Older
Americans Act
Older Americans Act: Title III Regulations
[Code of Federal Regulations]
[Title 45, Volume 4, Parts 1200 to End]
From the U.S. Government Printing Office via GPO Access
[CITE: 45CFR1321]
Title 45--Public Welfare Chapter XIII--Office Of Human Development Services, Department
Of Health And Human Services Part 1321--Grants To State And Community
Programs On Aging
Subpart A--Introduction
1321.1 Basis and purpose of this part.
1321.3 Definitions.
1321.5 Applicability of other regulations.
Subpart B--State Agency Responsibilities
1321.7 Mission of the State agency.
1321.9 Organization and staffing of the State
agency.
1321.11 State agency policies.
1321.13 Advocacy responsibilities.
1321.15 Duration, format and effective date
of the State plan.
1321.17 Content of State plan.
1321.19 Amendments to the State plan.
1321.21 Submission of the State plan or
plan amendment to the Commissioner for approval.
1321.23 Notification of State plan or State
plan amendment approval.
1321.25 Restriction of delegation of authority
to other agencies.
1321.27 Public participation.
1321.29 Designation of planning and service
areas.
1321.31 Appeal to Commissioner.
1321.33 Designation of area agencies.
1321.35 Withdrawal of area agency designation.
1321.37 Intrastate funding formula.
1321.41 Single State planning and service
area.
1321.43 Interstate planning and service
area.
1321.45 Transfer between congregate and
home-delivered nutrition service allotments.
1321.47 Statewide non-Federal share requirements.
1321.49 State agency maintenance of effort.
1321.51 Confidentiality and disclosure of
information.
1321.52 Evaluation of unmet need.
Subpart C--Area Agency Responsibilities
1321.53 Mission of the area agency.
1321.55 Organization and staffing of the
area agency.
1321.57 Area agency advisory council.
1321.59 Submission of an area plan and plan
amendments to the State for approval.
1321.61 Advocacy responsibilities of the
area agency.
Subpart D--Service Requirements
1321.63 Purpose of services allotments
under Title III.
1321.65 Responsibilities of service providers
under area plans.
1321.67 Service contributions.
1321.69 Service priority for frail, homebound
or isolated elderly.
1321.71 Legal assistance.
1321.73 Grant related income under Title
III-C.
1321.75 Licenses and safety.
Subpart E--Hearing Procedures for State Agencies
1321.77 Scope.
1321.79 When a decision is effective.
1321.81 How the State may appeal.
1321.83 How the Commissioner may reallot
the State's withheld payments.
Authority: 42 U.S.C. 3001 et seq.; title III of the Older Americans
Act, as amended.
Source: 53 FR 33766, Aug. 31, 1988, unless otherwise noted.
Subpart A--Introduction
Sec. 1321.1 Basis and purpose of this part.
- This part prescribes requirements State agencies shall meet
to receive grants to develop comprehensive and coordinated systems
for the delivery of supportive and nutrition services under
title III of the Older Americans Act, as amended (Act). These
requirements include:
- Designation and responsibilities of State agencies;
- State plans and amendments;
- Services delivery; and
- Hearing procedures for applicants for planning and services
area designation.
- The requirements of this part are based on title III of the
Act. Title III provides for formula grants to State agencies
on aging, under approved State plans, to stimulate the development
or enhancement of comprehensive and coordinated community-based
systems resulting in a continuum of services to older persons
with special emphasis on older individuals with the greatest
economic or social need, with particular attention to low-income
minority individuals. A responsive community-based system of
services shall include collaboration in planning, resource allocation
and delivery of a comprehensive array of services and opportunities
for all older Americans in the community. The intent is to use
title III funds as a catalyst in bringing together public and
private resources in the community to assure the provision of
a full range of efficient, well coordinated and accessible services
for older persons.
- Each State agency designates planning and service areas in
the State, and makes a subgrant or contract under an approved
area plan to one area agency in each planning and service area
for the purpose of building comprehensive systems for older
people throughout the State. Area agencies in turn make subgrants
or contracts to service providers to perform certain specified
functions.
Sec. 1321.3 Definitions.
Act means the Older Americans Act of 1965 as amended.
Altering or renovating, as used in section 307(a)(14) of the Act
with respect to multipurpose senior centers, means making modifications
to or in connection with an existing facility which are necessary for
its effective use as a center. These may include renovation, repair, or
expansion which is not in excess of double the square footage of the
original facility and all physical improvements.
Constructing, as used in section 307(a)(14) of the Act with respect
to multipurpose senior centers, means building a new facility, including
the costs of land acquisition and architectural and engineering fees, or
making modifications to or in connection with an existing facility which
are in excess of double the square footage of the original facility and
all physical improvements.
Department means the Department of Health and Human Services.
Direct services, as used in this part, means any activity performed to provide services directly to an individual older person by the staff of a service provider, an area agency, or a State agency in a single planning and service area State.
Fiscal year, as used in this part, means the Federal Fiscal Year.
Frail, as used in this part, means having a physical or mental disability, including having Alzheimer's disease or a related disorder with neurological or organic brain dysfunction, that restricts the ability of an individual to perform normal daily tasks or which
threatens the capacity of an individual to live independently.
Human services, as used in Sec. 1321.41(a)(1) of this part, with respect to criteria for designation of a statewide planning and service area, means social, health, or welfare services.
In-home service, as used in this part, includes: (a) Homemaker and home health aides; (b) visiting and telephone reassurance; (c) chore maintenance; (d) in-home respite care for families, including adult day care as a respite service for families; and (e) minor modification of
homes that is necessary to facilitate the ability of older individuals to remain at home, and that is not available under other programs, except that not more than $150 per client may be expended under this part for such modification.
Means test, as used in the provison of services, means the use of an
older person's income or resource to deny or limit that person's receipt
of services under this part.
Official duties, as used in section 307(a)(12)(J) of the Act with
respect to representatives of the Long-Term Care Ombudsman Program,
means work pursuant to the Long-Term Care Ombudsman Program authorized
by the Act or State law and carried out under the auspices and general
direction of the State Long-Term Care Ombudsman.
Periodic, as used in sections 306(a)(6) and 307(a)(8) of the Act
with respect to evaluations of, and public hearings on, activities
carried out under State and area plans, means, at a minimum, once each
fiscal year.
Reservation, as used in section 305(b)(4) of the Act with respect to
the designation of planning and service areas, means any federally or
State recognized Indian tribe's reservation, pueblo, or colony,
including former reservations in Oklahoma, Alaskan Native regions established pursuant to the Alaska Native Claims Settlement Act (85 Stat. 688), and Indian allotments.
Service provider, as used in section 306(a)(1) of the Act with
respect to the provison of supportive and nutrition services, means an
entity that is awarded a subgrant or contract from an area agency to
provide services under the area plan.
Severe disability, as used to carry out the provisions of the Act,
means a severe chronic disability attributable to mental and/or physical
impairment of an individual that:
- Is likely to continue indefinitely; and
- Results in substantial functional limitation in 3 or more
of the following major life activities:
- Self-care,
- Receptive and expressive language,
- Learning,
- Mobility,
- Self-direction,
- Capacity for independent living, and
- Economic self-sufficiency.
Sec. 1321.5 Applicability of other regulations.
Several other regulations apply to all activities under this part.
These include but are not limited to:
- 45 CFR part 16--Procedures of the Departmental Grant Appeals
Board;
- 45 CFR part 74--Administration of Grants, except subpart N;
- 45 CFR part 80--Nondiscrimination under Programs Receiving
Federal Assistance through the Department of Health and Human
Services: Effectuation of title VI of the Civil Rights Act of
1964;
- 45 CFR part 81--Practice and Procedures for Hearings Under
Part 80 of this title;
- 45 CFR part 84--Nondiscrimination on the Basis of Handicap
in Programs and Activities Receiving or Benefiting from Federal
Financial Participation;
- 45 CFR part 91--Nondiscrimination on the Basis of Age in HHS
Programs or Activities Receiving Federal Financial Assistance;
- 45 CFR part 92--Uniform Administrative Requirements for Grants
and Cooperative Agreements to State and Local Governments;
- 45 CFR part 100--Intergovernmental Review of Department of
Health and Human Services Programs and Activities; and
- 5 CFR part 900, subpart F, Standards for a Merit System of
Personnel Administration.
Subpart B--State Agency Responsibilities
Sec. 1321.7 Mission of the State agency.
- The Older Americans Act intends that the State agency on aging
shall be the leader relative to all aging issues on behalf of
all older persons in the State. This means that the State agency
shall proactively carry out a wide range of functions related
to advocacy, planning, coordination, interagency linkages, information
sharing, brokering, monitoring and evaluation, designed to lead
to the development or enhancement of comprehensive and coordinated
community based systems in, or serving, communities throughout
the State. These systems shall be designed to assist older persons
in leading independent, meaningful and dignified lives in their
own homes and communities as long as possible.
- The State agency shall designate area agencies on aging for
the purpose of carrying out the mission described above for
the State agency at the sub-State level. The State agency shall
designate as its area agencies on aging only those sub-state
agencies having the capacity and making the commitment to fully
carry out the mission described for area agencies in Sec. 1321.53
below.
- The State agency shall assure that the resources made available
to area agencies on aging under the Older Americans Act are
used to carry out the mission described for area agencies in
Sec. 1321.53 below.
Sec. 1321.9 Organization and staffing
of the State agency.
- The State shall designate a sole State agency to develop and
administer the State plan required under this part and serve
as the effective visible advocate for the elderly within the
State.
- The State agency shall have an adequate number of qualified
staff to carry out the functions prescribed in this part.
- The State agency shall have within the State agency, or shall
contract or otherwise arrange with another agency or organization,
as permitted by section 307(a)(12)(A), an Office of the State
Long-Term Care Ombudsman, with a full-time State ombudsman and
such other staff as are appropriate.
- If a State statute establishes a State ombudsman program which
will perform the functions of section 307(a)(12) of the Act,
the State agency continues to be responsible to assure that
all of the requirements of the Act for this program are met
regardless of the State legislation or source of funds. In such
cases, the Governor shall confirm this through an assurance
in the State plan.
Sec. 1321.11 State agency policies.
- The State agency on aging shall develop policies governing
all aspects of programs operated under this part, including
the ombudsman program whether operated directly by the State
agency or under contract. These policies shall be developed
in consultation with other appropriate parties in the State.
The State agency is responsible for enforcement of these policies.
- The policies developed by the State agency shall address the
manner in which the State agency will monitor the performance
of all programs and activities initiated under this part for
quality and effectiveness. In monitoring the ombudsman program,
access to files, minus the identity of any complainant or resident
of a long-term care facility, shall be available only to the
director of the State agency on aging and one other senior manager
of the State agency designated by the State director for this
purpose. In the conduct of the monitoring of the ombudsman program,
the confidentiality protections concerning any complainant or
resident of a long term care facility as prescribed in section
307(a)(12) of the Act shall be strictly adhered to.
Sec. 1321.13 Advocacy responsibilities.
- The State agency shall:
- Review, monitor, evaluate and comment on Federal, State and local plans, budgets, regulations, programs, laws, levies, hearings, policies, and actions which affect or may affect older individuals and recommend any changes in these which the State agency considers to be appropriate;
- Provide technical assistance to agencies, organizations, associations, or individuals representing older persons; and
- Review and comment, upon request, on applications to State and
Federal agencies for assistance relating to meeting the needs of older
persons.
- No requirement in this section shall be deemed to supersede a prohibition contained in a Federal appropriation on the use of Federal funds to lobby the Congress.
Sec. 1321.15 Duration, format and effective
date of the State plan.
- A State may use its own judgment as to the format to use for the
plan, how to collect information for the plan, and whether the plan will
remain in effect for two, three or four years.
- An approved State plan or amendment, as indentified in
Sec. 1321.17, becomes effective on the date designated by the
Commissioner.
- A State agency may not make expenditures under a new plan or
amendment requiring approval, as identified in Sec. 1321.17 and Sec. 1321.19, until it is approved.
Sec. 1321.17 Content of State plan.
To receive a grant under this part, a State shall have an approved State plan as prescribed in section 307 of the Act. In addition to meeting the requirements of section 307, a State plan shall include:
- Identification by the State of the sole State agency that has been designated to develop and administer the plan.
- Statewide program objectives to implement the requirements under Title III of the Act and any objectives established by the Commissioner through the rulemaking process.
- A resource allocation plan indicating the proposed use of all title III funds administered by a State agency, and the distribution of title III funds to each planning and service area.
- Identification of the geographic boundaries of each planning and
service area and of area agencies on aging designated for each planning
and service area, if appropriate.
- Provision of prior Federal fiscal year information related to
low income minority and rural older individuals as required by sections
307(a) (23) and (29) of the Act.
- Each of the assurances and provisions required in sections 305
and 307 of the Act, and provisions that the State meets each of the
requirements under Secs. 1321.5 through 1321.75 of this part, and the
following assurances as prescribed by the Commissioner:
- Each area agency engages only in activities which are consistent
with its statutory mission as prescribed in the Act and as specified in
State policies under Sec. 1321.11;
- Preference is given to older persons in greatest social or
economic need in the provision of services under the plan;
- Procedures exist to ensure that all services under this part are
provided without use of any means tests;
- All services provided under title III meet any existing State
and local licensing, health and safety requirements for the provision of
those services;
- Older persons are provided opportunities to voluntarily
contribute to the cost of services;
- Area plans shall specify as submitted, or be amended annually to
include, details of the amount of funds expended for each priority
service during the past fiscal year;
- The State agency on aging shall develop policies governing all
aspects of programs operated under this part, including the manner in
which the ombudsman program operates at the State level and the relation
of the ombudsman program to area agencies where area agencies have been
designated;
- The State agency will require area agencies on aging to arrange
for outreach at the community level that identifies individuals eligible
for assistance under this Act and other programs, both public and
private, and informs them of the availability of assistance. The
outreach efforts shall place special emphasis on reaching older
individuals with the greatest economic or social needs with particular
attention to low income minority individuals, including outreach to
identify older Indians in the planning and service area and inform such
older Indians of the availability of assistance under the Act.
- The State agency shall have and employ appropriate procedures
for data collection from area agencies on aging to permit the State to
compile and transmit to the Commissioner accurate and timely statewide
data requested by the Commissioner in such form as the Commissioner
directs; and
- If the State agency proposes to use funds received under
section 303(f) of the Act for services other than those for preventive
health specified in section 361, the State plan shall demonstrate the
unmet need for the services and explain how the services are appropriate
to improve the quality of life of older individuals, particularly those
with the greatest economic or social need, with special attention to
low-income minorities.
- Area agencies shall compile available information, with necessary supplementation, on courses of post-secondary education offered to older individuals with little or no tuition. The assurance shall include a commitment by the area agencies to make a summary of the information available to older individuals at multipurpose senior centers, congregate nutrition sites, and in other appropriate places.
- Individuals with disabilities who reside in a non-institutional household with and accompany a person eligible for congregate meals under this part shall be provided a meal on the same basis that meals are provided to volunteers pursuant to section 307(a)(13)(I) of the Act.
- The services provided under this part will be coordinated, where appropriate, with the services provided under title VI of the Act.
-
- The State agency will not fund program development and coordinated activities as a cost of supportive services for the administration of area plans until it has first spent 10 percent of the total of its combined
allotments under Title III on the administration of area plans;
- State and area agencies on aging will, consistent with budgeting cycles (annually, biannually, or otherwise), submit the details of proposals to pay for program development and coordination as a cost of supportive services, to the general public for review and comment; and
- The State agency certifies that any such expenditure by an area agency will have a direct and positive impact on the enhancement of services for older persons in the planning and service area.
- The State agency will assure that where there is a significant population
of older Indians in any planning and service area that the
area agency will provide for outreach as required by section
306(a)(6)(N) of the Act.
Sec. 1321.19 Amendments to the State
plan.
- A State shall amend the State plan whenever necessary to reflect:
- New or revised Federal statutes or regulations,
- A material change in any law, organization, policy or
State agency operation, or
- Information required annually by sections 307(a) (23)
and (29) of the Act.
- Information required by paragraph (a)(3) of this section shall
be submitted according to guidelines prescribed by the Commissioner.
- If a State intends to amend provisions of its plan required
under Secs. 1321.17 (a) or (f), it shall submit its proposed
amendment to the Commissioner for approval. If the State changes
any of the provisions of its plan required under Sec. 1321.17
(b) through (d), it shall amend the plan and notify the Commissioner.
A State need only submit the amended portions of the plan.
Sec. 1321.21 Submission of the State
plan or plan amendment to the Commissioner for approval.
Each State plan, or plan amendment which requires approval of the
Commissioner, shall be signed by the Governor or the Governor's designee
and submitted to the Commissioner to be considered for approval at least
45 calendar days before the proposed effective date of the plan or plan
amendment.
Sec. 1321.23 Notification of State plan
or State plan amendment approval.
- The Commissioner approves a State plan or State plan amendment
by notifying the Governor or the Governor's designee in writing.
- When the Commissioner proposes to disapprove a State plan
or amendment, the Commissioner notifies the Governor in writing,
giving the reasons for the proposed disapproval, and informs
the State agency that it has 60 days to request a hearing on
the proposed disapproval following the procedures specified
in subpart E of this part.
Sec. 1321.25 Restriction of delegation
of authority to other agencies.
A State or area agency may not delegate to another agency the authority to award or administer funds under this part.
Sec. 1321.27 Public participation.
The State agency shall have a mechanism to obtain and shall consider the views of older persons and the public in developing and administering the State plan.
Sec. 1321.29 Designation of planning
and service areas.
- Any unit of general purpose local government, region within
a State recognized for area wide planning, metropolitan area,
or Indian reservation may make application to the State agency
to be designated as a planning and service area, in accordance
with State agency procedures.
- A State agency shall approve or disapprove any application
submitted under paragraph (a) of this section.
- Any applicant under paragraph (a) of this section whose application
for designation as a planning and service area is denied by
a State agency may appeal the denial to the State agency, under
procedures specified by the State agency.
- If the State denies an applicant for designation as a planning
and service area under paragraph (a) of this section, the State
shall provide a hearing on the denial of the application, if
requested by the applicant, as well as issue a written decision.
Sec. 1321.31 Appeal to Commissioner.
This section sets forth the procedures the Commissioner follows for
providing hearings to applicants for designation as a planning and
service area, under Sec. 1321.29(a), whose application is denied by the
State agency.
- Any applicant for designation as a planning and service area
under Sec. 1321.29(a) whose application is denied, and who has
been provided a hearing and a written decision by the State
agency, may appeal the denial to the Commissioner in writing
within 30 days following receipt of a State's hearing decision.
- The Commissioner, or the Commissioner's designee, holds a
hearing, and issues a written decision, within 60 days following
receipt of an applicant's written request to appeal the State
agency hearing decision to deny the applicant's request under
Sec. 1321.29(a).
- When the Commissioner receives an appeal, the Commissioner
requests the State Agency to submit:
- A copy of the applicant's application for designation
as a planning and service area;
- A copy of the written decision of the State; and
- Any other relevant information the Commissioner may require.
- The procedures for the appeal consist of:
- Prior written notice to the applicant and the State agency
of the date, time and location of the hearing;
- The required attendance of the head of the State agency
or designated representatives;
- An opportunity for the applicant to be represented by
counsel or other representative; and
- An opportunity for the applicant to be heard in person
and to present documentary evidence.
- The Commissioner may:
- Deny the appeal and uphold the decision of a State agency;
- Uphold the appeal and require a State agency to designate
the applicant as a planning and service area; or
- Take other appropriate action, including negotiating between
the parties or remanding the appeal to the State agency
after initial findings.
- The Commissioner will uphold the decision of the State agency
if it followed the procedures specified in Sec. 1321.29, and
the hearing decision is not manifestly inconsistent with the
purpose of this part.
- The Commissioner's decision to uphold the decision of a State
agency does not extend beyond the period of the approved State
plan.
Sec. 1321.33 Designation of area agencies.
An area agency may be any of the types of agencies under section 305(c) of the Act. A State may not designate any regional or local office of the State as an area agency. However, when a new area agency on aging is designated, the State shall give right of first refusal to a unit of general purpose local government as required in section 305(b)(5)(B) of the Act. If the unit of general purpose local government chooses not to exercise this right, the State shall then give preference to an established office on aging as required in section 305(c)(5) of the Act.
Sec. 1321.35 Withdrawal of area agency
designation.
- In carrying out section 305 of the Act, the State agency shall
withdraw the area agency designation whenever it, after reasonable
notice and opportunity for a hearing, finds that:
- An area agency does not meet the requirements of this
part;
- An area plan or plan amendment is not approved;
- There is substantial failure in the provisions or administration
of an approved area plan to comply with any provision of
the Act or of this part or policies and procedures established
and published by the State agency on aging; or
- Activities of the area agency are inconsistent with the
statutory mission prescribed in the Act or in conflict with
the requirement of the Act that it function only as an area
agency on aging.
- If a State agency withdraws an area agency's designation under
paragraph (a) of this section it shall:
- Provide a plan for the continuity of area agency functions
and services in the affected planning and service area;
and
- Designate a new area agency in the planning and service
area in a timely manner.
- If necessary to ensure continuity of services in a planning
and service area, the State agency may, for a period of up to
180 days after its final decision to withdraw designation of
an area agency:
- Perform the responsibilities of the area agency; or
- Assign the responsibilities of the area agency to another
agency in the planning and service area.
- The Commissioner may extend the 180-day period if a State
agency:
- Notifies the Commissioner in writing of its action under
paragraph (c) of this section;
- Requests an extension; and
- Demonstrates to the satisfaction of the Commissioner a
need for the extension.
Sec. 1321.37 Intrastate funding formula.
- The State agency, after consultation with all area agencies
in the State, shall develop and use an intrastate funding formula
for the allocation of funds to area agencies under this part.
The State agency shall publish the formula for review and comment
by older persons, other appropriate agencies and organizations
and the general public. The formula shall reflect the proportion
among the planning and service areas of persons age 60 and over
in greatest economic or social need with particular attention
to low-income minority individuals. The State agency shall review
and update its formula as often as a new State plan is submitted
for approval.
- The intrastate funding formula shall provide for a separate
allocation of funds received under section 303(f) for preventive
health services. In the award of such funds to selected planning
and service areas, the State agency shall give priority to areas
of the State:
- Which are medically underserved; and
- In which there are large numbers of individuals who have
the greatest economic and social need for such services.
- The State agency shall submit its intrastate formula to the
Commissioner for review and comment. The intrastate formula
shall be submitted separately from the State plan.
Sec. 1321.41 Single State planning and
service area.
- The Commissioner will approve the application of a State which
was, on or before October 1, 1980, a single planning and service
area, to continue as a single planning and service area if the
State agency demonstrates that:
- The State is not already divided for purposes of planning
and administering human services; or
- The State is so small or rural that the purposes of this
part would be impeded if the State were divided into planning
and services areas; and
- The State agency has the capacity to carry out the responsibilities
of an area agency, as specified in the Act.
- Prior to the Commissioner's approval for a State to continue
as a single planning and service area, all the requirements
and procedures in Sec. 1321.29 shall be met.
- If the Commissioner approves a State's application under paragraph
(a) this section:
- The Commissioner notifies the State agency to develop
a single State planning and service area plan which meets
the requirements of section 306 and 307 of the Act.
- A State agency shall meet all the State and area agency
function requirements specified in the Act.
- If the Commissioner denies the application because a State
fails to meet the criteria or requirements set forth in paragraphs
(a) or (b) of this section, the Commissioner notifies the State
that it shall follow procedures in section 305(A)(1)(E) of the
Act to divide the State into planning and service areas.
Sec. 1321.43 Interstate
planning and service area.
- Before requesting permission of the Commissioner to designate
an interstate planning and service area, the Governor of each
State shall execute a written agreement that specifies the State
agency proposed to have lead responsibility for administering
the programs within the interstate planning and service area
and lists the conditions, agreed upon by each State, governing
the administration of the interstate planning and service area.
- The lead State shall request permission of the Commissioner
to designate an interstate planning and service area.
- The lead State shall submit the request together with a copy
of the agreement as part of its State plan or as an amendment
to its State plan.
- Prior to the Commissioner's approval for States to designate
an interstate planning and service area, the Commissioner shall
determine that all applicable requirements and procedures in
Sec. 1321.29 and Sec. 1321.33 of this part, shall be met.
- If the request is approved, the Commissioner, based on the
agreement between the States, increases the allotment of the
State with lead responsibility for administering the programs
within the interstate area and reduces the allotment(s) of the
State(s) without lead responsibility by one of these methods:
- Reallotment of funds in proportion to the number of individuals
age 60 and over for that portion of the interstate planning
and service area located in the State without lead responsibility;
or
- Reallotment of funds based on the intrastate funding formula
of the State(s) without lead responsibility.
Sec. 1321.45 Transfer between congregate
and home-delivered nutrition service allotments.
- A State agency, without the approval of the Commissioner,
may transfer between allotments up to 30 percent of a State's
separate allotments for congregate and home-delivered nutrition
services.
- A State agency may apply to the Commissioner to transfer from
one allotment to the other a portion exceeding 30 percent of
a State's separate allotments for congregate and home-delivered
nutrition services. A State agency desiring such a transfer
of allotment shall:
- Specify the percent which it proposes to transfer from
one allotment to the other;
- Specify whether the proposed transfer is for the entire
period of a State plan or a protion of a plan period; and
- Specify the purpose of the proposed transfer
Sec. 1321.47 Statewide non-Federal share
requirements.
The statewide non-Federal share for State or area plan administration shall not be less than 25 percent of the funds usesd under this part. All services statewide, including ombudsman services and services funded under Title III-B, C, D, E and F, shall be funded on a statewide basis with a non-Federal share of not less than 15 percent. Matching requirements for individual area agencies are determined by the State agency.
Sec. 1321.49 State agency maintenance
of effort.
In order to avoid a penalty, each fiscal year the State agency, to meet the required non-federal share applicable to its allotments under this part, shall spend under the State plan for both services and administration at least the average amount of State funds it spent under
the plan for the three previous fiscal years. If the State agency spends less than this amount, the Commissioner reduces the State's allotments for supportive and nutrition services under this part by a percentage equal to the percentage by which the State reduced its expenditures.
Sec. 1321.51 Confidentiality and disclosure
of information.
- A State agency shall have procedures to protect the confidentiality
of information about older persons collected in the conduct
of its responsibilities. The procedures shall ensure that no
information about an order person, or obtained from an older
person by a service provider or the State or area agencies,
is disclosed by the provider or agency in a form that identifies
the person without the informed consent of the person or of
his or her legal representative, unless the disclosure is required
by court order, or for program monitoring by authorized Federal,
State, or local monitoring agencies.
- A State agency is not required to disclose those types of
information or documents that are exempt from disclosure by
a Federal agency under the Federal Freedom of Information Act,
5 U.S.C. 552.
- A State or area agency on aging may not require a provider
of legal assistance under this part to reveal any information
that is protected by attorney client privilege.
Sec. 1321.52 Evaluation of unmet need.
Each State shall submit objectively collected and statistically valid data with evaluative conclusions concerning the unmet need for supportive services, nutrition services, and multipurpose senior centers gathered pursuant to section 307(a)(3)(A) of the Act to the
Commissioner. The evaluations for each State shall consider all services in these categories regardless of the source of funding for the services. This information shall be submitted not later than June 30, 1989 and shall conform to guidance issued by the Commissioner.
Subpart C--Area Agency Responsibilities
Sec. 1321.53 Mission of the area agency.
- The Older Americans Act intends that the area agency on aging
shall be the leader relative to all aging issues on behalf of
all older persons in the planning and service area. This means
that the area agency shall proactively carry out, under the
leadership and direction of the State agency, a wide range of
functions related to advocacy, planning, coordination, inter-agency
linkages, information sharing, brokering, monitoring and evaluation,
designed to lead to the development or enhancement of comprehensive
and coordinated community based systems in, or serving, each
community in the planning and service area. These systems shall
be designed to assist older persons in leading independent,
meaningful and dignified lives in their own homes and communities
as long as possible.
- A comprehensive and coordinated community based system described
in paragraph (a) of this section shall:
- Have a visible focal point of contact where anyone can
go or call for help, information or referral on any aging
issue;
- Provide a range of options:
- Assure that these options are readily accessible to all
older persons: The independent, semi-dependent and totally
dependent, no matter what their income;
- Include a commitment of public, private, voluntary and
personal resources committed to supporting the system;
- Involve collaborative decision-making among public, private,
voluntary, religious and fraternal organizations and older
people in the community;
- Offer special help or targetted resources for the most
vulnerable older persons, those in danger of losing their
independence;
- Provide effective referral from agency to agency to assure
that information or assistance is received, no matter how
or where contact is made in the community;
- Evidence sufficient flexibility to respond with appropriate
individualized assistance, especially for the vulnerable
older person;
- Have a unique character which is tailored to the specific
nature of the community;
- Be directed by leaders in the community who have the respect,
capacity and authority necessary to convene all interested
persons, assess needs, design solutions, track overall success,
stimulate change and plan community responses for the present
and for the future.
- The resources made available to the area agency on aging under
the Older Americans Act are to be used to finance those activities
necessary to achieve elements of a community based system set
forth in paragraph (b) of this section. For the purpose of assuring
access to information and services for older persons, the area
agency shall work with elected community officials in the planning
and service area to designate one or more focal points on aging
in each community, as appropriate. The area agency shall list
designated focal points in the area plan. It shall be the responsibility
of the area agency, with the approval of the State agency, to
define “community” for the purposes of this section.
Since the Older Americans Act defines focal point as a “facility”
established to encourage the maximum collocation and coordination
of services for older individuals, special consideration shall
be given to developing and/or designating multi-purpose senior
centers as community focal points on aging. The area agency
on aging shall assure that services financed under the Older
Americans Act in, or on behalf of, the community will be either
based at, linked to or coordinated with the focal points designated.
The area agency on aging shall assure access from the designated
focal points to services financed under the Older Americans
Act. The area agency on aging shall work with, or work to assure
that community leadership works with, other applicable agencies
and institutions in the community to achieve maximum collocation
at, coordination with or access to other services and opportunities
for the elderly from the designated community focal points.
The area agency may not engage in any activity which is inconsistent
with its statutory mission prescribed in the Act or policies
prescribed by the State under Sec. 1321.11.
Sec. 1321.55 Organization and staffing
of the area agency.
- An area agency may be either:
- An agency whose single purpose is to administer programs
for older persons; or
- A separate organizational unit within a multi-purpose
agency which functions only for purposes of serving as the
area agency on aging. Where the State agency on aging designates,
as an area agency on aging, a separate organizational unit
of a multipurpose agency which has been serving as an area
agency, the State agency action shall not be subject to
section 305(b)(5)(B) of the Act.
- The area agency, once designated, is responsible for providing
for adequate and qualified staff to perform all of the functions
prescribed in this part.
- The designated area agency continues to function in that capacity
until either:
- The area agency informs the State agency that it no longer
wishes to carry out the responsibilities of an area agency;
or
- The State agency withdraws the designation of the area
agency as provided in Sec. 1321.35.
Sec. 1321.57 Area agency advisory council.
- Functions of council. The area agency shall establish an advisory
council. The council shall carry out advisory functions which
further the area agency's mission of developing and coordinating
community-based systems of services for all older persons in
the planning and service area. The council shall advise the
agency relative to:
- Developing and administering the area plan;
- Conducting public hearings;
- Representing the interest of older persons; and
- Reviewing and commenting on all community policies, programs
and actions which affect older persons with the intent of
assuring maximum coordination and responsiveness to older
persons.
- Composition of council. The council shall include individuals
and representatives of community organizations who will help
to enhance the leadership role of the area agency in developing
community-based systems of services. The advisory council shall
be made up of:
- More than 50 percent older persons, including minority
individuals who are participants or who are eligible to
participate in programs under this part;
- Representatives of older persons;
- Representatives of health care provider organizations,
including providers of veterans' health care (if appropriate);
- Representatives of supportive services providers organizations;
- Persons with leadership experience in the private and
voluntary sectors;
- Local elected officials; and
- The general public.
- Review by advisory council. The area agency shall submit the
area plan and amendments for review and comment to the advisory
council before it is transmitted to the State agency for approval.
Sec. 1321.59 Submission of an area plan and plan amendments to the State for approval.
The area agency shall submit the area plan and amendments to the State agency for approval following procedures specified by the State agency in the State policies prescribed by Sec. 1321.11.
Sec. 1321.61 Advocacy responsibilities
of the area agency.
- The area agency shall serve as the public advocate for the
development or enhancement of comprehensive and coordinated
community- based systems of services in each community throughout
the planning and service area.
- In carrying out this responsibility, the area agency shall:
- Monitor, evaluate, and, where appropriate, comment on
all policies, programs, hearings, levies, and community
actions which affect older persons;
- Solicit comments from the public on the needs of older
persons;
- Represent the interests of older persons to local level
and executive branch officials, public and private agencies
or organizations;
- Consult with and support the State's long-term care ombudsman
program; and
- Undertake on a regular basis activities designed to facilitate
the coordination of plans and activities with all other
public and private organizations, including units of general
purpose local government, with responsibilities affecting
older persons in the planning and service area to promote
new or expanded benefits and opportunities for older persons;
and
- Each area agency on aging shall undertake a leadership role
in assisting communities throughout the planning and service
area to target resources from all appropriate sources to meet
the needs of older persons with greatest economic or social
need, with particular attention to low income minority individuals.
Such activities may include location of services and specialization
in the types of services must needed by these groups to meet
this requirement. However, the area agency may not permit a
grantee or contractor under this part to employ a means test
for services funded under this part.
- No requirement in this section shall be deemed to supersede
a prohibition contained in the Federal appropriation on the
use of Federal funds to lobby the Congress; or the lobbying
provision applicable to private nonprofit agencies and organizations
contained in OMB Circular A-122.
Subpart D--Service Requirements
Sec. 1321.63 Purpose of services allotments
under Title III.
- Title III of the Older Americans Act authorizes the distribution
of Federal funds to the State agency on aging by formula for the
following categories of services:
- Supportive services;
- Congregate meals services;
- Home delivered meals services;
- In-home services;
- Ombudsman services;
- Special needs services;
- Elder abuse services;
- Preventive health services; and
- Outreach services.
Funds authorized under these categories are for the purpose of assisting the State and its area agencies to develop or enhance for older persons comprehensive and coordinated community based systems as described in Sec. 1321.53(b) throughout the State.
- Except for ombudsman services, State agencies on aging will award the funds made available under paragraph (a) of this section to designated area agencies on aging according to the formula determined by the State agency. Except where a waiver is granted by the State agency, area agencies shall award these funds by grant or contract to community services provider agencies and organizations. All funds awarded to area agencies under this part are for the purpose of assisting area agencies to develop or enhance comprehensive and coordinated community based systems for older persons in, or serving, communities throughout the planning and service area.
Sec. 1321.65 Responsibilities of service
providers under area plans.
As a condition for receipt of funds under this part, each area agency on aging shall assure that providers of services shall:
- Provide the area agency, in a timely manner, with statistical
and other information which the area agency requires in order
to meet its planning, coordination, evaluation and reporting
requirements established by the State under Sec. 1321.13;
- Specify how the provider intends to satisfy the service needs
of low-income minority individuals in the area served, including
attempting to provide services to low-income minority individuals
at least in proportion to the number of low-income minority
older persons in the population serviced by the provider;
- Provide recipients with an opportunity to contribute to the
cost of the service as provided in Sec. 1321.67;
- With the consent of the older person, or his or her representative,
bring to the attention of appropriate officials for follow-up,
conditions or circumstances which place the older person, or
the household of the older person, in imminent danger;
- Where feasible and appropriate, make arrangements for the
availability of services to older persons in weather related
emergencies;
- Assist participants in taking advantage of benefits under
other programs; and
- Assure that all services funded under this part are coordinated
with other appropriate services in the community, and that these
services do not constitute an unnecessary duplication of services
provided by other sources.
Sec. 1321.67 Service contributions.
- For services rendered with funding under the Older Americans
Act, the area agency on aging shall assure that each service
provider shall:
- Provide each older person with an opportunity to voluntarily
contribute to the cost of the service;
- Protect the privacy of each older person with respect
to his or her contributions; and
- Establish appropriate procedures to safeguard and account
for all contributions.
- Each service provider shall use supportive services and nutrition
services contributions to expand supportive services and nutrition
services respectively. To that end, the State agency shall:
- Permit service providers to follow either the addition
alternative or the cost sharing alternatives as stated in
45 CFR 92.25(g) (2) and (3); or
- A combination of the two alternatives.
- Each service provider under the Older Americans Act may develop
a suggested contribution schedule for services provided under
this part. In developing a contribution schedule, the provider
shall consider the income ranges of older persons in the community
and the provider's other sources of income. However, means tests
may not be used for any service supported with funds under this
part. State agencies, in developing State eligibility criteria
for in-home services under section 343 of the Act, may not include
a means test as an eligibility criterion.
- A service provider that receives funds under this part may
not deny any older person a service because the older person
will not or cannot contribute to the cost of the service.
Sec. 1321.69 Service priority for frail,
homebound or isolated elderly.
- Persons age 60 or over who are frail, homebound by reason
of illness or incapacitating disability, or otherwise isolated,
shall be given priority in the delivery of services under this
part.
- The spouse of the older person, regardless of age or condition,
may receive a home-delivered meal if, according to criteria
determined by the area agency, receipt of the meal is in the
best interest of the homebound older person.
Sec. 1321.71 Legal assistance.
- The provisions and restrictions in this section apply only
to legal assistance providers and only if they are providing
legal assistance under section 307(a)(15) of the Act.
- Nothing in this section is intended to prohibit any attorney
from providing any form of legal assistance to an eligible client,
or to interfere with the fulfillment of any attorney's professional
responsibilities to a client.
- The area agency shall award funds to the legal assistance
provider(s) that most fully meet the standards in this subsection.
The legal assistance provider(s) shall:
- Have staff with expertise in specific areas of law affecting
older persons in economic or social need, for example, public
benefits, institutionalization and alternatives to institutionalization;
- Demonstrate the capacity to provide effective administrative
and judicial representation in the areas of law affecting
older persons with economic or social need;
- Demonstrate the capacity to provide support to other advocacy
efforts, for example, the long-term care ombudsman program;
- Demonstrate the capacity to provide legal services to
institutionalized, isolated, and homebound older individuals
effectively; and
- Demonstrate the capacity to provide legal assistance in
the principal language spoken by clients in areas where
a significant number of clients do not speak English as
their principal language.
- A legal assistance provider may not require an older person
to disclose information about income or resources as a condition
for providing legal assistance under this part.
- A legal assistance provider may ask about the person's financial
circumstances as a part of the process of providing legal advice,
counseling and representation, or for the purpose of identifying
additional resources and benefits for which an older person
may be eligible.
- A legal assistance provider and its attorneys may engage in
other legal activities to the extent that there is no conflict
of interest nor other interference with their professional responsibilities
under this Act.
- No provider shall use funds received under the Act to provide
legal assistance in a fee generating case unless other adequate
representation is unavailable or there is an emergency requiring
immediate legal action. All providers shall establish procedures
for the referral of fee generating cases.
- “Fee generating case” means any case or matter
which, if undertaken on behalf of an eligible client by
an attorney in private practice, reasonably may be expected
to result in a fee for legal services from an award to a
client, from public funds, or from the opposing party.
- Other adequate representation is deemed to be unavailable
when:
- Recovery of damages is not the principal object of
the client; or
- A court appoints a provider or an employee of a provider
pursuant to a statute or a court rule or practice of
equal applicability to all attorneys in the jurisdiction;
or
- An eligible client is seeking benefits under title
II of the Social Security Act, 42 U.S.C. 401, et seq.,
Federal Old Age, Survivors, and Disability Insurance
Benefits; or title XVI of the Social Security Act, 42
U.S.C. 1381, et seq., Supplemental Security Income for
Aged, Blind, and Disabled.
- A provider may seek and accept a fee awarded or approved
by a court or administrative body, or included in a settlement.
- When a case or matter accepted in accordance with this
section results in a recovery of damages, other than statutory
benefits, a provider may accept reimbursement for out-of-pocket
costs and expenses incurred in connection with the case
or matter.
- A provider, employee of the provider, or staff attorney shall
not engage in the following prohibited political activities:
- No provider or its employees shall contribute or make
available Older Americans Act funds, personnel or equipment
to any political party or association or to the campaign
of any candidate for public or party office; or for use
in advocating or opposing any ballot measure, initiative,
or referendum;
- No provider or its employees shall intentionally identify
the title III program or provider with any partisan or nonpartisan
political activity, or with the campaign of any candidate
for public or party office;
- While engaged in legal assistance activities supported
under the Act, no attorney shall engage in any political
activity;
- No funds made available under the Act shall be used for lobbying
activities, including but not limited to any activities intended
to influence any decision or activity by any nonjudicial Federal,
State or local individual or body. Nothing in this section is
intended to prohibit an employee from:
- Communicating with a governmental agency for the purpose
of obtaining information, clarification, or interpretation
of the agency's rules, regulations, practices, or policies;
- Informing a client about a new or proposed statute, executive
order, or administrative regulation;
- Responding to an individual client's request for advice
only with respect to the client's own communications to
officials unless otherwise prohibited by the Older Americans
Act, title III regulations or other applicable law. This
provision does not authorize publication of lobbying materials
or training of clients on lobbying techniques or the composition
of a communication for the client's use; or
- Making direct contact with the area agency for any purpose;
- Providing a client with administrative representation
in adjudicatory or rulemaking proceedings or negotiations,
directly affecting that client's legal rights in a particular
case, claim or application;
- Communicating with an elected official for the sole purpose
of bringing a client's legal problem to the attention of
that official; or
- Responding to the request of a public official or body
for testimony, legal advice or other statements on legislation
or other issues related to aging; provided that no such
action will be taken without first obtaining the written
approval of the responsible area agency.
- While carrying out legal assistance activities and while using
resources provided under the Act, no provider or its employees
shall:
- Participate in any public demonstration, picketing, boycott,
or strike, except as permitted by law in connection with
the employee's own employment situation;
- Encourage, direct, or coerce others to engage in such
activities; or
- At any time engage in or encourage others to engage in:
- Any illegal activity; or
- Any intentional identification of programs funded
under the Act or recipient with any political activity.
- None of the funds made available under the Act may be used
to pay dues exceeding $100 per recipient per annum to any organization
(other than a bar association), a purpose or function of which
is to engage in activities prohibited under these regulations
unless such dues are not used to engage in activities for which
Older Americans Act funds cannot be used directly.
Sec. 1321.73 Grant related income under
Title III-C.
States and sub-grantees must require that their subgrantees' grant related income be used in either the matching or cost sharing alternative in 45 CFR 92.25(g)(2) or the additive alternative in Sec. 92.25(g)(3) or a combination of the two. The deductive alternative described in Sec. 92.25(g)(1) is not permitted.
Sec. 1321.75 Licenses and safety.
The State shall ensure:
- That, in making awards for multipurpose senior center activities,
the area agency will ensure that the facility complies with
all applicable State and local health, fire, safety, building,
zoning and sanitation laws, ordinances or codes; and
- The technical adequacy of any proposed alteration or renovation
of a multipurpose senior center assisted under this part, by
requiring that any alteration or renovation of a multipurpose
senior center that affects the load bearing members of the facility
is structurally sound and complies with all applicable local
or State ordinances, laws, or building codes.
Subpart E-- Hearing Procedures for State Agencies
Sec. 1321.77 Scope.
- Hearing procedures for State plan disapproval, as provided
for in section 307(c) and section 307(d) of the Act are subject
to the previsions of 45 CFR part 213 with the following exceptions:
- Section 213.1(a); Sec. 213.32(d); and Sec. 213.33 do not
apply.
- Reference to SRS Hearing Clerk shall be read to mean HHS
Hearing Clerk.
- References to Administrator shall be read to mean Commissioner
on Aging.
- Instead of the scope described in Sec. 213.1(a), this subpart
governs the procedures and opportunity for a hearing on:
- Disapproval of a State plan or amendment:
- Determination that a State agency does not meet the requirements
of this part:
- Determination that there is a failure in the provisions
or the administration of an approved plan to comply substantially
with Federal requirements, including failure to comply with
any assurance required under the Act or under this part.
Sec. 1321.79 When a decision is effective.
- The Commissioner's decision specifies the effective date for
AoA's reduction and withholding of the State's grant. This effective
date may not be earlier than the date of the Commissioner's decision or
later than the first day of the next calendar quarter.
- The decision remains in effect unless reversed or stayed on
judicial appeal, or until the agency or the plan is changed to meet all
Federal requirements, except that the Commissioner may modify or set
aside his or her decision before the record of the proceedings under
this subpart is filed in court.
Sec. 1321.81 How the State may appeal.
A State may appeal the final decision of the Commissioner
disapproving the State plan or plan amendment, finding of noncompliance,
or finding that a State agency does not meet the requirements of this
part to the U.S. Court of Appeals for the circuit in which the State is
located. The State shall file the appeal within 30 days of the
Commissioner's final decision.
Sec. 1321.83 How the Commissioner may
reallot the State's withheld payments.
The Commissioner disburses funds withheld from the State directly to any public
or nonprofit private organization or agency, or political subdivision
of the State that has the authority and capacity to carry out
the functions of the State agency and submits a State plan which
meets the requirements of this part and which contains an agreement
to meet the non-federal share requirements.
|