16 responses to findings and recommendations
F2
Lack of resources for the Office on Aging hampers its ability to accomplish its mission and mandates as required by the California Code of Regulations-WIC 9400-9404. The Office on Aging is required to be the County’s lead planner and advocate for seniors, working with public and private partners to create an updated, coordinated countywide strategic plan to better leverage and integrate all available resources to address the rapidly growing senior population. Organizational Issues at the Office ...
Response: Disagree Partially
Score: 0
Response: Funding from the Orange County General Fund in support of the Office on Aging has not kept pace with the rapid increase in senior population. Allocation to Office on Aging from the OC General Fund in 2005-2006, prior to the recession, was $2.20 per senior per yeat. Over the past five years the allocation dropped to only $1.32 per senior person per year in FY 2015-16. Agrees with the finding. Lack of resources for the Office on Aging hampets its ability to accomplish its mission and mandates as required by the California Code of Regulations-WIC 9400-9404. The Office on Aging is requir...
R2
The Office on Aging should apply any increased funds received above the current baseline to restore service levels and to provide strategic leadership countywide. (F1, F2)
Response: Will Not Implement
Scheduled: FY 2016/17
Score: -1
R.4.
Response: Center and reposition the Office on Aging as the county's lead planner and advocate. (F1, F2) This recommendation will not be implemented because under the County's budget process, budget requests for the Office of Aging are based on the services and functions necessary to address unmet needs of older adults rather than through a specific funding formula as recommended. The County will address the needs of the aging population through the annual budget review in consideration of available funding. The Office on Aging is committed to requesting adequate resources to fulfill the ...
F3
The position of the Division Manager for the Office on Aging is only a part time position, shared with the Veteran’s Service Office. Increasing outreach and Call Center demand require full time management at this level.
Response: Unknown
Score: 0
R.6.
Response: BRGY; Response:
R.8.
Response: has not resulted in negative outcomes for either program. The Office on Aging and the Veteran's Service Office utilize shared resources, which is of benefit to both programs. The two divisions provide direct assistance in obtaining services to similar populations. Approximately 43% of the Veterans assisted by the Veteran's Service Office are also seniors. The Office on Aging's progtam managers continuously monitor call volumes, track contracted outreach activities and seek community input on the needs of older adults as part of routine operation...
R3
Add a position to serve as event coordinator at the Administrative Manager level 1 to Office on Aging to support OOA outreach and visibility by July 1, 2017. (F2)
Response: Will Not Implement
Due: July 1, 2017
Scheduled: FY 2016/17
Score: -1
Center and reposition the Office on Aging as the county's lead planner and advocate. (F1, F2) This recommendation will not be implemented because under the County's budget process, budget requests for the Office of Aging are based on the services and functions necessary to address unmet needs of older adults rather than through a specific funding formula as recommended. The County will address the needs of the aging population through the annual budget review in consideration of available funding. The Office on Aging is committed to requesting adequate resources to fulfill the role of the Coun...
F4
Limited funding to support staff positions results in chronic vacancies within the Office on Aging, negatively affecting service and responsiveness.
Response: Disagree Partially
Score: 0
Response: BS; Response: The position of the Division Manager for the Office on Aging is only a part time position, shared with the Veteran's Service Office. Increasing outreach and Call Center demand require full time management at this level. Disagrees partially with the finding. 'The Office on Aging and the Veteran's Service Office is managed under one division manager to utilize shared resources and provide oversight to direct service programs serving related populations in Orange County. Approximately 43% of the Veterans assisted by the Veteran's Service Office are also seniors. Therefore ...
R4
Increase Full Time Equivalent Division Manager of the Office of Aging from FTE 0.5 to FTE1.0 and separate the Veterans Service and the Office on Aging by January 1, 2017. (F3)
Response: Will Not Implement
Due: January 1, 2017
Scheduled: FY 2016-2017
Score: -1
Response: BS; Response: The position of the Division Manager for the Office on Aging is only a part time position, shared with the Veteran's Service Office. Increasing outreach and Call Center demand require full time management at this level. Disagrees partially with the finding. 'The Office on Aging and the Veteran's Service Office is managed under one division manager to utilize shared resources and provide oversight to direct service programs serving related populations in Orange County. Approximately 43% of the Veterans assisted by the Veteran's Service Office are also seniors. Therefore ...
R5
Initiate a recruitment to fill one vacant longstanding Senior Citizen Representative position in the Information and Assistance Call Center by January 1, 2017 (F4)
Response: Will Implement
Due: January 1, 2017
Scheduled: FY 2016/17
Score: +1
BRGY; Response:
R.8.
Response: has not resulted in negative outcomes for either program. The Office on Aging and the Veteran's Service Office utilize shared resources, which is of benefit to both programs. The two divisions provide direct assistance in obtaining services to similar populations. Approximately 43% of the Veterans assisted by the Veteran's Service Office are also seniors. The Office on Aging's progtam managers continuously monitor call volumes, track contracted outreach activities and seek community input on the needs of older adults as part of routine operations and do not req...
F6
The Office on Aging website is outdated and needs technological modernization immediately. There is no provision for access by mobile device or on-line chat capability. Senior Nutrition and Ombudsman Programs
Response: Agree
Score: +1
FB. Response: Bs Response:
F.10.
Response: Limited staffing is one consideration among many factors that determine whether County will pursue grant funding. The Office on Aging website is outdated and needs technological modernization immediately. There is no provision for access by mobile device or on-line chat capability. Agrees with the finding. Office on Aging also identified the need to update the website to provide for mobile access and online chat capability. This is included in the work plan. The County of Orange provides no budgetary support beyond the original contract to non-profi...
R6
Add a position to serve as grant writer at the Administrator II level by July 1, 2017. (F5)
Response: Will Implement
Due: July 1, 2017
Scheduled: FY 2016/17
Score: +1
has not resulted in negative outcomes for either program. The Office on Aging and the Veteran's Service Office utilize shared resources, which is of benefit to both programs. The two divisions provide direct assistance in obtaining services to similar populations. Approximately 43% of the Veterans assisted by the Veteran's Service Office are also seniors. The Office on Aging's progtam managers continuously monitor call volumes, track contracted outreach activities and seek community input on the needs of older adults as part of routine operations and do not require the intervention of the Divi...
F7
The County of Orange provides no on-going budgetary support beyond the original contract to non-profit subcontractors for the recruitment of volunteers.
Response: Unknown
Score: 0
-R.10. Response:
R.11.
Response:
R.12.
Response: Enter into negotiations to cost share with the applicable non-profit agency to produce the book "Answers" by December 31, 2016. (F8) This recommendation will not be implemented as it is not warranted or reasonable. 'The Contract Policy Manual for the County does not address cost sharing agreements. The County will explore other similar resource guide options outside of "Answers" to ensure more exposure. The County is committed to increasing activities related to outreach and disseminating information on aging topics. The analysis will be com...
R8
Enter into a negotiation for a cost share with non-profit subcontractors in volunteer recruitment activity by December 31, 2016. (F7) 2015-2016 Orange County Grand Jury Gray Matters - A Look at The Orange County Office on Aging
Response: Will Implement
Due: December 31, 2016
Scheduled: FY 2016/17
Score: +1
Response: has not resulted in negative outcomes for either program. The Office on Aging and the Veteran's Service Office utilize shared resources, which is of benefit to both programs. The two divisions provide direct assistance in obtaining services to similar populations. Approximately 43% of the Veterans assisted by the Veteran's Service Office are also seniors. The Office on Aging's progtam managers continuously monitor call volumes, track contracted outreach activities and seek community input on the needs of older adults as part of routine operations and do not require the intervention o...
R9
Enter into negotiations to cost share with the applicable non-profit agency to produce the book “Answers” by December 31, 2016. (F8)
Response: Will Not Implement
Due: December 31, 2016
Scheduled: FY 2016/17
Score: -1
R.11.
Response:
R.12.
Response: Enter into negotiations to cost share with the applicable non-profit agency to produce the book "Answers" by December 31, 2016. (F8) This recommendation will not be implemented as it is not warranted or reasonable. 'The Contract Policy Manual for the County does not address cost sharing agreements. The County will explore other similar resource guide options outside of "Answers" to ensure more exposure. The County is committed to increasing activities related to outreach and disseminating information on aging topics. The analysis will be completed by January ...
F10
Mileage verification of each Senior Non-Emergency Medical trip is the responsibility of the Office on Aging, an inefficient, labor intensive effort requiring manual input of subcontractor supplied data.
Response: Agree
Score: +1
Response: Limited staffing is one consideration among many factors that determine whether County will pursue grant funding. The Office on Aging website is outdated and needs technological modernization immediately. There is no provision for access by mobile device or on-line chat capability. Agrees with the finding. Office on Aging also identified the need to update the website to provide for mobile access and online chat capability. This is included in the work plan. The County of Orange provides no budgetary support beyond the original contract to non-profit subcontractors for the recruitmen...
R10
Institute an annual Board of Supervisors Volunteer of the Year Award for senior services rendered in the form of recognition and an award funded by the County by December 31, 2016. (F7)
Response: Will Not Implement
Due: December 31, 2016
Scheduled: FY 2016/17
Score: -1
R.12.
Response: Enter into negotiations to cost share with the applicable non-profit agency to produce the book "Answers" by December 31, 2016. (F8) This recommendation will not be implemented as it is not warranted or reasonable. 'The Contract Policy Manual for the County does not address cost sharing agreements. The County will explore other similar resource guide options outside of "Answers" to ensure more exposure. The County is committed to increasing activities related to outreach and disseminating information on aging topics. The analysis will be completed by January 31, 2017. Institut...
R11
Add a requirement in the next Request for Proposal for the Senior Non-Emergency Transportation Program to require the subcontractor to handle the physical and mechanical inspection of vehicles at subcontractor’s cost with documentation required by the Office on Aging that the inspection was conducted at the County’s Public Works/Fleet Services Division. (F9)
Response: Will Not Implement
Scheduled: FY 2016/17
Score: -1
Enter into negotiations to cost share with the applicable non-profit agency to produce the book "Answers" by December 31, 2016. (F8) This recommendation will not be implemented as it is not warranted or reasonable. 'The Contract Policy Manual for the County does not address cost sharing agreements. The County will explore other similar resource guide options outside of "Answers" to ensure more exposure. The County is committed to increasing activities related to outreach and disseminating information on aging topics. The analysis will be completed by January 31, 2017. Institute an annual Board...
R12
Add a requirement in the next Request for Proposal for the Senior Non-Emergency Transportation Program that the sub-contractor produce mileage verification data obtained through MapQuest or similar software and require contractors to submit mileage verifications with payment request. (F10)
Response: Will Not Implement
Scheduled: FY 2016/17
Score: -1
Response: Enter into negotiations to cost share with the applicable non-profit agency to produce the book "Answers" by December 31, 2016. (F8) This recommendation will not be implemented as it is not warranted or reasonable. 'The Contract Policy Manual for the County does not address cost sharing agreements. The County will explore other similar resource guide options outside of "Answers" to ensure more exposure. The County is committed to increasing activities related to outreach and disseminating information on aging topics. The analysis will be completed by January 31, 2017. Institute an an...
