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Receive a verbal update regarding the recent decision by the Area Agency on Aging Serving Napa and Solano (AAOA) to not renew its contracts with the California Department of Aging (CDA) for state and federal funding and to cease to be the Area Agency on Aging for the Planning and Service Area for Napa and Solano Counties effective June 30, 2018; Authorize county staff to formally engage Napa County and CDA to ensure continuation of senior programs funded by the State for July 1, 2018 and to commence discussions about successor structure; Authorize county staff to offer technical assistance to assist the AAOA staff during the transition; Designate a Board member and alternate to work with Napa County Board representatives on a successor structure for providing these services; and Provide direction to the Board representative and staff
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The County Administrator’s Office recommends that the Board of Supervisors:
1. Receive a verbal update from the County Administrator on the recent developments with Area Agency on Aging Serving Napa and Solano (AAOA);
2. Authorize staff to continue discussions with Napa County and the California Department of Aging in the effort to continue senior programs currently offered by AAOA and to provide technical assistance to AAOA during the transition;
3. Designate a Board Member and alternate to work with Napa County Board representatives on a successor structure for providing these services; and
4. Provide direction to the Board representative and staff for this transition
SUMMARY:
The Board asked to receive a verbal update regarding the recent decision by the Area Agency on Aging Serving Napa and Solano (AAOA) to not renew its contracts with California Department of Aging (CDA) for state and federal funding and to cease to be the Area Agency on Aging for the Planning and Service Area for Napa and Solano Counties effective June 30, 2018. Given the critical timing of this situation, it is important that the Board discuss and provide input to county staff to help ensure that senior services currently provided by the AAOA continue to be delivered to both Solano and Napa Counties.
FINANCIAL IMPACT:
There will be a financial impact to those county departments who will have staff engaged in this effort in the coming 180 days. Identified staff at this time include staff from the County Administrator’s Office, County Counsel, the Department of Health and Social Services - Public Health Division and Older and Disabled Adult Services (ODAS), and the County Auditor Controllers’ Office. The department anticipates that the cost for the discussions on a future structure will be absorbed within existing operating budgets, however staff is not able to project the time needed or other costs at this early state of the process.
DISCUSSION:
The Area Agency on Aging Serving Napa and Solano (AAOA) has notified the California Department of Aging (CDA) that they will not be renewing its contracts for the Older Americans Act Programs, Multi-Purpose Senior Services Programs (MediCal funding) and the SNAP-ED (food stamps) program for FY2018/19, effective July 1, 2018. AAOA contracts with sub grantees that are local nonprofits serving Napa and Solano to provide various services to seniors in the two counties. The AAOA passes funds from the State CDA for these 3 grants, to sub grantees to provide services through June 30, 2018. Given the recent notice by AAOA , the State CDA has indicated that they have contacted each of the State funded sub grantees to offer interim agreements beyond June 30, 2018 for up to 180 days, while the counties of Napa and Solano determine how they will proceed.
The AAOA has been behind in its financial reporting to the State regarding its grant/contracts and the State CDA is currently proving assistance to remaining staff at AAOA. The AAOA has been operating on a commercial line of credit which is due May 15th. There has been expressed concerns in recent months by sub grantees about the timely reimbursement for services and recent comments made by AAOA Board members over the lack of AAOA financial staff, coupled with concerns about incomplete financial records and an inability to clearly discern its overall financial status. The AAOA decided during its Board meeting on April 17th to notify CDA that they are relinquishing the Area Agency on Aging designation for the Napa and Solano Planning Area and that they plan to not renew the annual grants/contracts with the State CDA for July 1, 2018.
Next Steps :
This notice sent by AAOA initiates a process by CDA which requires identifying a new entity to be the Area Agency on Aging. The letter from the State CDA to Solano County is attached to this agenda item. An identical letter has been sent to Napa County as well.
The letter notes the applicable State law and has triggered a process, whereby each County has first right of refusal and must notify the State of its intent by May 21, 2018. The CDA has the statutory authority to contract for 180 days to continue services in the interim.
On April 24, 2018, the Napa County Board of Supervisors authorized their county staff to engage with the County of Solano to work jointly to develop recommendations for a long-term structure replacing the AAOA and has formally designated a Board member and an alternate to be the representative on behalf of the Napa Board.
County staff is recommending that the Solano County Board of Supervisors authorize county staff to formally engage Napa County and CDA to ensure the continuation of senior programs and to commence discussions about a successor structure.
Options for future service delivery initially identified that could be discussed and considered include: 1) contract with an existing community-based organization already providing services; 2) formation of a new Joint Powers Agreement; 3) establishment of Joint County leadership; and 4) individual county lead for services. It should be noted that a combination or different options may be appropriate for each of the three CDA funded contracts. The County staff of each county would be reporting back to their respective Board regarding this effort and future actions by each Board will be anticipated.
In addition, given the current uncertainty around the existing AAOA financial status, in an effort to ascertain the ability of the current AAOA to maintain its sub grantee service thru June 20, 2018, the department is asking the Solano County Board of Supervisors to authorize county staff to offer technical assistance to the AAOA staff during the transition.
ALTERNATIVES:
The Board could choose not to receive the update or provide direction to staff, however as stated earlier, given the critical timing of this situation, it is important that the Board discuss and provide input to county staff to help ensure that senior services currently provided by the AAOA continue to be delivered to both Solano and Napa Counties.
OTHER AGENCY INVOLVEMENT:
County of Solano, County of Napa and the California Department of Aging