Name of Agency: Youth and Family Services Inc. Date of off-site review: 07-06-16
Reviewer: Matthew Smith Date of on-site review: 08-09-16
Persons interviewed: Jo Moore and Lataisha Davis Date of exit conference: 08-09-16
This School Food Authority (SFA) operates the National School Lunch Program, the School Breakfast Program, and the After School Snack Program.
Findings and Recommendations Identified During the Off-Site Portion of the Review Conducted July 6, 2016:
After School Snack Program Monitoring Checklist: At off-site visit for this Administrative Review, your agency did not have documentation of on-site reviews of your After School Snack Program for the last school year. Agencies must ensure staff responsible for the operation of the program complies with USDA requirements. Agencies must designate a person to review the After School Snack Program a minimum of two times a year, using the monitoring checklist supplied by our office. The first review must be conducted during the first four weeks of snack service. For each no answer on the After School Snack Program monitoring form, you must take corrective action to ensure compliance. Keep the checklist and all supporting documentation for the snack program on file according to federal recordkeeping requirements.
At the time of the On-Site portion of this Administrative Review the School Food Authority (SFA) provided documentation that the After School Snack Program monitoring checklist had been completed in the previous school year (2015-2016).
No further action is required regarding the After School Snack Program monitoring checklist.
Local Wellness: At the time of the off-site portion of the administrative review, the Local Wellness Policy had been updated but the policy and the documentation of the update were not posted publically.
When changes occur to the local wellness policy occur review them with the committee and post the policy changes where you publicly post the policy. Once you review and update your policy, consider the review as updated for this program year. Begin the process at least annually and any other times the agency or committee identifies the need for updating.
Prior to the On-Site Portion of this Administrative Review the local wellness policy and documentation of the update were posted publicly on the SFA's website.
No further action is required regarding the local wellness policy.
Procurement: At the time of the off-site portion of this administrative review both the code of conduct and the School Food Authority's (SFA) procurement policy were not provided. The SFA is required to maintain a written code of conduct governing the employees engaged in the award and administration of contracts supported by program funds. This written code will eliminate any conflict of interests that might arise during the procurement process.
Each SFA must have a written procurement plan on file. The plan must specify procurements procedures used by the SFA. All procedures must adhere to the federal requirements for procurement. The procurement plan identifies the school's purchasing periods for the goods, equipment, and services related to the School Nutrition Programs and the various methods procurement being practiced.
The procurement plan provides an explanation for using certain procurement methods to obtain an items used in the school food service program. The school district can determine the extent of the plan. An SFA may implement a plan that applies to all schools under its jurisdiction, or allow each school to implement an individual plan. A new procurement plan does not need to be developed every year.
Prior to the On-Site portion of this Administrative Review the SFA's code of conduct and procurement policy were provided to the State Agency (SA). No further action is required.
Meal Patterns: During a review of the menu week of 06/06/16 through 06/12/16 conducted as part of this Administrative Review had records that indicated some insufficient portion sizes at both breakfast and lunch.
The breakfast meal pattern requires the following minimum serving sizes; 1oz. by weight bread/grain daily and 12.5-14 oz. per week, 1 cup Fruit, and 1 cup fluid milk, offered as a choice between 1% and fat free. No more than 50% of the fruit components for a menu week can be met with 100% fruit juice.
- The banana served on 06/06/16 only credits at ½ cup of fruit. The meal needs an additional ½ cup of fruit to meet the daily required 1 cup of fruit.
The lunch meal pattern requires the following minimum serving sizes; 2 oz. by weight meat/meat alternate daily and 10-12 oz. per week, 2oz. by weight bread/grain daily and 10-12 oz. per week, 1 cup fruit daily and 5 cups per week, 1 cup vegetables daily (dark green subgroup ½ cup/week, red/orange subgroup 1 ¼ cup/week, legumes subgroup ½ cup/per week, starchy subgroup ½ cup/week, and other subgroup ¾ cup/week) 5 cups/week, and 1 cup fluid milk, offered as a choice between 1% and fat free.
- On 06/08/16, only an orange was served for the fruit component. Oranges credit at 5/8 cup of fruit. This caused the serving size for the fruit component of this meal to be insufficient. The daily required serving size for the fruit component is 1 cup of fruit.
- For the breakfast the weekly fruit requirement was not met. Only 6 ½ cups were served. The required weekly fruit serving is 7 cups.
- On 06/08/16 this meal was credit with a vegetable service size of 5/8 cup. This is an insufficient serving size to meet the daily requirement of 1 cup of vegetables.
It is very important for your staff to carefully review planned menus, product labels and recipes to ensure, the meal pattern requirements are met for every meal claimed for reimbursement.
To demonstrate compliance with Meal Patterns:
- Review your menus for compliance with the meal patterns for grades 9-12.
- Bring all insufficient serving sizes in compliance with the meal patterns requirements for grades 9-12.
- Submit your plan for corrective action to demonstrate understanding and compliance.
Whole Grain-Rich (WGR) Bread/Grain Requirement: For the reviewed menu week of June 6, 2016 through June 12, 2016 your agency did not meet the 100% Whole Grain-Rich (WGR) requirement for bread/grain products served at breakfast and lunch. For breakfast the percentage for meeting the whole grain rich requirement was 83%. For the lunch the percentage for meeting the whole grain rich requirement was at 93.4%.
The following items served at breakfast during the week of 06/06/16 through 06/12/16 were not WGR:
- The banana muffin served on 06/09/16.
- The bagel served on 06/11/16. An exemption was approved by the State Agency for this item. No further action is required regarding the bagel served on 06/11/16.
The following items served at lunch during the week of 06/06/16 through 06/12/16 were not WGR:
- The cheese bread served on 06/09/16.
The above items will need to be replaced with items that are WGR. Another option is your agency could apply for an exemption to the WGR requirement through our office. If an exemption is granted it would expire at the end of this school year.
In order for an item to be WGR it must contain 50% whole grains by weight. The easiest way to tell is to look at the ingredients on the label. If the first ingredient is a Whole Wheat Flour or a Whole Grain, you're good. If a Whole Grain product is not listed first, you need to choose a different product that lists the correct grain first. The key is the word Whole.
Note: Findings for the whole grain-rich requirement will result in fiscal action for repeat violations on future reviews.
To demonstrate compliance with Whole Grain Rich Bread/Grain Requirements:
- Evaluate your products to determine if they meet the whole grain rich requirement. Replace any products you determine don't meet the WGR requirement.
- Provide a copy of your corrective action plan to demonstrate understanding and compliance.
Reviewer's Comments: Overall Youth and Family Services Inc. (YFS), is doing an excellent job in the administration of the National School Lunch Program, the School Breakfast Program and the After School Snack Program. With all the changes that have occurred since the last Administrative Review (dated 03/27/14) I am impressed with how YFS has kept up with the changes and implemented the changes. I want to take the opportunity to commend Jo Moore on all of the hard work she is doing for this program.
I wanted to include a few reminders. First continue the good work with keeping up with the communications from our office about program changes. Also make sure you complete the After School Snack Program monitoring checklist's first review after the first four weeks of school. Continue to work on finding items that are WGR to serve to meet the bread/grain components for breakfast and lunch meals. Finally, watch your serving sizes. Make sure all of the service sizes meet the meal pattern requirements for grades 9-12.