Winn Council on Aging, Inc.
P.O. Box 1
200 N. Church St.
Winnfield, LA 71483
318-628-2186
318-628-2111
[email protected]
Person to Contact:
Cara Barnes, Executive Director. Responsible for entire COA; Trained in GOEA Programs quarterly and LANA Conference annually with various other trainings; LACOADA quarterly trainings; ethics training; DOTD trainings as offered and at a conference annually; other various trainings throughout a year’s time.
Haley Worthington, Assistant Director and Transportation Manager. Direct Supervisor of Title III-3 services; Trained in GOEA Programs quarterly and LANA Conference annually with various other trainings; LACOADA quarterly trainings; ethics training; DOTD trainings as offered and at a conference annually; other various trainings throughout a year’s time. Trained in transportation, ethics, GOEA programs, and various other trainings pertaining to the position.
Keri Clark, Outreach, Information, and Assistance with responsibility of all client files and service delivery information in the required Sam’s Program (and paper files) along with all statistical reports required from GOEA, Cenla AAA, or other entities as necessary. Supervised by the Executive Director and Assistant Director.
The Winn Council on Aging, Inc. proposes to provide the following services from July 1, 2023, through June 30, 2027, under Title III in Winn Parish. WCOA proposes to follow all rules, regulations, and comply with all entities involved. Such as, but not limited to, Cenla AAA, Department of Transportation and Development, Governor’s Office of Elderly Affairs, as well as federal, state, and local agencies.
Selection Criteria:
All services are in compliance with the Older American’s Act of 1967. The LILA form is used to rank clients. In so much, it prioritizes the clients that are 60 and older that have special needs, low income, are isolated, Native Americans, socially and economically clients. This criterion helps with the targeting of these special clients for all of the services available.
Reporting Requirements:
WCOA will use the criteria in the LILA forms to determine who qualifies what/whom for said service. The client will be referred to the staff person that supervises that particular service. Once service has been established, WCOA will report those services to Cenla AAA and/or Governor’s Office of Elderly Affairs. This service reporting will be sent early enough to arrive by the 7th day of each month or before. Should the Senior Center not be available for whatever reason, the Financial Manager will assume the duties of service reporting.
Client files are to include:
1. Client’s GOEA LILA form
2. Service Log
3. Civil Rights, Complaint, and Grievance Procedure Forms
4. HIPPA Forms
Clients are scored on the LILA forms from GOEA and Cenla AAA and targeted by priority to those individuals whoa re frail, homebound for by reason of illness or incapacitating disability, and isolated with the greatest social or economical needs with particular attention to low income, minority persons, especially the Native American population. The Sam’s Program is used to pull any necessary records for Cenla AAA, or any other entity as needed.
Confidentiality:
WCOA will provide for each client to have complete confidentiality with said file. Also, WCOA shall have an ongoing procedure for said confidentiality. Each client will be informed of the contribution policy for services. WCOA will maintain receipts and accountability for each contribution. WCOA will retain those contributions to be used for Title III Services as allowed by the Older American’s Act as amended. Small envelopes are given to each and every client and contribution policy explained. This allows the client to make donations that are anonymous.
Insurance:
WCOA has an umbrella of human services coverage, Board and Officer’s Liability, Business Automobile commercial insurance, Workmen’s Compensation, property coverage, and any other necessary insurance.
Publicity:
Publicity is provided by a local radio station (KVCL) and the local newspaper, Winn Parish Enterprise, and we have an information screen with our local information rolling 24/7. PSAs are given by all three of these. The Winn Parish Enterprise will charge a fee for advertising unless it is a PSA. Those include, but are not limited to, events in the community, notices for closing, weather watches, senior opportunities, notification of events, etc. The Executive Director is responsible for publicity.
Availability of Services:
WCOA is open 250 service days per year to those 60 and older. There are approximately 10 holidays recognized each year. New Year’s Day, Martin Luther King, Good Friday, Memorial Day, 4th of July, Labor Day, Thanksgiving Day, and Christmas Day are normally our holidays. Our district has in the past agreed to approximately 10 holidays per year. Some providers take other holidays in addition to these. Arrangements are made between those parish directors and Cenla AAA.
Delivery of Services:
Services will be provided Monday-Friday at both meal sites open the 250 serving days. Winnfield site is from 8:00am- 3:00pm. Sikes Meal Site will be open from 9:00am- 1:00pm to serve the needs of Winn Seniors. Homebound meals will be delivered on a regular schedule on a certain day each week. This delivery of HB meals must be on the same day, the approximate same time, and with the same delivery person as much as that is possible. On other days, our staff members can call using our telephone service. Therefore, the clients are checked on by staff daily.
Fiscal Reports and Responsibility:
The financial responsibilities fall to the Executive Director. WCOA will maintain all records with Revenues and Expenditures Reports for any monies coming into and going out of the WCOA. Financial reports will be sent to Cenla AAA before the 7th of every month and quarterly GOEA reports in compliance with said contract. WCOA realizes that funding levels are not guaranteed and are subject to change without notice. WCOAs service levels will not exceed one-twelfth (1/12th) per month of the total available for the program, unless approved by the Cenla AAA, Inc. WCOA understands that payments will be processed after receipt of all monthly documentation services. WCOA understands that the contact is performance based.
Outreach, Information and Assistance, Transportation, and Telephoning. For each of these services, the LILA form from GOEA will be used at all times. Each client will have a paper file and a file on the Sam’s program website that is required by the Cenla Area Agency on Aging, Governor’s Office of Elderly Affairs. WCOA has years of experience in each of these services. Explanation of a unit in any of these services is in the Taxonomy used by Cenla AAA, Governor’s Office of Elderly Affairs, etc.
Outreach: a service to reach those 60 and older by A. one on one contact or B. canvassing the neighborhood to explain services, etc.
Information and Assistance: a service provided to link services and benefits with any person 60 and older. A. provide information on opportunities and services available in the community, B. assessing the problems and capacities of the individual, C. linking said client with those opportunities, or D. establishing a procedure to follow up with client.
Telephoning: contacting clients individually by phone on a regularly scheduled, routine basis to provide comfort. A. these calls are made to determine an individual’s physical status, and B. provide calls to comfort and help if necessary.
Transportation: a service for clients that need to go from one location to another. A. such as doctors’ offices, shopping, senior center, meal site, and other critical or necessary activities, B. hair appointments, errands such as bill paying, etc. Transportation will be provided using WCOA’s three vans with two part-time drivers. WCOA has applied for a much-needed new van. Our response at this time is to wait and see.
All four of these services are much needed for any community of older individuals. WCOA provides these services at this time. Each one of these services are funded under our Title III-B through Cenla AAA. The Executive Director ultimately supervise these services. The Senior Center Manager and Transportation Manager will oversee these services. Each client will have a LILA form completed by a staff member. WCOA has paper files and are entered into the Sam’s database that is required from GOEA and Cenla AAA.
WCOA will continue outreach efforts with Winn Parish Medical Center, Winn Community Health Centers, doctors, pharmacies, business owners, Winn Parish Library, banks, churches, and speaking where invited or activities going on that WCOA can be a part of. WCOA strives to locate, assess, and give assistance to those seniors that have the greatest social and economic need with particular attention to the low incomed minority older persons with serious disabilities, older Native Americans, and all rural persons. Clients are assessed then matched up with other offices necessary to take care of their business at hand which could consist of referring them to the Office of Family Service, Community Action Agency Programs, home health agencies, SSI, Medicaid, Veterans Affairs, Medicare Part D, Medicare Extra Help, and any other program necessary. Referrals are followed up after ten working days by the Senior Center Manager, or if HB clients, the Financial Manager will oversee. Clients are reassessed yearly unless situational changes are noted. Also, WCOA will continue to receive specialized education for our clients such as MIPPA, “A Matter of Balance” program, a Ti Chi class, Medicare assistance, etc.
WCOA constantly looks for any type of grant available and applies for such. WCOA fundraises each and every year to subsidize funds for services for our clients. WCOA is very appreciative each year to receive funds from the Winn Parish Police Jury and the City of Winnfield. The town of Sikes provides some in-kind services such as no fee for rent at our meal site in Sikes, LA.
Title III-C Program Services
III-C-1 Congregate Meals: a meal provided at the local meal site or senior center to eligible clients. A program that is supervised by the Financial Manager. The Cenla AAA controls (by Bid) the nutrition program in the sense of providing the meals with all the nutrition regulations that must be met by a licensed dietician employed by Cenla AAA. Our WCOA meals come from Avoyelles Parish every day. They are in heat containers or cold containers to the State regulation degrees. Our meals are plated up here in Winnfield at our Senior Center and also at Sikes Meal Site.
A client is assessed with the LILA form from GOEA. WCOA Senior Center is open and serves meals 250 days per fiscal year. Holidays are recognized throughout the year. WCOA provides Nutrition Education twice monthly. There is one on the monthly menu and our dietician gives us one to share and other ways are used like a speaker from the Winn Parish Health Unit, Dept. of Public Health, Hospital Nutritionist, Nurses, etc.
III-C-2 Homebound Meals: meals provided to people that meet the criteria of a homebound client.
A. Must be 60 years or older, B. must be homebound and score high on the LILA form, and C. meet all requirements that GOEA has and Cenla AAA passes to us. WCOA assesses these clients with the LILA form. Some clients will have a higher score and might be needier than another client. If you only have one meal and two requests, WCOA must go by the scoring of said clients and give the meal to the neediest, low income, with social and economical need, isolated and frail, etc. All clients are different and must be prioritized. These clients are evaluated as often as necessary but normally yearly unless their status changes. At the time the HB driver will note any changes for WCOA, and the client will be reevaluated.
All of these services: Title III C-1, Title III C-2, Title III-B, and Title III-E: the LILA is completed forms signed such as HIPPA, release of information, and other forms necessary for the client and the WCOA. These are all kept in a paper file with notations of changes in clients. A service log and directions to the home will be in the client file. WCOA also is cognizant of the constant change of our clients. WCOA is aware of and encourages seniors to do all they can do with their conditions. WCOA is an encourager. All staff members go through training such as “What Is a Senior?”, CPR, First Aid, OJT, Sanitation requirements for food handlers, and blood borne pathogens.
WCOA employees must be drug-free, comparable with clients in understanding the aging process, dementia, and have a clean driving record. Van drivers must be 24 years old for insurance to cover them, as well as well-mannered, kind, patient, etc.
Title III-E National Family Caregiver Support Services:
NFCSP: Information and Assistance: a special intake form issued by Cenla AAA and GOEA is in place for the Title-III E services for their caregivers that need to be linked with WCOA NFCSP programs.
A. Provides the individual with current information on opportunities and services available to them within their communities including assistive technology, B. assesses the problems and capabilities of the individuals, C. links the individuals to opportunities and services that are available, and D. to the maximum extent practical, ensures that the individuals receive the services needed by establishing adequate follow-up procedures. Basically, the provider would find out information and carry the information to the client/caregiver on a one-to-one basis.
NFCSP: In-home respite: a service that will relieve/rest the caregiver for a short time. A. the client (caregiver) would be relieved by a person that has the training to help bathe, feed, or to attend to personal needs of individuals, B. while assuring the caregiver has a period of time to run errands, rest, read, or whatever is necessary to recharge for just a bit in order for the caregiver to destress. WCOA understands there is a maximum of 120 hours per client per year unless previously approved by GOEA and/or Cenla AAA.
NFCSP: Sitter: This service is provided to relieve the caregiver for two hours at a time. The sitter can/will read to, sit with, provide food for, and/or visit with the individual while the caregiver is allowed time for themselves and know their person is in a safe and secure environment with a sitter.
WCOA is a service provider with a heart. We love our senior citizens and work hard everyday to help them stay in their homes and prevent early institutionalization.
Compliance:
1. The Winn Council on Aging, Inc. will be cognizant of and agree to operate in conformance with the applicable Federal, State, and Local standards, including fire, health, safety, and sanitation, as prescribed by law or regulation.
2. The Winn Council on Aging, Inc. will never misuse any finds received or expended under said contract i.e., lobbying activities, including but not limited to, use funds to influence any decision or activity by any non-judicial Federal, State, or Local individuals or groups.
3. The Winn Council on Aging, Inc. has and will continue to follow equal employment legislation and affirmative action requirements.
Procedure for handling homebound meals in the event the client is not home:
When a client is not home to receive the designated meal, you are not to leave one under any circumstances. This includes leaving it on a porch, just inside the door, or on the table.
Your first response is to notify the office as soon as possible as that contact can begin.
Determine the next “most needy” client on your list and leave the meal with that person unless told differently when you call the office.
Contribution Policy for Homebound Clients:
Clients are to be given contribution envelopes.
The homebound driver must always carry a slotted, lock box.
The client will put his/her contribution in a lock box.
The driver will bring the lock box into the office.
The driver and another employee will open and count the contributions. The employee will not always be the same person every day.
The contributions will be recorded, and BOTH persons must sign on the form that the contribution amount was agreed upon.
The lock box is locked and given back to the driver. At no time will the driver have the key to the lock box.
Winn Council on Aging, Inc.
By-Laws
Article I Name
The name of the corporation shall be the Winn Council of the Aged, Inc., d/b/the Winn Parish Council on Aging, Inc.
Article II Purpose
The functions and responsibilities of the Winn Parish Council on Aging, Inc. shall include but not be limited to the following:
1. Provide leadership and advocacy on behalf of all older persons in Winn Parish.
2. Conduct surveys and compile data as needed, to determine the need for social services in the parish.
3. Develop comprehensive coordinated systems of services, nutrition projects, and senior center within the parish.
4. Establish measurable objectives and priorities for the Council.
5. Address the needs of all people sixty and over, giving special attention to frail individuals and those with the greatest economic and/or social needs.
6. Conduct periodical public hearings concerning the needs of the elderly.
7. Assist and cooperate with the Office of Elderly Affairs and other agencies or departments of state and local governments serving the best interests of the elderly.
8. Foster public awareness of the needs of elderly citizens and to provide an avenue for the promotion and solutions to meet such needs.
Article III President/Vice President/ Secretary
The President shall not vote except in the case of tie among the Board of Directors.
Vice President:
Shall serve in the absence of the President and he/she shall perform all duties of the President.
Secretary:
Shall be the recording officer of the Board.
Shall keep the minutes of the meetings, keep a record of the official membership roll.
Shall hold and pay out any funds deposited with him/her according to the directions of the Board.
Shall make financial reports when so directed by the Board.
Article IV Staff
The Board of Directors shall employ an Executive Director who shall be responsible for the day-to-day operations of the Council on Aging. He or she shall be responsible to the Board of Directors for all his or her activities. The Executive Director shall have a voice but no vote at all meetings of the Council and Board.
The duties of the Executive Director shall include, but not limited to the following:
Supervision of staff
Planning and executing all programs.
Public relations
Publicity
Supervision of budgets
Staff training
Hire and dismiss staff.
Article V Expenses
Any expenses incurred by any member of the Board of Directors shall be reimbursed only if authorized by the Board and only from such funds as are available, according to state travel regulations. Disbursements shall be made on order drawn up by the Executive Director and one other member of the Board as designated by the Board to do so.
Article VI Committees
Standing committees are appointed by the President and shall be as follows:
Executive and Finance
Personnel and Grievance
Nominating
Executive and Finance Committee:
Shall transact and conduct the business of the Board between regularly scheduled meetings of the Board. The committee shall consist of the Board as well as any additional Board members appointed by the President. The President shall serve as the committee chair. All actions taken by the Executive Committee shall be ratified by the full Board at the next regularly scheduled meeting.
Personnel and Grievance:
Shall give detailed attention to the manners of personnel and grievance procedures when requested. The committee’s reports are subject to review by the entire board before any action is taken. Chairman of this committee shall be the president or his designated choice.
Nominating:
Shall act to collect and provide names of people to fill vacancies on the board when such vacancies arise. The committee is also charged with the duty of proposing a slate of officers for the board at the annual business meeting. The chairman shall be elected from among its membership.
AD HOC:
These committees are appointed by the president to undertake a special project authorized by the board. They shall serve until such time as the work they are charged with has been completed.
Article VII Procedure
Any matters of procedure not covered herein or by the Articles shall be governed by Roberts Rule of Order (latest version). Any matter other than procedural, not covered herein or by the Articles shall be determined by the board until such time as the board adopts a formal policy to cover such matters.
Article VIII Quorums
A quorum shall be a simple majority of the membership of the Board of Directors.
Article IX Political Activity
The board shall require that any employee who runs for public office will take a leave of absence for the period of time being when he or she makes public announcement by means of a notice or press release to local news media of his or her candidacy for office and ending as of the date of the election. Such leave will be without pay. If elected, staff members shall be required to resign from the council staff.
Article X Limit of Liability
Section One. No director of the corporation shall be personally liable to the corporation for monetary damages for breach of fiduciary duty as a director, provided that the foregoing clause shall not apply to any liability of a director for any action for which the General Corporation Law of the State of Louisiana prescribes this limitation and then only to the extent that this limitation is specifically prescribed.
Section Two. It is the extent that this Article be interpreted to provide the maximum protection against liability afforded to directors under the Louisiana General Corporation as it may be amended from time to time.
Article XI Indemnification
Section One. The corporation shall, to the fullest extent permitted by applicable law as then in effect, indemnify each director, each officer, and each other person who may have acted as a representative of the corporation at its request, and his heirs, executors, and administrators. Any such person shall be indemnified by the corporation against:
A. Any costs and expenses, including counsel fees, reasonably incurred in connection with any civil, criminal, administrative, or other claim, action, suit, or proceeding, in which he may become involved or which he may be threatened, by reason of his being or having been a director or officer of the corporation or by reason of his serving or having served the corporation, trust, or committee as a director, officer, employee, trustee, member, or otherwise at the request of this corporation.
B. Any payments in settlement of any such claim, suit action, or proceeding, or in satisfaction of any related judgement, fine, or penalty, except costs, expenses, or payments in relation to any matter as to which he shall be finally adjudged derelict in the performance of his duties to the corporation, unless the corporation shall receive an opinion from independent counsel that such director, officer, or representative was derelict in the performance of his duties to the corporation if he acted in good faith in what he considered to be the best interests of the corporation and with no reasonable cause to believe the action was illegal.
The foregoing right of indemnification shall not be exclusive of other rights to which directors, officers, and others may be entitled under the Certificate of Incorporation as a matter of law or otherwise.
It is the intent that this Article be interpreted to provide the maximum indemnification permitted under the General Corporation Law as it may be amended from time to time.
This corporation shall have the power to purchase and maintain insurance on behalf of any person who (1) is or was a director, officer, employee, or agent of the corporation, or (2) is or was serving at the request of the corporation as a director, officer, employee, or agent against any liability asserted against him and incurred by him in any such capacity, or arising out of his statue as such, whether or not the corporation would have the power to indemnify him against such liability.
Article XII Amendments to the By-Laws
These by-laws may be amended by a two-thirds (2/3) vote of the members present at a meeting of the Board of Directors. Proposed amendments shall be presented at a meeting of the Board and shall be voted on at the next meeting, with at least two weeks between the meetings. Amendments become effective upon approval by the Board of Directors.
Article XIII Dissolution of Corporation
The dissolution of the Corporation shall be in accordance with the Article of the Incorporation.
Article XIV Ownership of Property
Any and all property acquired with funds administered by the Winn Parish Council on Aging shall become assets of this Agency.
Article XV Staggered Terms
The terms of the Winn Parish Board of Directors, in so far as possible, shall be staggered so as to allow that one-third (1/3) of the total membership is new each term.
Article XVI Character of Board Members
While it is understood that the Board members are expected to be of honorable character and reputation, it is expected that the members refrain from conduct injurious to the organization or its purpose. In the event that a member is found guilty of criminal misconduct and judged by a majority of the membership to the engaged in conduct unbecoming to the organization or its purpose, the board may expel the member with a majority vote where a quorum of the members has been established.
Winn Council on Aging, Inc.
Americans with Disabilities Act
The Winn Council on Aging will not deny the opportunity of employment for one with a disability but will look at one’s actual skills and abilities.
Procedures
1. An individual with a disability is a person who:
a. Has a physical or mental impairment that substantially limits one or more major life activity.
b. Has a record of such impairment.
c. Is regarded to have such impairment.
2. A qualified individual with a disability is one who, with or without reasonable accommodation, can perform the essential functions of a particular job.
3. The Americans with Disabilities Act (1990) prohibits private employers, state and local governments, employment agencies, and labor unions from discriminating against qualified persons with disabilities in job application procedures, hiring, firing, advancement, compensation, job training, and other terms, conditions, and privileges of employment.
4. How to accommodate:
a. Define the job- what tasks are essential to do the job.
b. Talk to the applicant- how will the disability affect performance?
c. Decide if accommodations can be made- does it cause undue hardship?
d. Make reasonable accommodations.
Approval: _________________________________________________________, President of the Board
Date: ________________________________________________________________________________
Winn Parish Council on Aging, Inc.
Ethics Policy
The Winn Parish Council on Aging, Inc. Ethics Policy reflects the high standard of business conduct representing what is the hallmark of our organization. Our ethics policy helps define our commitment to support trust and integrity in all we do.
As volunteers and staff, we are passionate about working with all of our seniors. We must dedicate ourselves to pursuing our mission with honesty, fairness, and respect for the individual, ever mindful that there is no “right way” to do the “wrong thing.”
The Ethics Policy helps clarify our standard of conduct and affirms our long-standing commitment to not merely obey the law, but also to conduct our business with integrity and without deception.
Code of Ethics
The summary Code of Ethics includes the following provisions:
We must:
Promote ethical behavior as a responsible partner among peers in the work environment.
Deal fairly with seniors, family members, etc.
Provide seniors with information that is accurate, completely objective, relevant, timely, and understandable while complying with regulations and rules.
Maintain the confidentiality of information entrusted from the senior.
Accept responsibility for preventing, detecting, and reporting all manner of fraud.
Always maintain a personality of honesty, integrity, and respect.
Winn Council on Aging Behavior Policy
WCOA, Inc. participants have a right to services provided by WCOA.
WCOA participants have a right to be treated with courtesy, dignity, and respect at all times by WCOA personnel.
A participant’s right to services can be terminated by the WCOA Executive Director and Board of Directors due to misconduct of the participant. Disruptive or abusive behavior to other participants or the staff will not be tolerated.
No profanity or vulgarity is allowed while participating in WCOA events or services, with the exception of a participant whose actions and verbiage are protected under ADA guidelines due to a disability.
No weapons (knives or firearms) will be allowed on WCOA property or buses.
No inappropriate display of affection or sexual harassment of any kind to the staff or other participants will be allowed.
The WCOA staff will reserve the right to refuse service to any participants who appear to be intoxicated or under the influence of drugs.
Procedure for violations of these rules are as follows:
First incident: When a participant’s behavior disrupts the staff or other participants, the staff person will speak privately with the participant about his/her behavior. The staff person will state to the participants the reason his/her behavior is objectionable and the steps the passenger must take to correct the behavior. The staff must document this verbal warning, indicating the date and time the discussion took place. The documentation must be reviewed by the Executive Director and then placed in the participant’s file.
Second incident: If the participant continues his/her disruptive behavior, the staff person and supervisor over the department will speak with the participant a second time. During this conversation, the participant will be presented with a written warning stating the reasons his/her behavior is objectionable and the steps he/she must take to correct the behavior. The warning will also state that another incident will result in a suspension of privileges to attend senior center or participant in any services of WCOA for up to thirty (30) days.
Third incident: A third incident will result in a suspension of WCOA privileges for up to sixty (60) days. The suspension notice will be written and will be sent by certified mail to his/her address of record.
If a participant continues his/her disruptive behaviors following his/her return from suspension, a written notice will be delivered to the participant, notifying him/her that he/she has been permanently suspended from WCOA services/senior center. A copy of this notice will also be placed in the participant’s file.
The Winn Council on Aging reserves the right to exceed the above violation procedures, including calling the police and having a disruptive participant removed should it become necessary for the safety of the staff and/or other participants.
This operational policy was adopted by the Winn Council on Aging, Inc. Board of Directors on __________.