view the brochure! - Pima Council On Aging

What is the approach that will be used to monitor and track progress on the Area Plan on
Aging?
Area Plan goals and objectives are reviewed and updated twice yearly by management staff with
progress reports indicating the status of achieving the goals. Depending upon funding or
program changes, utilization patterns, or other variables, amendments to service contracts may
be required. If contract amendments for Area Plan services are required, they are discussed with
applicable funding sources and sub-contractors; changes are made to budgets and scope of
work methodologies and presented to the AAA Advisory Council for comment. They are then
submitted to the Board of Directors for approval and subsequently to AZ DES, Division of Aging
and Adult Services (DAAS). PCOA designated staff prepare monthly financial and social service
reports from all sub-contractors and internal programs for those covered under the Area Plan.
AAA designated staff monitor expenditures and program outcomes and present regular reports
to the AAA Advisory Council and the Board of Directors. At the end of each fiscal year, a formal
“Year-End Report” is completed which lists accomplishments, outputs and outcomes; it is
published in the Annual Report and shared with Advisory Council, Board, staff, and funders.
How is competition used in the Area Agency on Aging in arranging for services for
elderly individuals and their caregivers?
PCOA follows Federal and State procurement codes for obtaining goods and services. Contracts
are awarded for a three-year cycle utilizing a formal Request for Proposal process. Legal notice
is posted in local newspapers and a mailing list of providers is maintained for notification of
Request for Proposals. Sealed bids must be received by the posted deadline and opened
publicly at a specified time. PCOA conducts fiscal and program monitoring of all providers
annually, or more often if needed. Follow-up is provided on any corrective actions to assure
contract compliance.
How have you coordinated activities and long-range emergency preparedness plans
along with local emergency response agencies, local governments, state agencies
responsible for emergency preparedness and other entities involved in disaster relief?
PCOA takes seriously its mandate to plan and advocate for seniors, particularly for those living
in their own homes in the community and communicates the unique needs of the senior
population in emergency preparedness planning by participating in the Pima County
Government’s Functional and Access Needs Task Force (Vulnerable Populations Taskforce).
This taskforce is comprised of numerous county/city/town governmental entities and various
social service agencies whose goal is to plan for disaster recovery by creating and maintaining a
county wide database of individuals deemed as vulnerable or requiring evacuation assistance in
the event of an emergency. PCOA has also received permission from the Pima County’s Office
of Emergency Management to reproduce information from their website in order to provide
information to the population we serve.
PCOA is also a member of the Southern Arizona Volunteer Organizations Active in Disasters
(SoAzVOAD), which is a regional coalition of non-government, government, and for-profit
agencies that may be active in all phases of disaster (preparedness, response, recovery, and
mitigation). SoAzVOAD’s purpose is to establish an organizational protocol should a disaster
occur in southern Arizona requiring the assistance of SoAzVOAD partners. It establishes a
method by which partner organizations can better communicate and collaborate during and after
a disaster to support the needs of the community.