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January 2014 Program Highlights

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Administration

  • * Objectives for Bay Aging’s Core Goals were developed and drafted by the President and Senior Leadership Team.

Development

  • * Bay Aging sold $16,200 in Neighborhood Assistance Program tax credits to receive unrestricted donations totaling $24,923.08. The Virginia Department of Social Services informed staff that at this time there are no other tax credits available for organizations to sell. Thank you to all Board members who participated in the program and promoted it in their communities.
  • * The Sanders Foundation Fund, based in Gloucester County, responded favorably to a grant request by donating $5,000 for the Meals on Wheels program and $3,000 for equipment and supplies for the Gloucester Active Lifestyle Center. The Sanders Foundation Advisory Committee has a history of being very supportive toward the center and the county’s senior community.
  • * At their December meeting, the Abingdon Ruritan Club donated $2,000 to the Meals on Wheels program in Gloucester and $2,000 for the Gloucester Active Lifestyle Center. This hard working club also has a long history of being extremely generous to seniors, the center and the adult day care.
  • * Bay Aging was the recipient of numerous donations from the faith community and private donations as well as gifts from community groups. Among them were: Mathews Ruritan Club, Northern Neck Computer Users Group, Northern Neck Rotary Charitable Trust, Senior Advocate, LLC, and the Marine Corps League of the Northern Neck of Virginia – Sgt. Maj. James F. Moore, Detachment 1062.
  • * The United Way footprint for Bay Aging is expanding into the Potomac Combined Federal Campaign in the Dahlgren-Fredericksburg region. In the period January through March Bay Aging will be submitting applications to several other United Way Campaigns that cover a huge region, from Fredericksburg to Richmond, to Williamsburg and the Peninsula. Please encourage others to participate in their company’s or organization’s United Way campaigns. United Way campaigns are a terrific way for people to “invest” in their communities. The funds we receive from the various campaigns go directly toward services.

Community Living

  • * Bay Aging staff extends their sincere appreciation to community organizations and church groups for their efforts to brighten the holidays for active lifestyle center participants and Meals on Wheels recipients. Their generosity included special luncheons, gifts bags for the homebound and special holiday activities at each of the active lifestyle centers.
  • * Chronic Disease Self-Management sessions were held at Daffodil Gardens on January 22, 2014. This is a six week course, with classes being held on a weekly basis. Bay Aging’s Certified Chronic Disease Leaders Mary Jane Kipper and Angie Alley will present information and educational information to help participants develop skills in managing their chronic conditions. Individuals interested in attending the classes can contact Mary Jane Kipper at 804-693-6109.
  • * Bay Aging staff attended and served as panelists at the annual Virginia Home and Hospice Care Conference in Virginia Beach. The focus of this conference was “Preventing Hospital Readmissions.”
  • * Bay Aging staff met with the Veterans Directed Home and Community Based Service team at Hunter McGuire Veterans Medical Center in February 2014 to discuss the new assessment process in determining eligibility for the program.
  • * Bay Aging Options Counselors completed their yearly recertification process and are in compliance with state requirements.
  • * The Gloucester Adult Day Break participants ushered in the Christmas holiday when they attended the Mistletoe Ball at the Riverside Walter Reed Convalescent Center on December 13. A good time was had by all!
  • * The Mathews Rotary Club chose the Mathews Active Lifestyle Center for their annual community project. Club members painted and provided some needed plumbing improvements in the center.
  • New staff announcement: Michelle Messick and Amanda Flower, Medicare Health Coaches; Jackie Veney, Essex Adult Day Break Director; and Janet South, RN, BSN Supervisor.

Virginia Insurance Counseling and Assistance Program:

  • * Bay Aging’s Virginia Insurance Counseling and Assistance Program (VICAP) program had 1,315 client contacts from September – December, 2013. Counseling included assisting clients just going on to Medicare and need to carefully study their options, helping clients in comparing Medicare Advantage and Medicare Prescription drug plans and help others apply for assistance to help with their Medicare and drug costs. The VICAP program also conducted 35 outreach events in this same time period.
  • Bay Aging’s VICAP program is looking for volunteers to serve the Northern Neck and Middle Peninsula. Please refer any potential volunteers to Lisa Walker. Contact Lisa Walker at 804-758-2386 ext 44 or lwalker@bayaging.org.

Eastern Virginia Care Transitions Partnership:

  • * EVCTP is actively engaged, continuing to grow and moving toward full program expectations. Stafford Hospital came on board during December and Bon Secours Mary Immaculate Hospital, the last of EVCTPs 11 hospital partners, is expected to be ready to come aboard in February 2014.
  • * From October to December 2013, EVCTP experienced a 67% increase in patient enrollment.
  • * EVCTP held a SUCCESSFUL Coach Development training day at Daffodil Gardens on November 22nd. Over 40 Coaches, Coach Coordinators, and AAA Administrators attended.
  • * Harmony Information Systems, Inc. was selected as EVCTP’s new database software. Training began January 8th and will be complete and ready to go live by January 27th. This software will give EVCTP the capability to better manage patient records, prepare billing for the Centers for Medicare and Medicaid
    Services (CMS), and track and prepare reports not only to CMS but all EVCTP partners.
  • It is important to note that when patients stay in the program for its duration, EVCTP has a significant impact on reducing readmission rates.
  • * Dr. Eric Coleman, MD, MPH, AGSF, FACP, the developer of Care Transitions Intervention, was in the area the last week of January 2014. Dr. Coleman met with EVCTP on January 28th. Bay Aging staff and Board of Directors will have an exciting opportunity to meet with Dr. Coleman to discuss care transitions. On January 29th, Dr. Coleman provided a National Update on Care Transitions Innovations to an audience made up on hospital professionals and AAA directors. Kathy Vesley also presented at the January 29 event. Mrs. Vesley provided an update on EVCTPs program as well as lessons learned and recommendations for future care transitions innovations projects in Virginia.

Community Action:

  • * In the period November 13 through December 18, 2013 Bay Aging provided assistance to eligible families through Emergency Services and TANF for 10 families [4 seniors, 16 children under 18 years of age, $2,159, fuel and utilities].

Bay Transit

  • Citizens can follow the building progress on the Middle Peninsula Regional Transit Facility through the photos on Bay Transit’s website: www.baytransit.org.
  • Following fare increases implemented on October 1, there has been an initial (and expected) decrease in ridership. Bay Transit staff expects that ridership will increase again in the upcoming months.
  • * Bay Transit is analyzing prospects for expanded service in the region to utilize additional state funds that were awarded. The most promising new service appears to be fixed route service around the Courthouse area of Gloucester and a connector service between Warsaw, Heathsville and Montross. Staff continues to meet with local officials to move these projects forward.
  • * Bay Transit is expecting the delivery of two propane fueled vehicles in March; vehicles will be based at the Northern Neck location. Staff anticipates significant fuel savings using this resource. A propane provider will meet with staff to discuss installation of a fueling station at the Warsaw location.

New Freedom:

  • * The New Freedom Mobility Management program accommodated 361 rides in November and 350 rides in December, totaling 711 rides for the period. The program also has 16 new riders, demonstrating the need for this type of service in the region.
  • * In December Bay Aging was denied a grant request by the Disabled American Veterans charitable Trust to infuse additional funds into New Freedom specifically for veterans transportation needs. The DAV denied the request because their charitable organization has already pumped significant funding into transportation services for veterans. The letter included information on available transportation resources, which Bay Transit will utilize. In turn, Bay Transit will educate the DAV transportation resources on the growing need in the Bay Transit service region.

MedCarry:

  • Interviews are being conducted for a volunteer coordinator for MedCarry. MedCarry is a non-emergency medical transportation service that is funded through private donations. Volunteers use their own vehicles to transport people to their medical appointments. A modest $0.37/mile is reimbursed to the volunteers.

Finance/Administration

  • * Davenport was on-site at several Bay Aging locations educating staff about the new 401K retirement program that started January 1, 2014. There has been much interest in the new program offering, which is exciting.
  • TFA Benefit is reviewing multiple programs for renewal of the employee health insurance coverage, dental coverage, short-term disability, long-term disability, and life insurance coverage. The renewal date is April 1, 2014.
  • * The Department of Social Services was on-site to monitor the Temporary Assistance to Needy Families program. The written report has not been received, but no issues were noted at the time of the visit.
  • The audit team from Cherry, Bekaert LLC was on-site from January 6-17, 2014 preparing the Bay Aging audit and 990, the Foundation 990, and multiple HUD 202 audits and 990s.
  • * Cincinnati Financial Auditors visited December 9, 2013. They reviewed the General Liability exposures. There were no findings and the premium was reduced.

Information Technology

  • * Working on the development assistance, training, and upcoming migration to the Harmony Care Transition Software solution for Care Transitions Intervention – EVCTP
  • * Relocating IT Director’s office and virtualized server equipment to the server room in the Urbanna main office to enhance centralization and strengthen network security.
  • * Completed a major Operating System (OS) and RouteMatch Mobile Software upgrade on all the 50+ tablets used by Bay Transit personnel.
  • * Ongoing replacement of 50 Windows XP systems with Windows 7 that must be completed by April 8, 2014.
  • * Upgraded Kaseya Agents on approximately 130 systems throughout the company to enhance remote support capabilities and monitoring.
  • * Created security policies on Symantec Enterprise Security (SEP) to afford better protection against the latest generation of malware including Crypto Locker, one of the most vicious, potentially damaging viruses the IT Director has ever encountered.

Website – www.bayaging.org

  • * Updates are made to the public access website on a regular basis. VISIT OFTEN!

Single Family Housing

Weatherization:

  • * Bay Aging’s Weatherization Program is currently working on 4 to 5 homes a month throughout the Middle Peninsula and Northern Neck. These homes are located in several different counties in the region.

Indoor Plumbing Rehabilitation:

  • * Work is starting on the first Bay Aging IPR home that is being rehabbed as part of the 2014 grant year. This home is located in Richmond County.

Community Development Block Grant (CDBG):

  • * Work is starting on the last two houses to be rehabbed as part of the Light Street CDBG Project in Northumberland County. In all, 17 houses will have been worked on as part of the project.
  • * Work is continuing on the first four houses being rehabbed as part of the Greentown Gaskins Road CDBG Project in Lancaster County.
  • * One house is complete and work is continuing on two more homes being rehabbed as part of the Greentown Gaskins Road Scattered Site CDBG Project in Lancaster County. Three homes are being rehabbed through this project.
  • * Bay Aging’s Single Family Housing worked with the Town of Colonia Beach and the Northern Neck Planning District Commission in the submission of a CDBG Planning Grant Request for a housing rehabilitation project planned for the Town.

Bay Aging Foundation – Emergency Home Repair Update:

  • * In partnership with Hands Across Middlesex, an elderly woman’s home will have some insulation added to it in addition to structural stabilization until funds are available to provide significant rehabilitation to her home. Hands Across Middlesex volunteers will provide the labor. A local business donated some funds for the project. Bay Aging Foundation: $2,000.
  • * A senior’s home in Richmond County had a hand railing attached to an outdoor entrance stairway. Bay Aging Foundation match: $278 for materials.
  • * Pending job. A senior’s home in King William will have a ramp built by volunteers from the Knights of Columbus. Bay Aging Foundation match for materials: $593.07.

Senior Apartments – Operating:

  • * New service agreements for landscaping, maintenance and trash are being implemented at various properties in order to improve service and economic efficiencies.
  • * Omentus Korlison, who began work in August 2013, has completed his 36 hours of Service Coordination training required by HUD during the first 12 months in the position. Mr. Korlison provides Resident Service Coordination at The Meadows (33 units in Colonial Beach), Mill Pond Village (24 units in Montross), Parker Run, Tartan Village (Phase 1 – 22 units & Phase 2 – 19 units in Kilmarnock) and Winters Point.
  • * Angie Alley completed her 12 hours of Service Coordination training required by HUD annually after the first 12 months in the position. Ms. Alley provides Resident Service Coordination at Daffodil Gardens (64 units in Gloucester), Parker View (67 units in James City) and Port Town Village (Phase 1 – 25 units
    & Phase 2 – 12 units in Urbanna).
  • * Apartments Management staff attended the Mid-Atlantic Affordable Housing Management Association’s (MAAHMA) 18th annual Affordable Multifamily Rental Housing Conference in Richmond. Topics included changes to HUD’s regulatory handbooks and the impact on HUD Management and Occupancy Reviews (MORs), federal housing budget and legislation updates, disaster/emergency preparedness and many others.

Housing Choice Voucher Program (HCVP):

  • Dee Kelly, the HCVP Assistant since 2012, will be working in Bay Aging’s Home Care Department full time as of January 20th. We have begun recruiting for a full-time replacement. Thank you Dee for your outstanding contribution to HCVP!
  • Staff is working to respond to VHDA’s recent Section Eight Management Assessment Program (SEMAP) audit request. This is a standard performance review conducted at least annually.

Multi-Family Housing Production:

  • * The Woda Group, based in Westerville, Ohio and one of the top 50 affordable housing developers in the United States, is partnering with Bay Aging on a VHDA Low Income Housing Tax Credit (LIHTC) 9% competitive funding application due March 14th.
  • The 50-unit multi-family housing development is called The Banks at Berkley and located at West Liberty and South Main Streets in Norfolk. Bay Aging will take a 10% non-profit ownership position in the respective projects’ Limited Partnerships.

General Housing:

  • * Staff presented information, pertaining to Bay Family Housing’s involvement in the Northern Neck / Middle Peninsula Housing Partnership, to the Northern Neck-Middle Peninsula Regional Resource Network. The meeting was held on November 19th at Port Town Village apartments.
  • * Bay Family Housing staff attended the annual Governor’s Housing Conference from November 20th through 22nd in Norfolk. The event is organized by the Virginia Department of Housing and Community Development and attended by approximately 1,000 affordable housing and community development
    professionals.
  • * Staff participated in 2014 Housing Day at the Virginia General Assembly on January 9th. The event, sponsored by the Virginia Housing Coalition and the Virginia Coalition to End Homelessness, gave participants an opportunity to learn more about the inner workings of state government and advocate for
    affordable housing through interaction with elected officials and/or their legislative aides.
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