Okaloosa County BOCC — June 3, 2014 — Fully Executed FDACS Contract #018224 Agree #01-0303 Nat Sch Lun and Brkft Prog — reading text

implement OVS at sites under their sponsorship, they must follow OVS guidelines as outlined in 7 CFR 225.16(t)(ii). OVS permits children to decline food; a certain number of menu items they do not intend to eat. The Sponsor must ensure that all sites staff is adequately trained on the guidelines and procedures of OVS and that choosing OVS does not preclude the sponsor from maintaining a nonprofit operation. 12. Sponsors not implementing the OVS provision will ensure unitized meals are served to each eligible child at the point of service in order to be claimed for reimbursement. 13. The Sponsor will notify the public through a media release with the dates, locations, and DACS-01716 01/12 Page 21 of26  serving times for each site serving meals. 14. The Sponsor will notify the local health department with the dates, locations, and times of trainings. G. Store, prepare and serve food, maintammg proper sanitation and health standards in conformance with all applicable state and local laws and regulations H. Accept and use foods as may be offered as a donation by the DACS in quantities that may be efficiently utilized in the SFSP. I. Have access to facilities necessary for storing, preparing, and serving food J. Maintain a financial management system as required by the DACS K. Maintain documentation in files of site visits and reviews in accordance with 7 CFR 225.15(d) (2) and (3) L. Conduct a preoperational visit for all new and problem sites before they begin operations. M. Conduct a site visit at all new sites and any site that experienced operational deficiencies during the previous summer at least once during the first week of operation to ensure that the food service is operating smoothly and that any apparent problems are immediately resolved. In cases where a site, whether new or returning, will operate for only one week, the site visit must be conducted in that week. N. Conduct a site review at all sites at least once during the first four weeks of program operations. The review requires the monitor to observe a complete meal service from beginning to end including delivery or preparation of meals, the meal service, and the clean up after meals. 0. Ensure that if a site operates less than four weeks, the Sponsor must still conduct a review. P. Continue monitoring throughout the duration of the program at a level sufficient to ensure that sites comply with program regulations. Q. Take prompt action to correct problems at the sites found from previous reviews and inspections by the health department and document the corrections taken. R. Maintain children on site while meals are consumed. S. Submit to the DACS a copy of the letter notifying the local health department of their intention to provide a food service at specific times at planned sites. This letter must be provided to the DACS before program operation begins. T. Meet the civil rights requirements, as required under 7 CFR 225.7(g) and FNS Instruction 113-1 : I. The Sponsor must inform potential participants of the availability of SFSP. 2. The Sponsor must display in a prominent place at the site and in the Sponsor's office the nondiscrimination poster developed by the USDA or approved by FNS. 3. The Sponsor must make reasonable efforts to provide information in the appropriate f II DACS·01716 01/12 Page 22 of26 J  --- ~ translation concerning the availability and nutritional benefits of the program. 4. The Sponsor must include the nondiscrimination statement and instructions for filing a complaint in public release and other program information directed to parents of participants and potential participants. 5. The Sponsor must ensure that meals are served to all attending children, regardless of their race, color, national origin, sex, age, or disability. 6. The sponsor must ensure that all children have equal access to services and facilities at the site regardless of race, color, national origin, sex, age, or disability. 7. Each year, the Sponsor must determine the number of potentially eligible participants by ethnic/racial category for the area served. 8. Each year, the Sponsor must collect ethnic/racial category data for each site under the sponsor's jurisdiction. Sponsors of residential camps must collect and maintain the information separately for each session of the camp. For all other sites, the Sponsor must count the participating children at least once during the site's operation. The Sponsor may use visual identification to determine a participant's ethnic/racial category. 9. The Sponsor must use separate categories when collecting and reporting ethnicity and race. Ethnicity must be collected first. Respondents must be offered the option of selecting one or more racial designations. The minimum designations for collection are: a. Ethnicity: 1. Hispanic or Latino ii. Not Hispanic or Latino b. Race: 1. American Indian or Alaskan Native ii. Asian 111. Black or African American IV. Native Hawaiian or Other Pacific Islander v. White U. Have the option to request advance payment for total program costs. The Sponsor's request must be separated into operating costs and administrative costs. Advance requests must be submitted at least 30 days before the payment date of June I or by the established DACS's deadline. The DACS must receive certification that a Sponsor (except for school sponsors) has held training sessions on program requirements for site and Sponsor personnel before release of the second month's operating advance to the sponsor. V. Submit claims for reimbursement on the form and in accordance with procedures provided by the DACS. W. Submit claims for reimbursement via the Internet in accordance with procedures established by the DACS. Claims for reimbursement not filed within 30 days following the month for which the claim is made may be disallowed. Any exception to this requirement will be made at the discretion of the USDA, FNS. A one-time exception for late claim submission may be made at the discretion of the DACS. X. Be reimbursed based on the number of reimbursable meals served multiplied by the sum of administrative and operational rates. Sponsors must complete records to document all costs and meals they claim for reimbursement. Sponsors are not eligible for reimbursement unless they have signed an agreement with the DACS. Y. Have camp reimbursements based on the number of children served who are eligible for free DACS-01716 01/12 Page 23 of26  or reduced-price meals according to the income guidelines for NSLP or SBP. With DACS approval, camps may claim reimbursement for serving up to three meals or two meals and one snack to eligible children each day. Sponsors of camps must maintain the documentation that demonstrates the free or reduced-price eligibility of the children they claim reimbursement for and must make it available for review by the DACS. Sponsors of camps may charge noneligible children a separate fee for meals. Z. Document funds accruing to the Sponsor's program. Accruing funds will not be deducted from the sponsor's reimbursement. Sources of funds considered program income include: I. Cash donations specifically identified for use in the program. 2. Any federal, state, or local funds specifically provided to the program. AA. Use reimbursement or funds that exceed the Sponsor's expenditures in a way that benefits SFSP services to children. The Sponsor should use funds remaining at the end of the program year as start-up funds or for improving SFSP services in the following year. BB. If not participating in the SFSP the next year, use funds in the sponsor's other child nutrition programs. If the Sponsor does not provide any other program, the excess funds must be remitted to the DACS. Sponsors may not transfer excess funds to nonprogram operations or to increase salary or fringe benefit costs when the sole purpose of the increase is to reduce the food service program balance. Unallowable costs are costs for which program funds may not be used. They include, but are not limited to: I. The cost for excess meals ordered or prepared but not served to eligible children, i.e., meals in excess of legitimate program adult meals and reimbursement meals, unless specifically approved by the DACS. 2. Meals served in violation of program requirements, e.g., meals served outside approved serving time, meals or components consumed off-site, second meals in excess of the two percent tolerance. 3. Rental costs for periods beyond the close-out date for program operation. 4. Any other costs incurred that the DACS determines to be in violation of applicable laws or rules. 5. The cost to purchase food (including coffee, etc.) for use outside of the SFSP. 6. The cost of meals served to administrative adult personnel or any other adults who are not part of the food service operation. 7. The cost of spoiled or damaged meals. 8. For vended Sponsors, the cost of meals delivered by a FSMC to a nonapproved site or for meals not delivered within the agreed-upon delivery time, meals served in excess of the approved capacity, spoiled or unwholesome meals, or meals that do not meet meal requirements or quality standards. 9. Bad debts, which are any losses arising from noncollectible accounts and other claims and related costs. I 0. Repayment of overclaims and other federal debts. 11. Contributions or donations including contingency reserves, USDA-donated commodities and other donated food, labor, and supplies. 12. Fines or penalties resulting from violations of or failure to comply with federal, state, or local laws and regulations. 13. Entertainment and fundraising costs. DACS-01716 01/12 Page 24 of26  14. Interest on loans, bond discounts, costs of financing and refinancing operations, and legal and professional fees paid in connection therewith. 15. Costs resulting from an under-recovery of costs under other grant agreements. 16. Direct capital expenditures or option to purchase rental costs for acquisition of land or any interest in land; acquisition or construction of buildings or facilities or the alteration of existing buildings or facilities; nonexpendable equipment of any kind; repairs that materially increase the value or useful life of buildings, facilities, or nonexpendable equipment; and other capital assets, including vehicles. Sponsors, upon request, must make all accounts and records pertammg to the program available to state, federal, or other authorized officials for audit or administrative review at a reasonable time and place. The records shall be retained for a period of three years after the end of the fiscal year to which