September 2015 Program Highlights

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  • *S. Senator Mark Warner traveled to Newport News, Tuesday, August 18, 2015, to participate in a roundtable discussion with regional leaders in the health care industry and others who are working to start a nationwide model program to provide higher quality care at a greater value and lower cost for chronically ill Medicare patients. Senator Warner expressed particular interest in how EVCTP had effected coordination among competing health systems, characterizing it as “unprecedented,” and how technology and telehealth could be used to improve care and reduce costs. Several good newspaper write-ups are included in this packet.
  • *Bay Aging staff attended the Eighth Annual National Association of Area Agencies on Aging Leadership Institute. Held on the campus of Georgetown University, the highly customized and interactive three-day session was led by renowned leadership training expert Doug Krug.
    Attendees are now able to take their leadership skills to a higher level through their practice of being better strategic planners, creative problem-solvers, and effective communicators and to be more credible, confident leaders who play a role in forging the future of aging in Bay Aging’s large service region. The chief financial officer for Peninsula Agency on Aging also attended.
  • *On September 9, 2015 the Virginia Department of Aging and Rehabilitative Services’ Commissioner James Rothrock and Deputy Commissioner Robert Brink presented to the Joint Commission on Healthcare, Healthy Living and Health Services Subcommittee. Eastern Virginia Care Transition’s (EVCTP) CTI program was one of the initiatives presented to the Subcommittee that has a positive influence in facilitating improved healthcare for Virginians as the population ages.
  • *Bay Aging submitted a Veterans Award Nomination in recognition of how impactful this organization’s work has been for veterans and their families in our service area. The Veterans Awards offer national recognition for organizations who work to improve the lives of our
    The Vetty award consists of an oversized Challenge Coin, a traditional memento carried by soldiers in commemoration of their unit’s history and the time they spent in the unit. Challenge coins capture the essence of military affiliation and a mark of pride.
  • Kyle Allen, DO, AGSF, Medical Director, Geriatric Medicine and Lifelong Health for Riverside Health System informed Kathy Vesley that EVCTP was nominated for and selected for the 2015 Archstone Award for Excellence in Program Innovation honorable mention. Dr. Joanne Lynn at
    the Altarum Institute, a research and think tank for better health which includes care transitions, nominated EVCTP for the national award.This marks the third national award for Eastern Virginia Care Transitions Partnership’s work in Care Transitions Intervention.

Senior Employment:

  • *Bay Aging’s Senior Employment program has placed one trainee participant into unsubsidized work since the new program year began July 1, 2015. Staff is currently working with 16 other participants as they train for work in our region. Several new participants will be joining the program in the next month!

Virginia Insurance Counseling and Assistance Program (VICAP):

  • *Bay Aging’s VICAP (Virginia Insurance Counseling and Assistants Program) welcomes Dick Petersen as the VICAP Assistant. All VICAP staff and volunteers are gearing up for Medicare’s Annual Enrollment – October 15 through December 7 – the time when Medicare beneficiaries can change Part D drug and Medicare Advantage health plans.

Ombudsman Program:

  • *Bay Aging’s Ombudsman program will be celebrating Resident’s Rights Month in October. This year’s theme, “CARE Matters,” highlights the need for quality care for residents in nursing facilities and assisted living facilities.


  • *Funds from the Neighborhood Assistance Program were used to build a new ramp for a disabled gentleman who lives in West Point. The ramp this man was using was falling apart and much too dangerous.
  • *Three Rivers Healthy Families provide family services throughout the Middle Peninsula and Northern Neck. Bay Aging, through its Community Action initiative, partnered with Three Rivers to provide backpacks and back to school kits for children living in low-income families who qualified for Temporary Assistance to Needy Families (TANF) funding. The goal is for all children to succeed in school and have the tools and support they need to accomplish this goal.
  • *The Middlesex YMCA, another Bay Aging Community Action partner, received funding to provide partial scholarships for 195 children living in low-income and TANF eligible families to attend 11 weeks of summer Y programs and camps.
  • *Bay Aging Community Action once again partnered with The Northern Neck Coalition on Youth
    to promote their good work in giving youth opportunities to participate in programs and activities that can lead to positive growth and leadership. Partial scholarships went to 188 youth who live in low-income, TANF eligible families.
  • *Bay Aging received $500 from the WalMart Foundation. A new wall mount television with video and game capabilities was purchased for the Gloucester Adult Day Break Center.
  • *Bay Aging staff partnered with Mathews Public School’s Cafeteria Supervisor Nelda Gibbs to hold the annual Meals on Wheels fundraiser. Approximately $4,000 was raised to benefit the excellent Meals on Wheels program in Mathews County.
  • *Bay Aging received $920 from the Mathews Market Days Committee in response to a funding Laura Matthews, the Mathews Active Lifestyle Center Director, accepted the donation which will be used for activities and special trips she is organizing for “her” seniors.
  • *A fund request for $4,790 was submitted to the Sanders Foundation in support of the Gloucester Active Lifestyle Center.

Community Living

  • *Bay Aging staff attended “A Matter of Balance“ training on Friday, September 18th, 2015. This evidence based program is designed to reduce the fear of falling and increase activity levels among older adults. Staff completing the training will receive certification as trainers.
  • *The Retired Senior Volunteer Program received an additional augmentation award of $3000.00. These funds will be used to upgrade printers at each of the Active Lifestyle centers, increase volunteer recognition activities and cover cost of internet access at several of the Active Lifestyle Center volunteer stations.

Eastern Virginia Care Transitions Partnership:

Commonwealth Coordinated Care:

  • *EVCTP continues to provide ongoing care coordination to over 400 Humana members. Staff is
    working with Humana to transition approximately 300 more members before October 1, 2015.. Staff is also diligently working with Humana to improve member services and to deliver additional services. Opportunities to expand Bay Aging/EVCTP services and work with other Medicare/Medicaid providers are continually explored.

Home Care:

  • *A Department of Medical Assistance Services (DMAS) unannounced audit of Home Care records was conducted June 16-18. All records were noted to be in good standing with no errors or deficient practice noted. The audit focuses on compliance with Medicaid documentation requirements for personal care and respite services. The Home Care team audits records on a regular basis to ensure regulatory compliance with the following:
  • Admission forms
  • Client Plans of Care
  • Authorizations
  • Pre Screening and other DMAS required forms
  • Supervisory visit documentation
  • RN notes
  • Aide notes and records
  • Employee files
  • Employee training

This is the first audit in 16 years without pertinent findings!

The Home Care Team will be present at the Board Meeting for recognition. Those attending include Ozena Thurston, Brittany Bumgarner, L’tanya Taliaferro, Diane Clark, Dee Kelly, Gail Brooks, and Pauline Paige. Congratulations Home Care Team!

Adult Day Break Centers:

  • *Both Adult Day Break Centers hosted Spaghetti Dinners on Sept 11, 2015. The proceeds from the dinners benefitted the Alzheimer’s Association and each center. Lisa Jones, Director of Gloucester Adult Day Break designed a t-shirt that was sold for the Alzheimer’s Walk with the proceeds benefitting the Alzheimer’s Association and both Adult Day Break centers. The t-shirts were worn at the Middle Peninsula/Northern Neck Walk to END Alzheimer’s held at BethPage in Urbanna on Saturday, September 19, 2015.

Bay Transit

  • *Bay Transit will be initiating new deviated fixed route service around the town of Tappahannock on October 1. The route will be called “The Rivah Ride” and will operate Monday –Friday from 10-2. Fares will be 50 cents a ride with free transfers from other Bay Transit buses. See page 34 for more detailed information. Ride information is also available at
  • Bay Transit was asked by DRPT to participate in a pilot study on data collection and reporting for state public transit operators. The study is nearly complete and results should be out this fall. Bay Transit was the rural system included in this study along with Charlottesville Area Transit as small urban systems and the Fairfax Connector as the large urban system. The study is looking at the methods used to collect rider, mileage and fare information; the manpower required to collect and report data, and the accuracy and reliability of the data collected.
  • Seasonal trolley service has concluded in Urbanna and Colonial Beach. Ridership data through August: Urbanna Trolley had over 1500 riders and the Colonial Beach Trolley over 1200. The Kilmarnock Trolley runs through the end of September.
  • *The New Freedom program provided 277 trips in July and 251 trips in August. Our numbers have decreased slightly due to several of our transportation providers going out of business or having limited service. The majority of the trips are for medical services at MCV and McGuire VA hospitals in Richmond and Riverside Newport News and Hampton VA hospitals.
  • *The MedCarry program provided 20 rides in July and 32 rides in August. This program uses volunteer drivers to provide non-emergency medical transportation to people over the age of 60. We often use it when a New Freedom provider is not available for a requested trip. Currently we have 14 volunteers and we need more! Let others know about this wonderful service and have them call Katherine Newman at 804.250.2019×1101 or 804.693.6977×1013.

Information Technology

  • Real life Disaster Recovery experience was gained when Bay Family Housing’s server crashed on the afternoon of September 2nd at approximately 3:00pm. Thanks to multiple levels of backups and the ability to gain access to the crashed server’s drives, the IT Director was able to manually restore nearly 104,000 files by 4:00pm the following afternoon with not one byte The day after the Labor Day holiday, the IT Director was able to fully restore the server
    using a spare provided by the Director’s company, Dynamic Systems Solutions in Fredericksburg. The Director will provide a full write-up requested by Diana Giles documenting the entire process. Thank You Bob!
  • *In order to provide telehealth tech support to Bay Aging, the IT Director and two R.N.s completed a course of study certifying them as a “Certified Telehealth Coordinator” on August 26, 2015. This was further enhanced through participation of an all-day live training session at Riverside’s Newport News Training Facility on August 27th.

Website and Facebook:

  • *The website and Facebook are dynamic applications, fluid and changing all the time. Traffic to both locations is increasing for several reasons: 1) employment; 2) transit schedules; 3) service information; and 4) general interest in Bay Aging services and programs. Facebook entries also generate interest in accessing the website.

Bay Family Housing

Single Family Housing:

  • *Single Family Housing is currently working as the Housing Rehabilitation Specialist for the Greentown-Gaskins Road CDBG project in Lancaster County. Work has been completed on the first 8 homes. Work-Write-ups will soon begin on the next 3 homes.
  • *Bay Aging has been chosen by the Virginia Department of Housing and Community Development (DHCD) to be the Indoor Plumbing Rehabilitation Program Administrator for the 10 Counties of the Middle Peninsula and the Northern Neck for the 2015-16 and 2016-17 Grant Bay Aging’s goal will be to complete 4 to 6 house reconstructions or rehabilitations for each of these Grant Years.
  • *Single Family Housing is setting up its first job of the IPR year in Essex County and its second job in Northumberland County as part of Bay Aging’s Indoor Plumbing Rehabilitation Program.
  • *Bay Aging has been chosen by Dominion Virginia Power to be their Regional Partner on two new Weatherization Projects. The first of these programs is the Dominion Energy Share Weatherization Services Program. The second is the Dominion Income and Age Qualifying Home Improvement Program. Stay tuned for new details as these projects are unveiled.
  • *Single Family Housing is working with both the Town of White Stone and the Northern Neck
    Planning District Commission on a CDBG Planning Grant to address housing and infrastructure concerns in the Town. On August 22nd, the Town was awarded a Letter of Intent for $1,400,000 in CDBG funds to implement this project.
  • *Single Family Housing is continuing Weatherization Assistance Work on an average of 4 homes
    a month throughout the 10 Counties of the Middle Peninsula and the Northern Neck.

Multi-Family Housing:

Senior Apartments – Operating

  • Jan Stellwagen, Property Site Coordinator for the Bay Aging Apartments, retires from Bay Aging on September 17, 2015. She began her tenure with the company on March 9, 2001 as the main office receptionist and was quickly promoted to her current position providing site management for our service-enriched senior apartment Although she has provided outstanding site management service at many Bay Aging apartment communities, she has been primarily stationed at Daffodil Gardens (64 units in Gloucester) and Port Town Village I & II (37 units in Urbanna) since those properties opened. Jan’s colleagues and residents will deeply miss the breadth of knowledge, skills and abilities she brings to her properties on a daily basis.
  • Jan’s retirement has precipitated a comprehensive Property Site Coordination The following staff will provide on-site management:

Pete Keller: Port Town Village I & II
Carolyn Lockley: Winters Point (27 units in West Point) and Daffodil Gardens
Dianne Wilkins: The Meadows (33 units in Colonial Beach) in addition to Regional Property Management
Mary Wilson: Parker Run (24 units in Westmoreland County), Mill Pond Village (24 units in Montross) and Tartan Village I & II (41 units in Kilmarnock)

  • Housing staff is actively recruiting an ideal candidate to fill the soon-to-be vacant on-site management position at Parker View (67 units in James City County).
  • *Over the next six months and as operating budgets permit, staff plans to purchase Automated External Defibrillators (AEDs) to be placed in property common areas. Staff is working with representatives of the “Together, Let’s Save Lives” campaign sponsored by Bon Secours Rappahannock General Hospital, Lancaster by the Bay Chamber, Lancaster County Emergency Services and Rappahannock Community College. Bay Aging Board members Jimmie Carter and Chief Terrence McGregor are helping to lead this important Lancaster County community-wide effort to place AEDs in public places and reduce the number of cardiovascular deaths.
  • *Resident Service Coordinators have arranged for the following resident educational opportunities:
    • The Alzheimer’s Association-Fredericksburg Office will be providing an information workshop series for residents at Mill Pond Village, Parker Run, Tartan Village I & II and The Meadows.
    • Humana Health & Resource Fair on September 22nd (10:00 AM to 12:00 PM) at Parker View. Vendors included Senior Navigator, As You Wish Advance Care Planning, The YMCA, La Vista Mobile Optical, Virginia Cooperative Extension and Walgreens. This activity was made possible under the Commonwealth of Virginia’s Commonwealth Coordinated Care initiative.
    • Lisa Walker, Bay Aging’s Vice President, Aging and Disability Resources, is scheduled to present 2015 Medicare information at all senior apartment communities.

Housing Choice Voucher Program

  • *On July 23rd, staff participated in a meeting with representatives from the Northern Neck / Middle Peninsula Housing Partnership, Quin Rivers and Essex Department of Social Services and with the HUD (U.S. Department of Housing and Urban Development) VASH (Veterans Affairs Supportive Housing Program) Coordinator for Hunter Holmes McGuire VA Medical The objective was to explore ways to administer more HUD VASH vouchers for veterans in the Northern Neck and Middle Peninsula. Bay Family Housing HCVP currently serves one (1) veteran with a HUD VASH voucher.

Multi-Family Housing Production

  • *Daffodil Gardens Phase II (40 planned age- and income-restricted rental housing units in Gloucester): On September 3rd, the Gloucester County Planning Commission approved our request to rezone 5.004 acres of the overall 8.8931 undeveloped acres owned by Bay Aging. The property is currently zoned SC-1 (Suburban Countryside) and the proposed zoning is MF-1 (Multifamily). The Gloucester County Board of Supervisors is scheduled to consider this request at its October 6, 2015 (7:00 PM) regular monthly meeting in the Gloucester County Colonial Courthouse building.

*The Planning Commission approved a parking code amendment that would allow reduced parking requirements for multi-family housing with a 55 year minimum resident age. The amendment request was made by Gloucester Department of Planning and Zoning and originated with our formal request for the County to consider reduced parking for Daffodil Gardens Phase II. The Board of Supervisors will also consider this amendment at its October 6th meeting.

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