Okaloosa County BOCC — February 11, 2013 — 01-0303 Okaloosa Co BOCC — reading text

the method described in its application unless the DACS approves changes in advance. SSO The SSO encourages more LEAs to provide meals during summer and other school vacation periods. This option combines features of the NSLP, SBP, and SFSP. The SSO reduces paperwork and administrative burden, making it easier for LEAs to feed children in low-income areas during the traditional summer vacation periods and, for year-round schools, long summer vacation periods (generally exceeding two to three weeks). All persons in the community who are 18 years of age and under plus those persons over age 18 who meet the Florida Department of Education’s definition of mentally or physically disabled may receive free meals under the SSO. Meals served under the SSO are reimbursed at the free rates prescribed by USDA for the NSLP and SBP. Supper meals are reimbursed at the NSLP’s free lunch rate. INTERNAL CONTROLS OF THE SSO Each LEA shall perform at least one on-site review of each site under its jurisdiction during the site’s operation to review its compliance with meal counting, claiming, and meal pattern requirements. UNDER THE SFSP, THE LEA AGREES THAT, for each school and/or site listed in site information on the CNP system, it will conduct the indicated program in accordance with state and federal laws and regulations, and will conform to the following requirements in the conduct of each program (unless the requirement is restricted. to a particular program). The sponsor has agreed to participate in the SFSP and accepts responsibility for supervision and control over the program and final financial and administrative responsibility for the program. The sponsor will: A. Operate a nonprofit food service from May through September for children on school vacation; at any time of the year, in the case of sponsors administering the program under a continuous school calendar system; or during the period of October through April, if it serves an area affected by a unanticipated school closure due to a natural disaster, major building repairs, court orders relating to school safety or other issues, labor-management disputes, or DACS-01716 01/12 Page 19 of 26 other similar cause when approved by the DACS. B. Submit an agreement to the DACS where sites are located in accordance with the FNS Instruction 794-5, Agreements with Entities Which Operate Interstate Schools and Facilities. C. Serve meals that meet the requirements and provisions during times designated as the meal service periods by the Sponsor and serve the same meals to all children. No permanent changes may be made in serving of any meal unless the changes are approved by the DACS. D. Serve meals without cost to all children, except that camps may charge for meals served to children who are not eligible for free or reduced-price school meals. E. Issue a free meal policy statement in accordance with 7 CFR 225.6(c). F. Meet the training requirements for its administrative and site personnel, as required under 7 CFR 225: The Sponsor must receive DACS training annually. 2. The Sponsor must train all administrative staff and site staff before they undertake their responsibilities. 3. The Sponsor shall not allow a site to operate until personnel at the site have attended at least one of the sponsor’s training. 4. The Sponsor must document the attendance at site trainings and schedule additional sessions for those staff that are absent. 5. The Sponsor must record for each training session offered the training dates, names of attendees, and documentation of the topics covered. 6. The Sponsor will ensure at least one person who has been trained by the Sponsor be present at each of the Sponsor’s sites during the time of the meal service. 7. Training for administrative staff should cover the following topics: Purpose of the program Site eligibility Recordkeeping requirements Organized site activity Meal requirements Nondiscrimination compliance How meals will be delivered The delivery schedule (if applicable) What records are kept and what forms are used j. Monitor’s responsibilities 8. Training for monitors should cover the following topics: a. Site for which they will be responsible Introduce themselves to site supervisors Duties of authority Conducting site visit/reviews Monitoring schedule Reporting/recordkeeping procedures Follow-up procedures Office procedures Local sanitation and health laws Civil rights Reporting for ethnic/racial data ‘orp mono FB ros mg RO ao Ss DACS-01716 01/12 Page 20 of 26 9. 10. ae 12. 13 |. Considerations for personal safety, if necessary Training for site staff should cover the following topics: a, Purpose of the program Site eligibility Necessity for accurate records Importance of organized activities at sites For sites obtaining meals from FSMCs/commercial meal vendors, SFAs, or the Sponsor’s central kitchen: i. Meal pattern requirements and types of meal service offered (use planned menus) ii. Delivery schedules (exact times) iii, Adjustments in the delivery amount iv. Facilities available for storing meals v. Who to contact about problems (provide Sponsor’s name and telephone number) vi. Approved level of meal service f. For sites where meals are prepared on site: i. Meal pattern requirements ii. Inventory (use inventory forms) iii. Meal adjustments (use production records) iv. Meal preparation adjustments g. Explain recordkeeping requirements: i. Daily recordkeeping requirements ii. Delivery receipts (sample forms) iii, Seconds, leftovers, and spoiled meals iv. Daily labor — actual time spent on food service and time and attendance records vy. Collection of daily record forms vi. Maintain copies of meal service forms h. Civil rights requirements (use Site Supervisor’s Guide) i. Explain other miscellaneous policy, such as: i. Problems with inclement weather and alternate service areas ii. Problems with unauthorized adults eating program meals iii. Problems with discipline iv. Review of equipment, facilities, and materials available for organized recreational activities v. Review of trash removal system vi. Corrective action vii. Nutrition education The Sponsor will ensure that site personnel and monitors understand the importance of accurate point-of-service meal counts. Meals counts should represent only the number of meals actually served to children. Only complete meals served to eligible children can be claimed for reimbursement. Meals must be counted at the actual point of service. If the Sponsor plans to implement OVS at sites under their sponsorship, they must follow OVS guidelines as outlined in 7 CFR 225.16(f)Gii). 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. 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. eonos . The Sponsor will notify the public through a media release with the dates, locations, and DACS-01716 01/12 Page 21 of 26 G. serving times for each site serving meals. 14. The Sponsor will notify the local health department with the dates, locations, and times of trainings. Store, prepare and serve food, maintaining proper sanitation and health standards in conformance with all applicable state and local laws and regulations Accept and use foods as may be offered as a donation by the DACS in quantities that may be efficiently utilized in the SFSP. Have access to facilities necessary for storing, preparing, and serving food Maintain a financial management system as required by the DACS Maintain documentation in files of site visits and reviews in accordance with 7 CFR 225.15(d) (2) and G) Conduct a preoperational visit for all new and problem sites before they begin operations. 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. 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 meais, the meal service, and the clean up after meals. Ensure that if'a site operates less than four weeks, the Sponsor must still conduct a review. Continue monitoring throughout the duration of the program at a level sufficient to ensure that sites comply with program regulations. Take prompt action to correct problems at the sites found from previous reviews and inspections by the health department and document the corrections taken. Maintain children on site while meals are consumed. 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. . Meet the civil rights requirements, as required under 7 CFR 225.7(g) and FNS Instruction 113-1: 1. 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 DACS-01716 01/12 Page 22 of 26 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: i. Hispanic or Latino ii. Not Hispanic or Latino b. Race: i. American Indian or Alaskan Native ii. Asian - iii. 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 1 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