H04-## 047 Policy/Procedure

June 4, 2004
TO: / Area Agency on Aging Directors
FROM: / Penny Black, Director, Home and Community Services Division
Kathy Marshall, Director, Management Services Division
SUBJECT: /
SFY05 STATE FEDERAL INTERLOCAL AGREEMENT INFORMATION
Purpose: / To notify Area Agencies on Aging (AAAs) of their estimated Case Management/Nursing Services Caseload and unit rates, initial allotments, contract statement of work, budget forms and instructions, and supplemental reporting forms for SFY05.
Background: / The legislature increased its appropriation for Case Management and Nursing Services for in-home long-term care clients. This provides an opportunity to equalize caseloads around the state and provide more equitable distribution of funding. Functions associated with management of COPES, personal care and other contracts have been streamlined and the funding distribution changed. In addition, the federal requirements for the Title V, Senior Community Service Employment Program have changed and these changes will be reflected in the contract for SFY05.
The merger of AASA and the Division of Developmental Disabilities provides an opportunity to consolidate contracting and funding for DDD Nursing Services and Contract Management with those AAAs that have been, and choose to continue to perform those functions for DDD clients. Instructions for DDD Nursing Services will be provided in a separate MB. Contract Management functions for DDD are to be covered in the budget requirements below.
What’s new, changed, or
Clarified /
  • Case Management/Nursing Services (CM/NS) payment for HCS clients will be made on a unit rate basis. FTE worksheets for CM/NS will no longer be required, although AAAs will be required to list their case handling staff by position. FTE worksheets will be required for Core Services Contract Management (including Contract Management provided for DDD contracts).
  • Case counts for CM/NS will be based on the same data used to establish the caseload forecast for IP and Agency personal care.
  • Billing and additional reporting forms and instructions will be provided in a separate MB.
  • Allocations of funding for Core Service Contract Management (CSCM) will be established based on the budgets developed at each AAA per the attached instructions.
  • Funding estimates and budget instructions for DDD Nursing Services will be provided under a separate MB and will be added to the State/Federal agreement for those AAAs that have been providing DDD nursing services and wish to continue.
  • SCSA and other local sources, plus Title 19 requested federal match, for CM/NS can only be used to reduce caseloads below 1:62, except as otherwise negotiated by Pierce, King, or Snohomish AAA’s. SCSA/local subsidy for CSCM is not allowed unless negotiated and approved in advance.
  • The final FFY04 and initial FFY05 NSIP funding is not yet available; the initial funding for this amendment is calculated at 90% of the final SFY04 funding. The funding may be increased or decreased in the future depending on the actual grant award received.
  • Title V funding is based on 90% of SFY04 funding (less 8% due to decrease in federal 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 new 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.

ACTION: / Submit SFY05 State/Federal budget, CSCM FTE worksheet, Case Handling Staff Listing, and Supplemental Worksheet for FY05 CSCM, to Patricia Draleau by June 30, 2004 using the updated budget forms provided below.
Provide comment on contract/statement of work language to your AAA Specialist by June 30, 2004.
Related
REFERENCES: / None
ATTACHMENT(S): / H04-047A1 SFY05 CM/NS Estimated Caseload/Revenues
H04-047 A2 Methodology for Determining Caseloads By AAA/Region
H04-047 A3 AAA CM/NS Funding Summary
H04-047 A4 Core Services Budget/FTE Definitions
H04-047 A5 Supplemental Worksheet for SFY05 CSCM (LTC and DDD)
H04-047 A6 Case Handling Staff Listing
H04-047A7 SFY05 State/Federal Budget Forms
H04-047 A8 SFY05 State/Federal Budget Instructions
H04-047 A9SFY05 Initial Allotments (5 worksheets)
H04-047 A10 Draft Statement of Work
H04-047 A11 Workload Standards Study
CONTACT(S): / General questions or questions regarding caseload, unit method, or statement of work to your AAA Specialist:
Duane French
Telephone: (360) 725-2529
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: