HomeMy WebLinkAboutResolution - 2757 - Grant Application- SPAG- Title III Funds, Aging Program For Dentures & Services - 02_25_1988Resolution #2757
February 25, 1988
Item 30
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RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock BE and is hereby authorized and
directed to execute for and on behalf of the City of Lubbock Grant Applica-
tions and associate documents to the South Plains Association of Governments
for funds available under Title III of the Older Americans Act of 1965, as
amended to provide dentures and case management services for qualifying in-
digent older individuals, attached herewith, which shall be spread upon the
minutes of the Council and as spread upon the minutes of this Council shall
constitute and be a part of this Resolution as if fully copied herein in de-
tail.
Passed by the City Council this 25th day of February 1988.
r
. C. Mc INN, MAYOR
ATTEST:
Ranette Boyd, City Secretary
•RPPROUED AS TO CONTENT:
Rita Harmon, Assistant City Manager
for Public Safety and Services
APPROVED AS TO FORM:
Dbfiald G. Vandiver, -First Assis
City Attorney
} Ft L� s-s
SOUTH PLAINS ASSOCIATION OF GOVERNMENTS
AGING PROGRAMS
REQUEST FOR PROPOSALS FOR TITLE III -SERVICES AUTHORIZED UNDER THE
OLDER AMERICANS ACT OF 1965, AS AMENDED
APPLICANT AGENCY: City of Lubbock Health Department & Community Services Department
ADDRESS: P•0• Box 2548 - 1902 Texas Avenue
Lubbock, TX 79408 _.
TELEPHONE: 762-6411, ext. 2900 or-2899
PROPOSED SERVICES: To provide dentures and case management services
for qualifying indigent older individuals. Services
will include outreach, case -finding, screening,
intake, denture preparation and fitting; and on-
going services such as food stamps, financial
assistance, transportation, etc.
All applicants must follow proposal procedures according to the FY 1989
Request for Proposals Technical Assistance Manual.
All applicants must attend a Bidder's Conference on either January 13
or January 15, 1988, 10 a.m, to 4 p.m., at the SPAG offices.
Return Proposal to: South Plains Association of Governments, Aging Programs
P.O. Box 3730 Freedom Station
1323 - 58th Street
Lubbock, Texas 79452
DEADLINE: FEBRUARY 269 1988 5 p.m.
Agency/Organization Health Department & Community Services_
TITLE IIIB
SERVICE DELIVERY PLAN AND PROJECT WORK PLAN
Name of Service! Denture Provision
(each service must be on a separate page
1. Estimate the total number
.of older persons -to be _ --
served by the project:- 100
2. Estimate the total number
of units of service to be
served by the project (see
definition of a unit of
service in Technical
Assistance Manual): 100
3. Number of Serving Days: 262
Holidays Observed New Year's, Good Friday., Memorial Day,
July 4, Labor Day, Thanksgiving, Christmas.
Hours of Operation Sam-Spm, Monday through Friday.
• 4 •
Agency/Organization Health Department & Community Services —
TITLE IIIB
SERVICE DELIVERY PLAN AND PROJECT WORK PLAN _
It
Name of Service! Case Management
(each service must be on a separate page
1. Estimate the total number of older persons to be
served by the project:- 100
2. Estimate the total number
of units of service to be
served by the project (see
definition of a unit of
service in Technical
Assistance Manual): 300
3. , Number of Serving Days: 262
Holidays Observed: New Year's, Good Friday, Memorial Day,
July 4, Labor'Day, Thanksgiving', Christmas'
Hours of Operation Sam - 5pm, Monday through Friday
Agency/Organization Health Department & Community Services
SCOPE OF PROPOSED PROJECT
1. Organization of Agency
Briefly describe in general terms the sponsoring organization's purpose and _
major program activities.
The Health Department is part of the organizational -structure of the City
of Lubbock. The Department -is -composed of five sections:- Administration,
Environmental & Vector Control, Personal Health Services, Laboratory and
Animal Control. The Personal Health Services section provides clinical
services to indigent citizens of Lubbock in the areas of Prenatal Care,
Family Planning, Immunizations, Sexually Transmitted Diseases, and Dental
Care. Registered Nurses are available to make home visits for health
assessment, evaluation, teaching and referral. Blood pressure and blood
sugar screening are also available.
Community Services is another City of Lubbock department. It provides
information and referral, a phone service; emergency assistance) and
individual case management utilizing social workers.
2. Need for Service
Describe how and why the applicant organization has determined that a need
exists.
The Health Department Dental clinic provides services to approximately 775
persons each year. Of these, 280 are elderly (60 years or older). Most
of those requesting services need restorative work, or single extractions.
An estimate 80 persons each year need all their teeth pulled, in preparation
for dentures, or due to severe disease that makes restoring the teeth
impossible. Many of the Dental Clinic patients cannot afford dentures, so
are faced with obtaining nutrition as best they can, without the benefit
of teeth. Figures indicate that in 1985, 3,378 persons 60+ had incomes
below the Federal poverty level. An estimate 10,000 persons in Lubbock 60+
are endentulous (without any natural teeth). These statistics indicate
that more elderly indigent would need dentures than the Health Department
clinic is currently serving.
Agency/Organization Health -Department & Community Services
2. Need for Service (con't) -
The case management approach is not new to social work or social
services. It has been_around as long as social work has been in
existence; however, society's current approach to social services is _
to deal with a specific situation as soon as possible, turning the
social services system into a'band-aid service. This approach has
been due largely to limited resources.
Most social services agencies that -provide utility assistance for
example, deal only with the immediate problem and not with:
energy conservation
need for home repairs
need for an energy audit -
why is the client always behind?
why is this a chronic client?
The client's problem, then, is not seen as a series of consequences
which lead to the emergency, but as an emergency which appeared one
day and now must be dealt with, not by the client, but the social
service agency.
In providing the case management approach to services, elderly in
need of dentures will be assessed for comprehensive services. The
initial contact with the elderly will be done through either home
visits, presentations and/or outreach.
-4a-
Agency/Organization Health Department_& Community Services
3. Service Provision
a. List and describe the specific services --to address the need identified.
Out reach activities, in the form of group presentations and home visits
will be utilized to identify those in need of dentures; and to encourage
them to apply for the program. Once the client has qualified for the
program, a -Comprehensive Needs Assessment is completed.
The needs assessment will include identification of the problems,
analysis of the needs, establishment of goals, objectives, and _
strategies and the appropriate follow-up. Assistance -will be available
in such areas as housing, counselling, employment, health needs, adult
day care, and nutritional counselling. Once the assessment is complete,
a plan of action would be prepared with the active involvement of the
individual. The plan of action details the priority of need. Ultimately,
the purpose of the assessment and the plan of action will be to attain
self-sufficiency for the individual in acquiring the needed services.
All of the above is completed at the initial visit, followed by
subsequent visits before, during, and after health services are
provided.
b. Describe the project's plan to target services to socially and
economically disadvantaged participants particularly low-income
minority individuals.
Currently, the Community Services Department has two outreach offices
strategically located in north and east Lubbock, Mae Simmons and
Guadalupe. These offices provide utility, home repair, home security,
bus passes and referral to individuals in need of services, which are
primarily low-income.
Since a service delivery system is already in place the department
does not forsee major changes in providing this additional service to
the case management clients.
- -5-
Agency/Organizatioi�_ Health Department &- Community Services -
3. Service Provision (con't) — -
a. Those who qualify for the program will have necessary teeth extracted
at the Health Department Dental Clinic. They will then be referred to
one of the participating providers for taking the mold, making the
dentures, and obtaining a proper fit. The Social Worker will ensure
that the individual has transportation to the provider. Once the
priority needs are met, the case worker will provide an average of one
follow-up service, to include contacting the client if there is need -
of further services.
-5a-
Agency/Organization- Health Department & Community Services
C. State a quantified and measurable objective for each service prope_sed.
Objectives must include the proposed number of service units to be
provided and the proposed number of eligible persons to be served.
One hundred elderly indigent persons will be supplied with complete
dentures through this program each year. Additional monies will be
available for denture repairs and/or realignment, if needed. These
100 individuals will also be provided case management with an average
of three service units per client, for a total of. 300 service units.
4. Service Delivery Plan
Detail the action steps or strategy to be completed for accomplishment of the
objectives for each service in the service provision. Include in this section
the specific staff position(s) proposed to assure completion of the
objer_tive(s).
A case worker (hired through this grant) will provide case management services
to include outreach to elderly who may be potential denture users.
Denture providers will be obtained from the private sector of Lubbock dentists.
Notification will be sent to each dentist practicing in Lubbock (approximately
75 in general practice or practice that includes fitting dentures); to provide
dentures at the cost of no more than $500 per set. Those dentists wishing to
participate in the program will sign an agreement with the Health Department
to furnish dentures and fitting services at the specified cost. They will
submit an itemized bill upon completion of fitting, and will, in turn, be
reimbursed by the Health Department through this grant.
' • f
Agency/Organ-ization Health Department &- Community Services
4. Service Delivery Plan (con't) _
Individual assessment will include a prioritized plan of action. This
plan will include not only dentures, but will also consider the following:
Financial Nutritional Volunteer Opportunities Other
.Monthly .Grocery Shopping .Training .Emergency
expenses Assistance
.Financial .Meal Planning .Placement .Home Repair
follow-up
.Food .Nutritional .Health Services
Coupons follow-up
.Referrals
.Adult Day Care
-6a-
Agency/Organization Health Department & Community Services
5. Participant Contributions
Describe how the applicant will implement procedures to assure compliance with
requirement for providing opportunity for participant contributions.
Since the persons who qualify for denture services will be coming to the Health
Department Dental Clinic initially for extractions, a contribution box will be
placed in the Dental Clinic reception area. A pamphlet will be developed
about the program, which will include information about the opportunity to
contribute to the program operation.
6. Coordination/Community Invol-vement
a. Describe the project's plan to inform the public and potential partici-
pants of proposed services, especially low income, minority and isolated
elderly.
Since the Community Services Department is already involved in publicizing
their services, the department will continue to implement their public
relations policy which would include:
- publicizing this project on the media
. Community Services Spanish radio show: KLFB
. Various community newspapers, including:
. Avalanche -Journal 0 Hispdnic News
• E1 Editor Southwest Digest
inform television stations to do special segments on elderly
- developing a brochure, noted previously.
- presentations at various agencies and organizations, to include:
- City of Lubbock's Senior Volunteer Program
- Retired Senior Volunteer Program
- Catholic Family Services
- Neighborhood• House _
Agency/Organization
Health Department & Community Services
-
b. Describe coordination efforts with other service agencies and other
community groups.
Since the Community Services Department is already recognized in
this community as an emergency "assistance agency the coordination of
social service agencies and community groups exists through:
- The comprehensive Human Services Directory developed and updated
by the Information and Referral section of the department. The
directory is utilized by human service workers as a handbook for
services.
- Information and Referral assists people in securing needed services
by matching the specific need with an appropriate community resource.
- The two Community SL-rvice Outreach Offices provide an opportunity
for informing agencies of the services being provided.
- The department's membership and involvement in the Interagency
Council and S.P.A.G.'s Resources United, as well as staff's involvement
in the following agencies will provide for coordinated effort:
- Project HELP
- United Way Planning Council
7. Financial Control
a. Describe the plan for management and control of financial resources;
methods used to document receipts and expenditures; current information
regarding external audit; and cost allocation system.
The Community Services Department administers three state grants:
- Community Services Block Grant
- Energy Crisis Intervention Program
- Weatherization
One Community Development Grant:
- Home Security
One Community Grant:
- Project HELP
-8-
Agency/organizat as Health Depa r-tment d- Community Services
6. Coordination/Communi-y Involvement (con't)
b. - Y.W.C.A.
- Women's Protective Services
— Family Services Association
- City of Lubbock's Revitalization Task Force
- L.U.N.A. (Lubbock United Neighborhood Association)
- League of Women Voters
- Hispanic Association of Women -
7. Financial Control (con't)
a. In administering the above grants the d Rartment is responsible for all
management and control of financial -resources, which include monthly
and quarterly reports, advance and reimbursement requests, as well as,
staying abreast of the various fiscal years on the grants.
Both Departments' receipts and expenditures are updated continuously
by the city's accounting department. The financial audit for all the
grants is done on single -audit for the city.
In addition to City funds, the Health Department has management control
responsibilities for State and County -contracted monies.
-8a-
Agency/Organization Health Department & Community Services
b. State the source of local match (program income, county or city
funds, etc.) State other -sources of fundinq in addition to local
match and Title III funds the Agency/Organization will receive for
services for the elderly.
The Local Match consists of the following:
1. City funding = $1,618.00
2. State funding $5,947.00 _
3. Program income $209.00 _ --
4. In —kind use of facilities = $3,000.00
c. Describe methods,tu generate and account for program income, e.g.
How will the program encourage participants to contribute? How will
program income be collected? What procedures will be used to account
for program income collected?
As has been previously mentioned on page 7, a pamphlet will be
developed about the program, to include the opportunity for participants
to contribute. The Health Department cashiers will account for program
income on a daily basis, as they do with other clinical services. This
procedure consists of totalling cash receipts collected, completing the
Summary of Cash Receipts form, and sending.the Summary and the money
collected to the City of Lubbock Accounting Department. The money is
then picked up by an armored car service, for deposit into a Lubbock
bank.
�O�
Agency/Organization Health Department & Community Services
B. Grievance Procedures —
Describe the organization's grievance -procedures and how
participants are informed of filing grievances.
At time of receiving the denture services the client will be provided
a fact sheet about the Case Management Service, which will include
the grievance procedure as well as how to file a grievance.
The procedures will be as follows:
the client will fill out a grievance form, provided by the case
management worker or- clinic staff, upon request.
the Community Services Supervisor or Dental Clink Supervisor will
meet with the client and discuss the grievance
if, after meeting with either supervisor, the grievance is not
resolved, the client may contact the following persons in order:
1. Personal Health Services Section Coordinator or Community Relations
Director
2. Health Department Administrator
3. Assistant City Manager for Public Safety and Services or Management
Services
4. City Manager, Mayor, City Councilperson.
5. SPAG
Our experience has been that most, if not all grievances can be
acceptably resolved at the Department Head level.
- -10-
BUDGET DOCUMENTS
See instructions in Technical Assistance manual pages 14-21.
A proposed unit cost must be indicated for each proposed service. -
A set of budget documents (Forms 1, 2, 3, 4 and Chart of Accounts) must
be in each application proposal. -
Form #1 is the Staff Labor Cost Allocation Form This completed
form will indicate the 4b of time each staff vember allocates
to a particular service and will provide a basis for complet-
ing Form 3.-
Form #2 is the Service Unit Cost Calculation Form. This form
should be completed seperately for each location.
Form #3 is the Resource and Capital Requirement Analysis Form.
This form should incorporate all sites and operations
under the applicant agency.
Form #4 is the Proposed Unit Cost Summary. This form shows the
proposed unit cost to be paid by the AAA and the components of
the total unit cost for each service. This is a summary
presentation of forms` 2 and 3.'
Form #5 provides the preferred chart of accounts to be used in
developing the cost categories listed on Form 2.
-11-
I
FORM #1
Staff Labor Cost Alio( afiion
APPLICANT AGENCY:. Health Department & Community Services % = Thq percent of lime to be allocated to a service
PERIOD COVERED: 10=1-88 through 9-30-89 ( )= The type of labor expenase/contribution
1.
2.
O.
4.
5.
6.
7.
8.
9.
10
11
12.'
Q.
Staff Positions
Salary
Fringe
Total
Admin.
Denture
ase
"ana em
nt
Plume: Philip Lindsey
100%
0 %
100%
0 %
%
%
%
%
;
poolon: D.D.S.
$2,496
$68
$2,564
$2,564
Rate: $2,G38/mo
Houm%lc- Two
( )
(M)
Pk7r11e: Nancy Kelley.
100%
0 %
100%
0 %;
%%00
%
%
%
Posttton: Dental Assistant
$586
$39 -
$625
$625
Rate: $ 9 7 7 /mo
HoumWk: Two
( )
(M)
( )
( )
)
)
( )
( )
( )
P1aRyg; Sylvia MartineT
00%
0 %
%-
100%
%
%�n
%
%%
poMion: Supervisor
$1,485
$371
$1,856
$1,856
(Kite; $ 2 , 5 6 7 /mo
Hourj, l&Eight
100%0%
0 %
100%
%
%
%
%
%
%
NarM: , Case Manager
Position: -Social Worker
$4, 160
$832
$4,992
$4,992
(fie: $4-00/hour
Hou rSN1!{c; Twenty
PAGE SUBTOTAL
,
$8,727
$1,310
$10,03
0
$3,189
$6,848
TOTAL PAID STAFF (S)
$4,160
$832
$4,992
0
0
$4,992
TOTAL VOLUNTEER (V)
0
0
0
0
0
0
TOTAL CONTRIBUTED (M)
$4,567
$478
$5,045
0
$3,189
$1,856
I�
i
(A SEPARATE FORM MUST BE COMPLETED FOR EACH SITE; A FORM INCLUDING TOTALS FROM EACH SITE MUST ALSO ACCOMPANY PRPPOSAL-.)
FORM #2
SERVICE UNIT COST CALCULATION
APPLICANT AGENCY: Health Department & Community Services
PERIOD COVERED: 10/1/88-9/30/891�
LINE
SERVICE COST CENTER
2
.3
4
5
6
7
8
9
10
1
LINE ITEM EXPENSE
ADMIN
CONGREGATE
MEALS
HOME -DEL.
MEALS
Denture
Services
Case
Management
g
J
EXPENSE
TOTAL
EXPENSES 1
1. PERSONNEL
$3,189
$6,8.8
$10,037
2. PROFESSIONAL DEVELOPMENT
3. PROMOTIONAL EXP
—
$2,100
$2,100
,
_
4. EQUIPMENT
$29
—
$29
5. FOOD
6. MATERIALS/SUPPLIES
309
$1,450
7. OCCUPANCY COSTS
8. TRAVEL/TRANSPORTATION
TOTAL
—
$500
$500
9. OTHER GEN 3 ADM EXPENSE
(LESS ADH)
$6,032
$2,750
$8,782
10. TOTAL LINE ITEM EXPENSE
I I
$9,559
$13,648
23,207
23 207
11. ADMIN ALLOCATION
—
12. TOTAL SERVICE EXPENSE
s,f.sss,:f
:sssssssss
648
$23,207
13. ESTIMATED UNITS
%:ffsssssf559
ssss.sssss
100
300
stsssstss,ss
14. SERVICE UNIT COSTS
ssssssssss
ssss.s...f
fs:fssssfsff
ss..fsssffss
$95.59
$45.49
—13—
FORM #3
RESOURCE AND CAPITAL REQUIREMENT ANALYSIS
APPLICANT AGENCY: Health Department & Community Services
PERIOD COVERED: 10/1/88 - 9130/89.1
SERVICE COST CENTER
2
3
4
5
6
7
8
9
10
LINE
¢
I
CONGREGATE
HOME -DEL.
Denture
Case
TOTAL
REVENUES
ADMIN
MEALS
MEALS
Services
Management
RESOURCES
I Total Service Expense
,sssssssss
$9,559
$13,648
$23,207
,sss,ss,ss
2. Program Income
ssss„s,ss
$209
-
$209
3. USDA Cash
sssssss,ss
sss,ssss,s
-
-
-
s.sss,s,ss
4. Title XX/O.H.A.
5. Other Cash In -Kind
sssss,s„s
%%sss%%%%%
$1,941
$4,006
$5,947
6. Local In -Kind
ssss,ss,s,
sss,sssss,
-
-
!
-
7. Local Cash
ss,ssss„s
$1,618
-
$1,618
B. Title III Amount
,s,sssssss
$6,000
$9,642
$15,642
ssss,sss„
9. Title II,I Unit Cost
ss,.,,sss,
$600
$32.14
$632.14
CAPITAL EQUIPMENT
REQUIREMENT
CAPITAL REQUIREMENT
DESCRIPTION:
-14-
FORM N4
PROPOSED UNIT COST SUMMARY
APPLICANT AGENCY: Health Department & Community Services PERIOD COVERED: 10/1/88 `� 9/30/89
1
SPECIFIED SERVICE
2
UNDUP
PERSONS
3
UNITS OF
SERVICE
4
TOTAL
3ERVICE EXP
5
UNIT RATE
COST
6
PROGRAM
INCOME
7
LOCAL
CASH
8
TITLE XX
O.H,A.
9
OTHER
CASH
10
LOCAL
IN -KIND
11
USDA
CASH
12
TITLE III
CASH
i i
13
TITLE III
UNIT RATE
Denture Services
100
100
$9,559
$95.59
1 $209
$1,618
0
$1,941
-
-
$6,000
$600
Case Management
100
300
$13,648
$45.49
-
-
-;'
$4,006
-
-
$9,642
$32.14
TOTAL
100 1
400 1$23,207
$209 1
$1,618 1
1
$5,947 1-
1
$15,642
-15-
APPLICANT AGENCY: Health Dept rtment & Community Services PERIOD COVERED:_IO/1/88 - 9/30/89
FORM #5
CHART OF ACCOUNTS
flneln !lvmmvz el 7%CLT f' nT.Tm T3 Tn TIMT.In Tl1mTT
PERSONNEL
Salaries & Wages
5,408
3,319
$8,727
FICA - Employer Portion
380
145
$ 525
FUTA
-
-
-
SUTA
_
-
Worker's Compensation
-
-
Health Insurance
296
187
$ 483
Disability Insurance
-
Life Insurance
16
4
$ 20
Retirement
208
74
$ 282
Volunteer Imputed Expenses
-
-
-
PROFESSIONAL DEVELOPMENT
Conferences/Continuing Education
-
-
-
Dues & Subscriptions
-
-
-
Materials
-
Bonuses
PROMOTIONAL EXPENSES
Advertising
600
500
$1,100
Printing
800
200
$1,000
EQUIPMENT
Lease Costs
-
-
-
Maintenance
29
-
$ 29
FOOD
N/A
N/A
N/A
Raw Food
Freight
Storage
Consumable Supplies
-16-
' J! }
APPLICANT AGENCY: Health Department & community Services PERIOD COVERED:10/1/88 - 9/30/89
CHART OF ACCOUNTS CONT.
COST CENTER. CASH IN KIND CONTRIBUTED TOTAL
MATERIALS & SUPPLIES
Copying & Reproduction
800
300
$1,100
Office Supplies
209
150
$ 359
Other.Supplies
300
-
$ 300
OCCUPANCY COSTS
N/A
N/A
N/A
Rent
Utilities
Insurance
Security
Janitorial
Maintenance & Repair
TRANSPORTATION & TRAVEL
Staff Travel - Local
-
-
Staff Travel - Out -of -Town
-
-
-
Gas & oil
250
250
$ 500
Repair & Maintenance
Insurance
-
-
Meal Delivery Cost
-
-
-
OTHER GENERAL & ADMINISTRATIVE
Bad Debt
-
-
Fees (licenses, penalties)
-
-
Interest
-
-
Postage & Delivery
800
150
$ 950
Professional (Accounting, Legal, etc)
7,000
500
$7,500
Liability Insurance -
-
-
-
Telephone
232
100
$ 332
TOTALS -
$17,178
$6,029
$23,207
-17-
Agency/Organization Health Department & Community Services `
Name of supervisor for the day to day activities of project(s) Indicate
address and phone number where supervisor can be contacted regularly.
Mary M. Strange, R.N. Personal Health Services Coordinator
Name Title _
P.O. Box -2548 - 1902 Texas Ave: -_ 762-641 1, ext. 2899
Address Phone
Name, signature, and title of individual authorized to commit applicant
agency/organization to this agreement.
c
Date: Signature:
Name: B.C.. McMinn
Title: Mayor
AT -TEST
(,----Ranett .Boyd, City Secretary
APP ED, 'TO CO NT:
R. oodman, Health Adm
APPROVED AS TO FORM:, - -- -
arold Willa d, Assistant City
Attorney _
T18-