March 2014 Program Highlights

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  • * Objectives for Bay Aging’s Core Goals were developed and drafted by the President and Senior Leadership Team.
  • * A Bay Aging policy regarding the Virginia Freedom of Information Act (VFOIA) was drafted for presentation to the Board of Directors at their January 23, 2014 meeting. That meeting was cancelled due to inclement weather. Information will be presented at the March 27, 2014 meeting. VFOIA available on the website – Board of Directors’ page, under Policies.
  • * The President and staff delivered program update/budget request presentations before Boards of Supervisors and Town Councils in all ten counties.
  • * The King William Board of Supervisors’ proposed budget has funding for Bay Transit, but doesn’t restore Meals on Wheels. In response to Reverend Maria Harris’ advocacy, the Board of Supervisors indicated they will also restore Meals on Wheels funding.
  • * Developed a Bay Aging policy regarding Fundraising and Donor Privacy Policies and Procedures. Policies will be presented at the March 27, 2014 meeting for approval. Policy available on the website – Board of Directors’ page, under Policies.
  • * The Senior Employment Program staff are preparing for the Department of Labor annual data validation and documentation review the first week of June. The program had some findings, recommending policy revision which has been completed.
  • * A request was sent to the Elis Olsson Memorial Foundation for continued funding for meals services for King William County and the Middle Peninsula service area.
  • * Positive Press, Other News and Announcements – Please look through the attachments for other ways Bay Aging connects with your communities.


  • * Bay Aging will again apply for tax credits through the Neighborhood Assistance Program, a successful income stream. In 2013-2014 $24,923 in unrestricted donations was received.
  • * Bay Aging will also be participating in the Richmond Community Foundation’s super successful one-day fundraising event, the Amazing Raise! This is another terrific, low-overhead way to raise funds for the people we serve and you represent. Stay tuned for more information!

Community Living

  • * Each May, the nation celebrates Older Americans Month to recognize older adults for their contributions and provide them with information to help stay healthy and active. This year, the focus is on injury prevention with the theme, “Safe Today. Healthy Tomorrow.” Bay Aging’s Active Lifestyle Centers will celebrate Older Americans Month throughout May by sponsoring special events at each of the sites. Stay tuned for event dates, times and locations.
  • * Bay Aging Community Living staff will participate in the Adult Abuse Prevention Fair to be held in May and is sponsored by the Westmoreland County Department of Social Services, Elder Care Committee.
  • * Bay Aging staff will participate in Rappahannock General Hospital’s 5th Annual Senior University on August 5th. This is an educational seminar for seniors and caregivers. The event, which is open to be public, will be held at White stone Church of the Nazarene in White Stone
  • Each of Bay Aging’s Active Lifestyle Centers held special events in honor of Martin Luther King, Jr. Day and Black History month during January.
  • * In honor of our volunteers, a recognition luncheon was held on February, 27th at Macedonia Baptist Church in Heathsville with Reverend Ken Rioland as guest speaker. Additional recognitions were scheduled throughout March. Westmoreland County’s luncheon was held on March 11th at Nomini Baptist Church and Mathews County’s was held on March 25,th at Mathews Baptist Church
  • * Bay Aging staff participated in the Westmoreland County Volunteer Expo on March 22nd, 2014. The Expo was sponsored by the Westmoreland County Museum and Montross YMCA.

Virginia Insurance Counseling and Assistance Program (VICAP) and Senior Medicare Patrol (SMP):

  • * The VICAP staff is working on a direct mailing to Bay Aging clients about the VICAP program. This effort is geared toward reminding seniors that Bay Aging has these valuable resources available for them as they work their way through the complicated Medicare maze. Since January 1, 2014 776 people have called for Medicare information and assistance. A big “thank you” goes out to Robin Jones, VP Housing Administration, who is helping with this project.
  • * WE NEED VOLUNTEERS FOR VICAP AND SMP 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

Eastern Virginia Care Transitions Partnership:

  • *EVCTP continues to grow and move toward full program expectations. We are pleased
    to report that Bon Secours Mary Immaculate Hospital has been approved for the Care
    Transitions Program and Coaches have been hired and trained
  • The Harmony Information Systems database program was initiated in February. Coaches have received two training sessions and administrative staff continues to work with Harmony’s company to develop the necessary reports for the Centers for Medicare and Medicaid Services (CMS) data collection and program quality.
  • * EVCTP received and processed over 1,200 referrals from partner hospitals in February with 634 home visits completed, making this our most successful month since the program was initiated. To date, EVCTP has served in excess of 3,500 patients with a home visit.
  • * EVCTP continues to focus on enrollment strategies and improving coach accountability and effectiveness through processes, training and quality data collected from the Harmony software. Recent processes and policy changes in Skilled Nursing Facilities (SNF) are areas where EVCTP has seen improved enrollment. With CMS approval, Coaches can now visit patients transferred to a SNF, provide the care transition
    intervention at the SNF and bill CMS for the visit. The coach then visits the patient at home once released from the SNF.
  • A two day Centers for Medicare and Medicaid Services Learning Session is scheduled for March 26 and 27; representatives from partner AAAs and hospitals will attend.
  • *EVCTP and Riverside Health System co-hosted a Care Transitions event featuring Dr. Eric Coleman, MD, MPH. Dr. Coleman, Director of the Care Transitions Program, is nationally recognized for his work in bridging innovation and practice through enhancing the role of patients and family caregivers in improving the quality of their care transitions. See attachment for Riverside press release.
    • Dr. Coleman also presented at a state-wide event held in Richmond for physicians and other health practitioners. Our very own Kathy Vesley also presented on Improving Care Transitions and Avoiding Readmissions. Regina Sayers, Executive Director of the Appalachian Agency for Senior Citizens, Inc., provided an update on her region’s Care Transitions Intervention program.
  • * On April 10 & 11, 2014, EVCTP will be hosting its first state-wide Care Transitions Intervention
    Coaches training to be held at Senior Connections in Richmond. Those completing the training
    will receive their Care Transitions Coach Certification.

Community Action:

  • * Work has begun on developing the 2014-2015 Community Action contract. Projected
    funding: $257,330 for Community Services Block Grant and $13,812 for Temporary
    Assistance to Needy Families (TANF). Mrs. Duggan is asking the Board of Directors for their assistance in providing contacts to community groups who work with low-income families that could partner with Bay Aging. Funding from TANF will be used for those partnerships to help strengthen low-income families with children.

Bay Transit

  • * There will be a brief presentation at the Board meeting detailing the construction of the Middle Peninsula Transit Facility. Be sure to follow the progress with photos at the New Gloucester Transit Facility Blog.
  • Snow and ice have been a real nuisance for ridership this year. We have been closed or on limited service for 11 days so far this winter, resulting in lower than normal ridership numbers.
  • * Bay Transit staff has started planning for 2 new fixed routes. One route will be around the Gloucester Courthouse and the other between Montross, Warsaw and Heathsville. Staff anticipates having the service up and running this summer.
  • * Seven new vehicles were delivered on March 10. Two are fueled by propane. Bay Transit staff is looking into cheaper, cleaner alternative fuels. Additional propane vehicles will be purchased in the future.

New Freedom:

  • New Freedom is averaging 325 trips per month for rides outside of Bay Transit’s service hours and service area for disabled persons. In February a grant request was submitted for FY15.


  • Bill Long from Mathews was hired as the Med-Carry Volunteer Coordinator. Mr. Long is currently working on new program guidelines and reviewing the current volunteer and client lists for future volunteer recruitment.


  • * Effective January 1, 2014, Bay Aging initiated a 401(k) retirement plan. The previous 403(b) retirement plan will be terminated.
  • * Effective March 1, 2014, health insurance benefits were changed to Anthem. This year Bay Aging staff has the added option of choosing a plan that with a higher deductible and the Health Savings Account. The Life/Disability and Dental coverage will renew with Anthem.
  • * The audit reports and form 990 have been completed. After Board approval, the audit reports will be distributed to our State Departments, Counties and placed on the Bay Aging website.
  • * The Indirect Cost Allocation plan will be submitted to the Department of Health and Human Services by the end of March for approval.

Information Technology

  • * Completed the new VMware ESX host builds and migrated all of our servers to the new hosts.
  • * Virtualized server equipment to the server room.
  • * IT staff continues to work with EVCTP by providing assistance, with Harmony Care Transition Software migration.
  • * Ongoing replacement of 50 Windows XP systems with Windows 7 that must be completed by April 8, 2014.

Website –

  • * Website activity reports indicate visits were down; some of which may be due to the bad weather. Referrals from search engines account for the way 25% of visitors reach the site. There was significant referral activity from other government sites. Top posts include the “What’s New” page, Spotlight on Services was very high, and of course the Employment Opportunities page is always a main destination. There was some activity reported on the Spanish Age page. Please remind others that with a click of a button, the site is available in other languages.

Website –

  • * Website activity reports show that visits were down in February – the first time the site did not
    beat the previous year’s figures. As with the main site, weather may have been a contributing
    factor. Referrals were diverse. Top posts included the Contact Us, Scheduling a Ride and Rate
    Schedule pages were heavily visited. The ongoing Gloucester Construction blog is getting
    regular visits as people check the progress of the facility construction.

Bay Family Housing

Single Family Housing:

  • * Staff is currently working on an application to the Department of Housing and Community Development (DHCD) to re-apply to be the regional Weatherization provider for the next five years. We are anticipating weatherizing between 48 to 60 homes this year.
  • * The Light Street Community Development Block Grant (CDBG) project in Northumberland County is currently closing out. Once construction has been completed on the last two homes, the crew will have worked on a total of 17 to 18 homes there.
  • * The crew is also working on a small scattered site CDBG in Greentown-Gaskins Road in Weems (Lancaster County) where the 2nd out of 3 homes with this project will soon be completed.
  • * Single Family Housing is also working on a larger CDBG project in Greentown-Gaskins Road area of Weems. Work is currently being completed on the 3rd out of the first 3 homes with this project.
  • * Staff is developing a CDBG planning grant application with the Northern Neck Planning District Commission (NNPDC) for the Town of Colonial Beach (Westmoreland County).
  • * Staff is also developing a CDBG planning grant application with the NNPDC for the Town of White Stone (Lancaster County).

Multi-Family Housing:

Senior Apartments – Operating

  • Comprehensive attic insulation upgrades are taking place at Mill Pond Village (24 units in Montross), Tartan Village Phase I (22 units in Kilmarnock), Port Town Village Phase 1 (25 units in Urbanna) and Parker Run (24 units in Montross). The primary purpose is to prevent fire suppression sprinkler system lines from freezing in winter and, ultimately, improve resident safety.

Housing Choice Voucher Program

  • Bay Aging received a 95% score and High Performer rating on its 2013 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 two Virginia Housing Development Authority (VHDA) Low Income Housing Tax Credit (LIHTC) 9% competitive funding applications due March 14th. The first is a 50-unit multi-family rental housing development called The Banks at Berkley located at West Liberty and South Main Streets in Norfolk. The second is a 44-unit multi-family rental housing development called Brennan Pointe located at 3100 Warwick Boulevard in Newport News. Bay Aging will take a 10% non-profit ownership position in each projects’ Limited Partnership and have the right of first refusal to acquire the properties at the end of the 15 year compliance period.
  • Daffodil Gardens Phase II, Gloucester: On January 23rd, VHDA formally accepted Bay Aging’s Predevelopment Loan pre-application for $50,000 in predevelopment funding. The full application will be submitted in March 2014. This funding – which is forgivable if the project does not receive a LIHTC award – will pay for site design, preliminary architectural design, legal costs, market feasibility and local government rezoning and site plan review application fees.

General Housing

  • Joshua Gemerek will be representing Bay Aging with the American Association of Service Coordinators (AASC) Board and the Hampton Roads Housing Consortium (HRHC).
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