School Foodservice Agreement and Review Preparation

1
School Foodservice Agreement and Review
Preparation

• Sandra Kangas Marlyce Micklos
• Child Adult Nutrition Services

2
Welcome!

• Introduction
• Class plans
• Questions

• Housekeeping
• Physical Facilities
• Schedules

3
Todays topic

• Technical assistance to complete the annual
  agreement
• Tips for preparing for the CRE Program Review and
  SMI Menu Analysis

4
Who runs the program?

• Local Agency Policies/Procedures
• Child and Adult Nutrition Services/DOE
• National School Lunch Act
• Child Nutrition Act
• Federal Regulations/Policies
• State Codified Law/Policies

5
What paperwork is required?

• Production records
• Commodity orders
• Inventory records
• Site monitoring
• Food safety plans and logs
• Health inspections
• Community Involvement

• Application/Agreement
• Applications
• Verification
• Meal counts
• Reimbursement Claims
• Edit Checks
• Program monitoring
• Wellness policy

6
Agreement Packet
7
2009 CNP Agreement

• Mailed out July 1st
• Available on-line
• Due back to CANS by August 29th
• New Permanent Agreement
• for selected agencies
• Agencies w/ multiple programs submit only 1
  Combined Agreement

http//doe.sd.gov/oess/cans/nslp/applications0809.
asp
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2009 CNP Agreement

• Cover letter
• Part 1, requires an original signature
• Part 2, general program information
• Part 3, site/building information
• Attachments A through H
• Letter from Office of FM
• Instructions on-line
• http//doe.sd.gov/oess/cans/nslp/docs/0809/Renew/S
  NP20Instruction

9
2009 CNP Agreement

• CNP Agreement needs to be submitted annually.
• Summarizes what programs the agency will be
  participating in.
• Consider the agreement to be your contract with
  the State Agency.
• All school food service records need to be kept
  for 3 years beyond the current year.

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CANS Program Specialists
School Food Authority (SFA)
Mail
CANS Department
Sandra Kangas
Kneip Building
Secretarys Desk
11
2009 CNP Agreement

• Agreement has to be completed before agency
  can receive
• USDA Commodities
• Reimbursement for meals served

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Part 1 Combined Application

• Areas with most frequent questions
• A. LOCAL AGENCY DATA
• C. MEAL/MILK COUNT METHOD
• F. SITE SUMMARY
• Questions?

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PART 2 School Nutrition Programs Application

• Part 2 is about agency-level information. Look at
  each page what questions do you have?
• Go over frequently-asked questions.

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PART 3 Site/Attendance Center Application

• Part 3 is about site-level information. Look at
  each page what questions do you have?
• Go over frequently-asked questions.

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NSLP/SBP Attachments

• B1-2-3 - Parent Letter and Application
• C - Sample Notification Letter
• D - Prototype Roster for RCCIs only
• E - Verification and On-site Monitoring Plan
• F - Information Update
• G - Annual Severe Need Breakfast Determination

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Operating Statement

• Agreement cannot be approved without an operating
  statement.
• Balance sheets must be
• balanced.
• Operating period is July 1st to June 30th .
• Public Schools submit with District Financial
  Report

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Audit Requirements

• Due August 15, 2008
• Needs to be completed even if less than 500,000
  will be expended in federal funds.

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Program Reviews
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Program Reviews

• CRE Coordinated Review Effort
• SMI School Meal Initiative
• Every 5 years for NSLP, SBP, SAS, SMP
• Every 3 years for CACFP
• Kitchen inspections 2 times per
• program year
• Fire inspections will include kitchen and serving
  areas

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Program Reviews

• Schools on the SY09 review list have already been
  notified and here you are!
• Reviews help SFAs recognize their strengths or
  find solutions to some problem areas.

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Administrative Reviews

• New requirement as of July 2008.
• CANS must complete extra reviews of standards 1
  and 2.
• Specific selection criteria.
• Agency should not have both in one year unless
  big concern for administration.
• Details yet to come.

22
Review Notification

• Receive a letter from CANS
• Receive a telephone call from Department of
  Public Safety inspector
• Receive a letter and telephone call from nutrient
  analysis contractor

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SMI Process Overview

• 5 Year Cycle
• Nutrient Analysis completed by SFA or SA
• Results of analysis compared to USDA Nutrient
  Standards to determine compliance
• Current results compared to previous results
• Corrective action plan to be developed as
  applicable

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Preparing for the SMI

• Contractor will notify food service director
• FSD will receive complete
• Agency information form
• Food Preparation Methods Survey

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Preparing for the SMI

• FSD will provide
• Production records for review week
• Standardized recipes
• Nutrition fact labels
• CN labels if food based school
• Nutrient analysis records for nutrient standard
  schools

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Following the SMI

• SA will review results from the contractor and
  submit results to food service director
• SA will call FSD to review results any needed
  corrective action
• FSD will submit required corrective action
• Review closed when complete

27
CRE Reviews

• CRE Coordinated Review Effort
• Same in all states
• Same process whether done by federal or state
  reviewers

28
Preparing for the CRE

• In your notice you received
• Nuts Bolts
• Self Review Worksheets
• Records to be Reviewed

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Performance Standards(Critical Areas)

• Performance Standard 1
• Application errors benefit issuance
• Inadequate system for consolidating meal counts
• Performance Standard 2
• 10 or more of the total number of meals observed
  on day of review is missing one or more of the
  required food items/components.

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Program Reviews

• Overclaims
• At times when errors result in overclaims, they
  need to be processed as part of the CRE review.
• There is a 600 threshold per program.
• Dont be too quick to send in adjustments!

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Areas to be mindful of

• Application and benefit issuance errors cost you
  money.
• Verification second party review
• Point of Service meal counts
• Kitchen Inspections
• Justice for All posters

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And Justice for All Poster

• Civil Rights requirement for informing the public
  includes
• USDAs form AD-475C (And Justice For All) must
  be posted at every food service/preparation site.
• Large posters coming from USDA in the future.
• Small version may be accessed at
  www.fns.usda.gov/cr/justice.htm. Choose 475C
  (third one)

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Program Review Follow-Up

• There will be correspondence from the following
  people
• ? Marlyce Micklos, CANS (CRE)
• ? Jean Schuurmans, CANS (SMI)
• ? Janelle Peterson, CANS (HACCP)
• ? Susie Keenaghan, SMI contractor

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Program Review Closure

• There will be back and forth correspondence from
  the previous mentioned people until all noted
  violations or program weaknesses have been
  satisfactorily addressed.
• Overclaims will be assessed.
• The SFA will receive a formal review closure
  letter.

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The paperwork that will be reviewed

• Production records
• Commodity orders
• Inventory records
• Site monitoring
• Food safety plans and logs
• Health inspections
• Community Involvement

• Application/Agreement
• Program monitoring
• Reimbursement Claims
• Wellness Policy
• Applications
• Verification
• Meal counts
• Edit Checks

36
Program Changes

• New Eligibility Guidance Manuals
• Requirement for 30-day eligibility carryover (new
  application supersedes carryover).
• Administrative Reviews

37
I should have asked

• Questions later? Contact us!
• Its not a silly question if you do not know
  the answer.
• Email firstname.lastname_at_state.sd.us
• Phone [phone]
• Fax [phone]