18-Attachment M - DAAS Policies and Procedures.pdf

Division of Aging and Adult Services

Department of Community and Human Services

4850 Mark Center Drive, 9th Floor

Alexandria, VA 22311 alexandriava.gov 703.746.5999

Division of Aging & Adult Services Policy and Procedures for Senior

Center Operations

I. Purpose

The purpose of the Senior Centers is to promote independence, dignity, health, and social engagement for older adults through inclusive programming, supportive services, and community connection.

The Senior Centers also operate as Congregate Nutrition Sites under Title III-C of the

Older Americans Act, providing nutritionally balanced meals in a group setting to reduce food insecurity, promote health, and decrease social isolation.

II. Mission Statement

The Senior Centers operate under the mission of the Division of Aging and Adult

Services to enhance the quality of life for older adults, adults with disabilities, and caregivers by providing accessible services, advocacy, nutrition support, and opportunities for meaningful engagement.

III. Regulatory Authority and Compliance

Senior Centers that provide congregate nutrition services shall operate in compliance with:

• The Older Americans Act (OAA)

• Guidance from the Virginia Department for Aging and Rehabilitative Services (DARS)

• Code of Virginia provisions governing aging services

• Virginia Administrative Code requirements

• Virginia Department of Health food safety regulations

• Federal Uniform Guidance (2 CFR Part 200)

• City of Alexandria policies and fiscal procedures

No eligible individual shall be denied services due to inability to contribute.

IV. Eligibility and Membership

A. Age Requirements

• Individuals must be age 60 or older to participate in core senior center programming.

• For Congregate Nutrition Services, eligibility is consistent with Title III-C:

o Individuals age 60+ o Spouses of eligible participants regardless of age o Volunteers assisting during meal service may receive a meal

B. Residency

• Programs are open to City of Alexandria residents.

Attachment M - RFP 2010 - DAAS Policies and Procedures

February 2026

• Non-residents may participate as space allows and may be subject to fees consistent with

City policy.

C. Registration

Participants must:

• Complete an annual registration form

• Provide emergency contact information

• Acknowledge policies and Code of Conduct

• Complete required nutrition program intake and screening forms (for meal participants)

V. Hours of Operation

• Centers operate Monday through Friday between the hours of 8:00-5:00pm, excluding

City holidays.

• Special events or extended hours require Division approval.

• Weather-related closures follow City of Alexandria School Delay and Closing Schedule

VI. Programs and Services

Senior Centers shall offer:

• Health and wellness programs

• Fitness and exercise classes

• Nutrition education

• Congregate meal services

• Educational workshops

• Arts and cultural programming

• Technology assistance

• Caregiver support programming

• Information and referral services

• Case management referrals

All programming aligns with applicable federal, state, and local funding requirements.

Services shall prioritize individuals with the greatest economic or social need, including low-income older adults and minority older adults, in accordance with the Older Americans Act.

VII. Congregate Nutrition Program Standards

A. Program Goals

In accordance with DARS guidance, the Congregate Nutrition Program shall:

1. Reduce hunger and food insecurity.

2. Promote socialization and community engagement.

3. Provide nutrition education.

4. Offer nutrition risk screening.

5. Connect participants to supportive services.

B. Nutrition Standards

• Each meal shall comply with current Dietary Guidelines for Americans.

• Each meal shall provide at least one-third (1/3) of the Dietary Reference Intakes (DRIs).

• Menus shall be:

o Approved and signed by a Registered Dietitian licensed in Virginia.

o Planned in advance and retained for monitoring.

• Menu substitutions must maintain nutritional equivalency.

• Follow guidelines for sweets served at the congregate nutrition site

C. Food Safety and Sanitation

All sites shall:

• Comply with Virginia Department of Health regulations.

• Maintain food temperature logs.

• Follow Hazard Analysis Critical Control Point (HACCP) principles where applicable.

• Ensure staff and volunteers receive food safety training.

D. Nutrition Risk Screening

• Participants shall be offered nutrition risk screening using a DARS-approved tool.

• High-risk individuals shall be referred for appropriate services.

• Screening participation is voluntary and does not affect eligibility.

E. Voluntary Contributions

• Suggested voluntary contributions shall be posted.

• Contributions are confidential.

• No eligible participant shall be denied a meal for failure or inability to contribute.

• Contributions shall be used to support or expand nutrition services.

• Contributions collected should be sent to the Division of Aging and Adult Services,4850

Mark Center Drive. 9th Floor, Alexandria, VA 22311.

Staff and volunteers shall not coerce or pressure participants to contribute.

F. Reporting and Documentation

The sites shall:

• Maintain daily meal counts and sign-in sheets.

• Track unduplicated participants.

• Retain records in accordance with federal and City record retention policies.

• Cooperate with monitoring and audit reviews.

• Submit Annual (10 Hours) Training records, per staff member, to DAAS at the end of each calendar year.

G. Disease and Health Prevention Programming

All sites shall:

• OAA Title III-D disease prevention and health promotion services must be evidence-based, community-focused, and designed to improve health, reduce chronic disease risks, and promote self-management among adults 60+. Programs must meet Administration for Community Living (ACL) requirements, focusing on high-need areas and evidence-based interventions for conditions like diabetes and falls.

• All programs must be “evidence-based” meaning they have been proven effective through rigorous evaluation and shown to improve health outcomes.

• Topics include, but are not limited to , falls prevention (Tai chi, A Matter of Balance), chronic disease self-management, diabetes management, nutrition and physical activity.

• DP/HP information may be provided to participants on a continuing basis, but at least monthly.

https://acl.gov/programs/health-wellness/disease-prevention https://acl.gov/programs/health-wellness/disease-prevention

VIII. Code of Conduct

Participants are expected to:

• Treat staff, volunteers, and participants with respect.

• Refrain from disruptive, abusive, discriminatory, or threatening behavior.

• Follow posted rules.

• Respect property and equipment.

• Maintain appropriate personal hygiene.

Prohibited Conduct Includes:

• Physical or verbal harassment

• Intoxication or illegal substance use

• Possession of weapons

• Theft or vandalism

Violations may result in verbal warning, written warning, suspension, or termination of participation.

IX. Health and Safety

A. Emergency Procedures

• Staff are trained in emergency response protocols.

• Evacuation routes are posted.

• Incident reports are required for accidents or injuries.

B. Medical Emergencies

• Staff will call 911 when necessary.

• Staff do not administer medications.

• Participants are responsible for self-administration of medications.

C. Infection Prevention

• Public health guidance from local and state authorities shall be followed.

• Participants exhibiting contagious symptoms may be asked to refrain from attending.

X. Transportation

• Transportation may be provided through City-operated services or coordinated referrals.

• Participants must follow transportation provider policies.

• Repeated no-shows may result in suspension of transportation privileges.

XI. Fees and Contributions (Non-Nutrition Services)

• Many services are offered at no cost.

• Fees for trips or specialty classes must be paid in advance.

• No participant shall be denied OAA-funded services due to inability to contribute.

XII. Volunteers

• Volunteers must complete required screening and orientation.

• Volunteers shall adhere to the Code of Conduct.

• Civil Rights and confidentiality training may be required.

• Volunteers must maintain participant confidentiality at all times.

XIII. Confidentiality and Privacy

• Participant information is collected solely for program administration and reporting.

• Records shall be maintained according to City retention policies.

• Data collected for DARS reporting shall remain confidential.

• Information shall not be disclosed without authorization except as required by law.

XIV. Accessibility and Non-Discrimination

Senior Centers operate in compliance with:

• The Americans with Disabilities Act (ADA)

• Title VI of the Civil Rights Act

• The Older Americans Act

• DARS Civil Rights requirements

Services are provided without discrimination based on race, color, national origin, sex, age, disability, religion, sexual orientation, gender identity, or income status.

Reasonable accommodation and language access assistance shall be provided upon request.

Civil Rights complaint procedures shall be visibly posted at each site.

XV. Grievance Procedure

Participants may file a grievance regarding services or treatment.

1. Submit a written complaint to the Senior Center Manager.

2. If unresolved, elevate to the Division Director.

3. A written response will be provided within 15 business days.

No retaliation shall occur as a result of filing a grievance.

XVI. Facility Use

• Rooms may be reserved for approved activities.

• Outside groups require Division approval.

• Alcohol is prohibited unless formally approved by the City.

XVII. Emergency Preparedness and Continuity of Operations

The Division shall maintain written plans addressing:

• Inclement weather

• Public health emergencies

• Utility outages

• Facility closures

Alternative meal service models may be implemented when approved by DARS.

XVIII. Policy Review

This manual shall be reviewed annually and updated as necessary to ensure continued compliance with federal, state, and local regulations.