Loading...
19 Staff Report.Senior Services Coordinator Options with Attachments PREPARED BY: Katy Nomura Assistant Town Manager Reviewed by: Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov TOWN OF LOS GATOS COUNCIL AGENDA REPORT MEETING DATE: 08/06/2024 ITEM NO: 19 DATE: July 30, 2024 TO: Mayor and Town Council FROM: Laurel Prevetti, Town Manager SUBJECT: Provide Direction on Senior Services Coordinator Options RECOMMENDATION: Provide direction on Senior Services Coordinator options. BACKGROUND: On May 21, 2024, the Town Council directed staff to look into the cost of either hiring or contracting for a 0.4 full time equivalent (FTE) for a Senior Services Coordinator. At its June 11, 2024 meeting, the Community Health and Senior Services Commission (CHSSC) discussed the 0.4 FTE Senior Services Coordinator position and made a motion to recommend to Town Council that the Town hire a full-time Senior Services Coordinator with duties as described in the Commission’s Annual Report (page 30) (Attachment 1). DISCUSSION: The cost of a Senior Services Coordinator depends on the specific duties of the position. The following are some options for the Senior Services Coordinator providing varying levels of expertise to older adults. For the Council’s consideration, the following information is organized by existing Town classifications with duties for the Senior Services Coordinator identified for each as well as the estimated cost. For all options, any real-time functions, such as answering phones, would be limited by the number of hours worked and would need to take into account that sick time or time off would result in delayed responses since there would not be a back-up staff person to do the work in the Senior Services Coordinator’s absence. In addition, for all options, this position would be PAGE 2 OF 4 SUBJECT: Senior Services Coordinator Options DATE: July 30, 2024 DISCUSSION (continued): under the supervision of the Town Manager’s designee and would therefore have their day-to- day role directed by the Town Manager and not any elected or appointed body. For the purposes of this analysis, costs were estimated as if the position were to be hired as Town staff. If the position is contracted out, it is assumed the costs may be similar; however, until the Town requests proposals, the actual costs could vary. Estimated costs are provided both for 0.4 FTE and 1.0 FTE given the CHSSC’s recommendation and the possibility that recruiting for a part-time position may be challenging. Option 1: Administrative Assistant • Examples of potential Senior Services Coordinator duties: o Answer phone calls regarding senior services o Respond to requests for information regarding senior services. o Serve as a navigator to help seniors access the appropriate senior services from outside agencies and non-profits, providing some follow up if needed. o Compile information from senior services providers that is publicly available or provided directly (does not include analysis or recommendations on such information). • Cost (calculated using FY 2023/24 salary schedules): o 0.4 FTE (unbenefited): $35,636 o 1 FTE (benefited including pension costs): $146,871 Option 2: Administrative Analyst • Examples of potential Senior Services Coordinator duties: o Act as a Town liaison to senior services providers by serving as a key point of contact, communicating any feedback from users regarding their services, and sharing other information that might be useful to the providers. o Coordinate among senior services providers.  Note: The coordination could involve sharing what other providers are doing, suggesting synergies and opportunities to collaborate among different providers, and to have a general pulse on service provider activities and needs. This would not be the same as directing the providers as they are not under the purview of the Town. o Provide suggestions on potential changes in service delivery or ways the Town/providers could better support seniors.  Note: Providers would not need to implement any suggestions as the Town does not have authority over them. PAGE 3 OF 4 SUBJECT: Senior Services Coordinator Options DATE: July 30, 2024 DISCUSSION (continued): o Support implementation of the Senior Roadmap.  Note: The amount of support provided would be limited by the number of hours per week and bandwidth after completing other duties. It is also worth noting that not all of the Senior Roadmap actions are for the Town to implement; however, the Senior Services Coordinator could facilitate and monitor the implementation actions of other groups in some instances. o This higher-level position could also perform duties included in Option 1: Administrative Assistant. If the Council would like the Senior Services Coordinator to perform the duties of Option 1 and Option 2, a full-time position will be necessary for the workload. • Cost (calculated using FY 2023/24 salary schedules): o 0.4 FTE (unbenefited): $47,322 o 1 FTE (benefited including pension costs): $212,042 Option 3: Senior Case Manager Note: The Town does not have the internal expertise to manage the responsibilities and liability that come with a position at this level and would need to contract out these duties to an outside organization. • Examples of potential Senior Services Coordinator duties: o Provides casework services to individuals in the areas of crisis intervention, stabilization, and goal planning. o Conducts intakes, assessments and follow up appointments with individuals and family members to obtain information for formulating program/service eligibility and case plans. o Identifies social, economic and physical needs and barriers with clients; and assesses client's support systems, available community resources and other factors to develop an appropriate case plan. o Determines client eligibility for services offered by other organizations; collects client information; evaluates and verifies applicable client information. o Ensures compliance with all Federal, State, local, and department laws, regulations, and requirements. • Cost: If this option is chosen, staff would conduct a Request for Proposals (RFP)/Request for Qualifications (RFQ) to determine actual costs. If there are other duties not represented in the above options, Council should identify them at the meeting and staff can return with further information. PAGE 4 OF 4 SUBJECT: Senior Services Coordinator Options DATE: July 30, 2024 DISCUSSION (continued): It is worth noting that the Town received a County grant that provides funding for case management for older adults which could be used for senior services navigation support as described in Option 1 or true case management as described in Option 3. This grant could potentially supplement or partially pay for this position with $74,000 in one-time funds if the position includes either of these functions. As staff understands it, the grant funds are intended to be used for services in alignment with Option 1. However, if the intent for these grant funds was for true case management as described in Option 3, Council’s direction would be helpful at this time. CONCLUSION: Staff looks forward to Council’s direction on this topic. The Council’s discussion may be guided by the following questions:  Which options and duties does Council wish this position to fulfill?  Would Council prefer this position to be a Town employee or to be contracted out?  Would Council prefer 1 FTE, a 0.4 FTE, or other part-time option? FISCAL IMPACT: There is not fiscal impact associated with this discussion; however, should Council wish to add a Senior Services Coordinator, staff will return with a budget adjustment request to fund such a position as directed by Council. ENVIRONMENTAL ASSESSMENT: This is not a project defined under CEQA, and no further action is required. Attachment: 1. CHSSC’s Recommendation for Senior Services Coordinator Duties 30 CHSSC Recommends: Appointment of an Age Friendly/Senior Services Coordinator Vibrant communities provide opportunities for older members to become volunteers and/or to find needed assistance from volunteers. Promoting and supporting volunteerism allows the community to marshal the expertise of older adults and to increase engagement of older adults for the benefit of the entire community. Our Committee found that many older adults want to volunteer, and many others need volunteers for help. With volunteer time in California currently estimated at approximately $30hr by the Independent Sector organization, the many 1000’s of hours available locally represents an important resource for the Town to take advantage of as much as possible. An Age-Friendly Coordinator could address many of these goals: •Integrate the delivery of services to older adults •Assist with implementing the Senior Services Committee’s Road Map •Report and make recommendations to the Town Council about his/her observations concerning the delivery of services and how best to streamline the services provided by service providers •Act as the point of contact for the Commissions, Service Provider organizations, Los Gatos Foundation For Older Adults To Thrive, and regional nonprofits providing services for Los Gatos older adults •Be the point of contact for the key provider of recreational services to older adults (currently LGS Recreation) •Receive information from the three CHSSC activities coordinators involving Communication & Engagement, Roadmap Tracking, and Annual Assessments •Serve as the point of contact for questions about volunteer opportunities as Roadmap projects advance in support of this goal •Facilitate review and presentation to Town Council of the Annual Assessment of Senior Services provided by the CHSSC for receipt by the Town Council •Provide information and support for the Town Council review of the Roadmap progress and governance on a semiannual basis As the Roadmap successes accrue in future years and senior services delivery advances, there may be considerable leverage gained by increasing the fractional 0.5 FTE allocation to the Town’s Age-Friendly Coordinator. This graded approach could facilitate the transition of Los Gatos senior services governance from a fragmented model to an integrated partnership model. Next steps: 1.An Age-Friendly Coordinator is hired 2.Funding: Town of Los Gatos, Los Gatos Thrives Foundation, Grants, 3.Purposed: Ensure the Coordinator is briefed on the senior services landscape. This position would provide an important step to realizing the Roadmap vision of a coordinated partnership for senior services between the Town, Town commissions and boards, the Los Gatos Foundation For Older Adult to Thrive, community service providers, and other nonprofits and regional providers. ATTACHMENT 1 This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required. Page 1 of 3 JOB DESCRIPTION JOB TITLE: Senior Case Manager FLSA: Non-Exempt DEPARTMENT: Human Services GRADE: A5 REPORTS TO: Human Services Division Manager DATE: 07/06/2024 SUMMARY OF JOB PURPOSE: Responsible for providing a collaborative process of assessment, planning, facilitation, care coordination, evaluation, and advocacy for options and services to meet an individual’s and family’s comprehensive human service needs through communication and available resources. ESSENTIAL FUNCTIONS: This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.  Receives high priority referrals from state agencies that investigate abuse, neglect or exploitation of individuals.  Provides casework services to individuals in the office and/or in the client’s home, in the areas of crisis intervention, stabilization, and goal planning.  Conducts intakes, assessments and follow up appointments with individuals and family members, to obtain information for formulating program/service eligibility and case plans.  Identifies social, economic and physical needs and barriers with clients; assesses client's support systems, available community resources and other factors to develop an appropriate case plan.  Determines client eligibility for internal and external program services; collects client information; evaluates and verifies applicable client information.  Educates clients about, available resources, community programs and program specific outcomes.  Maintains all required documentation, records, and reports.  Develops and maintains working relationships with other department staff and partner agencies to coordinate services for families.  Provides job shadowing, mentoring, cross-functional training to new hires and other employees.  Performs daily, monthly, quarterly, annual reporting and data entry.  Facilitates community referral and follow-up with, on, or behalf of the client.  Prepares complete and accurate case notes; writes correspondence, reports and other written materials; may prepare statistical reports and summaries.  Explains agency and program guidelines, regulations and procedures; assists clients in completing required forms and in gathering necessary documentation.  Ensures compliance with all federal, state, local, and department laws, regulations, and requirements. This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required. Page 2 of 3 SENIOR CASE MANAGER ESSENTIAL FUNCTIONS: (continued)  Contributes to the efficiency and effectiveness of service by offering suggestions and directing or participating as an active member of a work team.  Represents the County with dignity, integrity, and high regard to client confidentiality. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Education and Experience: Bachelor’s degree in human services, social work, psychology, or a related field; AND two (2) years of experience providing direct human services to individuals and families. Required Knowledge and Skills Knowledge of:  Program policies and procedures related to the provision of human services.  Principles and practices of case management.  Codes, laws, and regulations related to the work.  Crisis intervention and family centered techniques.  Community resources and programs available to clients with identified needs.  Standard office practices and procedures, including filing and the operation of standard office equipment.  Business letter writing and the standard format for typed materials.  Record keeping principles and practices.  Business arithmetic.  Correct business English, including spelling, grammar and punctuation.  Techniques for dealing with a variety of individuals from various socioeconomic, ethnic and cultural backgrounds, in person and over the telephone.  Computer applications related to the work. Skill in:  Interpreting, applying and explaining complex laws, codes, regulations and procedures.  Assessing cases appropriately and utilizing the most appropriate community and welfare resources to provide effective client services.  Using initiative and independent judgment within established procedural guidelines.  Interviewing and assessing clients.  Maintaining accurate records and files related to work performed.  Contributing effectively to the accomplishment of team or program goals, objectives and activities.  Communicating effectively in oral and written forms. This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required. Page 3 of 3 SENIOR CASE MANAGER Skill in: (continued)  Dealing successfully with a variety of individuals from various socioeconomic, ethnic and cultural backgrounds, in person and over the telephone.  Organizing own work, setting priorities and meeting critical deadlines.  Instructing others in work procedures, policies and practices. REQUIRED CERTIFICATES, LICENSES, AND REGISTRATIONS: Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.  Nevada Driver’s License.  May require program specific certifications within twelve (12) months of date of employment. PHYSICAL DEMANDS & WORKING ENVIRONMENT: The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Mobility to work in a typical office setting; strength and agility to lift materials weighing up to 20 pounds; stamina to stand and walk for extended periods of time; vision to read printed materials and computer screens; hearing and speech to communicate in person or over the telephone. Work is subject to extensive driving.