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Receive a verbal update regarding the Area Agency on Aging serving Napa and Solano (AAoA) close out and the California Department of Aging emergency provider contracts; and Consider conceptual design for new Area Agency on Aging structure including Joint Exercise of Powers draft agreement and Napa and Solano Counties Joint Proposal to California Department of Aging Seeking Designation as the Area Agency on Aging for the Planning and Service area for Napa and Solano (PSA 28)
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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 and county staff regarding the Area on Aging Serving Napa and Solano (AAoA) close out and the California Department of Aging emergency provider contracts; and
2. Consider and discuss conceptual design for new Area Agency on Aging structure including Joint Exercise of Powers draft agreement (Attachment A) and draft Napa and Solano Counties Joint Proposal to California Department of Aging Seeking Designation as the Area Agency on Aging for the Planning and Service area for Napa and Solano (PSA 28) (Attachment B).
SUMMARY:
The Board requested to receive ongoing updates regarding the Area Agency on Aging serving Napa and Solano’s (AAoA) close out as the designated entity for the Planning Services Area 28 to serve Napa and Solano counties with the California Department of Aging (CDA) and as the designated entity for the Snap-Ed, MultiPurpose Senior Services Program (MSSP) and the Prevention Early Access for Seniors (PEAS) programs, and the status of emergency provider contracts issued by CDA during the 6 month period of July 1, 2018 through December 31, 2018 to continue aging services until a new Area Agency on Aging structure is established.
The Board is also asked to consider and discuss the conceptual design for the new Area Agency on Aging including the attached draft Joint Exercise of Powers Agreement (“JEPA”) between Napa and Solano counties and the draft Napa and Solano Counties Joint Proposal to California Department of Aging Seeking Designation as the Area Agency on Aging for the Planning and Service area for Napa and Solano (PSA 28) (“Application”). The attached JEPA and Application include Napa County as the administrative entity for the new AAA. After reviewing the allocated budget for PSA 28 (Attachment C), Napa County has indicated that an up to an additional $70,000 above Solano County’s required match of $51,030 may be required with Napa County contributing up to an additional $25,000 above its required match of $18,970. The contributions are proportionate the senior population and funding distribution for AAA programs in each county.
FINANCIAL IMPACT:
The existing AAoA has worked closely with CDA to complete financial claims and to reimburse the current providers of services for the Older American Act services funding. As of Tuesday, July 24, CDA provided confirmation that all providers, with the exception of one provider, have been paid reimbursements through June 2018. The one remaining provider had not yet submitted a reimbursement claim. CDA has completed the audits for FY2015/16 and FY2016/17 and is working to complete the audit of Older American Act services funding for FY2017/18. CDA has issued emergency contracts to all but one provider for Solano County services and indicates the outstanding contract will be completed in the short term. CDA also informed both Napa and Solano counties that during its emergency contracting process it identified some deficiencies in provider contracts that were not corrected due to timing in the emergency contracting process but that will need to be corrected once the new agency assumes responsibility in January 2019.
There is a financial impact to those county departments who are monitoring the AAoA transition to CDA and planning for the transition to a new agency. Identified staff at this time includes staff from the County Administrator’s Office, the Department of Health and Social Services - Public Health, Mental Health and Administration Divisions and the Older and Disabled Adult Services (ODAS) Bureau. The departments are absorbing the staff time within existing operating budgets.
If the Napa County Board of Supervisors agrees to have Napa County assume the role of administrative entity for the new AAA and both Board of Supervisors approve the increased administrative allocations, the source of the additional up to $70,000 will need to be identified. During its budget hearing on June 19, 2018, the Board approved $20,000 in general expenditures for the successor AAA which could be utilized as a contribution toward the $70,000, leaving a balance of $50,000.
DISCUSSION:
The list of emergency contract providers is listed on the attached FY2018 Contracted Services for Planning and Service Area 28 (Attachment D). The AAoA previously provided services through AAoA staff and some of these programs have not transitioned under the emergency contracts, primarily due to funding constraints. Additionally, the caregiver Registry program was discontinued by CDA as it did not meet legal requirements. As the new Agency on Aging is formed, staff will be looking at options to address this service gap. The Area Plan Budget Display (Attachment C) displays the PSA 28 federal and State budget of $2,417,414 and the allocations between service categories. The attached budget does not include required local match funds of approximately $70,000 ($18,970 for Napa and $51,030 for Solano).
The MSSP has transitioned to Choice in Aging and that agency has updated its website to include MSSP information and assistance. The Department of Health and Social Services issued an RFP for the PEAS program and that RFP is currently under review with an intent to award anticipated on August 7, 2018.
Solano County staff have been and continue to meet with Solano providers to identify specific levels of services being provided and to obtain additional operational details such as staffing levels and structure and funding sources and Attachment E includes information gathered to date from providers. In addition to the services outlined, Solano County Public Health has provided website links to the Solanocares4seniors.org website which is linked on the former AAoA website as an additional resource. Staff has also reviewed the current emergency contracts, AAA budget, and reporting requirements.
The current structure recommended is a Joint Exercise of Powers Agreement between Napa and Solano counties with Napa County acting as the administrative entity for the new AAA. Staff in each county is recommending a new joint Oversight/Governing Board and Advisory Council. Napa County has not yet finalized its staffing and budget proposals.
Solano County staff met with the Ad Hoc Board Committee established for the AAoA coordination and transition on Thursday, July 19. County staff reviewed the transition process, as outlined by CDA, with the subcommittee including the recommendation by CDA that Napa and Solano, as the successor AAA, will need to contract with current providers for the last 6 months of the fiscal year while the PSA 28 Area Plan is either updated or a new plan is developed. Subcommittee members discussed and approved the staff recommendation.
If the Napa County Board of Supervisors does not vote to accept the role as administrative entity for the new AAA, both counties will need to request additional time from CDA to formulate an alternate plan.
ALTERNATIVES:
The Board could recommend changes to the proposed structure and/or any of the draft documents related to the new AAA structure.
OTHER AGENCY INVOLVEMENT:
County of Napa, County of Solano staff from Health and Social Services and County Counsel, and the California Department of Aging.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION