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Food Service September 6, 2017 Brian P. Boyle

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Presentation on theme: "Food Service September 6, 2017 Brian P. Boyle"— Presentation transcript:

1 Food Service September 6, 2017 Brian P. Boyle
School Business Administrator- Retired

2 What is Food Service? Prepare and serve breakfast and lunch meals to students and staff in the schools of a district Provide catering services to schools and staff functions Train, direct and evaluate food service staff in the schools Ensure compliance with federal and state regulations governing school lunch, breakfast and other programs, including record- keeping.

3 What is Food Service?(continued)
Evaluate the sanitation, safety and equipment needs in the cafeterias Develop menus for all schools participating in the National School and breakfast program

4 Program Objective According to the NJ State Department of Agriculture:
To provide a nutritious, well-balanced lunch for children in order to promote sound eating habits, to foster good health and academic achievement and to reinforce the nutrition education taught in the classroom. A school lunch will provide 1/3 of the Recommended Dietary Allowances for lunch and be consistent with the Dietary Guidelines for Americans and caloric goals.

5 Eligibility Criteria All public schools, nonprofit private schools tax exempt under 501(C)(3) of the Internal Revenue Code and residential child care institutions are eligible to sponsor a program that may begin at any time during the year. Participating sponsors receive cash reimbursement which is adjusted annually and donated United States Department of Agriculture commodities based on the number of lunches served to children.

6 Participation Requirements
Sponsors must annually sign an agreement with the Bureau of Child Nutrition Programs, New Jersey Department of Agriculture that includes, but is not limited to, the following requirements: Plan menus which meet specific minimum standards for key nutrients and calories through selection of an approved menu planning system. Claim reimbursement only for lunches served to children that meet the required meal pattern.

7 Participation Requirements (cont.)
Provide a free or reduced price lunch to any child from a household meeting criteria for eligibility, based on household size and income. The program must be operated on a nonprofit basis solely for the benefit of all children within the school.

8 Pricing of Lunches The price charged to paying children is established by the sponsor, but must be within the maximum prices established by the Bureau of Child Nutrition Programs. The price charged to adults must cover all costs and, at a minimum, exceed the price of children's lunches by a margin established by the Bureau of Child Nutrition Programs to compensate for the reimbursement and donated commodities available only for children's lunches.

9 Record Keeping A reimbursement voucher is filed monthly with the Bureau of Child Nutrition Programs, New Jersey Department of Agriculture. Maintain current records to include, but not limited to, applications for free and reduced price meals, edit check worksheets, daily meal counts and income records, daily dated menus, production records, standardized recipes, and manufacturer's nutrition fact sheets for commercially processed foods.

10 Record-Keeping (continued)
The required statistical and financial records supporting all reimbursement vouchers must be kept on file for a period of three years following the fiscal year to which they pertain except that, if audit findings have not been resolved, the records shall be retained beyond the three year period as long as required for the resolution of issues raised by the audit. All records must be available for administrative review and/or audit by the Bureau of Child Nutrition Programs, New Jersey Department of Agriculture and the United States Department of Agriculture.

11 In-House vs. Outsourcing
District employees Salaries, benefits, insurance plus food and supply costs Self-sufficient? Do revenues equal costs? More control over operations Outsourcing Food Service Management Company Direct costs (labor, food and supplies) + management fees Guarantee a maximum loss, break even or profit

12 Procuring a Food Service Management Company (FMSC)
Evaluate food service operations Write specifications Advertise request for proposals Receive proposals Analyze, score and compare proposals Award contract Obtain and sign contract Submit contract and required documentation to the State

13 Procuring a Food Service Management Company (continued)
Make decision to renew After 4 renewal years, begin process again Note: A food service management company manages the food service program for a school district for a fee. It is not a concession.

14 District Responsibilities
Determine free and reduced price applications Generate and retain Master Eligibility List Conduct direct certification/verification Review and approve menus Establish an advisory committee Review monthly profit and loss statement Review USDA food utilization Review, submit and certify monthly reimbursement claim

15 District Responsibilities (Continued)
Establish Meal and a la carte prices Review Edit Check Worksheets Ensure compliance with Federal regulations and the New Jersey Public School Contracts Law for district food services purchases Local Agency Procurement Review—Food Services Department Purchases by Department of Agriculture

16 FSMC Services Employee training
Menu components and portion sizes meet requirements Proper collection methods Acceptable counting and accountability methods Support services: dietitian or chef Analysis of trends and participation reports Payroll Nutrition education Promotions

17 FSMC Services (continued)
Active advisory committee Regular presentations to the board and PTOs Monthly profit and loss statement

18 Procurement Process Federal procurement regulations and state public contract law ( 18A:18A) must be followed District must guarantee open and free competition All currently registered FSMC must have opportunity to submit proposals Note: NJDA provides a list of registered FSMC

19 FSMC Specifications Detailed specifications must be developed by district, not by FSMC All contract requirements must be included in specifications Requirements cannot be overly restrictive Include as much information as possible to allow FSMC to give realistic proposal Must include response and projected operating statement (Form #22) Scoring criteria must be included so all FSMC are on a level playing field Scoring criteria should identify all evaluation criteria and their relative importance

20 Caution! District cannot request and FSMC cannot offer “value added” incentives such as scholarships, donations, grants, etc. FSMC can only offer to purchase equipment if district makes request in RFP RFP must include detailed equipment specifications or technical requirements District repayment procedures must be included Equipment provisions must be for one year only, no assumed renewal

21 RFP Guidelines RFP must be publicized
District must provide RFP and specifications to all FSMC who request them In addition to publicizing, ditrict may also solicit proposals from registered FSMC by direct contact – or letters

22 Analyzing Proposals FSMC must include completed response and projected operating statement (Form #23) in proposal Rank and score proposals Evaluate proposals received; use FSMC proposal comparison form (Form #24)

23 Caution! Overly responsive proposals cannot be considered in the evaluation FSMC cannot offer goods and/or services that were not requested in the specifications provided by the district

24 FSMC Management Fees Allowable fee structures
Cents per meal Flat, fixed fee (will be required in school year) Combination of above Prohibited fee structures Cost + percentage of cost Cost + percentage of income

25 Guarantees Guaranteed break even Guaranteed return (profit)
Guaranteed loss (subsidy)

26 Guarantee Conditions Review conditions/assumptions affecting guarantee
Realistic?

27 Awarding the Contract FSMC whose proposal based on scoring and ranking was most advantageous to district , price and other factors considered Board approval (must include fees and guarantees) One year term with 4 one-year renewals as long as terms and conditions are not substantially changed

28 State Agency Approval Must use FSMC prototype contract approved by state agency (Department of Agriculture) If exact prototype is not used or if FSMC is purchasing equipment at district’s request, district must request state agency approval for requested changes prior to execution

29 State Agency Approval Change in prototype:
Completed District and FSMC prototype contract/addendum change request form (Form #47) Unsigned contract Copy of specifications if requesting FSMC to purchase equipment Allow 30 days for agency review

30 State Agency Approval Using prototype:
Completed LEA/FSMC Certification Form (#48) Executed contract with original signatures and date signed Certified board minutes awarding contract (must contain all fees and guarantee language) Copy of publicized announcement regarding RFP Page 1 of completed response and projected operating statement (Form #23) for all FSMC that submitted proposals

31 School Nutrition Electronic Application and Reimbursement System (SNEARS)
Must gain a user ID and password for the State of New Jersey website Must acquire an authorization code to gain access to SNEARS

32 Application for Approval of a School Lunch Program
Must use SNEARS Schedule A District information: Name, address, county, congressional district, DUNS number Dairy used, school category, school type, pricing policy, student information database, point of sale system Administrative roles: names of district staff and their responsibilities with regard to school lunch program

33 Application for Approval of a School Lunch Program (cont.)
Schedule A (continued) Site (school) Details Name, address, enrollment, grade designation, grade level, type of food service, months of operation Program participation ( breakfast, lunch, milk, after school) Serving times Collection and accountability methods Serving area and offer vs serve Service method Price charged

34 Application for Approval of a School Lunch Program (cont.)
Agreement and Policy Certification Agreement number is County/LEA number Programs in which district participates Determining officials (person who approves F&RL applications) Hearing official (hears appeals of determining official’s decisions) Statement of assurances Certification of Local Wellness/Nutrition Policy Certify policy in place Identify district Wellness Coordinator

35 Application for Approval of a School Lunch Program (cont.)
Documents to be mailed Federal Tax Exemption Notification Other LEA Sites Agreements (agreement to provide food service for another entity) Proof of Registration From NJDOE (Non-Public sites)

36 New Jersey Commodity Distribution System
Recipient Agency Attachment Form Mailing Address Delivery Locations Identify FSMC making commodity decisions School Board Authorized Trucker for Commodities (if applicable) Off Site Storage (if applicable)

37 Index Rate/FSMC Fee Worksheet
Enter agreement number, district, FSMC Section A: FSMC Fees Enter fees depending on renewal year Section B: Date of Addendum Approval/Effective Index Rate Enter date of board meeting approving renewal and Index Rate Percentage in effect on date of meeting Business Administrator signs

38 Free and Reduced Lunch Applications
Direct Certification vs Voluntary Application Direct Certification List from school is run against SNAP/TANF lists for the municipality If eligible no need to complete an application Parent can decline free meals.

39 Free and Reduced Lunch Applications (continued)
Voluntary Application Must meet income eligibility based on number in household All household income must be reported All children in household are covered by one application Good for one year only; must apply each year Determining officer makes decision based on the information reported Parent/Guardian can appeal to hearing officer

40 Free and Reduced Lunch Applications (continued)
Voluntary Application (continued) Identify all people living in the household Report income for each person Sources of income include: Earnings from work Public assistance/alimony/child support Pensions/retirement/all other income Must audit a percentage of applications Percentage based on a formula Request proof of income

41 National School Lunch Program On-Site Review
District must perform no less than one on- site review of the lunch counting and claiming system Must be completed prior to February 1st Must ensure the school’s claim is based on the counting system, as implemented, and yields the actual number of reimbursable free, reduced price and paid lunches, respectively, served for each day. If problems are detected, must implement a corrective action plan

42 Day to Day Operations Meet the requirements of the Healthy, Hunger Free Kids Act of 2010 Ensure all machinery is properly functioning and requests repairs Replace non-functioning machines and tools Assure proper sanitary conditions – Health Department inspections Order sufficient food, supplies, consumables Properly include commodities in meal planning

43 Day to Day Operations (continued)
Ensure fire suppression is working properly Fire Extinguishers Central kitchen vs distributed kitchens Meal counts

44 Point of Sale System Each Student is provided an account and a passcode All free, reduced and paid students are identified in the system Students are identified at the cash register when they put in their passcode and the system indicates free, reduced or paid System provides required reports Parents may add money to the student’s account on line or the student may bring money to the cashier to add to their account.

45 Point of Sale System (continued)
Problem with students “charging” lunches and running up balances Need to decide policy on “charging” Recent legislation as to how a district handles “charges”

46 Other School Nutrition Programs
School Breakfast Program To provide a nutritious, well-balanced breakfast in order to promote sound eating habits, to foster good health and academic achievement in school age children. must provide 1/4 of the Recommended Dietary Allowances, and be consistent with the Dietary Guidelines for Americans and calorie goals. All public schools, nonprofit private schools tax exempt under 501(C)(3) of the Internal Revenue Code and residential child care institutions are eligible to sponsor a program that may begin at any time during the year.

47 Other School Nutrition Programs
School Breakfast Program (continued) Sponsors must annually sign an agreement with the Bureau of Child Nutrition Programs, New Jersey Department of Agriculture menus which meet specific minimum standards reimbursement only for breakfasts served to children that meet the required meal pattern Provide a free or reduced price breakfast to any child from a household meeting criteria for eligibility operated on a non-profit basis Required to offer in a particular school if number of students meeting criteria hit a threshold.

48 Other School Nutrition Programs
Fresh Fruit and Vegetable Program Only fresh fruits and vegetables may be purchased and served to students Servings only during academic day, not during lunch or breakfast periods 50% or more students eligible for free or reduced price meals Must be well publicized and use of outside partners

49 Other School Nutrition Programs
Summer Food Service Program provides free, nutritious meals and snacks to help children in low-income areas get the nutrition they need to learn, play and grow throughout the summer months when they are out of school. Locally, approved sponsors, including school districts, local government agencies, camps or private nonprofit organizations, run SFSP. Sponsors provide free meals to a group of children at a central site such as a school or a community center. They receive payments from USDA through their state agencies for the meals they serve and for their documented operating costs.

50 Other School Nutrition Programs
Summer Food Service Program (cont.) Children 18 and younger may receive free meals and snacks through SFSP. Meals and snacks are also available to persons with disabilities, over age 18, who participate in school programs for people who are mentally or physically disabled.

51 Other School Nutrition Programs
After School Snack Program provide children with a nutritional boost during supervised education and enrichment activities that occur after the end of their regular school day All public schools, nonprofit private schools tax exempt under 501(c)(e) of the Internal Revenue Code and residential child care institutions that participate in the National School Lunch Program are eligible to sponsor a program that may begin at any time during the year

52 Other School Nutrition Programs
After School Snack Program (continued) Participating sponsors receive cash reimbursement based on the number of snacks served to eligible children. Children are eligible to participate through age 18, and if a student's nineteenth birthday occurs during the school year, reimbursement may be claimed for snacks served to that student during the remainder of the school year. Sponsors must annually sign an agreement with the Bureau of Child Nutrition Programs, New Jersey Department of Agriculture

53 Other School Nutrition Programs
Special Milk Program To encourage the consumption of milk by children in order to foster good health and academic achievement The Special Milk Program may not be operated in a school or institution, which is also participating in the National School Lunch Program or School Breakfast Program. Exceptions: Split Session Kindergarten Participation requirements, reimbursement and record-keeping similar to School Lunch Program

54 Other Topics Food Service policies found in 8500 series of policy manual School Nutrition Offer vs. Serve Biosecurity Plan Free and Reduced Rate Meals Not all schools participate in the National School Lunch Program

55 NJ Department of Agriculture Contact
Website: hildadult/school_lunch.html#obj Forms/manuals/policy: ms/ Phone Number: (609) Fax Number: (609)

56 NJ Department of Agriculture Contact (continued)
Mailing Address: New Jersey Department of Agriculture Division of Food and Nutrition School Nutrition Programs P.O. Box 334 Trenton, NJ

57 Contact Information Brian P. Boyle


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