WELCOME

1. WELCOME

2. SFSP Workshop 2004

3. Today’s Agenda • Civil Rights • SFSP Goals FY 04 • Applications • Meal Patterns • Vended Meals • Reviews • Claim Form

4. Goals for SFSP FY 04 • Increase participation by 3% • Increase the number of sites by 1%

5. Things to Consider • Lengthen the number of serving days • Add new sites in unserved or underserved areas • Conduct community outreach

6. Outreach Strategies • Create a map of your area to help focus your efforts • Find out where children go in the summer, when school is out • Develop a message that resonates with community representatives – check out “talking points” on our website

7. Outreach Strategies, Cont’d • Build partnerships • Reach out to the largest audiences in your area • Reach out to elected officials • Foster mentoring of new and less experienced staff • Give recognition

8. SFSPAPPLICATION

9. AGREEMENT

10. Agreement • Operation Dates – Make sure dates are consistent with Application for Participation (FNS 81) • Original Signature of Authorized Rep. • 7 CFR 225 provided for new sponsors only.

11. SFSPcode of federal regulations • CFR Part 225 • Returning sponsor may obtain copies from the USDA web site • www.usda.gov

12. Application for Participation

13. Application for Participation • Submit on time! Submit on time! Submit on time!!! • SA has 15 days to inform sponsor of application errors. Sponsors have 5 days to correct errors. Upon receipt of corrections, 15 day clock starts again. • Meals cannot be claimed for reimbursement until the application is approved.

14. Application for Participation • The regulations require that the sponsor receive written confirmation that the site(s) has been approved before meals are reimbursable at that site. Meals may not be claimed retroactively.

15. Application for Participation FNS-81 • Item 1 – Prior Year Participation S/A Use only – Experienced Sponsor (No findings) Item 5 – Type of Applicant

16. Application for Participation • Item 3 – Intended dates of operation • Beginning and Ending Dates consistent with FNS 80 (Agreement) • Total Number of Days of Operation – Accurate Count Needed. • Item 9 – How will meals be provided to sites? Total number of sites should = total number of site documents. Refer to 2000 census for rural non rural designation • Commodity eligibility - S/A use only

17. Commodities???? • Contact Donny Cooper, Administrator Food Distribution Programs (334) 242-8237 dcooper@alsde.edu

18. Application for Participation • 10. Estimated racial/ethnic make up - No. of Potential Children • Not an estimation from F/R applications • Census information • County data • Municipal data

19. Census Web Site • www.census.gov • Select state • Press “go” • Click on the county Need to list the number of potential children and the source used.

20. Application for Participation • Advance Payments • Submit June only with application. • July’s request by June 20 • August’s request by July 20

21. Application for Participation • SFSP Budgets – Use FY 04 SFSP Budget Worksheet • Administrative Budget • Estimate costs of categories • Use Caution – Even though an item is allowable, it does not mean you will receive enough reimbursement to cover the costs • Administrative labor reasonable rate, # of days, hrs/day • Operational Budget • Estimate costs of each one of the categories • “Other” – must specify costs and purpose • Provide copies of contracts and agreements for goods and services.

22. Application for Participation • Operational Costs Kitchen and Site Labor = aggregate of labor listed on item 11 “Personnel Working at Site” on the Site Information Document (FNS 81-1)

23. Budget Most Sponsors spend at least as much as they get reimbursement for. The budget worksheet projects your potential reimbursements by: • Calculating total meals served by the type during FY 03 (breakfast, lunch, snack, supper) • Multiplying that by the current rate of reimbursement • Establishing a baseline of how much you will be allowed to budget.

24. Camps – Upward Bound (UB) • If the UB budgets list a lump sum for room and board on the application, the UB sponsor must identify how much of the sum is for food and how much is to be used for other purposes, otherwise the whole amount would be considered income to the Program and deducted from costs.

25. Outline of Administrative and Operating Costs (for budgeting) Line items on the Application for Participation identifies allowable operating and administrative costs. Documentation (invoices, delivery tickets, receipts, payroll records) to support expenses is critical.

26. SITEInformation Document

27. Site Information Document • 1 Site Application per site • Correctly identify the type of site • Submit site eligibility documentation • Enrolled sites must meet 50% requirement before meal service can begin

28. Site Information Document Type of Site • Eligibility Documentation Must use: Census data Free and Reduced Data (From BOE or F/R Applications) NYSP certification Migrant organization certification

29. Site Information Document • Site eligibility – must identify how the site qualifies. • If you are using the F/R data, you must collect the data annually. • If your site is a migrant organization, send a letter with the site application from the migrant authority indicating that it is a migrant site. Sponsor must certify in the application that the site is serving predominantly migrant children.

30. Site Information Document Method of meal preparation – If sponsor contracts with a SFA or FSMC, indicate the name of the vendor and the price of each applicable meal. Personnel Working at Site – list site staff even if volunteer. Salaries must be reasonable. Each site must have a site supervisor.

31. Site Information Document • Describe efforts to assure that the minority community will have equal opportunity to participate. • Must make good faith effort to announce program’s availability to minority community.

32. Site Information Document • If the site participated in the prior year’s SFSP, list the name of the sponsor or agreement number and the year of participation.

33. Site Information Document • Item 18. Estimated Attendance – Average daily attendance. Camps use average daily attendance of f/r eligible children. The projection must be realistic. This is the approved level of meal service. If your participation at this site exceeds your projected ADA, you must submit the Request to Amend form (SFSP M-13) immediately.

34. Site Information Document • Operational Dates If the dates or times change – need to notify SDE prior to the change. Lunch and supper cannot exceed 2 hours. Snack and breakfast cannot exceed 1 hour. A Sponsor can serve less than five days a week. List it on the site application.

35. ATTACHMENTS

36. Attachments • Policy Statement (school districts that participated last year, do not have to turn this in.) • Health Department notification letter Sponsor must ask local health dept to conduct a pre operational inspection for each site and routine inspections during program operations.

37. Attachments • Monitoring Schedule – check to ensure that the visits and reviews are conducted according to regulations. 1) Pre-Operational Visit - new site and problem sites 2) Site Visit - within first week of operation 3) Site Review - within first four weeks of operation – (all day) • Corrective Action Procedures – realistic explanation of processes sponsor will follow to correct a program deficiency.

38. Attachments • Program Question (Counting and claiming) Must be detailed. Use procedures for collecting daily site information (SFSP-09). • Must indicate that you are checking the kids off at the end of the line and verifying that they have a complete meal. • Sponsor must specify what forms will be used daily to capture meal counts and identify how the counts will be consolidated on a monthly basis.

39. ATTACHMENTS • Audit Certification Form – If sponsor received $300,00 or more in federal assistance, an A-133 audit is required. Submit FY 03 audit report with application, if available. Submission of audit certification form required for all sponsors.

40. Attachments • Training Must conduct the training before the summer program starts. Must have an agenda and a sign in sheet.

41. Optionals • Request to Amend Form (SFSP M 13) • Adjust level of approved meal service • Change approved time of meal service • Serve meals at unapproved sites. (Field trips) • Change number of days operating. Show the revised number of days operating each month in remarks section. • Terminate program. • Add sites prior to June 15th

42. Optionals • Take the time necessary to adequately plan for your program so that frequent changes are not necessary.

43. Optionals • Remember:Send the Request to Amend Form immediately upon knowledge of a change. The amendment must be submitted during the month in which the change becomes effective. May be faxed to: (334) 242-2475

44. Application Tidbits • Organizational Chart – Include names of SFSP personnel • Sponsor Resolution – Get on agenda early • Consistent dates for all applicable documents • Keep a copy of application information for files

45. SFSP APPLICATION Do not miss your application deadline!! Check the website and FY 04 SFSP Application for Participation Memo.

46. SFSP MEAL PATTERN

47. Meal Service • Meals should be prepared and ordered based on serving one meal per child. • When seconds are served, check to make sure that they are only served after all children present have received their first meal. • Remember that all reimbursable meals must be complete meals.

48. Eligible Participants 18 years and younger 19 > who have a mental or physical disability and who participate during the school year in a public or private school Meal Service

49. Meal Service The duration of meal service is limited to two hours for lunch and supper and one hour for all other meals. There must be three hours between the beginning of one meal service and the beginning of another. Four hours must lapse between lunch and supper. SA may approved changes in the length of time between meal services and duration of meal services in special case by case circumstances. The sponsor must provide written documentation to SDE and the request must have written approval prior to making this change.

50. SFSP MEAL PATTERN