NEW YORK STATE OFFICE FOR THE AGING

(NYSOFA)

LONG TERM CARE INSURANCE EDUCATION AND OUTREACH PROGRAM

(LTCIEOP)

Grant Application - April 1, 2008 – March 31, 2009

Instructions: Please submit a completed application with original signature and one copy to:

Ken Chappell, Program Assistant

Long Term Care Insurance Education and Outreach Program

Community Based Long Term Care Services Unit

New YorkState Office for the Aging

Two EmpireStatePlaza, 6th Floor

Albany, NY12223-1251

E-mail:

Phone: (518) 473-7820

Area Agency Name:

Director:

Address:

Zip: ______

Phone: ( )

LTCIEOP

Coordinator:

Agency employed by:______

Phone: (____)______

Fax: (____)______

Email: ______

Address: ______

______Zip: ______

Telephone Number to be released by Helpline: (____)______

Address of your Long Term Care Insurance Resource Center(s):

______

______Zip: ______

Hours of operation: ______

Legislation requires that at least one position be filled by an individual that is a full-time employee of the AAA or its subcontractor.

Name: ______

Title: ______

The Area Agency agrees to comply with all applicable State and Federal laws and regulations as well as all of the conditions included in your Annual Implementation Plan and this application for funding as approved.

______Title: ______

Name of person authorized to enter into agreement

with the New YorkState Office for the Aging

Date: ______

Signature of Authorized Person

Long Term Care Insurance Education and Outreach Program Standard Assurances

In addition to the Standard Assurances agreed to under the Area Agency on Aging’s Four Year Plan and Annual Implementation Plans, the area agency, as grantee, must comply with the following requirements which govern the manner in which it shall use grant funds and provide services under the Long Term Care Insurance Education and Outreach Program.

1.The area agency agrees that the Program Narrative and Budget for its Long Term Care Insurance Education and Outreach Program (LTCIEOP), attached hereto, are part of this Agreement and may not be modified without the written consent of the New York State Office for the Aging (NYSOFA). The area agency shall furnish required supportive documentation for any such changes.

2.The LTCIEOP shall establish a Long Term Care Insurance Resource Center (LTCIRC) that at a minimum shall provide the general public with the following items or services:

(a) educational and informational materials in print, audio, visual, electronic or other

media;

(b)public service announcements, advertisements, media campaigns, workshops, mass mailings, conferences or presentations; and

(c)counseling, information, referral services, and direct assistancein choosing and obtaininglong term care insurance. Direct assistance shall include but not be limited to assistance withthe following:

(i)planning for the financing of long term care;

(ii)understanding policy options, benefits and appeal rights;

(iii)obtaining the coverage needed and the appropriate benefits; and

(iv)avoiding or reporting illegal billing, fraudulent practices or scams.

Each LTCIRC must provide public presentationsas well as individual counselingtargeting individuals in the 45-65 age range. All materials used, including presentations, must be approved by NYSOFA.

Each LTCIRC shall be responsible for providing a sufficient number of staff positions (including volunteers) necessary to provide and carry out the services of LTCIEOP provided that at least one position shall be filled by an individual who is employed full time and paid by the area agency on aging or its subcontractor. The LTCIRC shall be responsible for the adequate training of its staff and volunteers. All coordinators will be required to attend trainings specified by NYSOFA. The LTCIRC shall be responsible for ensuring that its staff persons have no conflict of interest in providing services described herein.

  • It is unacceptable to have an insurance agent/broker or company sponsor a LTCIEOP information session.
  • It is unacceptable to have an insurance agent/broker or company present at a LTCIEOP information session. This prohibition applies even if the agent/broker is willing to sign a disclaimer stating that he or she will provide unbiased information. With regard to insurance agents/brokers, it is irrelevant how small of a percentage of the agent's/broker's business is Long Term Care Insurance. Anyone licensed to sell Long Term Care Insurance or who is affiliated with a company (either directly or indirectly) that sells Long Term Care Insurance shall not be allowed to presentat LTCIEOP sessions.
  • It is unacceptable for a LTCIEOP to participate in a presentation/training session in conjunction with an agent/broker nor is it acceptable for a LTCIEOP to present at an agent/ broker or company sponsored event.
  • Agents/brokers/companies are not allowed to supply materials to the LTCIRCs.
  • If agents/brokers, as members of the general public, do attend information sessions they need to be made to understand that this is not an opportunity to make contact with LTCIEOP consumers and or attendees.
  • When conducting public events, during the opening remarks when the presenter is presenting LTCIEOP disclaimer information, it is an appropriate time for the presenter to mention that if agents/brokers are in attendance, they should refrain from making any contact with participants. In addition, the presenter should ensure that the agents/brokers are aware that these informational sessions are not sale opportunities.
  • If agents/brokers do not adhere to these guidelines please make the LTCIEOP Coordinator aware and NYSOFA will follow up with the NYS Department of Insurance.
  • It is unacceptable to allow agents/brokers/companies to have display tables and/or booths at LTCIEOP sessions. Agents/brokers/companies are not allowed to solicit the business of potential Long Term Care Insurance clients in any way at LTCIEOP sessions. The location of the display tables and/or booths is irrelevant;agents/brokers/companies are notallowed to have such displays at LTCIEOPevents.
  1. Theareaagencyagrees tocomply with reporting requirementsset forth by NYSOFA

under this grant. Reports will be at aminimum semi-annual and submitted on the

required NYSOFA reporting document. Suchreportshall contain,ata minimum, the

following information:

(a)the number of individuals who have received counseling and assistance by the LTCIEOP, their ages and their occupations;

(b)whether these individuals have purchased a long term care insurance policy, and if so, the policy that was purchased;

(c)a description of all of the services, including counseling, education and outreach services, beingprovided by the long term care insurance education and outreach program; and

(d)the activities used to promote the Partnership for Long Term Care Program.

4. As part of program monitoring, each AAA will be required to: annually submit a copy of

their completed monitoringdocument of either their directlyprovidedor subcontracted

program; and provide NYSOFA withschedules of public presentations on an ongoing

basis.

5.The area agency agrees that personal information relating to individuals who apply for or receive services pursuant to this Agreement shall be kept confidential by the area agency and shared on a need-to-know basis only with area agency staff for purposes of the LTCIEOP. Such information can be shared outside the LTCIEOP only with the informed consent of the individual served or pursuant to a court order.

6.The area agency agrees not to assign, transfer, convey or dispose of any of its rights, title, interests or responsibilities under this Agreement without the previous written consent of NYSOFA.

7.The area agency agrees that all materials developed by the area agency in connection with the LTCIEOP program shall be the property of NYSOFA. NYSOFA also reserves the right to copyright all such materials, the exclusive rights to reproduce, publish or otherwise use, and to authorize others to use these materials. All program, training and publicity materials developed by the local program must be approved by NYSOFA.

8. Theinformationprovided by the LTCIEOP is intended solely for purposes of educating

theconsumer in regard to their choices for financing their long term care needs, with

particularemphasis on the role oflong term care insurance. The program isresponsible

for making sure thatnothing is construed as anendorsement by the State of New Yorkof

any specific insurance productor insurer.

The following disclaimers have been approved by the New York State Office for the Aging and must be used when disseminating LTCIEOPmaterials and/or advertising:

The information provided by the Long Term Care Insurance Education and Outreach Program is intended for the sole purpose of educating consumers in regard to the choices available for financing their long term care needs. Particular emphasis is placed on understanding long term care insurance. Nothing herein is intended nor should it be construed as an endorsement by the State of New York of any specific insurance product or insurer.

If the above disclaimer is too lengthy for the context for which it is to be used, the disclaimer listed below can be used as a substitute (i.e., for invitations, posters for events, short public service announcements (newspapers/radio), TV and Billboards):

New York State does not endorse or recommend any specific insurance product or insurer; this program is solely intended to educate consumers about their choices.

9.The area agency agrees to use the funds from this Agreement only as payment for items of expense that are applicable to the LTCIEOP as set out in the Program Narrative and Budget. Such items of expense must be allowable, reasonable, allocable and necessary for carrying out the activities described in such documents. The area agency agrees to perform the activities and functions described in the Program Narrative in accordance with the timeframes set out therein.

10. The area agency must spend at least 10% of the total grant on paid advertising.

11. NYSOFA has determined that contributions may not be solicited for LTCIEOP.

[Program Instruction 03-PI-05 on “NYSOFA Policy on Program Income” sets forth the Office’s policies, related information, and guidance on client contributions and client cost-sharing for a variety of programs and services. Since the Long Term Care Insurance Education and Outreach Program did not exist in 2003, at the time the program instruction was developed, it was not specifically included.]

12.The area agency may request an advance of up to 25% of the grant awarded under this Agreement, upon NYSOFA approval of its grant application and issuance of a Notification of Grant Award.

13.The area agency agrees to submit the required NYSOFA vouchers for reimbursement of its LTCIEOP expenses incurred under this Agreement on a bi-monthly or quarterlybasis. The final voucher for expenses incurred under this Agreement shall be submitted to NYSOFA within ninety (90) days after the ending date of the grant period.

14.The area agency agrees that all payments to be made under this Agreement are subject to the availability of State funds; and NYSOFA shall have no liability to the area agency beyondthe amounts made available to NYSOFAfor the LTCIEOP in the State Budget.

15.The area agency agrees that state vouchers submitted for reimbursement of expenses incurred under this Agreement shall not include any expenses which have been, or will be, reimbursed from other sources (e.g., other State or federal funds).

16.The area agency agrees that NYSOFA can only reimburse vouchered claims for payment under this Agreement which are for approvable expenses incurred through March 31, 2009.

17.The area agency must voucher for advance and reimbursement of costs in accordance with NYSOFA vouchering procedures for State Funded Programs (see 08-PI-03 issued on 02/01/2008). Vouchering forms transmitted with that procedure must be used. In the heading of every form, AAAs must check “Other” and insert “LTCIEOP” into the space provided.

18.Termination of agreement:

(a) This grant agreement may be terminated at any time upon mutual written consent of the State and the Grantee.

(b)The State may terminate the grant agreement immediately, upon written notice of termination to the Grantee, if the Grantee fails to comply with the terms and conditions of this grant agreement and/or with any laws, rules, regulations, policies or procedures affecting this grant agreement.

(c)The State may also terminate this grant agreement for any reason in accordance with the following provisions:

  • Unless modified as provided herein, this grant agreement shall begin on April 1, 2008 and end on March 31, 2009. The State shall have the right to terminate this grant agreement early for: (i) unavailability of funds; (ii) cause; (iii) convenience; or (iv) non-responsibility.
  • The State retains the right to cancel this grant agreement, in whole or in part without reason provided that the Grantee is given at least 60 days notice of its intent to cancel. The State may only invoke its right to terminate for convenience provided that the State has given written notice to the Grantee at least 60 days prior to the date of termination, except with respect to grant agreements that give the State a general right to terminate at any time. This provision should not be understood as waiving the State's right to terminate the contract for cause or stop work immediately for unsatisfactory work, but is supplementary to that provision. Any such cancellation shall have no effect on existing State grant agreements, which are subject to the same 60 day discretionary cancellation or cancellation for cause by the respective user Agencies.
  • The Grantee shall make a full and final accounting of all funds received under this grant agreement within sixty (60) days of termination of the program.

(d)Written notice of termination, where required, shall be sent by personal messenger service or by certified mail, return receipt requested. The termination shall be effective in accordance with the terms of the notice.

(e) Upon receipt of notice of termination, the grantee agrees to cancel, prior to the effective date of any prospective termination, as many outstanding obligations as possible, and agrees not to incur any new obligations after receipt of the notice without approval by the State.

(f) The State shall be responsible for payment on claims pursuant to services provided

and costs incurred pursuant to terms of the grant agreement. In no event shall the State

be liable for expenses and obligations arising from the program(s) in this grant

agreement after the termination date.

March 2008

Area Agency______

NEW YORK STATE OFFICE FOR THE AGING (NYSOFA)

Long Term Care Insurance Education and Outreach Program (LTCIEOP)

April 1, 2008 – March 31, 2009

Program Narrative

Please describe your anticipated LTCIEOPdesign in a narrative format by answering the following questions in the space below. Attach additional pages if necessary.

1. Clearly describe your planned efforts to educate and assist the general public. What specific steps will you undertake this year to increase client activity?
2. How do you expect to market this program to the 45-65 age group? What specific outreach efforts do you anticipate using to reach this younger targeted population? How will you specifically meet the needs of the general public that are currently employed? Please discuss projected locations and times that will meet these needs as well as other considerations.
3. Client and program activity goals for 2008-09 LTCIEOP :
Number of outreach events you will conduct/attend? ______
Number of individuals you expect to educate through group presentations? ______
Number of public presentations that you will conduct? ______
Number of consumers that will receive one-on-one counseling? ______
  1. If subcontracting any activities, please provide a description of the subcontractor(s) responsibilities. Describe your plan for monitoring the effectiveness of the subcontractor in meeting the requirements of this grant. A copy of the subcontractor agreement must be forwarded to NYSOFA.

  1. Describe any anticipated changes to your Long Term Care Insurance Education and Outreach Program or Resource Center(s).

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