B026-11 by pengtao


									July 5, 2011                                                    (X) Action Required
                                                                Due Date: 8/31/2011
                                                                ( ) Informational


TO:            Administrators of Residential Child Care Institutions

FROM:          Randy I. Dorn, State Superintendent of Public Instruction

RE:            Renewal of Residential Child Care Institutions (RCCI) Child Nutrition
               Programs Application – 2011–12 School Year

CONTACT: Angela Ruiz      360-725-6212       angela.ruiz@k12.wa.us
         Debra Calhoun    509-323-2751       debra.calhoun@k12.wa.us
         Kari Lund        425-776-2955       kari.lund@k12.wa.us
         Linsey LaPlant   425-292-0530       linsey.laplant@k12.wa.us
         Pam Mahre        509-575-2412       pam.mahre@k12.wa.us
         The agency TTY number is 360-664-3631

General Information

Residential child care institutions (RCCIs) that intend to continue participation in the
National School Lunch Program (NSLP) and/or the School Breakfast Program (SBP) for
school year 2011–12 must complete and return the renewal application packet by
August 31, 2011. Late renewals may not be approved in time to allow September
meals to be claimed for reimbursement.

New This Year

The Healthy, Hunger-Free Kids Act of 2010
In December 2010, Congress passed the Healthy, Hunger-Free Kids Act of 2010. This
is the Reauthorization of Child Nutrition Programs. Since then, the United States
Department of Agriculture (USDA) has sent guidance to implement some of the new
regulations. The following paragraphs outline the new laws. Detailed Child Nutrition
Reauthorization updates (CNR updates) have been e-mailed to local education
agencies (LEAs). If you have not received these updates, please contact your assigned
program specialist.
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July 5, 2011

Water Availability
LEAs must make potable water available to students during the lunch service period, in
the place where lunch meals are eaten. Students are not required to take water and
likewise, water is not part of the reimbursable meal.

This requirement is met when water fountains are available inside the cafeteria where
students consume meals, when a water faucet is available to students inside the
classroom in which they consume lunch meals, or when water pitchers or other water
dispenser and cups are available to students in the cafeteria for self-service.

The water must be available at no charge to students. Reasonable costs associated
with providing water to students would be an allowable cost to the non-profit school food
service account. This change is effective July 1, 2011.

New Fluid Milk Requirements
Fluid milk requirements have changed to meet the recommendations made in the 2010
Dietary Guidelines for Americans (DGA). Effective July 1, 2011, LEAs must offer
students at least two choices of milk that are either fat-free or 1% milk-fat. Fluid milk in
fat contents greater than 1% can no longer be served.

The proposed rule: Nutrition Standards in the NSLP/SBP will allow only fat-free
flavored milk as an option. The rule is not yet implemented; however, LEAs may
choose to make this change now.

New Meal Patterns
The USDA released a proposed rule for new meal patterns. This is also known as
Nutrition Standards in the NSLP/SBP. New meal patterns are not anticipated to be
implemented any earlier than school year 2012–13.

LEAs are cautioned against making any changes at this time. However, the following
suggestions may help when new meal patterns are implemented. These are to
encourage students to take fruits and vegetables, limit starchy vegetables, incorporate
the vegetable subgroups into menus, offer more whole grain food items, and decrease
sodium by selecting lower sodium products and modifying recipes.

Social Security Numbers
The requirements for collecting the full Social Security Number have changed. The
adult household member who signs the free and reduced-price meal application must
now provide only the last four digits of their Social Security Number. The 2011–12 state
prototype free and reduced-price meal applications have been updated to reflect this
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July 5, 2011

Foster Children
Foster children are now categorically eligible for free meals. There are three ways to
certify foster children for free meals. First, foster parents can bring in a letter from the
court or agency that has placed the foster child in their care. No application would be
required. A copy of the letter must be kept on file. Second, foster parents can fill out
one application for all foster children in their care. Third, foster parents can fill out an
application for the household and include all foster children on the application. Foster
children are approved for free meals. The students in the household would be
approved for free or reduced-price meals based on household size and income. State
prototype applications also reflect this change.

Application Checklist

The enclosed 2011–12 application checklist indicates the items to complete and return,
both electronically and on paper. This checklist must be returned with the application
packet and include applicable attachments.

After-School Snack Program

Snacks may be claimed for children through age 18 that are served “after” the regular
school day for regularly scheduled educational or enrichment activities that are
structured and supervised. Snack service may be set following the school day or may
even be scheduled after supper has been served.

Reimbursement for snacks will be at the free rate for sites serving snacks (this excludes
snacks served to day students, if applicable).

Adult Meal Prices

It is important that the price for adult meals are set high enough to cover the cost of the
meal, including food, labor, supplies, and indirect rate.

The price set for adult meals must be the actual cost of the meal (as described above),
and include the value of United States Department of Agriculture (USDA) Foods
(commodities), if received.

Offer Versus Serve

Offer Verses Serve (OVS) allows LEAs to let children choose which menu items they
wish to eat from those items being served. It is required that LEAs follow the OVS
option for high school-aged children. It is optional for middle school and elementary
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July 5, 2011

school-aged children. With the OVS option, a LEA, using the Traditional Menu Planning
Option, would allow children to choose three of the five items or four of the five items.
This choice will be made when completing the sponsor’s site information online.

We recognize that a RCCI, where meals are transported and “served” to students or if
sack lunches are served, may find it difficult to meet the OVS requirements. Therefore,
USDA has allowed RCCIs to use the serve only option.

User Authorization (UA) Form

The user authorization (UA) form must be completed and returned only if there are
changes to the names on file. Remember, the submission of a new form will terminate
all previous users. Child Nutrition Services (CNS) will authorize up to two people in
each category (applications; claims) to have access to the online system. The UA form
must be filled out completely with an original signature. No photocopies or faxes will be

Your prompt response in returning the UA, if needed, will help ensure that your annual
renewal application is approved in a timely manner.

Contracting with Food Service Management Companies (FSMC)

A RCCI that uses an outside contractor to provide meal service, management, and/or
consulting services must have the contract reviewed by the Office of Superintendent of
Public Instruction (OSPI) before claims for reimbursement can be paid. All services
provided by the management company, including assistance in nutrient standard menu
planning and fees charged, must be included in the contract.

Failure to submit the food service management company contract, if applicable, by
August 31, 2011, may result in the denial of meal reimbursement and the cessation of
United States Department of Agriculture (USDA) foods delivery until the agreement is
approved. If you have questions regarding FSMC contracts, contact Jeff Booth at 360-
725-6217 or by email at jeff.booth@k12.wa.us.

Interagency Agreements to Operate the National School Lunch and Breakfast

Interagency agreements occur when one agency prepares breakfasts, lunches, and/or
snacks for another agency. Per USDA federal regulations, OSPI must approve
interagency agreements.
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July 5, 2011

All interagency agreements must include the following information:

•     Length of time the agreement is in effect.
•     Responsible party for point-of-service (POS) meal counts.
•     Responsible party for management of the free and reduced-price meal process
      (day students only).
•     Responsible party for approval of the free and reduced-price meal applications
      (day students only).
•     Responsible party for the verification process (day students only).
•     Responsible party for paying any overclaims identified during reviews.
•     Responsible party for performing edit checks.
•     Responsible party for meal count and claiming.

Failure to submit the interagency agreement, if applicable, by September 15, 2011, may
result in the denial of meal reimbursement and the cessation of USDA foods delivery
until the agreement is approved. For questions on interagency agreements, contact Jeff
Booth, at 360-725-6217 or by email at jeff.booth@k12.wa.us.

Note to Private Residential Child Care Institutions (RCCI)

Private RCCIs must have a current license for each site in order to participate in Child
Nutrition Programs. RCCIs, with the exception of state and county institutions, must
submit a copy of their license with this agreement or a copy of the Department of Social
and Health Services letter-in-lieu of a license if a new license has not been issued.
RCCIs with expired licenses will not be reimbursed for meals until OSPI receives the
required documentation.

Questions relating to the Child Nutrition Programs agreement should be directed to the
program specialist for your area.

The agency TTY number is 360-664-3631. This information is also available on the
agency Web site at http://www.k12.wa.us/BulletinsMemos/bulletin2011.aspx.

K-12 EDUCATION                                 STUDENT SUPPORT

Alan Burke, Ed.D.                              Martin T. Mueller
Deputy Superintendent                          Assistant Superintendent

George C. Sneller, Director
Child Nutrition Services

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July 5, 2011

Attachment 1              Instructions for Completing Attachments

Attachment 2              FORM SPI RCCI 280 RENCKLST
                          2011–12 Application Checklist for RCCIs

Attachment 3              FORM SPI RCCI CNS M-280
                          Child Nutrition Programs Food Services
                          Agreement RCCI

Attachment 4              FORM SPI RCCI 280C-2
                          Student Income Policy Statement by RCCI

Attachment 5              FORM SPI RCCI CNS 280 LOB
                          Certification Regarding Lobbying

Attachment 6              FORM SPI RCCI CNS 280F
                          Disclosure of Lobbying Activities

Attachment 7              FORM SPI RCCI 1532A CNP User Auth
                          User Authorization for Child Nutrition Programs

Attachment 8              FORM SPI NSLP/Private/RCCI EX III
                          2011–12 Letter to Households NSLP/SBP

Attachment 9              FORM SPI NSLP EX A
                          2011–12 Household Application for Free and
                          Reduced-Price Meals

Attachment 10             FORM SPI RCCI 280 INC GDLNS
                          USDA Child Nutrition Program Income

Attachment 11             ATT2 RCCI
                          Notice of Eligibility for Free or Reduced-Price

Attachment 12             ATT3 RCCI
                          Notice of Denied Eligibility for Free or
                          Reduced-Price Meals

Attachment 13             ATT4 RCCI
                          Notice that Temporary Approval for Free Meals
                          is Expiring Soon
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July 5, 2011

Child Nutrition Program                                         CFDA#

Child and Adult Care Food Program                               10.558
Commodity Supplemental Food Program                             10.565
National School Lunch Program                                   10.555
School Breakfast Program                                        10.553
Special Milk Program                                            10.556

Summer Food Service Program                                     10.559
 (a.k.a. Simplified Summer Food Program)

The U.S. Department of Agriculture (USDA) prohibits discrimination in all of its programs and activities on the basis of
race, color, national origin, gender, age, or disability. Persons with disabilities who require alternative means for
communication of program information (Braille, large print, audiotape, etc.) should contact USDA’s TARGET Center
at 202-720-2600 (voice and TTY).

To file a complaint of discrimination, write USDA Director, Office of Civil Rights, 1400 Independence Avenue SW,
Washington DC 20250-9410 or call 800-795-3272 or 202-720-6382 (TTY). USDA is an equal opportunity provider
and employer.

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