CSBG-ARRA Narrative Report
Reporting Period: July 1, 2009 to September 30, 2010
Submitted: October 7, 2010 by Sandra Stevens
Gateway Community Action Agency (Gateway) served 3,586 clients within 1,821 households throughout the Gateway area by means of the Community Service Block Grant American Recovery and Reinvestment Act (CSBG-ARRA) funds. These funds brought about the creation of five projects: Service Enhancement Project, Green Solutions Project, Healthcare Expansion Project, Model Service Delivery Project, and the Prescription Assistance Project.
Service Enhancement Project
Project Description
Through the Service Enhancement Project (SEP), a Community Services Block Grant (CSBG) Administrative Assistant and a Support Outreach Worker, was provided to enhance or create new services for existing staff, community partners, and above all, our clients through the CSBG program which was a CSBG-ARRA funded initiative providing serves throughout the Gateway counties of Bath, Menifee, Montgomery, Morgan, and Rowan. With the use of the additional staff, it permitted lower staff to client ratios so that services can be better tailored to suit their individual needs. Our agency strives to assist every individual that approach our local outreach offices located in each county within our service area. There is only one outreach worker placed at each office which creates an empty office during the absence of the worker. The support staff provided through SEP reduced the frequency of closed offices, especially throughout the duration of taking applications for the Low Income Home Energy Program (LIHEAP). The support staff also is utilized to provide additional support to the outreach workers during periods of high traffic of clients seeking services to enable the ability to increase the numbers of clients served.
The main targeted clients in need to obtain assistance with the direct funds are seniors, households affected by health issues within their family and “at-risk” of homelessness. Many households sacrificing their food, medications, heating/cooling, utilities, and housing or has transportation issues to acquire transportation for treatment due to a severe illness, has received assistance. They could be considered a senior household, a household “at-risk” for homelessness or in a homeless shelter, a household with someone who has a severe health issue that, in turn, cause unexpected expenses where they have to sacrifice their food, medications, heating/cooling, utilities, and housing due to these unexpected expenses.
A tenant education workshop is provided by the Support Outreach Worker for clients of the Gateway Homeless Coalition, local DCBS TANF workers, as well as one-on-one sessions with clients who receive monetary assistance towards their shelter needs.
Evaluation
Through the services provided by the two SEP support staff, there were 3,174 clients during July 1, 2009 and September 30, 2010 served. We served an additional 224 clients in group activities and/or community events. The two SEP support staff’s titles are Support Outreach Worker and CSBG Administrative Assistant who have worked a combined 3,196.92 hours. The added support service, which came through this project, had wonderful timing. Along with the normal reasons regular CSBG staff needing to take off, there was also a staff member who took off six weeks for family medical leave. No office was closed and no added pressure was placed on the CSBG Director and other regular CSBG staff due to these occurrences. Each support staff provided different levels of assistance to the CSBG Director, staff and clients. Some of the supports involved were providing an extra staff at outreach offices that were experiencing a high number of clients seeking LIHEAP services, completing meeting minutes, providing researching, assisting with compiling the agencies strategic plan, assisting with compiling the end of the year Emergency Food and Shelter Program reports and other necessary reports, conducted file reviews, serving as the CSBG Director’s representative on committees, sitting up meetings, preparing for the Garden Seed program, writing and proofing annual stories, assisting flood victims and much more. SEP served over 3,000 clients in multiply ways and many were seen more than once during this service period. The support staff also participated 84.5 hours of training.
A $48,800 of these funds was utilized for direct client services to assist 102 households at the 200% federal poverty level or below. The creation of this project is to help bridge the gap between our clients and self-sufficiency by providing resources to meet their basic needs on their path to self-sufficiency.
Gateway assisted seven clients who are participants of our Self Sufficiency program. They were assisted with gas to get to work or school, assistance with purchasing books, assistance on their utilities and rent. With each monetary assistance, Gateway helped each participant get a little closer to meeting their goals to self sufficiency.
The direct client funds were also utilized as follows:
- 71 households who were determined to be “at-risk” of becoming homeless by assisting with rent or mortgage
- 11 households received assistance with fuel to travel for medical appointments and treatments assisting homes with severely ill family members.
- 13 households received assistance with utilities due to:
- A determination was made to be “at-risk” of becoming homeless due to their utilities being listed in the lease to be active or they would face eviction
- A determination was made to be “at-risk” of neglecting themselves from food &/or necessary medication
- A determination was made that this assistance was a better option to free the financial burdens for households with severely ill families members.
One client household was assisted with means to obtain their heating source (propane). The client is a single mother of two children that was newly employed part time. She was unable to work full time due to a medical condition called Chairi Malformation Syndrome Type I. She had been through medical procedures and it has been determined she was not a candidate for surgery to correct her medical problem. She stated that the main vein in her brain is in the area needed for surgery and due to it being her main artery the doctors cannot re-route the vein to another location. Due to the exploratory procedure performed at that time, she was left with some brain trauma and is having difficulty remember things. She was seeing doctors twice weekly and only working three days per week. She begun the procedure to receive disability benefits due to this condition but due to the decrease in her pay and many medical bills she was not able to provide heating source for herself and her children. She had 0% in her propane tank, unable to pay to have fuel delivered and needed the fuel before LIHEAP will officially begin, which she plans to apply for. Using CSBG-ARRA funds in the amount of $371.26 Gateway was able to put 193.465 gallons in her tank, leaving her to pay $12.54 to bring the gallons to 200. Ensuring she and her boys will have some heat this winter and hopefully we can continue to assist with this need through LIHEAP funds, if able.
Many of our working clientele cannot afford to take time off of work to come to the outreach offices to apply for needed services. This was especially true during the 2009 season of LIHEAP when the need for heating in the winter was active. There are a lot of the people considered the “working poor” who are eligible for services but is not able to seek the assistance to apply or doesn’t even know about services available. The Support Outreach Worker created a partnership with some local businesses to do on-site LIHEAP applications for their employees who wish to seek this service. As a result of providing this outreach activity, more households received assistance towards their heating bills and increased the awareness of Gateway Community Action Agency (Gateway CAA) and the services the agency provides. Another result afforded the new partnered employers more production because their employees didn’t have to leave work to apply for our services and the employees didn’t lose pay or received occurrences to time missed while applying for LIHEAP.
The activity to support employees at their site of employment went well. The Support Outreach Worker approached several businesses throughout our service area and presented information about Gateway CAA and LIHEAP. The worker asked if she could come to their place of business to provide the opportunity for their employees to apply for LIHEAP in a confidential environment. Along with this request, the worker advocated for the advantages for the employer to provide support for his employees. Some of the advantages included employees could apply for a needed service that they may not generally take the time off of work obtain, production wasn’t lost, employees didn’t obtain additional occurrences for time missed which could lead to termination, etc. There were several businesses who denied this request but we found that majority of the businesses stated that this was a good project but the timing of the activities for themselves or the worker didn’t correspond. For those who agreed to partner with this project, the Support Outreach Worker found that along with completing 49 approved applications, she educated many others about Gateway CAA, LIHEAP, where to go to apply for this and other programs as well as what type of documentation is needed to apply. There were several employees who informed the worker that they were not aware of and/or didn’t know that they could be eligible for programs that could address their needs with maintaining their home, employment and overall their self-sufficiency. Businesses who agreed to partner with this project were McDonald’s in Morehead, Owingsville, & Mt. Sterling; West Liberty Nursing and Rehabilitation Center; Save-A-Lot of West Liberty; Lion Apparel of West Liberty; Kroger of Mt. Sterling and Wal-Mart of Morehead.
The support staff attended community events promoting services provided by Gateway CAA including an emphasis towards the Weatherization program. These events includes: Grandparent/Caregiver Conference; School/Community Awareness Night; Inter-Agency Councils in Bath, Menifee, Morgan and Rowan Counties; Bath Co. Health Fair. Along with Gateway CAA’s program information, materials were made available boosting the public’s awareness about Earned Income Tax Credit, avoiding predatory lending, etc.
(Earned Income Tax Credit) EITC promotional tote bags, backpacks, blankets and weekly assignment books were given to clients such as Maysville Community Technical College students, Workforce Investment Act (WIA) students, GED graduates, participants of the Self-Sufficiency program, other case managed clients and also provided to clients receiving Low Income Home Energy Assistance Program (LIHEAP) services who are potentially eligible for EITC/AEITC. There were table runners purchased to continuously promote EITC at all community events. These items sports the message “Wish your paycheck would stretch to cover more? With the Earned Income Tax Credit (EITC) you could get extra money back from the IRS Single or married, with or without children, you may quality!” The tote also contained educational materials about EITC, (Advanced Earned Income Tax Credit) AEITC, Heating and Cooling Tips, Healthy Eating and Safe Food Handling, Gateway CAA program brochure, and more. All CSBG staff will now have a name tag with the message “Ask me about EITC. You could get extra money from the IRS” to wear during working hours in and out of their office.
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Example of EITC promotional materials includes the message tote bag and materials pictured above
Seventy one (71) clients received the one-on-one Tenant Education session after receiving direct monetary assistance to stabilize their residential situations to prevent them from becoming homeless. One hundred ninety eight (198) clients participated in the Tenant Education Workshops, which included 31 homeless clients going through it at the Gateway Coalition Homeless Shelter.
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Jonia Morris, Support Outreach Worker, conducting a Tenant Education Workshop with clients at the Gateway Homeless Coalition Shelter in Morehead, KY
Retention of Employment
The specific staff we hired in the position as the CSBG Administrative Assistant didn’t work out until the end of September 30th and worked only until mid May. Instead of hiring a new person, some additional responsibilities were given to Jonia Morris, who was hired as the Support Outreach Worker. Mrs. Morris was a dislocated, unemployed certified teacher who was not having luck finding a teaching position or other means of employment to support her family. Through the opportunity presented by the CSBG-ARRA SEP project, Mrs. Morris was able to provide for her family. While employed in this position, Mrs. Morris worked hard and proved that the need for a full-time additional support staff was necessary to assist the CSBG team, Mrs. Morris, will be retained as the CSBG Administrative Assistant.
Green Solutions Project
Project Description: The Green Solutions Project was coordinated and administered by Frontier Housing, Inc. (Frontier) with oversight provided by Gateway Community Action and means of subsidizing funds to employ a Green Housing Specialist. The project operated throughout Bath, Menifee, Montgomery, Morgan, and Rowan Counties. Frontier designated a Green Housing Specialist (Tom Lewis). Mr. Lewis has been researching and developing energy efficient housing products. The Green Housing Specialist has performed home inspection, work write-up, and walk-through with low-income families in our service areas. Frontier Housing, Inc. will be continuing this project. Our continuing goal is to indentify homes for energy efficient rehabilitations along with educating homeowners on the benefits of green features for their homes.
Job Creation: Through funding provided by Gateway Community Action’s CSBG-ARRA, Frontier has utilized $30,000 to subsidize the position Green Housing Specialist. Tom Lewis became a dislocated worker when the company he worked for shut down their construction division. All employees were laid off. Mr. Lewis has become an asset to Frontier Housing, Inc. and will be retained. His position will be a Green Solutions Technician, which will be funded through the margin on projects we are completing. Mr. Lewis has received training in the following: BPI (Better Performance Institute)—Rehabilitation homes, Intensive computer training, Energy Audits, Business Classes that provided training to start and maintain your own business, Lead Base Paint training and Certification, Write and Execute contracts, and working with Contractors.
Project Status: The Green Housing Specialist has counseled approximately ninety homeowners about this program and green solutions for their homes. In addition, we have counseled those same homeowners on income tax credits available to individuals who purchase energy efficient appliances and materials for their homes. We are educating our community about the EITC (Earned Income Tax Credit) and the potential benefits of that tax credit to those who may qualify.
Jobs Completed: Due to the professional assessments completed by Mr. Lewis, the following rehabilitation jobs were contracted to construction businesses in our service area which created new work for their employees.
Rehab Job #1 Green Solutions Project contracted to install new energy efficient flooring, siding, doors and windows, a new heat pump, and shingles.
Rehab Job#2 Green Solutions Project contracted for the replacement of a water heater with a new more energy efficient model.
Rehab Job#3 Green Solutions Project contracted for the installation of a new heat pump and duct work.
Rehab Job #4 Green Solutions Project contracted for the replacement of windows, doors and installation of a new heat pump and duct work system. Old doors and windows were removed as well as a wall mounted gas heater.
Rehab Job #5 Green Solutions Project contracted to remove and replace kitchen, bathroom and hallway floors and floor covering. All construction waste was removed from the job site.
Rehab Job #6 Green Solutions Project contracted to replace and remove an old and broken heat pump. All construction waste was removed from the job site.
The above jobs were completed in Bath, Menifee, Montgomery, Morgan and Rowan Counties. However, we were able to service many other counties that exist in the Frontier Housing, Inc. 11 county service area.
Attached you will find our Second Quarter News Letter. Page 2 details just one of Frontier Housing’s completed projects through the Green Solutions Program.
Health Care Expansion Project
Brief Description of Project: To address the lack of medical providers in the Gateway service area. This barrier creates unique challenges when serving at-risk children and their families. Accessing the services of providers that specialize in a particular area presents even greater challenges. Based on Kentucky’s health outcome report which ranked counties in their order of health, (1 being the healthiest and 120 the unhealthiest), the counties in our service area ranked between 51 and 84. Children learn through observation and role modeling. Certainly the most influential is the immediate family but the community in which one lives plays a part in forming the long-term health habits of its citizens. Collectively as a community, illustrating the importance of health is pivotal to positive health outcomes. The goal of this project had both short-term and long-range goals and objectives. The short-term being that all children are up to date on immunizations, have a physical and dental exam that includes necessary follow up, and participate in screenings to identify potential concerns or delays. The long-term to educate families on the dangers of smoking and second hand smoke, how to make healthier choices when selecting food for their family, and promoting greater physical activity in the context of family fun and enjoyment. These goals have been accomplished by utilizing every available avenue that has included parent meetings and trainings, policy council, staff training, health advisory, and staff meetings.
Completion Status: We have been enormously successful in meeting the initial goals of this project. This project has benefitted our most at-risk population with success illustrated not only by the number of people served but also by the amount of assistance, materials, education, and one –to – one consultations that have been provided. Due to this project and the partnership with the health district, 100% of enrolled children exited the program with a medical home. 100% of children were up to date on schedule of immunizations. 100% of children received a dental and physical exam and recommended follow up. 100% of our enrolled families received information and were offered training on the well child care schedule, immunizations, positive mental health, good oral health, and 184 four year olds served by Head Start entered Kindergarten this year healthy and ready to succeed. Additional benefits included CPR/First Aid training and onsite staff training and consultation for children with special health care needs. During the project period, 85 staff members and 309 preschool children have received services as a result of the health care expansion ARRA funding.
Estimated Number of Jobs Created:
The health care project created a health specialist position which will be sustained once funding has concluded. The health specialist will continue to work as a means of a community partner with Head Start staff to promote positive medical, dental, and mental health in the home, to identify potential delays and offer early intervention, and focus on the long-term goal of informing and educating families and citizens of the community.
Model Service Delivery Project
Number of jobs created or retained
Two positions were created as a result of the Model Service Delivery Project.
Brief Summary
As identified in our strategic plan, one of Gateway’s focus was to create an effective project geared toward not only providing employment and opportunities but would also strengthen Gateway’s current practices and provide the opportunity and means to continue our fight against poverty. Therefore, the Model Service Delivery Project (Model project) was developed.
The Model project includes a three part approach to effectively and efficiently operate projects created as a result of the Community Service Block Grant American Recovery and Reinvestment Act (CSBG-ARRA) funding. Given the circumstances surrounding CSBG-ARRA, it is imperative that Gateway excel not only in the provision of services but also in tracking and reporting. Effective service delivery demands a strong system of support, reporting, and accountability.
The 3 part approach for this projected funded by CSBG-ARRA includes:
1. Employ Information Technology Assistant
2. Employ Bookkeeper
3. Install new client based fund tracking software
The Model project has provided the support system necessary to operate current initiatives and develop new ones. This three part approach has been a critical part in effectively carrying out the goals and objectives described in our CSBG-ARRA plan and budget.
Evaluation of Completion
Gateway has successfully implemented multiple systems to ensure effective tracking and reporting. It has required a self assessment of fiscal system. Our software installation component is nearing completion is now complete and fully operable. Five staff has received software training and has acquired skills basic training and will receive an additional full week of in-depth training at the end of May. The software has required a review of current systems and future systems – all of which are necessary to effectively implement the CSBG-ARRA projects.
Continued Employment
The Information Technology Assistant, Mr. Keith O’Hair, has gained valuable training and skills that have increased his employability. This position has been exposed to an array of responsibilities including but are not limited to: general computer maintenance, preventative diagnostics, tracking and installing updates, server maintenance, security system analysis, and other technology related necessities. This type of training is invaluable to one’s job stability. Gateway is retaining Mr. O’Hair as the IT Assistant. His time will be allocated to each of our ongoing programs based on the amount of work he performs on behalf of each program. It is estimated that 85% of his compensation will be paid by our federally funded Head Start Program. The remaining time will be charged to other programs such as LIHEAP, CSBG, Weatherization, Adult Day Care, Workforce Investment and Healthy Marriage Imitative,
Prior to CSBG ARRA, the Bookkeeper, Mr. Zach Engle, was employed only part time. Through our Model Project, a full time position was created. Mr. Engle has gained valuable training and skills that has increased his employability. This position has been exposed to grant funding, compliance and regulations, accountability, tracking, reporting, business procedures, and low income services. Gateway is retaining Mr. Engle as a bookkeeper. Gateway has received approval to utilize CSBG carry-forward funds to continue Mr. Engle’s employment.
Outcome/Success
The CSBG ARRA Model Project has been instrumental for Gateway. It has afforded the opportunity to install an upgraded network, implement new accounting software, create 2 positions, and provide valuable training and enhancement for five current positions: Finance Officer, three current bookkeepers, and the Information Technology Director. All five positions have obtained invaluable training and practical application skills which will sustain economic growth by their enhanced ability to maintain and/or secure employment. Specific benefits include but are not limited to:
Network installation
- Increased network speed & performance
- The upgraded application has provided the ability to support agency and program growth, more effectively manage the administrative process, meet compliance regulations and meet the needs of our clients.
- Improve communications
- Employees have access to critical resources necessary to carry out our agency mission.
- Information can be shared more quickly and efficiently.
- Increased security
- Sensitive data is more secure.
- Data backups will be easier to schedule and perform.
- Enabled support for remote sites
- Has allowed administrators to provide technical support using remote management
Accounting Software
Prior to CSBG ARRA, Gateway’s accounting software is ineffective and inefficient. Gateway proposes the purchase of Sage MIP Accounting Software. The new software, Sage MIP Fund Accounting addresses the specific nonprofit financial management needs of organizations that need to track and report on multiple funds across multiple budget periods to meet their reporting requirements and demonstrate accountability. This Sage accounting software will become imperative to our agency as we plan and manage budgets, maximize grants, and produce accurate customized reports in minutes.
Grant-Funded organizations are a unique sector of nonprofits concerned about process improvement, budgets, reporting, accountability, turnover, and technology just like any other business in today's world. But we face an additional challenge - the complexities of being regulated. CSBG ARRA Model project has proved the means to operate as effectively and efficiently as possible while maintaining compliance and the overall health of our agency.
Prescription Assistance Project
1. The funded ARRA project is the Prescription Assistance Program.
2. Prescription Assistance Program (PAP) is an CSBG-ARRA funded initiative which served the citizens of the Gateway counties (Bath, Menifee, Montgomery, Morgan, and Rowan) with a program that facilitates positive change in the lives of those experiencing socioeconomic challenges in regard to obtaining prescription medications. Specifically the program counselor:
· Assisted clients at the 200% federal poverty level or below to access entitlement, benefit, and pharmacy programs. The counselor researches the qualification guidelines, assists the client with the application, works with the medical professional involved in the case regarding the prescriptions, and submits all necessary paperwork or computer applications to drug company assistance programs.
· Communicated with pharmaceutical programs and other relevant companies and agencies to procure free/low cost medications, information, and other resources. Resource materials for distribution and reference concerning medications and other health issues are maintained for distribution to clients.
· Recruited and enrolled clients into the program in the five county service areas.
· Provided case management, follow-up, home visits, advocacy and referrals to other supportive services for clients.
· Maintained a system of record keeping on the state PAP database, CASTiNET, and a HIPPA compliant filing systems of client case files and documentation.
· Worked with other staff and community partners to coordinate existing services in service region.
· Conducted outreach programs designed to inform potential patients and local social service agencies regarding assistance programs.
3. The program is concluding with the end of the CSBG-ARRA funding period, September 2010. It was projected that approximately 300 non duplicated clients would be served in the project. At the close of the program in September 2010, 251 unduplicated clients have been serviced. The reality of the service to clients is that they were assisted multiple times over the life of the CSBG-ARRA funding for PAP. Therefore, the unduplicated count in no way reflects the actual number of office visits and service offered to the clients.
In an ancillary service we have assisted 47 clients receive vision care consisting of examinations and/or glasses through the Kentucky Vision Project. The unemployment benefits have been extended by congress affecting 10,000 unemployed persons in the state of Kentucky. Since most of these unemployed persons do not have health insurance, this program continued to provide needed medications for this population in the Gateway area until the end of the availability of program funding.
4. One job was created and has been maintained during the ARRA funding period. The PAP Counselor, Ms. Teresa Judd, was a dislocated worker at the point of her employment with Gateway Community Action under ARRA funds. Previously, Ms. Judd had been employed with Kentucky Homeplace, a prescription assistance program operated by the University of Kentucky. With a decrease in state funding this program was decommissioned.
The closure of Kentucky Homeplace not only cost Ms. Judd her employment, it also meant that the uninsured and underinsured in Gateway’s geographic service area were left without the support that needed to obtain affordable medications and/or medical services in regard to ancillary medical needs.
Ms. Judd will not be retained in this position with the close of CSBG-ARRA funding on September 30, 2010. Through the skills, experiences, and collaborations that she gained while in PAP employment, Ms. Judd has been hired by the regional university, Morehead State, in a grant program they have secured called Senior Medicare Patrol. This program, SMP, helps older Americans be wiser health care consumers. Seniors are taught to better understand their Medicare statements so they can detect potential fraud and errors and then take the appropriate steps to correct them.
Because of Ms. Judd’s extensive exposure to the issues of senior citizens, learning new data base documentation procedures, and insurance procedures, and exposure to the local social service agencies in the PAP job, Morehead State University found her to be the best qualified applicant to take charge of this grant program. In addition, while in the PAP employment, she was able to complete her undergraduate degree in Social Work which qualified her to apply for this new position.
Therefore, Gateway believes that the opportunity to be employed in the PAP program under CSBG-ARRA funding fulfilled the objective of taking a displaced worker and getting them returned to a full employment opportunity.