HomeMy WebLinkAboutReports - 2023.10.17 - 40641
AGENDA ITEM: Appropriation of American Rescue Plan Act - Local Fiscal Recovery Funds for
Oakland County Chore Pilot Program
DEPARTMENT: Board of Commissioners
MEETING: Board of Commissioners
DATE: Friday, October 27, 2023 7:55 PM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2023-3331
Motion to appropriate American Rescue Plan Act - Local Fiscal Recovery Funds for Oakland County
Chore Pilot Program in the amount of $3,000,000 and authorize the Neighborhood and Housing
Development Officer to act as a program administrator and to enter into a contract for services with
Oakland Livingston Human Service Agency, subject to review by the Purchasing Division and
Corporation Counsel; further, amend the FY 2024 budget as detailed in the attached Schedule A.
ITEM CATEGORY SPONSORED BY
Budget Amendment Kristen Nelson
INTRODUCTION AND BACKGROUND
On September 1, 2022, via MR #22-280, the Oakland County Board of Commissioners assigned
$3,000,000 to develop a three-year Oakland County Chore Pilot Program. On September 5, 2023,
the Healthy Aging Ad Hoc Committee approved an Oakland Livingston Human Service Agency
(OLHSA) proposal and recommended the appropriation of funds to the full Board.
OLHSA proposes to create an instructional toolkit to equip local municipalities with the knowledge
and resources to provide chore services to their older residents, to administer mini-grants to local
municipalities to supply seed funds to get their programs up and running, and to guide municipal
grant recipients through the evaluation and planning process to poise them to continue to operate a
successful, effective chore program beyond the mini-grant funding period using CDBG and general
funds.
The timeline for this project is October 2023 through December 2026. OLHSA will work with local
municipalities throughout the funding period to provide technical assistance, help with outreach and
marketing, collect quantitative data and qualitative reports, monitor progress, guide municipalities in
evaluating and improving their programs, and support the transition to sustain the program through
permanent funding sources.
A final feature of OLHSA’s proposed pilot project is the opportunity to leverage OLHSA’s experience
and ties with older adult populations in the county. Municipalities may elect to budget 15% of their
awarded funds to utilize OLHSA to handle the participant outreach, eligibility certification, and
enrollment components of the program. OLHSA is already performing this role for Ferndale and Oak
Park. OLHSA would in turn hire additional staffing to carry out the local outreach and enrollment.
BUDGET AMENDMENT REQUIRED: Yes
Committee members can contact Michael Andrews, Policy and Fiscal Analysis Supervisor at
248.425.5572 or andrewsmb@oakgov.com, or the department contact persons listed for additional
information.
CONTACT
ITEM REVIEW TRACKING
Barbara Winter, Board of Commissioners Created/Initiated - 10/17/2023
AGENDA DEADLINE: 10/27/2023 7:55 PM
ATTACHMENTS
1. ARPA - Oakland County Chore Pilot Program Schedule A
2. OLHSA OC Chore Pilot Program Proposal
COMMITTEE TRACKING
2023-10-17 Full Board - Adopt
Motioned by: Commissioner Kristen Nelson
Seconded by: Commissioner Karen Joliat
Yes: David Woodward, Michael Spisz, Karen Joliat, Kristen Nelson, Christine Long, Robert
Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Marcia Gershenson, William Miller III,
Yolanda Smith Charles, Charles Cavell, Brendan Johnson, Ajay Raman (15)
No: None (0)
Abstain: None (0)
Absent: Gary McGillivray, Penny Luebs, Michael Gingell, Janet Jackson (4)
Passed
Oakland County, Michigan
ARPA - Local Fiscal Recovery Funds For Oakland County Chore Pilot Program
Schedule "A"
R/E Fund Name Division Name
Fund #
(FND)
Cost Center
(CCN) #
Account #
(RC/SC)
Program #
(PRG)
Grant ID
(GRN) #
Project ID #
(PROJ)
Region
(REG)
Budget
Fund
Affiliate
(BFA)
Ledger
Account
Summary Account Title
FY 2024
Amendment
R ARP Local Fiscal Recovery Fund Non Departmental FND21285 CCN9010101 RC610313 PRG133095 GRN-1004348 610000 Federal operating Grant $3,000,000
Total Revenue $3,000,000
E ARP Local Fiscal Recovery Fund Neighborhood & Housing Development Administration FND21285 CCN1060701 SC731885 PRG133095 GRN-1004348 730000 Supportive Services $3,000,000
Total Expenditures $3,000,000
Proposal for Okland County Chore Pilot Program
September 5, 2023
Submitted to the Oakland County Commissioners
Summary
In response to the demonstrated need for older adult chore services in Oakland County, OLHSA is
proposing to use its experience and expertise to develop and implement a pilot project to assist
local towns, cities, and villages to design and operate their own local chore programs. OLHSA will
provide local communities with the knowledge, technical assistance, and funds needed to succeed.
OLHSA proposes to create an instructional toolkit to equip local municipalities with the knowledge
and resources to provide chore services to their older residents, to administer mini-grants to local
municipalities to supply seed funds to get their programs up and running, and to guide municipal
grant recipients through the evaluation and planning process to poise them to continue to operate
a successful, effective chore program beyond the mini-grant funding period using CDBG and general
funds.
The timeline for this project is October 2023 through December 2026. OLHSA will work with local
municipalities throughout the funding period to provide technical assistance, help with outreach
and marketing, collect quantitative data and qualitative reports, monitor progress, guide
municipalities in evaluating and improving their programs, and support the transition to sustain the
program through permanent funding sources.
A final feature of OLHSA’s proposed pilot project is the opportunity to leverage OLHSA’s experience
and ties with older adult populations in the county. Municipalities may elect to budget 15% of their
awarded funds to utilize OLHSA to handle the participant outreach, eligibility certification, and
enrollment components of the program. OLHSA is already performing this role for Ferndale and
Oak Park. OLHSA would in turn hire additional staffing to carry out the local outreach and
enrollment.
Need for Senior Chore Services in Oakland County
Older adult chore services are important for several reasons, as they address various needs and
challenges that seniors often face as they age.
•Maintaining Independence: Many older adults value their independence and prefer to age
in their own homes. Chore services help them maintain their autonomy by providing
assistance with tasks that might become difficult due to physical limitations or health issues.
•Physical Safety: As people age, certain chores and household tasks can become hazardous,
increasing the risk of accidents or injuries. Chore services ensure that these tasks are
completed safely, reducing the likelihood of falls or other accidents. With driveways plowed,
they can receive their Meals on Wheels, and get safely to vital appointments or to the
mailbox. Homes that are externally well maintained are less likely to be targets of crime or
attract vermin.
•Mental and Emotional Wellbeing: Aging can sometimes lead to feelings of loneliness and
isolation. Regular visits from chore service providers not only help seniors with tasks but
also provide social interaction, reducing feelings of loneliness and improving mental well-
being. Chore services can help improve a senior’s quality of life. During warm months,
seniors can enjoy their yards and connect with their neighbors outdoors. They can avoid
feelings of shame or embarrassment about not being able to keep their properties in good
condition. They can avoid the stresses of managing these chores on their own.
•Financial Welfare: Low-income older adults may not have funds in their budget to pay
companies to provide lawn care and snow removal. Homes that are neglected lose value
and require costly home repairs. If communities help seniors offset this expense, they will
be able to better stretch their budgets to cover bills, food, and medicine.
Local communities also benefit from senior chore services. By helping seniors maintain their
homes, the community benefits by reduced blight, decreased crime, and improved property values.
When seniors can stay in their homes, neighborhoods are enriched by older adults who are
engaged as valued citizens and active civic participants.
According to the Oakland County Blueprint for Successful Aging, snow removal and lawn
mowing/yard care were two of the top three most serious challenges identified by older adults in
the 2019 AAA 1-B Oakland County Senior Needs and Solutions Survey, with 18% of older adults
reporting snow removal poses a serious challenge and 16% reporting lawn mowing/yard care as a
serious challenge. The blueprint identified the desired outcome that “All older Oakland County
residents are able to access lawn care and snow removal services regardless of their home
location.” Since OLHSA withdrew as a chore service contractor for the Area Agency on Aging 1-B in
2019, there have been no other organizations contracted to provide this service. Not all Oakland
County communities operate a local CDBG chore program and, of those that do, not all offer lawn
and snow service.
OLHSA’s History and Expertise in Senior Chore Services
Oakland Livingston Human Service Agency (OLHSA) is part of a national network of Community
Action Agencies (CAAs) that work with individuals, families, and communities to reduce the causes
and conditions of poverty. Since our formation as a Community Action Agency in 1964, we have
been a driving force behind President Lyndon B. Johnson's War on Poverty, working hand in hand
with the residents of Oakland and Livingston Counties. We provide tailored support to individuals
and families, helping them overcome the challenges of poverty. In 2022, we provided support and
assistance to close to 12,000 people in Oakland and Livingston Counties. Our programs offer
support in education, economic security, health, nutrition, housing, and emergency services to
empower families and communities to gain the knowledge, skills and resources needed to improve
their quality of life.
OLHSA operated a chore program for seniors in Oakland County over 60 years of age from 1984 -
2019. The program was funded by AAA 1-B Older Americans Act Chore dollars as well as CDBG
funds in select communities. Typically, we served 450 older adult households per year with chore
services. Our heaviest service areas were the predominantly lower income areas of Pontiac, Oak
Park, Ferndale, and Royal Oak Township.
OLHSA’s Chore Services included:
•Weekly lawn mowing April-October (or bi-weekly depending on
capacity and rainfall)
•Snow removal
•Bush trimming, gutter cleaning, and autumn yard cleanup
•Minor home repairs
OLHSA’s responsibilities included:
•Annual promotion and outreach for program
•Annual enrollment and reenrollment of participants
o Assistance to seniors to fill out the applications when needed and communication
with seniors through approval process
o Certification of eligibility
o Assessing size and specifications of each property
•Recruiting and supervising the lawn service contractors
o Assigning households and the routes to the contractors
o Communicating with contractors regarding issues
o Reviewing and verifying the work completed
o Processing invoices for payment.
•Managing calls from seniors regarding services, complaints, and questions
•Performing data entry and service tracking
•Assessing client satisfaction and impact of service
In 2019, OLHSA was awarded continuing CHORE funds from the AAA 1-B for the next 3-year cycle
but elected to decline the funds because the reimbursement structure and terms did not cover the
actual cost to operate. When considering our capacity to keep this program going and the
justification of bringing our own resources to fund it rather than other programs and services,
OLHSA revisited how well this program aligned with our mission. The majority of program funds and
staff activities were dedicated to the oversight of and engagement with contractors as opposed to
meaningful interaction with seniors.
Since 2020, OLHSA has contracted with the City of Ferndale and Oak Park to provide only the
outreach and enrollment activities of their CDBG funded chore services; OLHSA no longer manages
the direct chore service itself, this is managed by the municipality. In contrast to the demand for
staff time to oversee contractors and services, OLHSA staff time and activities are now only focused
on meaningful engagement with the seniors and the opportunity provide wrap-around support by
linking them to chore services along with other programs they may need.
2023 Proposed Pilot Program
Implementation Plan
Strategy
We contend that a centralized, county wide chore provider is not the solution. Local municipalities
are deeply in touch with their residents’ needs and unique local resources. They are familiar with
prospective companies to provide the lawn services. They are best positioned to plan and execute
a chore program that is responsive and tailored to their communities. There is not a one-size-fits-all
solution. Each community will be more successful in finding contractors to serve their concentrated
geographic area and could offer the economy of scale these businesses are looking for to be
profitable. They will have far less costs for gas and wages if the jobs are not spread over the county.
Most contractors are only willing to take on commercial clients or serve entire neighborhoods. A
far more cost effective, sustainable approach would be to provide local municipalities with funds
and technical assistance to build capacity to operate their own programs. These one-time dollars
can be an investment in local communities’ ability to serve their residents and will have a lasting
impact.
Methods
1. OLHSA will use its expertise to create a Tool Kit that serves as a “how to guide” on how
to operate a local senior chore program. This guide will walk municipalities through the
following steps:
a. Evaluate need for program and project participation levels based on data.
b. Determine scope of services to be offered (lawn, snow, yard cleaning, gutters,
trimming, heavy house work, repairs, etc.).
c. Define eligibility- who will you serve? Will you restrict it to very low income? Will
you include non-senior adults with disabilities? Will you allow higher income
seniors to pay for the service?
d. Decide how to promote your program and how to perform outreach.
e. Establish processes to enroll seniors, annually re-enroll seniors, and maintain a
waiting list
f. Determine how chore services will be delivered. Will you provide- in-house or
contract with companies?
g. Find contractors and release a Request for Qualifications. Considerations
include a proposed fee schedule factoring in variables such as lot size, driveway
length etc.
h. Identify a procedure to verify services were performed such as using Property
Press Wizard software.
i. Establish processes to handling customer complaints or inquiry calls from
seniors.
j. Explore how to fund this service using CDBG or general funds.
2. OLHSA will administer mini grants to local communities-
a. With input and approval from the County, we will prepare the RFP, assist with
marketing the mini grant opportunity, and conduct presentations on request for
local municipalities.
b. We will work with County personnel to determine a funding formula for grant
awards.
c. We will work with the County to disperse the mini grants to the local municipal
recipients.
d. We will work with the County to collect any required programmatic
progress/service data or expenditure reports.
3. OLHSA will provide guidance and technical assistance throughout the funding period.
a. We will check in on funded municipalities to evaluate progress and set up
coaching sessions.
b. We will answer questions and help with problem solving to the best of our
ability.
c. We will help them develop a continuation plan and transition to permanent
funding sources.
4. OLHSA will perform outreach, enrollment, and eligibility certification activities for any
community that wishes to use a portion of their awarded funds to procure this service.
Oak Park and Ferndale compensate OLHSA between 10-15% of their CDBG chore
allocations to deliver this component.
Timeline
October 2023-December 2023 OLHSA develop Tool Kit and RFP
January 2024 OLHSA releases and markets RFP
March 2024 OLHSA and County awards mini-grants
April 2024-end of grant period Local Pilot Projects can begin; OLHSA provides ongoing TA and
engagement with local communities
January 2026 Municipalities should begin required activities to include
Chore in their federal CDBG applications so they are prepared
for 2027
Intended Outcomes
➢Far more low-income seniors across Oakland County will have access to free chore services
that will improve their physical, emotional, and financial well-being.
➢By providing support, education, and funding to local municipalities to pilot a local chore
program, they will build the capacity to permanently sustain chore services for seniors over
time.
➢By assisting their senior residents with chore services, Oakland County communities will
have reduced blight, increased property values, and reduced crime.
➢By supporting and extending seniors’ ability to live independently in their beloved homes,
neighborhoods will continue to benefit from seniors’ civic contributions, intergenerational
connections, and invaluable bonds to area heritage and traditions.
Proposed 3 Year Budget
OLHSA
Staffing and Fringe $ 222,893
Travel $ 1,755
Space $ 8,280
Supplies $ 3,486
Other (legal, consultant, audit, liability)$ 7,300
Human Resource and IT Cost Pools $ 21,286
Total $ 265,000
Mini-Grants to Local Communities $2,735,000
Total $3,000,000