12.009 - 1 Administrative Procedures

Revised August 2019 XII. Administrative Procedures – Facility Re-Organizing and Re-Location Planning

PROCEDURE 12.009 Implementing Office: Community Health Administration (CHA) Revised August 2019

Approved by:

_______________________ LaQuandra S. Nesbitt MD, MPH; Agency Director Review by Legal Counsel:

____________________ Phillip Husband, Esq.; General Counsel Effective Date: 01/01/2016

I. Authority USDA

II. Reason for the Policy CFR § 246.6 Agreements with Local Agencies

III. Applicability DC WIC Local Agency Staff

IV. Policy Statement As a part of the State and Local Agency Agreement the Local Agency must notify the State Agency of any re-organization plans for the facility at least 3 months prior to relocating or reducing the designated space for these services.

V. Procedures The following process should be implemented pertaining to the opening, expansion, closing, or moving of a clinic:

1. The Local Agency must notify the State Agency in writing using their Local Agency letterhead of the relocation or reduction plans for the clinic with the signature of the administrator of the Local Agency- see template for example of letter- in appendix 12.009A.

2. Submit the Site Closing/Moving/Opening Information Sheet to the State Agency three (3) months prior to the closing and include:

(1) The reason for closing/moving/opening (2) Detailed plans for providing benefits to affected participants (3) A Civil Rights Impact Analysis (see appendix 12.009D)

3. Post announcements notices throughout the WIC clinic indicating the date for closing as well as the address of the new WIC site, or

4. Post announcements notices throughout the WIC clinic indicating the date for closing as well as alternative WIC sites to refer participants

5. Mail the announcement notices which indicate closing/new address of the new WIC sites

12.009 - 2 Administrative Procedures

Revised August 2019

6. Mail the announcement notices which indicate the closing and reference to alternative WIC sites where participants can voluntarily make a transfer

7. Arrange a visit with the State Agency liaison, IT Contractor, and the administrator’s building management of the new location

8. Provide the State agency with the actual moving date and notification of when the clinic will be operable to serve clients; this decision can be made in tangent with the State Agency liaison for the Local Agency

VI. Appendix

12.009A Template letter for clinic closing/moving/opening 12.009B Site closing/moving/opening information sheet/data equipment transfer request form 12.009C Completing the Site Closing/Moving/Opening Information Sheet/Data Equipment Transfer Request Form 12.009D Civil Rights Impact Analysis

VII. Reference N/A