206 Senior Center Requirements

Georgia State Seal

Georgia Division of Aging Services
Home and Community-Based Services Manual

Chapter:

200

Effective Date:

01/15/2021

Section Title:

Senior Center Requirements

Reviewed or Updated in:

01/08/2024

Section Number:

206

Next Review:

01/08/2026

206.1 Summary Statement

The standards contained in this section are to be used by senior center facilities to meet the operational, programmatic, and service requirements for any activities provided under the authority of the senior center.

206.2 Scope

These requirements apply to all senior center facilities, including nutrition sites, that are operated:

  • Under contract or agreement and funded in whole or in part through the Older Americans Act funding,

  • With state general revenue,

  • With other funding granted or appropriated through the Division of Aging Services, or;

  • With other funds pooled with such funds to meet the costs for services under the Older Americans Act.

206.3 Definitions

Program Models

Traditional Senior Center

a community focal point where older adults come together for services and activities that reflect their experience and skills, respond to their diverse needs and interests, enhance their dignity, support their independence, and encourage their involvement in and with the center and the community. Vouchers for meals and services are allowed.

Collaborative-Style Center

an identified natural gathering place for older adults that has the same minimum services and programs as a senior center, but without a center manager. Services and programs are organized by volunteers. Vouchers for meals and services are allowed.

Center Without Walls

a community based option for participants to access programs and services outside of a traditional senior center. All activities, including meals, occur in the community. Vouchers for meals and services are allowed.

Other Definitions

Distance Programming

programming conducted when center staff and participants are not in the same location at the same time. Modes of delivering programming can include telephone, internet, radio, public television, mail, delivery, or other modes that provide activity or social engagement for senior center participants; can be used across all senior center models.

Congregate Nutrition Program

the provision of nutritious meals and opportunities for social contact. Congregate nutrition services shall be part of a system of services that promotes independent living for older adults.

Cafeteria Style Service

participants are served at a counter and carry their meals to tables.

Buffet Style Service

food is placed in a public area where the diners may serve themselves.

Family Style Service

food is placed onto platters (or other serving containers) and placed onto tables where participants may serve themselves.

Restaurant Style Service

food is brought directly to participants at their tables.

Wellness Activities

non-evidence-based programming that supports health and wellness. Wellness activities should help participants increase their well-being through: finding their own unique skills and talents that are both personally meaningful and rewarding, regular physical activity, good eating habits, connecting to one’s environment and community, engaging in creative, stimulating mental activities, searching for meaning and purpose in life, raising awareness and acceptance of one’s feelings, and/or assessing limitations and ability to cope with stress. See “The Six Dimensions of Wellness Model” in the references section. Evidence-based health and wellness programs are allowable.

Voucher

A document, receipt, stamp, or the like that authorizes credit for a meal or service.

206.4 Laws and Codes

Each nutrition service program site shall be operated in compliance with all federal, state, and local laws and codes that govern facility operations, specifically related to fire safety, sanitation, insurance coverage, and wage requirements.

All nutrition requirements can be found in MAN 5300, 304 Nutrition Service Program Guidelines and Requirements.

206.5 Service Outcomes

At a minimum:

  • To provide a community facility or gathering place where persons aged 60 or older meet to pursue mutual interests, receive services, and take part in activities that will enhance their health/wellness and quality of life;

  • To reduce isolation of program participants through socialization.

  • To address potential malnutrition and/or hunger through the provision of nutritionally- balanced and participant-approved meals and nutrition services.

206.6 Service Activities (All Models)

  1. The provision of meals and nutrition education in a group setting at a nutrition site, senior center, or multipurpose senior center, and ongoing outreach to the community;

  2. Access by participants to nutrition screening and assessment, nutrition education, and counseling on an individual basis, when appropriate;

  3. Access to the congregate site and shopping assistance through transportation services (if available);

  4. Health, fitness, and other educational programs; and

  5. Recreational activities.

206.7 Eligibility and Priority of Services

Eligible persons are:

  • Aged 60 and over, or a spouse (regardless of age) of a person aged 60 or older;

  • Persons with disabilities who are residents of housing facilities occupied primarily by older adults at which congregate nutrition services are provided; or

  • Volunteers, staff and guests aged 60 and older, approved conditionally upon AAA policies

  • Able to move about the center and perform tasks such as feeding self and attending restroom without human assistance (assistive devices like canes, walkers, wheelchairs are allowed). If assistance is needed, it must be provided by the person’s caregiver.

AAAs shall give priority to those in greatest social and economic need, in conjunction with the income worksheet, as well as nutrition risk and hunger status, as indicated by the NSI-DETERMINE (NSI-D) checklist and by the Food Security Survey.

The DON-R is not required.

206.8 Senior Center Operations

Three models for providing services may be offered:

  1. Traditional Senior Center

    • Building open to participants for a minimum of 4 hours per day.

    • Management must provide adequate coverage by paid staff to assure that a trained person is present in the center at all times that participants are present; volunteers may assist paid staff as necessary

    • Serve a minimum of 20 meals per day per center, and 30 people per day per Area Agency on Aging, based on the average number of meals served per day during any given month, considering all meals and activities served through all fund sources.

    • Serve meals at least once per day, five days a week, for a minimum of 250 serving days per year. Up to ten holidays may be scheduled per year, provided management makes provision for meals needed by participants during the holiday closing.

  2. Collaborative Center

    • If a traditional center cannot meet the minimum requirements for meals and/or serving days, or if a natural gathering place in the community is identified, a collaborative center may be used.

    • Managed by volunteers, no center manager

    • Will have a “sponsor center”, which will be a traditional senior center, to assure minimum requirements are met.

      • Between the traditional center and collaborative center, serve a minimum of 20 meals per day per center, and 30 people per day per Area Agency on Aging, based on the average number of meals served per day during any given month, considering all meals and activities served through all fund sources.

      • Between the traditional center and collaborative center, serve meals at least once per day, five days a week, for a minimum of 250 serving days per year. Up to ten holidays may be scheduled per year, provided management makes provision for meals needed by participants during the holiday closing.

    • No on-site food preparation allowed. Meals will be catered or a voucher program will be put in place to allow approved meals in approved restaurants.

  3. Center Without Walls

    • All activities, including the meal, will occur in the community

    • Managed by at least one paid staff member; volunteers may assist paid staff as necessary

    • Serve a minimum of 20 meals per day per center, and 30 people per day per Area Agency on Aging, based on the average number of meals served per day during any given month, considering all meals and activities served through all fund sources.

    • Serve meals at least once per day, five days a week, for a minimum of 250 serving days per year. Up to ten holidays may be scheduled per year, provided management makes provision for meals needed by participants during the holiday closing.

    • Voucher program for meals will apply

Meals served at collaborative sites and/or with a voucher will count toward the minimum average. If a center is not meeting the minimum attendance requirements, it will be considered a “meal site” and will only receive reimbursement for the meal cost (no activities). Meal cost includes raw food, production, packaging, and delivery.

Participants in any model of senior center may not be identified in any way by fund source and will not be physically separated, served at a different time, or offered different food items.

206.9 Facility Requirements

In addition to all federal, state, and local laws and codes, traditional senior centers must provide for the safety, sanitation, accessibility and convenience of participants, and efficiency of service, and shall include the following:

  1. The building will be located in as close proximity as possible to the majority of eligible individuals’ residences, within walking distance where feasible, and with transportation made available (where possible);

  2. Space will be identified within the center to allow for privacy and confidentiality where services such as individual counseling may be provided. If no separate room is available full time in an existing facility, staff may provide counseling in a shared space as long as other occupants vacate the room.

  3. The grounds, building and furnishings shall be free from litter, clean, safe, and in good repair.

  4. Toilet rooms and fixtures shall function properly and shall be equipped with adequate supplies and maintained in a sanitary and odor-free condition at all times.

  5. The facility must make every effort to guard against insects, rodents, and any other conditions that would affect a sanitary environment.

  6. The center shall have a telephone that is immediately accessible to all occupants during hours of operation. Center management shall post and maintain a list of local emergency numbers at each telephone.

  7. The center shall provide sufficient furniture and equipment for use by participants that assures comfort and safety and is appropriate for the adult population being served.

  8. Room temperature shall be maintained at a level that assures the health, safety, and comfort of the participants.

For collaborative sites and centers without walls, every effort will be made to ensure the safety and comfort of all participants.

206.10 Outdoor Space (Traditional Model)

Any outdoor spaces used by participants in traditional senior centers must be safe and suitable for recreation activities:

  • The area must be connected to, be a part of, and be directly accessible from the center.

  • If not owned by the center, suitable arrangements must be made for its use.

  • Exterior activity areas shall include protected, shaded areas.

  • The areas must be properly furnished with safe, clean furniture and equipment.

206.11 Staff Requirements (All Models)

All full-time staff (or volunteers at the collaborative sites) shall be trained to perform the following:

  • Basic First Aid

  • CPR

  • Heimlich Maneuver

At least one trained staff person will be in the facility whenever participants are present.

At least one staff member certified by an organization accredited by the American National Standards Institute Conference for Food Protection, such as ServSafe, will be present while food is being prepared, handled, or served.

Center management shall ensure the following notices are posted in visible locations and in legible formats, or distributed to participants:

  • The certified menu for the week and information on meal costs

  • Policies and procedures for making voluntary contributions (including acceptance of SNAP benefits) and any cost share required by specific fund sources.

  • Calendar of planned activities

  • Notices of accessibility and non-discrimination policies and participant complaint procedures

  • Emergency evacuation plan

  • Visual nutrition education materials.

Staff responsible for the operation of senior centers must demonstrate appropriate knowledge of and skills in working with an elderly population, general ability to manage administrative requirements, including the ability to complete required assessment documents, and fiscal and programmatic reports in an accurate and timely manner, and to gather and report required client data in the manner specified by the Area Agency and/or Division.

Any staff member (paid or un-paid or volunteer) who has direct contact with a participant must have a background check on file in accordance with DAS policy (MAN 5600, 3036 Criminal History Investigations).

Unless designated as a collaborative site, each center must assign at least one full time, paid staff person responsible for day-to-day operations.

206.12 Senior Center Sustainability

The provider may assess a fee for activities to cover the cost of supplies, materials, or the time of a professional instructor, and/or food offered in addition to the approved meal, with all profits going back to senior center programs.

The provider will develop procedures for assessing and collecting fees for any cost shared services, in accordance with DAS requirements.

Refer to MAN 5600, Chapter 2000, Sections: 2025, 2026, 2027, and 2028 for information on Fee for Service, Cost Share, Voluntary Contributions and Private Pay Services.

206.13 Programming (All Models)

Senior centers must plan for and provide a broad range of group and individual activities that reflect the needs and interests of the participants and other older persons in its service area.

Center management, in collaboration with site councils, shall develop and implement formal mechanisms for soliciting input and feedback regarding program activities and use the information in the process of planning and evaluating the effectiveness of center activities.

All center models must offer a minimum of:

  • One hour of planned wellness activities per day

  • 15 minutes of nutrition education per month

    • Requirements for nutrition education can be found in MAN5300, Chapter 304.

Center management is responsible for assuring that any programs presented by proprietary organizations or individuals are informational in nature only and not for the purpose of selling goods, products, or services to participants.

206.14 Site Councils

Center management shall be responsible for developing a site council to represent participants and give input on:

  • Program/activity planning

  • Feedback on quality/acceptability of services provided (particularly regarding quality of meals and input on menu planning)

  • Recommendations for improved center operations

  • Identifying a center-specific wellness goal

Participants shall elect members and officers. The center director may be on the council if the council chooses. Participation in the site council is not limited to center members.

Appendix A contains guidance for identifying and setting a center-specific wellness goal.

206.15 Food Service | Sanitation

Individuals who prepare, handle and/or serve meals at any nutrition site shall be trained in foodservice sanitation and proper food handling practices. At least one person who is certified by an organization accredited by the American National Standards Institute Conference for Food Protection, such as ServSafe, must be on the premises while food is being prepared, handled, or served.

All nutrition requirements can be found in MAN 5300, 304 Nutrition Service Program Guidelines and Requirements.

Providers of congregate nutrition services shall use an advance reservation system to determine the number of meals necessary for each day’s service and inform participants of procedures for reserving meals.

Providers may serve eligible drop-in older adults and other unscheduled guests only after participants who have made reservations are served.

Meals may be served cafeteria style, buffet style, family style, or restaurant style at the discretion of the center management based on the abilities and/or willingness of the participants to serve themselves.

Expanded Options

Additional offerings of food items may be made available for participants to purchase. Examples: Specialty drinks (coffee, smoothies), salad bar, soup, etc. Senior center management or the AAA will determine the cost of these items and charge accordingly. All profits will go back into senior center programming.

Carry Out Meals

Carry out meals do not qualify for Older Americans Act funding. However, the nutrition service provider and/or site may set up policies and procedures to provide fee-for-service meals. For the nutrition program, a carry out meal is considered to be food that is additional to the meal served at the site daily. The price of the carry out meal will cover the actual cost of the meal and a profit, to be determined by the center and approved by the AAA. The profit will go back into senior center programming.

Leftovers and/or carry out meals may be taken from the center if the following conditions are met:

  1. A waiver of liability is signed releasing the center from any responsibility for the food after it leaves the building, or;

    The food is labeled with wording to indicate that participants are removing food at their own risk and all food should be consumed or refrigerated within two hours. The label must have a date and time stamp. and;

  2. Instructions on safe food handling/food safety are provided to all participants on a quarterly basis.

Participants may use their own containers to transport carry out meals, as long as serving sizes provided are the same for all carry out meals and all food safety guidelines are followed. Participants using their own containers must meet the conditions (1) and (2) noted above.

It is recommended (not required) that the center develops a hazard analysis and critical control points (HACCP) plan that is approved by a registered dietitian.

206.16 Service Needs | Outreach

Each provider operating a senior center funded in whole or in part through Older Americans Act funding and/or state funding shall specify in an annual proposal or update how the service needs of participants will be assured. Providers shall also specify how outreach efforts will be conducted to identify eligible persons, with special emphasis on those in greatest social and economic need. AAAs shall develop procedures for contractors to refer persons for intake and screening, prior to services being initiated. The evaluation of the nutrition program will be included in this report (see MAN 5300, 304 Nutrition Service Program Guidelines and Requirements for guidance).

206.17 Emergency Plan

The senior center will make facilities, equipment, and services available to the fullest extent possible in emergencies and disasters, according to the AAA regional emergency/disaster plan.

The senior center shall develop and implement written procedures to provide for the availability of food to participants in anticipation of and during emergencies and disasters, including contingency planning for delivery vehicle breakdowns, inclement weather, shortages in deliveries, food contamination, spoilage, etc.

Minimum implementation guidelines include:

  1. Creating a functional matrix that plots out key emergency functions and responsible parties.

  2. Specifying actions in the matrix that apply to events and hazards most likely to occur in the service area (natural and human-made events like weather emergencies, chemical spills, major power outages, disease outbreaks, etc.).

  3. Specifying conditions for adapting the plan as needed to meet unforeseen circumstances.

  4. Planning for federal disaster takeover.

The guidelines and sample plan from Meals On Wheels Association of America can be used. www.mealsonwheelsamerica.org/docs/default-source/conference/2019-session-materials-handouts/tuesday/200/meals-on-wheels-america-ep-standards.pdf?sfvrsn=f82ab93b_2

Shelf-stable meals provided to participants must be replaced at the center within 24 hours (or within 24 hours of the center re-opening).

206.18 Political Activity

Senior center facilities shall not be used for political campaigning. Political materials shall not be posted nor distributed in center facilities.

Candidates for public office may visit senior centers to observe their operations and/or to receive input from participants regarding their service needs. Political forums may be held, as long as all candidates are invited to participate.

206.19 Non-Sectarian Use

Centers acquired and/or constructed with federal funds or operated with federal funds shall not be used for sectarian instruction or as places for formal religious worship.

206.20 Site Approvals, Relocations, and Closings

AAAs shall establish policies and procedures for contractors to use in providing notice to the AAA of any new sites to be occupied, relocated, or closed. The AAA is responsible for providing written notice to the Division of any proposed closing/relocation at least two weeks prior to the proposed action, unless it is due to an emergency (fire, weather, utility outages, etc.) In the event of such an emergency, the AAA shall notify the Division within 24 hours or the next business day, whichever occurs first.

AAAs shall request written approval from the Division for any new sites prior to occupancy, as well as site relocations of more than five days duration. In the request, the AAA shall document that it has completed an on-site review and assure that the site is ready for occupancy.

AAAs shall provide written notice to the Division of any site modifications or renovations, if such changes would reduce accessibility or otherwise affect continuity of services. Center management is responsible for scheduling incidental repair/renovation work to interfere as little as possible with program activities.

206.21 Reversionary Policy

The policy with regard to protecting the federal reversionary interest in senior centers is as follows:

  • When OAA funds have been used for the acquisition, construction, and/or alteration/renovation of a senior center, there remains a federal reversionary interest for the current market value of the facility equal to the percentage of OAA funds contributed to the original costs of the facility for ten years after acquisition, or for 20 years after the completion of construction.

Each AAA shall maintain an accurate inventory of center facilities which were acquired, constructed and/or renovated with OAA funds and provide an accounting to the Division upon request.

  • The federal government, through the Division, is entitled to recover its funds in accordance with OAA if:

    1. The owner of the facility ceases to be a public or non-profit private agency or organization; or

    2. The facility ceases to be used for the purpose for which it was acquired, within the above time periods.

  • The AAA is responsible for notifying the Division in writing within ten business days after any changes occur which could affect the federal reversionary interest in a facility.

  • All grantees of OAA construction or acquisition awards must file a notice of record within 30 calendar days with appropriate unit of local government upon purchase or completion of construction of the facility.

206.22 Mandatory Reporting of Suspected Abuse, Neglect, or Exploitation

All senior center staff are mandated reporters according to state law. Please refer to MAN5300, Chapter 202.21.B for all guidance.

References

Manual for the Voluntary Use of HACCP Principles for Operators of Food Service and Retail Establishments: www.fda.gov/Food/GuidanceRegulation/HACCP/ucm2006811.htm

Six Dimensions of Wellness Model
nationalwellness.org/resources/six-dimensions-of-wellness/

American National Standards Institute Conference for Food Protection
anabpd.ansi.org/accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?prgID=8&statusID=4

ServSafe
www.servsafe.com

DAS Service Requirements, Nutrition MAN 5300, Ch. 304
odis.dhs.ga.gov/General