AAA Operations Policy #2: Advisory Councils

This content is part of a public comment period. For more information, refer to Minnesota Board on Aging – State Plan on Aging.

Note: We updated content on this page on April 17, 2025. Changed content is indicated with [add] and [delete].

Authority Reference	45 CFR 1321.63
Operating Category	AAA Operations

Policy

1. Each AAA must 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 individuals and family and older relative caregivers specific to each planning and service area.

2. Each Advisory Council shall advise its AAA relative to:

A. Developing and administering the area plan, including review, comment, and approval on the draft area plan before it is transmitted to MBA for approval.

B. Ensuring the plan is available to older individuals, family caregivers, service providers, and the general public;

C. Conducting public hearings;

D. Representing the interests of older individuals and family caregivers; and

E. Reviewing and commenting on community policies, programs and actions which affect older individuals and family caregivers with the intent of assuring maximum coordination and responsiveness to older individuals and family caregivers.

3. Each Advisory Council shall include individuals and representatives of community organizations from or serving the planning and service area who will help to enhance the leadership role of the AAA in developing community-based systems of services targeting those in greatest economic need and greatest social need. [add] The AAA shall conduct an open application process for Advisory Council members and promote the opportunity to apply for Advisory Council positions on their website and other available communications channels. [end add]

Each Advisory Council shall be comprised of at least eight individuals (each of whom may count as meeting multiple criteria below as applicable), including:

A. More than 50 percent older individuals (meaning individuals age 60 or older), including individuals of color and/or indigenous people who are participants or who are eligible to participate in programs under this part, with efforts to include individuals identified as in greatest economic need and individuals identified as in greatest social need in § 1321.65(b)(2);

B. Representatives of older individuals;

C. Family caregivers, which may include older relative caregivers;

D. Representatives of health care provider organizations, including providers of veterans’ health care (which may include a County Veteran Service Officer));

E. Representatives of service providers, which may include legal assistance, nutrition, evidence-based disease prevention and health promotion, caregiver, long-term care ombudsman, and other service providers;

F. Persons with leadership experience in the private and voluntary sectors;

G. Local elected officials;

H. The general public; and

I. As available:

· (i) Representatives from Indian Tribes, Pueblos, or Tribal aging programs; and

· (ii) Older relative caregivers, including kin and grandparent caregivers of children or adults age 18 to 59 with a disability.

4. AAAs and Advisory Councils must abide by the terms of Title III Administrative and Financial Requirements Policy #2: Conflicts of Interest to identify and mitigate any potential, perceived, or actual conflicts of interest.

5. The Advisory Council must meet at least annually.

6. The Advisory Council shall not operate as a board of directors for the AAA. With only one exception, individuals may not serve on both the advisory council and the board of directors for the same AAA.

A. AAAs which are part of their Regional Development Commission may have individuals who serve on both the advisory council and board of directors if their bylaws require it; however, even in these instances, the membership of the advisory council must differ from the board of directors to the greatest extent possible.

Procedures

1. Each AAA must establish policies and procedures with respect to formation of its Advisory Council and participation of Advisory Council members. Such policies and procedures must include the following topics:

A. The number of members (or range of number of members) to serve on the Advisory Council, with a minimum number of eight members;

B. How prospective members are recruited and selected;

C. Expectations with regard to Advisory Council member participation [delete] and duration of terms [end delete];

[add] D. Duration of terms, including how terms will be staggered to ensure some degree of institutional knowledge is retained as some existing members complete their terms and new members are selected;

E. What leadership position(s) exist on the Advisory Council and how members serving in leadership position(s) are selected; [end add]

[add] F [end add] [delete] D [end delete]. Anticipated number of meetings per year (with at least one meeting required annually). It is strongly recommended this be an in-person meeting with options for virtual participation.

[add] G [end add] [delete] E [end delete]. How the AAA will apply its Conflict of Interest policy to members of its Advisory Council, screen for potential, perceived, or actual conflicts related to various Advisory Council activities, and mitigate against them if any are present. Mitigation strategies taken must be documented in meeting minutes.

[add] 2. Each AAA must post a list of its Advisory Council members on its website. [end add]

[add] 3 [end add] [delete] 2 [end delete]. As part of the Area Plan submission process, AAAs must submit their then-current slate of Advisory Council members and note how the Advisory Council’s membership meets the composition requirements of this policy.