Okaloosa County BOCC — July 6, 2016 — Child Nutrition Programs School Food Authority Agreement — reading text

institution operating the School Breakfast Program (SBP) shall, with respect to participating schools under its jurisdiction: 1. Maintain a nonprofit school food service; 2. In accordance with the financial management system established under 7 CFR §220.13(i), use all revenues received by such food service only for the operation or improvement of that food service except that facilities, equipment, and personnel support with funds provided to a SFA under this part may be used to support a nonprofit nutrition program for the elderly, including a program funded under the Older Americans Act of 1965 (42 U.S.C. 3001 et seq.); FDACS-01716 Rev. 10/15 Page 4 of 13  3. Revenues received by the nonprofit school food service shall not be used to purchase land or buildings or to construct buildings; 4. Limit its net cash resources to an amount that does not exceed three months average expenditure for its nonprofit school food service or such other amount as may be approved by FDACS; and 5. Observe the limitations on any competitive food service as set forth in 7 CFR §210.10 and 7 CFR §220.12; 6. Serve breakfasts which meet the minimum requirements prescribed in 7 CFR §220.8, during a period designated as the breakfast period by the school; 7. Price the breakfast as a unit in accordance with 7 CFR §220.8(a)(2); 8. Supply breakfast without cost or at reduced price to all children who are determined by the SFA to be unable to pay the full price thereof in accordance with the free and reduced price policy statements approved under 7 CFR part 245; 9. Make no discrimination against any child because of his inability to pay the full price of the breakfasts; 10. Claim reimbursement at the assigned rates only for breakfasts served in accordance with the agreement; 11. Submit Claims for Reimbursement in accordance with 7 CFR §220.11 and procedures established by FDACS, or the USDA where applicable; 12. Comply with the audit regulations stated in 2 CFR 200, Subpart F – Audit Requirements, if during the organization’s fiscal year, Federal funds received from all programs totals $750,000 or more; 13. Maintain, in the storage, preparation and service of food, proper sanitation and health standards in conformance with all applicable State and local laws and regulations, and comply with the food safety requirements in paragraph (a)(2) and paragraph (a)(3) of 7 CFR §220.7; 14. Purchase, in as large quantities as may be efficiently utilized in its nonprofit school food service, foods designated as plentiful by FDACS; 15. Accept and use, in as large quantities as may be efficiently utilized in its nonprofit school food service, such foods as may be offered as a donation by the USDA; 16. Maintain necessary facilities for storing, preparing, and serving food; 17. Maintain a financial management system as prescribed by FDACS, or the USDA where applicable; 18. Upon request, make all accounts and records pertaining to its nonprofit school food service available to FDACS, to the USDA and to the USDA’s Office of Audit for audit or review at a reasonable time and place. Such records shall be retained for a period of three years after the end of the fiscal year to which they pertain, except that if audit findings have not been resolved, the records shall be retained beyond the three-year period as long as required for the resolution of the issues raised by the audit. a. For public school districts and charter schools, retain records for five (5) fiscal years in accordance with General Records Schedule GS7 for Public Schools Pre-K-12 and Adult and Career Education. This retention schedule supersedes the requirement above. 19. Retain documentation of free or reduced price eligibility as follows: FDACS-01716 Rev. 10/15 Page 5 of 13  a. Maintain files of currently approved and denied free and reduced price applications which must be readily retrievable by school for a period of three years after the end of the fiscal year to which they pertain; or b. Maintain files with the names of children currently approved for free meals through direct certification with the supporting documentation, as specified in §245.6(b)(4) of this chapter, which must be readily retrievable by school. Documentation for direct certification must include information obtained directly from the appropriate State or local agency, or other appropriate individual, as specified by the USDA, that: i. A child in the Family, as defined in 7 CFR §245.2, is receiving benefits from SNAP, FDPIR or TANF, as defined in §245.2; if one child is receiving such benefits, all children in that family are considered to be directly certified; ii. The child is a homeless child as defined in 7 CFR §245.2; iii. The child is a runaway child as defined in 7 CFR §245.2; iv. The child is a migrant child as defined in 7 CFR §245.2; v. The child is a Head Start child, as defined in 7 CFR §245.2; or vi. The child is a foster child as defined in 7 CFR §245.2. 20. Directly certify children for free school meals using the Florida Direct Certification System at least three times during the school year as required by FDACS. More frequent direct certification efforts are permissible and encouraged; and 21. Comply with the requirements of the USDA’s regulations respecting nondiscrimination (7 CFR part 15). Each SFA or child care institution approved to participate in the Special Milk Program (SMP) shall, with respect to schools and child care institutions under its jurisdiction: 1. Operate a nonprofit milk service. However, SFA’s may use facilities, equipment, and personnel supported with funds provided to a SFA to support a nonprofit nutrition program for the elderly, including a program funded under the Older Americans Act of 1965 (42 U.S.C. 3001 et seq.). 2. If electing to provide free milk (i) serve milk free to all eligible children, at times that milk is made available to nonneedy children under the program; and (ii) make no discrimination against any needy child because of his inability to pay for the milk. 3. Comply with the requirements of the USDA’s regulations respecting nondiscrimination (7 CFR part 15); 4. Claim reimbursement only for milk as defined in this part and in accordance with the provisions of 7 CFR §215.8 and 7 CFR §215.10; 5. Submit Claims for Reimbursement in accordance with 7 CFR §215.10 of this part and procedures established by FDACS or the USDA where applicable; 6. Comply with the audit regulations stated in 2 CFR 200, Subpart F – Audit Requirements, if during the organization’s fiscal year, Federal funds received from all programs totals $750,000 or more; 7. Maintain a financial management system as prescribed by FDACS, or the USDA where applicable; FDACS-01716 Rev. 10/15 Page 6 of 13  8. Upon request, make all records pertaining to its milk program available to FDACS and to the USDA for audit and administrative review, at any reasonable time and place. Such records shall be retained for a period of three years after the end of the fiscal year to which they pertain, except that, if audit findings have not been resolved, the records shall be retained beyond the three-year period as long as required for the resolution of the issues raised by the audit; and 9. Retain the individual applications for free milk submitted by families for a period of three years after the end of the fiscal year to which they pertain, except that, if audit findings have not been resolved, the records shall be retained beyond the three-year period as long as required for the resolution of the issues raised by the audit. a. For public school districts and charter schools, retain records for five (5) fiscal years in accordance with General Records Schedule GS7 for Public Schools Pre-K-12 and Adult and Career Education. This retention schedule supersedes the requirement above. Each SFA approved for participation in the Summer Food Service Program (SFSP) shall: 1. Operate a nonprofit food service during the period specified, as follows: a. From May through September for children on school vacation; b. At any time of the year, in the case of sponsors administering the Program under a continuous school calendar system; or c. During the period from October through April, if it serves an area affected by an unanticipated school closure due to a natural disaster, major building repairs, court orders relating to school safety or other issues, labor-management disputes, or, when approved by FDACS, a similar cause. 2. For SFA’s, offer meals which meet the requirements and provisions set forth in 7 CFR §225.16 during times designated as meal service periods by the sponsor, and offer the same meals to all children; 3. For all other sponsors, serve meals which meet the requirements and provisions set forth in 7 CFR §225.16 during times designated as meal service periods by the sponsor, and serve the same meals to all children; 4. Serve meals without cost to all children, except that camps may charge for meals served to children who are not served meals under the program; 5. Issue a free meal policy statement in accordance with 7 CFR §225.6(c); 6. Meet the training requirement for its administrative and site personnel, as required under 7 CFR §225.15(d)(1); 7. Claim reimbursement only for the type or types of meals specified in the agreement and served without charge to children at approved sites during the approved meal service period, except that camps shall claim reimbursement only for the type or types of meals specified in the agreement and served without charge to children who meet the program's income standards. The agreement shall specify the approved levels of meal service for the sponsor's sites if such levels are required under 7 CFR §225.6(d)(2). No permanent changes may be FDACS-01716 Rev. 10/15 Page 7 of 13  made in the serving time of any meal unless the changes are approved by FDACS; 8. Submit claims for reimbursement in accordance with procedures established by FDACS, and those stated in 7 CFR §225.9; 9. Comply with the audit regulations stated in 2 CFR 200, Subpart F – Audit Requirements, if during the organization’s fiscal year, Federal funds received from all programs totals $750,000 or more; 10. In the storage, preparation and service of food, maintain proper sanitation and health standards in conformance with all applicable State and local laws and regulations; 11. Accept and use, in quantities that may be efficiently utilized in the program, such foods as may be offered as a donation by the USDA; 12. Have access to facilities necessary for storing, preparing, and serving food; 13. Maintain a financial management system as prescribed by FDACS; 14. Maintain on file documentation of site visits and reviews in