(a) Responsibilities of the Division of Aging, Adult, and Behavioral Health Services of the Department of Human Services:

1. (1) Monitor all state and federally funded activities which involve service delivery to frail older individuals;
2. (2) Establish an assessment process to ensure compliance with program policy and procedures;
3. (3) Provide technical assistance and quality assurance in program area;
4. (4) Provide necessary reports requested by the Administration on Aging and/or state legislators; and
5. (5) Revise program area policy and procedures as necessary.

(b) Responsibilities of providers. Each service provider offering home repair/modification/maintenance services funded by state and/or federal funds must meet the following program requirements. Service activities:

1. (1) A person qualified by training or experience must be designated to supervise the service;

2. (2) There must be an organizational structure with:

   1. (A) Clear lines of supervision;
   2. (B) Approved position descriptions;
   3. (C) Established job qualifications; and
   4. (D) The clear assignment of all functional tasks;
3. (3) Satisfactory procedures must be established to recruit, train, schedule, and evaluate staff, paid and volunteer;
4. (4) The client shall be allowed the opportunity to contribute to the cost of the service if financially able;
5. (5) Satisfactory procedures must be established to utilize client contributions for the service;
6. (6) Satisfactory procedures must be established to provide timely and accurate reports that might be required by the division on the home repair/modification/maintenance program;
7. (7) Satisfactory procedures must be established to protect confidentiality of records which include an older person's name and personal information and to obtain and record the individual's informed consent prior to release of personal information; and
8. (8) Satisfactory procedures must be established to objectively resolve service complaints and evaluate the quality of the services.

(c)

1. (1) Area agency on aging responsibilities:

   1. (A) Identify older individuals needing home repair/modification/maintenance;
   2. (B) Accept referrals for older individuals needing home repair/modification/maintenance from outreach and other community agencies and individuals; and
   3. (C) Arrange to provide services through:

(i) Individual provider (maintenance person/handyman);

1. (ii) Volunteer team with supervision; or

   1. (iii) Contracting with a provider agency.

2. (2) If the area agency on aging arranges to provide services through an individual provider (maintenance person/handyman) or through a team of volunteers with supervision, the area agency on aging shall:

   1. (A) Arrange for the home repair/modification/maintenance to be completed;
   2. (B) Develop resources in the community to obtain donations of materials, equipment, supplies, etc. (contributions keep down the cost of service);

   3. (C)

      1. (i) Ensure that a memorandum of understanding describing the planned work be signed by the property owner prior to initiation of the work.
      2. (ii) This is to confirm that the property owner understands and concurs with the work.
      3. (iii) This documentation should be maintained in client's case file;

   4. (D)

      1. (i) In regards to renter occupied dwellings, renovations and repairs may only be provided when these are not the responsibility of the landlord.
      2. (ii) These renovations and repairs may not be structural in nature.
      3. (iii) No repairs should be made to a rental unit without a memorandum of understanding describing the planned work and signed by the landlord prior to initiation of the work.
      4. (iv) There also must be in the memorandum of understanding an agreement from the landlord not to increase the rent due to improvements resulting from this service;
   5. (E) Ensure that work is properly supervised and that accident, health, and safety considerations for workers and others are observed;
   6. (F) Ensure that all applicable federal, state, and local building codes are followed and that required licenses, inspections, bonding, insurance, approval, and permits are obtained;
   7. (G) Obtain liability insurance and workers’ compensation insurance;

   8. (H)

      1. (i) Maintain documentation of:

(b) (b) Client’s name and address;

1. (c) (c) Dates and times work was initiated and completed; and

   1. (d) (d) Estimated and actual costs.

      1. (ii) This documentation shall be maintained in the client's case file;

   2. (I)

      1. (i) Maintain documentation that upon completion of work, there is an inspection by area agency on aging/provider who first saw and stated that the work needed to be done of the work performed, including:

(b) (b) The quality of work performed;

1. (c) (c) A review of the costs; and

   1. (d) (d) A comparison of actual costs to the estimated cost.

      1. (ii) This documentation should be maintained in client's case file;
   2. (J) Follow-up with the older individual once home repair/modification/maintenance is completed to ascertain if the work was satisfactorily performed/completed;
   3. (K) Allow the client the opportunity to contribute to the cost of the service;
   4. (L) Maintain a waiting list, if needed, for older individuals needing home repair/modification/maintenance;
   5. (M) Recruit and promote the use of volunteers if the area agency on aging is arranging for the service to be provided through a team of volunteers with supervision; and

   6. (N) If the area agency on aging is arranging for the service to be provided through a team of volunteers with supervision, it would then be the area agency on aging's responsibility to inspect the client's dwelling before actual repair or modification is started and write up an estimate of the cost of work to be completed.

      1. (d) The individual provider (maintenance person/handyman) shall:
2. (1) Inspect the client's dwelling before actual repair or modification is started and provide an estimate of the cost of work to be completed;
3. (2) Ensure that all applicable federal, state, and local building codes are followed and that required licenses, inspections, bonding, insurance, approval, and permits are obtained; and
4. (3) Complete home repair/modification/maintenance job.

(e)

1. (1) If the area agency on aging arranges to provide services by contracting with a provider agency, the area agency on aging shall develop procedures for overseeing the program and monitoring the provider agencies' areas of responsibilities as listed below.

2. (2) Provider agencies' responsibilities:

   1. (A) Develop resources in the community to obtain donations of materials, equipment, supplies, etc. (contributions keep down the cost of service);
   2. (B) Recruit and promote the use of volunteers;
   3. (C) Inspect the client's dwelling before actual repair or modification is started and write up an estimate to submit to the area agency on aging of the cost of work to be completed;

   4. (D)

      1. (i) Ensure that a memorandum of understanding describing the planned work is signed by the property owner prior to initiation of the work.
      2. (ii) This is to confirm that the property owner understands and concurs with the work.
      3. (iii) This documentation should be maintained in client's case file;

   5. (E)

      1. (i) In regards to renter occupied dwellings, renovations and repairs may only be provided when these are not the responsibility of the landlord.
      2. (ii) These renovations and repairs may not be structural in nature.
      3. (iii) No repairs should be made to a rental unit without a memorandum of understanding describing the planned work and signed by the landlord prior to initiation of the work.
      4. (iv) There also must be in the memorandum of understanding an agreement from the landlord not to increase the rent due to improvements resulting from this service;
   6. (F) Arrange for the home repair/modification/maintenance to be completed;
   7. (G) Ensure that work is properly supervised and that accident, health, and safety considerations for workers and others are observed;
   8. (H) Utilize, whenever possible, local area agencies on aging, providers, or community resources to accomplish the home repair/modification/maintenance services;
   9. (I) Ensure that all applicable federal, state, and local building codes are followed and that required licenses, inspections, bonding, insurance, approval, and permits are obtained;
   10. (J) Obtain liability insurance and workers’ compensation insurance;
   11. (K) Follow up with the older individual once home repair/modification/maintenance is completed to ascertain if the work was satisfactorily performed/completed;

   12. (L)

       1. (i) Maintain documentation that upon completion of work, there is an inspection by the area agency on aging/provider who first saw and stated that the work needed to be done of the work performed including:

(b) (b) The quality of work performed;

1. (c) (c) A review of the costs; and

   1. (d) (d) A comparison of actual costs to the estimated cost.

      1. (ii) This documentation should be maintained in the client's case file; and
   2. (M) Maintain a waiting list, if needed, for older individuals needing home repair/modification/maintenance.