H05-043 Policy/Procedure

June 17, 2005

TO: / Area Agency on Aging Directors
FROM: / Penny Black, Director, Home and Community Services Division
Kathy Marshall, Director, Management Services Division
SUBJECT: /
SFY06 STATE FEDERAL INTERLOCAL AGREEMENT INFORMATION
Purpose: / To notify Area Agencies on Aging (AAAs) of their projected Case Management/Nursing Services Caseload and estimated revenues, supplemental reporting forms, initial allotments, interlocal agreement and budget forms and instructions.
Background: / Funding for Case Management and Nursing Services will continue to be based on the number of cases authorized per month multiplied by the approved monthly unit rate per case as outlined on Attachment 1.
FY06 inflation was estimated at 3.43%. Since there is no additional funding for cost-of-living, the target caseload ratio was increased by 3.43%.
What’s new, changed, or
Clarified /
  • The client to case handling staff ratio is 65:1
  • The client to RN staff ratio shall be 570:1
  • The case handling staff to supervisor ratio will continue to be 8:1
  • Actual payment will be based on the number of clients authorized multiplied by the monthly unit rate. Adjustments will be made to the billing amounts quarterly if the client to case handling staff ratio exceeds 65:1.
  • At the end of SFY06, if the total reimbursement to the AAA was less than 97% of the original budget, a settlement payment will be made to reimburse the AAA up to the 97% level. In order to provide this risk protection, ADSA will first look at availability of unspent CM/RN funding but may need to limit payments to AAA’s that experience actual caseloads that exceed what was projected at the beginning of the year.
  • Billing forms and instructions will be provided in a separate MB.
  • Revenue allocations and FTE expectations are included in Attachment 1. If actual caseloads exceed projected amounts, the case handling FTE worksheets should reflect actual caseload numbers.
  • SCSA and other local sources, plus Title 19 requested federal match, for CM/NS can only be used to reduce caseloads below 65:1, except as otherwise negotiated by Pierce, King, Snohomish or LMT AAA’s. Approval of these subsidies will be based upon CM/NS expenses exceeding the available revenue under the unit rate methodology and will be re-evaluated after the second quarter of SFY06.
  • The final FFY05 and initial FFY06 NSIP funding is not yet available; the initial funding for this amendment is calculated at 90% of the SFY05 contracted amount. The funding may be increased or decreased in the future depending on the actual grant award received.
  • Title V funding is based on 80% of SFY05 funding. The funding may be increased or decreased by AAA in the future depending on the finalized slot allocation. Please note: Carryover is no longer allowed for Title V.
  • The Kinship Caregivers Support Program (KCSP) was allocated based on the census count of the number of grandparents responsible for their own grandchildren under the age of 18 in each PSA; with a minimum of $5,000 allocated to each PSA.
  • Senior Farmers Market Program funding has been incorporated into this contract.

ACTION: /
  • Submit Case Handling Staff list, CSCM Supplemental Worksheet, CSCM and DDD Nursing Services FTE worksheets to Pat Draleau by June 17, 2005.
  • Upon ADSA approval of the above documents, a maximum consideration contract will be initiated by ADSA.
  • Provide comment on the Interlocal Agreement to your AAA Specialist by June 17, 2005.
  • Submit the State/Federal line item budgets by August 1st.

Related
REFERENCES: / None
ATTACHMENT(S): / H05- A1 SFY06 CM/NS Estimated Caseload/Revenues and CSCM Revenues
H05- 043 A2 Methodology for Caseloads
H05- 043 A3 Core Services Budget/FTE Definitions
H05- 043 A4 Supplemental Worksheet for CSCM
H05- 043 A5 Case Handling Staff Listing
H05- 043 A6 SFY06 Initial Allotments (5 worksheets)
H05- 043 A7 Draft Interlocal Agreement
H05-043 A8 Budget Instructions
H05-043 09 Budget Documents
CONTACT(S): / General questions or questions regarding caseload, unit method, or Interlocal Agreement to your AAA Specialist:
Bea Rector
Telephone: (360)725-2560
Email:
Susan Shepherd
Telephone: (360) 725-2418
Email:
Susan Engels
Telephone: (360) 725-2563
Email:
Aaron Van Valkenburg
Telephone: (360) 725-2554
Email:
Fiscal Questions:
Patricia Draleau, Financial Analyst
Telephone: (360) 725-2374
Email: