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Library: Policy

340:105-10-33. Area Plan on Aging

Revised 6-1-07

(a) Policy.  In order to receive or continue Area Agency on Aging (AAA) designation, the applicant agency must develop an Area Plan for a two, three, or four year period as determined by the State Agency, with annual adjustments as may be necessary.  The format for the Area Plan is predetermined by the State Agency and includes, at a minimum:

(1) a mission statement of the AAA;

(2) an overview of the Older Americans Act (OAA) and the aging network;

(3) a listing of the AAA advisory council members and their responsibilities;

(4) a summary of the needs and priorities of older persons in the planning and service area (PSA) and in each respective county within the PSA;

(5) goals and measurable objectives that reflect the identified needs and priorities of older persons in the PSA and comply with state and federal mandates;

(6) a financial management plan;

(7) a description of emergency preparedness efforts in the PSA;

(8) a listing of all designated focal points in the PSA;

(9) all provisions and assurances required by the OAA, related regulations, and State Agency policy; and

(10) a summary of the public hearing conducted on the proposed Area Plan.

(b) Authority.  The authority for this Section is Section 306 of the OAA of 1965, as amended.

(c) Procedures.  To implement the policy for the Area Plan development, the AAA staff:

(1) obtains the Area Plan guide and format from State Agency;

(2) outlines the Area Plan development timeline;

(3) develops a data profile on older Oklahomans in the PSA through the use of census data and other appropriate information;

(4) conducts needs assessment and service evaluation activities in the PSA, including an annual evaluation of outreach services and periodic evaluations of activities carried out under the Area Plan.  Specific needs assessment and service evaluation methodologies include, but are not limited to:

(A) public hearings; or

(B) administration of survey instruments to older consumers, service providers, advocates, and other interested persons;

(5) analyzes the results of needs assessment activities, and outlines identified priority needs in the PSA;

(6) evaluates special targeting needs and program initiatives, considering all state and federal mandates;

(7) designates and lists community focal points;

(8) outlines and evaluates the existing service delivery system, including services, coordination, advocacy, and training activities;

(9) presents a summary of needs and priorities to the AAA advisory council and solicits input for Area Plan goals and objectives;

(10) develops the draft summary of the Area Plan, including:

(A) summary of the OAA of 1965, as amended;

(B) profile of older persons in the PSA;

(C) listing of the identified priority needs of older persons in the PSA;

(D) description and evaluation of the current service system;

(E) Area Plan goals and objectives;

(F) AAA advisory council membership and responsibilities; and

(G) financial management plan that includes:

(i) a resource allocation plan that outlines the allotment of Title III funds for administration, direct services, and subgranted services as outlined in OAC 340:105‑10-95;

(ii) an outline of the amount of funds expended for Title III-B priority services during the fiscal year most recently concluded as outlined in OAC 340:105‑10-96;

(iii) a budget justification;

(iv) the AAA funding formula as outlined in OAC 340:105-10-100; and

(v) a summary of the process used to award funds as outlined in OAC 340:105-10-40, 340:105-10-100, and 340:105-10-101;

(11) submits the Area Plan summary to State Agency, AAA advisory council, board of directors, and other interested entities at least two weeks prior to conducting a public hearing(s) on the Area Plan;

(12) arranges to hold the public hearing(s) in a facility that is accessible to persons with disabilities, and secures the services of interpreters as needed for persons who are hearing impaired and for other languages spoken in the PSA;

(13) publicizes the public hearing(s) at least two weeks prior to holding it, outlining dates, times, and locations, and ensures that older persons, public officials, and other interested persons have reasonable opportunities to participate.  Publicity efforts must include:

(A) a variety of media utilized in order to reach all persons in the PSA, with particular emphasis on reaching minorities, rural residents, and persons with disabilities;

(B) media notices that are repeated, where feasible, to ensure that all persons in the PSA are reached;

(C) written notification posted in places frequented by older persons, such as nutrition sites, banks, post offices, grocery stores;

(D) media notices that include information concerning availability and location of the complete Area Plan for review by interested parties prior to the public hearing(s); and

(E) media notices that include information regarding the availability of interpreter services, upon request;

(14) conducts the public hearing(s) in a manner that allows a reasonable number of persons, if not all, to comment on the proposed Area Plan verbally or in writing;

(15) incorporates written and verbal comments from the hearing(s) into the revised Area Plan, as appropriate;

(16) submits to the AAA advisory council for approval the revised and completed Area Plan, including all parts outlined in the Area Plan guide;

(17) submits the revised and completed Area Plan to the AAA board of directors for approval and signatures; and

(18) submits the final and completed Area Plan to State Agency for approval at least two months prior to its effective date.

(d) Cross references.  See OAC 340:105-10-31(a)(2), 340:105‑10-34340:105-10‑35340:105-10-36340:105-10-40340:105-10-95340:105-10-96340:105-10-100, and 340:105-10-101.

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