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Brief Introduction to MA Councils on Aging /Senior Centers

In most cities and towns in MA, the municipal Council on Aging (COA) acts as an advisory board
(and, ideally, as an effective partner) to help the paid staff and other volunteers implement programs,
services and activities in accordance with the mission of the COA.
The administrative staff (e.g., director, van driver, outreach workers, etc.) are NOT employees of the COA, but of the town. The COA, as an advisory board, typically does not (with very rare exceptions) hire, evaluate and/or terminate any paid staff: that is typically the responsibility of the "appointing authority" e.g., chair of the BOS or the town administrator [or equivalent].   The director, once hired, typically handles all other personnel matters.
The board serves typically as extra eyes, ears AND hands with respect to implementing the COA mission.
The feedback ideally goes both ways:   there are professional and political aspects to the organization.
Service delivery pretty much has to fall under the purview of the director unless you want people to have
multiple bosses;   we do not recommend that approach.
Since COAs operate at/through senior centers they appear synonymous.   To an outsider the COA "runs"
the senior center, but the actual administration is in the hands of the paid staff and volunteers.
The only exception to that rule is when there is no paid staff available to conduct programs.
I've tried to keep this relatively short and have attached some materials that may be of interest.
Sincerely,
Emmett H. Schmarsow
Program Manager for Councils on Aging and Senior Centers
Executive Office of Elder Affairs

9 Principles for Aging Well

Society cannot thrive or even survive without the continuous active participation of all people as they age.
Each of us, both individually and collectively, has a stake in building an environment in which every person has an equal opportunity to participate in all aspects of civic life.

Elder Affairs Regional Board Training

Elder Affairs conducts regional board trainings both Spring and Fall each year.
You are cordially invited to attend.

PLEASE NOTE CHANGES IN LATEST UPDATE

FY14 COA Formula Grant Training Sessions

Please know that the Formula Grant training originally scheduled for Merrimac will not be held. On that day (Tuesday, June 11th) the Brockton Council on Aging will host the Formula Grant training at its senior center (9:15-11:45 am). Please contact the Brockton COA if you would like to attend lunch that day.
The training in Leominster, originally scheduled for June 5th, has been rescheduled for Tuesday, June 4th.
The complete, revised training schedule is attached.Please find attached the FY2014 COA Formula Grant training schedule.   The training sites reflect as much geographic accessibility/variety as is practicable and every effort has been made to reduce conflicts with known scheduled events.
Directors with fewer than 24 months in their current position should consider attendance mandatory.   As always, directors with longer service are most welcome and strongly encouraged to attend to share their ideas, practices and insights.
The Formula grant amount is NOT OFFICIALLY APPROVED until the GAA (General Appropriation Act) is signed:   this typically occurs during July.   We are providing a preliminary budget format, but no budget should be considered final until the GAA has been finalized.   You may refer to the (attached) federal 2010 census as the basis of your Formula Grant calculation;   the minimum available amount is not yet determined.   We ask you to please not submit your "preliminary budget" before 1 July 2013.   Thank you.
"The Guide" to allowable/eligible costs will be issued under separate cover.
If you have any questions regarding this process, please feel free to give me a call or e-mail.
Sincerely, Emmett H. Schmarsow, Program Manager, Councils on Aging and Senior Centers

— 2012 —


FY13 COA Formula Contracts to be Posted On-Line

Dear Colleagues,
Our office expects that your FY2013 COA Formula Grant contract will be posted at the below web-site sometime during Wednesday, October 17th.
Kindly do not contact ELD before Thursday noon if this has not happened!
The instructions are unchanged from last year: the FY13 contracts have been updated to reflect the current year's Formula Grant allocations.   Please be sure you are using the FY13 contract!
We have made every effort to use current COA director/contact information.   Should the contact information be incorrect, attach a "yellow sticky" or other note with the correct information, but do not make corrections on the contract itself!   Include with, or attach to, the properly signed/dated contract being returned to ELD.
 If you do not wish to apply for the full amount, please contact ELD for the correct procedure to modify the award.
Please know that only the chair of the BOS, municipal executive secretary, Mayor or other authorized signatory for the city/town may sign and hand-date this contract.
(COA directors may, at their discretion, print the signatory's name and title, or have it completed by the correct signatory.)
While a prompt response is helpful, it is not necessary to return this via "overnight" service.
Emmett H. Schmarsow, Program Manager, Councils on Aging and Senior Centers, Executive Office of Elder Affairs

FY2013 state Formula Grant/Allocation Posted Online

Dear Colleagues,   Please know that the amount of funding available under the Elder Affairs FY2013 state Formula Grant/Allocation has been posted and is available on-line at:   http://coaadmin.800ageinfo.com/
If you want this information on letterhead, click on the link (Download 2013 COA Formula Grant Awards & Process - Letterhead) you will find when you have opened the "800ageinfo" link.
Since funding is based on $7.00/elder (with a minimum available of $3500), you need complete only "column B" of the Attachment B budget.   This, of course, must be submitted with the "Statement of Authorization" that is due August 10th.   If you need an extension, kindly forward an email to that effect. Thank you.
ELD appreciates your also providing municipal personnel outlays on page 1 of Attachment B, but you are not legally obliged to do so.   Know that this information is helpful in determining staffing patterns and rates of pay — information of frequent/considerable interest to the municipal elder network.
Feel free to give Sherri Sore (sherri.sore@state.ma.us;   (617-223-9928) or myself a call if I/we can be of further assistance.   Sincerely, Emmett H. Schmarsow, Program Manager, Councils on Aging and Senior Centers

Formula Grant Application package for FY2013

Please find appended the Formula Grant Application package for FY2013, along with the Attachment "B" budget in Word and in Excel.   You may choose either the Word or Excel format.   The budget must be accompanied by the "Statement of Authorization" when it is submitted to ELD.   (Please see due dates in the "P A C K A G E")
There are a few small changes from last year's application, primarily on page 1 of the annual report EOEA-SGA (mostly renaming of a few items for clarity) and a different focus in section #IV to emphasize relationships with other municipal entities.
The Attachment B budget has been updated to reflect the probable minimum and maximum amounts available for FY2013 funding.   Councils eligible for the $3500 minimum need only submit a single budget for up to that amount.   The official amount is not yet available but will be posted on the web once the general appropriations agreement has been signed by all parties.   The budget figures provided to date may be found in Attachment D, along with "THE GUIDE."
The annual report form EOEA in Excel will be issued shortly.
If you have any questions or concerns, please do not hesitate to contact Sherri Sore (617) 223-9928   -   sherri.sore@state.ma.us - or me.   Thank you.
Emmett H. Schmarsow, Program Manager,Councils on Aging and Senior Centers,Executive Office of Elder Affairs

FY13 Formula Grant Training Sessions

Dear Colleagues,
Please note upcoming Formula Grant trainings next month (see attached) and additional spring board trainings in late May and during June (*see below).
COA directors with less than two years in service as director should consider attendance at the FORMULA GRANT training mandatory.   All other directors are strongly encouraged to attend: these programs serve as a great opportunity to share initiatives, best practices, insight and support for all concerned.
The process/format of budget (Attachment B) and annual report (EOEA-SGA) submission will remain the same as last year.   Your Fiscal Year 2013 Formula budget will likely be due in early August.
We will announce anticipated Formula Grant amounts as soon as practicable.
I look forward to seeing you shortly.
    — Emmett H. Schmarsow, Program Manager, Councils on Aging and Senior Centers
Executive Office of Elder Affairs, 1 Ashburton Place, 5th Fl., Boston MA 02108 — 617-222-7471 — 1-800-698-9723

Mass Access — Senior Scene Programs Available

Dear Colleagues,   Elder Affairs has produced numerous shows for cable TV that you can access/request through your local cable TV station.
In order to download a show/s, your local cable TV station will need credentials to log in and download the program(s).
If you yet have no "log in," you may obtain same at:   mymasstv@belmontmedia.org and then log on to the Mass Access server:   http://massaccess.telvue.com/profile/login
Some recent shows include:
SHINE Program:   http://massaccess.telvue.com/content/show/853?more=HWTTTT
Silver Alert Program:   http://massaccess.telvue.com/content/show/854?more=HWTTTT
State Treasurer Steven Grossman:   http://massaccess.telvue.com/content/show/846?more=HWTTTT
For further information, feel free to contact Stephen M. Kessinger, Government Access Coordinator,
at 617-965-7200 x135 or stephenmk@newtv.org
    — Courtesy Emmett Schmarsow, Prog. Mgr. COAs & Senior Centers, ELD


— 2011 —


Elder Affairs 2012 Incentive Grant Documents

Please find attached four documents for the FY2012 competitive Service Incentive Grant program:
• the announcement itself
• the application form
• a one year SINGLE YEAR budget form, as well as an OPTIONAL multi-year budget attachment
There are some categories that have been introduced this year as a result of requests from Councils on Aging. The turn around time is quick. It is not a complicated process but the focus is to show that these funds DO make a measurable (insofar as practicable) difference in serving seniors...as a way to demonstrate same to the community and others, as well as for continued SIG support should sufficient funds be available.
If you have any question/s regarding the application, please feel free to call me at 1-617-222-7471 or at 1-800-698-9723.   Sincerely, Emmett Schmarsow, Prog. Mgr. COAs & Senior Centers, ELD

FY2012 state Formula Grant Award contracts

Dear Colleagues,
Please know that the FY2012 state Formula Grant Award contracts have been posted to a file at the web-site called "800AgeInfo.com For Professionals": http://coaadmin.800ageinfo.com/2011/10/headline-fy12-formula-grant-contract.html.
When you arrive at the website "800AgeInfo.com For Professionals" ... COA Administrator, scroll down to "Download FY12_Contracts_9-22-11 (PDF, 9 megs)"   ...this document may take a few minutes to download!
 The Instructions for completing the contract are immediately below the "Download."   We suggest you read these to: a) locate your contract amount and b) familiarize yourself with the language regarding the need to comply with the "The Guide" material issued previously by this office for FY12 and continuity based on satisfactory completion of prior grant/contract related requirements.
(If you need a copy of "The Guide" [for FY12], please contact the Elder Affairs office — 800-243-3646.)
To locate your contract, scroll through the "Download" (arranged in alphabetic order).
[Be careful what pages you print!]
Emmett Schmarsow, Prog. Mgr. COAs & Senior Centers, ELD

The Senior Community Services Employment Program

There are slots available under the Senior Community Services Employment Program.
Please see the attached document for details or, for further information, please contact:
Olga Yulikova, Senior Community Employment Manager, Executive Office of Elder Affairs, 1 Ashburton Place, 5th floor, Boston, MA 02108 — 617-222-7459 (direct line) — Olga.Yulikova@state.ma.us

The Governor's "Embrace Your Future" Initiative

Dear Colleagues:
As you may know, Governor Patrick recently launched an initiative called "Embrace Your Future" to help state residents plan for future long-term support including financial, legal, home modification and health needs as well as planning options.
The Governor mailed a letter to approximately 400,000 Massachusetts residents ages 45 to 60 to encourage them to order a free 44-page "Massachusetts specific" planning guide.   The Governor's letter and the entire "Embrace Your Future" initiative launch kit is attached.
The "Embrace Your Future" initiative, overseen by the Executive Office of Elder Affairs, is part of a joint federal-state initiative of the US Dept. of Health and Human Services (DHHS) entitled "Own Your Future."   Twenty-four states and the District of Columbia have participated nationwide.
Please contact Aaron Kingson, OLTSS Project Associate (Aaron.Kingson@umassmed.edu; 508-330-8049), if you have any questions.     — Emmett Schmarsow, EOEA Programs Director



— Past Information & Program Offerings —


Elder Affairs Regional Board Training

Formula & Service Incentive Grant Training
From 22 April to 25 May 2010
Understanding Senior Mental Health Issues
A Four-part educational series made possible through a grant from the Executive Office of Elder Affairs
Lifelines for Elders Living on the Edge
The FINAL date and TIME (June 18 at NOON, State House, Room 222) for the Release of the Lifelines for Elders Living on the Edge report — Let me know if you can make it!   The report will be available at the release and electronically on the 19th.   In addition to the report, we will have the updated numbers that reflect the Massachusetts Elder Economic Security Standard Index for 2009.   Hope to see you there.   Ann Hartstein, Secretary of Elder Affairs — AHartstein@MAOAMASS.ORG
Centers for Disease Control — Links for May 2009
Below is a compilation (provided by the Centers for Disease Control) that is extraordinary in its breadth:   I hope you will find it useful.   Emmett H. Schmarsow
National Governors' Academy (NGA) for Civic Engagement project
Massachusetts Partnership for Promoting the Civic Engagement and Employment of Older Adults
United States Department of Labor
Volunteering in the United States, 2008
http://www.bls.gov/news.release/pdf/volun.pdf




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