Requirements for Recipients of Title III Funding Programs

  • 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
Using Federal Funds for Expenses: Allowable or Unallowable? Programs

  • Advertising

  • Auditing

  • Entertainment

  • Depreciation

  • Lobbying

  • Maintenance

  • Yes

  • Maybe

  • No

  • Yes

  • No

  • Yes

Reporting requirements
Reporting Requirements Programs

  • 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
Compliance/Monitoring Programs

  • Meet Requirements for Funding

  • Every 3 Years

  • Examine Program and Financials

Annual Nutrition Program Site Visits Programs

  • 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 Programs

  • Food Quality and Food Code Dates

  • Food Service and Storage Procedures

  • Restroom Facilities

  • Training as needed

Fiscal year timeline
Fiscal Year Timeline Programs

  • 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 Programs

  • Data is our lifeblood!

  • National Aging Program Information Systems

  • Examine results twice a year

Program unit s role
Program Unit’s Role Programs

  • Provide technical assistance

  • Maintain connections to the community and our agencies

  • Work with IDoA on program changes and address network concerns

Program unit s role1
Program Unit’s Role Programs

  • 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
Expectations of Funded Agencies Programs

  • 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
What Programsto expect from us

  • Available and responsive

  • Timeliness

  • Collaboration

Questions? Programs

  • Grants –

    • Chesareé Rollins, Ellin Learned, Jamie Boyce, Luan Mazreku & Rachel Zavala

  • Programs

    • Rob Mapes & Sarah Stein