July 2013 Highlights

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* means we are following the strategic plan

  • Administration

    • We welcome three new members of the Board of Directors who attended a comprehensive orientation on July 17 at Port Town Village –
      • Ms. Peggy Garland, Esquire – Westmoreland County
      • Lt. General C. Norman Wood, USAF (Ret.) – Essex County
      • Reverend Kenneth Rioland, Jr. – Northumberland County
    • WELCOME!

    • We bid “good wishes and many thanks” to four departing members of the Board of Directors who have given this organization many years of dedicated service –
      • Mr. Luther Derby, Jr. – Essex County
      • Mr. Manuel Haynie – Northumberland County
      • Mr. Jim Mickens – King William County
      • Dr. Elton Smith, Jr. – King and Queen County

    • * Senior Employment Program: More than 20 individuals throughout the Northern Neck and Middle Peninsula were served through the Title V Senior Employment Program since July 1, 2012.
    • * Saundra Wilson, who manages the Volunteer Income Tax Assistance Program (VITA), reports that the program, in its 4th year, was very successful. Subsidized Title V workers and volunteers helped make intake and tax preparation possible.
    • * Bay Aging’s Meals on Wheels program received a significant boost from continued support through a $10,000 donation from the Elis Olsson Foundation for the Meals on Wheels Program in the West Point/King William and surrounding Middle Peninsula service area.
    • * Bay Aging was approved to participate in the FY2013-2014 Neighborhood Assistance Program (NAP). The NAP allocation is $16,200. The Development Director will be attending a NAP meeting in August 7 in Newport News to receive more information on the program. Please start planning now if you are interested in receiving tax credits – a minimum donation of $500 will net a $325 tax credit or 65% of the donation. There are several options available, please see Jean Duggan to learn more.
    • * A nomination application was submitted to Peter F. Drucker Award for Nonprofit Innovation. This is an extremely competitive nationwide opportunity for organizations to highlight their performance in changing people and society. Over 663 applications were submitted last year. The first place winner receives $100,000. Winners will be named in the fall.
    • * Development Director Jean Duggan was elected to serve on the Virginia Community Action Partnership Board of Directors for 2013-2014.
    • * The Mathews Community Foundation awarded Bay Aging $2,000 in support of providing shelf stable meals to the homebound frail and seniors in Mathews County.
    • * A request for funding (less than $500) was submitted to the Mathews Market Days Committee in support of program supplies that Center Manager Laura Matthews would like to introduce to the participants at the Mathews Active Lifestyle Center.
    • * The J. Edwin Treakle Foundation award Bay Aging $3,000 in support of the Retired and Senior Volunteer Program (RSVP) and MedCarry. MedCarry is a non-emergency medical transportation service that is entirely volunteer driven.
    • * On Sunday, July 28, Kathy Vesley will be receiving an award from the National Association of Area Agencies on Aging for the Aging Achievement Award for Eastern Virginia Care Transitions Partnership – Care Transitions Intervention.
    • * On May 21 through 23, 2013, the Virginia Department of Social Services Office of Community Services conducted an on-site monitoring review of Bay Aging Community Action Program. We are pleased to report that the on-site review resulted in no findings or weaknesses.
    • * The Middlesex Bay Aging Auxiliary member Dell Hinson along with Bay Aging staff Jane Wyatt of Bay Transit, Judy Jesse of RSVP and Jean Duggan – Development Director, staffed an information booth at the June Farmers Market in Deltaville. The Auxiliary advocates for seniors and promotes Bay Aging programs and services.

    * Positive Press and Other News and Announcements! See Attachments.

  • Community Living

    • * Fan Care 2013 began on June 1and will continue until September 30. Individuals who would like to obtain a fan or air conditioner may contact a Bay Aging Options Counseling Office at: 1-800-493-0238 (Northern Neck) or 1-800-693-6109 (Middle Peninsula) to obtain information regarding eligibility.
    • * Bay Aging has many opportunities for volunteers to provide their time and talents within our communities. Please have individuals contact Ken Rogers, Retired Senior Volunteer Director, at 804-758-8853, to learn more about volunteering to deliver meals or to provide transportation for individuals in need of local non-emergency medical related transportation. Volunteers are also needed to provide other community services such as Friendly Visitors program.
    • * A representative from the Veterans Administration will be contacting Bay Aging staff in July to discuss the success of the Veterans Directed Home and Community Based Services program. Bay Aging is entering the fourth year of its partnership with the VA and Hunter McGuire Veterans Medical Center.
    • * Bay Aging staff attended the Virginia Department for Aging and Disability Services Care Coordination training, in Richmond, on June 4th, 2013.
    • The annual Veteran’s Administration inspections conducted on July 2 at the Gloucester and Essex Adult Day Break Centers went very well. There were minimal findings/recommendations which were corrected immediately.
    • Laura Johnson, R.N., BSN is the new director of Essex Adult Day Break Center. Welcome Laura!
    • Effective July 1, 2013, the Medicaid daily reimbursement rate for Adult Day Care increased to $55.65 (from $45.65).
    • * Bay Aging’s Long Term Care Ombudsman has been busy visiting the nursing facilities and assisted living facilities of the Northern Neck and Middle Peninsula and meeting resident councils to do yearly reviews of Resident’s Bill of Rights.
    • * Lisa Walker, VP – Aging and Disability Resources, met with Gloucester Department of Social Services staff to provide a presentation on “Dispelling the Myth – The Affordable Care Act, Medicare and Medicaid.” Mrs. Walker has also represented Bay Aging at Resource Council meetings around the Northern Neck Middle Peninsula.


    • The Eastern Virginia Care Transitions Partnership (EVCTP) Governance Board Meeting was held Friday June 14 in Williamsburg. Hospital and Area Agency on Aging representatives were all very engaged and participative.
    • EVCTP added two hospitals to its partnership – Sentara Careplex and Sentara Williamsburg.
    • * The number of EVCTP eligible referrals received doubled from April to May for a total of 196.
    • * The readmissions rate for period Mar-May was 3% for those completing the Care Transition Intervention program and 9% for those enrolled, but did not complete the entire program.
    • * Bay Aging, the fiduciary agent for EVCTP, received the first reimbursement payment in the amount of $28,000 from the Center for Medicare and Medicaid Services.
  • Transit

    • * Middle Peninsula Regional Transit Facility Update – Construction began the second week of June 2013 and remains on schedule – lot clearing for the building pad, main entrance and parking lot; ran the sanitary sewer line and water line to the building pad; preparing for the footings and slab to be poured.
    • Five “students” recently completed a driving training class held in June. The classes include a minimum of 26 hours of classroom instruction, 4 hours of closed course training and evaluation, 4 hours of wheelchair lift/securement training and 40 hours of behind the wheel training.
    • Five “students” recently completed a driving training class held in June. The classes include a minimum of 26 hours of classroom instruction, 4 hours of closed course training and evaluation, 4 hours of wheelchair lift/securement training and 40 hours of behind the wheel training.
    • Operations Manager Pat Sanders attended the RouteMatch Users Conference in Atlanta, Georgia. Pat received training in the areas of dispatching,
      scheduling, reporting while learning numerous other ways to effectively utilize RouteMatch software to better serve the citizens of the Middle Peninsula and
      Northern Neck.
  • Finance/Administration

    • Completed Department of Home and Community Development monitoring; at this time we have not received their report.
    • * We did receive a very position response from the Community Services Block Grant after their fiscal/program review.
    • * Installation and implementation of an internet based timesheet process that will simplify our time tracking processes, increasing efficiency.
    • * Currently reviewing multiple insurance options for the Agency wide renewal of General Liability, Property, Auto, Crime, and Directors and Officer’s coverage as of October 2013.
    • * Participated with the Anthem Dual Eligible advisory group; this change is to be effective January 2014. The Advisory Group is focusing on improved quality
      and health outcomes, streamlined Medicare and Medicaid requirements, increased accountability, reduced burden for enrollees and providers, providing
      care in each individual’s setting of choice and reduced avoidable services.
    • * Finalizing the retirement plan, annual audit and IRS form 5500 filing.
  • Information Technology

    • * In the interest of security issues, uninterrupted power supply ramifications, and physical accessibility, the Director is working on consolidating all physical and virtual file servers—existing and new—to the actual server room.
    • Based on being able to centrally locate all Agency servers, the Director is planning to begin testing and implementation of 2 new backup programs that will potentially allow the Agency to replicate data offsite in near-real-time to provide better and more dependable server failovers and data protection than ever before. The two applications are called AppAssure and Quantum vmPRO. Both products are better designed to deal with backup and recovery in virtual environments.
  • Website –

    • * Updates are made to the website on a regular basis. Visit often!
    • In the near future the website will have a new “user friendly” look and navigation appeal.
    • * Web stats for June include
      • 2,376 visits for the month and an average of 79 visits per day
      • Employment Opportunities receives the most visits
      • Bay Transit’s site received 1,407 visits with an average of 47 visits per day
      • Scheduling and Employment pages received the most attention
    • * Required annual community action demographics reporting will be completed by staff online through a database program developed internally by Brian Riley. This report collects comprehensive data from every program and service offered by Bay Aging. The information is sent to the Office of Community Services in Richmond and then on to the Federal government.
  • Weatherization

    • * Bay Aging’s Weatherization crews are currently working on; or have recently completed work on, a number of jobs in several counties including Gloucester,
      Mathews, King William, King & Queen, Richmond, Northumberland, Westmoreland and Lancaster.
    • * Bay Aging’s Weatherization Program has weatherized over 530 homes since March, 2009.
  • Indoor Plumbing Rehabilitation

    • * Single Family Housing is currently closing out four Indoor Plumbing Rehabilitation (IPR) jobs as part of Bay Aging’s FY13 IPR Grant Year. These jobs are located in Essex and Northumberland Counties.
    • * Single Family Housing is currently closing out four Indoor Plumbing Rehabilitation (IPR) jobs as part of Lancaster County’s FY13 IPR Grant Year.
      These jobs are all located in Lancaster County.
  • Community Development Block Grant (CDBG)

    • * Single Family Housing is currently working on bidding out the next four jobs as part of Northumberland County’s Light Street Community Development Block
      Grant (CDBG) Project. When these jobs are complete, a total of 17 houses will have been reconstructed or rehabilitated as part of this project.
    • * Single Family Housing is currently working on bidding out four jobs as part of Lancaster County’s Greentown-Gaskins Road Community Development Block
      Grant (CDBG) Project. Additionally, work has begun on one home; and work is about to begin on a second home.
  • Senior Apartments

    • * Parker View (67 units in James City County): Obtaining proposals for major landscaping and storm water drainage improvements and for the purchase and installation of a generator to support various common areas during power outages. These purchases are contingent on HUD approval of a reserve for replacement fund withdrawal and will greatly improve safety, maintenance and aesthetics.
  • Housing Choice Voucher Program

    • Beginning July 1st, the admin fee per voucher per month, from the Virginia Housing Development Authority (VHDA), is reduced from $38 to $34 per voucher per month if the household is located in Essex, Gloucester, Mathews or Middlesex and reduced from $34 to $30 per voucher per month if the household is located in King & Queen or King William. This reduction is the direct result of federal budget Sequestration. HCVP admin funding originates at the HUD budget level then goes to VHDA and, subsequently, local administrators.
    • Essex County approved an increase in their FY14 appropriation for HCVP. This higher amount brings the County to an equitable per voucher contribution.
  • Multi-Family Housing Production

    • * Daffodil Gardens Phase II – Gloucester Senior Apartments: A pre-application was submitted to VHDA for a REACH (Resources Enabling Affordable Community Housing in Virginia) Predevelopment Loan. VHDA has asked for a current pro-forma budget that forecasts development and construction costs and sources of funding (loans and grants) along with rents (increasing 2% annually) and operating expenses (increasing 3% annually) showing positive cash flow over a 15-year Low Income Housing Tax Credit (LIHTC) compliance period. This pro-forma has been sent to the Virginia Community Development Corporation, an established Richmond-based LIHTC syndicator who specializes in helping Virginia-based non-profits develop affordable housing, for pro bono review and technical assistance.
    • * Bay Family Housing met with the Colonial Heritage Community Foundation, Inc. on June 18th to discuss ways to collaborate on the development of affordable senior rental housing and adult day care in James City County. We are interested in the senior housing component and Colonial Heritage would like to develop and operate an adult day care center. There is a strong documented need detailed in a 2011 feasibility study. We have invited the group to tour our Gloucester and Essex Adult Day Break centers.
  • General Housing

  • * Bay Family Housing gave a presentation to The Link on June 13th. The Link “is a partnership of churches and helping agencies” serving Lancaster and Northumberland counties. It “functions as a centralized information and referral service” for residents of the two counties and group leaders, including Thomas Coye (President), are very interested in collaborating with Bay Aging.
  • * Bay Family Housing participated in a community meeting, on May 24th at the Mathews Public Library, sponsored by the Mathews Rotary. The purpose was to discuss challenges and potential solutions associated with Mathews residential (primarily low-income citizens) water and sanitation. Other participants included the Mathews Community Foundation, Middle Peninsula Planning District Commission, Health Department, Department of Social Services, County Administration, Southeast RCAP, Hands Across Mathews and NCS Wastewater Solutions.
  • * The Virginia Housing Coalition (VHC), a 501c4 statewide affordable housing advocacy organization founded in 1981, elected Joshua Gemerek as Board of Directors Secretary for the second consecutive year at the June 20, 2013 annual meeting. The Virginia Housing Coalition Information Services, Inc., a VHC-related 501c3, elected Joshua Gemerek as Board of Directors President also on June 20, 2013. Congratulations Josh!
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