1

2017 Grantee 

Collaborating with 

Community Partners on a 

Congregate Meal Delivery 

Model in Iowa

Summary: 

To develop an innovative, replicable service delivery model for 

congregate meals, the Iowa Department on Aging partnered 

with Heritage Area Agency on Aging to create the “Encore Café.” 

This café concept was designed to encourage older adults to 

participate in congregate meal programs. In particular, the 

project aimed to attract the younger subpopulation of older 

adults called “Baby Boomers,” who had a smaller percentage of 

participation in recent years.
2 

Table of Contents

Awareness Survey ....................................................................................... 3

Daily Site Checklist ..................................................................................... 4

Encore Café Volunteer Orientation ................................................ 5

Memorandum of Understanding .................................................... 6

Nutritional Risk Survey .............................................................................. 7

Request for Quote ....................................................................................... 8

Salad Bar Guide ........................................................................................... 9

Satisfaction Survey ................................................................................... 10

Senior Dining Site Policies and Procedures .............................. 11

Summary Brief .............................................................................................. 12
3 

Awareness Survey

Survey to measure awareness of program offerings 

among advisory board members.
Linn County: Innovations in Nutrition Program 

Awareness Questionnaire 

The purpose of this questionnaire is to assess your awareness of the nutrition programs 

and services offered by the Heritage Area Agency on Aging. 

Thank you for your assistance! 
 

 

Please circle the appropriate number to indicate your level of awareness about the following services BEFORE 

November 2017 and AFTER September 2018. 

Please use the following key for rating: 

1. Very Low (Don’t know anything about this program or service)

2. Low (Know very little about this program or service) 

3. Moderate (Aware of this program or service but there are more things to learn) 

4. High (Have a good knowledge about this program or service but there are things to learn) 

5. Very High (Know almost everything about this program or service) 

How do you rate your 

awareness about: 

BEFORE NOVEMBER 2017 AFTER SEPTEMBER 2018 

Very 

Low 

Low Moderate High Very 

High 

Very 

Low 

Low Moderate High Very 

High 

Adult day care/day 

health 

1 2 3 4 5 1 2 3 4 5 

Assisted transportation 1 2 3 4 5 1 2 3 4 5 

Chore (help in the 

home) 

1 2 3 4 5 1 2 3 4 5 

Congregate Meal 

Program 

1 2 3 4 5 1 2 3 4 5 

Elder Abuse 

Prevention Awareness 

(EAPA) assessment 

and intervention 

1 2 3 4 5 1 2 3 4 5 

EAPA counseling 1 2 3 4 5 1 2 3 4 5 

Evidence-based health 

programs, i.e. fall 

prevention, Chronic 

Disease SelfManagement 

1 2 3 4 5 1 2 3 4 5 

Health promotion, 

disease prevention 

1 2 3 4 5 1 2 3 4 5 

Homemaker 1 2 3 4 5 1 2 3 4 5 
 

 

 

Please use the following key for rating: 

1. Very Low (Don’t know anything about this program or service)

2. Low (Know very little about this program or service) 

3. Moderate (Aware of this program or service but there are more things to learn) 

4. High (Have a good knowledge about this program or service but there are things to learn) 

5. Very High (Know almost everything about this program or service) 

How do you rate your 

awareness about: 

BEFORE NOVEMBER 2017 AFTER SEPTEMBER 2018 

Very 

Low 

Low Moderate High Very 

High 

Very 

Low 

Low Moderate High Very 

High 

Material aid 1 2 3 4 5 1 2 3 4 5 

Nutrition Education 1 2 3 4 5 1 2 3 4 5 

Options counseling 1 2 3 4 5 1 2 3 4 5 

Personal care 1 2 3 4 5 1 2 3 4 5 

Transportation 1 2 3 4 5 1 2 3 4 5 

The following questions provide us with information about those who are completing the questionnaire. 

1. Select the type of agency/organizations for whom you work. (Mark all that apply) 

 Area Agency on Aging 

Church 

Department of Human Services 

Extension and Outreach 

Home health 

Hospital 

Library 













 Nursing home 

Private health care practice 

Public health department 

Retirement community/Senior housing 

Volunteer agency 

Other (please specify)











2. How long have you worked for your current agency/organization? 

Months Year(s) 
3. Before November 2017, how likely were you to refer adults age 60 years and older to the congregate meal program 

and services? 

Very Unlikely Somewhat Unlikely Neutral Somewhat Likely Very Likely 

    

4. After September 2018, how likely are you to refer adults age 60 years and older to the congregate meal program and 

services? 

Very Unlikely Somewhat Unlikely Neutral Somewhat Likely Very Likely 

    

5. Between November 2017 and September 2018, how many adults age 60 years and older have you referred to the 

congregate meal program and services? 

 None 

1 to 4 

5 to 9 

10 to 14 

15+ 









END OF QUESTIONNAIRE. THANK YOU. 
4 

Daily Site Checklist

List of daily duties for each café site.
1 

Encore Café Daily Checklist Marion Lowe Park

(Complete daily and turn in with daily meal rosters)

Date: Signature: 

 Bring out salad bar from storage room and set up, ensuring wheels are locked

 Put out hostess and dining site signage

 Place table cover on 8ft table used for registration by activity room

 Bring out contribution box table from store room and place next to reg. table

 Contribution box is brought from storage and placed on appropriate table

 Turn on hot line if HY-VEE has not done this already

 HY-VEE catering slip with temperatures signed by staff

 Tables are set with coffee/beverage cups, condiments, and placemat

 Water pitchers are filled with ice, water, and lemon slices and placed on tables

 Coffee is brewed (2-3 carafes to start)

 Daily reservation list and reservation form for other days are set on reg. table

 Blank intake forms are available for new participants

 Menus, activity calendar, etc. available at registration table

 All guests are welcomed and new participants are given a consumer intake 

 Daily announcements are given around 12:00p as needed

 Plates, etc. cleared from diners as they finish

 Tables are sanitized after meal

 Floors are swept

 All trash taken out and trash bags replaced

 All service items and cart are placed in storage room 

 All counters are wiped, cleaned, and sanitized

 Salad bar is wiped and put away (Thursday afternoon)

 All signage, contribution box, and small table put in storage room

 Contributions counted by staff and verified by volunteer

 Deposit slip completed and initialed by staff and volunteer

 Cash Bag counted, verified $100 and signed by staff and volunteer

 Site tracking form completed for the day

 Deposit brought to Marion US Bank (asking for any bags left from previous day

 Number of meals served that day and number of reservations for following day

confirmed with Jason at HY-VEE
2 

Encore Café Daily Checklist Marion Public Library

(Complete daily and turn in with daily meal rosters)

Date: Signature: 

 Put out hostess and dining site signage

 Bring out contribution box table from store room and place by trash cans

 Bring out small table for trays and trays

 Contribution box is brought from storage and placed on appropriate table

 Turn on hot line if HY-VEE has not done this already

 HY-VEE catering slip with temperatures signed by staff

 Tables are set with coffee/beverage cups, condiments, and placemat

 Water pitchers are filled with ice, water, and lemon slices and placed on tables

 Coffee is brewed (2-3 carafes to start)

 Large trash can is taken from janitor closet (Info desk has key)

 Daily reservation list and reservation form for other days are set on reg. table

 Blank intake forms are available for new participants

 Menus, activity calendar, etc. available at registration table

 All guests are welcomed and new participants are given a consumer intake 

 Daily announcements are given around 12:00p as needed

 Plates, etc. cleared from diners as they finish

 Tables are sanitized after meal

 Floors are swept

 All service items are placed in storage room

 All counters are wiped, cleaned, and sanitized

 All signage, contribution box, and small table put in storage room

 Contributions counted by staff and verified by volunteer

 Deposit slip completed and initialed by staff and volunteer

 Cash Bag counted, verified $100 and signed by staff and volunteer

 Site tracking form completed for the day

 Deposit brought to Marion US Bank (asking for any bags left from previous day

 Number of meals served that day and number of reservations for following day 

confirmed with Jason at HY-VEE
5 

Encore Café Volunteer 

Orientation

Overview of the program for volunteers, including roles 

and responsibilities. 
Encore Café 

Volunteer Orientation

Becky Briggs/Tim Getty
Heritage Area Agency on Aging Overview

• One of six Area Agencies on Aging in Iowa

• Mission of Heritage

• Services Provided

• Agency Brochure
Encore Café Overview

• Brand new concept (nation-wide pilot project)

• Adding services for older adults

• Not just about a meal

• Evidence-based Programming

• We’re writing the “book”
Overview cont.

• Food provided by Marion-HY-VEE

• Meals available on a voluntary contribution basis (over 60)

• Suggested contribution: $5.00 per meal

• Serving time 11:30

• Menus analyzed to meet nutrition requirements

• Menu published monthly

• Participants have their name checked off when they arrive
Reservations

• Can be made on site

• Calling Marion Public Library

• 319-377-3412

• On-line

• Tinyurl.com/y9hh4b8y

• Calling Heritage: 319-398-2585 or 319-398-5559
Encore Café Lowe Park

• Wednesdays and Thursdays

• Choice of two entrees

• Salad Bar

• Beverages

• Desserts and bread items as appropriate

• Special Meals/events/speakers

• Handout
Encore Café Marion Public Library

• Fridays and Mondays

• Salad Bar

• Beverages

• Desserts, bread as appropriate

• Special meals/events/speakers

• Handout
Encore Café St. Mark’s

• Tuesdays

• Salad Bar

• Beverages

• Desserts, bread as appropriate

• Special meals/events/speakers

• Handout
Volunteer Duties/Job Description

• Job Description Handout

• Serving/Assisting

• Set-up/clean-up

• Other duties as assigned/needed

• Flexibility is key
Scheduling/Availability

• Need approx. 2-3 volunteers per day

• 11a-1p-ish

• Do not need to necessarily stay all two hours

• Flexible schedules/Complete slip in packet

• Open to school/community groups, etc.

• Will send out schedule, etc. to you (prefer monthly, but things 

change)
Policies/Procedures

• Handling of Intake Forms/Vol. contributions

• Food Safety

• Food handling

• Not able to make scheduled shift/time off

• Weather Related Closing Policy

• Appearance

• Shirt/apron
Odds and Ends

• Completion of Intake Forms

• Volunteer Meals

• Needed forms:

• May take them home or sign and give to Becky

• Foodservice Illness Reporting Agreement

• Confidentiality Agreement

• Feedback Needed!!!!!!

• Spread word!!
Thank You!!!!

• Excitement is Building

• Eyes are looking at this project as cutting edge

• Outstanding community support

• We cannot be successful without you
Thank You!!

• Tim Getty, Regional Nutrition Coordinator 

tim.getty@Kirkwood.edu 319-398-7682

• Becky Briggs, Encore Café Coordinator 

becky.briggs@Kirkwood.edu 319-398-2585
Innovations in Nutrition

Program
Heritage Area Agency on Aging

• One of six AAA’s in Iowa

• Seven county service region (Benton, Cedar, Iowa, Johnson,

Jones, Linn, Washington)

• Cedar Rapids metro area (2nd largest city in Iowa)

• Eighteen senior dining locations, seven partner providers
Issue: Significant Decline in Congregate 

Participation

• Following national trend

• Outdated service delivery methods

• Several site closures in 2012

• Linn County had one of largest declines in congregate 

participation in state over last ten years
Issue: Lack of Available Services

• Only one senior dining location in second largest metro area

• Provided services to 7% of older adults in Marion, Iowa (one of 

fastest growing areas in Iowa)

• Little opportunity for socialization and enrichment activities

• Limited to no knowledge of services available through AAA
Solution: Encore Café

• Pilot project started in December 2017

• Seed-funding from federal and state grants

• Revitalization of congregate meal program in Linn County

• Diabetes focused

• Four dining sites 
Encore Café

“A Second Call to Enhance Your Health”
Encore Café Concept

• Focus on combatting diabetes and social isolation

• Focusing on older adults in the “gap”

• New service delivery model

• Choice menu served buffet-style

• Salad Bar with feature salad of day

• Poured beverages 

• Reusable table service 

• Volunteer-cleared tables
Encore Café: Central City

• Serve at 11:45a

• Choice menu

• Salad bar

• Meals prepared by Central City Senior Dining 

• Weekly exercise class
Encore Café: Marion

Marion-Lowe Park

• Offered Wednesdays/Thursdays 11:30-12:30

• Choice menu/salad bar

• Meals prepared by HYVEE-Marion

• Produce Box and food distribution

Marion Public Library (main meeting rooms)

• Offered Friday/Monday 11:30-12:30

• Choice menu/salad bar

• Meals prepared by HYVEE-Marion

• Produce Box and food distribution
Encore Café: St. Marks United Methodist 

Church

Cedar Rapids

• Offered Tuesdays 11:30-12:30

• Enter through main doors

• Choice menu/salad bar

• Meals prepared by HYVEE-Marion

• Monthly Produce Box/food distribution

• Monthly topic of the month guest speakers
Encore Café: Key Points

• Reservations strongly recommended by 1:30p the day prior.

• Reservations not made the day before, may be accommodated, subject to 

those with prior reservations being served. 

• $5.00 suggested voluntary contribution for those over 60

• $8.00 per meal charge for those under the age of 60 

• There are no residency requirements for participation

• Completion of annual registration form 
Encore Café: Health & Wellness Programming

• Creation of Health & Wellness Coordinator and Encore Café 

Coordinator Position

• Collaborations of monthly speaker series

• A1C Testing Diabetes-specific education

• Health & Wellness Speakers

• Evidence-based Programming

(Matter of Balance, CDMSP, Tai Chi)

• Water Aerobics for Arthritis
Thank You!!

• Tim Getty, Regional Nutrition Coordinator 

tim.getty@kirkwood.edu 319-398-7682

• Becky Briggs, Encore and Volunteer Coordinator

• becky.briggs@kirkwood.edu 319-398-2585
Innovations in Nutrition

Program
Heritage Area Agency on Aging

• One of six AAA’s in Iowa

• Seven county service region

• Mix of urban, suburban and rural

• Cedar Rapids metro area (2nd largest city in Iowa)

• Eighteen senior dining locations, seven partner providers
Issue: Significant Decline in Congregate 

Participation

• Following national trend

• Outdated service delivery methods

• Several site closures in 2012

• Linn County had on of largest declines in congregate 

participation in state over last ten years
Issue: Lack of Available Services

• Only one senior dining location in second largest metro area

• Provided services to 7% of older adults in Marion, Iowa (one of 

fastest growing areas in Iowa)

• Little opportunity for socialization and enrichment activities

• Limited to no knowledge of services available through AAA
Solution: Innovations in Nutrition Grant

• Funded through two year ACL grant

• Contracted partner of Iowa Department on Aging

• Revitalization of congregate meal program in Linn County

• Diabetes focused

• Four dining sites (one existing, one reopening, two new) 

• Program evaluation conducted by Iowa State Extension

(focus groups, surveys)
Encore Café

“A Second Call to Enhance Your Health”
Encore Café Concept

• Focus on combating diabetes and social isolation

• Review of data prior to site placement

Need greater than first thought

Added additional Marion site

• Focusing on older adults in the “gap”

• New service delivery model

• Choice menu & salad bar

• Poured beverages

• Tables cleared by volunteers

• Innovative and replicable
Encore Café: Collaborations/Partnerships

• Linn County Community Services

Local grant oversight committee

• City of Central City

• City of Marion

Parks & Rec

Marketing/website

• Marion Public Library

Reservation System

Volunteer Recruitment

• St. Marks United Methodist Church

• HYVEE Food Stores
Encore Café: Marketing

• Development of brand/concept

Logos/brand identity

• Continuing of coverage

Newspaper features (hometown)

Publishing of menus

• Social Media

Library, Chamber of Commerce, Other partners

• Word of Mouth
Encore Café: Health & Wellness Programming

• Creation of Health & Wellness Coordinator and Encore Café 

Coordinator Position

• Collaborations of monthly speaker series

• A1C Testing Diabetes-specific education

• Health & Wellness Speakers

• Evidence-based Programming

(Matter of Balance, CDMSP, Tai Chi)

• Water Aerobics for Arthritis
Encore Café: Central City

• Retrofitting existing location

• Had highest percentage of decline in participation

• Located in rural Linn County

• Serve at 11:45a

• Choice menu

• Salad bar

• Chef-lead cooking demonstrations
Encore Café: Marion

Marion-Lowe Park

• Reopening of closed location

• Offered Wednesdays/Thursdays 11:30-1:00

• Choice menu/salad bar

• Average 38 participants per meal

• Produce Box

Marion Public Library

• Near 3 senior housing complexes

• Offered Friday/Monday 12:00-1:00

• Choice menu/salad bar

• Produce box 

• Average 30 participants per meal
Encore Café: St. Marks United Methodist 

Church

Cedar Rapids

• Opened February 2019

• Offered Tuesdays 11:30-12:30

• Choice menu/salad bar

• Average 42 participants per meal

• Produce Box

• Near three low-income senior housing complexes

• Located in food desert
To Date (June 2019)

• 9,438 total meals served

• 30 + attendees in evidence-based classes

• Highest voluntary contribution rate in region avg. $3.90/meal)

• Highest monthly average: $4.77 per meal

• Lowest monthly average: $3.33 per meal

• Highest participation: 85 meals (anniversary event)

• Lowest participation: 19 meals (winter storm, outside event)

• 13 Options Counseling Referrals

• 15 Nutrition Counseling Referrals
General Observations

• Changing attitudes and perceptions of the congregate meal 

program

• Participant will contribute/participate for perceived value

• Participants are willing to help you (comment cards, questions)

• Flexibility is key

Range of serving time vs at on set time

Modernizing and innovating “Breaking of the Mold”
Participant Thoughts

• More than just access to food

• Biggest benefits are socialization and access to appropriate

meals and food supplies 

• Cooking for one/balanced meals

• “Reason to get out of bed”

• Access to supportive services/education

• Empowering participants to make better choices to enhance 

their health.
Lessons Learned

• Be prepared for unexpected (good and bad) opportunities

• Direction may change frequently

• Challenged every aspect of organization (program, fiscal,

contract)

• Control growth and excitement “pull back the reins”

• Look for collaborations in unconventional ways

• Have open mind to try new things/new ways of thinking (ask

volunteers for advice)

• Take time to sit back and watch
Thank You!!

• Tim Getty, Regional Nutrition Coordinator

tim.getty@kirkwood.edu 319-398-7682

• Becky Briggs, Encore and Volunteer Coordinator

• becky.briggs@kirkwood.edu 319-398-2585
6 

Memorandum of 

Understanding

Agreement outlining responsibilities and terms 

between the program and café sites.
1 

Memorandum of Understanding between 

The Heritage Area Agency on Aging 

and St. Marks United Methodist Church 

AGREEMENT

This agreement is made by and between The Heritage Area Agency on Aging (HAAA), Kirkwood 

Community College, 6301 Kirkwood Blvd. SW, Cedar Rapids, Iowa 52404, and St. Marks United 

Methodist Church, 4700 Johnson Avenue, Cedar Rapids, Iowa 52405. 

1. In consideration of the mutual promises and covenants contained herein, the Heritage 

Area Agency on Aging and St Marks United Methodist Church agree as follows:

a. Location/Space – Provide appropriate space to establish and maintain an Encore 

Café location at St. Marks United Methodist Church

i. Kitchen – Provide access to appropriate kitchen facilities, as approved by 

the Linn County Public Health Department, for preparing and serving of 

meal, and washing of service items as needed. 

ii. Dining/Programming – Provide access to suitable area, as approved by 

the Linn County Public Health Department, for dining and programming 

efforts.

iii. Storage– Provide storage for portable salad bar and a limited amount of 

storage for disposable goods, supplies, and serviceware.

b. MOU type – This MOU is a grant service agreement paid upon the submission of 

required information to Heritage.

2. St. Marks United Methodist Church shall:

a. Location – St. Marks United Methodist Church will grant HAAA access to the St 

Marks kitchen and dining/programming space from 11:00a-1:00p, weekly on 

Tuesdays. If the space is needed due to a funeral, arrangements will be made to 

relocate the Encore Cafe to another area of the facility. The day of the week and 

number of serving days may be adjusted, based on feedback and the mutual 

agreement of both parties. 

i. Kitchen: HAAA and its caterer will have access to the kitchen area to 

make final meal preparations and also the use of dishwashing facilities as 

needed.

ii. Dining/Programming: HAAA and its caterer will has access to the dining 

room for serving of the meal and also programming. Additional space 

needs related to evidence-based program offerings and additional 

services will be requested in a timely manner and will e subject to 

availability. 
2 

iii. Storage: Allow HAAA to store a portable salad bar in a mutually agreed 

upon location when the Encore Cafe is not operating. St Marks will have 

access and the ability to use the salad bar during non-operating hours. 

HAAA will have a small amount of storage space to store items such as 

disposable goods, program supplies, and serviceware. 

b. Disposal – St. Marks will provide HAAA access to an appropriate location to 

dispose of trash while operating the Encore Cafe: 

c. Volunteers- St Marks will attempt to recruit volunteers to assist with operations 

on an as needed basis, based on identified needs. 

3. HAAA shall:

a. Provide St. Marks United Methodist Church, with a monthly stipend of $50.00 

per month, regardless of the number of serving days. St. Marks will provide a 

monthly invoice to HAAA for prompt payment.

b. Provide staff to verse the Encore Café operations. 

c. Provide all service items such as (but not limited to) serving utensils, cups, trays, 

plate and silverware. 

d. Purchase a salad bar for use during Encore Café serving times.

e. Purchase dishwashing detergent and/or sanitizer solution as needed, if the dish 

machine is used. 

f. Provide all marketing materials and guide all marketing efforts for the Encore 

Café.

g. Provide monthly menus and updates to St. Marks staff.

h. Meet monthly, or as needed with St Marks staff to collaborate and review ongoing efforts of this agreement. 

i. Pay for any damage, over and above, normal wear and tear, caused by HAAA 

and/or its contract caterer. 

This MOU will be in effect from 2/1/2019 through 12/31/2019. 

TERM/TERMINATION

Term

Subject to earlier termination as set forth below, this Agreement shall commence as of the 

Effective Date and shall remain until 12/31/19. Notwithstanding the foregoing, this Agreement 

may be earlier terminated in accordance with the remaining terms set forth below.

Termination by Either Party for Convenience 

At any time during the term of the Agreement, either party may terminate this Agreement for 

any reason by giving thirty (30) calendar days’ notice in writing to the other party of the 

intention to terminate.

Termination Due to Default 
3 

If either party defaults in the performance of a material obligation under this Agreement and 

fails to cure such default within thirty (30) days after receipt of a written notice given by the 

other party demanding that the default be cured, the non-defaulting party may terminate this 

Agreement immediately upon giving a written notice of termination.

Termination by HAAA Due to Funding or Direction from the Iowa Department of Aging

In the event of reduction, suspension, discontinuance, or other unavailability of funds, HAAA 

may immediately terminate this Agreement without penalty. In the event, the Iowa 

Department of Aging directs HAAA to directly provide the services contemplated in this 

Agreement, HAAA may immediately terminate this Agreement without penalty. All outstanding 

amounts owed will be promptly paid and HAAA will work with St Marks United Methodist 

Church to notify Consumers of the change in services.

Rights on Termination

Termination of this Agreement for any reason shall be without prejudice to any rights which 

shall have accrued to the benefit of either party prior to such termination. Termination of this 

Agreement shall not relieve either party from obligations which are expressly indicated to 

survive termination, including, without limitation, the obligations arising in this MOU. 

X

Jill Sindt, HAAA

Church

X

St Marks United Methodist
4 

ATTACHMENT C,1: SENIOR NUTRITION PROGRAM ASSURANCES FOR THE ACL INNOVATION IN 

NUTRITION PROGRAM AND SERVICES PILOT PROJECT

Vendor Name: Hy-Vee, Marion, Iowa

The vendor who accepts funding from Heritage to provide services under this program assures 

to follow all the following:

Site Specific Information for this Pilot Project

• Meals will be served at the Marion Public Library on Monday and Fridays. 

• Meals will be served at Lowe Park on Wednesday and Thursdays. 

• Meals will be served at St. Marks United Methodist Church (4700 Johnson Ave NW, 

Cedar Rapids) on Tuesdays. 

• Delivery will occur by 11:00 a.m.

Hy-Vee to Provide for this Pilot Project

• Two entrees, vegetable, appropriate sides, dessert and bread products (if part of menu), 

milk/beverages. 

• Salad Bar at Lowe Park, Marion Public Library, St. Marks United Methodist Church. 

• Staff to deliver, set up, and serve food and Salad Bar(s). 

• Ice or frozen slabs for Salad Bar(s). 

• Disposable goods such as napkins and other items directly related to the serving of the 

meals. 

• Transporting and washing/sanitizing of reusable plates and flatware. 

• At least two themed meals per year in cooperation with Heritage. 

• Meet with Heritage staff at least monthly to discuss and concerns or opportunities for 

enhancement. 

• Use of registered dietician in analyzing and approving of master menu cycle and as 

needed for situations specific to the operation and needs of the Encore Cafes. 

Heritage to Provide for this Pilot Project

• Reservation count to Hy-Vee by 4:00 pm of the day before service. 

• 24 hours’ notice of cancellation, not including weather related closings. 

• Meet with Hy-Vee staff at least monthly to discuss and concerns or opportunities for 

enhancement. 

Mutually Agreed Upon Goals in Addition to Grant Deliverables

• Service/participation of an average of 35 meals per day. 

Other General Terms
5 

Eligibility for congregate nutrition services

1. Persons who meet at least one of the following criteria will be eligible to participate in the 

congregate dining program:

• Age 60 or above

• The spouse or disabled child of an eligible participant who resides with and attends 

with the eligible participant

• An individual providing volunteer service during the meal period, regardless of age

• Disabled individuals under the age of 60, who reside in a housing facility occupied 

primarily by older adults which congregate services are provided.

2. Non-eligible individuals may eat at a congregate site, paying the provider’s predetermined

price of the meal, if that meal does not deprive an eligible participant of a meal.

Nutrition performance standards

Each meal served by the nutrition services provider must comply with the Dietary Guidelines for 

Americans and provide to each participating older individual. 

1. A minimum of 33 1/3 percent of the daily recommended dietary intake (DRI) as established 

by the Food and Nutrition Board of the National Research Council of the National Academy 

of Sciences, if the program provides one meal per day;

2. A minimum of 66 2/3 percent of the allowances if the program provides two meals per day; 

and 

3. 100% of the allowances if the program provides three meals per day.

4. Menus can be adjusted to meet some special dietary needs of program participants.

Food standards

Standardized tested recipes, are adjusted to yield the number of servings needed and shall be

used to achieve the consistent and desirable quality and quantity of meals and ensure 

compliance with daily recommended dietary allowances. 

Menus

1. Menus shall be planned for a minimum of two weeks, certified in writing by the licensed 

dietitian whose services are utilized by the vendor and submitted to Heritage for review at 

least two weeks prior to the initial use of the menu. Four weeks is preferred for publication 

purposes.

2. Hy-Vee will submit to Heritage analyzed menus and the completed Iowa Department on 

Aging Menu Approval Form completed and signed by a Registered Dietician on a quarterly 

basis.

3. Menus shall be planned with the advice of dietitians (or individuals of comparable 

expertise), meal participants, and other individuals knowledgeable with regard to the needs 

of older individuals.

4. Menus shall include two entrees, vegetable, appropriate sides, dessert (if part of menu), 

milk/beverages. 
6 

5. Hy-Vee may reserve the right to make menu adjustments based on unforeseen 

circumstances.

6. Nutrition facts of the menu items served, shall be made readily available to program 

participants.

Sanitation and food safety

All vendors and dining sites must comply with applicable provisions of State or local laws 

regarding the safe and sanitary handling of food, equipment, and supplies used in the storage, 

preparation, service and delivery of meals to an older individual.

1. All raw fruits and vegetables and other foods utilized shall be free from spoilage, filth or 

contamination and must be safe for human consumption. Unprocessed fresh fruits and 

vegetables from local gardens and farmer’s markets may be used in the production of 

meals.

2. The use or serving of outdated perishable, and/or potentially hazardous, food products is 

strictly forbidden.

3. The vendor will stay informed of any product recalls on foods used in the production of 

meals and will immediately remove the affected food from production. The vendor will also 

follow all procedures that are received from the food vendor/supplier for billing credit 

and/or disposal.

4. Food service personnel, both paid and volunteer are forbidden to work in a food service 

setting if infected with a communicable disease. Each employee/volunteer directly involved 

with the preparation or serving of food will complete the “Infectious Disease and/or Illness 

Reporting Agreement for Employees and Volunteers Working in Food Service Areas” and 

the vendor will have the agreements available for review, upon request, in a specific file 

kept separate from the employee/volunteer’s personnel file. The vendor shall have a policy 

to ensure safe food handling by employees and volunteers. The policy shall include a 

provision that the vendor will notify Heritage within 12 hours of becoming aware of any 

client exposure to infectious disease and/or infection through the nutrition program.

5. Food service personnel, both paid and volunteer, will practice hygienic food handling 

techniques including the wearing of hair nets, while handling food or clean dishes or when 

entering the kitchen during food preparation or service. Clean ball caps may only be used 

as hair restraint for hair less than 1” in length. 

6. Single-use, disposable gloves, or appropriate serving utensils are to be used when 

serving/preparing food. Bare handed contact with ready-to-eat food is not allowed.

7. Only staff and volunteers who are essential to the production and serving of meals will be 

allowed in the production area/kitchen while food is being prepared or served.

8. Dining sites must document the temperature of all coolers, freezers and dish machines, as 

well as the concentration levels of chemicals used in the cleaning and sanitizing of 

equipment, small wares, and food contact surfaces. This documentation should be stored in 

the Heritage Dining Site Program Binder.

9. Dining sites must monitor food temperatures each day prior to service of home-delivered 

and congregate meals to ensure that all food is served within the proper temperature 

ranges. A temperature record must be kept on file and available to Heritage upon request. 
7 

Home delivered and congregate meals shall be transported in insulated bags and coolers to 

aid in maintaining safe temperatures. These meals shall not be transported in noninsulated containers such as cardboard boxes or grocery sacks. Temperatures of congregate 

site meals shall be taken and documented upon arrival of the food to the site and prior to 

serving of both congregate and home delivered meals. 

10. Foods that need time and temperature control for safety (TCS Foods) and ready-to-eat 

foods (food that is able to be eaten without additional preparation, washing or cooking) 

such as; cut tomatoes, cut melons, cut leafy greens, prepared salads, meats/seafood, dairy, 

potato salad, deli meats, will be stored at 41 degrees or below.

11. Vehicles (owned/leased and volunteer) that are used to deliver food should be clean and 

sanitary. 

12. All staff and volunteers will present themselves in a professional manner. Uniforms or 

clothing will be neat, clean and free of tears or holes. Closed-toed shoes will be worn by all 

staff and volunteers while in the kitchen or serving areas. Facial jewelry must be covered or 

not worn during the production and serving of food.

13. Staff and volunteers will prepare and serve food in accordance with the current food code 

of their specific county and the most current version of the Iowa Food Code.

14. Staff and volunteers will wash their hands after using the restroom or upon 

entering/reentering food preparation or serving areas.

15. Dining sites will adhere to the current the Heritage Regional Nutrition Program Policies and 

Procedures regarding the clean-up and handling of bodily fluid and will have 

equipment/supplies dedicated to the clean-up for such situations available for 

staff/volunteer use.

16. The vendor shall report the occurrence or suspected occurrence of a food-borne illness to 

Heritage within 12 hours. Heritage will report this information to the Iowa Department on 

Aging within 12 hours of notification. 

These assurances have been reviewed with appropriate administrative and program staff:

X

Signature of Authroized Official Of Grantee

X

Signature of Other Designee
7 

Nutritional Risk Survey

Survey to measure impact of the program on 

nutrition risk behaviors. 
To be completed by ISU: Participant ID ________________________________

MID Questionnaire 1 

Innovations in Nutrition Program Evaluation Instructions 

PURPOSE 

The goal of the Innovations in Nutrition Program Evaluation Project is to monitor the impact of the congregate meal 

program on the following behaviors: Confidence in making preventive nutrition choices; nutritional risk; dietary 

intake frequency; and loneliness. Other measures that will be assessed for sociodemographic and qualitative 

purposes include food security classification, and hospitalizations.

DESIGN 

This study uses a control group design. Tim Getty will oversee the distribution of questionnaires in Linn and Jones 

Counties. ISU will oversee the distribution of questionnaires in Story and Polk Counties. 

• Control Sites: Senior apartments in Story and Polk Counties 

• Semi Control Site: Jones County Senior Center (receiving traditional meal program)

• Treatment Sites: Marion Public Library, Marion Lowe Park, Central City Senior Center

Evaluation Forms:

Sarah will email the three questionnaires (Pre, Mid, Post) files to Tim Getty (copying Alexandra Curtis). Tim will 

print the questionnaires on different color paper will be used to easily identify groups. 

• TREATMENT = White paper

• SEMI CONTROL = Pink paper

Sarah will print the control group questionnaires on light blue paper. ISU will oversee all coding of the 

questionnaires.

Evaluation Dates: 

The questionnaires will be distributed at three time points in 2019: 

• February

• July

• October

For the treatment and semi-control sites, distribute the questionnaires on a busy meal day. Doing so will increase the 

number of respondents. The questionnaires should be distributed by Tim Getty or a member of his team. 

Evaluation Distribution:

The evaluations take on average 15 minutes to complete. Please take pens for participants to use. Do not use 

pencils as the answers can “smudge.” These evaluations are to be distributed to participants when participants arrive 

at the meal site or senior apartment complex. 

Each participant who returns a questionnaire is to receive a small gift. Due to costs and limited numbers, no gifts can 

be distributed to those who did not complete a questionnaire.

The questionnaires are to be completed individually. If the questionnaire distributor wishes to read the questions out 

loud to participants it will be important to allow for additional time (~15 additional minutes). Before collecting the 

questionnaires, please review to ensure all questions are completed. If a participant has left a question blank, please 

ask if it was intentional. If it was, that is fine. If not, please ask them to complete it. 

The evaluation forms should be mailed or returned to Iowa State University within 2 weeks of completion. Prior to 

mailing these, email Dr. Sarah L. Francis (slfranci@iastate.edu) to let her know how many surveys are being mailed. 

ISU ADDRESS: Sarah L. Francis ISU, Dept. Food Science and Human Nutrition, 220 MacKay, Ames, IA 

50011-1123.
To be completed by ISU: Participant ID ________________________________

MID Questionnaire 2 

THIS PAGE WILL BE REMOVED WHEN RETURNED TO CAMPUS AND AN ID 

NUMBER IS GIVEN. YOUR NAME WILL NOT APPEAR ANYWHERE ON YOUR 

QUESTIONNAIRE.

 

PLEASE PRINT YOUR ANSWER

FIRST NAME: _________________________________________

LAST NAME: __________________________________________

LOCATION OF SURVEY (Please put an ‘X’ by your response):
To be completed by ISU: Participant ID ________________________________

MID Questionnaire 3 

Intentionally Left Blank
To be completed by ISU: Participant ID ________________________________

MID Questionnaire 4 

For each of the following items, mark the number that best describes your current 

beliefs. How certain are you that you could overcome the following barriers?

For each of the following items, please mark your level of agreement with the 

following questions.
To be completed by ISU: Participant ID ________________________________

MID Questionnaire 5 
To be completed by ISU: Participant ID ________________________________

MID Questionnaire 6 
To be completed by ISU: Participant ID ________________________________

MID Questionnaire 7 
To be completed by ISU: Participant ID ________________________________

MID Questionnaire 8 

The below questions are intended to help us better understand who is completing 

these questionnaires. The completion of this is voluntary. No names will be 

associated with these questionnaires.

1. During the past 3 months, how frequently have you attended a senior meal 

program? (e.g., lunch at a senior center, Encore Café) 

 I do not attend lunch at a senior center

 I receive Meals on Wheels

 Every day it’s offered

 3 or more times weekly, but not daily

 2 times weekly

 1 time weekly

 1 to 2 times monthly

2. How old are you? ______ (years)

3. Are you male or female? 

 Female

 Male 

4. Which one or more of the following would you say is your race? 

 American Indian or Alaska Native 

 Asian

 Black

 Hispanic

 Native Hawaiian or other Pacific islander 

 White 

 Other, please describe:

5. What is the highest degree of school you completed? 

 Less than High School

 High School/GED

 Some College

 Associates 

 Technical School

 Bachelor’s

 Graduate
To be completed by ISU: Participant ID ________________________________

MID Questionnaire 9 

6. Are you...? 

 Divorced

 Married

 Separated

 Single, never married

 Widowed

7. What best describes your current living arrangement?

 Assisted Living Facility 

 Community-residing (e.g. own home, townhome, or apartment [not 

specifically for older adults], living with adult child or roommate, not in 

retirement community, etc.)

 Retirement community

 Senior Apartment Complex

 Other

8. What is the primary source of your monthly income? 

 Full-time work

 Part-time work

 Retirement Funds

 Social Security

 Spouse

 Stock Portfolio

 Other (e.g. Pension)

9. In general, how would you describe your health? 

 Very poor

 Somewhat poor

 Average

 Somewhat good

 Very good

10. Mark all the health conditions that you have been told you have.

 Cardiovascular disease (e.g. heart attack, high blood pressure, high 

cholesterol, etc)

 Joint issues (e.g., knees, hips, shoulders, etc)

 Arthritis

 Back Issues

 Diabetes

 Lung disease (e.g. asthma, COPD, chronic bronchitis)

 Cancer (including history of cancer)
To be completed by ISU: Participant ID ________________________________

MID Questionnaire 10

 Neurological (e.g., stroke, Parkinson’s)

 Other

11. Please rate your level of agreement with this statement: “I feel my city/town 

is older adult friendly” (e.g., offers programs for older adults, ready access 

to services that promote aging in place, etc).

Very 

Supportive



Supportive



Somewhat 

Supportive



Unsupportive



Very 

Unsupportive



12. During the past 3 months, were you a patient in a hospital overnight? 

Overnight means that you were admitted on a different day then when you left. It 

does not include outpatient clinic visits or non-medical stays like staying with a 

family member.

 Yes

 No

13. During the past 3 months, how many different times did you stay in any 

hospital overnight or longer? Do not count the total number of nights, just the 

total number of hospital admissions for stays, which lasted 1 or more nights.

 

For the below statements, please indicate if the statement was often true, 

sometimes true or never true for you/your household in the last 12 months.

14. I/We worried whether my/our food would run out before I/we got money to 

buy more. 

 Often true

 Sometimes true

 Never true

 Don’t know 

15. The food that I/we bought just didn’t last and I/we didn’t have money to get 

more.

 Often true

 Sometimes true

 Never true

 Don’t know 

Thank you for completing this questionnaire.
8 

Request for Quote

Quote request to identify food vendors for café sites.
1 

Request for Quote

The Heritage Area Agency on Aging is requesting quote(s) from vendors for a nutrition pilot 

project in Marion, Iowa to targeted vendors with experience in the provision of food service 

to older adults. 

Quotes are requested by Noon on Wednesday, March 7, 2018.

Pilot Project Summary and Desired Outcome

The Heritage Area Agency on Aging is implementing a pilot project to address the continued 

decline of participation in the currently established congregate meal program, increased need 

and desire for nutrition and health and wellness programming for older adults, and to combat 

the increasing level of older adults at-risk for Prediabetes and Diabetes. 

The “Innovations in Nutrition” Pilot Project concentrates on providing older adults throughout 

Linn County, with two new senior dining locations in Marion, Iowa: Lowe Park (Wednesday and 

Thursday) and the Marion Public Library (Monday and Friday). Each site will offer a choice 

menu, access to fresh fruit and vegetables, and opportunities to participate in nutrition 

education and evidence-based programming such as chronic disease self-management and falls 

prevention. The Marion-Lowe Park location will also feature a salad bar during the established 

meal service. All services will be available to older adults age 60+ on a voluntary contribution 

basis. 

The desired outcome is to identify successful strategies that increase participation, satisfaction, 

and health benefits that can be replicated throughout the Heritage seven county region.

Scope of Work for Quote Summary

• Offer meals at Marion site(s) through 6/30/2018 with an option to renew an additional 

year

o Lowe Park: 2 days per week – Wednesday and Thursday

o Marion Public Library: 2 days per week – Monday and Friday

• Offer choice menus

o Hot or cold meals on set days with attention to the appeal of the meal in the 

areas of garnish, color, shape/texture and plating

o Salad bar at Lowe Park each day

o Offer a breakfast option in place of the lunch option at one or both of sites 

monthly

o Offer two special meals per year (holiday/themed meals)
2 

• Service delivery

o Delivery of meals/food supplies to the site(s) 

o Meals should include all items specific to the particular meal, including 

beverages such as but not limited to coffee, water, etc.

o All menus must follow established Iowa Department on Aging nutritional 

guidelines and if not using current Heritage menu cycle, must be analyzed and 

approved by a registered dietician at the vendor’s expense

o Two “chef choice” days, which do not need to be analyzed, can be offered every 

four weeks.

o Bulk/buffet service of meals is preferred on either reusable plates or hard plastic 

disposable plates.

o Publish menu on a monthly basis with carb count listed for each meal/item

o Reservations may be required

• Site operation

o Maintain staff or volunteer presence at sites to serve and complete required 

registration forms and other basic reports

o Submission of monthly reports (such as rosters, billing, etc.)

o Adherence to Iowa Food Code 

o One staff/volunteer to maintain certified food protection manager certification. 

This individual does not need to be at the program site.

o Participate in annual site visit evaluation and any other visits by Heritage or 

other entities.

o Meals need to be offered on a voluntary contribution basis. The suggested 

contribution rate can be established by the vendor. The vendor owns any 

contributions, but will need to report them to Heritage and follow Heritage fiscal 

standards for collection and deposit. 

• Heritage assistance available

o Obtaining and sustaining Food Establishment License for both Marion locations

o Purchasing of salad bar and associated service ware/pans/equipment

o Purchasing of needed serving utensils

o Providing white hard plastic plates, bowls, salad plates if vendor so chooses

o Food safety supplies (fluid clean-up kits, thermometers, cleaning buckets, etc.)

o Technical assistance in the area of site management/operation 

Required information to be submitted in vendor quote: 

1. Cost per meal with explained rationale

2. Number of meals per day vendor has capacity to serve each day

3. Summary of staffing/volunteer strategy

4. Summary of meal type and presentation/service method
3 

5. Summary of planned menus and development if not planning to use Heritage menus

6. Any other extraordinary fees to cover the meal service of the pilot project that are not 

equipment related to the program site as Heritage will be purchasing salad bars and 

other necessary program equipment.

Heritage will accept responses electronically or in writing until Noon on March 7, 2018. 

Reimbursement method

Heritage will provide a per meal reimbursement with additional bonus payments awarded for 

increased participation and meeting/surpassing satisfaction rate goals. The rate is proposed by 

the vendor and bonuses will be established in a contract awarded to the successful quote based 

on available funding.

Preference given to vendors that offer: 

• The ability to serve both Marion locations

• Appealing and creative plating or packaging

• Vendors that are currently providing a similar service with the Lowe Park

• Vendors that have staff/volunteers that are trained in evidenced based health programs 

desired by Heritage

At least three potential vendors will be contacted.

Please contact Tim Getty of The Heritage Area Agency on Aging at 319-398-7682 with any 

questions. Thank you.
9 

Salad Bar Guide

Instructions and requirements for café salad bars.
 Salad Bar

Serving Sizes

The following is a description of the suggested ingredients and amounts to make one side salad. The provided 

information meets nutritional guidelines for one side salad (small plate). 

1 Tong Romaine Lettuce

1 Spoon Tomatoes

1 Spoon Fresh Peppers (3 slices)

1 Small spoon Edamame

1 Spoon Hard boiled eggs

1 Spoon Shredded Cheddar Cheese

1 Spoon Featured Salad of the Day

1 Ladle Low-Fat Dressing

1 Spoon Croutons

Please remember to: 

• Use a clean plate for each use

• Use utensils that are provided

• If you would like to have a large plate to have salad as your meal, just ask

Encore Cafe

Salad Bar Survey

To continually provide the best possible offerings to Encore Café participants, our team is currently looking for 

suggestions and comments about the selection and offerings of the salad bars offered at the Encore Cafes. Please 

complete the below questions and if offering comments or suggestions, please be as specific as possible.

1. What items currently offered do you enjoy the most:

____________________________________________________________

2. What items currently offered do you enjoy the least:

____________________________________________________________

3. What types of salad dressings do you prefer (mark all that apply):

French, Ranch, Blue Cheese, Vinaigrette, Raspberry Vinaigrette, Dorothy Lynch

Other:_____________________________________

4. What types of salads do you prefer (mark all that apply):

Beet Salad, Pasta Salad Cole Slaw, Potato Salad

Other:_____________________________________

5. What are items not currently offered, that you would like to see offered:

___________________________________________________________

6. Other comments:_____________________________________________


Week of _________________ SALAD BAR TEMPS Time In and Out Every day 11am to 1pm

 

Salad Bar Procedures

1. Subcontractor may offer a salad bar as part of the congregate meal program. 

2. Nutrition Policy and Procedures shall be followed.

3. A participant may choose to have the salad bar (large plate) as their meal for the day, or have a side salad (small 

plate) in addition to their meal.

4. Quality donated produce and/or food items may be used from reputable suppliers or organizations. 

5. All food offered must be served and maintained at safe food handling temperatures.

6. Clean and appropriate serving utensils will be used with the salad bar.

7. The suggested analyzed recipe for an entrée salad (large plate) shall be posted at the salad bar for participant view.

8. Participants must use a clean plate if making a return trip to the salad bar.

9. Offerings

• At least one choice of greens

• At least three vegetable choices

• One salad

• At least one meat/protein

• At least one fruit choice

• At least one legume choice

• At least three salad dressing choices

• At least three toppings
Potential Items (not limited to):

Lettuce/Greens:

• Iceberg (salad mix)

• Romaine

• Spring Greens

• Spinach

Vegetables:

• Carrots (carrettes, sliced) 

• Broccoli 

• Cauliflower 

• Sliced Olives 

• Celery 

• Baby corn 

• Peas

• Sliced Onions

• Sliced Mushrooms

• Tomatoes (cherry, sliced, etc.)

• Sliced/chopped Pepper (red, green, yellow) 

• Beets

• Cucumbers

Fruit:

• Mixed Fresh Fruit 

• Strawberries (fresh, frozen)

• Applesauce

• Fruit Cocktail

• Fresh Fruit (bananas, apple/orange wedges)

• Fresh Melon/grapes

• Mand. Oranges

• Fruited Gelatin

• Peaches/Pears/Pineapple tidbits (packed with juice/water preferred)

Meats/Protein:

• Ham

• Turkey

• Tuna

• Egg/egg salad

• Chicken Strips (grilled)

Legumes:

• Red/Black Beans

• Butter Beans

• Garbanzo Beans
Misc. Toppings:

• Dried Cranberries

• Croutons

• Shredded Cheese

• Sunflower Seeds

• Sesame Sticks

Dressings:

• Oil/Vinegar

• French

• Ranch

• Blue Cheese

• Italian

• Raspberry Vinaigrette

Salads:

• Cottage Cheese

• Pasta Salad (oil-based preferred)

• Pea Salad

• 3 Bean Salad

• Fruit Salad

• Plain/Fruited Yogurt

• Cucumbers and onions

• Marinated beet

Salad bar layout (initial):

• Greens/Lettuce

• Vegetables

• Legumes/Beans

• Protein

• Toppings (cheese, etc.)

• Salad Dressings

• Fruit

• Misc. Salads

• Dry toppings
Satisfaction Survey

Survey to measure program participant satisfaction.
Linn County Innovations in Nutrition Program: Satisfaction Survey 

Implementation Protocol

The purpose of the survey is to assess congregate meal site participant satisfaction

during the innovations pilot program. This survey will only be implemented in 

congregate meal sites participating in the project. Survey will be administered by Tim 

Getty and colleagues. 

The goal is to administer the survey to all meal site participants on the given survey 

day. Make an announcement to the entire group that survey is a short questionnaire 

about their satisfaction with the meal program. Stress that the survey is short and 

should only take about 10-15 minutes. If possible, make the announcement at least one 

week before the survey is administered. 

Survey will be administered in late August and early September 2018. On the day of the 

survey administration, take pens for participants to use. Distribute the surveys to 

participants on the designated day in either August or Septembers. All surveys are 

intended to be completed individually although the survey administrator may read the 

survey aloud as participants complete it.

The survey is three pages, front and back. Please instruct participants to only mark one 

answer per row when asked to rank their satisfaction and/or agreement with a 

statement (Questions 4-7).

Before collecting the surveys from participants, please make sure that all survey 

questions have been answered. If there is missing information, please ask the 

participant to complete.

After participants have completed the surveys, survey administers must complete the 

information on the cover sheet. The cover sheet asks for meal site name, date survey 

administered, and number of meal site participants. Please return the completed 

surveys within 2 weeks of completion to Sarah L. Francis ISU, Dept. Food Science 

and Human Nutrition, 220 MacKay 2302 Osborn Dr, Ames, IA 50011-1123.

If the designated survey day is canceled, please notify Sarah Francis

(slfranci@iastate.edu or 515-294-1456). 
Congregate Meal Site Satisfaction Survey

The below questions are intended to help us assess your satisfaction with the 

congregate meal program and site. Your input will help us better serve you.

1. How long have you been attending the meal program? (NO SCORE)

 ______ Months ______ Years

2. On average, how many times a week do you attend the meal program (NO 

SCORE)

 0 to 1 times

 2 to 3 times

 4 to 5 times

3. What is your primary purpose for coming to the meal site? (NO SCORE)

 Conversations with friends and lunch

 A nutritious meal

 Programs and activities

 Other (Please specify)

4. Think about the food you receive from the meal program. Please tell us, how 

often are you satisfied with the: 
5. Think about the dining experience at the meal program. Please tell us, how often 

are you satisfied with the:
6. Think about the programming offered through the meal program. Please tell us, 

how often are you satisfied with the:
TOTAL SATISFACTION SCORE (add questions 4, 5, and 6 total scores; Max 104)

7. Please rate your level of agreement with the following statements regarding how 

the meal program (including the meal and programming) has helped you:

8. Do you have any recommendations to improve the meal program? (No score)

 No

 Yes (please describe)

 
Senior Dining Site Policies 

and Procedures

Outline of expectations, procedures, and resources 

for the operation of café sites.
1 

Heritage Senior Dining 

Daily Operational Procedures St Marks United Methodist Church

• Move portable steamtable from storage area, fill to appropriate water level, and turn to 

level where food will be held at 135 degrees or above. 

• Salad bar and sign/contribution holder should be moved from storage room to dining 

area by front doors.

• Place table for service ware and other items in front of the steamtable.

• Place appropriate service ware (plates, etc.) on table placed in front of serving line. 

• Receive food and supplies from food vendor and assist as needed. 

• The food vendor will take temperatures of all food and document the readings. The 

form needs to be signed off by the person in charge. That document will be kept with 

the vendor. 

• Food should meet the following guidelines:

o Hot Food: at least 135 degrees

o Cold Food: no higher than 41 degrees

• Take and document temperatures of coolers and documenting them on temperature log 

portion of site binder.

• For food not at appropriate temperature, bring the food to the appropriate temperature 

or return food to vendor. 

• The vendor will set up the food in the steam table and also be responsible for the salad 

bar.

• Place all cold food not immediately being served, in the refrigerator in storage room.

• Place clean and appropriate serving utensils for each food item with the respective item.

• Keep all food covered until ready for service. 

• All staff/volunteers must wash hands before/after working around food and 

before/after leaving the work area.

• Use single-use, disposable gloves when handling and serving food.

• Appropriate hair restraints (ball caps, hairnets) must be worn by staff/volunteers who 

are working with or around food.

• A participant can take their uneaten meal home, by requesting a disposable container 

from staff or volunteers. The date should be marked on the container. 

• No food that is out of date shall be served.

• Any leftover food will be taken by the vendor to be discarded.

• All trash should be taken out to the appropriate container.

• All food pans, plateware, serviceware will be taken by the vendor and washed at their 

facility for use the next serving day.

• All service ware (plates, cups, utensils, etc.) should be stored before leaving for the day.
2 

• All food pans, plateware, serviceware will be taken by the vendor and washed at their 

facility for use the next serving day.

• Wash all tables and food contact surfaces with detergent using green cleaning buckets.

• After cleaning, spray sanitizer onto surfaces and wipe using a clean wiping cloth.

• All food and food-related supplies must be stored at least 6 inches off of the floor and 

separated from any chemicals.

• No home-processed(canned) food can be served as part of the meal service.

• All staff/volunteers must complete and adhere to the “Illness Reporting Agreement for 

Employees and Volunteers Working in Foodservice Areas.”

• All staff/volunteers must review and follow the “Bodily Fluid Clean-up Procedures”, as 

well as, using the existing bodily fluid clean-up kit. 

• Reservations should be made by the participant for the following(s) by documenting it 

on the meal reservation form, calling the Heritage reservation line, or using the on-line 

reservation system. 

• Reservations should be communicated to the food vendor by 3:00pm the day before the 

meal.

• Reservations should be made by the participant for the following day(s) by documenting 

it on the meal reservation form or by contacting the Marion Public Library.

• Staff/volunteers need to ensure that participants are signing in and also are completing 

a Consumer Intake Form. 

• Site coordinator will count contributions and may ask for a volunteer to count as well. 

• Site coordinator will then be responsible for depositing money at the bank within 24 

hours. 

• Ensure that kitchen, storage room and serving area is clean and trash is removed.
Summary Brief

Snapshot of project and findings.
ORGANIZATION

Iowa Department on Aging in 

partnership with Heritage Area 

Agency on Aging

LINN COUNTY INNOVATIONS IN NUTRITION PROGRAM

ABOUT US

The Iowa Department on Aging strives to improve the quality of life and care of older Iowans through advocacy, 

planning, policy development and the administration and support of statewide programs and services that promote 

health, safety and long-term independence.

The Heritage Agency has been a department of Kirkwood Community College since 1973 and was designated 

by the Iowa Department on Aging to serve Benton, Cedar, Iowa, Johnson, Jones, Linn and Washington counties. 

Heritage serves people age 60 and above as well as their families, communities, and governments. In addition, 

The Heritage Agency serves as an Aging and Disability Resource Center (ADRC) serving adults 18 years of age 

and older with a disability through advocacy and options counseling.

PROJECT PURPOSE

To develop an innovative, replicable service delivery model for congregate meals titled “Encore Café.” This café 

concept was designed to encourage older adults to participate in congregate meal programs. In particular, the 

project aimed to attract the younger sub-population of older adults called “Baby Boomers” who had a smaller 

percentage of participation in recent years. 

PROJECT LENGTH

• Two years

KEY PARAMETERS

• Population targeted: Age 60 and older, persons at risk of hospital readmission, and/or malnutrition

• Geographic setting: Urban and rural

• Service Delivery Setting: Congregate nutrition program

• Services offered: Meal services, culinary demonstrations, nutrition education and wellness activities

• Number of staff/FTEs dedicated to innovation project:

Total number of dedicated staff: two paid FTE, one in-kind FTE Staffing Model (paid/unpaid, FTEs):

- One FTE Health & Wellness Coordinator to coordinate evidence-based and

non-evidence-based health activities

- One 0.5 FTE Encore Café Coordinator to manage the daily operations of the meal sites

- One 0.5 FTE meal site coordinator for one Encore Café location

- One FTE for volunteer labor (achieved through 12 volunteers)

• Total grant funds received: $250,000

• Total project period: Two years (2017 – 2019)

• Total funding leveraged from organization (cash/in-kind): $151,896 (State funding) project based on

executed agreements

:

ADMINISTRATION FOR COMMUNITY LIVING INNOVATIONS IN NUTRITION PROGRAMS AND SERVICES CAPSTONE SERIES

1
PROJECT COMPONENTS

Congregate nutrition program site locations for this project were in a mix of rural and urban areas and included 

a community center, church, parks and recreation center, and a public library.

SUCCESSES AND LESSONS LEARNED

Collaboration with New Partners 

• The local grocery store used for catering had not previously worked with nutritional guidelines, and the staff 

had some difficulties adhering to the guidelines. Technical assistance (TA) to overcome barriers to adherence 

included TA from the Iowa Department on Aging and the purchase of food processor nutrition analysis software

Monthly meetings between the Heritage Agency on Aging and front-line staff helped to ensure successful 

project implementation.

Contending with unanticipated client demand/participation

• Encore Café attendance exceeded original expectations. Therefore, the project team had to make adjustments 

to ensure that the food and beverage supply was sufficient to meet the demand and still fall within the project 

budget. Feedback and suggestions from volunteers helped to make these necessary adjustments by reducing 

unnecessary food and beverage waste. For example, volunteers observed that a large amount of coffee was 

wasted when each table had a pitcher of coffee and they suggested pouring the coffee table-side. Not only did 

this cut down on waste, but it also enhanced participant experience. 

Managing client expectations 

• As the Encore Café popularity grew, participants began to expect the pilot to operate just like a restaurant. 

Sometimes participants wouldn’t make reservations, wanted to take meals to-go, and wanted certain menu 

items offered. To help manage participant expectations, Encore Café developed and distributed a Frequently

Asked Questions (FAQ’s) document to existing participants and were included the document in the new

participant welcome packets. The FAQ explains: why reservations are recommended; how walk-ins are 

accommodated; and, explains the purpose of the café as a “pop-up” to provide an opportunity for older adults 

to socialize, in addition to enjoying nutritious meals; and, explains why “to go” meals are not an available option. 

Focus groups and listening sessions were also held to discuss concerns and improve programming. 

PROJECT IMPACT

• The innovation project made substantial impact on Heritage Area Agency on Aging, the participating 

communities, and the service region. The project impacted many older Iowans through the grant cycle by

increasing food access to at-risk older adults, increasing access to health education, and improving 

community resources for older adults by opening four congregate meal site locations with evidence-based

programming. The Encore Café addresses systemic issues in traditional congregate meal programs in order

to bridge the gap for younger and older generations of older adults. Modernizing nutrition programming is

imperative for the sustainability of congregate meal programs.

Increasing access to nutrition services 

• Prior to the grant, the existing Central City location served 2,703 meals in FY2017. During grant year one, 

6,908 meals were served in three pilot sites. During grant year two, 10,440 meals were served in four pilot 

sites— representing a 66% increase in meals served over year one and a 208% increase in meals served from 

pre-project implementation. 

• While the initial proposed grant application was limited to three locations, a fourth location was opened due

to client demand, successful community support and collaborations from the City of Marion and other 

community partners. 

• Over the course of the project, 708 participants were provided 19,693 pounds of supplemental food and 

produce, and referrals to Heritage Agency on Aging services. 

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Marketing and outreach 

• In total, four billboard advertisements were donated, 34 news stories aired on local television stations, one

feature article was printed in the regional newspaper, weekly menus were printed in two local newspapers,

and one ValPak mailed advertisement reached 50,000 residents.

PROJECT IMPACT

Local community support 

• An in-kind match of $118,298 was generated from several small businesses, the City of Marion, and the

catering department of the local grocery store. Additionally, 12 volunteers contributed to $33,593 of in-kind

volunteer labor. The total of $151,896 of in-kind support surpassed initial expectations, and all partners

pledged to continue support past the grant.

Voluntary contribution rates 

• Prior to project implementation, Heritage Agency on Aging’s average contribution rate was $2.25 per meal.

During the course of the project, the average contribution rate per site averaged $3.90 per meal in year one

and increased to $3.95 per meal in year two representing a 76% average increase in contributions per meal.

This increase allowed Heritage Agency on Aging to reserve Older American Act funds for other meal sites

and innovations.

ADVICE FOR PEERS

It is recommended that organizations allow for flexibility and be prepared for unanticipated changes - 

both successes and challenges. During the course of project implementation, there were many changes that 

weren’t originally planned for in the development of the grant project. For example, in response to unanticipated 

success and participant demand, a fourth pilot site location was opened and the local YMCA became a partner 

for evidence-based programs. Without flexibility, these successful community partnerships wouldn’t have 

developed, and fewer consumers would have been served. 

nutritionandaging.org 3

This project was supported, in part by grant number 90PPNU0001 from the U.S. Administration

 for Community Living, Department of Health and Human Services, Washington, D for Community Living, Department of Health and Human Services, Washington, D.C. 20201.C. 20201