Resolution R-98-162 A RESOLUTION AUTHORIZING …...04/02/98 5309 TABLE OF CONTENTS SUMMARY...

Resolution R-98-162

A RESOLUTION AUTHORIZING THE CHAIRMAN OF THE BOARD OF

COUNTY COMMISSIONERS TO EXECUTE THE GRANT APPLICATION

AND GRANT AGREEMENT FOR THE HOME CARE FOR THE ELDERLY

PROGRAM.

WHEREAS, Manatee County has determined that continuation of the Home Care for the

Elderly Program is in the best interest of the health and welfare of the citizens of Manatee County; and

WHEREAS, Manatee County has previously entered into an agreement with the West Central

Florida Area Agency on Aging for the Home Care for the Elderly Program;

NOW, THEREFORE, BE IT RESOLVED, by the Board of County Commissioners of

Manatee County, Florida, that:

1. The submission and acceptance of the Home Care for the Elderly Grant Application

from the West Central Florida Area Agency on Aging, Inc. is authorized.

2. The Chairman of the Manatee County Board of County Commissioners is authorized

to execute the Grant Application Agreement and all related documents for the Home

Care for the Elderly Program.

3. The Director of the Community Services Department is authorized to sign any

documents which may be required in connection with the administrative functions

pursuant to the terms of the Application and Agreement.

ADOPTED with a quorum present and voting this 16th day of June, 1998.

BOARD OF COUNTY COMMISSIONERS

OF MANATEE COUNTY, FLORIDA

BY:

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PATRICIAM. GLASS

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MANATEE COUNTY

HOME CARE FOR THE ELDERLY

JULYL 1998 - JUNE 30. 1999

MANATEE COUNTY

COMMUNITY SERVICES DEPARTMENT

P. 0. BOX 1000

BRADENTON,FL 34206

(941) 749-3030

04/02/98

5309

TABLE OF CONTENTS

SUMMARY INFORMATION PAGE

SECTION 1 - PROGRAM MODULE - CCE

A. Component I - Program Implementation Plan

B. Component II - Description of Service Delivery

C. Component III - Staff Development/Training Plan

SECTION 1 - PROGRAM MODULE - HCE

A. Component I - Program Implementation Plan "


C. Component III - Staff Development/Training Plan

SECTION 1 - PROGRAM MODULE - ADI

A. Component I - Program Implementation Plan


C. Component III • Staff Development/Training Plan

SECTION 2 - CONTRACT MODULE

A. Personnel Cost Flow Worksheet

Staff Allocation Worksheet(s)

B. Unit Costing Worksheet

MIS Cost Allocation Worksheet

C. Supporting Budget Schedule by Program Activity

D. Commitment Documentation

1. Cash Donation

2. In-Kind Staff Personnel

3. In-Kind Volunteer Personnel

4. In-Kind Building Space

5. In-Kind Supplies

6. In-Kind Equipment

E. Indirect Cost Rate Proposal

F. Program Income Summary

5310

G:\USER\COS02\WPDOCS\99SPA99.WP

TABLE OF CONTENTS

SECTION 3 - GENERAL ASSURANCES

A. Civil Rights Assurance

B. Section 504 Assurance

C. Availability of Documents

D. Insurance Coverage

5311

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SERVICE PROVIDER APPLICATION

SUMMARY INFORMATION PAGE

1.

4.

6.

8.

9.

ATT

By.

PROVIDER INFORMATION:

Executive Director: Frederick J. Loveland

Legal Name of Agency:

Manatee County Board of County

Commissioners

Community Services Department

Mailing Address:

P.O. Box 1000

Bradenton, Florida 34206-1000

Telephone: [ 941 ] 749-3030

TYPE OF AGENCY:

[ ] Private, Non-Profit

[X ] Governmental Entity

[ ] Other (please specify)

FUNDS REQUESTED:

[ ] Community Care for the Elderly (CCE)

[X ] Home Care for the Elderly (HCE)

[ ] Alzheimers Disease Initiative (ADD

1 ] Local Service Program (LSP)

ADDRESS FOR PAYMENT CHECKS ITEM #: [ X ]

CERTIFICATION BY AUTHORIZED AGENCY OFFICER:

I hereby certify that the contents of this document are

statements. I acknowledge that intentional misrepres

in the termination of financial assistance.

Name:- Patricia'M. Glass X /

Titfe: .Chairman, Manatee County Board of Commissk

;" :1:. ^ "

' ~^': '•''

ES[T: R. B. Shoj^e,.Clerk of Circuit Court /

2.

3.

5.

7.

GOVERNING BOARD CHAIR:

{Name/Address/Phone}

Patricia Glass, Chairman

Manatee County Board of

County Commissioners

1112 Manatee Ave. West

Suite 903

Bradenton, Florida 34205

[ 941 ] 745-3700

ADVISORY COUNCIL CHAIR:

{Name/Address/Phone}

N/A

PROPOSED PERIOD OF FUNDING

AND FEID NUMBER:

07/01/ 1998 - 06/30/ 1999

59 - 600727

SERVICE AREA:

[X 1 Single County

[ ] Multiple Counties (list)

#1 [ ] #2

3 true, accurate, and complete

entatiockor falsification may result

<^</Aj^ A/L^i^

oners Date/ (^jf(^jQ {' I

5312

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l.PROGRAM IMPLEMENTATION PLAN - HCE

A. NEEDS ASSESSMENT

The most recent needs assessment conducted by Manatee County in conjunction with United Way

of Manatee occurred in 1994. Results of the assessment were published and continue to be

utilized throughout the community today. The Aging Services Section establishes its services from

this assessment. Outcomes of this assessment were derived by a task force surveying local

service agencies and residents of the County. Based on the results of this assessment in regards

to seniors, several goals and tasks were identified. The goals which directly support the need for

Manatee County Aging Services are as follows:

Assure that all elderly citizens are allowed an opportunity to remain in their homes, to

continue to participate in community activities, and to have a dignified and meaningful

existence for the longest possible period of time.

Provide a protective system of assisting vulnerable older persons who are at risk of neglect,

abuse, or exploitation through professional case management and/or guardianship.

Assure that the quality of life of the family is maintained while the elderly citizen is cared

for at home.

The District VI Department of Children and Family Services conducted a county wide needs

assessment to develop the District FY 1996/97 Plan. Senior issues identified centered around the

need to increase services that will provide an alternative to pre-mature institutionalization

and keep vulnerable senior adults free from harm.

The need for services is also documented through the screened waiting list for HCE services which

as of February 28, 1998, included 31 persons waiting to receive Case Management services.

During the current grant year efforts to increase services to the underserved populations of the

Parrish area of Manatee were minimally successful. This effort will continue and be prioritized in

the 1998/99 grant year.

B. CLIENT ASSESSMENT AND PRIQRITIZAT1QN

Individuals seeking services through funding provided by the Department of Elderly Affairs may be

referred by themselves, family/friends, or other agencies. Initial contact with a case manager is

often established when the Elder Helpline staff, link them to the Aging Services Section. Case

managers are assigned office duty on a rotating schedule during office hours (Monday through

Friday 8:00 am to 5:00 pm) to receive all referral inquires to the Aging Services Section. During

this first phone contact the Intake and Screening form and the Telephone Screening form are

completed.

Preliminary eligibility is determined by guidelines established through the Department of Elderly

Affairs. The individual must be sixty years of age or older, functionally impaired with mental or

physical limitations which restrict the ability to perform normal activities of daily living and impede

the capacity to live independently without the provision of core services. Persons must meet

Q

income/asset limits not exceeding ICP under Medicaid and live with a caregiver over age 18.

Persons receiving low risk scores of 35 or less will not be eligible for the HCE Program. Persons

referred meeting preliminary eligibility criteria for services will be placed on the waiting list and

procedures outlined in I.C. below will be followed.

As funding allows, needed core services are provided to clients having the highest risk scores.

Clients will be ranked in priority by risk scores ranging from 0-100, with 100 being the highest risk

client and displaying the most characteristics of people commonly placed in nursing homes. Each

week, as new clients are added to the waiting list, the list will incorporate new clients into the

proper numerical ranking. When two or more clients have the same score, time on the waiting list

will become the criterion for prioritization.

A Care Plan is developed through the combined input of the Client, Case Manager and any

caregivers involved with the client. During this meeting all needed core services, as well as other

core services, are identified which will assist the client in maintaining their independence to avoid

institutional placement. Once clients are assessed utilizing the comprehensive assessment and a

care plan is developed, at a minimum, a quarterly review-is completed by the case. manager to

monitor the clients condition and adapt the care plan as necessary to address the clierts needs for

additional or reduced services or the need for other services and provide the appropriate linkages.

Depending on the clients needs, more frequent contact may be made with the client either by

telephone or home visit. Annually, each client undergoes a complete reassessment. At this time

a new care plan is developed based on the new comprehensive assessment. The client may

receive new services, be placed on a waiting list for services. The client is not only evaluated for

HCE services but other services which may be available in the community.

C. WAITING LIST POLICIES

Two waiting lists are maintained by the Aging Services Section, a screened waiting list and an

assessed waiting list. Upon completion of the Intake, Screening and Assessment Form client

information is entered into the CIRTS Data Base the Aging Services Section Data Base. A potential

client is placed on the screened waiting list with information to include program area, service need

and score. A client will move from the screened waiting list to the assessed waiting list upon

completion of the Comprehensive Assessment by a case manager and services become available.

A client may be receiving one or more core services and be on the assessed waiting list for other

needed core services. Clients are moved from the screened waiting list to the assessed and from

the assessed waiting list to service delivery by utilizing the Department of Elder Affairs Priority

requirements which are based on highest risk score and if more than one client has the same risk

score, length of time on the waiting list. The computer system tracks the individual's movement

from referral to screened waiting list to assessed waiting list to service provision. While on the

screened waiting list persons are contacted every six months by a case manager. This ensures

that persons on the screened waiting list continue to be in need of services, or if conditions have

changed, allows for the scores to be updated to reflect the person's improvement /deterioration.

Persons no longer requiring services are removed from the list.

Clients on the assessed waiting list are reviewed a minimum of quarterly with the care plan.

During this time case managers re-assess current services and if the need continues to exist tor

the services the client is on the assessed waiting list to receive. The client may be added to the

waiting list or removed from the waiting list depending on their needs at the time of the quarterly

5314

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review or at any other time. Clients on the assessed waiting list are given priority over those on

the screened waiting list.

The waiting lists are maintained by the Office Assistant and reviewed weekly by the Human

Services Coordinator. Average duration for an individual on the waiting list is approximately

seven months.

The waiting list for HCE services as of February 28, 1998, included 31 persons waiting to receive

Case Management services.

D. ELDER HELPLINE OR INFORMATION AMD REFERRAL

Manatee County operates an Elder Helpline through the office of the County Administrator. Two

staff members employed through this office respond to telephone inquiries on regular business

workdays, Monday through Friday, 8:00 am to 5:00 pm. During weekends and holidays the Elder

Hdpline utilizes an answering machine, informing callers ef business hours, or in the case of an

emergency situation to direct their call to 911, or in the case of abuse or neglect to call 1 -800-96-

ABUSE. All messages left on the answering machine are responded to on the morning of the

following business day. All inquiries to the Elder Helpline are recorded on a monthly tracking form

and reported to the Area Agency on Aging.

The Elder Helpline staff communicates regularly with the Aging Services Section staff and

Community Affairs Department to maintain up-to-date information on resources available to local

citizens. As new resources are discovered, information is forwarded to Elder Helpline staff to

incorporate into their information/referral program. Callers are referred directly to other

agencies/services by the Elder Helpline staff, or if appropriate, referred to a case manager in the

Aging Services Section. A case manager is assigned to office duty Monday through Friday, 8:00

am to 5:00 pm in the Aging Services Section to respond to referrals from the Elder Helpline.

If the Elder Helpline staff identify that a referral should be made on behalf of a caller, the caller is

linked to a case manager who will make the referral and provide follow-up to ensure the service

referred was provided.

Manatee County has purchased the IRIS Information and Referral software package and is in the

process of negotiating an agreement with First Call For Help, Inc. (the agency in Manatee County

that handles information and referral for all ages and is recognized by IRIS as the agency to

coordinate with all Information and Referral programs operated by other agencies). Once the

agreement is reached, the information and referral services will be fully computerized.

Manatee County employs multi-lingual staff who are available to assist in interpretation for non-

English speaking individuals. TDD services for the hearing impaired is provided by Manatee County

Government.

E. CLIENT CONFIDENTIALITY

All staff in the Human Services Division are aware of the confidentiality requirements associated

5315

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with the HCE program. All client records are maintained in locked file cabinets. Client files are

not permitted to be removed from the office by any County staff.

Prior to receiving services each client is required to sign a release of information form. With this

form case managers are able to coordinate services on the client's behalf. However, Aging

Services staff are not permitted to discuss client information with any other person or to

acknowledge requests as to who is being served by the program. Should special circumstances

arise outside of the area of coordinating services, a new information release form, specific to the

information requested, must be signed.

All procedures related to client confidentiality are in accordance with the Florida Statutes and the

Department of Elderly Affairs Super Manual.

F. APPEALS AND COMPLAINTS

Each client is informed of their right to appeal any decision or to file a complaint regarding any

service area at the time the comprehensive assessment and care plan are completed. The

procedures are reviewed verbally and provided in writing. In addition, subcontractors are provided

information of the appeals process at the time the Request for Proposals are submitted.

Any client, care giver or subcontractor not satisfied with service, or who does not agree with any

decisions regarding CCE provision of services, would contact the following person/agency in the

order listed:

STEP: 1. Case Manager

2. Human Services Coordinator

3. Human Services Division Manager

4. Community Services Department Director

5. Manatee County Administrator

6. West Central Florida Area Agency on Aging

Clients will be notified in writing of any decision adversely affecting their receipt of services 30

calendar days prior to action occurring. This notice will contain action to be taken, reason for

action and the individuals rights to appeal this action. Current services will continue to be provided

during the appeal period. A written request for a grievance review must be postmarked to initiate

the grievance process.

Informal efforts to satisfactorily resolve issues will be attempted at steps one, two through, four

during the thirty (30) day notification period. Documentation will be maintained of all proceedings

throughout the process in a confidential manner. If unsatisfactory resolution continues the client

may request an impartial review by the Manatee County Administrator. A written request must

be submitted for this hearing within fourteen days of (postmarked) receipt of decision made at step

five. Within seven (7) days written acknowledgement of the request will be provided the client,

setting the time, location and date of the hearing. Within seven (7) days after the hearing, written

outcome of this hearing will be provided to the client.

Further appeal of adverse decisions will be directed to the Area Agency on Aging and must be

received from the individual within seven (7) calendar days. Assistance in this process will be

Q

provided to the individual if required. Within seven (7) calendar days, the AAA must acknowledge

receipt of the appeal in writing to the individual, informing them of the time, place and designated

hearing officer. The individual may bring counsel of their choice, review documents prior to the

hearing, and receive assistance in order to attend. A written statement of the appeals decision

must be provided to the individual within seven (7) calendar days of the AAA hearing. The

decision of the AAA will be final.

G. EMERGENCY SERVICE PROVISION

Emergency services are available to clients who are at risk of immediate institutionalization. When

an emergency situation presents itself, the case manager will immediately make a home visit to

substantiate the urgency of the referral. Upon establishing the emergency situation, the case

manager will contact the appropriate service entity to provide service to stabilize the situation. In

accordance with the agreement between subcontractors and Manatee County the subcontractor

must provide services within 24 hours of receiving a referral in cases of emergency. In addition,

all subcontractors are required to provide emergency service outside the Monday to Friday 8:00

am - 5:00 pm work week as requested if an emergency situation.

H. UNUSUAL INCIDENTS

All subcontractors are required to report unusual incidents to the Aging Services Section per their

agreement with Manatee County. In Addition, Aging Services staff complete incident reports for

any incident they encounter. All reports are submitted to the Human Services Coordinator for

review as well as placed in the client's file and.a separate incident file. The Human Services

Coordinator will investigate reported incidents and provide a written outcome of the investigation

in the client's file. Any serious or major incident must be reported within ten (10) days. Copies

of any serious or major incidents along with all accompanying documentation/information will be

forwarded to the Program Manager of the West Central Florida Area Agency on Aging.

Serious/major incidents include occurrences which pose a threat to the health/safety of a client,

could result in the closure of a service site, media contact, or termination of a subcontractor.

I. DISASTER/EMERGENCY

In the event of a natural disaster or emergency situation elderly clients requiring special assistance

have been identified and vital information provided to the Manatee County Public safely

Department. In the case of evacuation a special shelter has been identified for meeting special

needs of local residents. In addition, case managers of the Aging Services Section are assigned

specific shelter sites that they are to report to during an emergency situation to assist in the care

of the elderly population within that shelter. Transportation assistance is provided for those

requiring this service during an evacuation.

During the actual emergency situation all regular services activities of the Aging Services Section

will be suspended. Once the immediate emergency threat has subsided, case mangers will contact

all clients served to assure the safety of the clients and assist in making arrangements for their

post-emergency needs.

Services Agreements between subcontractors and Manatee County require each provider to permit

5317 Q

the Department of Elderly Affairs or the County Administrator/designee to exercise authority over

the provider in order to implement emergency relief measures and/or activities to the elderly in the

area. This action will be for the purpose of assuring the health, safety and welfare of elderly.

Designated shelters consists of the Public School Facilities located throughout the County. Moody

Elementary School, 5425 38th Ave. West is designated as the Special Care Site.

J. SPECIAL LICENSE ASSURANCE

Not applicable to Manatee County.

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L. STAFFING PATTERNS

Organizational Chart - See attachment.

Several staff within the Community Services Department, Human Services Division serve functions

which assist to administer the HCE program. The fiscal areas of the program are administered by

the Fiscal Section of the Division with the program areas administered by the Aging Services

Section of the Division. The positions within the Human Services Division which are funded in

whole or part by the HCE program are as follows:

ACCOUNTANT: Under the direction of the Fiscal Management Analyst, this position monitors

fiscal performance of subcontractors and county staff, maintains fiscal records, reviews monthly

billing and recommends action to be taken to ensure compliance with all fiscal procedures ,

standards and contractual agreements.

HUMAN SERVICES COORDINATOR: under the direction of the Human Services Division Manager,

this position is responsible for all aspects of the CCE program to include preparing requests for

proposals for subcontractors, contractual development and monitoring, monitoring units and clients

relative to expenditure levels, preparation of reports, conducts outreach activities, ensures

coordination with other agencies, participates in aging related committee activities to promote

awareness of senior issues, coordinates service provision to encourage cooperation and lessen

duplication, and provide supervision to all case managers and clerical support.

CASE MANAGER: Under the direction of the Human Services Coordinator, this position performs

professional tasks associated with the case management functions to include intake, telephone

screening, comprehensive assessment, development of care plans, monitoring of client progress,

as well as planning, arranging and coordinating appropriate services on behalf of the client.

OFFICE ASSISTANT IV: Under the direction of the Human Services Coordinator, this position is

responsible to maintain all client information within the client files and computer and maintains the

waiting list. Prepares reports as necessary related to client information, maintains administrative

files and prepares all correspondence for the Aging services Section. Maintains CIRTS data.

OFFICE ASSISTANT II: Under the direction of the Office Assistant IV, this position assists the

Office Assistant IV in maintaining information in the client files and computer Data Base. and

maintains waiting lists. Performs clerical functions as requested by the Office Assistant IV.

The following information specifically identifies the academic achievements, major area of study

and length of time with the Aging Services Division of Manatee County, for case management

staff:

Human Services Coordinator: John Schwartz, Bach. of Science/Elementary and Special Education

Additional graduate hours in Developmental Disabilities

Aging Services Section - 7 months.

Case Manager II - HCE: Buth Wiersema, Bach. of Science/Art Therapy, Masters in Social

Work, ACSW - New Hire.

53?20 Ql

M. QUALITY ASSURANCE-

Manatee County Aging Services recognizes the client as the focal point of quality assurance

efforts. For this reason monitoring tools utilizing client input will be incorporated into evaluation

of services to the elderly. A client satisfaction survey will be performed by telephone or home

visit, with a random sampling of CCE clients. The survey will provide feedback on clients receiving

a high quality of care through appropriate treatment, services being available when needed and in

a timely fashion, in a respectful and caring manner. This survey will be performed quarterly by the

Aging Services Section. All concerns noted by clients will be followed up for resolution within 30

days of the survey. Home visits will be conducted semi-annually to randomly selected clients to

observe service delivery in the client's home.

Case files for CCE clients will be internally monitored utilizing the Department of Elder Affairs Case

Monitoring Checklist. This process will be completed semi-annually for a randomly selected 10%

of the HCE client case load. Case file reviews will identify such quality issues as: appropriate

documentation, daily service log/case note consistency, completeness of file and care plans as

related to the VCAT, and timeliness of entries. Results of thus monitoring will be utilized as training

information for case managers in proper procedures of case management as well as to assure

quality of the case management services being provided.- Compliance with CCE contractual

requirements, state and federal regulations, as well as assurance of efficient/effective provision

of services will be included in this review.

N. CO-PAY COLLECTION/FEE ASSESSMENT-

NOT APPLICABLE FOR HCE CLIENTS

0. CLIENT INFORMATION AND TRACKING (C1RTS) SYSTEM STAFFING;

REFER TO CCE PROGRAM, SECTION 1.0

Q

II.A. DESCRIPTION OF SERVICE DELIVERY

PROVIDER:

DATE SUBMITTED: March 17, 1998



PROGRAM

PERIOD:

:

July 1, 1998 to June 30, 1999

HOME CARE FOR

ELDERLY (HCE)

THE

SERVICE: CASE MANAGEMENT

1. SITE LOCATION: Manatee County

2. DAYS AND HOURS OF OPERATION: Monday through Friday

8:00 am to-5:00 pm

3. SPECIFIC ACTIVITIES PROVIDED UNDER THIS SERVICE:

HCE Case Management provides a single point of entry into the service delivery system for

the client and their family. Assessment through use of the Comprehensive Summary Form

to determine client needs, linkage with community resources to meet these needs and

regular monitoring of services is provided through case management. As the clients

condition changes the case manager assists in adapting service delivery to address these

changes.

Since Manatee County also provides case management for CCE, ADI and Medicaid Waiver,

it is imperative that HCE case management be coordinated to avoid duplication. Within the

Aging Services Section, a system has been in place to avoid duplication. One case

manager will manage all program areas for HCE clients. Case management time will be

charged appropriately. In the case where the client is Medicaid Waiver and HCE, Medicaid

Waiver case management will preside. In the case where the client is CCE, HCE, the HCE

case management will preside. The is one HCE case manager who spends time in both

Medicaid Waiver and HCE.

Use Back Sheet or Attach Additional Sheets as Needed

c•.'r3ia~?'r> •-30^^

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ll.B. PROVIDER WORK PLAN

SERVICE: CASE MANA GEMENT

OBJECTIVE: Ensure that Case Management units of service are reasonably uniform in

utilization throughout the contract year.____________________________

______MAJOR WORK TASK TO ACHIEVE SERVICE OBJECTIVE

TASK'.Maintain client caseloads at maximum level.

_______________________Estimated Completion Date 06/30/99

TASK:Review utilization of units based on daily service logs. Assign new clients from

waiting list as available units are identified.

_____________________Estimated Completion Date 06/30/99

TASK: Identify under/over production patterns and project annual utilization based on

pattern.

_______________________________Estimated Completion Date _Q£Z3QZ93_

TASK-.Submit, if required through completion of above task, unit adjustment request to

Area Agency on Aging identifying required units adjustments from case management to

services where under-utilization occurs.

______________________________Estimated Completion Date __A/99_

Attach Continuation Sheets as Needed

ll.A. DESCRIPTION OF SERVICE DELIVERY

PROVIDER:


Manatee County Board


of PROGRAM: Home

PERIOD: July 1,

Care

1998

for

to

the

June 30, 1

Elderly (CCE)

999

SERVICE: BASIC SUBSIDY


2. DAYS AND HOURS OF OPERATION: Monthly -


Clients eligible for HCE Basic Subsidy will receive $106.00 cash assistance subsidy

monthly. Eligible HCE clients receiving this assistance will receive benefits throughout the

term of the grant.


Q

II.B. PROVIDER WORK PLAN

PROVIDER:




PROGRAM: Home Care for the

PERIOD: July 1, 1998 to June

Elderly (HCE)

30,1999


OBJECTIVE: Ensure that Basic Subsidy assistance is coordinated for eligible clients.

MAJOR WORK TASK TO ACHIEVE SERVICE OBJECTIVE

TASK:Conduct screening of potential clients utilizing Intake and telephone screening or the

Comprehensive Assessment Tool to determine need for_Basic Subsidy service. Based on

score obtained upon completion of screening/assessment, client is prioritized on waiting list

if units not immediately available. Once service is available clients will be assigned based

on highest risk first. If more than one individual with the same score, date person was

placed on waiting list will determine priority.

__________________________________Estimated Completion Date 06/30/99

TASK:Authorize Basic Subsidy in the client Care Plan, monitor monthly for payment

eligibility.____________________________Estimated Completion Date _Q^Z3D/a9.

TASK: Reassess Clients annually, at a minimum, to determine if persons of a higher risk

require service and take steps to serve clients falling into higher risk categories.

__________________________________Estimated Completion Date Ofi/30/99

TASK:Quarterly, at a minimum, services to be reviewed with client to assure satisfaction

and receipt of services as required by care plan.

____________________________________Estimated Completion Date QQI2Q1S3.


cr

Q

5325


PROVIDER:






Elderly (HCE)

30,1999


OBJECTIVE: Ensure that HCE Basic Subsidy units of service are reasonably uniform in

utilizations throughout the contract year.___________________________

______MAJOR WORK TASK TO ACHIEVE SERVICE OBJECTIVE______

TASK: Maintain client caseloads at maximum levels

_____Estimated Completion Date Ofi/.^n/QP

TASK: Review utilizations of units based on daily service logs. Assign new clients from


__________________________________Estimated Completion Date ^0130100.

TASK: Identify under/over production patterns and project annual utilization based on

pattern.

_________________________________Estimated Completion Date QQ13Q1Q3.

TASK: Submit, if required through completion of above task, unit adjustment request to



Estimated Completion Date 4/99


Q

II.A. DESCRIPTION OF SERVICE DELIVERY

PROVIDER:

DATE SUBMITTED:

Manate

County

e County Board of

Commissioners

March 17, 1998

PROGRAM

PERIOD:

: Home

July 1,

Care

1998

for

to

the

June 30. 1

Elderly (HCE)

999

SERVICE: SPECIAL SUBSIDY


2. DAYS AND HOURS OF OPERATION: Monthly


Clients eligible for HCE Special Subsidy will receive payment for goods, services not

available through other financial or insurance sources. All client needs are identified

through case management as part of the assessment and care plan process, in doing so,

should a need for one or more of the special subsidies listed in Chapter X of the

Department of Elder Affairs Super Manual, and should adequate funding be available, the

case manger would authorize in the care plan the specific special subsidy(ies).

Special Subsidies will be provided in the form of additional financial assistance to access

those needs identified above. Case management will assist clients where needed to obtain

vendors providing the care plan approved services.


Q



OBJECTIVE: Assure special subsidy services outlined in Department of Elder Affairs

Chapter X are identified, obtained and monitored for the HCE client.______________

______MAJOR WORK TASK TO ACHIEVE SERVICE OBJECTIVE_____

TASK:ldentify special subsidy needs through the uniform client assessment tool and list in

client care plan.

______________________________Estimated Completion Date 06/30/99___

TASK:Receive prior approval for AAA reimbursed services prior to implementation.

_______________________________Estimated Completion Date 06/30/99_

TASK:Assure services presented contracted for through" local provider are authorized and

billed as contracted, or client is reimbursed for paid services if received through outside

resource.

_______________________________Estimated Completion Date _Q£Z3Q/93__

TASK:Monitor care plan quarterly to assure services are provided as authorized.

______________________________Estimated Completion Date 4/99_

TASK: Monitor Special Subsidy levels on a quarterly basis to assure continued eligibility of

financial assistance.

____________________Estimated Completion Date Ofi/30/99——




OBJECTIVE: Ensure that HCE Special Subsidy units of service are reasonably uniform in

utilization throughout the contract year.______________________________

______MAJOR WORK TASK TO ACHIEVE SERVICE OBJECTIVE

TASK: Maintain client caseloads qat maximum level.

___________________Estimated Completion Date 06/30/99-

TASK: Review utilization of units based on daily service logs. Assign new clients from


_______________________________Estimated Completion Date _Q&13Q1S3_

TASK: Identify under/over production patterns and project annual utilization base don

pattern.

_______________________________Estimated Completion Date _Qfi/3QZ93-

TASK: Submit, if required through completion of above task, unit adjustment request to



_______________________________Estimated Completion Date ___4Z9i:L

TASK:

Estimated Completion Date


.339 Q

III. STAFF DEVELOPMENT/TRAINING PLAN

PROVIDER:






Elderly (HCE)

30,1999

TOPIC

Uniform Client Assessment

Training

Florida Council on Aging

Conference

Case Records, Chart

Documentation/Maintenance

Adult Protective Services

IRIS System Training

Coordinating Resources in Client

Home Training

CARES Procedure Training

Sensitivity Training

# TRAINEES

All new staff

1

1

1

1

1

3

3

TRAINER

Area Agency on

Aging

Florida Council on

Aging

Manatee County

Aging Services

Manatee

County/CF&S

Manatee County

Aging Services

Manatee County

Aging Services

CARES

TBA

DATE

TBA

TBA

As

need

TBA

TBA

TBA

TBA

TBA

LENGTH

TBA

24

hours

1 hour

1 hour

3 hours

1 hour

TBA

TBA

5330 Q

DESCRIBE THE SEMINARS/WORKSHOPS IDENTIFIED ABOVE.

WHAT ARE THE TRAINING OBJECTIVES?

Uniform Client Assessment Training - Objective of training all new case management staff in the proper

procedures for completion of assessment tool.

Florida Council nn Aging Conference - Attendance at annual conference to expose case management staff to

the various aspects of serving elderly citizens and developments in the field.

Case Records, Chart Documentation/Maintenance - Outcomes of periodic case file reviews will be utilized to

illustrate correct procedures in maintaining client files and highlight positive/negative practices.

Adult Protective Services - Annual meeting to be held with APS staff to discuss, share ideas on working

relationship of the two agencies and cooperative efforts required to best meet needs of those clients mutually

served.

IRIS System Training - Computer training for case managers to understand and develop skills enabling them

to utilize and access information/resources available through IRIS.

Coordinating Resources in Client Home Training - Training to assist case managers identify and access

available in the community beyond the traditional funded services, to better meet the needs of clients.

Volunteers, neighborhood/community resources, other agencies, etc.

CARES Procedure Training - Training to assist Case mangers in understanding/following procedures for CARES

referral.

Sensitivity Training - To provide case managers with better awareness of the needs of elderly persons and

how to best assist the elderly and their caregivers in meeting these needs.

K:'

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2.A.1 Staff Allocation Worksheet

Employee Title: Fiscal Management Analyst (SR)

Annual Salary: $36,292.00

Line#

Line 1

Line 2

Line 3

Line 4

Line 5

Line 6

Line 7

Functional Activities

+ Total work hours per year

- Holidays

- Annual Leave

- Sick Leave

- Breaks & other non-productive time

- Non-services related activities

= Net available hours

Available Work Hours

2,080

88

156

104

108

1,416

208

Staff Allocation Worksheet

Employee Title: Account Clerk III (LW)


Line#

Line 1

Line 2

Line 3

Line 4

Line5

Line 6

Line 7



- Holidays

- Annual Leave

- Sick Leave





2,080

88

104

104

112

1,048

624

23a


Employee Title: Fiscal Coordinator (AS)


Line#

Line 1

Line 2

Line3

Line 4

Line 5

Line 6

Line 7



- Holidays

- Annual Leave

- Sick Leave





2,080

88

130

104

110

171

1,477


Employee Title: Office Asst IV (FR)


Line #

Line 1

Line 2

Line 3

Line 4

Line 5

Line 6

Line 7



- Holidays

- Annual Leave

- Sick Leave





2,080

88

104

104

112

38

1,634

533?

23b


Employee Title: Human Services Coordinator (JS)


Line#

Line 1

Line 2

Line 3

Line 4

Line 5

Line 6

Line 7



- Holidays

- Annual Leave

- Sick Leave





2,080

88

104

104

112

178

1,494


Employee Title: Human Sen/ices Manager (IS)


Line #

Line 1

Line 2

Line 3

Line 4

Line 5

Line 6

Line 7



- Holidays

- Annual Leave

- Sick Leave





2,080

88

130

104

110

1,440

208

23c


Employee Title: Case Manager II (RW)


Line#

Line 1

Line 2

Line 3

Line 4

Line 5

Line 6

Line 7



- Holidays

- Annual Leave

- Sick Leave





2,080

88

104

104

112

178

1,494


Employee Title: Case Manager I (DB)


Line#

Line 1

Line 2

Line3

Line 4

Line 5

Line 6

Line 7



- Holidays

- Annual Leave

- Sick Leave





2,080

88

130

104

110

178

1,470


Employee Title: Case Manager II (MP)


Line#

Line1

Line 2

Line3

Line 4

Line 5

Line 6

Line 7



- Holidays

- Annual Leave

- Sick Leave





2,080

88

156

104

108

178

1,446


Employee Title: Case Manager II (GW)


Line#

Line1

Line 2

Line 3

Line 4

Line 5

Line 6

Line 7



- Holidays

- Annual Leave

- Sick Leave





2,080

88

156

104

108

178

1,446

23e


Employee Title: Case Manager Asst (Vacant)


Line#

Line 1

Line 2

Line3

Line 4

Line 5

Line 6

Line 7



- Holidays

- Annual Leave

- Sick Leave





2,080

88

104

104

112

178

1,494


Employee Title: Case Manager I (MW)


Line #

Line 1

Line 2

Line3

Line 4

Line 5

Line 6

Line 7



- Holidays

- Annual Leave

- Sick Leave





2,080

88

1SO

104

110

178

1,470


Employee Title: Office Asst II (Vacant)


Line#

Line 1

Line 2

LineS

Line 4

Line 5

Line 6

Line 7



- Holidays

- Annual Leave

- Sick Leave





2,080

88

104

104

112

74

1,598


Employee Title: Case Manager I (JS)


Line #

Line 1

Line 2

Line 3

Line 4

Line 5

Line 6

Line 7



- Holidays

- Annual Leave

- Sick Leave





2,080

88

104

104

112

178

1,494

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5343

11 B.I MIS COST ALLOCATION WORKSHEET

Service

Case Management (New Client)

Case Management (Existing Client)

Emergency Alert Response

Homemaker

Medical Transit

Personal Care

CCE Respite

Home Delivered Meals

AD1 Respite

Non- Casemanagement Sen/ices

TOTALS

Clients

348

435

190

357

40

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38

115

30

0

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Annual

Frequency

1

24

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24

0

Total

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31,320': 29%

13.680:. 13%

25,704: 24%

2.880 3%

14,256; 13%

2,736! 3%

8,280 8%

2,160

0 0%

106,236

%

2%

100%

* See page 26 of the DOEA Unit Cost Methodology Manual

5344

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5345

LINE ITEM CASH BUDGET NARRATIVE

PROVIDER NAME: MANATEE COUNTY

DATE: MARCH 17, 1998

HOME CARE FOR THE ELDERLY

52WKS

POSITION Pi'98/99 PORTION ALLOC.

WAGES OF YEAR % AMOUNT

ANNUAL POSITION

FISCAL MGMT ANALYST/SR $36,292 100% 100% $36,292

ACCOUNT CLERK III/LW $21,874 100% 100% $21.874

FISCAL COORDINATOR/AS $25.087 100% 100% $25,087

CASE MANAGER VACANT (PT) $0 100% 100% $0

OFFICE ASST IV / FR $19,582 100% 100% $19,582

HUMAN SRVCS COORD/JS $30,058 100% 100% $30,058

HUMAN SERVICES MGR/LS $41,798 100% 100% $41,798

CASE MANAGER II/ RW $21,189 100% 100% $21,189

CASE MANAGER I/DB $22,495 100% 100% $22,495

CASE MANAGER II/MP $29,523 100% 100% $29,523

CASE MANAGER II/GM $29,330 100% 100% $29,330

CASE MANAGER ASSISTANT VACANT $17,396 100% 100% $17,396

CASE MANAGER 1/MW $24,938 100% 100% $24,938

OFFICE ASST II/VACANT $16.411 100% 100% $16,411

CASE MANAGER 1/JS $21.831 100% 100% $21,831

$0 0% 100% $0

$0 0% 100% $0

$357,804

ALLOC.

SASE MGNT

ADMIN % HCE

FTE

$0 0% 0.0000

$1.254 5% 0.0500

$979 5% 0.0500

$601 2% 0.0200

$0 0% 0.0000

$0 0% 0.0000

$0 0% 0.0000

$821 . 5% 0.0500

0.0000

$0 0% 0.0000

$3,655

HCE

FTE ADMIN 0.1700

0.17

$18,064

CS/ADM HCE

$3,655 SALARY

280 F1CA

ALLOC.

CASE

MGMT. % HCE

FTE

$0 0% 0.0000

$0 0% 0.0000

$0 0% 0.0000

$0 0% 0.0000

$0 0% 0.0000

$14,409 68% 0.6800

$0 0% 0.0000

$0 0% 0.0000

$0 0% 0.0000

0

$0 0% 0.0000

$0 0% 0.0000

$0 0% 0.0000

$0 0% 0.0000

$0 0.0000

$0 0% 0.0000

$14,409

HCE

FTE CM 0.6800

0.68

0.85 FTE

CS MGNT

$14.409

1,102 '> r s 4

3.A. CIVIL RIGHTS ASSURANCE

ASSURANCE OF COMPLIANCE WITH

THE DEPARTMENT OF HEALTH AND HUMAN SERVICES REGULATION UNDER

TITLE VI OF THE CIVIL RIGHTS ACT OF 1964

Manates County Board of County Commissioners , (Hereinafter "Applicant") HEREBY AGREES THAT it will

comply with Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and all requirements imposed by or pursuant

to the Regulation of the Department of Health and Human Services (45 CFR Part 80) fssued pursuant to the

title, to the end that, in accordance with Title VI of that Act and the Regulation, no person in the United

States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the

benefits of, or be otherwise subjected to discrimination under any program or activity for which the Applicant

receives Federal financial assistance from the Department; and HEREBY GIVES ASSURANCE THAT it will

immediately take any measures necessary to effectuate this agreement. If any real property or structure

thereon is provided or improved with the aid of Federal financial assistance extended to the Applicant by the

Department, this assurance shall obligate the Applicant, or in the case of any transfer of such property, any

transferee, for the period during which the real property or structure is used for a purpose for which the

Federal financial assistance is extended or for another purpose involving the provision of similar service or

benefits. If any personal property is so provided, this assurance shall obligate the Applicant for the period

during which it retains ownership or possession of the property. In all other cases, this assurance shall

obligate the Applicant for the period during which the Federal financial assistance is extended to it by the

Department. THIS ASSURANCE is given in consideration of and for the purpose of obtaining any and all

Federal grants, loans, contracts, property, discounts or other Federal financial assistance extended after the

date hereof to the Applicant by the Department, including installment payments after such date on account

of the applications for Federal financial assistance which were approved before such date. The Applicant

recognizes and agrees that such Federal financial assistance will be extended in reliance on the representations

and agreements made in this assurance, and that the United States shall have the right to seek judicial

enforcement of this assurance. This assurance is binding on the Applicant, its successors, transferees, and

assignees, and the person or persons whose signatures appear below are authorized to sign this assurance

on behalf of the Applicant.

Signature and Title of Authorized Official

^/^9h .u^^___ n^- d/^

Patricia M. Glass, Chairman

Title:___________Board of County Commissionfir.s

ATTEST: • R. B. Shore .--'-

, f ; Clerk^ of Cirouit'Court

By: /Q/^^^^-^T^^^

5347

Q|

3.B. SECTION 504 ASSURANCE

DEPARTMENT OF HEALTH AND HUMAN SERVICES

ASSURANCE OF COMPLIANCE WITH SECTION 504 OF THE REHABILITATION

ACT OF 1973. AS AMENDED

Manatee County Board of County Commissioners (hereinafter called the "recipient") HEREBY AGREES THAT

it will comply with Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794), all

requirements imposed by the applicable HHS regulation (45 C.F.R. Part 84), and all guidelines and

interpretations issued pursuant thereto.

Pursuant to 84.5(a) of the regulation [45 C.F.R. 84(a)], the recipient gives this Assurance in consideration of

and for the purpose of obtaining any and all federal grants, loans, contracts (except procurement contracts

and contracts of insurance or guaranty), property, discounts, or other federal financial assistance extended

by the Department of Health and Human Services after the date of the Assurance, including payments or other

assistance made after such date on applications for federal financial assistance that were approved before

such date. The recipient recognizes and agrees that such federal financial assistance will be extended in

reliance on the representations and agreements made in his Assurance and that the United States will have

the right to enforce this Assurance through lawful means.

This Assurance is binding on the recipient, its successors, transferees, and assignees, and the person or

persons whose signatures appear below are authorized to sign this Assurance on behalf of the recipient.

This Assurance obligates the recipient for the period during which federal financial assistance is extended to

it by the Department of Health and Human Services or provided for in 84.5(b) of the regulation [45 C.F.R.

84.5(b)L The recipient:

a) [ ] employs fewer than fifteen (15) people;

b) [X ] employs fifteen (15) or more persons and pursuant to 84.7(a) of the regulation [45 C.F.R.

84.7(a)L has designated the following person(s) to coordinate its efforts to comply with the

HHS regulation:

Signature and Title of Authorized Official

Date:_^^

Patricia M. Glass, Chairman

Title:________Board of County Cnmmissionsrs

ATTEST:' R. B. Shore

^

U]^A^->f?-^

Q

3.C. AVAILABILITY OF DOCUMENTS

The undersigned hereby gives full assurance that the following documents are maintained in the administrative

office of the provider and will be filed in such a matter as to ensure ready access for inspection by the Area

Agency or its designee(s) at any time. The provider will furnish copies of these documents to the Area

Agency upon request for maintenance.

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

CERTIFICATION BY AUTHORIZED AGENCY OFFICIAL

I hereby certify that the documents identified above currently exist and are properly maintained in the

administrative office of the provider. Assurance is given that the Area Agency or its designee(s) will

be given immediate access to these documents, upon request.

/ I 7

x /y^ ^ /.

^^/^^.n/^^

DATE: ^^J^/98

Current Board Roster

Articles of Incorporation

Corporate By-Laws

Advisory Council By-Laws and Membership

Corporate Fee Documentation

Insurance Coverage Verification

Bonding Verification

Staffing Plan

(a) Position Descriptions

(b) Pay Plan

(c) Organizational Chart

(d) Executive Director Resume

Personnel Policies Manual

Financial Procedures Manual

Operational Procedures Manual

Fixed Asset / Inventory Listing

Interagency Agreements

Affirmative Action Plan

Outreach Plan (if applicable)

Americans with Disabilities Act Assurance (and supporting documentation)

Unusual Incident File

Service Subcontracts

Contribution / Fee Assessment System

-

—

NAME: Patricia M. Glass

TITLE: Chairman, Board of County Commissioners

—••"•"••^-

Attest: :<;,' /:, R.;B. Shon? ^

ti' •<' Clefk- of Cirpuif'Court

/3<——

5349 Q

3-D. INSURANCE COVERAGE

The undersigned agrees to provide adequate liability insurance coverage on a comprehensive basis and to hold

such liability insurance at all times during the grant period. The undersigned accepts full responsibility for

identifying and determining the type(s) and extent of liability insurance necessary to provide reasonable

financial protections for the undersigned and its clients to be served.

PLE EASE

X

CHEC ;K ONE:

The undersigned is a state agency or subdivision as defined in Section 768.28,

Florida Statutes. The undersigned shall furnish the Area Agency, upon request,

written verification of liability protection in accordance with Section 768.28,

Florida Statutes.

The undersigned is not a state agency or subdivision as defined in Section 768.28,

Florida Statutes, and shall attach a certification of insurance supporting both the

determination and existence of such insurance coverage. Such coverage may be

provided by a self-insurance program established and operated under the laws of

the State of Florida.

CERTIFICATION BY AUTHORIZED AGENCY OFFICIAL

hereby certify that the above information is complete and correct to the best of my knowledge.

X

^/<^t

^/9/

NAME: Patricia M. Glass

DATE: TITLE: Chairman, Board of County Commissioners

ATTEST:/^; R. B. Shore-^

7," Cterk^ of Circuit Court

A

L

- X--^

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Resolution R-98-162 A RESOLUTION AUTHORIZING …...04/02/98 5309 TABLE OF CONTENTS SUMMARY...

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Transcript of Resolution R-98-162 A RESOLUTION AUTHORIZING …...04/02/98 5309 TABLE OF CONTENTS SUMMARY...