HomeMy WebLinkAbout2011 Program Initiatives Karen McLaughlin
Town Director of Human
Services
Town of Southold
750 Pacific Street
P.O. Box 85
Mattituck, NY 11952
Tel. (631) 298-4460
Fax (631 ) 298-4462
MEMO
Nutrition Program
Home Delivered Meals
Case Management
Essential Transportation
Senior Adult Day Care
Katinka House
Telephone Reassurance
Residential Repair
TO:
FROM:
DATE:
RE:
Supervisor Russell and Members of the Southuld Town Board
Karen McLaughlin, Director of Human Services lc ~
February 4, 2011
Human Services 2010 Annual Report / 2011 Program Initiatives
MISSION STATEMENT:
Southold Town Human Services is responsible for promoting, coordinating and administering County,
State, Federal and local programs and services primarily for Sunthold Town residents aged 60 and older.
Our mission to assist seniors to be as independent as possible and remain at home and in their community is
accomplished through advocacy, development and delivery of cost effective programs and services.
This office also provides leadership and collaboration with numerous other agencies and programs that
comprise the network of human services in Suffolk County that serve our geographic area.
ORGANIZA TION AND STAFFING
The Department of Human Services is composed of several service divisions including senior nutrition
programs, essential and demand responsive transportation, senior adult day care, advocacy/case
management, developmental disabilities program and information and referral. In 2010, staffing consisted
of 15 full time positions and 10 part time positions. Through attrition 5 part time positions and 1 full time
position were not filled. Cross training of staff and monitoring departmental overtime were set as priority
goals. Currently all staff is cross trained in at least one additional job function and has received CPR/AED
mining as well as quarterly professional trainings specific to their job functions. Staffing schedules and
program design and implementation were also reviewed. Adjustments were made to staff assignments and
program schedules to reduce overtime without compromising services to seniors. As a result departmental
overtime compensatory time accrual balances for 2010 declined by 16%.
PROGRAM HIGHLIGHTS 2010
In 2010 we provided comprehensive services in the following areas:
· Home Delivered Meals (27,594 meals)
· Congregate Nutrition Program (13,794 meals)
· Emergency Preparedness Meals Program in conjunction with the Suffolk County Office for
Aging (1,042) shelf stable meals provided to Southold seniors)
· Transportation services
o Regular Route to the Nutrition Center (8,525 passenger trips)
o Demand Respansive/escort to essential medical appointments (690 passenger trips)
o Weekly grocery shopping, banking, pharmacy trips (714 passenger trips)
· Senior Adult Day Care Katinka House (17,043 hours of respite)
· Monthly Caregiver Support Group (12 sessions with 145 participants overall)
· In home visits and case management contacts for home delivered meals (289 assessments
completed)
· Residential Repair Program (980 hours of service)
· Outreach and Education Programs (20 events/programs)
· HRC Special Activities/Presentations for seniors. (31 events)
· Information & Referral; benefits and entitlements counseling (I,19 lcontacts)
· Health pmn'~tion/nuttition counseling (43 units)
· Monthly Wellness Seminars with the Suffolk County Mental Health Association and Eastern
Long Island Hospital. (11 programs were offered with 186 seniors participating in 2010)
· East End Hospice - Bereavement Group (12 sessions)
· Health Care Issues and the Elderly Committee (28 Human Services Agencies represented at
regular monthly meetings chaired by the Director of Human Services)
BUDGET HIGHLIGHTS 2010
Expenditures:
For the 2010 fiscal year we closed the year with a 4% (-$43,024) reduction in spending overall. Our
greatest savings were realized in the contractual expense (supplies and materials) and contractual services
categories. Routine quality assurance and monthly expenditure reports are reviewed continually for
improved fiscal management throughout the year. A new vehicle maintenance software program was
implemented in order to better track and maintain our large fleet of vehicles. The program allowed us to
systematically review all vehicle service and repairs to carefully monitor expenses resulting in ~ 30 %
(-$4,648) savings in vehicle maintenance and repair costs. We also implemented an inventory and cost
control program in our kitchen operations that allowed us to realize ~ 9% (-$13,573) savings in food
purchasing and ~38 %(-$984) savings kitchen supplies. A review our cell phone plan was also completed
by the Data Processing Department and the changes resulted in a ~21% ($512) cost savings.
Grant revenues received for 2010 from thc Suffolk County Office for Aging were ~4 %(-$8,400) below
projections and voluntary contributions from senior participants were ~8% (-$16,491) below projections.
We attributed the decrease in senior participation and/or contributions in part to the economic challenges
faced by many of our seniors and adjusted our 2011 projections accordingly. Through careful fiscal
controls, we were able to reduce spending throughout 2010 to offset the overall decrease in revenues which
allowed us to close 2010 ~$18,500 under budget. We also received 100% of anticipated funding from the
NYS Mental Health Integration Grant in partnership with South Oaks and Eastern Long Island Hospital for
2010 for enhanced senior transportation. Anticipated funding for 2011 the senior nutrition programs from
Suffolk County Office for the Aging will remain consistent with 2010 ($242,113). The New York State
Mental/Physical Health Integration grant is expected to continue into the third quarter of2011 with
$$13,500 being applied to senior transportation programs. Participant income pmjectiuns for the 2011 were
reduced in response to 2010 figures.
2010 STP.4TEGIC PLAN FOR HUMAN SERVICES: Initiatives Completed
NYS Office of Mental Health Physical/Mental Health Integration Grant Program with South Oaks
Hospital and ELIH. For 2010, 736 Mental Health Screenings through primary care physicians
were completed, 74 assessments and 568 direct client contacts were also completed. Contacts with
individuals related to services (i.e., family fliends, physicians, other treatment or home care
professionals was 992.in home follow up visits were completed with 5 local primary care
physicians participating. Senior Services received $18,000 per year to offset expenditures for
essential demand responsive and regular route senior transportation as part of the co-location of
sendces initiative under this grant.
Town wide Senior Community Needs Assessment conducted in conjunction with Eastern Long
Island Hospital's Geriatric Center of Excellance in 2009. Data from 400 respondents (including
Fishers Island) used to evaluate effectiveness of existing programs and develop a future
framework for program development and collaborative funding opportunities for 2010.
Establishment of a "focus" group in collaboration with Eastern Long Island's Geriatric Center of
Excellence was convened to assist in comprehensive planning for our senior community. The
group received feedback from a wide range of residents including prnfesalonal/bnsincss people,
local government representatives, volunteers, and seniors. This information will allow us to better
2
define the current needs of our older population as we develop the future framework for services.
Information and recommendations will be shared with the Southold Town Planning Department as
part nfthe Human Services Chapter of the Comprehensive Plan.
Town Human Services Director was appointed as Chairperson for Suffolk County's NY Connects
Program. The Connects Program is New York's vision for each county to have a single point of
entry for accessing community based long term care service for residents of all ages and to reduce
fragmentation. Suffolk County Office for the Aging (SCOFA) has been designated as the lead
agency and will work closely with the Department of Social Services, Department of Health and
Office of Handicapped Services. SCOFA has a dedicated phone line to assist Suffolk County
residents with information and referral to appropriate services at the county and town level.
Screening for eligibility and public education are also key components of the Connects program.
Fishers Island Stakeholders' recommendations were reviewed and addressed. Several visits were
made to the island with representatives from several agencies interested in partnering in our
outreach efforts. The Suffolk County Office for Aging's Director accompanied me to Fishers
Island to present information on entitlements and services to participants of the senior lunch
program. The Suffolk County Sheriff's office also traveled to the island to provide photo
identification/emergency information cards senior residents. While many service banciers exist, we
were able to assist residents with health insurance and benefits counseling and through phone
contact and the interact. A part time Senior Citizen Aide was hired to provide advocacy and direct
services to senior residents on FI under the supervision of the Director of Human Services.
Ongoing professional training with Eastern Long Island Extension of the Stony Brook Geriatric
Education Center (GEC) - This jnint program allows for increased opportunity for in-service
training for senior services staffon site at the HRC or at ELIH. Several sessions were offered and
an annual conference on Recognition and Prevention of EMer.4buse was held at Mattha Clara
Vineyard. The Town Director of Human Services serves as the East End/Stony Brook Geriatric
Education Center Co-Chairperson, In addition to the educational seminars and professional
continuing education accreditation, the HRC receives $2,000.00 in annual grant funding to support
this effort.
Grant application for improvements to senior centers was successful and the Town was awarded
$25,000 in funding from the New York State Office for the Aging to purchase equipment and
make improvements to the Hum~an Resource Center and the Peconic Recreation Center. Our goal
for 2011 is to expand our congregate meal program to seniors at the Peconic Center four times
monthly. This will allow seniors from the easternmost areas of the Town easier access to the
senior nutrition program.
Establishment of a "Community Services" room in 2009 continued to expand in 2010 to improve
service access to Southold residents The following organizations are provided use of a dedicated
space for appointments as needed and/ur on a regularly scheduled rotation which is listed on our
monthly activities calendar and on channel 22 public access television:
Suffolk County Office for the Aging: Senior Advocate/Health Insurance Counseling Assistance.
Suffolk County Retired Senior Volunteer and Telephone Reassurance Program
Suffolk County Health Department
Suffolk County Department of Labor
Mental Health Association of Suffolk
ELIH- Senior Options and Solutions
Suffolk County Legal Aide Elder Law Division- Touro Law School
New York State Bar Association Elder Law Division. (Semi Annual Elder Law Clinics)
Community Action of Southold Town
2011 STRATEGIC PLAN FOR HUM~IN SERVICES: New Initiatives
Secure grant funding for the establishment ofa NORC (Naturally Occurring Retirement
Community). Currently four census tracts in the Town of Sonthold meet the eligibility criteria for
funding. Once funding becomes available, a joint proposal will be introduced, prepared and
submitted through a collaborative effort with ELIH, South Oaks Hospital, Mental Health
Association of Suffolk and thc Town of Sonthold.
Development of a quarterly newsletter (both prim and electronic) in conjunction with ELI hospital
for senior residents of the Town. It will highlight the various topics, programs and services of
interest in the areas of health, wellness, voluntcerism, etc. Expansion of services to include
interact caregivar services (e-mail communications and establishment of an un-line service linkage
option).
A preliminary human services resource directory was completed in 2010 through a grant
pal~n, ership with the North Fork Women for Women Fund. A final copy will be completed in
spnng 2011.Additional information on youth programs; housing, etc. will be included.
Participation in GIS User Needs Assessment to identify, enhance and expand service delivery,
design and efficiency through application and use of GIS software systems. Initial application
efforts will focus on optimizing hnmsportafion and home delivered meals routes; identifying
underserved areas for improved outreach and the development of more effective targeting
strategies; and integrating emergency management database with GIS systems to develop a more
comprehensive and coordinated plan for identifying and evacuating vulnerable residents as
needed.
Development of a new potable handicap ramp loan program for residents in need of a ramp to
access their home during a period oftemporsry disability. Ramps will be purchased through
donations and priority will be given to low income elderly. Installation will be provided by
Maintenance Mechanics under the Town's existing Residential Repair Program. Preliminary Plan
to be introduced in summer of2011 for Town Board review and approval.
Improve advocacy for all Town residents through continuing efforts in identifying and developing
partnerships and coalitions with representatives from diverse groups. The Human Resource Center
will host a community forum for the East End Gay Organization (EEGO) in March 2011 to
discuss the expansion nfthe range of services and programs available to GLBT youth, adults,
families and seniors in the region.
· Develop expanded intergenerational programs through partnerships with the Southold Town
Youth Program, local schools and civic organizations
Establishment of a Chronic Disease Self Management Program in conjunction with Albany State
University, Suffolk County Office for the Aging and the Retired Senior Volunteer Program.
Although chronic conditions are singled out as the major cause of illness, disability and death in
the US, they are among the most preventable. Thc program, designed and tested at SUNY Albany,
employs fully trained volunteers who act as facilitators to educate senior participants in
developing improved strategies for successfully managing their chronic conditions. This evidence
based program has been very effective in other areas of the state and Southuld Senior Services
will be participating in Summer/Fall 2011.
SC Purchasing RFQ No. 06/22987.tp.
SC Law No. 06AG
RFQ for Nutrition Programs for the Elderly
Attachment: Sec. II.l.c.
As of 2/3/2011
Southold Town Human Services
Organizational Chart
SUPERVISOR AND r
TOWN BOARD
DIRECTOR OF HUMAN
SERVICES
SENIOR CENTER
SITE MANAGER
I
KEY
ADC ADULT DAY CARE
FSW FOOD SERVICE WORKER
FT FULL TIME
HHA HOME HEALTH AIDE
MBD MINI BUS DRIVER
PT PART TIME
Town of Southold HRC
Jan 1, 2010 to Dec 31, 2010
2010
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL
Eligible Congregate Meals 1,017 968 1,306 1,190 1,202 1,216 1,216 1,273 1,254 1,206 1,029 917 13,794
Ineligible Congregate Meals 101 83 70 60 96 96 116 83 73 68 68 63 976
Home Delivered Meals 2,402 2,350 2,552 2,464 2,321 2,072 2,095 2,135 2,346 2,147 2,296 2,414 27,594
To/From Nutrition Center 606 633 720 725 664 820 839 876 791 808 605 542 8,525
Medical 60 48 82 56 52 74 58 38 60 62 62 48 690
Shopping 38 39 33 54 60 76 42 65 60 87 46 48 648
Other 0 0 0 16 0 0 0 16 7 27 0 0 66
Outreach S 0 0 3 2 0 0 O 0 0 0 0 10
Information 129 83 113 95 103 124 129 88 97 29 76 89 1,151
Health Promotion 4 5 3 4 7 0 3 3 2 6 3 3 43
Compass assessments 14 20 12 10 15 18 2i 14 16 17 17 18 192
Compass 6 month f/u 8 8 11 12 9 6 8 11 4 0 9 15 97
Congregate
Home Delivered
2,871.00 2,741~00 3,700.00 3,374.01 3,281.00 3,380.00 3,584.00 3,810.00 3,923.00 3,783.00 3,147.00 2,686.00 40,280.0i
6,~.~.2.60 5,386.00 6,193.00 7,024.00 5,104.00 9,499.00 5,648.02 5,628.00 5,470.00 5,878.12 5,~[~8.50 5,964.00 69,025.24
Units of Service (hfs worked) 80.00 72.00 96.50 79.50 80.00 88.00 74.00 93.50 86.25 59.50 86.50 84.00 979