New York State Office for the Aging - RFA - Community Empowerment for Aging in Community Questions and Answers March 23, 2009

Community Empowerment for Aging in Community Questions and Answers March 23, 2009

Due to the significant number of questions about the distinction between planning and implementation grants and for which type of grant an organization should apply, NYSOFA recommends that you use the following questions as guidance for whether your organization has completed the steps necessary to apply for an implementation grant.

Has our community recently undertaken and successfully completed a community empowerment planning process that:

Focused on helping people to successfully age in the community?
Actively involved community leaders, civic and business organizations, faith-based groups, older adults and other interested citizens in identifying service barriers and/or challenges posed by existing housing and infrastructure to aging in the community?
After identifying barriers, resources, and envisioning the desired future and alternative ways of mobilizing to achieve it, lead to the completion of a written plan with specific strategies for making the community more age-friendly or more liveable for people of all ages?

If the answers to all of the above are “yes”, then it would be appropriate to apply for an implementation grant to help your organization and partners in implementing one or more of the strategies identified in the planning process.

If the answers to one or more is “no”, then you have not conducted a planning process for successful aging in the community that has empowered your community and you should not be applying for an implementation grant.

While NYSOFA recognizes that each community is different, with different characteristics and needs, the active participation of community residents and stakeholders is what sets this apart as a community empowerment initiative. It is not acceptable for several service providers alone to undertake this planning process. A planning process that does not reflect significant and meaningful involvement of and partnerships with a wide range of individuals, community leaders and organizations will not be seen by NYSOFA as having successfully completed a community empowerment planning process.

More information is available in Section Two: General Information and Requirements of the RFA document

ELIGIBILITY:

Q1: Is the grant restricted to rural agencies? Our organization is on Staten Island, a part of New York City, but the borough is mostly rural unlike the City proper.

A1: Grants are not restricted to rural agencies or projects. While we intend to fund two rural projects, we also anticipate funding projects in densely populated areas. After selecting the two highest scored rural proposals, additional projects will be selected based on the highest scores, regardless of where they are located. (Section 1.3) Also, for this RFA, Staten Island is not a designated rural county (Attachment A).

Q2: Does the non-profit have to be tax-exempt? We are in the process of getting final approval from the IRS.

A2: Yes, not-for-profit applicants must be designated 501 (c) (3) corporations by the Internal Revenue Service and are tax-exempt. Your organization may submit a proposal, but must receive approval of your tax-exempt status by June 8, 2009 in order to remain eligible for funding. (Section 1.5)

Q3: Are MWBE's (minority or women business enterprises) eligible to apply, or is that statement meant to encourage eligible applicants to utilize the services of MWBEs?

A3: This means that MWBE’s are eligible to apply and encouraged to do so; however, we also encourage successful applicants to partner with MWBE’s as appropriate. (Section 1.5)

Q4: Is county government considered an eligible local government applicant, or is that restricted to towns and villages?

A4: Yes, county governmental agencies are eligible to apply for this funding. (Section 1.5)

Q5: Would NYSOFA be open to supporting Adult Day Services through this grant if an applicant can prove that their program is an innovative way to promote aging in the community? We currently provide Adult Day Services. We are hoping to implement a new strategy of making this program self-sustaining. These are services we are currently providing, but this is a new initiative. Would NYSOFA consider supporting this project?

A5: While not stated, it appears that this question concerns a potential implementation project. Grants may not be used to support existing programs. Based on your description, it sounds as if this is an existing program for services that are currently provided; if this is the case, then this project would not be eligible. The process of making an existing program self-sustaining would not be considered a new or innovative strategy. (Section 2.1)

Q6: I would like to clarify if funding would be considered for the following: the goal would be to help seniors in the community to remain independent and safe at home. We have devised a Fall Prevention/Community Independence model involving partnerships. We have also developed a model for safety, including the placement of a LIFELINE unit, a Personal Emergency Response System (we do have a LIFELINE service in place, however, this model would formalize an Empowerment Program. Would the purchase of this needed telehealth system be considered eligible for funding. We would place a unit (purchase price about $600) and simply ask participant to pay a monthly rental of about $40?

A6: Based on the information provided, it appears that this service is a component of an existing program, in which case this service would not be eligible for funding. It is unclear from this question whether there was a planning process completed that meets the requirements outlined in the RFA; however, even if such a planning process was completed, grant funds cannot be used to support existing services or programs. Total equipment costs for otherwise fundable projects are limited to $3,000. (Sections 2.1 and 2.2)

Q7: ABC Medical Center administers the payroll for employees of XYZ for which XYZ reimburses ABC Medical Center for salary and benefit costs. XYZ will be the applicant as a 501(c) (3) organization. Per the Workers Compensation requirements, should I simply ask ABC to provide the evidence that employees responsible for the project are covered by ABC's Workers Compensation?

A7: Yes, if it is ABC Medical Center’s responsibility to provide this coverage, they should be asked to provide the required workers compensation form. (Section 2.7)

Q8: You are requiring a copy of Form C-105.2 Certificate of Workers’ Compensation Insurance and a copy of form DB-120.1 Disability Benefits Insurance or a copy of CE-200, Attestation of Exemption. Hiring staff is the next step in implementation. We have obtained a quote for the above coverage; however since we have not yet hired, we cannot obtain these forms. Will our application for Grant Implementation still be acceptable?

A8: Please send a copy of the quote and a letter of explanation. If your proposal is selected, a contract will not be approved until you submit the required proof of Workers Compensation and Disability Benefits insurance. (Section 2.7)

Q9. Page 9 B refers to providing proofs of workman's compensation or an Attestation of Exemption. We are an incorporated neighborhood association (since 1964). We do not carry such workman's compensation because we do not employ people and most of our work is carried out on a voluntary basis. Will the CE-200 Attestation of Exemption and our Certificate of Incorporation be sufficient for your purposes? Can you tell us what 'benefit' it would be to have short-term workman's compensation and disability benefits policy if our 'workers' will be doing their work largely via computer and within the public sphere (hosting meetings, making office visits) where other forms of insurance would be in place.

A9: You must meet the requirements of the New York State Workers Compensation Board as detailed at http://www.wcb.state.ny.us/content/main/Employers/busPermits.jsp

Q10: We are a 501(c) (3) religious organization and according to the NY State Attorney General’s office we are exempt from filing a Registration Statement for Charitable Organizations. Since you are requesting that form, may we still apply for the grant and/or what proof do we need of our exemption?

A10: Yes, you may still apply for a grant. If your organization is a not-for-profit that is exempt from registering as a charitable organization with the Office of the Attorney General, then you should state this on the application cover page. We are not requesting copies of charities registration forms. (Sections 4.3 A and B)

The following questions were asked during the March 23, 2009 telephone conference:

Q11: In regards to section 1.5 Eligible Applicants, we are a not-for-profit senior health care organization. Would we qualify as an eligible applicant to implement a telemedicine program for new or existing clients? Do we need to partner with another organization or can we do this as an existing entity?

A11: If you are a 501 (c) (3) corporation and you meet the requirements listed in the RFA, you can apply as the lead agency for a grant. Please note the guidance above concerning applications for planning grants vs. implementation grants.

If applying as the lead organization for a planning grant, you must demonstrate that partnerships with a wide range of individuals and community groups will be an essential part of the community empowerment planning process you will carry out. It would also be necessary for that process to be an open one and not to have a predetermined outcome (i.e., such as a particular type of service or project).
If a planning process has been successfully completed, then your organization could consider applying for an implementation grant that focuses on carrying out one of the strategies specified in the plan that was developed (for example, providing a new telemedicine service to an un-served or underserved population). While you would not necessarily have to partner with another organization for this specific strategy, it would be important to show that your organization is continuing to work closely with other partners on carrying the overall plan forward.

Implementation projects cannot fund current services to current clients.

Q12: Our planning started 3-4 months ago and we have incurred very few expenses. What is the dividing line for planning grants and implementation or should we submit an application for both?

A12: Section 2.1 of the RFA outlines the requirements for both types of grants and we would encourage you to review that in addition to the guidance provided above. There is a community empowerment planning process that you must go through if you were submitting a grant for implementation. In addition to summarizing that process in the RFA, your organization must submit the written plan that resulted from the planning process. Whether you picked one or the other option would depend on whether you completed those planning steps. You could not apply for both a planning grant and implementation grant for the same project. The planning process must be completed before you can apply for an implementation grant.

Q13: With regard to clarification on what projects are considered new and what is considered existing, would a new strategy added onto an existing program be fundable?

A13: If you have successfully completed a planning process (note the guidance above), then your organization could consider applying for an implementation grant that focuses on this new strategy. You should be clear to describe how it is a new component or a new service population, etc., and not a continuation of an existing service.

Q14: We are already involved in a liveable community program. It is our signature program but we are constantly developing new projects under the rubric of liveable communities. Would they be fundable? They are of course innovative and unique.

A14: If you have recently completed a community planning process that meets the requirements of the RFA and, if you are carving out a new area, new initiative/strategy or a new population to be served, you would be eligible to apply for an implementation grant.

Q15: If we have a program that we have planned and now want to make available to other populations through a satellite mechanism, is that supported as an implementation grant?

A15: If you have gone through a planning process (see guidance above) and you have identified that this is a new strategy for an un-served population, you could submit an application for that. If it were continuation of an existing service, it would not be fundable.

Q16: Can you clarify what is considered a new service population? We have a program operating in the South Bronx and we now want to operate one in Far Rockaway. This would be for an aging population, but different demographics. Is that considered a new service population?

A16: In your community planning process, you should identify why this is an un-served or underserved area and why it is critical that the grant be used to address that need.

Q17: If we have two different programs that we would like to implement and they are separate and meet the requirements, can an agency apply for two initiatives and be awarded two grants or are they and limited to one award. How many grants will be awarded?

A17: Yes, you can submit two proposals but you would have to have a community empowerment planning process for each that shows the community need that you are working toward and that these projects are distinct. Up to eight grants will be awarded.

Q18: I represent both the Mental Health Alliance of Rockland County and the county legislature. If we submit two proposals for two different projects, one from each entity, is it possible to get a grant for both?

A18: Yes, it is possible to get a grant for both.

Q19: If we do a planning process and then we do one for implementing that plan, is it two separate grant applications? Can you do that: one to follow the other?

A19: If you are just beginning a community empowerment planning process, you could only submit a planning grant. For implementation grants, you need to already have a community empowerment plan in place. (Note the guidance above.) You cannot apply for both, having one follow the other.

Q20: We’re a mediation center and we are proposing conflict resolution services and training for the aging community to have them be more involved in the decision making process related to basic needs: health, independence, etc. Because we wouldn’t be directly involved in implementing these services, would you still consider this competitive grant proposal?

A20: We would be looking for a proposal that addresses a community need and follows a community empowerment planning process as outlined in the RFA and above. It is conceivable that some aspect of conflict resolution might be part of the strategies identified in a planning process so it would really depend on your ability to show that it meets that need as outlined in the RFA. The lead agency must oversee the project, but is not required to be a direct service provider.

Q21: Because we are already a mediation training program that focuses on the community at large, would this be considered a new program or new idea since it is focuses on the aging community and their need?

A21: If you did not have a pre-existing program for the elderly, or region or subpopulation, and the planning process spoke to a need to create such a program or focus, you could reflect in a proposal that it is a new initiative. It would be important to do so to assure that it is not perceived as a continuation or expansion of an existing service.

Q22: We’re looking at community garden projects here in Delaware County which is very rural (access to fresh fruits and vegetables and so forth). Do you have a population size minimum allowed for these grants? So let’s say we were looking at 10 people, would that make the grant not acceptable or reviewable vs. 50 people?

A22: There is no minimum population, but it would be reasonable in your planning process to explain how you identify, or the rationale that you use for, your target population.

Q23: We have a lot of diversity issues and we want to reach everybody. Part of what we had in mind is media coverage and translation into a variety of languages. Would those costs be fundable under the grant? Are there any barriers to buying air time if it is part of the planning process and implementation?

A23: If you have gone through the planning process as outlined in the RFA (note the guidance above) and determined that there was a critical community need to do public information and reach out to elders and their caregivers via the media to help people age in place then that could be an allowable cost.

Q24: Would a project to build an assisted living facility be considered eligible? There are none in our county. What about a feasibility study?

A24: Grant funds cannot be used for capital projects. If you are looking at overall housing as part of the needs of people aging in place, this is one of the recommendations that might come out of a complete planning process of the type that we have described (note the guidance above) and this could be fundable. If it has already been determined that you want to build assisted living, then this funding could not be used to underwrite the planning process.

ALLOWABLE COSTS AND BUDGET RELATED QUESTIONS

Q25: Could resources be devoted towards a not-for-profit obtaining their own 501 (c) (3) if we plan on submitting the grant application under an "umbrella" agency.

A25: A not-for-profit organization must be designated a 501 (c) (3) corporation in order to apply for funding as the lead agency and potential contractor. If an “umbrella” agency submits the grant application, then that agency is the lead and responsible for all aspects of the project and the resulting contract. Since there can be only one lead agency, the use of funds to incorporate a second organization would not be reimbursable with these grant funds. Also, no costs incurred prior to the contract start date of September 1, 2009 will be reimbursed. The State will not be liable for any costs incurred by successful applicants prior to approval of a contract by the Office of the State Comptroller. (Sections 1.5 and 2.1)

Q26: Page 6 lists some expenses which a planning grant might cover. Is any further elaboration possible to the terms presented (advisory/steering committee communication, planning staff and/or consultants, outreach to community, community organization meetings and functions, creation of a network of organizations to support such as an advisory/steering committee, communication thru network).

A26: Our intent was to provide a few examples of the general types of planning activities that can be supported with these grant funds. Depending upon the project design and the needs of the community, specific planning activities and types of supports required to undertake them can vary greatly. Because of this, it is not feasible for us to more narrowly define these terms. For general guidance on cost principles and the expenses considered allowable under this grant program, refer to federal OMB circular A-122 at www.Whitehouse.gov/omb/grants/grants_circulars.html (Section 2.1).

Q27: Will, or are, capital projects being considered?

A27: No, due to the limited program duration and amount of funding available, it is not our intent to fund capital projects. Capital projects would include facility construction or renovations and major equipment purchases. Minor renovations or equipment purchases which total less than $3,000 would be allowable. (Section 2.2)

Q28: Under 2.2 “Type & Amount of Awards”, there is an Indication that funds for Implementation grants cannot be used for facility alterations or renovations. May funds be used to build a brand new Energy Renewable building for our adult day care center?

A28: No, see Answer to Q27, above.

Q29: Can you elaborate on material things with a total value not in excess of $3,000 that are permissible for acquisition? A laptop? Printer? Office supplies?

A29: If there is an identifiable need in the project for a laptop computer and printer, then these would be allowable purchases; however, the cost of such equipment that can be paid for with these grant funds is limited to a total of $3,000. Consumable supplies, such as office and program supplies, are not considered equipment under this grant program. (Section 2.2)

Q30: The RFA specifies that implementation grants cannot be used for major building renovations costing more than $3,000. Can funds be used to purchase items including furniture, assistive devices (grab bars, walkers), dining supplies, and/or activities supplies to be used in a program for seniors?

A30: If there is an identifiable need, then the furniture and assistive devices would be examples of allowable equipment; however, a maximum of $3,000 can be used for these purchases. Supplies are allowable and are not considered equipment under this program. (Section 2.2)

Q31: If a new program component is being developed in a public/private partnership, can a percentage of the direct personnel costs for two existing staffers reassigned to the new program be applied to the grant?

A31: Yes, as long as the staff responsibilities involve the implementation of a new project.

Q32: Regarding resources for evaluation. Is there an acceptable portion of the budget?

A32: Costs associated with the evaluation of a project are fundable and there is no predefined cap or restriction on the amount that may be budgeted for expenses related to evaluation.

Q33: Is there a maximum of the $75,000 grant that can be used toward staff salary?

A33: No, there is no maximum amount or percentage that can be used for staff salaries.

Q34: We can devote resources to steering committee development. Please give examples of the types of activities and resources that would be acceptable.

A34: As noted above, costs associated with steering committee development are an allowable cost under this RFA. Examples of these costs would include: staff/consultant time associated with reaching out to local business, civic and religious organizations, and senior groups; the reproduction of printed materials; mileage to and from meetings. This is not an all-inclusive list and there may be many other examples of costs necessary to reach out to individuals and organizations within the community as part of an empowerment project.

Q35: Does NYSOFA have in mind an ideal cost per participant figure for programs operating in urban areas?

A35: No. While cost effectiveness is a component of the scoring, the cost per participant would be expected to vary greatly depending upon the project design. (Section 2.19)

The following questions were asked during the March 23, 2009 telephone conference:

Q36: In follow up to the question on the use of funds to construct an energy renewable building (Q28), can funds be used to pay for the architectural plans for such?

A36: The intent is not to fund capital projects. Since the architectural plans are an integral part of a capital project, they would not be fundable.

Q37: One of the projects we are considering purchasing a geriatric mental health mobile unit. Would this be considered a facility? It costs more than $3,000 and has not yet been built, but plans exist.

A37: The purchase of a mobile mental health unit would be considered a capital expenditure and would not be eligible for funding.

Q38: Would this grant allow us to purchase another transportation van for our adult day service program?

A38: This would be a capital project which is not eligible for funding. Also, it appears to be supporting an existing program and grant funds cannot be used for existing programs.

Q39: What is the indirect cost rate? Is there a certain percentage?

A39: No, it should be based on actual costs from your audited financial statements. It may also depend upon the size of your organization. Refer to OMB circular A-122 at www.Whitehouse.gov/omb/grants/grants_circulars.html.

Q40: Are there guidelines as to the funds spent on salaries vs. operating expenses? In other words, if we’re getting $30,000, can we spend $25,000 on the executive director’s salary?

A40: There is no restriction on the amount of the grant that can be used for salaries, but it would need to support a planning process or implementation effort for a community empowerment project. The budget and related expenses are reviewed as part of the cost reasonableness component of the evaluation criteria.

PROGRAM DESIGN AND WORK PLAN QUESTIONS

Q41: Is it compelling enough for the proposal to focus on promoting the social and civic engagement of older adults, or does the project need to address basic needs, optimize physical and mental health and wellbeing, and/or maximize independence for the frail and disabled in addition? Would it be more compelling if, for example, while being socially and civically engaged, older adults met the needs of older adults in one or more of the other three categories?

A41: In Section 1.2 of the RFA, NYSOFA included information about the four categories identified by the Center for Home Care Policy & Research as being essential to creating an elder friendly community. This information was included as background or resource material for groups and individuals interested in pursuing a liveable community project. This information was not intended as an all-inclusive listing nor was it intended to indicate that grant applicants must address each area to be considered for funding. (Section 1.2)

Q42: Can our program design address needs in different categories?

A42: Yes, the applicant may address any of the needs identified in these categories as well as any other needs related to aging in the community that they identify. (Section 1.2)

Q43: What specifically distinguishes collaboration from cooperation?

A43: Collaboration occurs when organizations are working together towards a common goal and jointly plan, implement, and evaluate projects to achieve that goal. It involves a higher degree of commitment and responsibility than cooperation. (Section 1.2)

Q44: Define more specifically the lead agency’s responsibilities and the extent to which outsourcing would be viewed as acceptable.

A44: The lead agency must actively manage the planning process or oversee implementation of all project activities, strategies, collaborations and/or provision of services. Section three of the RFA includes the State of New York Agreement which provides more specific information on the responsibilities of the Contractor when entering into any subcontractor relationship. (Section 1.5 and 3.1)

Q45: Would Managed Medicaid organizations be acceptable partners?

A45: Yes, the RFA states that partners “should involve a mix of public and private stakeholders, including those experienced in geriatric issues and resources.” (Section 2.1)

Q46: What documentation is required as evidence that the planning phase has been completed?

A46: Those who are applying for an implementation grant must submit a written plan with the application (Section 2.1).

Q47: Can a previous feasibility study of the project be considered as part of 4.4B Implementation Grant Program Work Plan (option B); B) Program Design, write up?

A47: Yes, as long as the feasibility study meets all of the planning requirements as outlined in the RFA and a copy of the Community Action Plan or Report is submitted with the application. (Section 2.1)

Q48: We do not have a written report per se. Although our community partners participated in the planning and presentation of this project to the community, once they voiced their concerns, it was left to us to develop and implement this project. Do you want a written report from the organization which answers Question 6? Shall I give you a written report based on the verbal report that we gave to the community partners?

A48: Grants that support implementation efforts must demonstrate that a plan was developed, through a community planning process, and specifies the areas that must be addressed in the plan. A written plan or report must be submitted with the application. Additionally, it is NYSOFA’s view that partners would be organizations that have an ongoing commitment to the planning and implementation phases of a project (Section 2.1)

Q49: Should the study or analysis be done by an independent contractor or can our own studies and analysis be used?

A49: The RFA does not stipulate who should conduct the study or analysis to develop the plan; however, the criteria as to what the planning process involved, and what should be included in the plan are specified in the RFA. (Section 2.1)

Q50: You have indicated up to 4 pages for Organizational Capacity and Program Design of up to 8 pages. Do these two items combined comprise the entire proposal? Are there a limited number of pages for the total proposal?

A50: The organizational capacity section of the work plan should not exceed 4 pages and the program design section should not exceed 8 pages. Those two sections encompass the work plan portion of the proposal. The other portions of the proposal include the budget, cover page, and any attachments that are required (for example, organizational chart, operating budget, letters of support, and Community Action Plan or report). There is no page limit for the entire proposal. (Sections 4.4)

Q51: Program Design - It says that this section should be up to eight pages long. Then in number six it says to submit a copy of the written plan or report that resulted from the planning process. Is this separate from the eight pages or is it to be included within the eight pages?

A51: Yes, the written plan or report is separate from the rest of the Program Design and not counted as part of the maximum of eight pages. (Section 4.4)

Q52: Regarding the 8 page limit for the Program Design/Work Plan section of the RFA, does this page limit include: the Community Action Plan? Partner letters? Or are those pages to be counted separate and apart from the Program Design?

A52: The 8 page limit does not include the Community Action Plan or letters of support. (Section 4.4)

Q53: In the Implementation Grant Program Work Plan (option B), Program Design should it outline the area our organization is currently located or the area we will move to in the future. We will serve the same geographical area.

A53: Applicants should identify the catchment area for the proposed project and the population that is being targeted, not where the lead organization currently has its offices. (Section 4.4)

Q54: Would it be advisable to include a proposed organizational structure that the applicant foresees as being required in the end state and the plan to fulfill this structure which would supplement the organizational structure as it currently exists?

A54: Yes. The organizational chart should show the location of the proposed project within your organization. The organizational chart should reflect the structure of the organization, and include where within the organization the project will reside. (Section 4.4)

Q55: In response to questions regarding Organizational Capacity, etc. should the applicant include only the lead agency’s current capabilities, structure, experience, etc. or would it be advisable to include the co-applicants as well?

A55: The Organizational Capacity section of the work plan requests information for the applicant organization, which is the lead agency that is applying for funding and is contractually responsible for the project. These questions should focus primarily on information for the lead agency; however, it would be appropriate for co-applicants to indicate their ability to support and enhance the project in their letters of support. (Section 4.4)

Q56: Does the applicant need to identify specific individuals for the full Steering Committee or simply the Organizations/Entities from which committee members will be drawn such as Capital Area Senior Association, the Greater Capital Area Chamber of Commerce and selective individual community members.

A56: The applicant should identify the organizations and those who are representing those organizations in the committee, where possible. (Section 4.4)

Q57: Are we restricted to servicing only in our catchment area?

A57: As indicated in the Program Design section of the Work plan, it is the responsibility of the applicant to identify the “catchment area for the project” and the population that is to be served by the project. You should identify the entire catchment area that your project plans to serve. (Section 4.4)

The following questions were asked during the March 23, 2009 telephone conference:

Q58: We’re having trouble finding a way to develop partnerships because the project area is serving a naturally occurring retirement community of 200 persons, one-third of them who are already in the frail elderly category and the other is on the cusp of it. As you can imagine, with a total population of 5,000, we don’t have many not-for-profits and we have already spoken with the OFA and they are willing to write a letter of support but don’t intend to give us any guidance. How are we going to partner with someone who can officially be a lead agency even if your correspondent is the grant writer?

A58: In addition to the Area Agency on Aging, you should talk to other viable entities and perhaps have a meeting to discuss who might be possible candidates. Certainly in the application, you will need to reflect your unique needs; in this case, the very rural nature of your community.

Q59: We (in Westchester) have been having some conversations with folks upstate in Rochester and we were wondering how you folks would entertain a collaboration between regions, upstate and downstate.

A59: The scope of the region and the community is really determined by the planning process and certainly there are unique collaborations that can be considered. Such a regional collaboration might be possible depending on the nature of your project and its design.

Q60: For planning grants, do partnerships already have to be in existence?

A60: No, but it should be well articulated in the proposal who the partners will include, what the intent is and what the process involves so we can be sure that a comprehensive planning process (see guidance above) will be undertaken.

Q61: Many state grants require a blessing from the Area Agency on Aging (AAA). Is that the case with these grants? Does that mean the AAA has to give us a letter?

A61: A letter of support from the AAA is encouraged, but not required.

Q62: If we have an initiative where we are going to be matched for consulting, is that a possibility within the requirements? For example, if we have to pay consultants $30,000 and we’re getting matched for $30,000, would that be acceptable? And how do we represent that? As a MOU (memorandum of understanding)?

A62: We do not require match, but if that is part of a partner’s contribution to the effort, it would be a way of showing collaboration. If you have an MOU in place, you could submit that. In the letter of support, the partner could detail their level of support, including the ongoing support through monetary contributions they are making.

Q63: If the contribution is coming from the private sector, such as a business chamber of commerce, would that be the same thing – just a letter of support? And would it matter if it was for outreach to the public, publicity, ads, etc., so people know that the project is there?

A63: Yes. Those are all acceptable types of collaboration and support.

Q64: Could a visioning process for key stakeholders, including caregivers and older adults attending a one day session, be part of the planning process?

A64: If this is a planning grant proposal, it could be considered part of it. If the meetings, the focus groups, etc. are part of the community planning process, then the related costs would be allowable.

Q65: Currently we have two aging in place projects in our community and those are clearly defined as the area in which people are living. For the project we are considering, can the people move, but be considered as residing within the same community?

A65: Yes, if that is a consideration which is factored into how you define your community, then it would be acceptable.

Q66: In what way would you like to have the outcome measurement defined? Do you want them by a formula, do you want them as outcomes, percentage of population targeted, etc. How are these outcome measurements going to be looked at? For instance, if I said we were going to address 133 people, out of which 120 would be served and that would be the target, is that correct?

A66: You should describe the process that you will use for evaluation, which will probably be unique based on your project. It should be somewhat reflective of the goals that were established through the planning process, what is considered important to your community, what constitutes success, and how you measure it. The example you give could be one item and there may be others that you use for evaluating success and meeting your objectives as identified in your community planning process.

Q67: In terms of needs assessment, would experiential evidence be okay?

A67: Experiential evidence on issues would be appropriate, along with other supporting information about need that would be relevant to the proposal.

GENERAL APPLICATION QUESTIONS

Q68: Is it possible to submit two proposals?

A68: Yes, as long as the proposals are for different projects.

Q69: Can you explain the timetable further. Projects are to commence on September 1, 2009 and be finalized by August 31, 2010; however funds will not be released after March 31, 2010 unless the Legislature approves additional funding? This suggests the bulk of 'chargeable' activities should be completed within the first seven months, correct?

A69: No, the program period is anticipated to be a one-year period that runs from September 1, 2009 through August 1, 2010. The funding for this program must be reappropriated every year in the State Budget in order to be used for any obligations incurred after March 31st (i.e., the end of the state fiscal year); therefore, in order to reimburse project expenses incurred after March 31, 2010, these funds must be reappropriated in the 2010-11 State Budget. While NYSOFA will request and anticipates the reappropriation of these funds, since we cannot provide any guarantee of reappropriation, this cautionary language is included in all of our contracts. (Sections 2.4 and 3.4)

Q70: Other than websites listed in the RFA Bibliography, Can NYSOFA cite some specific Best Practice examples of Aging in Place organizations in New York State?

A70: Since we are looking to fund new and innovative services, we have opted not to provide examples of best practices. As an additional resource, workshop materials are available from NYSOFA’s November 2008 conference on Empowering Communities for Successful Aging at the following web page: www.empoweringnycommunities.org (see links at bottom of web page).

The following questions were asked during the March 23, 2009 telephone conference:

Q71: Are there different grants for each?

A71: Yes, there are two different options (planning and implementation) that you can apply for that we anticipate funding. There is no preconceived number of grants intended to be funded under either category.

Q72: I am confused about the properties of the total grant. Is it divided between planning and implementation or is it 2 separate grants? If we apply for planning, does it matter how many people apply for implementation?

A72: They are two separate types of grants. It does not matter how many applications we receive for either. NYSOFA will fund up to eight grants in total. There is no preconceived number of how many will be planning and how many will be implementation grants. It will all be based on the merits of the proposals.

Q73: Can we split the grant into two initiatives? Can we fund two initiatives?

A73: A grant could fund more than one initiative or separate proposals could be developed and submitted.

Q74: On page 27 of the instructions, it does state to repeat in bold each question, including its number and letter as appropriate. Is it acceptable to only list the number and the title of the category rather than the entire question? Some of them are very long.

A74: Yes, make sure you include the question identifying number. If you can include the other identifying information, that would be helpful too.

Q75: Can you tell me what the difference is between a partner and a collaborator or are they the same? Can the partner and the collaborator could be an existing service provider?

A75: For the purposes of this RFA, they are considered the same. Yes, an existing service provider can be one of the partners/collaborators.

Q76: We have multiple potential projects that are going to be coming out of Long Island. What is the OFA’s responsibility in terms of sending letters of support for each of the projects?

A76: You could send letters of support for each, but you should be clear as to the nature of your involvement and the level of your support.