Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  23-001097

 

MEETING DATE:

02/06/24

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

OC Community Resources   (Approved)

Department contact person(s):

Dylan Wright (714) 480 - 2788 

 

 

Renee Ramirez (714) 480 - 6483

 

 

Subject:  Adopt Grievance Policy and Procedure

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

          Concur

No Legal Objection

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: N/A

Current Year Cost:   N/A

Annual Cost: N/A

 

 

 

    Staffing Impact:

No

# of Positions:            

Sole Source:   N/A

    Current Fiscal Year Revenue: N/A

   Funding Source:     N/A

County Audit in last 3 years: No

   Levine Act Review Completed: N/A

 

    Prior Board Action:         N/A

 

RECOMMENDED ACTION(S):

 

Adopt Office on Aging Grievance Policy and Procedure Number 3.7 to comply with California Code of Regulations Title 22, Sections 7400-7406.

 

 

 

SUMMARY:

 

Adoption of the Office on Aging Grievance Policy and Procedure will comply with the California Code of Regulations requirement and ensure that Orange County residents have a method for seeking resolution to formal complaints against California Department of Aging funded programs.

 

 

BACKGROUND INFORMATION:

 

OC Community Resources/Office on Aging (OCCR/OoA) receives Older American Act and Older Californians Act funding to support programs for Orange County older adults through a State Standard Agreement (SSA). The SSA stipulates compliance with California Code of Regulations (CCR) Title 22 in the administration and operation of funded programs. CCR Title 22, Sections 7400-7406, requires that OCCR/OoA and its contractors have a written grievance process for the disposition of complaints by older adults against OCCR/OoA’s programs, contractors, employees or volunteers. The policy and procedure require formal adoption by the Board of Supervisors (Board).

 

The purpose of the OCCR/OoA Grievance Policy and Procedure is to establish a process for handling formal complaints made in connection with the Older Americans Act, Older Californians Act or other OoA programs and services that may include, but are not limited to, complaints related to the following:

 

1.

Accessibility of services to individuals with disabilities

2.

Amount or duration of service

3.

Denial or discontinuance of service

4.

Dissatisfaction with the service being provided or with the contractor

 

The CCR outlines specific steps that must be taken during the grievance process. The grievance procedure includes processes for complaints against:

 

1.

Office on Aging Contracted Services

2.

Office on Aging Direct Services

3.

Office on Aging Director

 

OCCR/OoA and its contractors are expected to make every attempt to resolve complaints informally and at the lowest possible level. These grievance procedures should be used only if all attempts for informal resolution have been unsuccessful. Attachment A details the steps required for each of the three complaint types.

 

The OCCR/OoA Grievance Policy No. 3.7 was originally implemented in September 1993, prior to the filing of CCR Title 22, Section 7400. Documentation of formal adoption by the Board was not found to be on record for the original implementation date of the policy nor for the subsequent revisions dated October 2007 and December 2019.

 

OCCR/OoA requests formal adoption of the policy by the Board to assure compliance with the above referenced CCR.

 

 

 

FINANCIAL IMPACT:

 

N/A

 

STAFFING IMPACT:

 

N/A

 

ATTACHMENT(S):

 

Attachment A - Office on Aging Grievance Policy and Procedure No. 3.7
Attachment B - California Code of Regulations Title 22, Sections 7400 - 7406