3004 Transition Planning

Georgia State Seal

Georgia Division of Aging Services
Administrative Manual

Chapter:

3000 Area Agency on Aging (AAA) Administration

Effective Date:

09/07/2023

Section Title:

Transition Planning

Reviewed or Updated in:

MT 2024-01

Section Number:

3004

Previous Update:

MT 2023-01

Policy Statement

It is the policy of the Division of Aging Services that the Division and the Area Agencies on Aging will comply with Older Americans Act and regulations for the designation of and withdrawal of designation of area agencies on aging and planning and service areas.

Requirements

A newly-designated area agency shall confer with any previously designated area agencies for providing services, service providers, older persons and other interested parties in that Planning and Service Area’s boundaries, or for other reason for change in AAA designation, to develop a transition plan.

The plan shall itemize and set up priorities for activities to be undertaken by all parties during the transition period. The plans shall be submitted to the Division for review, comment and approval. Following is a list which includes, but is not limited to, key transition activities:

  • Documentation of current and proposed methodologies used to allocate and distribute funding

  • Required or desired procurement activities for the upcoming fiscal year (food bids, Request for Qualifications and Proposals)

    A newly designated Area Agency may elect to grandfather current service providers for a maximum of the remainder of the current Area Plan cycle.

  • Documentation of levels of city and county support for transferring counties, including cash and non-cash resources

  • Plan for terminating or transferring lease agreements, rental agreements, insurance coverage, equipment transfers, et.al, as necessary and appropriate

  • Plan for coordinating respective AAA Advisory Councils, including reviews and amendments of Council by-laws, as appropriate

  • Review and evaluation of current service delivery systems in the respective areas and a determination of the availability and adequacy of resources to continue or amend the service mix and levels of service

  • Coordination with the non-designated or transferring AAA in providing notice to consumers in transferring counties of the change in AAA responsibilities and, providers, if appropriate.

  • A plan for interviewing consumers who may be adversely affected in terms of continued receipt of services and brokering other resources, if necessary

  • A plan for the transfer of paper and electronic client files, if necessary

  • A plan for the transfer of any equipment, machinery, hardware, furniture, or other non-client file documentation purchased with state funds or OAA funds for use by the Area Agency on Aging, if necessary

  • Revision of subcontracts and or issuance of new contract formats, consistent with overall transition plan

  • A plan/schedule to conduct meetings with all subcontractors to explain transition activities

  • Provision of adequate and timely notice of termination to any contract holders who have contracts which will be terminated or not renewed

Requirements may differ depending on whether a contract is terminated before its normal expiration date or is allowed to expire.