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Agreement and Policy Statement Original and Renewals

Agreement and Policy Statement Original and Renewals. Distance Learning April 5, 2012 Karen Franklin, SNS Child Nutrition Unit, ADE. Original Agreement and Policy Statement. Effective beginning 2006-07 school year

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Agreement and Policy Statement Original and Renewals

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  1. Agreement and Policy StatementOriginal and Renewals Distance Learning April 5, 2012 Karen Franklin, SNS Child Nutrition Unit, ADE

  2. Original Agreement and Policy Statement Effective beginning 2006-07 school year Signed by Superintendent, District Child Nutrition Director, Director Child Nutrition Unit (Wanda Shockey) Renewal Agreement and Policy Statement signed each school year – Agree to continue all agreed upon in the 2006-07 original agreement we also agree to do everything in 2007-08, 08-09, 09-10, 10-11, 11-12 and now 2012-13 school year renewals

  3. Original Agreement and Policy Statement Regardless of whether or not you were the person that signed the Original Agreement and Policy Statement you have agreed to continue to do what the previous CND and/or Superintendent agreed to in the original Very important to have the Original Agreement and Policy Statement and ALL subsequent renewals on file at the child nutrition office

  4. Agreement Between District and ADE ADE agrees to: Provide funds to District if USDA provides funds to ADE School District agrees to: Follow all federal and state program requirements

  5. For Lunch and Breakfast School District Agrees to: Based on the 0riginal 2006-07 Agreement • Comply with all of USDA regulations. P.3 #1 • Maintain a non-profit child nutrition program. P.3 #2 3. Limit cash to no more than 3 months operating expenses. P.3 #3 4. Maintain a financial management system based on USDA regulations. P.3 #4

  6. School District Agrees to: 5. Comply with state regulations for financial management. P.3 #5 6. Serve meals that meet meal pattern. P.3 #6 7. Price meals as a unit. P.3 # 7 8. Serve free and reduced price meals to students eligible to receive free or reduced meal benefits. P.3 #8

  7. School District Agrees to: 9. Claim meals at the assigned rates for reimbursement (revised July 1 each year). The person that signs claim form must confirm that claim is accurate. P.3 #9 10. Count meals at the point of service by eligibility category. P.4 # 10 11. Submit claims according to federal regulations. P.4 #11

  8. School District Agrees to: 12. Comply with: Civil Rights Act Title IX Section 504-Rehabilitation Act Age Discrimination Act P.4 #12 We are prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability.

  9. School District Agrees to: 13. Maintain records and submit reports on nondiscrimination. P. 4 #13 14. Treat all children the same regardless of ability to pay. P. 4 #14 15. Accept commodities. P4. #15

  10. School District Agrees to: 16. Maintain proper sanitation and health standards in all food storage, preparation and serving sites. P. 4 #16 17. Use Commodities as much as possible. P.4 #17 18. Provide facilities for storing, preparing and serving meals. P.4 #18

  11. School District Agrees to: 19. Make records available for review by the state agency or USDA P. 4 # 19 20. Maintain benefit documentation retrievable by school. P. 5 #20 21. Retain records for 3 federal fiscal years (5 years for state legislative audit). P. 5 #21

  12. School District Agrees to: 22. Provide State with enrollment and eligibility information as of October 1. P. 5 # 22 23. Maintain a drug free workplace. P. 5 #23 24. Implement Wellness Policies of the district in compliance with PL 108-265. P. 5 # 24

  13. School District Agrees to: 25. Implement Food Safety Plan for each school kitchen or serving site. P. 5 #25 26. Implement Arkansas Final Rules for Child Nutrition Staff Certification Requirements. P. 5 #26 27. Participate in the Direct Certification Process for Free Eligibles annually. P.5 #27 28. Meet requirements of at least two health department inspections for each serving site each school year. P. 5 #28

  14. ADE & District Agree: • Agreement Attachments, Policy Statement and Policy Statement Attachments, Schedules A, B, and C are part of the agreement. • Schools may be added or deleted as needed to the Schedule A, however must be approved by the Department. • ADE will notify District of changes in meal pattern or reimbursement.

  15. ADE & District Agree: 4. Definitions: (P. 10 # 4) Adult Meals Nonprofit Food Service School School Food Authority

  16. ADE & District Agree: • Agreement for SY 2006-07 and may be renewed in writing (P. 10 #5) • Agreement may be terminated with 10 days written notice by either party (P. 10 #6) • Terms of agreement may not be changed or altered without written consent by both parties (P. 10 #7)

  17. Attachments to Original and Renewal Agreements • Civil Rights (2006-07) • Wellness Policy Checklist (2006-07) • Food Safety Plan/HAACP (2006-07) • Procurement/Vending Contracts (2009-10) • Health Inspection Statement (2012-13) • Wellness Committee Members (2012-13)

  18. Special Reimbursement Rates for Meals Safety Net Reimbursement – extra $.02 reimbursement at LUNCH ONLY for School Districts that served 60% of the lunches at Free and Reduced rate in the second preceding school year. For the 2012-13 school year the ACTUAL LUNCH MEALS served during the 2010-11 school year are used to determine Safety Net eligibility Determination based on claims submitted to ADE, CNU. List Provided by CNU ADE with Commissioner’s Memo regarding Agreement/Renewal each year as well as in memo with new Reimbursement Rates each school year.

  19. Special Reimbursement Rates for Meals Severe NEED Reimbursement Based on actual LUNCH meals served in second preceding school year (for 2012-13 looking at 2010-11 meals served) Extra Severe Need Reimbursement is paid on free and reduced price BREAKFAST meals served. Severe Need is paid to Schoolswith 40% of lunches served at Free or Reduced benefit category. Districts must apply and provide documentation of percentages by no later than March 31 each year. Commissioner’s Memo FIN-12-067 gave details

  20. Free & Reduced Price Meal Policy Statement

  21. What is the difference? • Agreement: The district and ADE agreement regarding following all federal and state rules and regulations • Policy Statement is how the district will implement the free and reduced price meals program: • Determine meal eligibility • Count and claim meals • Inform the public • Report to ADE, CNU the people responsible for each aspect of the program

  22. District agrees in the Policy Statement to: • Serve meals free to children who are eligible. • Serve meals at a reduced price to children who are eligible. • Limit reduced price charges to: Lunch $.40, Breakfast $.30 & Snack $.15

  23. District agrees in the Policy Statement to: • Honor student meal eligibility for entire school year. • Ensure equal treatment of children eligible for free or reduced price meals. • Operate program so that no child shall be discriminated against because of race, sex, color, national origin, age or disability.

  24. District agrees in the Policy Statement to: • Verify eligibility status as required and maintain records of verification. • Follow appeal process and designate a hearing official. • Report to ADE, CNU the district determining official, confirming official, verifying official, data reporting official

  25. District agrees in the Policy Statement to: 10. Submit a public release. • Develop and distribute application materials for free and reduced price meal benefits and process it according to regulations (all application and forms/letters must be approved by ADE, CNU prior to distribution) • Inform household of approval/denial of benefit applications. • Follow approved collection procedure.

  26. District agrees in the Policy Statement to: • Revise the Policy Statement as needed – keep it current as picture of your operation. • All changes and amendments to Agreement and Policy Statement Must Be Submitted for APPROVAL in Writing.

  27. Policy Statement Renewal Includes: • Meal Count and Collection Procedures • Application Forms and Letters Packet • Media Release • Child Nutrition Information Contact Sheet • Computer Systems Information • Spanish Language version of Application Forms and letters Packet • Income Eligibility Guidelines

  28. Recordkeeping Requirements based on Original Agreement • Meal counts by category • All program income • All program expenses • Reconciliation of all account balances MONTHLY • Value of donated foods (commodities), donated services and donated non-foods.

  29. Program Management Recordkeeping Requirements • Cycle menus and production records for lunches and breakfasts • Nutrient analysis and Child Nutrition (CN) labels or product analysis for all pre-prepared products • Standardized recipes • USDA commodity records

  30. Program Management Recordkeeping Requirements • Free and reduced price meal applications and/or documentation of direct certification • Hearings on free lunch eligibility • Documentation of student and parent involvement • Record of compliance with procurement regulations

  31. Program Management Recordkeeping Requirements • Documentation required on verification of eligibility • Documentation of Verification Summary Report (FNS-742) by December 15th • Edit checks • On-site reviews if school food authority operated more than one serving site by February 1st

  32. Program Management Recordkeeping Requirements • ORIGINAL AGREEMENT between SFA/LEA and Arkansas Department of Education and the Policy Statement for Free and Reduced Price Meals, attachments and all Renewal of Agreements • Procurement Plan

  33. Program Management Recordkeeping Requirements • Audit reports and written responses • Civil Rights complaints and resolutions • Claim for Reimbursement • Wellness Policy documentation for School District

  34. Program Management Recordkeeping Requirements • Food Safety Plan documentation for each school preparation and serving site • Health Inspections documentation (2 per school year at each serving and preparation site)

  35. Renewal Agreement • Programs district will be using must be reported (breakfast, lunch, snack, seamless summer) • Beginning and end dates of each program reported • Number of serving days for each program reported • VERY IMPORTANT: Any person other than the Superintendent and the Child Nutrition Director that have the authority (from the superintendent) to sign the Claim for Reimbursement MUST SIGN THE RENEWAL AGREEMENT.

  36. Changes to Original Agreement Reporting Any changes that have occurred to the following since the 2006-07 Original Agreement (that have not already been reported to ADE, CNU in a previous year’s Renewal) must be reported with Renewal Agreement • Civil Rights Procedures • Food Safety/HAACP Plan Requirement • Wellness Policy Plan or Checklist

  37. Procurement Reporting on Renewal Agreement • If the district has changed the method of purchasing (procurement) from what was reported in the 2009-10 Renewal Agreement that information must be updated with the Renewal Agreement. • Best way to report this is to take the 2009-10 Procurement attachment and make the changes in a manner that is noticeable (mark through old, write in new); send with Renewal Agreement • If the district has a new or revised vending contract the contract must be sent with Renewal Agreement

  38. 2012-13 Schedule A Changes • Breakfast – districts have decision as to using current breakfast meal pattern or going to new breakfast meal pattern – must designate on Schedule A which meal pattern will be used at each school • Breakfast – does the school offer an alternative breakfast program? If yes, what type

  39. 2012-13 Schedule A Changes • At lunch ALL meals are required to be planned based on Traditional Meal Pattern (we have been doing that in Arkansas, just changed Schedule A to comply with new meal pattern regulation) • At lunch new Age/Grade groupings used for menu planning must be designated for each school

  40. 2012-13 Schedule A Changes by District • The Renewal Agreement mailed to each school district superintendent includes two copies of the district’s Schedule A based on the programs and information in our database for the 2011-12 school year. • Make changes to this individualized Schedule A – in a manner that is noticeable – mark through old, write in new. • Only use the Blank Schedule A sent with renewal for new schools, or if there are so many changes marking through old Schedule A is not feasible.

  41. Schedule B and Schedule C-13 Patricia Winders is going to talk about the Schedule B (for Afterschool Snacks) and Schedule C-13 (for Seamless Summer Option served summer of 2013) later is this Distance Learning Program

  42. Renewal Agreement Wellness Committee Reporting Change • Based on Commissioner’s Memo FIN-12-076 required to report district official designated to ensure each schools compliance with Wellness Policy (Please do not forget about the requirement for Wellness Committees to review food served in the cafeteria quarterly – not a change just a reminder)

  43. Health Inspection Reporting Updated • Reauthorization requires health inspection reporting through 2015 • Same information being collected as before, just formatted a little better (thank you Teresa) • If serving site does not have 2 health inspections must have documentation to show you attempted to obtain two health inspections (Remember must post BOTH pages of latest health inspection in PUBLIC area – not on back wall of kitchen)

  44. Paid Lunch Equity Pricing Tool and Reporting Suzanne Davidson is going to discuss the Paid Lunch Equity requirement and the PLE tool to be completed and returned as part of the Renewal Agreement later in this Distance Learning program. VERY IMPORTANT

  45. Renewal of Policy Statement • Policy Statement Renewal • Meal Count and Claiming Procedures • Child Nutrition Computer Systems • Child Nutrition Contact Information • Forms and Letters Packet • Income Eligibility Guidelines • Media Release • Spanish Forms and Letters Packet

  46. Renewal of Policy Statement • ANY changes to the Free and Reduced Price Meal Application form and/or letters from the ones published as part of the Renewal or Policy Statement MUST BE APPROVED by ADE, CNU prior to use by the district. • This includes ALL scanned applications as well as any changes to our letters and any additional letters used by the district in the benefit issuance or verification processes

  47. Special Milk • Make available only if school breakfast and lunch programs are not available. • Serve milk free to students eligible. • Claim reimbursement at the assigned rates.

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