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Martha Nehus, MSE, RD, LD

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Martha Nehus, MSE, RD, LD Child Nutrition Coordinator Benton Public Schools November 6, 2013 – PowerPoint PPT presentation

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Title: Martha Nehus, MSE, RD, LD


1
Introduction to Food Services
  • Martha Nehus, MSE, RD, LD
  • Child Nutrition Coordinator
  • Benton Public Schools
  • November 6, 2013

2
Topics
  • General Regulations Covering Food Service
    Programs
  • Food Service Accounting
  • District Operated Programs vs Contracted Programs
  • Staffing, Supervision, Training

3
Programs Available
  • National School Lunch Program
  • School Breakfast Program
  • Afterschool Snack Program
  • Seamless Summer Program
  • Special Milk Program
  • Fresh Fruits Vegetables Program

4
How it works-
  • USDA has an Agreement with the State
  • State has an Agreement with District
  • (School Food Authority or SFA)
  • District (SFA) administers the CN Programs

5
Agreement Between District and ADE
  • ADE agrees to provide funds to District
  • if USDA provides funds to ADE.
  • Yearly agreement between the District and ADE.
  • Still working on Original 2006-07 Agreement.

6
For All USDA Meal Programs School District Agrees
to
  • See 0riginal 2006-07 Agreement Green Paper
  • 1. Comply with all of USDA Regulations
  • 2. Maintain a nonprofit program
  • 3. Limit cash to no more than 3 months or
  • have a plan to spend balance on allowable
  • costs.
  • 4. Maintain a financial management system.

7
School District Agrees to
  • 5. Comply with USDA regulations for financial
    management.
  • 6. Serve meals that meet meal pattern and
    nutrient requirements of students.
  • 7. Price meals as a unit.
  • 8. Serve free and reduced price meals to
    eligible students.

8
School District Agrees to
  • 9. Claim meals at the assigned rates. The
    person that signs must confirm that claim is
    accurate.
  • 10. Count meals at the point of service by
    eligibility category.
  • 11. Submit claims according to regulations.

9
School District Agrees to
  • 12. Comply with
  • Title VI Civil Rights Act 1964 Title
  • Title IX of Education Amendments 1972
  • Section 504-Rehabilitation Act 1973
  • Age Discrimination Act 0f 1975


10
Updated Nondiscrimination Statement
The U.S. Department of Agriculture prohibits
discrimination against its customers, employees,
and applicants for employment on the bases of
race, color, national origin, age, disability,
sex, gender identity, religion, reprisal, and
where applicable, political beliefs, marital
status, familial or parental status, sexual
orientation, or all or part of an individual's
income is derived from any public assistance
program, or protected genetic information in
employment or in any program or activity
conducted or funded by the Department. (Not all
prohibited bases will apply to all programs
and/or employment activities.)
11
School District Agrees to
  • 13. Maintain records and submit reports on
    nondiscrimination.
  • 14. Treat all children the same regardless of
    ability to pay.
  • 15. Accept commodities.

12
School District Agrees to
  • 16. Meet state health standards.
  • 17. Use Commodities as much as possible.
  • 18. Provide facilities for storing, preparing
  • and serving meals.

13
School District Agrees to
  • 19. Make records available for review by the
    state agency or USDA.
  • 20. Maintain applications retrievable by school.
  • 21. Retain records for 3 federal fiscal years and
    5 state school years.

14
School District Agrees to
  • 22. Provide State with enrollment and
    eligibility information on October 1.
  • 23. Maintain a drug free workplace.
  • 24. Implement Wellness Policies of District in
    compliance with PL 108-265

15
School District Agrees to
  • 25. Have a Food Safety Plan for each school
    kitchen or serving site.
  • 26. Comply with Arkansas Rules for Child
    Nutrition Staff Certification Requirements.
    (Commissioners Memo IA-05-094)
  • 27. Participate in the Direct Certification
    Process for Free Eligibles annually.
  • 28. Meets requirements for two health department
    inspections for each serving site each year.

16
Direct Certification
  • DHS list of families receiving SNAP benefits are
    matched with lists of children in the district
  • These children are automatically approved for
    free meals because their income has already been
    verified
  • Districts required to make 3 matches per year

17
Attachments to Original and Renewal Agreements
  • A-1 Procurement
  • A-2 Civil Rights
  • A-3 Wellness Policy Checklist
  • A-4 Food Safety Plan
  • A-5 Health Inspection Statement

18
Attachments to Original and Renewal Agreements
  • Districts choice of programs are indicated by
    completion of
  • Schedule A Breakfast and Lunch
  • Schedule B Afterschool Snack
  • Schedule C Seamless Summer
  • FFVP Separate Addendum to Agreement

19
District will complete for approval
  • Schedule A for Breakfast and/or Lunch
  • Programs as part of this CN Agreement.
  • Schools may be added or deleted (as needed) in
    writing from Superintendent.
  • District will notify CNU ADE in writing of
    changes in Menu Planning Option, Student and
    Adult Meal Prices, and Changes of Signature
    Authority.

20
Reimbursement Rates
School Year SY 2011-12 SY 2012-13 SY 2013-14
Breakfast
Free 1.51 1.55 1.58
Reduced 1.21 1.25 1.28
Paid 0.27 .27 0.28
Lunch
Free 2.77 2.86 2.93
Reduced 2.37 2.46 2.53
Paid 0.26 0.27 0.28
21
SPECIAL REIMBURSEMENT RATES
  • PERFORMANCE BASED MEAL PATTERN REIMBURSEMENT
  • 6 CENTS FOR LUNCH MEALS REGARDLESS OF STATUS
  • RECEIVE AS SEPARATE CHECK

22
SPECIAL REIMBURSEMENT RATES
  • DISTRICT HAS TO CONTINUE TO COMPLY WITH NEW MEAL
    PATTERN FOR BOTH BREAKFAST AND LUNCH
  • RECEIVES REIMBURSEMENT UPON SUBMISSION OF A
    CORRECT STUDENT LUNCH REIMBURSEMENT CLAIM
  • AUTOMATICALLY CALCULATED WHEN TOTAL STUDENT
    LUNCHES ADDED TO CLAIM PAYMENT SYSTEM

23
SPECIAL REIMBURSEMENT RATES
  • BEGAN MENU CERTIFICATION PROCESS LAST OCTOBER BY
    SUBMITTING MENUS ON A USDA WEBSITE
  • ADDITIONAL 6 CENTS ONLY AVAILABLE FROM MONTH OF
    SUBMISSION
  • ADE CNU HAD TO VERIFY 25 OF SUBMITTED MENUS WITH
    ON SITE VISIT

24
SPECIAL REIMBURSEMENT RATES
  • 21 ARKANSAS DISTRICTS DID NOT SUBMIT MENUS LAST
    YEAR FOR CERTIFICATION
  • DID NOT AND WILL NOT RECEIVE THE ADDITIONAL 6
    CENTS
  • WILL BE REQUIRED TO SUBMIT THIS YEAR AND WILL BE
    THE FIRST SCHOOLS TO HAVE ADMINISTRATIVE REVIEW
    FROM ADE-CNU THIS SCHOOL YEAR

25
New Meal Pattern
26
Timeline of Changes to Child Nutrition Program
  • 2003 Arkansas Act 1220
  • 2007 National Institutes of Medicine (IOM)
    published Nutrition Standards for Foods in
    Schools
  • 2008 IOM held hearings to discuss standards in
    school meals

27
Timeline of Changes to Child Nutrition Program
  • 2009 IOM made recommendations to USDA for
    changes to lunch program
  • 2009 Child Nutrition programs were notified of
    proposed changes given opportunity for comment
    to USDA

28
Timeline of Changes to Child Nutrition Program
  • 2010 Healthy Hunger Free Kids Act Federal
    legislation to reauthorize funding for program
    and set policy for Child Nutrition program meal
    pattern
  • BI-PARTISAN CONGRESS PASSED IT and
  • PRESIDENT OBAMA SIGNED IT

29
Timeline of Changes to Child Nutrition Program
  • 2011 Clarification and interpretation of new
    rules and regulations continue
  • 2012-13 New rules in place for lunch program
  • Dec 2012 Flexibility in Meat/Meat Alternate and
    Grain Maximums for School Year 2012-2013

30
Timeline of Changes to Child Nutrition Program
  • April 2013 Extended Flexibility in Meat/Meat
    Alternate and Grain Maximums for School Year
    2013-2014
  • June 2013 Proposed Rule on Nutrition Standards
    for All Foods Sold in Schools
  • July 2014 New Breakfast Pattern

31
New Lunch Meal Pattern
  • More fruit ½ to 1 cup per day
  • More vegetables and inclusion of sub-groups
  • Dark green
  • Red/orange
  • Legumes
  • Starchy
  • Other
  • 50 of grains must be whole grain rich until next
    school year when 100 must be
  • Milk 1 white, flavored skim

32
New Meal Pattern
  • Calorie limits K-5, 6-8, 9-12
  • Sodium restrictions
  • Fat, saturated fat, and trans fat restrictions
  • Meat/Meat Alternates 1 2 oz per day

33
Special Reimbursement Rates for LUNCH
Safety Net Reimbursement --- LUNCH ONLY School
Districts with 60 Free and Reduced Participation
in the previous year Districts receive
additional 2 cents/student lunch Free.............
..................... 2.95 Reduced Price
................. 2.55 Paid.....................
............. 0.30
34
Special Reimbursement Rates for LUNCH
  • Safety Net List is provided by ADE CNU with
    Commissioners Memo containing new Reimbursement
    Rates as of July 1 each year
  • 220 School districts on list this year

35
USDA GUIDANCE ON PAID LUNCH EQUITY
  • Section 205 Equity in School Lunch Pricing is a
    provision of the federal child nutrition
    re-authorization bipartisan legislation passed by
    Congress in 2010 which amends the Richard B.
    Russell National School Lunch Act. The law
    requires that local education agencies
    participating in the federal National School
    Lunch Program ensure that schools are providing
    the same level of support for lunches served to
    students who are not eligible for free or reduced
    price lunches (i.e.
  • paid student lunches).

36
Paid Lunch Equity SY 2013-14
  • If the SFA/LEA weighted average price charged for
    student lunches in the 2011-12 school year was
    less than 2.59, districts required to increase
    the price a minimum of 4.93.
  • SFAs that choose to contribute non-Federal
    sources to the nonprofit school food service
    account in lieu of raising paid lunch prices must
    calculate the appropriate amount to contribute.

37
Paid Lunch Equity SY 2013-14
  • SFAs could have chosen to split the SY 2013-14
    requirement by both raising paid lunch prices and
    contributing funds from non-Federal sources.
  • Complete Paid Lunch Equity Tool (PLE Tool)
  • Must submit copy of the District Calculation
    Results of PLE Tool with the Renewal Agreement

38
SPECIAL REIMBURSEMENT RATES FOR BREAKFAST
  • Severe Need Reimbursement BREAKFAST ONLY
  • Individual schools with 40 Free and Reduced
    Lunch Participation from second preceding year
    (2011-12) receive additional .31 reimbursement
    on all free and
  • reduced price breakfasts served during the
  • 2013-2014 school year.

39
SPECIAL REIMBURSEMENT RATES FOR BREAKFAST
  • Free Student _at_ 1.58 .31 1.89
  • Reduced-Price Student _at_ 1.28 .30 .31 student
    payment 1.89
  • Paid Student .28 0 1.50 student payment
    1.78
  • (Paid Student Amount is set by local school
    board and may be less than federal reimbursement)

40
Special Breakfast Options
  • Breakfast in the Classroom
  • Grab and go kiosks
  • Breakfast after first period
  • All reimbursed at same rates but districts may
    use non federal funds to help pay for universal
    breakfast in the classroom.

41
Special Reimbursement Rate
  • Provision 2 Districts or individual schools
    that serve high poverty populations (80-90 or
    more Free or Reduced) may serve reimbursable
    meals at no charge to all students.
    (Commissioners Memo FIN-11-059)
  • Base Year Applications are turned in and
    eligibility is determined by usual means. All
    students eat free but meal counts by category
    are maintained.

42
Provision 2
  • For next three years, all meals are served free
    and only a daily aggregate count of meals is
    maintained. Reimbursement claim is based on of
    free, reduced and paid students established in
    Base Year.
  • Extension can be granted for additional 4 years
    if district can establish economic conditions
    have not changed significantly from Base Year.

43
Provision 2
  • Since no money can be collected from reduced or
    paid students, the district commits to make up
    the difference between federal reimbursement of
    free/reduced/paid meals and student revenues
    received by reduced or paid students.

44
Provision 2
  • Benefits
  • Provides a climate where all students are on
    equal status within cafeteria environment.
  • Eliminates yearly distribution and evaluation of
    applications (except for base year)

45
Provision 2
  • Cautions
  • Paperwork to set it up
  • Not all schools qualify findings with
  • Legislative Audit or CRE
  • Cant change reimbursement percentages
  • even if population changes

46
Community Eligibility Option
  • Any school with 40 percent or more identified
    students can participate in CEO
  • Direct Certified, Migrant, Homeless, Foster and
    other programs not found in Arkansas
  • Everyone in the school can receive free meals
  • Individual schools or district wide

47
Afterschool Snack Program
  1. Provide snacks to students that are 18 and under
  2. Provide regularly scheduled activities.
  3. Must include education and enrichment activities.
  4. Claim reimbursement for snacks served after
    school day.

48
Afterschool Snack ProgramSchool District Agrees
to
  1. Charge no more than 15 cents for reduced price
    snack.
  2. Meet snack pattern.
  3. Price snack as a unit.
  4. Serve free and reduced price snacks to all
    students that qualify.
  5. Claim reimbursement at the assigned rate.

49
Afterschool Snack Program
  • 10. Claim only 1 snack per child per day.
  • 11. Review 2 times a year with the 1st review
    during the first 4 weeks.
  • 12. Claims reimbursement as required.
  • 13. Maintain all required records.

50
Current After School Snack Reimbursement Rates
  • Free 0.80
  • Reduced 0.40
  • Paid 0.07

51
Afterschool Snack
  • Area Eligible site- 50 or more of the students
    enrolled are eligible for free and reduced price
    meals. ALL SNACKS MAY BE SERVED FREE.
  • Non Area Eligible site- less than 50 of the
    students enrolled are eligible for free and
    reduced price meals. SNACKS ARE CLAIMED BY
    CATEGORY of free, reduced and paid.

52
SEAMLESS SUMMER FEEDING District will complete
for approval
  • Schedule C for SEAMLESS SUMMER PROGRAM as part of
    this CN Agreement.
  • Schools may be added or deleted as needed in
    writing from Superintendent.
  • District will notify CNU ADE in writing of
    changes in Menu Planning Option, Student and
    Adult Meal Charges, and Changes of Signature
    Authority.

53
Seamless Summer Program
  • See Annual Commissioners Memo Comparison of
    ADE program to the DHS program.
  • May provide any 2 meals (breakfast, lunch or
    snack).
  • May serve all free if 50 or more are eligible
    for free/reduced price meals.

54
Summer Feeding Programs
  • FIN-12-083
  • SFAs are required to inform families of the
    availability and location of Summer Food Service
    Programs.

55
Fresh Fruits Vegetables Program (FFVP)
  • Goals of FFVP
  • Create healthier school environments by
    providing healthier food choices,
  • Expand the variety of fruit and vegetables
    children experience
  • Increase childrens fruit vegetable
    consumption
  • Make a difference in childrens diets to impact
    present and future health.

56
District will complete for approval
  • Addendum to CN Agreement for Fresh Fruits
    Vegetables Program as part of this CN Agreement.
  • FFVP Addendum must be completed and signed by ADE
    and the District prior to any activities or
    obligations of FFVP federal funds.

57
Fresh Fruits Vegetables Program (FFVP)
  • USDA pilot studies of FFVP indicate positive
    changes in student behavior with regard to
    increased student selection of fresh fruits and
    vegetables at home and at school, thus impacting
    healthy lifestyle choices.

58
Fresh Fruits Vegetables Program (FFVP)
  • Districts submit individual school grant
    proposals stipulating
  • Plan of school educational and partnership
    activities to use of funding at 50-75
    student/year for fresh fruit and vegetable snacks
    during the school day

59
Fresh Fruits Vegetables Program (FFVP)
  • Provide fresh fruits vegetables to ALL students
    in school at no charge
  • Provide students fresh fruits vegetables during
    the school day at times other than meal periods.
    (In classrooms, at kiosks, or during breaks
    during the school day.)

60
Fresh Fruits Vegetables Program (FFVP)
  • Criteria for award will be weighted to give
    priority to schools with 50 or more Free/Reduced
    Eligibles
  • Upon award of FFVP Grants Districts will amend
    the Agreement and Policy Statement.
  • Fresh Fruit Vegetable Reimbursement Claim must
    have invoices attached.
  • FFVP requires ANNUAL competitive grant proposal
    for funding to continue.

61
Special MilkSchool District Agrees to
  • Make available only if other programs are not
    available.
  • Serve milk free to eligible students.
  • Claim reimbursement at the assigned rates.
    (0.20)

62
Policy Statement Includes
  • P-1 Collection Procedures
  • P-2 Packet with Application and Letters
  • P-3 Media Release
  • P-4 Child Nutrition Information Contact Sheet

63
District agrees in the Policy Statement to
  • 1. Serve meals free to children who are eligible.
  • 2. Serve meals at a reduced price to children who
    are eligible.
  • 3. Limit reduced price to Lunch .40, Breakfast
    .30 Snack .15

64
District agrees in the Policy Statement to
  • 4. Ensure equal treatment of children eligible
    for free or reduced price meals.
  • 5. Operate program so that no child shall be
    discriminated against because of race, sex,
    color, national origin, age or disability.

65
District agrees in the Policy Statement to
  • 6. Verify applications and maintain records
    required.
  • 7. Follow appeal process.
  • 8. Designate a determining official.

66
Required Officials
  • 1. Determining Official
  • 2. Confirming Official
  • 3. Verifying Official
  • 4. Hearing Official

67
INCOME ELIGIBILITY GUIDELINES EFFECTIVE JULY 1, 2013 - JUNE 30, 2014 INCOME ELIGIBILITY GUIDELINES EFFECTIVE JULY 1, 2013 - JUNE 30, 2014 INCOME ELIGIBILITY GUIDELINES EFFECTIVE JULY 1, 2013 - JUNE 30, 2014 INCOME ELIGIBILITY GUIDELINES EFFECTIVE JULY 1, 2013 - JUNE 30, 2014 INCOME ELIGIBILITY GUIDELINES EFFECTIVE JULY 1, 2013 - JUNE 30, 2014 INCOME ELIGIBILITY GUIDELINES EFFECTIVE JULY 1, 2013 - JUNE 30, 2014 INCOME ELIGIBILITY GUIDELINES EFFECTIVE JULY 1, 2013 - JUNE 30, 2014 INCOME ELIGIBILITY GUIDELINES EFFECTIVE JULY 1, 2013 - JUNE 30, 2014 INCOME ELIGIBILITY GUIDELINES EFFECTIVE JULY 1, 2013 - JUNE 30, 2014 INCOME ELIGIBILITY GUIDELINES EFFECTIVE JULY 1, 2013 - JUNE 30, 2014 INCOME ELIGIBILITY GUIDELINES EFFECTIVE JULY 1, 2013 - JUNE 30, 2014 INCOME ELIGIBILITY GUIDELINES EFFECTIVE JULY 1, 2013 - JUNE 30, 2014
Free Meals - 130 Free Meals - 130 Free Meals - 130 Free Meals - 130 Free Meals - 130 Reduced Price Meals - 185 Reduced Price Meals - 185 Reduced Price Meals - 185 Reduced Price Meals - 185 Reduced Price Meals - 185
House-hold size Federal Poverty Guideline Annual Monthly Twice per month Every two weeks Weekly Annual Monthly Twice per Month Every two weeks Weekly
1 11,490 14,937 1,245 623 575 288 21,257 1,772 886 818 409
2 15,510 20,163 1,681 841 776 388 28,694 2,392 1,196 1,104 552
3 19,530 25,389 2,116 1,058 977 489 36,131 3,011 1,506 1,390 695
4 23,550 30,615 2,552 1,276 1,178 589 43,568 3,631 1,816 1,676 838
5 27,570 35,841 2,987 1,494 1,379 690 51,005 4,251 2,126 1,962 981
6 31,590 41,067 3,423 1,712 1,580 790 58,442 4,871 2,436 2,248 1,124
7 35,610 46,293 3,858 1,929 1,781 891 65,879 5,490 2,745 2,534 1,267
8 39,630 51,519 4,294 2,147 1,982 991 73,316 6,110 3,055 2,820 1,410
each add'l person 4,020 5,226 436 218 201 101 7,437 620 310 287 144
68
District agrees in the Policy Statement to
  • 9. Submit a public release.
  • (This is the only time that the public
    receives both Free Reduced Income Scale)
  • 10. Develop and distribute an application for
    free and reduced price meals and process it
    according to regulations.
  • 11. Follow approved collection procedure.

69
On Line Applications
  • May NOT require on line application for free and
    reduced meals
  • Must still provide paper applications for free
    and reduced meals to all students
  • On line applications must be approved by ADE
    prior to being sent out to families

70
District agrees in the Policy Statement to
  • Revise the Agreement and Policy Statement as
    needed --- keep it current as a picture of
    district operation.
  • Request PRIOR APPROVAL By CNU, ADE of any changes
    to the CURRENT Free/Reduced Household Application
    form, public release, letters to households, etc.
  • All changes and amendments to Agreement and
    Policy Statement Must Be Submitted for APPROVAL
    in Writing.

71
Record Keeping Requirements
  • (Maintain all records for 5 school years)
  • Daily record of free, reduced price and paid
    meals by serving site.
  • Program income
  • Program expenditures

72
Record Keeping Requirements
  • Reconcile with monthly bank statement
  • Value of donations to program
  • Program management records
  • Menus and Production Records
  • Nutritional information on all ingredients
  • Nutritional information for pre-prepared products

73
Record Keeping Requirements
  • Standardized recipes
  • Commodity records
  • Applications
  • Hearings on eligibility
  • Documentation of verification
  • Documentation of student/parent involvement

74
Record Keeping Requirements
  • EDIT CHECKS
  • Edit Check 1 completed daily, tracks of
  • Eligible free and reduced students at each
    school.
  • Tracks all the additions and dropped
    students
  • Edit Check 2 compares attendance adjusted
  • eligibles to the number of meals claimed
    daily. If
  • number of free or reduced meals claimed on
    a
  • day exceeds attendance adjusted eligible
    number
  • a potential problem exists. Must document
  • reason for variance.

75
Record Keeping Requirements
  • Compliance with procurement regulations
  • On-site review of schools
  • Civil Rights complaints and resolutions
  • Claim for Reimbursement
  • Verification Summary
  • ERATE, Legislative Audit
  • Tracking Record of Discounts, rebates and credits
    received by child nutrition program in
    procurement process.

76
Financial Management
  • Fiscal Accountability
  • Accountability of Income and Expense
  • Accountability of Program Reimbursement
  • Total Program Accountability

77
Financial Management
  • Budget Considerations
  • Sources of Revenue
  • Allowable Program Expenses

78
Budget Considerations
  • Students are Customers for Healthy Food Choices
    (Also parents and staff)
  • Nutrition Standards and Meal Requirements must be
    in compliance
  • Revenues are Controlled by School Boards and
    Federal Reimbursements

79
Budget Considerations
  • Menus Drive
  • Food Costs
  • Labor Costs
  • Equipment Needs and other expenses

80
Sources of Revenue
  • Federal Reimbursement for student meals are set
    as of July 1 each year
  • Paid Student Meal Prices are set by the School
    Board (and USDA)
  • A la Carte sales in Secondary Schools
  • Adult Meal Sales
  • Catering of School Functions
  • NON-Cash Assets USDA Commodities
  • NSLP State Match

81
USDA Commodities
  • Amount of commodity money number of lunches
    served X .2325
  • Costs 4.09 per case to have food delivered
  • Costs 3.09 per case to pick up food from
    warehouse in Van Buren
  • Can receive direct shipment of 250 cases of one
    item delivered for free

82

 
83
Child Nutrition Administrative Guidance
  • Example Adult Meal Prices
  • Breakfasts and lunches served to teachers,
    parents, administrators, custodians, and other
    adults or non students not involved in the direct
    provision of school meals must be priced so that
    the payment is sufficient to cover the FULL COST
    of the meal.
  • FNS Instruction782-5 7CFR Parts 210 and 220.

84
Revised Guidance on Adult Meal Pricing
  • Adult Lunch Charges Must be
  • Amount of Reimbursement for Section 4 and 11 of
    the National School Act PLUS ()
  • Amount of Per Meal Value of Commodity/Donated
    Foods and Bonus Foods EQUALS () Adult Meal
    Price
  • Example Regular 2.93 Safety
    Net 2.95
  • PAL Rate 0.2325
    0.2325 Recommended Adult Charge
    3.1625 or 3.1825
  • (Must add 6 cents if certified) 3.2225 or
    3.2425
  • Rounded to 3.25 per Adult
    Lunch

85
Adult Breakfast Prices
  • Adult meal price for School Breakfast should be
    at least the amount of the free reimbursement
    rate for breakfast at the school -1.58
  • If severe need school must be 1.89

86
Financial Management
  • USDA Regulations determine allowable expenditures
    or how the money can be spent.
  • Child Nutrition non-profit food service account
    funds CAN ONLY be spent for Child Nutrition
    Expenses
  • Child Nutrition programs must provide proof they
    are charging enough for ala-carte items to pay
    for all costs associated with production and
    service

87
Commissioners Memo IA-04-022 Child Nutrition
Administrative Guidance
  • Section III.    Financial Management A.    Claim
    For ReimbursementB.    Investing Child Nutrition
    FundsC.    Loans to the ProgramsD.   
    Revenue/Expenditure and
  • Non-allowable CostsE.    Capital Expense
    ExceptionsF.    Separation of Funds for Federal
    Child
  • Nutrition Programs

88
Examples of Non-Allowable Expenditures
  • Bad Debts
  • Fines and Penalties
  • Legislative Expense or Direction
  • Capital Expenditures (if you can not take it to a
    new facility, then you can not buy it with food
    service funds)

89
Procurement Requirements
  • Buy American
  • Fresh Fruits Vegetables Geographic Preference
    Option
  • Farm to School
  • Tracking Discounts, Rebates and Refunds on all
    procurement contracts

90
Buy American --- See ADE Commissioners Memo
FIN-08-033
  • Include a Buy American clause in all procurement
    documents (product specifications, bid
    solicitations, requests for proposals, Price
    Quotation Sheets, purchase orders, etc)
  • Require suppliers to certify the origin of
  • the product.

91
Buy American --- See ADE Commissioners Memo
FIN-08-033
  • Examine product packaging for identification
  • of the country of origin.
  • Ask the supplier for specific information about
    the percentage of U.S. content in the food
    product.

92
Fresh Fruits Vegetables Geographic Preference
Option
  • School Districts may have the OPTION to give
    Geographic Preference to local farmers to
    purchase fresh fruits and vegetables.
  • Section 4302 of P.L. 110-246 amended section 9(j)
    of the Richard B. Russell National School Lunch
    Act (NSLA) requires the Secretary of Agriculture
    to encourage institutions operating the Child
    Nutrition Programs to purchase unprocessed
    locally grown and locally raised agricultural
    products.

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Tracking of Discounts, Rebates Credits
  • Local Districts - Requires that allowable costs
    paid from the nonprofit school food service
    account be net of all discounts, rebates, and
    applicable credits when paid.
  • State Agencies are required to monitor local
    districts to ensure a system for tracking
    discounts, rebates and credits is in place.
  • Legislative Audit Compliance Issue beginning SY
    07-08 will be checking to see what districts
    have been doing to track these items.

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Contracts and Purchases
  • CONTRACTS/PURCHASES Contract Purchases
    for goods and services that are considered
    allowable costs for the program and that include
    rebates, discounts or applicable credits must
    have
  • 1. an audit trail (documentation) to ensure that
    these discounts, rebates and credits have been
    given to the program on invoices or bills from
    company

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Contracts and Discounts
  • 2. a tracking system for discounts, rebates and
    credits to ensure that CN payment of invoices at
    the time of payment are net of such rebates,
    discounts or credits. If the company forgets to
    apply applicable credits, it is the districts
    responsibility to take these credits, discounts
    and rebates on the invoices.

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What will auditors review?
  • Does the local district have a Tracking System of
    Rebates, Discounts or Credits to ensure that
    these are applied to Child Nutrition invoices
    prior to payment or at the time of payment?
  • Has the district kept supporting documentation to
    show compliance with district tracking system?

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Contracted Food Service Programs
  • ADE Commissioners Memo FIN-14-025 Registration
    of Food Service Management Companies
  • ADE Commissioners Memo FIN-14-024 Procurement
    of Food Service Management Company Services

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Registration of Food Service Management Companies
(FSMC)
  • FSMC wishing to contract for food services with
    any SFA/LEA in Arkansas is required to register
    with the ADE CNU.
  • Deadline September 30, 2013, 430 p.m.
  • Only registered companies allowed to respond to
    Request for Proposals released by LEAs.

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Procurement of Food Service Management Company
Services
  • SFA/LEA interested in procuring the services of a
    FSMC must notify ADE of the intent.
  • (Deadline September 30, 2013)
  • FSMC employs food service workers instead of the
    district and provides reimbursable meal services
    to students.
  • School District must supervise contract to ensure
    all rules/regulations being followed.

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Food Service Management Companies
  • The Agreement and Policy Statement requirements
    and responsibilities of the district cannot be
    transferred to the food service management
    company.
  • Fiscal responsibilities and accountability for
    operation of the federal child nutrition program
    CANNOT be delegated by the district to the FSMC.

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Supervision
  • Act 1220 of 2003 Requires
  • 1. Certification for Directors and
  • Managers of Child Nutrition
    Programs
  • 2. Cannot pay salary and benefits for
  • uncertified directors and managers
  • out of foodservice funds.

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Supervision
  • 3. Requires 10 hours of in-service training
  • each year for all employees.
  • Administrative Reviewers will ask for
  • documentation of this.
  • 4. District level Written evaluation of
    all
  • staff each year.
  • 5. Tier II training for Director.

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Supervision
  • TIME CERTIFICATION FOR ALL EMPLOYEES IN FEDERALLY
    PAID PROGRAMS.
  • Documentation for Legislative Auditors and
    Administrative Reviewers

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CONCLUSION
  • Time of great change and challenge for the Child
    Nutrition Programs.
  • Questions
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