July 5, 2011 (X) Action Required Due Date: 8/31/2011 ( ) Informational BULLETIN NO. 026-11 CHILD NUTRITION SERVICES 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 email@example.com Debra Calhoun 509-323-2751 firstname.lastname@example.org Kari Lund 425-776-2955 email@example.com Linsey LaPlant 425-292-0530 firstname.lastname@example.org Pam Mahre 509-575-2412 email@example.com 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. BULLETIN NO. 026-11 CNS Page 2 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 change. BULLETIN NO. 026-11 CNS Page 3 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 BULLETIN NO. 026-11 CNS Page 4 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 accepted. 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 firstname.lastname@example.org. Interagency Agreements to Operate the National School Lunch and Breakfast Programs Interagency agreements occur when one agency prepares breakfasts, lunches, and/or snacks for another agency. Per USDA federal regulations, OSPI must approve interagency agreements. BULLETIN NO. 026-11 CNS Page 5 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 email@example.com. 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 RD:kew BULLETIN NO. 026-11 CNS Page 6 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 Guidelines Attachment 11 ATT2 RCCI Notice of Eligibility for Free or Reduced-Price Meals 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 BULLETIN NO. 026-11 CNS Page 7 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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