The Summer Food Service Program for Children

1
The Summer Food ServiceProgram for Children
Providing Food Fun so Children Can Have a
Fabulous Summer!
2
Agenda

• 900 - 915
• Introductions, Set-up of Training Manual,
  Resources
• Recap of Summer 2009
• 915 - 1030 Review of Program Requirements
• Planning the Program Meal Service
• 1030 1045 Break
• 1045 - 1200
• Program Administration
• Training
• Monitoring
• Civil Rights
• Program Payments review of claim process
  budget
• Recordkeeping Requirements
• Review of On-line Application Process
• Administrative Reviews
• Resources

3
SFSP 2009

• 124 sponsors with approximately 562 sites net
  increase of 18 sponsors and 36 sites!
• Served over 1.9 million meals up 12 from 2008
• Paid out nearly 5 million in reimbursement

4
Program RequirementsPlanning the Program

• Sponsor Responsibilities
• Site Eligibility
• Evaluating Selecting Sites
• Meal Service
• Staffing

Planning the Program
5
The Sponsorsthey can be

• Public or private nonprofit school food
  authorities
• Public or private nonprofit summer camps
• Units of local, municipal, county, tribal, or
  State government
• Public or private colleges or universities and
• Private nonprofit organizations.

6
Sponsor ResponsibilitiesAttachment 5

• A qualified agency that can financially
  administer the SFSP
• Capable of fulfilling monitoring requirements
• Train personnel annually
• Provide meals that meet the meal pattern
  requirements within the allowed time frames
• Maintain accurate records to justify meals
  served, meal counts, income/expenditures, etc.
• Maintain site eligibility verification
• File reimbursement claims within allowed
  timeframe

7
Program RequirementsPlanning the Program

• Sponsor Responsibilities
• Site Eligibility
• Evaluating Selecting Sites
• Meal Service
• Staffing

Planning the Program
8
Site EligibilityAttachment 6 7

• Participant Eligibility 18 y.o. and under a
  person 19 or older who is determined by a State
  or local educational agency to have a mental or
  physical disability and who participates in an
  educational program during the regular school
  year
• The following sites are able to serve up to 2
  meals/day
• Open
• Restricted Open Special Restricted Open
• Enrolled
• Migrant and Camp Sites - can receive
  reimbursement for up to 3 meals/day

9
Open Sites

• Open sites serve children in geographic areas
  where 50 percent or more of the local children
  are eligible for free or reduced price school
  meals. Two primary methods are used to qualify
  sites
• Elementary School Data
• letter from school district providing enrollment,
  number of free/reduced for a particular month
  during the school year or
• copy of the Elementary School Data Report (DPI
  has public school data from September, 2009).
  This data can be found on the web at
  http//dpi.wi.gov/fns/progstat.html.
• School data is good for 5 years
• Census Tract Data Using 2000 Data
• Provide DPI with exact address of any NEW site
  location to determine census tract/eligibility
• DPI able to provide you with a map of eligible
  areas
• Special Note School Sponsors who operate summer
  school programs are required to be open and
  provide meals to the children enrolled in the
  summer school as well as those children living in
  the area.

10
Restricted Open Sites

• Restricted Open sites are open sites that
  restrict attendance on a daily basis for reasons
  of security, safety or control to due staff
  limitations. These sites also serve children in
  geographic areas where 50 percent or more of the
  local children are eligible for free or reduced
  price school meals. Two primary methods are used
  to qualify sites
• School Data
• letter from school district providing enrollment,
  number of free/reduced for a particular month
  during the school year or
• copy of the Elementary School Data Report (DPI
  has public school data from September, 2009)
• Census Tract Data
• Provide DPI with exact address of any NEW site
  location to determine census tract/eligibility

11
Special Restricted Open SitesOr Modified Area
Eligible Sites

• Special Restricted Open sites are open sites that
  are located in non-needy areas and meet the
  following criteria
• Draw children exclusively from eligible areas
• Open to broad community participation from
  eligible areasthe only limits that can be
  imposed on participation are daily limits for
  reasons of security, safety, or control
• Do not charge a fee for children to attend
• Do not allow children from the surrounding
  non-needy areas to attend.
• Documentation needed
• List of eligible areas from which the children
  reside along with the supporting School Data or
  Census Tract Data as required for a regular open
  or restricted open site.

12
Enrolled SitesTab 2, Attachments 8-10

• Enrolled sites serve only identified groups of
  children on a daily basis. There are 2 ways to
  qualify an enrolled site.
• Elementary School Data
• letter from school district providing enrollment,
  number of free/reduced for a particular month
  during the school year or
• copy of the Elementary School Data Report (DPI
  has public school data from September of each
  year).
• Census Data
• OR
• Free/Reduced Status of the Children
• If site is not located in an area that is
  automatically eligible, it can still qualify if
  50 of those children enrolled are eligible for
  free or reduced price meals.

13
Documentation for Enrolled SitesTab 2,
Attachments 8-10

• If not located in an area that meets the 50
  threshold
• Income Applications/Enrollment Lists
• Collect income applications and enrollment
  figures for each enrolled site--use Attachment 8
  (parent letter) and Attachment 9 (income
  application).
• Use correct Household Size-Income Scale when
  approving--Attachment 10. Updated scale will be
  mailed to your agency in May or early June.
• School District Documentation
• It is permissible to obtain the needy status of
  children from the school district(s) they attend.
  CACFP income forms may also be used.
• Obtain eligibility on District letterhead or copy
  of actual income application. If child was
  determined to be free or reduced in the NSLP they
  are considered needy in the SFSP.

14
Migrant Sites

• Migrant sites can participate in the SFSP.
• To confirm migrant status, sponsors must submit
  information obtained from a migrant organization
  which certifies that the site served children of
  migrant farm worker families to document its
  eligibility
• Migrant sites operated by a sponsor participating
  in the DPI Migrant Education Projects do not have
  to submit the certification.
• Migrant Organizations that sponsor migrant sites,
  certify to this requirement within the Agreement
  separate documentation is not required.
• If the site also serves non-migrant children, the
  sponsor must certify that the site predominantly
  serves migrant children. This certification is
  completed as part of the on on-line Application
  process and satisfies eligibility for the site
  for the entire summer.
• Sponsors may serve up to 3 meals/day at approved
  migrant
• sites

15
Site Eligibility

• Documentation of site eligibility required
• Open/Restricted Open/Special Restricted Open
  maintain on file school or census tract data to
  support eligibility
• letter from school district providing enrollment,
  number of free/reduced for a particular month
  during the school year or copy of the Elementary
  School Data Report (DPI)
• census tract information (DPI will provide)
• Enrolled
• letter from school district providing enrollment,
  number of free/reduced for a particular month
  during the school year or copy of the Elementary
  School Data Report (DPI) OR
• maintain on file approved income applications
  from households along with the list of children
  enrolled in the program or income eligibility
  determination from School District (on district
  letterhead) along with the enrollment list.
• Migrant
• certification that site serves primarily children
  of migrant farm workers

16
Site EligibilityTab 2, Attachment 6 7

• Participant Eligibility 18 y.o. and under a
  person 19 or older who is determined by a State
  or local educational agency to have a mental or
  physical disability and who participates in an
  educational program during the regular school
  year
• Site Definitions Eligibility
• Camps
• sponsor receives reimbursement for the meals
  served to needy children for up to 3 meals/day
• Upward Bound Other Pre-college Programs
• may be classified as a camp whereby sponsor
  receives reimbursement for the meals served to
  needy children for up to 3 meals/day
• may be classified as an enrolled site whereby
  sponsor receives reimbursement for all meals
  served for up to 2 meals/day

17
Residential/Nonresidential Camps

• Residential summer camps and nonresidential day
  camps that offer a regularly scheduled food
  service as part of an organized camping program
  for enrolled children may participate.
• Nonresidential day camps must offer a continuous
  schedule of organized cultural or recreational
  programs for enrolled children.
• Camps receive reimbursement based on the number
  of children who have been determined to be
  eligible for free and reduced price meals, based
  upon income statements collected from households
  of children attending camp AND/OR documentation
  received from a school.
• Camps may claim up to 3 meal services per day,
  per child.

18
Residential/Nonresidential Camps Tab 2,
Attachments 8-10

• Income Statements/Enrollment Lists
• Collect income statements and enrollment figures
  for each session--use Attachment 8 (parent
  letter) and Attachment 9 (income statement). It
  is important to use the most current forms!
• Use correct Household Size-Income Scale when
  approving--Attachment 10. Updated scale will be
  mailed to your agency in May or early June.
• School District Documentation
• It is permissible to obtain the needy status of
  children from the school district(s) they attend.
  
• Obtain eligibility on District letterhead or copy
  of actual income application. If the child was
  determined to be free or reduced in the NSLP they
  are considered needy in the SFSP.

19
Upward Bound Programs

• Agencies operating Upward Bound Programs may
  participate in the SFSP.
• Upward Bound Programs may claim for 2 or 3 meals
  per day
• Two meals Enrolled Site
• Three meals Camp Site
• Based on Upward Bounds income eligibility
  standards, income statements DO NOT have to be
  collected specifically for the SFSP. If a child
  is income eligible for Upward Bound, they are
  considered needy in the SFSP.
• Enrolled Site - Based on Upward Bounds
  requirement that two-thirds of children enrolled
  be income eligible, an Upward Bound site
  serving Upward Bound Program students exclusively
  automatically qualifies to become an enrolled
  site.
• Sponsor receive reimbursement for all meals
  served to Upward Bound participants, up to 2
  meals/day

20
Upward Bound Programs

• Enrolled Site - Upward Bound Programs sites NOT
  providing service exclusively to Upward Bound
  program participants may be classified as an
  enrolled site, providing at least 50 of the
  children that attend on a daily basis are
  considered needy based on income information
  obtained for the Upward Bound Program.
• Camp Site receiving reimbursement for up to 3
  meals/day
• Reimbursement received is determined based on the
  number of children enrolled that are income
  eligible for Upward Bound (i.e. needy in SFSP).
  

21
Other Pre-College Programs

• Agencies operating Pre-college Programs may
  participate in the SFSP even if already
  participating in the DPI Pre-college Scholarship
  Program.
• Pre-college Programs may claim for 2 or 3 meals
  per day
• Two meals Enrolled Site
• Three meals Camp Site
• Enrolled Site
• At least 50 of the students enrolled in the
  Pre-college Program would need documentation to
  indicate that they are needy.
• Sponsor would receive reimbursement for all meals
  served to the Pre-college students, up to 2
  meals/day
• Pre-college Programs must establish eligibility
  by either obtaining the income statement (like
  regular camp type sponsors) and make a
  determination of income status OR obtain
  documentation of free or reduced price meal
  status from the school district that the children
  most recently were enrolled. If the child is
  approved as eligible to receive free or reduced
  price school meals, they are considered needy
  in the SFSP.

22
Other Pre-College Programs

• Camp Site - receiving reimbursement for up to 3
  meals/day
• Reimbursement received is determined based on the
  number of children enrolled that are income
  eligible determined by collection of income
  statements and/or data from school child attends.

23
Documentation for CampsTab 2, Attachments 8-10

• Income Applications/Enrollment Lists
• Collect income applications and enrollment
  figures for each session--use Attachment 8
  (parent letter) and Attachment 9 (income
  application). It is important to use the most
  current forms!
• Use correct Household Size-Income Scale when
  approving--Attachment 10. Updated scale will be
  mailed to your agency in May or early June.
• School District Documentation
• It is permissible to obtain the needy status of
  children from the school district(s) they attend.
  
• Obtain eligibility on District letterhead or copy
  of actual income application. If child was
  determined to be free or reduced in the NSLP they
  are considered needy in the SFSP.

24
Please use the new Parent Letter and Household
Size Income Statement Tab 2, Attachment 8 9
25
Income Application Issues

• Automatic eligibility--Food Stamps, W-2, FDPIR
• if a child receives Medial Assistance or SSI
  payments, this does NOT automatically qualify the
  child as needy
• Quest Card (WI) and Link Card (IL) numbers cannot
  be accepted
• Foster Children - In terms of completing the
  Household Size - Income Statement, a child who is
  the legal responsibility of a welfare agency or
  the court may be considered a foster child.
• foster children are considered a household of one
• income applications for foster children should
  only include personal income for that child (not
  money paid to foster parent(s)). Zero should be
  listed if no income
• an adult household member must sign and date the
  form
• Family Size and Income Determinations for
  Military Families
• Household members that are deployed for service
  are to be considered temporarily absent
  (consider them as a household member and include
  their income sent home).
• The housing allowance for military personnel
  living in privatized housing has been permanently
  excluded from consideration as income when
  determining household eligibility for free or
  reduced-price meals. Privatized housing refers
  to the Military Housing Privatization Initiative,
  a program operating at a number of military
  installations. It is important to note that this
  income exclusion is only for service members
  living in housing covered under the Initiative.
  It is not an allowable exclusion for households
  living off-base in the general commercial/private
  real estate market

26
Income Application Issues

• Family Size and Income Determinations for
  Military Families, cont.
• Combat pay is excluded if it is Received in
  addition to the service members basic pay
  Received as a result of the service members
  deployment to or service in an area that has been
  designated as a combat zone and Not received by
  the service member prior to his/her deployment to
  or service in the designated combat zone.
• Other military benefits received in cash must be
  considered as income. An in-kind benefit where
  the household receives no cash is NOT counted.
• Income Applications
• must include the determination (needy/non-needy),
  date and initial/signature of determining
  official
• must be complete! All require an adult signature
  and date. The adults SS or a designation that
  they do not have one must be made for income
  statements that are determined based on
  income.(ideally completed and determined prior to
  the end of the session in which the child is
  attending).

27
Program RequirementsPlanning the Program

• Sponsor Responsibilities
• Site Eligibility
• Evaluating Selecting Sites
• Meal Service
• Staffing

Planning the Program
28
Evaluating an Area and Selecting Sites Tab 3,
Attachments 11-13

• Operating Limitations
• Listed on pg. 30 of the Administrative Guidance
  Manual
• Sponsor/Site Agreement--Attachment 13
• helpful when sties are not affiliated with your
  organization
• agreement list specific responsibilities of the
  site supervisor for the food service program
• Pre-operational Requirements
• Site visit prior to operation required for new
  sites and site that have had problems and/or a
  change in personnelAttachment 11
• Health and Sanitation--List of SanitariansTab 4,
  Attachment 23

29
Program RequirementsPlanning the Program

• Sponsor Responsibilities
• Site Eligibility
• Evaluating Selecting Sites
• Meal Service
• Staffing

Planning the Program
30
Evaluating an Area and Selecting Sites Tab 3,
Attachments 11-13

• Evaluating an area
• ask parks and recreation about their summer rec
  programs
• contact youth organizations, including YMCAs,
  YWCAs, Boys Girls Clubs, and scout troops about
  their summer plans
• contact faith-based organizations about summer
  activities
• consider other areas (housing complexes,
  community centers, rural trailer parks, etc.)
  where children congregate and look for ways to
  bring meals to the them
• contact your local food bank or pantry to ask
  about opportunities to partner in the community
• contact local parent groups to determine the
  level of parental support
• Selecting Sites--may wish to use Attachment 11 to
  collect initial information about the site Meal
  Service Facilities, Site Supervision, Serving
  Capacity, Site Activities, Number of Sites

31
Evaluating an Area and Selecting Sites Tab 3,
Attachments 11-13

• Operating Limitations
• Listed on pg. 30 of the Administrative Guidance
  Manual
• Sponsor/Site Agreement--Attachment 13
• helpful when sties are not affiliated with your
  organization
• agreement list specific responsibilities of the
  site supervisor for the food service program
• Pre-operational Requirements
• Site visit prior to operation required for new
  sites and site that have had problems and/or a
  change in personnelAttachment 11
• Health and Sanitation--List of SanitariansTab 4,
  Attachment 23

32
Program RequirementsPlanning the Program

• Sponsor Responsibilities
• Site Eligibility
• Evaluating Selecting Sites
• Meal Service
• Staffing

Planning the Program
33
Meal ServiceTab 4, Attachments 14-23

• Meal Preparation
• Nutrition Goals
• Menu Planning
• Meal Pattern, Evaluation, Special Needs
• Production Records
• Purchasing Commodities
• Sanitation Food Safety
• Time Requirements Other Meal Time Rules

34
Meal Preparation

• Self-prep sponsor prepares their own meals
  on-site or at central location.
• Vended sponsor buys meals from a school or
  caterer/Food Service Management Company (FSMC)
  requires an agreement between sponsor and vendor
  which must be submitted with the
  Application-Agreement Sample Agreements
  (Attachment 16A and 16B) is located under Tab 4
  of the Attachments.
• Purchasing meals only from a school written
  agreement between the school and sponsor is much
  simpler and does not require the formal
  competitive purchasing procedures. Use Attachment
  16A.
• Purchasing meals from a caterer/FSMC written
  agreement between caterer/FSMC and sponsor is
  required. Formal competitive purchasing is not
  required unless the contract is expected to
  exceed 100,000. For those contracts under
  100,000, please use Attachment 16B. Contact DPI
  for a Prototype Invitation for Bid and Contract
  that will EXCEED 100,000. If contract exceeds
  100,000, must follow the formal bid procedures
  and the invitation to bid and bid schedule must
  be submitted to DPI for review. DPI must be
  present for bid openings exceeding 100,000.
• NOTE Agencies with year-round FSMC contracts,
  participating in the SFSP, must have SFSP
  language in their contract or the contract must
  be rebid.

35
Nutrition Goals Nutrition Guidance for Sponsors

• Provide meals that meet the meal pattern
  requirements and are appetizing to children.
• The meal pattern requirements ensure that
  children receive well-balance meals that supply
  the kinds and amounts of foods that they require
  to help meet their nutrient and energy needs.
• Meet the Dietary Guidelines Challenge by
• Adding variety to your menus
• Including physical activity in daily activities
• Lowering saturated fat, trans fat, cholesterol,
  salt and added sugars
• Practicing food safety rules.

36
Meal Pattern Requirements

• Open/Restricted Open/Enrolled sites can serve up
  to two meals services per day in any combination
  other than lunch and supper.
• Camps and Migrant Sites can serve up to three
  meals per day (any combination of breakfast,
  lunch, supper, snack)
• School Food Authorities
• Can use the SFSP Meal Pattern or
• The same menu planning system used in prior
  school year.
• Can implement the Offer Vs Serve Provision at all
  sites.

37
SFSP Meal PatternBreakfast

• For a breakfast to be a reimbursable meal it must
  contain
• one serving of milk (8 fl. oz.)
• one serving of a vegetable or fruit or
  full-strength juice and (1/2 cup)
• one serving of grain/bread (varies)
• A meat or meat alternate is optional

38
SFSP Meal PatternSnacks

• For a snack to be a reimbursable meal, it must
  contain two food items. Each food item must be
  from a different food component. However, juice
  cannot be served when milk is served as the only
  other component.

39
SFSP Meal PatternLunch/Supper

• For a lunch or supper to be a reimbursable meal
  it must contain
• one serving of milk (8 fl. oz.)
• two or more servings of vegetables and/or fruits
  (combined must equal ¾ cup)
• one serving of grain/bread (varies) and
• one serving of meat or meat alternate (2 oz).

Cheese and crust provides M/MA and Grain
40
Field Trips

• All meals taken on a field trip must meet the
  same meal pattern requirements if you want to
  claim for them No exceptions!
• Sites must notify the sponsor of the field trip
  ahead of time. Open sites need to keep meals
  on-site for those children not going on the field
  trip
• Production records must be kept for the field
  trip meal. If the meal is not prepared by the
  sponsor, complete production information must be
  obtained from the caterer or restaurant
  indicating that the meal provided met the meal
  pattern requirements for the meal to be claimed.
  This can be difficult!
• A meal count form must be completed when the
  meals are distributed.

41
Evaluating Your Menu Eating Environment

• Use the Summer Menu Checklist on pg 38 of the
  Nutrition Guidance Manual for Sponsors!
• Evaluate the Eating Environment
• Make mealtime a happy time
• Consider the physical environment
• Promote nutrition education
• Merchandize your meals

42
Accommodating Children With Special Needs

• A child whose disability restricts his/her diet
  shall be provided food substitutions only when
  supported by a statement signed by a licensed
  physician.
• The medical statement shall identify
• the individuals disability and why the
  disability restricts the childs diet
• the major life activity affected by the
  disability
• the food or foods to be omitted from the childs
  diet and
• the food or choice of foods that must be
  substituted

43
Food Allergies

• Caused by the bodys immune system
• Most common in infants due to their immature
  digestive systems
• Determination should be made whether the childs
  allergic condition meets USDAs definition of a
  disability

Food Intolerances

• Does not involve the bodys immune system
  (lactose intolerance is an example)
• Not a disability
• Sponsors are not required, but are encouraged, to
  provide food substitutions

44
Milk Substitutions for School Programs

• New Milk Rule This new rule allows non-disabled
  students who cannot consume fluid milk due to
  medical or special dietary needs to submit a note
  from a medical authority or parent as evidence
  they need an alternative to fluid milk.
• If a school chooses to accommodate a request for
  a milk substitution that is not a disability
  (which can now be signed by medical authority or
  parent/guardian), they must provide a
  nutritionally equivalent substitute.
• This final rule is not intended to accommodate
  students who do not drink cows milk due to taste
  or personal preference.
• Nondairy beverages offered as fluid milk
  substitute be nutritionally equivalent to fluid
  milk and provide specific levels of calcium,
  protein, vitamins A and D, magnesium, phosphorus,
  potassium, riboflavin and vitamin B-12. More
  specifics on the amounts are found in the Final
  Rule and in the USDA memo QAs Milk
  Substitution for Children with Medical or Special
  Dietary Needs (SP-35-2009).
• For more information, visit our website
  http//www.dpi.wi.gov/fns/regs.html

45
Menus

• 2-4 weeks of menus MAY be sent to DPI for review
  during the Application approval process. It is
  not required unless and agency is NEW or has had
  problems with menu planning in the past.
• sponsor will designate on the application as to
  whether or not menus will be sent in
• once received they will be evaluated by DPI
• sponsor will receive feedback with the approval
  letter
• Please!! Review the menu evaluation that comes
  back with the approved application-agreement for
  changes that may be REQUIRED.

46
Production Records/WorksheetsTab 4, Attachments
14-15

• Production Planning Resources
• Production Records and Worksheets-An Overview
• Blank Production Record Prototypes
• Prototype Production Worksheets and Instructions

47
Production RecordsTab 4, Attachments 14

• Provide minimal documentation of meal service
• estimated number to be served
• actual number served
• menu
• food item
• serving size
• quantity prepared
• quantity leftover
• Several prototype production records are in your
  binder
• Please note the additional line for the second
  fruit/vegetable (lunch and supper) and column for
  quantity leftover.
• Quantity leftover especially important if that
  food will be served the following day.
• Still simplebut does not help you plan
  production
• Recommended only for experienced production
  planners!

48
Production WorksheetsTab 4, Attachment 15

• Provides a method to determine the amount of a
  menu item to purchase AND prepare based on the
  estimated participation and portion size.
• Requires reference to yield information from
• The Food Buying Guide
• Child Nutrition Labels
• Food Specifications
• Standardized Recipes
• Grain/Bread Chart found in the FBG and
  Nutrition Guidance Manual
• Commodity Fact Sheets
• Helps to ensure that meal pattern requirements
  are met.
• Production records or worksheets must be
  completed or meals cannot be claimed for
  reimbursement!

49
Food Buying Guide

• Food Buying Guide (FBG)
• Essential piece in
• planning meals and
• production
• Provides food yields
• The FBG is on the USDA website. Any updates to
  the FBG are posted at http//teamnutrition.usda.g
  ov/Resources/foodbuyingguide.html

50
Child Nutrition (CN) Labels

• The CN Labeling Program is a voluntary Federal
  labeling program for Child Nutrition Programs.
• Provides information on how a product contributes
  to the meal pattern requirements.
• If you purchase a product that does not have a CN
  label, you must obtain a food manufacturers
  specification sheet.

51
Recipes Standardize and Analyze

• Begin with a standardized recipe
• Must have list of all ingredients with measures
• Must provide the of portions it makes
• Next, analyze recipe to determine contribution to
  meal pattern see FBG, Appendix A.
• Having standardized recipes makes it easy to plan
  the menu and production. Documentation on the
  production record can then be limited to
  referencing the standardized recipe no need to
  detail all ingredients!
• You can find standardized recipes on the USDA
  Healthy School Meals Resource System website
  http//healthymeals.nal.usda.gov/nal_display/index
  .php?info_center14tax_level1tax_subject230

52
Grain/Bread Chart Crediting

• Found on Reference Section of the Nutrition
  Guidance Manual and on page 3-15 of the Food
  Buying Guide
• Helps you to determine the size of a grain
  product to serve to meet minimum portion size
  requirements without analyzing a recipe
  required for purchased items that do not or are
  not eligible to have a CN label.

53
The Menu Exercise

• What records will need to be completed and
  reviewed to ensure that enough of each menu item
  is prepared so that the meal can be claimed for
  reimbursement?

Breakfast 1 Breakfast Pizza ½ cup Fruit Juice 1
cup Milk
Lunch Baked Lasagna ½ cup lettuce mix ½ cup
Fresh Strawberries 1 cup Milk
Snack 1 Granola Bar 6 fl oz Juice
54
Purchasing Food Nonfood Supplies Tab 4,
Attachment 20 - 22

• Requirements
• Competitive purchasing practices are to be
  followed when purchases of food and non-food
  supplies are below 100,000. Keep a log of
  contacts with vendors to show competitive
  purchasing Tab 4, Attachment 21
• When purchases exceed the 100,000 formal bid
  procedures must be followed
• Solicit bidders through Invitations for Bid
• Bids are sealed/opened publicly
• Results in a fixed price contract
• Contract awarded to the responsive/responsible
  bidder lowest in price
• No negotiations

55
Purchasing

• Remember to
• Consider minority vendors All sponsors are
  encouraged to take affirmative steps to ensure
  that minority firms and womens business
  enterprises are used when possible.
• Buy American Section 104(d) of the William F.
  Goodling Nutrition Reauthorization Act of 1998
  requires schools and institutions participating
  in the National School Lunch Program (NSLP) and
  School Breakfast Program (SBP) in the contiguous
  United States to purchase, to the maximum extent
  practicable, domestic commodities or products for
  use in meals served under NSLP and SBP. The
  Summer Food Service Program is included in this
  requirement as it is authorized as part of the
  NSLP.
• Include the Certification Statement
  Suspension/Debarment Tab 4, Attachment 22
• Additional Resource
• 2010 Nutrition Guidance Manual

56
CommoditiesTab 4, Attachment 17-18

• You may receive commodities if
• you prepare your own meals
• a school prepares your meals
• you are a school and your meals are prepared by a
  FSMC that provided service in the most recent
  school year for NSLP/SBP
• Commodity Offer
• the amount offered is dependent on the estimated
  number of meals to be served over the summer.
  SFSP entitlement is 0.015 per meal, although the
  actual offer is expected to exceed this amount.
• the handling charge rate is .0347/gross weight
  pound for pick-up of commodities. If you choose
  to have your commodities delivered the charge
  rate is .0628/gross weight pound. You will pay
  this amount for each item your agency orders and
  receives in addition to any processing fees for
  the processed products your agency orders and
  receives.

57
Commodities Tab 4, Attachments 17-18

• TWO APPLICATION DEADLINES if you want
  commodities
• The SFSP Application must be submitted on-line
  and all required documents e-mailed/faxed/mailed
  to DPI by April 16th.
• May choose to pick-up or receive delivery - pick
  up locations are Darien and Eau Claire
• If you have ordered SFSP commodities in previous
  years, you will be able to submit the commodity
  contact and delivery information in the Wisconsin
  Commodity Internet Ordering System after February
  28, 2010. This must be done by April 10th in
  order to be eligible to receive commodities.
• The internet instructional manual is posted on
  the DPI website http//dpi.wi.gov/fns/market2.htm
  l.
• Towards the end of April 2010, eligible agencies
  will receive an instruction packet on placing the
  commodity order. The information packet will
  include detailed internet instructions for
  placing the order and will provide instructions
  for pick-up or delivery.
• Order commodities using the Internet between May
  3, 2010 May 10, 2010.
• Print a copy of the commodity order from the
  Commodity Internet System after May 15th.
• Order received in June.
• Transfer leftovers at end of summer to a school
  or food pantry that receives commodity foods.
• SFAs may keep leftover commodities to use in NSLP.

58
Sanitation and Food Safetyhttp//teamnutrition.us
da.gov/Resources/serving_safe.html

• Notify your health department prior to the start
  of your SFSP operation via mail or e-mail.
  Document correspondence you have with them.
• Include sanitation and food safety training
  during your annual operational training that is
  required for ALL employees and/or volunteers that
  have food service responsibilities.
• Utilize the information provided in the Nutrition
  Guidance Manual for Sponsors
• Consider inviting a local sanitarian to your
  training and/or send appropriate personnel to a
  Serve Safe course
• Be sure to provide employees/volunteers with what
  they need to follow the rules on a daily basis
  paper towels, sanitizing solution for cleaning
  tabletops, sanitizer test kits, plastic gloves,
  hairnets/hats, coolers with ice when needed, etc.
• Post signs with a list of good sanitation
  practices in appropriate locations as reminders.
  Post instructions for manual washing and
  preparing sanitizing solutions.
• Closely monitor employees and volunteers
  throughout the summer to ensure that proper
  sanitation and food safety practiced are
  followed.

59
Time Requirements(waivers available if needed)

• 3 hours must pass between the beginning of one
  approved meal service (including snacks) and the
  beginning of another.
• 4 hours must pass between lunch and supper when a
  site serves lunch and supper with no afternoon
  snack.
• Supper must begin before 7 p.m., and must end by
  8 p.m.
• The serving period for lunch and supper should
  not exceed 2 hours.
• The serving period for breakfast and snacks
  should not exceed 1 hour.

60
Meal Time Rules!

• Complete meals must be served to all children
• All meals (1st and 2nd) must be served only
  during the approved meal service time.
• The number of meals served to children are to be
  counted as the children receive a complete meal
• If second meals are served it should be done
  after all other children have received a first
  meal
• Meals must be counted in the correct category
  1st meals, 2nd meals, Disallowed Meals,
  Non-program Adult Meals, Program Adult Meals.
• Children need to remain on-site when eating their
  meal. Only a whole fruit/vegetable may be taken
  off-site (this is left to the discretion of the
  sponsor whether or not to allow this)

61
Meal Time Rules!

• Provide meals to all children without
  discrimination
• Postings display menu for the week/month and
  the and Justice for All Poster.

62
Reducing Waste at Non school Sponsored Sites

• Non school sponsored sites must serve the entire
  meal to the child in order to receive
  reimbursement. What can be done to minimize
  waste?
• Implement a sharing table for food items at the
  end of the serving line if allowed by your health
  dept. These should be items that are wrapped or
  self contained (banana, milk) and if perishable,
  be placed on ice. Allow other children who would
  like seconds on an item to take the food to eat
  from the sharing table. Unless it is a whole
  fruit/vegetable, the food item must be consumed
  immediately.
• Food that is safe to reuse the following day
  needs to be documented as a leftover by the
  site and then documented on the meal count sheet
  and on the inventory/production record used by
  the sponsor. This is required to show that the
  site had enough of that component on hand the
  following day to offer all children a complete
  meal.
• When possible, offer children choices from the
  various components.
• Meal count forms and production records for
  recycling milk and/or food can be found under
  Tab 10, in the Attachment Section of your
  materials. .

63
Program RequirementsPlanning the Program

• Sponsor Responsibilities
• Site Eligibility
• Evaluating Selecting Sites
• Meal Service
• Staffing

Planning the Program
64
Staffing
Duties and size of operation determine the
staffing

• Administrative duties
• state agency training
• managing and supervising of SFSP
• site selection process
• application process
• outreach efforts
• hiring, training
• ensuring monitoring requirements are met
• ensuring civil rights compliance

• meal ordering adjustments
• reimbursement claim processing
• handling all agreements, contracts, bidding with
  vendors
• monitoring sites
• Essentially all duties listed under Directors,
  Assistant Directors, Area Supervisors and
  Bookkeepers and Monitors Responsibilities are
  administrative

65
Staffing

• Operational duties
• preparing meals
• serving meals
• clean-up
• ensuring safe and sanitary conditions at site
• receiving and accounting for meals
• ensuring all children eat meals on-site
• planning and organizing daily site activities
• taking meal counts

66
Program RequirementsAdministering the Program

• Training
• Monitoring
• Civil Rights Requirements
• Program Payments
• Recordkeeping
• Application/Agreement
• Administrative Reviews

Administering the Program
67
TrainingTab 6, Attachment 27 28

• Sponsor Requirements
• training of monitors
• training of site supervisors
• training of other site staff
• Training required for release of second advance
  payment
• does not apply to school district sponsors
• All nonschool sponsors wishing to receive a 2nd
  advance, must contact DPI to obtain a form to
  complete.
• Training must be documented with an agenda and
  sign-in sheet of those attending may use
  Attachment 28.

68
Training

• Administrative personnel
• Basic program information (purpose of program,
  site eligibility, recordkeeping requirements,
  organized site activity, meal requirements,
  nondiscrimination compliance)
• How the program will operate within the framework
  of the guidelines (how meals are provided,
  delivery schedule, records/forms used)
• Specific duties of monitors (conducting site
  visits/reviews, assigning site responsibilities,
  monitoring schedule, reporting procedures,
  follow-up procedures, office procedures)

69
Training

• Site Personnel
• Topics to be covered are very dependent on the
  type of food service operation (central kitchen
  vs on-site meal prep)
• Basic for all
• meal pattern requirements, menu
• meal counting/recordkeeping
• nondiscrimination policy
• use of leftover food
• sanitation and food safety issues
• site monitoring

70
Program RequirementsAdministering the Program

• Training
• Monitoring
• Civil Rights Requirements
• Program Payments
• Recordkeeping
• Application/Agreement
• Administrative Reviews

Administering the Program
71
MonitoringTab 7, Attachments 29-33

• Sites-Visits and Reviews
• Pre-operational visits
• required for new sites and sites who had problems
  in prior yearAttachment 29
• First week visits
• need to visit each site during 1st week of
  operationAttachment 30 31 waiver of this
  requirement available.
• Reviews
• need to review each site during the 1st four
  weeks of operation--Attachment 32 33
• Monitoring plan
• submitted as part of the Application-Agreement
  Process
• Additional Resource
• Monitors Guide
• A DPI training for Monitors will be held April
  21st in Madison!

72
What a Site to Behold!

• Heres the Scenario
• Site City Park , Type Open, Approved Meal
  Service Time 1200 100
• 100 bag lunches and milk delivered by sponsor
• Pre-review The monitor looks at the approved
  site application, delivery slips and meal counts
  submitted by the site. The monitor notes that
  the site serves all meals delivered each day. No
  problems were noted on the first week visit.
• At the site Meals were delivered at 1115 am
  and the park and recreation staff signed for the
  meals. The monitor arrives around 1130 am and
  notes that the meals are sitting on a table ready
  to be served. The monitor observes some children
  sitting at tables and others running around
  playing on playground equipment. Around 1145 am
  more children arrive in cars with their parents.
  A few parents are in a hurry and ask to take
  meals for their children as soon as possible.
  The park and recreation staff allow one parent to
  take two meals and leave the park. It is now
  1200 and the rest of the children begin to line
  up for meals.
• Meals are passed out to children until 100 pm.
  Staff use a clicker counter to count meals. At
  the end of meal service 21 bags and milk are
  leftover and put into refrigeration. The park
  quiets down and kids are leaving. Staff see some
  children leaving with bags but figure most of the
  food is probably eaten, so they let them go. The
  monitor reviews the sites meal count form and
  notes that the park and recreation staff meal
  counted 79 meals were served, 21 leftover.
• What are the problems and what would you do next?

73
Monitoring Exercise

• Heres the Scenario
• Site Summer Fun Camp
• Type Residential Camp
• Meal Service Family Style
• Approved Meal Service Time 1200 100
• The monitor is reviewing lunch meal service at
  this experienced site arriving in the dining
  hall around 1130.
• The monitor observes that the meal is ready to be
  served and children are waiting outside to be
  ushered in by their camp counselor. After
  consulting with the food service manager, the
  children are allowed to come in and be seated.
  It appeared that the counselors were counting
  children as they came into the dining hall, but
  it didnt write anything down.
• After a rowdy verse or two of one of those fun
  camp songs, designated children from each table
  come up to the serving line to retrieve the meal
  components that have been dished up for their
  table. As the children are bringing the food to
  the tables, camp counselors go around to each
  table asking who would like milk with their meal.
  Milk is brought to the tables for those that
  want it. Children are then allowed to go to a
  salad bar and return to their table to eat
  serving themselves whatever they feel like eating
  as the camp counselors sit at the other end of
  the dining hall eating their meal.
• The children eat and meal service ends at 1230.
  The leftover food is taken back to the kitchen
  and tables are cleaned up.

74
Program RequirementsAdministering the Program

• Training
• Monitoring
• Civil Rights Requirements
• Program Payments
• Recordkeeping
• Application/Agreement
• Administrative Reviews

Administering the Program
75
Civil Rights RequirementsTab 8, Attachments 34
35

• Civil Rights Pre-award Compliance Review
  Information Submitted as part of the
  Application process done to help ensure the
  agency is compliant with the civil rights
  requirements.
• Nondiscrimination Statement Check to be sure
  you are using the most current statement!
• Must be printed on all materials which address
  the SFSP. Examples of materials needing the
  statement include enrollment forms,
  newsletters, brochures, handbooks, flyers,
  websites.
• Shortened version may be used only if the print
  materials is a page or less and there isnt
  enough room for the full version. USDA is an
  equal opportunity provider and employer.
• Public Notification
• Sample Media Releases Must be completed prior
  to program operation. Attachment 35 (front and
  back).
• and Justice for All . . . poster Please contact
  DPI for posters. Each site must have a full size
  poster on display.
• Outreach For open sites, be sure you are
  contact minority organizations in your areas.
  Use the outreach poster provided by DPI
  throughout the community.
• Racial/Ethnic Data Form Must be collected from
  each site. Please ensure data collection is done
  by both race and ethnicity (separate count).
  Attachment 34

76
Program RequirementsAdministering the Program

• Training
• Monitoring
• Civil Rights Requirements
• Program Payments
• Recordkeeping
• Application/Agreement
• Administrative Reviews

Administering the Program
77
Program PaymentsTab 9, Attachments 36 - 39

• 2010 Reimbursement Rates - Attachment 36
• Determining Potential Reimbursement under
  Simplified SFSP - Attachment 37
• For all non-camp sites meal reimbursement is
  figured by multiplying the number of meals served
  (by type), by the corresponding operational and
  administrative reimbursement rate.
• For camp sites meal reimbursement is based on
  enrollment, number of children determined as
  needy, and the number of meals served, by
  session.
• Allowable Program Costs - Attachment 38
• Advance Payments - Certification for Second
  Months Advance (PI-1491) for Non-school agencies
• Claims for Reimbursement under the Simplified
  SFSP
• No longer reporting income, expenditures,
  disallowed meals, program adult non-program
  adult meals, and inventory values!
• Internet claiming is available and is the
  preferred method of claiming. A manual is posted
  on the DPI website http//dpi.wi.gov/fns/fincou3.
  html. Password letters will be mailed out along
  with the Application approval letter for NEW
  sponsors only.
• A paper reimbursement form and instructions can
  be found under Tab 9 of the Attachment Section.
  

78
Program Payments

• Claim Deadlines
• Prior to the start of the summer determine the
  number of claims that need to be completed based
  on the months/days of operation and the SFSP
  claim guidelines.
• Remember
• If there is 10 days or less of operation within a
  given month that month can be combined with the
  prior or following month,
• If there is less than 10 operating days in the
  final month of operation that final month MUST
  be combined with the prior month.
• Funds Remaining After All Expenses Are Paid
• With the Simplified SFSP it is possible to earn
  more SFSP money than what is expended.
• Sponsors that operate the National School Lunch
  Program or Child and Adult Care Food Program may
  transfer remaining SFSP money into those
  accounts. All other sponsors MUST retain the
  money for use in the SFSP the following summer.
  Carry-over money must be reported on the SFSP
  budget within the SFSP Application.

79
Program Payments

• Audits Requirements
• If your agency receives over 500,000 of federal
  funding in total for all Programs operated, a
  Program specific audit is required
• Application will ask for this information if
  exceeding 500,000 DPI will provide a SFSP audit
  guide

80
Program RequirementsAdministering the Program

• Training
• Monitoring
• Civil Rights Requirements
• Program Payments
• Recordkeeping
• Application/Agreement
• Administrative Reviews

Administering the Program
81
RecordkeepingTab 10, Attachments 40-47

• Point of Service Meal Count
• All meals, including field trips, must be counted
  at the point in which the meal is served to the
  child. Back-out systems such as tray counts are
  not acceptable.
• Acceptable methods to count meals
• Check-off at the end of the line using the
  various forms provided in your binder. Daily Meal
  Count Forms , Daily Reimbursable Meal Record
• Token or Popsicle stick method have the
  children pick-up a token or stick at the
  beginning of the line and deposit in a receptacle
  at the end of the line. The last server ensures
  that the token or stick is placed in the
  container. Different colored tokens or sticks
  could be used to account for second meals and
  adult meals served. Count the number of tokens
  or sticks and record on the Daily Reimbursable
  Meal Record. Works well when only one server is
  a available.
• Clicker counter method click off as each child
  receives a complete meal. Will require a
  separate counter or method to account for 2nd
  meals and adult meals. Record the number of
  meals served on the Daily Reimbursable Meal
  Record.

82
RecordkeepingAttachments 40-47

• Point of Service Meal Count continued
• Forms must be complete and available in order for
  the meals to be claim for reimbursement.
• Ideas for organizing meal count forms for
  sponsors with multiple sites and meal services
• Provide sites with forms pre-printed with their
  site name, number (if applicable), and meal type.
• Copy meal count forms for the various meal
  services on different colored paper using light
  colors if forms are faxed. Example breakfast
  yellow, lunch pink, supper green, snacks
  blue.
• Request that forms be returned by a specific
  day/time in the week.
• Set up procedures that will be followed in
  advance for sites that do not return meal count
  forms. Make sure sites are aware of the
  established consequences if meal count forms are
  not returned.

83
RecordkeepingAttachments 40-47

• Field Trips
• Field Trip Request FormThis must be documented
  at the sponsor level in order for meals to be
  claimed. If field trips have not been
  documented, meals will be disallowed.
• Field Trip Meal Count Form
• Expenditures
• Operational Records (food, food service labor,
  non-food supplies, utilities, etc.)
• Administrative Records (admin labor, supplies,
  utilities, etc.)
• Operational and Administrative expenses do not
  have to be separated out but must be on file to
  support total expenses for the Program.
• Reminder for Public School Districts SFSP has