Summer Meals SFSP Regulations Training Transcript: May 19, 2022 - CT.gov
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 00:00:00.000 --> 00:00:03.270 Cooke, Caroline Feels awkward, like there should be a countdown or something going on right now. 00:00:05.260 --> 00:00:08.670 Yearwood, Shannon Well, there is. It's a. It's on our, it's on our desktops here. 00:00:11.510 --> 00:00:13.120 Yearwood, Shannon I'm waiting to hit the record button. 00:00:11.640 --> 00:00:11.870 Cooke, Caroline I see. 00:00:13.420 --> 00:00:15.420 Cooke, Caroline I see. Thank you for the record button. 00:00:18.980 --> 00:00:26.420 Cooke, Caroline We have lots of friends, which is good since they sent out my reminder saying make sure you're on time because we're gonna hit the ground running today. 00:00:29.480 --> 00:00:33.320 Yearwood, Shannon That's why I'm writing with my. I'm waiting for the 2:00 o'clock when I can hit the record button. 00:00:34.580 --> 00:00:34.900 Maineri, Terese Who? 00:00:41.540 --> 00:00:42.310 Cooke, Caroline And there we go. 00:00:44.140 --> 00:01:07.150 Yearwood, Shannon Hi, everybody, welcome to yours mandatory annual summer food service training. Today we are talking about everyone's favorite topics regulations. We have a ton to cover as I'm sure you can imagine. So I'm just going to go ahead and hand it right off to my team, Caroline and Therese, and thank you all for joining us. Even though you really don't have a choice, but thank you anyway. 00:01:08.320 --> 00:01:08.920 Yearwood, Shannon After you. Connecticut State Department of Education • Page 1 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 00:01:09.310 --> 00:01:17.900 Cooke, Caroline OK, thanks. So I am actually gonna go off camera and be less of a distraction and just get started with the slides. 00:01:18.760 --> 00:01:49.490 Cooke, Caroline So good afternoon, everyone. I am Caroline Cooke. Thank you so much for joining us for the 4th installment of Connecticut Summer Meals training for summer 2022. Thank goodness Shannon is back to host today's exciting look at Summer Food Service Program regulations. Unfortunately, Shannon was not with us for the webinar two weeks ago, and I completely bungled my responsibility of recording it. So despite my strong urging to have your site supervisors view the recording of the scintillating USDA foods. 00:01:49.580 --> 00:01:53.350 Cooke, Caroline And local foods and food safety training that will not be possible. 00:01:54.630 --> 00:01:55.290 Cooke, Caroline Let's see. 00:01:56.140 --> 00:02:12.350 Cooke, Caroline Now, however, I strongly urge you to review the food safety sides from that training with your site supervisors and have them view the two videos, slides and links to the videos will be posted on our SFSP training webpage soon and you will receive an email to let you know when they are there. 00:02:13.370 --> 00:02:47.180 Cooke, Caroline Every organization intending to operate SFSP and Summer 2022 must have representation must have representation for each webinar of this six part series. We strongly urge you to attend all the webinars live to receive full benefits of the Q&A portions, but we will make recordings available as quickly as we can in the event of scheduling conflicts. Assuming of course that we actually have someone leading the training that remembers to push record SFSP sponsors will be required to provide an accounting at the conclusion. 00:02:47.270 --> 00:02:55.060 Cooke, Caroline Of the webinar series of how you participated in each training session, just as you were required to do last year. 00:02:56.910 --> 00:03:26.970 Cooke, Caroline Please feel free to type any questions you may have into the chat box. We will try to answer them along the way if they come in while we're still on the relevant topic at the end, we'll go back to any that we may have missed along the way. If you enter a question and don't get a response live, we Connecticut State Department of Education • Page 2 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 may feel the answer is very specific to your organization or community circumstances and we will reach out to you after the webinar. This is a very full webinar so we may also run out of time and we will do our best to get to questions, but if we can't get to them. 00:03:27.040 --> 00:03:40.370 Cooke, Caroline Five, we will get the answers to you. Don't forget, you can always reach out to your summer meals. County consultant as you engage in planning for summer 2022, we have another jam-packed agenda today. So let's get started. 00:03:41.940 --> 00:04:12.090 Cooke, Caroline I'm going to do a very quick recap of the waiver landscape for summer 2022 that we already discussed on the April 7th Webinar for Area eligibility. Terese and I continue to receive questions about these or hear plans for summer 2022 operations that do not fall within allowable SFSP operations. It's time to unlearn many of the program flexibilities we have utilized for the last two years and focus on getting back to normal child Nutrition program operations. 00:04:12.560 --> 00:04:21.490 Cooke, Caroline Knowing what program flexibilities you've been operating under that are going away is absolutely critical to operating in federal compliance moving forward. 00:04:22.730 --> 00:04:55.840 Cooke, Caroline So this is just a reminder of all of those waivers that are going away. So those are the waivers that allowed you to operate SFSP and SSO during the school year, the area eligibility requirements for SFSP and SSO meal sites, congregate meals or non-congregate meals depending on which perspective you're looking at it from allowability of parent guardian pickup waivers regarding meal pattern flexibility on site monitoring waivers to allow reimbursement of meals served prior to written notification of approval. 00:04:56.450 --> 00:05:16.080 Cooke, Caroline Queue dramatic trying crying in the background from Caroline Cook on that one and waiver to allow SFSP reimbursement rates for SSO operations through this current school year. We did submit a number of statewide waiver request to USDA and will be sharing the results of those requests. 00:05:18.100 --> 00:05:23.800 Cooke, Caroline So how you can help us make sure that everyone gets approved in time based on the fact that that? 00:05:25.290 --> 00:05:56.920 Cooke, Caroline Waiver. That's second from the bottom is going away is to make sure that you're meeting deadlines without us having to chase you down. Be sure to read instructions and follow them to the very best Connecticut State Department of Education • Page 3 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 of your abilities. Complete everything and complete packets have to be returned and the more times that Terese and I handle one individual packet, the less efficient we are, which ends up impacting everyone that's participating in summer meals. Once your sponsor and site applications are approved, you cannot make operational changes until you have received approval in writing. 00:05:57.060 --> 00:05:58.970 Cooke, Caroline Or meals will not be reimbursable. 00:06:04.180 --> 00:06:06.530 Cooke, Caroline And now I'm going to turn it over to Therese. 00:06:05.850 --> 00:06:06.090 Maineri, Terese I. 00:06:08.580 --> 00:06:13.330 Maineri, Terese Hi, I'll be going over UM, program regulations so. 00:06:14.060 --> 00:06:43.190 Maineri, Terese These aren't few of the most important and helpful Summer Food Service Program resources available to you, which are the the Connecticut State Department of Education Summer Food Service Program and seamless summer option webpages. The Summer Food Service Program Regulations 7 CFR to 25, the USDA some of food Service program website and the USDA Department of Education, Department of Agriculture. 00:06:44.270 --> 00:07:05.820 Maineri, Terese Summer Food Service Program Handbook, USDA and the connected State Department of Education approved operational and Miranda website, so I'll quickly go through these somehow during the early months of the pandemic in 2020, Susan Fiore, our nutrition education. 00:07:06.500 --> 00:07:36.310 Maineri, Terese Coordinator found the time to completely overhaul the connected State Department of Education Summer Food Service Program websites. Not only that, not only does she create and maintain a number of helpful resources herself, she curated an unbelievable collection of other Summer Food Service Program resources from USDA. The School Nutrition Association, the Institute of Child Nutrition, California Department of Education, and the Montana Office of. 00:07:36.540 --> 00:07:39.130 Maineri, Terese Public instruction for the past. Connecticut State Department of Education • Page 4 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 00:07:40.230 --> 00:08:09.750 Maineri, Terese For the past decade, there has been a concentrated effort to develop resources for the Summer Food Service Program. Now you don't even have to go looking for them. Susan has located shift it through and selected the most helpful resources, and it would surprise me if you needed to invest your own effort and research it, researching or creating some of our food service program tools. You can simply pick the pieces that fit your needs. 00:08:13.340 --> 00:08:26.370 Maineri, Terese OK. Regarding the Summer Food Service Program Regulation 7 CFR 225, the USDA, some some food Service program regulation. 00:08:26.850 --> 00:08:42.740 Maineri, Terese I are now easier to search on their electronic format using the webpage link above. You can run a search of the USDA Summer Food Service program, Federal Regulations 7 CFR 225. 00:08:46.540 --> 00:08:51.790 Maineri, Terese Yes, you're still a webpage has resources available for you. 00:08:52.770 --> 00:08:53.520 Maineri, Terese These are the. 00:09:02.460 --> 00:09:33.010 Maineri, Terese I can't stress enough how helpful the USDA and administrative guide for the Summer Food Service Program is. First, when I first started at the Connecticut State Department of Education, there was updated by the USDA. Each year it has been updated. It has has not been updated since 2016, but it's still very helpful. The language is very approachable and can they're very effectively help you envision how you can implement federal regulations in the best fit for your community. 00:09:33.610 --> 00:09:48.830 Maineri, Terese If you do not need, you do not need to read the guide cover to cover, but you can read just a page or two at a time on certain topics as you address the needs of your community and explore the best ways to maximize. 00:09:49.990 --> 00:10:02.440 Maineri, Terese Use of local resources and partnerships. Other guys that are useful to you are the nutrition guidance for menu planning, state agency monitoring guide. 00:10:03.240 --> 00:10:09.960 Maineri, Terese Sponsors monitoring guide in state Super Site Supervisors Guide in English and in Spanish. Connecticut State Department of Education • Page 5 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 00:10:11.510 --> 00:10:19.520 Maineri, Terese And this is the Connecticut State Department of Education, UCLA OM's website. And on this website. 00:10:20.600 --> 00:10:38.150 Maineri, Terese You you're provided quick links to OM guidance documents from various years and one central location. If you use the link of this website that you can, you can find the link for this website and the Connecticut State Department of Education Center Food Service program page. 00:10:40.390 --> 00:10:42.480 Maineri, Terese And here we have the federal. 00:10:43.680 --> 00:10:53.990 Maineri, Terese 1st next slide. Here we have the federal policy guidance websites that might be of use to you regarding a certain topic. 00:10:55.470 --> 00:11:26.340 Maineri, Terese One topic that I wanted to uh, the the ones that I have listed here are are accessing classes and if we service program cat site cap in the Summer Food Service program, rural designation and some food service program, Super Circular 200 procurement standards and local food in similar food summer meal programs. One topic that I wanted to mention was rural designation and that's just because the site is in the countryside doesn't mean that it's a rural site. 00:11:26.810 --> 00:11:30.960 Maineri, Terese The Summer Food Service Program Roll Destiny designation is. 00:11:31.910 --> 00:11:52.420 Maineri, Terese Determined to be geographically isolated from urban areas. So for Connecticut that basically means that it's a small state. So you're if you are a real site, you would be not located next to a major urban area. So currently it's Litchfield County. 00:11:55.410 --> 00:12:24.220 Maineri, Terese General program requirements. USDA defines children as persons 18 years of age and under, and persons 19 years of age or older who are determined by the by a state educational agency or by a local public educational agency of a state to be mentally or physically handicapped, and who participate in a public or nonprofit private school program established for the mentally or physically handicap. 00:12:27.590 --> 00:12:45.510 Maineri, Terese Connecticut State Department of Education • Page 6 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 Eligible sponsored types, public or private nonprofit school food authorities, public or private, nonprofit, college or university, public or private, not nonprofit residential summer camp unit of local. 00:12:46.170 --> 00:12:55.080 Maineri, Terese County of Quality, State or federal government. Any other type of program nonprofit? 00:12:56.080 --> 00:12:59.370 Maineri, Terese Any other type of private nonprofit organization. 00:13:01.310 --> 00:13:22.460 Maineri, Terese So myocyte eligibility, so this is one that we've gotten a lot of questions about with the waiver that ending. And so just a reminder of traditional operation that area eligibility is an area in which 50% or more of the children residing in the area are eligible for free or reduced meals. 00:13:26.350 --> 00:13:28.180 Maineri, Terese In next slide. 00:13:29.810 --> 00:13:30.140 Maineri, Terese OK. 00:13:33.710 --> 00:13:49.450 Maineri, Terese From the most common meal types are open sites, restricted open sites closed, general site at camp residential, and nonresidential, less common in Connecticut are might migrant sites, tribal sites, National Youth. 00:13:50.170 --> 00:13:53.970 Maineri, Terese Sports program site and upward bound site. 00:13:58.300 --> 00:14:08.690 Maineri, Terese Open sites are located in a needy area where 50% or more children residing in the area are eligible for free or reduced price meals. 00:14:22.320 --> 00:14:36.690 Maineri, Terese OK, sponsors must take necessary steps to allow meal service access to all children requesting a meal at the site. Information regarding mail services must be published public sized in the community it serves. Connecticut State Department of Education • Page 7 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 00:14:37.430 --> 00:14:51.820 Maineri, Terese Area eligibility is established using school census data, documentation or other approved sources. We went over most of this during the area eligibility training. The first training that we had. 00:14:52.420 --> 00:14:54.950 Maineri, Terese And so other mail site types. 00:14:55.700 --> 00:15:03.900 Maineri, Terese Are restricted well, the first one is restricted open site and occasional sponsor that would normally operate open site initially. 00:15:05.070 --> 00:15:10.920 Maineri, Terese Open to a broad community, participation must restrict or limit the feeding. 00:15:11.690 --> 00:15:24.350 Maineri, Terese Sites attendance for reasons of space security, safety or control. These are by regulation and the only allowable justifications to support approval of a restricted. 00:15:25.170 --> 00:15:26.860 Maineri, Terese Of restricted open site. 00:15:33.690 --> 00:15:50.730 Maineri, Terese Sponsors must publicize that the site is open on a first come, first serve basis to all children in the community. But male services will be limited based on space security, safety or control. Area eligibility is established using school census data. 00:15:51.410 --> 00:15:53.630 Maineri, Terese Either document did resources. 00:15:57.790 --> 00:15:58.930 Maineri, Terese Next slide. 00:15:59.730 --> 00:16:28.320 Maineri, Terese Umm at least 50% of children enrolled at the site are approved for free or reduced price meals, school meals, free and reduced school lunch eligibility status is obtained from their school income eligibility. Applications completed by the child's family school lunch eligibility status does not refer to free meals under either the community eligibility provision or. Connecticut State Department of Education • Page 8 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 00:16:29.240 --> 00:16:31.130 Maineri, Terese Weavers extended through. 00:16:32.380 --> 00:16:33.980 Maineri, Terese The public health emergency. 00:16:34.810 --> 00:16:43.660 Maineri, Terese Very first to individual income determinations for particular children through direct certification or household income application. 00:16:44.270 --> 00:16:46.600 Maineri, Terese We do not have the nationwide waiver. 00:16:47.890 --> 00:17:05.440 Maineri, Terese Active for summer 2022 that will also allow you to use area eligibility for a closed and roll site or we do. I'm sorry we do have active the areas area eligibility waiver for clothes and rule sites in place of assisting. 00:17:06.510 --> 00:17:08.820 Maineri, Terese The income eligibility of individuals. 00:17:10.010 --> 00:17:14.210 Maineri, Terese Individual children enrolled in the in the group. 00:17:17.660 --> 00:17:21.920 Maineri, Terese So close normal site is open only to inroads children or. 00:17:22.570 --> 00:17:24.020 Maineri, Terese And identify group of children. 00:17:24.750 --> 00:17:27.370 Maineri, Terese As opposed to the community at large. 00:17:29.920 --> 00:17:42.630 Maineri, Terese Usually established where program provides record rational, cultural, religious or other types of organized activities for certain groups of children, the program is. Connecticut State Department of Education • Page 9 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 00:17:43.320 --> 00:17:46.750 Maineri, Terese The the program is taking place in an area with. 00:17:47.560 --> 00:17:54.100 Maineri, Terese Less than 50% eligible children, 50% or more of children enrolled. 00:17:55.290 --> 00:17:58.170 Maineri, Terese Are eligible for free and reduced price meals. 00:17:58.930 --> 00:18:09.550 Maineri, Terese The programming is taking place in the area eligible location but is not appropriate to be accessed by the public as an open site. 00:18:14.720 --> 00:18:33.530 Maineri, Terese Now say type camp and in a residential camps, participants spend the duration of the organized program in a 24 hour supervised care setting and receive regularly scheduled food service as part of the program. 00:18:35.750 --> 00:18:46.170 Maineri, Terese Nonresidential campsites offer continuous schedule of organized cultural recreational programs for enrolled children between mail services. 00:18:48.540 --> 00:19:01.420 Maineri, Terese Campsites cannot be established through area eligibility, but must collect and maintain individual income eligibility forms or individual income eligibility status as determined by the child's school. 00:19:02.080 --> 00:19:10.590 Maineri, Terese Reimbursement reimburse only for enrolled children who meet the free and reduced price eligibility standards may charge it. 00:19:11.100 --> 00:19:15.070 Maineri, Terese Umm in eligible children for meals ensuring. 00:19:15.900 --> 00:19:18.770 Maineri, Terese Over identification is made. Connecticut State Department of Education • Page 10 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 00:19:19.410 --> 00:19:26.280 Maineri, Terese Must be licensed by the Connecticut Office of Early Childhood in the website is there. 00:19:28.240 --> 00:19:51.310 Maineri, Terese OK, academic summer school. I've gotten a lot of questions about academic summer, school academic summer school. It's a school site that provide meals only to enrolled academic summer school students are not eligible to participate in the Summer Food Service Program or the Seamless summer option. They must be cleaned and reimbursed under the. 00:19:52.160 --> 00:20:22.810 Maineri, Terese School Breakfast Program and National School Lunch Program. If the school site is eligible, is area eligible and then opens its meal program to commute to the community. All meals can be served free under the Summer Food Service Program or the Seamless summer option. The use of the extension of the National School Lunch Program to feed academic summer school students will be a bit more complicated than normal this year. Most districts across Connecticut. 00:20:22.910 --> 00:20:25.950 Maineri, Terese Have not received and processed a number of income. 00:20:27.830 --> 00:20:32.960 Maineri, Terese A number of household income applications for free and reduced price meals. 00:20:34.270 --> 00:20:48.180 Maineri, Terese That they use as many as they usually do. This one make it much more challenging to maintain a child's free reduced price or paid school meal status in the summer of 2022. 00:20:54.910 --> 00:21:03.440 Maineri, Terese Common summer meals site locations are park schools, churches, libraries with offices, playgrounds, food pantries. 00:21:04.590 --> 00:21:22.200 Maineri, Terese Farmer market swimming pools, summer program housing complex, community and recreation centers, and any place where children congregate. The final one in Green is the most important. You will have a better participation it if you get meals to children. 00:21:23.170 --> 00:21:37.880 Maineri, Terese Where children are, rather than trying to get children to come to the meals, you need a network. You need to network and your community to find out where children are spending their time in the summer. Connecticut State Department of Education • Page 11 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 00:21:40.630 --> 00:21:43.710 Maineri, Terese So now we'll go on to staff training requirements. 00:21:44.790 --> 00:22:12.940 Maineri, Terese Administrative insight staff must be trained in, must be trained, including civil rights, prior to the beginning of the Summer Food Service Program duties, sample training forms can be found on this following website and the civil rights PowerPoint can be found on the website below. It. All federally required training topics are identified in chapter seven of the USDA administration guide for the Summer Food Service Program mentioned earlier. 00:22:15.350 --> 00:22:23.940 Maineri, Terese Stopped training requirements. Training must be documented. If any staff missed the scheduled training makeup training. 00:22:25.390 --> 00:22:31.450 Maineri, Terese Must be provided in documented prior to staff beginning. There's Summer Food Service Program duties. 00:22:34.020 --> 00:22:39.910 Maineri, Terese Staff training requirements for administrative staff, general explanation of the program. 00:22:41.130 --> 00:22:50.430 Maineri, Terese Program duties and responsibilities of staff purpose of the program. Site eligibility record keeping requirements. 00:22:51.150 --> 00:23:05.010 Maineri, Terese Site operations, meal pattern requirements, delivery schedule, meal storage, duties of monitors, civil rights requirements, miscellaneous sponsors, topics, sponsors, topics. 00:23:08.500 --> 00:23:40.120 Maineri, Terese Additional site staff training would be responsibilities of the site supervisor. We see and count for for delivered meals. Serve meals, ensure safe and sanitary conditions at the site, ensure that children are children, eat all meals on site, take accurate point of service meal counts clean up after meals. Plan for inclement weather site staff must be trained in all topics listed in the previous slide. 00:23:40.390 --> 00:23:43.690 Maineri, Terese For the Ministrative staff, plus additional training topics. Connecticut State Department of Education • Page 12 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 00:23:48.230 --> 00:23:49.300 Maineri, Terese Civil rights. 00:23:50.400 --> 00:24:03.670 Maineri, Terese Requirements serve meals to all attending children regardless, regardless of race, color, national origin, sex, age, or disability. Allow all children equal access to services and facilities. 00:24:04.490 --> 00:24:19.180 Maineri, Terese At your site, regardless of race, color, nationality, sex, age, or disability, display poster in a prominent place at each meal site and in administrative office. 00:24:20.010 --> 00:24:26.510 Maineri, Terese Make program materials available to public upon request. Accommodating language, new needs. 00:24:28.730 --> 00:24:29.440 Maineri, Terese And. 00:24:30.970 --> 00:24:38.200 Maineri, Terese The actual civil rights training required for administrative and frontline staff can be found at the website below. 00:24:38.960 --> 00:24:44.370 Maineri, Terese Umm, instructing staff to post the and justice for all poster. 00:24:44.890 --> 00:25:04.040 Maineri, Terese Umm. Doesn't service uh civil rights training. They must be trained on contact. The new poster is available display in a prominently in all administrative and meal service locations. And then if you look in the corner, there's the website for the new poster. 00:25:05.840 --> 00:25:09.020 Maineri, Terese OK, now I'm going to move on to monitoring requirements. 00:25:10.380 --> 00:25:23.670 Maineri, Terese Monitoring assurance that site operation operates according to federal regulations. Accurate records are available children in the community are getting safe, nutritious meals. Connecticut State Department of Education • Page 13 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 00:25:25.150 --> 00:25:28.260 Maineri, Terese Preoperational site visit. 00:25:29.120 --> 00:25:44.480 Maineri, Terese Determines that a site has the necessary facilities in capability to conduct the proposed meal service for the projected number of participants and a sample forms are available at the website below. 00:25:47.850 --> 00:25:50.720 Maineri, Terese Mushroom requirements. First week site visit. 00:25:51.530 --> 00:26:22.420 Maineri, Terese Determines whether the food service operation is running smoothly or has problems that need correcting. Sample form is available at the website below. There is a statewide waiver in effect for the summer of 2022 to waive the first week visit for sites that operating successfully in the preceding year, meaning it is not a new site and it did not exhibit. 00:26:22.530 --> 00:26:25.840 Maineri, Terese Operational challenges in the summer of 2021. 00:26:29.650 --> 00:26:33.530 Maineri, Terese Four week site review determines if the site is meeting all. 00:26:34.610 --> 00:26:56.280 Maineri, Terese Program requirements conducted within the first four weeks of the Summer Food Service Program operation, regardless of the length of the program, and then again, some sample forms can be found using the website below. Please do not wait until the 4th week of operations to conduct this review. Please, please do not attempt to do this for. 00:26:57.760 --> 00:26:59.440 Maineri, Terese For each of your sites. 00:27:00.320 --> 00:27:15.040 Maineri, Terese In the fourth week of operation, you are tempting fate. That something will occur or disrupt your review schedule. Staff overturned site closure operation operates early. 00:27:15.960 --> 00:27:29.290 Maineri, Terese You may get there and realize that the meals have been served at all at site for the past four weeks and they aren't reimbursable due to failure to comply with federal regulations. Connecticut State Department of Education • Page 14 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 00:27:30.030 --> 00:27:32.180 Maineri, Terese And Caroline will take it from here. 00:27:35.970 --> 00:27:37.000 Cooke, Caroline Cool. My turn. 00:27:57.100 --> 00:28:03.530 Cooke, Caroline And open restricted open and closed enrolled sites. Cannot claim lunch and supper meals on the same day. 00:28:10.080 --> 00:28:34.930 Cooke, Caroline Meal count requirements. You must count and record the number of meals as they are given out as a point of service count. You cannot obtain a meal count by subtracting meals leftover from a beginning balance of meals on hand by counting trays before and after service or any other creative mathematical solutions. You may only serve one meal to each child during the meal service. 00:28:35.380 --> 00:28:42.610 Cooke, Caroline If you serve second meals, they may only be served after all children present have been offered a first meal. 00:28:46.880 --> 00:28:57.950 Cooke, Caroline You must count second meal separately. If you choose to allow second meals. Second, meals must be served as a complete unit. So for example, it cannot be simply an extra slice of pizza. 00:28:58.880 --> 00:29:06.890 Cooke, Caroline You must record the meal counts daily at the end of each meal, and meal counts must be submitted by the site to the sponsor at least weekly. 00:29:08.840 --> 00:29:12.430 Cooke, Caroline Neil, Count requirements for camps are a little bit more specialized. 00:29:13.120 --> 00:29:37.100 Cooke, Caroline Camps must record meal counts by individual camper for each meal. Camp sponsors are only receiving reimbursement for Meals served to eligible campers based on income eligibility, applications or certification of eligibility from the child's school food authority as meal counts are completed weekly, the sponsor should make determinations about meal counts for eligible and ineligible campers. Connecticut State Department of Education • Page 15 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 00:29:40.120 --> 00:29:58.530 Cooke, Caroline It's only good nutrition if the meal components are consumed. We're not interested in food items added to the meal simply to check the boxes. Please be thoughtful in menu planning. We expect you to learn and improve your menus each year. Make your meal something that families want to come back to each year. 00:30:02.070 --> 00:30:20.280 Cooke, Caroline Meal pattern requirements assure well balanced meals that supply the kinds and amounts of foods that children need to help meet their nutrient and energy needs, establish they also establish minimum portions of the various meal components that the sponsor must serve to each child to receive reimbursement for each meal. 00:30:23.860 --> 00:30:28.760 Cooke, Caroline All menus submitted by sponsors will be reviewed for compliance by SDE. 00:30:30.050 --> 00:31:00.180 Cooke, Caroline There is one meal pattern for breakfast and one meal pattern for both lunch and supper school. Food authorities must use the online application to notify us of their intent to implement offer versus serve. There is a statewide waiver for summer 2022 to allow school food authorities to determine if they wish to implement offer versus serve using either the NSLPand SBP. That's the National School lunch program or school breakfast program, meal pattern, or if they choose to use the. 00:31:00.270 --> 00:31:01.610 Cooke, Caroline SFSP meal pattern. 00:31:02.380 --> 00:31:08.990 Cooke, Caroline The waiver also allows non-school food authorities to implement offer versus serve with the SFSP meal pattern. 00:31:11.290 --> 00:31:40.240 Cooke, Caroline SDE and USDA resources are available to assist in menu planning and implementation of offer versus serve. Terese mentioned earlier that Susan Fiore took the opportunity during the public health emergency to refresh and rebuild the CSDE SFSP webpages. The menu planning, crediting, and documentation materials are robust and user-friendly. She created a master checklist summary to ensure that as you plan your menu, you're including all food components. 00:31:40.320 --> 00:31:49.930 Cooke, Caroline Connecticut State Department of Education • Page 16 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 And food items and required quantities, even those of you with amazing skills, that menu planning and experience and SFSP will benefit from these resources. 00:31:52.660 --> 00:32:22.960 Cooke, Caroline In certain cases, the CSDEmay be able to approve SFSP sponsors to serve meals that meet the meal pattern requirements of other child nutrition programs. The reason for this is that the SFSP meal pattern was really designed for children ages 6 through 12 years, so if you have younger children or older children, it might be more appropriate to be using a different meal pattern for that particular site. If this is a need that you might have for one or more of your sites, please reach out to your. 00:32:28.000 --> 00:32:51.770 Cooke, Caroline This is just a really quick view of the SDE SFSP meal pattern resource. This is not the checklist summary. The checklist summary is much more comprehensive. You fill it in and it helps you walk through the process with your menu planning to make sure you've got everything that you need. But this is your quick snapshot of what needs to be a part of each meal. Depending on the meal service. 00:32:54.940 --> 00:33:17.680 Cooke, Caroline Keep in mind full strength vegetables or fruit juice cannot count for more than half of the fruit or vegetable requirement. Fruit and vegetables are measured in volume, not weight, and two different fruits or vegetables must be served each day at lunch or supper to equal at least ¾ of a cup. So you could offer two fruits or two vegetables, or one of each. 00:33:21.380 --> 00:33:49.330 Cooke, Caroline Best practices for fruits and vegetables is offering a variety of fruits and vegetables with summer meals, we know that certain fruits and vegetables tend to be high on kids favorite lists, but it's still really important that they see a variety. They're exposed to a variety and not every child has the same favorites, so it's important to mix it up. Please consider incorporating the school vegetable subgroups into your SFSP meals, and that is the red orange. 00:33:49.470 --> 00:33:57.630 Cooke, Caroline Dark green, starchy legumes and other and don't forget to use Connecticut grown fruits and vegetables, which are plentiful when school is out. 00:34:03.050 --> 00:34:33.650 Cooke, Caroline It's important to use the serving sizes for grains in the Summer Food Service Program resource to help determine the proper serving sizes. Remember that at this point, the SFSP meal pattern has not been updated the way that the National School Lunch Program, School Breakfast Program, and also the Child And Adult Care Food Program have been updated. So we're still using a different set of reference materials for the SFSP meal pattern. Each of those different types of grains or breads each grouping is going to give you very specific. Connecticut State Department of Education • Page 17 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 00:34:33.730 --> 00:35:05.840 Cooke, Caroline Amounts of what you need to ensure a minimum serving is provided, so please be using that document actively as you're planning your menu and obviously a best practice is to incorporate whole grain rich greens into summer meals for consistency with the meals served throughout the school year, either through the National School Lunch Program or through the Child and Adult Care Food Program. Please be aware that offering larger food items in the SFSP meal pattern does not allow that food item to be counted as two food items. 00:35:06.020 --> 00:35:20.230 Cooke, Caroline Such as a large sized bagel or muffin, it would still be credited as one serving of grain or bread. You also cannot offer two of the same item and count them as two food items, such as two slices of toast. 00:35:23.600 --> 00:35:53.630 Cooke, Caroline So I'm going to take that example at the very end right into this slide with a discussion of breakfast. So that means if you are choosing to implement offer versus serve with the SFSP meal pattern for breakfast, you must offer for food items. That means that you need to have a milk, a grain, a fruit and one additional item. You cannot, for example, have a large size bagel or muffin as your grain item and count that. 00:35:53.710 --> 00:36:23.970 Cooke, Caroline Has two food items. Nor can you have two slices of toast and count them as two food items for lunch and supper. The SFAs meal pattern SFSP meal pattern is the same including the offer versus serve requirements, so you must offer five food items from the four food components and for a reimbursable meal, children must take three of the four food components. So the reason we say 4 food components is that under. 00:36:24.050 --> 00:36:33.390 Cooke, Caroline SFSP, fruits and vegetables still count as one food component, but two different items must be offered. That's why there's a minimum of five food items. 00:36:34.500 --> 00:36:44.610 Cooke, Caroline Using the lunch and supper meal pattern, only one of the two fruit and or vegetable items must be selected by the child for the fruit and vegetable component to be met. 00:36:45.630 --> 00:37:01.450 Cooke, Caroline However, this does not apply if the meat, meat alternate component is split between two food items. So if you have a four ounce yogurt and a one ounce string cheese, they have to take both of those items in order for that one food component to be met. Connecticut State Department of Education • Page 18 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 00:37:03.790 --> 00:37:33.500 Cooke, Caroline You may offer extra foods in addition to the items required for reimbursable meal foods that are creditable as part of the reimbursable meal aren't allowed. Expenditure of SFSP funds. Foods that are not creditable must have documentation available to reflect the income source of non CNP funds that is supporting their expense. For example, a noncreditable item is ice cream, but you can be cautiously creative and identify accreditable. 00:37:45.540 --> 00:38:00.990 Cooke, Caroline A la carte sales are allowable, but are generally discouraged. Eliminating a la carte maximizes participation and balanced reimbursable meals, and it also keeps your record keeping much cleaner. It's definitely quicker for us when we come out to do an administrative review. 00:38:04.350 --> 00:38:36.450 Cooke, Caroline Children may take a fruit, vegetable or grain item off site for later consumption. If you choose to implement this opportunity, sponsors must use the online application to notify us of their intent to implement this practice. It can only be done if it complies with state and local health and sanitation code. If the sponsor has sufficient supervisory capacity to oversee this process, and if the item is from the child's own meal or share table. However, I'm not sure that share tables are really a thing at the moment. 00:38:40.020 --> 00:39:07.410 Cooke, Caroline Sponsors must notify SDE regarding any site changes and receive SDE approval in writing prior to changes being implemented. Again, please remember that the nationwide waiver of prior written notification we had during summer 2020 is nothing but a sweet memory at this point in communications with community partners. Please be clear that a reasonable time frame for application approvals and site operation changes must be anticipated. 00:39:11.060 --> 00:39:37.390 Cooke, Caroline Field trips are entered and approved in the online application system. They must be approved prior to the day of the field trip. Please provide regular training to your site staff to ensure that they notify you in a timely manner about field trips. Field trips cannot be added to the system until you receive an approved application packet. Please let your SFSP county consultant know if you have any field trips at the very beginning of your SFSP. 00:39:37.570 --> 00:39:46.760 Cooke, Caroline Operations. We will document approval through email as an emergency interim stopgap if necessary until you have an approved application packet back from us. 00:39:47.440 --> 00:40:02.250 Cooke, Caroline In order for field trip request to be approved prior to the day of the field trip, you must enter them Connecticut State Department of Education • Page 19 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 into the system as early as you can. You are taking a risk if you enter them the day before the field trip and assume that we will see them and get them approved for you that quickly. 00:40:09.360 --> 00:40:32.470 Cooke, Caroline All SFSP sponsors must advertise the availability of summer meals in their community. You know that we assist you with this through updating the statewide and national meal site locators. But it's also important any time that you are making changes to your site logistics that you're updating your own advertisement of SFSP meal sites in your community. 00:40:33.480 --> 00:40:55.800 Cooke, Caroline SFA is participating in the National School Lunch program, must conduct summer meals outreach, even if they do not operate summer meals themselves. This provides you an opportunity to collaborate with neighboring communities that may not be participating in summer meals or offering summer meals within their own community to potentially drive up participation of your own summer meals operations. 00:40:56.760 --> 00:41:05.710 Cooke, Caroline Terese has an amazing SFSP outreach training scheduled as part of this training series on June 2nd, 2022 at 2:00 O'clock PM. 00:41:08.810 --> 00:41:24.600 Cooke, Caroline Here's a very quick peek at the 2022 SFSP reimbursement rates. Many of you are familiar with them through the waiver that allowed SSO sponsors to receive these reimbursement rates during the school year this year. 00:41:29.720 --> 00:41:54.190 Cooke, Caroline Maintaining a nonprofit food service account, it's not required that you maintain a separate account for your SFSP funds. However, you must be able to document those funds independently or separately from any other funds that are also maintained in that same account. So you need to be retaining records of all revenues received, retaining records of all expenses. 00:41:55.420 --> 00:42:13.710 Cooke, Caroline The records do not have to be regularly submitted to us, but they must be retained on file available for state agency and auditor review expenses paid from the nonprofit Food service account must be allowable costs that are necessary, reasonable and properly documented. 00:42:17.530 --> 00:42:44.780 Cooke, Caroline This is just a quick differentiation that I want to provide you for you between excess funds and unused reimbursements. Excess funds refers to the difference between any advanced funding and reimbursement funding when advanced funds were received by a sponsor that are greater than the Connecticut State Department of Education • Page 20 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 reimbursement amount that was earned by the sponsor. And these funds must be collected back by the state agency. So if you submitted for an advance and then. 00:42:45.390 --> 00:42:53.530 Cooke, Caroline Conducted the operations for the month that was associated with that advance of funds and you did not serve sufficient meals. 00:42:54.340 --> 00:43:23.710 Cooke, Caroline To receive that amount of money in reimbursement dollars, you would have to return to the state agency. Any funds above what you earned through actual distribution of meals. Unused reimbursements refers to the difference between the amount claimed for reimbursement and actual costs. Should reimbursement exceed costs. So this means if you are extremely savvy with your resources and you're able to. 00:43:24.270 --> 00:43:54.730 Cooke, Caroline Keep the cost of your food nonfood, items, staffing and all of your other expenses under what you're receiving for reimbursement dollars. It means you've got money leftover so those funds do not have to be returned back to the state. Agency FNS expects management of resources that does not result in a significant amount of unused reimbursement. They intend you to use the reimbursement to provide a robust meal service. It can be used for startup. 00:43:54.820 --> 00:44:15.600 Cooke, Caroline And the following year can also be used to improve the meal service or management of the program so you can buy more food, you can hire more staff. It can be used to pay allowable costs of other child nutrition programs. I can tell you when Terese and I come out to do administrative reviews, if we find that that's the case, we will want to know that you're aware of how much. 00:44:16.530 --> 00:44:32.020 Cooke, Caroline Unused SFSP reimbursement dollars is being used in other programs. It's OK to make those decisions. We just want to make sure that you're making them conscientiously, that you're understanding what's coming in for each program and providing a really good service for the dollars that you get for that program. 00:44:33.300 --> 00:44:38.550 Cooke, Caroline Unused reimbursement dollars cannot be used to fund activities or parent meals. 00:44:43.180 --> 00:45:05.430 Cooke, Caroline Records must be retained for the current year, and the three preceding years. SFSP application instructions do identify for you items that you need to update and return retain in your files each Connecticut State Department of Education • Page 21 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 year. There are some items that you don't have to submit with the application, but you do need to update them and keep them in your files for when we come out to do an administrative review. 00:45:07.630 --> 00:45:35.090 Cooke, Caroline Your inventory records and combination with invoices and receipts of purchases made throughout summer. The summer operating period should allow the calculation of how much was spent on food and nonfood items to support the program. So you should have a beginning inventory, you should have documentation of your purchases throughout the summer operating period and you should have an ending inventory. This really applies more to programs that are operating. 00:45:35.800 --> 00:45:54.950 Cooke, Caroline Around the year, so 12 months a year by operating a number of child nutrition programs. So if for example, you operate the National School lunch Program and you do your end of school inventory, that is also your start of summer inventory. 00:45:58.300 --> 00:46:16.270 Cooke, Caroline Self prep sponsors do need to maintain menus, keep accurate inventory records, maintain your daily meal, count forms, and keep itemized receipts of foods purchased. Vending sponsors will need to maintain daily meal count forms, delivery receipts and invoices for meals purchased. 00:46:19.180 --> 00:46:43.170 Cooke, Caroline We're going to go through some records that are needed to support your claims for reimbursement. You would need to have records of meal counts. So both first and second meals served to eligible children taken daily at each site. You must have separate counts of first and second meals to determine the number of second meals that may be cleaned. You may only claim up to 2% of the number of first meals that you served. 00:46:43.860 --> 00:46:51.470 Cooke, Caroline You would also have delivery receipts, production records or alternative methods to demonstrate. Reimbursable meals were composed. 00:46:54.250 --> 00:47:15.080 Cooke, Caroline Meals that are not reported in the reimbursement claim, but you must maintain records on our meals that are served to ineligible children in camps. Meals served to program adults, meals served to nonprogram adults, meals that are spoiled or damaged, meals in excess of the sites approved, level of service, and meals that were not served. 00:47:17.740 --> 00:47:45.210 Cooke, Caroline Additional meals that are not reimbursable meals are meals that were not served as a complete unit unless it was an implementation of offer versus serve meal patterns or types that were not approved Connecticut State Department of Education • Page 22 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 by SDE. Meals that were served at sites not approved by the SDE or outside the approved meal service times and meals that were consumed off-site. Assuming of course that there was not a non congregate waiver in place. 00:47:48.110 --> 00:48:18.690 Cooke, Caroline All meals are claimed at the meal site level. You must develop a system to compile daily meal counts into monthly meal counts and it needs to be a system that Terese and I can follow along with when we come out to do an administrative review. So you're going to lock us in a room with all your daily meal count sheets and your whatever system you've come up with to transform those piles of daily pieces of paper into a monthly claim. And we have to go through them and make sure that things match up. 00:48:22.800 --> 00:48:51.950 Cooke, Caroline We don't currently have any sponsors contracting with the food service management company outside of an NSLP agreement, meaning specifically just for the Summer Food Service Program. But these procurement requirements apply to all purchases with SFSP funds, so we're going to do a quick review to make sure we're all on the same page for proper procurement. So under $250,000 or possibly lower, if your local regulations are more stringent, you would need three quotes. 00:48:52.200 --> 00:49:05.880 Cooke, Caroline You would choose the lowest responsive responsible bidder. You would document all of communications with potential bidders and you would ensure that there's equal access to specification and information for all potential vendors. 00:49:07.560 --> 00:49:14.120 Cooke, Caroline Within this small purchase threshold is a micro purchase threshold. 00:49:15.200 --> 00:49:16.610 Cooke, Caroline And that could be. 00:49:17.560 --> 00:49:27.510 Cooke, Caroline Significantly lower depending on your local regulations, so some organizations have a micro purchase threshold of $2000 or $5000. 00:49:30.170 --> 00:49:54.800 Cooke, Caroline Under those smaller amounts, purchases are not competitive, but they must be dispersed among all potential vendors in the community. So that means, for example, if you're making a purchase from a grocery store, if you live in a community where there's three local grocery stores, you would need to distribute those small purchases among all of the three grocery stores for equal access to federal funds. Connecticut State Department of Education • Page 23 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 00:49:58.950 --> 00:50:07.530 Cooke, Caroline For procurement of over $250,000, there does have to be a public announcement of at least 14 days. 00:50:08.330 --> 00:50:12.980 Cooke, Caroline CSDE must approve the public announcement prior to publishing. 00:50:14.220 --> 00:50:18.100 Cooke, Caroline You would have a public opening that the state would be present for. 00:50:20.850 --> 00:50:43.840 Cooke, Caroline It would include food specifications and meal quality standards, cycle menu, any increases per amendment must have been stated in the original IFB and contract, so everything needs to be spelled out, and fortunately we have Andrew Paul in our office who's extremely knowledgeable about these contracts, provides lots of resource documents so that you don't have to come up with them from scratch on your own. 00:50:44.500 --> 00:50:58.810 Cooke, Caroline Will work with you and review your documents along the way so that as you reach these benchmarks where you're going out to the public announcement, doing the public opening, all of those things you already have, all of your ducks in a row to make sure that everything is lined up the way it should be. 00:51:02.850 --> 00:51:03.880 Cooke, Caroline To complete. 00:51:04.610 --> 00:51:35.070 Cooke, Caroline Umm, one of the larger purchases we do have such resources as a Recommendation for Bid Award, a sponsor, Vendor, award, conference checklist and a list of all of the items that would be part of that entire process. And as the final bullet says, communication is the key, so it's much easier to go through this lengthy, highly specified process. Walking through the process together as opposed to going through it and us getting everything at the end and. 00:51:35.150 --> 00:51:35.490 Cooke, Caroline And. 00:51:36.240 --> 00:51:47.610 Cooke, Caroline Finding areas possibly going all the way back to the beginning that need to be either corrected or redone. We never want that to happen, so we're very happy to have Andy to help us with this. Connecticut State Department of Education • Page 24 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 00:51:50.230 --> 00:52:11.000 Cooke, Caroline And these are just some very specific resources that help with that process. So items to help you with the proper procurement of competitive procurement. So the Super Circular 200 procurement standards guidance on competitive procurement standards, all of those good things. Just in case you have insomnia, they are available for you. 00:52:12.610 --> 00:52:23.550 Cooke, Caroline A reminder that contracting with the food service management company is initially a one year contract with options for four additional one year contract amendments. 00:52:27.490 --> 00:52:29.530 Cooke, Caroline And I'm happy to say. 00:52:30.270 --> 00:52:33.590 Cooke, Caroline This is the fastest the regulations. 00:52:34.230 --> 00:52:44.740 Cooke, Caroline Webinar or in person training has ever cooked on so I say that's good job to Terese and myself and also to Shannon for her very quick welcome address. 00:52:45.730 --> 00:52:54.080 Cooke, Caroline And I'm just going to take a really quick peek. I see we have a long note here, so I'm going to be quiet for just a second while I read it. So I don't try and read and talk at the same time. 00:52:55.620 --> 00:52:57.510 Yearwood, Shannon Caroline, would you like me to read it out loud to you? 00:52:57.570 --> 00:52:58.000 Cooke, Caroline Sure. 00:52:58.590 --> 00:53:24.710 Yearwood, Shannon All right, so I have a question for the Q&A portion. This is regarding the reimbursement rate for SFSP for food service management company site. We are currently receiving the full summer Food Service Program. Reimbursement rate amount. Will we be reduced the vended amount noted on the slide for the summer program versus the school year program this summer or will we still be receiving the full reimbursement amount as we currently are? 00:53:25.100 --> 00:53:55.020 Cooke, Caroline Connecticut State Department of Education • Page 25 of 30
Summer Meals SFSP Regulations Training Transcript: May 19, 2022 OK. That's a great question, Sherry. I would say slightly controversial question, but still a great question nonetheless. To my knowledge, there has been nothing that says anything different other than back to normal business as usual pertaining to SFSP meal reimbursement rates. So you would be going back to the SFSP meal reimbursement rate as of ended sponsor. So East Hartford Public Schools is the sponsor, they would receive the vended rate. 00:53:55.100 --> 00:53:55.950 Cooke, Caroline For SFSP. 00:53:56.590 --> 00:53:57.210 Cooke, Caroline Good question. 00:53:58.050 --> 00:54:15.500 Yearwood, Shannon Yeah, and that's absolutely right, Caroline. The so with the USDA waiver, flexibility is not continuing past July 1st. That is an act of Congress. And so what that means is even though in Caroline did allude to us applying for some of the flexibilities that we will be able to. 00:54:16.720 --> 00:54:43.170 Yearwood, Shannon To to implement this year, if we are approved, one of the caveats to that is we cannot cost the federal government anymore fund any more money than what normal program operations would be. And so just if you kind of have that in mind as you're thinking about basically if it costs more than it normally would, which would definitely include their enhanced reimbursement rates, then it's not continuing beyond June 30th of this year. 00:54:47.250 --> 00:54:50.810 Yearwood, Shannon So they don't see any more questions in the chat. 00:54:51.210 --> 00:55:21.160 Yearwood, Shannon Umm, but I'm sure that everybody here has you know what I'm gonna say, bookmarked program guidance for you who are for those of you who are new to Summer Food Service Program or just having bookmarked that yet. Please note that when you do go into our summer food service program, webpages that you will be able to access a different type of program resources. Then you see on our primary on our school nutrition pages. So just keep that in mind the. 00:55:21.230 --> 00:55:31.290 Yearwood, Shannon The program guidance is different and in list is specifically for the different programs. So if you're on that school nutrition one, you may not find your Summer Food Service Program resources that you're looking for. 00:55:32.910 --> 00:55:40.260 Yearwood, Shannon Connecticut State Department of Education • Page 26 of 30
You can also read