1. (a) All stages of food service operations must comply with federal, state, and local fire, health, sanitation, safety and building codes, regulations, rules, and licensing requirements.

2. (b) Required permits and records.

   1. (1)

      1. (A) A current food service permit must be posted in each site as required by the Department of Health.
      2. (B) To be current, the permit date may not exceed one (1) year elapsed.
      3. (C) Without a current food service permit, the facility cannot be used or contracted with in the nutrition program.

   2. (2)

      1. (A) Copies of a Food Service Establishment Inspection Report and Fire and Safety Report, dated within a year, must be maintained for each site or caterer.
      2. (B) Corrective actions recommended by sanitarians or fire officials must be promptly carried out.

   3. (3)

      1. (A) Copies of menus, with notation of any variations in food served, must be maintained for one (1) year.
      2. (B) Copies of temperature records for congregate and home-delivered meals will also be maintained for one (1) year.
   4. (4) Copies of food invoices, sign-in logs, contribution reports, and service logs shall be kept on file for three (3) years.
   5. (5) Copies of client files and other client records shall be kept on file for seven (7) years.

3. (c) Requirements for food procurement.

   1. (1) All foods used in nutrition programs must be:

      1. (A) From an approved source;
      2. (B) In compliance with applicable state and local laws and rules; and
      3. (C) Clean, wholesome, free of spoilage, adulteration, or mislabeling, and safe for human consumption.
   2. (2) No home canned food may be used.
   3. (3) Contributed foods must meet the same standards of quality, sanitation, and safety as purchased foods.

   4. (4)

      1. (A) Fresh or frozen meat and poultry must be United States Department of Agriculture inspected.
      2. (B) Wild game can be used only if it is secured from an approved source.

   5. (5)

      1. (A) Potluck meals may not be counted on the Title III Program Performance Report and are not eligible for Administration on Aging reimbursement.
      2. (B) Because no federal program funds may be used for staff salaries, utilities, equipment, materials, and/or services for potluck meals, the meal is not subject to federal program requirements.

4. (d) Requirements for receiving food and food storage.

   1. (1)

      1. (A) Incoming shipments must be checked.
      2. (B) Goods must be rejected if they are damaged or show evidence that temperatures were not properly maintained.
   2. (2) Items must be immediately placed in the proper storage area.
   3. (3) Items must be stored in a manner that allows air circulation around the containers.
   4. (4) Items must be stored in a manner that allows the oldest goods to be used first (FIFO: first in, first out).
   5. (5) Shelving must be smooth and easily cleaned, and at least six inches (6”) above the floor to allow cleaning under the shelves.

   6. (6) Food may not be stored with:

      1. (A) Cleaning supplies;
      2. (B) Mops;
      3. (C) Buckets; or
      4. (D) Items that might contaminate food.

   7. (7)

      1. (A) The storage area must be well ventilated and controlled in temperature and humidity.
      2. (B) Fifty degrees Fahrenheit to seventy degrees Fahrenheit (50° F – 70° F) is suggested.

   8. (8) Packages that have been opened must be:

      1. (A) Tightly covered or closed;
      2. (B) Labeled; and
      3. (C) Dated.

5. (e) Required standards for food preparation and service.

   1. (1) Food must be prepared, served, and transported with the least possible manual contact, with suitable equipment and utensils on surfaces that, prior to use, have been cleaned and sanitized to prevent cross contamination.
   2. (2) Food preparation staff will be supervised by a trained, ServSafe certified person (see staffing) who ensures the use of hygienic practices in food handling, preparation, and service.
   3. (3) All food preparation staff, paid and volunteer, must have received orientation and instruction (see staffing, orientation) prior to beginning work.

   4. (4) Food preparation staff shall strictly adhere to safe and sanitary personal habits and food handling practices, including:

      1. (A) Staff wears approved hair coverings, clean clothes, and apron;
      2. (B) Staff washes hands thoroughly each time before handling food, food contact surfaces, or serving food; and
      3. (C)

6. (i) Workers do not go from "dirty" (washing dirty dishes) to "clean" tasks (handling clean dishes, serving food).

   1. (ii) If this is unavoidable, hands are washed and gloves and apron are changed before beginning the "clean" task.
   2. (5) Adequate hand washing facilities shall be provided and located to encourage frequent hand washing.
   3. (6) Food preparation staff that is ill (illness that can be transmitted through air, food, utensils, or contact) shall not be allowed to work.

   4. (7)

      1. (A) Food production shall be planned and managed through the consistent use of standardized recipes adjusted to yield the number of servings needed.
      2. (B) This will help ensure quality and documented nutrient content of food served, as well as tracking food cost.
   5. (8) Food preparation staff shall be familiar with standardized recipes, understand why they are needed, and be given necessary equipment to prepare them.

   6. (9)

      1. (A) There shall be adequate equipment and space to allow accurate, safe, and sanitary preparation of the menu as written.
      2. (B) Equipment shall be in good repair and easily cleaned.
      3. (C) Employees shall be familiar with the correct usage, safe operation, and cleaning methods for the equipment.

   7. (10)

      1. (A) Foods shall be prepared and handled in a manner that preserves optimum flavor, appearance, and nutrients, as well as food safety.
      2. (B) This requires the shortest cooking and holding times possible.
   8. (11) Opened packages of food, refrigerated, frozen, and dry, shall be dated, labeled, and tightly closed to prevent contamination.

   9. (12) Frozen foods shall be thawed:

      1. (A) In the refrigerator;
      2. (B) Under cool running water; or
      3. (C) As part of the cooking process.

   10. (13)

       1. (A) Foods cooked for later use shall be cooled immediately and appropriately, not allowed to cool on counters.

       2. (B) Appropriate cooling techniques include:

          1. (i) Dividing food into smaller and/or more shallow containers;
          2. (ii) Using an ice water bath;
          3. (iii) Stirring with an ice paddle; or
          4. (iv) In some cases, adding clean ice (such as to soup), stirring until cooled, then placing in refrigerator.
       3. (C) Any combination of these cooling techniques is acceptable.
   11. (14) Effective procedures and schedules for cleaning and sanitizing dishes, equipment, and work areas must be written and followed consistently.

   12. (15)

       1. (A) Food service workers must understand the need for and use standardized portions.
       2. (B) Providers must supply the necessary equipment and utensils to serve standardized portions.
   13. (16) Food shall be portioned according to a meal service guide, which shall list which utensil to use and the size of each serving.
   14. (17) Equipment for holding and serving food must maintain the temperature of the food at either below forty-one degrees Fahrenheit (41° F) or above one hundred thirty-five degrees Fahrenheit (135° F).
   15. (18) The holding time between food preparation and meal consumption shall be minimal to reduce opportunities for bacterial growth and maintain food quality.

   16. (19)

       1. (A) Temperatures for meals served at the center must be checked and recorded each day at the beginning of meal service.
       2. (B) If the temperature is between forty-one degrees Fahrenheit (41° F) and one hundred thirty-five degrees Fahrenheit (135° F), corrective action must be taken.

   17. (20)

       1. (A) Dish handling and storage practices must comply with Department of Health and ServSafe requirements and ensure sanitary food contact surfaces.

       2. (B) These include:

          1. (i) Where possible, there is a physical separation between dirty and clean dish areas, with a hand washing sink located near the entrance to the clean dish area;
          2. (ii) Dirty dishes do not pass through the area where food is being prepared or served;
          3. (iii) Foodservice employees shall not handle silverware by the food contact end, nor handle glasses by the rim;
          4. (iv) Dishes are allowed to air dry; and
          5. (v) Wash methods and temperatures meet Department of Health rules and ServSafe recommendations.

   18. (21)

       1. (A) Congregate meals are to be consumed at the meal site.
       2. (B) Congregate meals shall not be sent home with participants as a second meal nor as a sack lunch for days when the center is closed.
       3. (C) This does not include shelf-stable emergency meals.

   19. (22)

       1. (A) At the discretion of the area agency on aging, participants may carry home leftovers from their own plate.
       2. (B) Clients taking home leftovers may sign a liability waiver holding the food program harmless concerning food-borne pathogens once the food leaves the dining room.
       3. (C) All clients who take home leftovers must provide their own containers.
       4. (D) The food program is required to include proper food handling in the quarterly education.
   20. (23) Staff who are not eligible participants may not take leftovers home.

   21. (24)

       1. (A) Cooks shall not intentionally prepare excess amounts of food to ensure that there are leftovers.
       2. (B) This increases food cost and waste.

   22. (25)

       1. (A) Amounts prepared need to be carefully considered to prevent leftovers.

       2. (B) Unserved food remaining at the end of the meal:

          1. (i)
7. (a) (a) May not be used for frozen home-delivered meals if the food has remained on a steam table longer than thirty (30) minutes.

8. (b) (b) Home-delivered meals should be plated at the beginning of meal service;

   1. (ii) May be offered as second helpings to participants; and

      1. (iii) If prepared food is prepared on site and has been properly handled, leftovers may be refrigerated or frozen for later use at the center.
      2. (C) Leftover food must be refrigerated or frozen immediately.
      3. (D) Refrigerated food must be used within three (3) days.
      4. (E) All leftovers must be reheated to an internal temperature of at least one hundred sixty-five degrees Fahrenheit (165° F).
      5. (F) Leftovers may not be used a second time.
   2. (26) If food was not prepared on site (was transported), leftovers must be offered as a second helping or discarded.

9. (f) Requirements for bulk food transport.

   1. (1)

      1. (A) Prepared food must be transported in approved carriers that maintain food temperatures at or above one hundred thirty-five degrees Fahrenheit (135° F) or at or below forty-one degrees Fahrenheit (41° F) (out of the temperature danger zone) from preparation site to serving site.
      2. (B) Carriers must be insulated and equipped with supplemental heat or cold source if needed to maintain proper temperatures.
      3. (C) Carriers must be completely enclosed with a tight-fitting lid.
      4. (D) Carrier size shall be such that there is little dead space when the carrier is packed.

      5. (E) Carriers must be:

         1. (i) In good condition;
         2. (ii) Easily cleaned; and
         3. (iii) Sanitized after each use.

   2. (2)

      1. (A) Food temperatures shall be recorded as the food leaves the preparation area and upon arrival at the service site.
      2. (B) Appropriate corrective actions should be taken and documented if food is in the temperature danger zone (forty-one degrees Fahrenheit to one hundred thirty-five degrees Fahrenheit (41° F – 135° F)).
      3. (C) Temperature records must be kept on file for review.
   3. (3) Drivers and food handlers must receive orientation and training on sanitation and food handling.
   4. (4) Food transport vehicles must be clean and sanitary.
   5. (5) Length of time between preparation of bulk food and service of the last meal from it should be minimal, and it must be demonstrated that safe temperatures are held from preparation to the last meal served.

10. (g) Required standards for home-delivered meals.

    1. (1) Home-delivered meals must be packaged at the beginning of the meal in a container with a tight-fitting lid and transported immediately.

    2. (2)

       1. (A) Transport equipment, packaging materials, and procedures used to deliver meals must be compatible, and must maintain food temperatures at or above one hundred thirty-five degrees Fahrenheit (135° F) or at or below forty-one degrees Fahrenheit (41° F) from packing to delivery.
       2. (B) Carriers must be insulated and equipped with supplemental heat or cold source if needed to maintain proper temperatures.
       3. (C) Carriers must be completely enclosed with a tight-fitting lid.
       4. (D) Carrier size shall be such that there is little dead space when the carrier is packed.

       5. (E) Carriers must be:

          1. (i) In good condition;
          2. (ii) Easily cleaned; and
          3. (iii) Sanitized after each use.

    3. (3)

       1. (A) Routes cannot exceed one and one-half (1 1/2) hours from the center to the last delivery and may not leave the center before 10:00 a.m.
       2. (B) Exception. It can be demonstrated that temperature and quality can be maintained for slightly longer routes, as with vehicles with specially designed heated and cooled compartments.
    4. (4) Carriers should be opened as little as possible during deliveries.

    5. (5)

       1. (A) Temperatures of the last meal delivered on each route must be taken and recorded at least weekly.
       2. (B) For short, for volunteer-delivered routes, temperature checks may be rotated, but must be checked at least monthly.
       3. (C) Corrective action must be taken when temperatures are within the temperature danger zone (between forty-one degrees Fahrenheit (41° F) and one hundred thirty-five degrees Fahrenheit (135° F)).
       4. (D) Temperature records must be kept on file for review.

    6. (6)

       1. (A) Delivery personnel must actually see the participant or their caregiver when the meal is delivered.
       2. (B) Meals may never be left at the door.
       3. (C) Meals may be left with a designee for one (1) day if specific arrangements have been made with program staff and the arrangements are documented for each occurrence.

    7. (7) Delivery persons must receive an orientation which includes:

       1. (A) Food safety;
       2. (B) Emergency procedures; and
       3. (C) Procedures for handling contributions.

    8. (8)

       1. (A) More than one (1) meal per day, or meals for more than one (1) day, may be delivered if proper storage and heating facilities are available in the home.
       2. (B) The participant must be able to reheat and consume the second meal by himself or herself or with available assistance.
    9. (9) Meals requiring heating must be packed in oven safe containers with instructions attached.

11. (h) Frozen home-delivered meal requirements.

    1. (1) Not more than two (2) weeks' worth (ten to fourteen (10 – 14)) of frozen meals will be delivered at once.

    2. (2)

       1. (A) Meals shall be frozen on the day of preparation before beginning regular meal service.
       2. (B) Food returned from another site may not be used for frozen meals.

    3. (3)

       1. (A) Each meal shall be labeled, listing:

          1. (i) Each item it contains;
          2. (ii) The date; and
          3. (iii) Items to be added to complete the meal.
       2. (B) Participant and/or caregiver should receive instructions on the use of the meal when beginning the service, and a reminder at the time of reassessment.
    4. (4) Meals shall be frozen in containers that will protect food from freezer burn or contamination and can be heated in the oven.

    5. (5)

       1. (A) Meals shall be frozen in a freezer that will lower the temperature of the meal to zero degrees Fahrenheit (0° F) or below within three (3) hours.
       2. (B) When freezing, meals must be placed in the freezer in a manner that allows air to circulate freely around each meal.
    6. (6) To meet requirements, other meal components such as milk, fruit, bread, etc., must be added to the frozen portion of the meal as listed on the menu.
    7. (7) Food substitutions must be of comparable nutritive value and must be documented.
    8. (8) Transportation equipment must maintain food in a frozen state and ensure sanitary handling.
    9. (9) Length of delivery routes and carriers shall be such that participants receive meals in a completely frozen state.
    10. (10) Frozen meals shall be rotated out of the freezer and used on a first in, first out (FIFO) basis within thirty (30) days.

    11. (11) A method shall be developed to ensure that the participant:

        1. (A) Has adequate freezer space to handle meals;
        2. (B) Has the facilities to adequately heat the food;
        3. (C) Understands that meals are to be used promptly, especially the milk, bread, fruit, etc., that accompany the meal; and
        4. (D) Is physically and mentally able to heat the meal and understands how to do so, or arrangements have been made to heat meals for him or her.

Codification Notes: This section as promulgated prior to codification into the Code of Arkansas Rules provided as follows: “12-1-16”