13 Staff Report.Senior Services Coordinator with attachments
PREPARED BY: Katy Nomura
Assistant Town Manager
Reviewed by: 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: 09/17/2024 ITEM NO: 13
DATE: September 12, 2024
TO: Mayor and Town Council
FROM: Katy Nomura, Interim Town Manager
SUBJECT: Provide Direction on a Potential Senior Services Coordinator, Approve an
Expenditure and Revenue Budget Adjustment in the Amount of $74,135 to
Allocate Fiscal Year 2023/24 Carryforward Grant Funding, and Approve Any
Other Necessary Expenditure Budget Adjustments
RECOMMENDATION:
Provide direction on a potential Senior Services Coordinator, approve an Expenditure and
Revenue Budget Adjustment in the amount of $74,135 to allocate Fiscal Year 2023/24
Carryforward County Grant funding, and approve any necessary other expenditure budget
adjustments.
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.
On June 11, 2024, 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).
On August 6, 2024, the Town Council considered options for the Senior Services Coordinator
position that can be found as part of the agenda materials for Item 19.1 Town Council directed
staff to return to CHSSC for a recommendation on the options provided, with the following
1 August 6, 2024 Town Council Agenda:
https://meetings.municode.com/adaHtmlDocument/index?cc=LOSGATOS&me=c13ef8d36bca4042a68150a109ee
5ee8&ip=True
PAGE 2 OF 4 SUBJECT: Senior Services Coordinator DATE: September 12, 2024
suggested working parameters: look at the elements of options one and two; work in
collaboration with LGS Rec; and start the position as a contract service in the range of about
$110,000 for around one full-time position.
On August 22, 2024, the CHSSC considered the options and felt the Analyst position was the
most appropriate level. The CHSSC recommended that the Town Council, as a pilot program,
hire a contracted 0.8 FTE Senior Services Coordinator with the job responsibilities found in the
core ideas contained in the duties as described in the Commission’s Annual Report (page 30)
(Attachment 1) and the supplemental duties found in Attachment 2. It was recommended that
the contract should emphasize a collaborative and collegial relationship between the contractor
and service providers to ensure an integrated senior services model.
DISCUSSION:
On August 6, 2024, the Council considered options for duties for a Senior Services Coordinator
at the levels of an Administrative Assistant, Analyst, or Case Manager.
Analyst Duties
Given the direction from the Town Council and the recommendations from the CHSSC, staff
recommends that the duties of the potential Senior Services Coordinator align with the Analyst
level and include:
• 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.
• Coordinate among senior services providers and assess service gaps/unmet needs.
o 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.
• Collect information from and about senior service providers and share them with the
senior community.
• Provide suggestions on potential changes in service delivery or ways the Town/providers
could better support seniors.
o Note: Providers would not need to implement any suggestions as the Town does
not have authority over them.
• Support implementation of the Senior Roadmap.
o This could include elements of encouraging volunteering as appropriate.
o 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;
PAGE 3 OF 4 SUBJECT: Senior Services Coordinator DATE: September 12, 2024
however, the Senior Services Coordinator could facilitate and monitor the
implementation actions of other groups in some instances.
While these examples of duties do not incorporate every element of what was recommended,
they attempt to capture the most appropriate duties with flexibility to expand or evolve.
Certain duties that were recommended may not be appropriate or feasible. For example, the
55+ HUB website is hosted and maintained by LGS Recreation and it would not be appropriate
or necessary for another contractor to have access. In addition, while measuring service
provider performance could be enlightening, the Town does not have authority over their
performance and would be better served focusing on service gaps. It is also worth noting that
while this position, if approved, would undoubtedly interact with the CHSSC in the course of
business, the position would not report to the CHSSC and would conduct work as directed by
the Town Manager or their designee.
If the position is contracted out, staff would conduct a Request for Proposals (RFP)/Request for
Qualifications (RFQ) to determine actual costs. For reference, a 0.75 FTE benefited Analyst with
the Town would cost an estimated $182,000. If the Town Council would like to proceed with a
contracted position, it may be most appropriate to set a not-to-exceed dollar amount and staff
would issue an RFP/RFQ with that information and direction, allowing respondents to
determine how many hours that level of funding would support.
Administrative Assistant/Navigator Duties and Case Manager Duties
In the context of potential Administrative Assistant and Case Manager duties, the Town Council
previously discussed the $74,135 in one-time County grant funding that the Town has available
for senior case management and/or senior services navigation support, which align with the
duties explored at the Administrative Assistant level. Since the proposed duties at the Analyst
level do not cover these functions, this funding would not be able to be used for the position.
Staff confirmed that senior services navigation support is already being provided by LGS
Recreation as expressed in the information LGS Recreation provided regarding the Senior
Services Coordinator options (Attachment 3). LGS Recreation indicated that if enhancements to
their senior services navigation support are desired, such as an additional level of follow up, this
could be implemented with additional funding. Regarding non-medical case management, LGS
Recreation expressed interest (Attachment 4) in partnering with the Town to bring non-medical
case management to the senior community. LGS Recreation committed to contributing $10,000
of the grant funding they received through Assemblymember Pellerin’s office for this fiscal year
to support this effort should the Town wish to collaborate with them to provide senior case
management. When combined with the Town’s grant funding, this results in approximately
$84,135 to support senior case management. LGS Recreation is uniquely positioned to provide
these services as they operate the Adult Recreation Center, the existing 55+ program, and have
a willingness and interest in providing case management services to the community at the ARC.
PAGE 4 OF 4 SUBJECT: Senior Services Coordinator DATE: September 12, 2024
Unless directed otherwise, staff will proceed to enter into an agreement with LGS Recreation to
provide non-medical senior case management for the Town for the remainder of the fiscal year.
CONCLUSION:
Staff looks forward to Town Council’s direction on this topic. If the Town Council wishes to
proceed with a contracted Senior Services Coordinator with the proposed Analyst level duties, a
motion to approve a budget adjustment in the desired not-to-exceed amount will be necessary.
FISCAL IMPACT:
On December 19, 2023, the Town Council directed staff to use the $125,000 grant from the
County to fund one FTE for Adult Day Services and to contract for senior case management
services with the rest of the funds. Of these funds, $74,135 remains available for senior case
management services. To recognize these funds in the current fiscal year, revenue and
expenditure budget adjustments in the amount of $74,135 are required. These grant funds are
sufficient to contract for case management services, and when combined with LGS Recreation’s
proposed contribution of $10,000, would result in $84,135 available for senior case
management services.
If the Town Council wishes to add a contracted Senior Services Coordinator, a budget
adjustment in the desired amount will be needed and would come from the available
Capital/Special Projects Reserve.
Since the County grant funding cannot be used for this position, the funds would come from the
Town’s General Fund. If the position is contracted, the use of funds could be for one year to
limit the fiscal impact and allow the Town Council to evaluate whether or not to continue
funding such a position at the same level. In previous Town Council discussions on this topic,
questions were raised in terms of how to fund this position. If Town Council desired, staff could
return with options for offsetting budget cuts for Town Council’s consideration.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. CHSSC’s Recommendation for Senior Services Coordinator Duties
2. CHSSC’s Supplemental Duties of Senior Services Coordinator
3. LGS Recreation Senior Service Coordination Information
4. LGS Recreation Case Manager Interest
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
ATTACHMENT 2
I. DUTIES OF COORDINATOR:
Senior Services Landscape Assessment: The Senior Coordinator shall conduct a
comprehensive assessment of the senior services landscape in Los Gatos, including:
• Identifying existing service providers and their offerings
• Assessing service gaps and unmet needs
• Understanding the demographic characteristics of the senior population
HUB Access: The Senior Coordinator shall have full access to the HUB for all purposes
related to senior services coordination.
Metric Development and Monitoring: The Senior Coordinator shall establish and
monitor key performance indicators (KPIs) to measure the effectiveness of senior
services, including:
• Service utilization rates
• Participant satisfaction
• Cost-effectiveness
• Accessibility
• Collaboration among providers
Service Integration and Streamlining: The Senior Coordinator shall conduct analysis to
identify overlaps in service delivery, integrate services where appropriate, and make
recommendations to streamline the services provided by service providers.
Community Engagement: The Senior Coordinator shall:
• Attend and participate in meetings of the Community Health and Senior Services
Commission (CHSSC)
• Report to the CHSSC on the progress of senior services initiatives
• Assist with the implementation of the Senior Services Road Map
• Serve as the point of contact for the provider of recreational services to older
adults
• Receive information from the CHSSC on its activities
• Be the point of contact for questions about volunteer activities
• Facilitate the review and presentation of the annual assessment of senior services
to the Town Council
From:Emily Sprugasci
To:Katy Nomura
Subject:Senior Service Coordination
Date:Friday, August 16, 2024 2:32:25 PM
Attachments:image001.png
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[EXTERNAL SENDER]
Hi Katy,
On August 6, 2024, a series of scenarios were presented to Council regarding Senior ServiceCoordination. It was Council’s direction that the CHSSC connect with LGS Recreation to
understand our current and potential role in these efforts. Three options were presentedinitially, and additional discussion highlighted what may be considered a “Navigator” position
and a “Case Manager” position. We courteously provide clarification and suggestions towardan even richer collaboration, submitted as a longstanding prominent and favorable community
partner to the Town of Los Gatos.
Option 1: Administrative Assistant
Examples of potential Senior Services Coordinator duties:
Answer phone calls regarding senior services
Respond to requests for information regarding senior services.
Serve as a navigator to help seniors access the appropriate senior services from
outside agencies and non-profits, providing some follow up if needed.
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):
0.4 FTE (unbenefited): $35,636
1 FTE (benefited including pension costs): $146,871
This role, as specifically described above, is fulfilled by our 55 Plus team and with additionalsupport by LGS Recreation administration. The 55 Plus office receives hundreds of calls, webvisits, emails, and in person visits each month specifically for senior services, responds torequests for information, serves as navigator to help seniors access appropriate senior servicesfrom outside agencies and non-profits, and provides onsite resources and support. Informationfrom senior service providers is compiled and publicly available both online, by phone, andonsite at the Adult Recreation Center. Specifically, the HUB online resource has beendeveloped, vetted, and maintained by LGS Recreation and continues to scale to the requestsand needs of the community. Should Council seek duties beyond what is currently in place,further follow up for example, this effort can be addressed with expanded staffing via Townsupport. For high-level reference, a full-time assistant position is approximately $98,540(benefited) mid-range.
Option 2: Administrative Analyst
Examples of potential Senior Services Coordinator duties:
Act as a Town liaison to senior services providers by serving as a key point of
ATTACHMENT 3
contact, communicating any feedback from users regarding their services, and
sharing other information that might be useful to the providers.
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.
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.
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.
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):
0.4 FTE (unbenefited): $47,322
1 FTE (benefited including pension costs): $212,042
This position may best be appointed to a consultant or contracted individual and though not anLGS appointed individual, we’d continue to seek a high level of engagement. While LGS
Recreation is not solely responsible for the CHSSC Senior Roadmap implementation, we doserve as a key organization and resource for the senior and greater community. Our agency
mission and efforts continue to align with the strategic priorities of the Town.
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 toan outside organization.
Examples of potential Senior Services Coordinator duties:
Provides casework services to individuals 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; and
assesses client's support systems, available community resources and other
factors to develop an appropriate case plan.
1
Katy Nomura
From:Emily Sprugasci
Sent:Thursday, September 12, 2024 11:27 AM
To:Katy Nomura
Cc:Nancy Rollett
Subject:Case Manager proposal
[EXTERNAL SENDER]
Hi Katy,
LGS RecreaƟon conƟnues to prioriƟze the Case Manager posiƟon as an important collaboraƟve community
benefit. AŌer conƟnued consideraƟon and evaluaƟon, LGS RecreaƟon will allocate 10k of Pellerin funds to
support the effort. This amount allocaƟon will be for the current budget cycle, not to exceed June 30, 2025. It
is our hope and intenƟon that LGS RecreaƟon and the Town of Los Gatos collaborate in this process to secure
this trial posiƟon, a non-medical Case Manager as proposed.
Emily Sprugasci
Recreation Manager
Direct: 408.207.4921
LGS Recreation
Main Office: 408.354.8700
123 E. Main St, Los Gatos, CA 95030
Building a Healthy Community Through Enrichment, Innovation, and Fun!
ATTACHMENT 4