1. Fresh Fruit and Vegetable Program Annual Training 2014-15 Jennifer Mitchell MS, RD

2. FFVP History Farm Security and Rural Investment Act 2002 Child Nutrition and WIC Reauthorization Act 2004 Agriculture, Rural Development, Food and Drug Administration, and Related Agencies Appropriations Act, 2006 The Consolidated Appropriations Act of 2008 The Food Conservation, and Energy Act of 2008 The History of the FFVP

3. Create a healthier school environment by providing healthy food choices. Expand the variety of produce students consume. Increase students’ produce consumption. Make a difference in students’ diets to impact their present and future health. FFVP Goals

4. Link to YouTube video http://www.fns.usda.gov/cnd/FFVP/toolkit.htm

5. Oversight Training Recordkeeping Claiming Educating Promoting Partnering Program Administration

6. Schools must: -Offer FFVP independent of SBP & NSLP. -Offer FFVP during normal school hours only. -Offer FFVP to all enrolled students. -Accommodate for students with disabilities. -Publicize the availability of free produce. Program Administration - Oversight USDAOSPILEASchool

7. Each LEA is required to have at least one administrative LEA employee “attend” annual training provided by OSPI. – FSMC employees are welcome to attend training Does not meet the LEA training requirement – Year 1 – attend in-person workshop mandatory – Year 2+ – attend either workshop or webinar training Appropriately train school staff – kitchen, teaching, and support staff Program Administration - Training

8. Same as NSLP – 3 years + current fiscal year – Unless part of appeal or corrective action process Keep all records: – Documented training attendance. – Documented nutrition education, promotion, and partnering activities. – Support all line items on the reimbursed claims. Procurement documents Program Administration - Recordkeeping

9. Two different funded years for program. Informs OSPI how much is wanted for spending in Periods 1 & 2. – Due electronically on August 22, 2014 – Very abbreviated version from previous years Example on next page Old version available on website Program Administration – The Spending Plan

10. Program Administration – The Spending Plan

11. Program Administration - Claiming

12. dfjshglsdkjh Program Administration - Claiming Period 1 – claim workbook – Once spending plan is submitted, fiscal will prepare your workbook and email it to you. – This method requires the LEA to combine all awarded schools expenses on one claim. Period 2 – claim online via WINS – Expect claim instructions by the end of October. – Very similar data entry except: Through WINS. This method requires the LEA to submit a claim for each school.

13. Program Administration Employees paid from more than one funding source must maintain a time and effort form: – A time sheet for the FFVP is not sufficient. – Must show how all hours are funded. Program Administration - Claiming

14. Why didn't the mother potato want her daughter to marry the famous newscaster? Because he was a commontater.

15. Administrative Expenses Program Operations – Division of Expenditures Operating Expenses

16. Program Operations – Admin Expenses Allowable Administrative Expenditures – Administrative labor program 98 coded employees – Training expenses (time and travel) – Federal unrestricted indirect rate – Equipment Defined as any single item >$2000 Must be approved by OSPI prior to purchase/repair Must be prorated < 10% of the funding may be used

17. Program Operations – Operating Expenses Allowable Operating Expenditures – Fresh Produce Whole, requiring prep Whole, ready to eat Fresh vegetable, cooked Pre-cut bulk Pre-packaged, RTE individual portions – Low-fat/non-fat dip for vegetables (small supplies) – Non-food items (small supplies) – Labor (operational) with benefits

18. Administrative Tasks -Menuing -Ordering -Tracking Inventory -Submitting Claims Program Operations – Division of Labor Operating Tasks - Preparing Produce - Delivering Produce - Keeping Produce safe

19. Program Operations – Admin Tasks Menuing – It is a best practice – Helps plan for Ordering Seasonal produce Adequate staffing Educational opportunities Variety – Make sure to use fruits and vegetables! Try to serve veggies at least 25% of the week

21. Program Operations – Admin Tasks Menuing - details – Dip For vegetables only Limit for trying new veggies – Cooked Vegetables (optional) Once per week only Must be offered with nutrition education Do not add anything for flavor (oil, salt, pepper)

22. Program Operations – Admin Tasks Ordering Follow proper procurement procedures Order within storage capability Order for immediate use – Produce has a short shelf life – O.k. to offer a mixture of produce to use up – Order tasting and snacking amounts Tastings = 1-2 bites Snacking = ~¼ – ½ cup

23. Program Operations: Inventory and Claims Inventory – Order only what is needed to prevent spoilage. – Connect employees taking inventory and ordering. – Planned excess is not allowed. – Call OSPI for direction with unplanned excess. Snow days Emergency closure Claims Program Operations – Admin Tasks

24. Preparing Produce Wide variety of produce – Lettuce: butter, endive, green & read leaf, romaine Temperature matters for tastiness. Mix it up! – Change the way the item is normally served. Raw corn on the cob slices Program Operations – Operating Tasks

25. Preparing Produce Bulk vs. individual packages – Bulk Allows student to taste without waste Decreases preparation time Increases serving time – Individual packages Some students decline due to portion size Increases prep time (unless purchased packaged) Decreases serving time Program Operations – Operating Tasks

26. Customized RTS Produce Program Operations – Operating Tasks

27. Delivering Produce Check Site Application implementation plan. – Change if needed – Update on WINS after October Who can participate? – Enrolled students – Adults in room to model healthy eating habits Program Operations – Operating Tasks

28. Delivering Produce Provide a safe, encouraging food environment – Encourage; don’t push – Division of responsibilities Adults decide what and when Children decide if and how much Program Operations – Operating Tasks

29. Keeping Produce Safe to Eat Food safety is a FFVP priority! USDA Best Practices: – Wash hands (staff and students) – Wash, rinse, sanitize, and air-dry all food-contact equipment and surfaces that will be in contact with fresh produce – Wash all produce thoroughly under cold running water or with chemicals approved by FDA Food Code – Label, date, and refrigerate all fresh-cut produce – Follow state and local public health requirements Program Operations – Operating Tasks

30. Why did the man at the orange juice factory lose his job? He couldn’t concentrate!

31. Procurement All entities using federal funds must follow the federal procurement process. Proper procedures, no matter how small the cost, must be followed by anyone using federal funds. Procurement is the purchasing of goods and services. Procurement

32. The procurement process ensures that the LEA receives goods and services: -from the most responsible vendor -from the most responsive bid -at the lowest possible price. Procurement – Why?

33. …we are stewards of taxpayers’ money The federal government has a fundamental responsibility to be effective stewards of the taxpayers' money. We must be responsible with money that comes in to the government, money that is spent, and money that is used in running the government itself. Decision makers and the public must have confidence in financial management in order to make informed decisions about managing government programs and implementing policy. http://www.whitehouse.gov/omb/financial_default/ Procurement

34. Anytime the LEA decides to purchase, it must go through the procurement process. (There is no bottom threshold amount) Procurement – When?

35. NSLA requires the purchase of domestic agricultural commodities and domestic food products Ensure end products received from processors contain only domestic goods Include a Buy American clause in all product specifications, solicitations, purchase orders, and any other procurement documents so that contractors are aware of this requirement. Buy American Provision

36. The 2008 Farm Bill amended the NSLA to include geo preferences. Applying a geo preference is prohibited in federal procurement except where applicable federal laws expressly permit their use. Geo preferences are not required, it is an option that must be stated in the solicitation. Geographic Preference

37. LEAs may not intentionally to fall below the small purchase threshold and to avoid the formal procurement method Splitting the Procurement splitpurchases

38. Does not exceed the small purchase threshold: USDA = <$150,000 Washington State = <$75,000 Requires a solicitation for quotes Should be written prior to request for quotes A minimum of 3 quotes Requires detailed documentation Informal Procurement

40. Program Administration - Educating All schools are encouraged to offer complimentary nutrition education. Cannot claim reimbursement for Educator’s time Materials Be creative on how you go about nutrition education.

41. Program Administration - Educating ! Utilize free resources! Find the link on the OSPI CNS web pages!

42. Program Administration - Educating How can you have GREAT Nutrition Education? Develop nutrition education that fit the needs of your students Include nutrition education whenever possible (even on days the program is not offered) Collaborate with teachers and administrators Consult with FFVP partners to obtain no-cost promotional items

43. Program Administration - Educating GREAT Nutrition Education Ideas! Monthly/quarterly poster contests Mystery fruit or vegetable of the week Feature the daily produce on the serving line Skits for assemblies Announcements Monthly menus (for teachers and parents) FFVP information in every school newsletter

44. Program Administration - Educating SIMPLE Nutrition Education Ideas! – Provide a produce fact sheet in the produce basket for the teacher or student to read to the class. – Poster creations. – Singing songs. – Offer a puzzle to introduce words and concepts.

46. Program Administration - Promoting …within your school! …within your community! Only 148 PK-grade 8 schools within 48 LEAs in Washington State received the FFVP for school year 2014-15, so toot your own horn!

47. Program Administration - Promoting Promoting in your community…. – Reader Boards – Website – Menus – Newsletters – Back-to-School night

48. Program Administration - Promoting Promoting in your school…. Back to School night display -showcase produce -provide samples (must be funded by non-FFVP source) Showcase new and/or unusual produce in cafeteria Feature FFVP items on bulletin boards

49. Program Administration - Promoting

50. Program Administration - Partnering – Local County Extension http://nutrition.wsu.edu/foodsense/ – Farm to school programs or local farmers http://www.wafarmtoschool.org/ – Dietitians or dietetic interns – Local universities – Local county health departments

51. What did the little cob of corn call his dad? Pop Corn!

52. http://www.k12.wa.us/ChildNutrition/programs/FFVP/default.aspx

53. Wrap Up Jennifer Mitchell (360) 725-6056 jennifer.mitchell@k12.wa.us Pamela Brown (360) 725-6202 pamela.brown@k12.wa.us Colleen McGuire (360) 725-6211 colleen.mcguire@k12.wa.us The FFVP “Team”