2016 directors pre conference

2016 DIRECTORS PRE-

CONFERENCENevada Department of Agriculture

Food and Nutrition DivisionSchool Nutrition Services Unit

June 22, 2016

Welcome■ Introduce staff■ Contact Sheet

– More details for who to contact for specific questions

■ Housekeeping– Restrooms– Break times – Emergency Exit

■ Slides will be posted to our slideshare account

Agenda■ NDA Regulatory Update—8:00 to 9:30

– 2016 Highlights– USDA Foods– Professional Standards, Procurement Reviews and Contract

Management– Meal Benefit Eligibility– Federal Reporting Deadlines– School Wellness– 2016 Nevada School Meals Survey

■ Break 9:30 to 9:45■ SmarterLunch Room Training—9:45 to noon■ Lunch—Noon to 1:30■ SmartLunch Room Hands On Training at RENO HIGH SCHOOL—1:30 to 3:00

2016 Highlights■ Increased lunch and breakfast participation statewide

– 1,423,326 more lunches served– 4,018,362 more breakfasts served– 12 districts increased lunch participation– 14 districts increased breakfast participation

■ Senate Bill 503– Breakfast participation doubled at SB 503 schools– Served twice as many school breakfasts as last year at SB 503 sites– Additional $5 million brought into the state– Awarded $1 million in grants to get the program started

2016 Highlights■ So many grants this year!

■ NSLP Equipment Grants– 10 Districts, $254,884

■ Fresh Fruit and Vegetable Program Grant– 13 Districts, $2,516,223

■ Professional Standards Grant– NDA received $63,867 to provide on site Culinary training and three

regional procurement trainings

2016 Highlights■ Increased entitlement usage

– 99% of entitlement used this school year■ Increased participation in DoD

– $543,624 spent on DoD in SY 15/16

■ Administrative Review– Improvement seen in meal benefit application approvals– Consistent improvements in meal service and meal quality

2016 HighlightsNDA continues to increase the amount of training offered to drive

program improvement

■ Webinars– 13 new webinars in 2015/2016

■ On-site culinary training– 5 Districts, 50 participants– Mineral, Pershing, Lander, Douglas, Lyon

■ Procurement “Road show”– 3 regional trainings

USDA FOODBernadette DeMars

June 22, 2016

Topics to Discuss■Common Terminology■Entitlement■RFP■Surveys■New Ordering Deadlines■DOD Fresh Produce■Resources

Common Terminology■ Orders = The actual orders sponsors place in CNP2000

■ Surveys = Where sponsors put in their projected requests in CNP2000

■ Direct Delivery Foods = aka brown box or commodities– Ex: Canned or frozen fruits and veggies, frozen ground beef

■ Processed End Products = the term used for processed food that uses USDA food – Ex: pizza, chicken and Mexican food

■ Entitlement =1. The federal value allocated to districts to use on USDA Foods 2. The federal dollar value of USDA food, food value not cash

■ S & H Fee = the fee assessed to agencies for the shipping and handling of all USDA foods

Entitlement■ What is Entitlement?

– It is the federal dollar value of USDA food– Example - 6/#10 can of applesauce

■ Entitlement + Shipping and Handling per case (out of pocket $$)– Example – Chicken nuggets

■ Entitlement + Processing Fee (out of pocket $$) + Shipping and Handling (out of pocket $$)

■ How Can Sponsors Use Entitlement?– USDA Direct Delivery Foods (formerly known as Brown Box or

Commodities)– Processed End Products like pizza, chicken nuggets or Mexican food– DOD Fresh Produce

Entitlement – How is it Calculated?■ USDA Formula

Prior Year Number of Lunches Servedx July Meal Rate + 12% Funding +/- Prior Year Balance = Entitlement

■ How is Entitlement Allocated to a Sponsor?■ Based on the sponsor’s total number of lunches reported from prior school

year and current federal meal rate.

Nevada School District 68,127 lunches x ($0.3044) $ 20,737.86

Entitlement Timeline for SY 2016-2017

■ Sponsors received their entitlement in February– (Please see handout provided)– Data used:

■ Final SY 15 Meal Counts Reported to USDA■ SY 16/17 Meal Rate of 0.3175

■ USDA will publish the final meal rate for SY 2016-2017 in July– FND will update sponsor entitlement and issue additional entitlement– Sponsors will be notified of update and any additional entitlement allocated

■ FND will monitor sponsor entitlement throughout the year– Jan 2017 low utilizing sponsors will be asked for a plan on usage

Requesting or Surrendering Entitlement

■Need More Entitlement?– Submit the Entitlement form to FND (on FND’s Resource

Page)– FND to approve or deny request

■Sponsors Not Utilizing Entitlement?– Submit the Entitlement form to FND (on FND’s Resource

Page)– Allows FND to redistribute entitlement to other sponsors

RFP■RFP-Request for Proposal

■Why this Process?– Current processor contracts end on 6/30/2016

– Per USDA we need to have a competitive procurement for determining vendors.

RFP Product Selection■ Used historical data to determine high volume products

■ January through May 2016

■ Two groups were formed– Industry Advisory Group– Evaluation Committee

■ Industry—FND worked with industry members to ensure nutritional standards were in line with industry products

■ Evaluation Committee– Discussed need of products, provided input on nutritional standards and taste tested/scored products.

■ Encourage participation in future RFPs

Awarded Items

– Fully Cooked Beef Pattie and Fully Cooked Cheeseburger Sliders– Chicken Nuggets and Popcorn Chicken– Chicken Patties– Whole Muscle Chicken Filets– Whole Grain Grilled Sandwich– Chalupa– Sliced Turkey and Turkey Ham– Shredded and Sliced Cheese– String Cheese/Cheese Sticks– Nacho Cheese Sauce– Applesauce Cups– Shelf Stable Fruit Cups– Chicken-Asian Food– BBQ Teriyaki Bowl

Re-Bid and Not Awarded Items

Items to Re-Bid– Cheese Pizza– Pepperoni Pizza– Frozen Burritos

Items Not Awarded– Fish– Cheese Quesadillas– Breakfast Pizza

Another RFP ?

■ YES!!!

■ Non-Awarded Groups:– Pizza– Mexican Food

■ FND invited sponsors to provide input via conference call

■ FND & State Purchasing are releasing the RFP in July

Surveys in CNP2000

■ Multiple surveys for SY 2016-2017– August – September– August – December– October – May

■ Processed Foods Available List– At-A-Glance guide to know when specific processed food is available throughout

the year

■ Certified Price List– Available on FND’s resource page

New CNP2000 Deadlines

■ Completing Surveys in CNP2000– Surveys will close 45 days prior to the survey month– Example: October surveys will close on August 15th!

■ Submitting Orders in CNP2000– Must be submitted 7 days prior to scheduled delivery date– NEW delivery schedule

■ Why Change? – Earlier order submissions to processors will allow additional time for products

to be delivered to meet our sponsor delivery schedules

DOD Fresh Produce ■ The Department of Defense (DOD) Fresh Fruit and Vegetable Program

■ Allows area eligible sponsors to use USDA Foods entitlement dollars to buy fresh produce

■ FND oversees the program, but it is the sponsors that place orders directly with DOD’s contracted vendors in an online order system (FFAVORS)

■ No out of pocket cost to sponsors, small delivery minimum

■ 12 Sponsors participated during SY 15-16– Total Dollar amount spent in SY 15-16-- $543,624

How to Sign Up for DOD Fresh Produce?

1. Have DOD Fresh available in their designated area. 2. Submit a request to FND to transfer a portion of their entitlement

towards DOD Fresh.3. FND will approve or deny the request based on available entitlement

and area eligibility. 4. Allow some time for setup.

■Tell us your experience! What did you order?

Resource Pagehttp://commodityfoods.nv.gov/Resources/Resources/

Questions/Comments ?

Professional Standards,

Procurement Reviews,Contract Management PRESENTER

 Rose Wolterbeek, MA, SNSFood & Nutrition Service

Nevada Department of Agriculture

Published March 2, 2015◦ Citation: 80 FR 11077

Available at www.regulations.gov

Implementation began July 1, 2015

Establishes minimum requirements:◦ Hiring standards for NEW State/local directors◦ Annual training standards for ALL employees

Professional StandardsFinal rule

The final rule establishes hiring requirements for 3 LEA size categories

Adds hiring options that emphasize experience

Extended the food safety certification period for new SFA directors to five years

Quick update:

Hiring standards are based on 3 LEA size categories ◦ 2,499 or less student enrollment◦ 2,500-9,999 student enrollment◦ 10,000 or more student enrollment

Changes to Hiring Standards

Hiring standards for new SFA directors

Current directors are grandfathered in

State agency requirement that an acting SFA director meet the hiring standards (over 30 days or more time period)

Hiring Standards continue for SFA Directors

For New SFA Directors in All LEAs:◦ At least 8 hours of food safety training within 5

years prior to the starting date, or completed within 30 days of the starting date

Food Safety Certification

SFA directors◦ 8 hours - SY 2015-2016◦ 12 hours - beginning SY 2016-2017

SFA managers◦ 6 hours - SY 2015-2016◦ 10 hours - beginning SY 2016-2017

SFA staff◦ 4 hours - SY 2015-2016◦ 6 hours - beginning SY 2016-2017

Part-time staff working an average of less than 20 hrs/week◦ 4 hours - SY 2015-2016 and beyond

Training Standards - Summary

Document compliance with the hiring and training standards for SFA director, manager and staff

Documentation must be available for Administrative Review

Acceptable documentation: training agendas, sign in sheets, training materials, certification of completion, paper documents/CEUs, and tracker tool/or district wide log

Time is logged in 10-15 min increments for participants

SFA Oversight

Professional Standards Websitehttp://professionalstandards.nal.usda.gov/

Nutrition-1000 Operations-2000 Administration-3000 Communications & Marketing-4000

Key Learning Areas

In a variety of formats◦ Virtual/web-based and in-person◦ Including free or low-cost options

From a variety of sources◦ FNS-USDA◦ Institute of Child Nutrition◦ Professional Associations and organizations◦ In-house◦ State◦ Commercial vendors

Training

If funds allow, NDA will continue regional training model for 2016/17 school year…

State of NV Training update

Track employee training◦ Optional tool developed by FNS

http://www.fns.usda.gov/school-meals/professional-standards

Tracking training

States will review compliance with the professional standards during the Administrative Review

Technical assistance and corrective action will be used to address noncompliance

State Agency Oversight

Guide to Professional Standards PS Learning Topics with Codes

1000 Nutrition 2000 Operations 3000 Administration 4000 Communications/ Marketing

Handouts:

41

Resources Nevada Department of Agriculturewww.agri.nv.gov USDA: USDA Professional Standards

pagehttp://www.fns.usda.gov/school-meals/professional-standardshttp://professionalstandards.nal.usda.gov/ School Nutrition Associationwww.sna.org Tracker Tool Webinar (USDA)https://www.youtube.com/watch?v=X-62mnKPdfU&feature=youtu.be

Procurement-USDA update “Super Circular” has been released, makes

some changes to the federal procurement regulations

Affects district’s practices, although your state, federal and local regulations also apply

Procurement Review released soon by USDA!

Procurement-State Update NDA has conducted three regional

procurement trainings in SY 15/16 NDA will have a webinar on Procurement

Review Process in Fall 2016 Procurement review module will be

implemented in SY16/17 with Administrative Review process

Procurement-Sponsor Updates? SFA’s are at different places with your

procurement processes Continue your discussion with us for

compliancy & program improvement More to be unveiled with Procurement

Reviews/Administrative Reviews for 2016/17 School Year

FSMC Contracts Continue to increase in number of districts utilizing FSMC over the

last few years NDA has developed RFP templates that are mandatory and now in

place NDA must approve contract & contract extensions before they are

signed Numbered Memo NSLP 2016-36 & RCCI 2016-26 FSMC Monitoring Form in place for place for 2015 16 SY, and

beyond

Vended Meal Contracts Increase in number, mostly charter schools Vended Meal templates in place for RFP

process, scoring matrix & contract Numbered Memo NSLP 2016-37 & RCCI

2016-28 NDA must review RFP before it is released

NDA must approve contract before it is signed

Direct Certification Webinar Food Service Management Process Webinar Procurement Review Webinar Regional Training Model Spring 2017

Questions at this time?

Upcoming NDA Trainings

MEAL BENEFIT ELIGIBILITY

Presented by Edward ColemanJune 22, 2016

Overview

■ The Importance of Applications ■ Areas of Improvement ■ Areas that still need to be addressed■ Assistance Program Applications ■ Income ■ Income Calculation ■ RCCI’s

The Importance of Applications

Applications are the DNA of your program.■ They are the underlying support for the Benefits Issuance Document ■ They can determine additional levels of funding (Title I, etc.) ■ Additional Reimbursement Rates (severe need breakfast) ■ Can be a time and money saver if done correctly (CEP, Provision II)

Areas of Improvement in Applications■ 34% decrease in the number of inaccurate eligibility determinations ■ 25% decrease in the number of applications that were missing the last

four digits of the primary signers social security number

This is a comparison of School Year 2014/2015 and 2015/2016 information from Administrative Reviews conducted in those cycles. Please see pages 49-51 of the Eligibility Manual for School Meals to see the requirements of all types of applications.

Areas that still need improvement ■ Assistance Program Applications vs Direct Certification■ Assistance Program Applications ■ Income■ Income Calculation

Assistance Program Applications vs Direct Certification

Assistance Program Applications■ Paper application that has a case

number for SNAP, TANF, or FDPIR and is submitted to the School District

■ Confirming Official determines accuracy of application information such as the case number

■ An application can come in anytime

Direct Certification ■ List of students that receive

benefits from other state agency assistance programs, SNAP, TANIF, FDPIR

■ Information confirmation done by another state agency

■ List of eligible students generated once per month

Assistance Program Applications

A correct Assistance Program Application has the following;■ Names of the children for whom the application is made■ SNAP, TANF, or FDPIR case number or identifier for the children or any

household member listed on the application■ Signature of the Adult Household Member completing the application

Issues encountered in the field

■ No Case Number ■ Wrong Case Number ■ Eligibility was not extended to additional family members■ Not a valid Assistance Program - Medicaid

Income Based Applications

A correct income based application has the following information;■ Name of all household members ■ Amount, source, and frequency of current income for each household

member■ Signature of an adult household member ■ Last four digits of the social security number of the households

primary wage earner or another adult household member, or an indication that the household member does not have one.

Issues encountered in the field

■ The income frequency was unclear

Issues encountered in the fieldThe Meal Benefit Application for 2016 attempts to address this issue.

■ Please see Numbered Memo NSLP 2016-38R for the new mal benefit application template

Issues encountered in the field ■ Income incorrectly calculated

■ If the income frequency is the same add them up and compare them to the income eligibility chart for the family size

■ Income Added Up: $300.71 + $307.23= $607.94 per week

Issues encountered in the field■ Income incorrectly calculated

■ If the income frequency is different, you annualize each source of income and then add them together.

■ Income Annualized: ($300.71 x 52)= $15636.92; (624.00 x 26)= $16224.00

■ Annualized Income added together: $15636.92+ 16224.00 = $31860.92

Annualizing Numbers

When annualizing income always convert each income to an annual sum then add the annual sums together.Conversion Factors for Income by frequency TypeWeekly Income Annualizing Conversion Factor: x52Bi Weekly Income Annualizing Conversion Factor: x26Semi- Monthly Income Annualizing Conversion Factor: x24Monthly Income Annualizing Conversion Factor: x12

Issues encountered in the field

■ The Addams Family Income: $300.71 + $307.23= $607.94 per week■ The Munster Family income annualized: ($300.71 x 52)= $15636.92; (624.00

x 26)= $16224.00;■ Annualized Income added together: $15636.92+ 16224.00 = $31860.92

The Application Dance

RCCI’s

■ RCCI’s are not required to do applications but must get information on their residents income

■ All residents are considered households of one ■ RCCI’s must maintain a Documentation Sheet if they do not do normal

applications.

RCCI Documentation Sheet Example

Clarification: Date of Release- This is the tentative date based on the type of program (such as an acute or non acute program) or the average length of stay.

Income

For RCCIs income is defined as follows;

■ Only the income earned from full time or regular part time employment or personally received by the child, while in residence at the RCCI or institution, is considered income.

RCCI Income ReportingRCCI’s must verify the income of all residents that are not Day Students.

An income question should be added to the intake information;■ Do you have income? Yes:___ Amount:_____ Frequency:_____

No:___

Questions?

Federal Reports Sponsor Due Dates

• Free and Reduced Lunch Eligibility Report• Data will be pulled from Bighorn on October 30th, 2016• Check for reminders on validating data in Bighorn• The Nevada Department of Education manages all Bighorn data issues

• FNS-828 Paid Lunch Price Report– All Paid lunch price information must be in CNP by October 1, 2015

• FNS-742 Verification Summary Report = February 1• Note: Verification must be completed by November 15

• Community Eligibility Provision (CEP) Report = April 10– Report data as of April 1, 2017– Spreadsheets will be sent by NDA to be completed by Districts

• Application Renewal• RCCIs = May 15• NSLP = June 1

SCHOOL WELLNESS

UPDATEBrittany Mally, RD

THANK YOU!!!■ District/School wellness coordinators■ SMART goals■ Increased # of schools/sites who entered information by 281!

– Last year 111– This year 392

Reports■ You can find reports on your district as a whole or by each

individual school■ Public can view the reports also

Wellness Comments

■ Public can submit comments– Parents, community, teachers, staff, and students– Encourage positive comments and successes, not only

complaints.■ District and school level wellness coordinators are notified of

comment■ Can opt out of email notifications

Smart Snacks

Suggestions/Comments/Questions■ School wellness■ Implementation online reporting tool■ Anything that would help you?

Resources

■ Nevada’s School Wellness Policy, Best Practices Manual– http://nutrition.nv.gov/Programs/Wellness/

■ Nevada School Wellness Policy– http://nutrition.nv.gov/Programs/Wellness/

■ School Wellness Implementation Online Reporting Tool– https://wellness.nv.gov/

■ Smart Snacks– http://nutrition.nv.gov/Programs/Nevada

%E2%80%99s_Smart_Snacks/

Nevada School Meals Survey■ Purpose:

1. Gather input from parents and students on what the barriers are to meal participation

2. Identify what areas NDA can provide further training on■ 15,619 responses to the survey

– 70% Parents– 30% students

■ Responses received from 15 school districts■ 65% of schools participated statewide ■ Average of 24 respondents per school

Nevada School Meals Survey■ Positive Results

– 70% of respondents have their school a passing grade or higher– Generally favorable scores for cafeteria staff friendliness

■ Areas for Improvement– 85% of students and 91% of parents said the grade could be improved by

improving the menu– Strong desire from both students and parents for high quality foods made on-site

■ Next Steps– Each district that received survey responses will receive a copy of the report for

their district– Information can be utilized to identify areas of improvement

■ Desired menu items■ New service models such as salad bars

QUESTIONS?