Illinois State Board of Education

Transcription

1 March 31, 2017 Illinois State Board of Education 100 North First Street Springfield, Illinois James T. Meeks Chairman Tony Smith, Ph.D. State Superintendent of Education Margaret Manville New Lenox School District South Cedar Road New Lenox, Illinois Agreement No Dear Ms. Manville: Enclosed is the report of the School Nutrition Programs administrative review conducted on December 12 through 15, The report identifies the problems cited during the review and the corrective action recommended. A corrective action plan to the review report must be received in our office by May 1, This response must detail the specific actions taken to correct any problems cited and must be signed by the appropriate school official. Technical assistance materials and/or training opportunities may be available to assist in correcting problems identified in the review. The cooperation of personnel during the visit was appreciated. If you have questions regarding your review, please contact Jessica Smith at jessmith@isbe.net. For all other program questions, please contact our office at 800/ Sincerely, Mark R. Haller, SNS Division Administrator Nutrition and Wellness Programs Enclosure cc: File

2 SCHOOL NUTRITION PROGRAMS ADMINISTRATIVE REVIEW REPORT This report summarizes the results of the administrative review of the School Nutrition Programs sponsored by New Lenox School District 122, Agreement # , conducted on December 12 through 16, 2016, by Jessica Smith, Principal Consultant. The results of the review were discussed at an exit conference on Friday, December 16, 2016 with Lynn Zajda, Business Office Support Specialist. Nelson Ridge School, Oster-Oakview School, and Spencer Pointe Elementary School were visited during this review. The purpose of the review was to monitor the school food authority's compliance with the federal and state program regulations. The following areas of program compliance were evaluated: Certification and Benefit Issuance Verification Meal Counting and Claiming Meal Components and Quantities Offer Versus Serve Dietary Specifications and Nutrient Analysis Civil Rights On-Site Monitoring Local School Wellness Policy Smart Snacks Professional Standards Water Food Safety Reporting and Recordkeeping Outreach During the review, technical assistance was provided in the following areas: Certification and Benefit Issuance Verification Meal Counting and Claiming Meal Components and Quantities Professional Standards Food Safety Outreach 1

3 Problems cited may require a joint corrective action effort between the sponsor and the contractor of the meals. The sponsor must establish the necessary procedures to ensure that the contractor works cooperatively to develop corrective action for those specific problems. As a result of the review, the following problems were identified. All other areas were found to be in compliance with program requirements. Certification and Benefit Issuance Benefits were issued in error. Three students were receiving free meals without determining the eligibility on the basis of a correctly approved application or direct certification documentation. Children who do not have a current application or direct certification documentation on file must be claimed as paid. A procedure where the approved categories of students are compared to the benefit issuance document must be established. When changes in benefits occurred, the benefit issuance document was not updated in a timely manner. The benefit issuance document must accurately reflect the eligibility status of each student. Increases in benefits must occur within 3 operating days. Decreases in benefits must occur within 10 calendar days. Verification An adequate number of household eligibility applications were not verified. One additional applications must be verified immediately. A procedure must be established to ensure an adequate number of applications are verified based upon the selection method used. Documentation submitted by households selected for verification has not been accurately evaluated. The frequency of the income could not be determined based on the information submitted. In these instances, the households must be contacted to determine how frequently the income is received to accurately evaluate verification documentation. Meal Counting and Claiming The computer system conducted the edit; however, the data not evaluated by the sponsor. Prior to submitting the monthly Claim for Reimbursement, procedures must be implemented to perform edits of daily meal counts for each site. The daily number of free, reduced-price, and paid meals must be compared to the number of current eligibles and the attendance-adjusted eligibles. In addition, the total number of meals claimed must be compared to the maximum number of meals, per category. 2

4 Professional Standards Training requirements have not been met for the director. For school year , the director was required to have a minimum of 8 hours of training. For the current school year, the minimum hours of training has increased to 12 hours annually. The response must identify how the director will meet the current annual training requirements. School staff who work with the School Nutrition Programs, Administrative Staff, did not meet the training requirements. For school year , staff working with the School Nutrition Programs were required to have a minimum of 4 hours of training. For the current school year, the minimum hours of training has increased to 6 hours annually for staff who work with School Nutrition Programs 20 or more hours per week. Staff who work less than 20 hours per week with School Nutrition Programs are required to have a minimum of 4 hours training annually. The response must identify how staff who work with the School Nutrition Programs will meet the current annual training requirements. Food Safety The food safety plan on file was the template found in the Nutrition Programs website. A food safety plan specific to the district and each site, including standard operating procedures, must be developed and implemented. Summer Food Service Program Outreach Households have not been notified of the availability of the Summer Food Service Program. Outreach to households regarding the Summer Food Service Program must occur before the end of the school year. Nelson Ridge Intermediate School Site #42526 As a result of the review at Nelson Ridge Intermediate School on December 14, 2016, the following problems were identified. All other areas were found to be in compliance. Meal Components and Quantities Day of On-Site Observation Five lunches observed did not contain all required components. All meals must contain the required number of components. A reimbursable lunch must contain a meat/meat alternate, a fruit, a vegetable, a grain/bread, and milk in the required serving sizes. Meal Components and Quantities Selected Week (November 29-December 2, 2016) The minimum weekly requirement was not met for the starchy vegetable subgroup at lunch. The minimum weekly requirement must be met for each vegetable subgroup. 3

5 Production Records/Standardized Recipes Production records do not contain the required information for the day of review. On the production records, the recipe or product name was not recorded for all foods and the grade groups were not accurate. Production records must accurately reflect the specific foods/condiments used, recipe or product name, grade groups, portion sizes, student and total projected servings, amount of food used, and the number of leftovers. A recipe for Smoked Turkey Sandwich was not available on the selected week. Standardized recipes must be on file when two or more ingredients are combined. Required information includes the weight or measurement of each ingredient, steps of preparation, yield, and portion sizes. Standardized recipes must contain the weight or measurement of each ingredient, steps of preparation, yield, and portion sizes. Food Safety Temperature logs are not completed. On a daily basis, the temperatures of prepared cold/hot foods and all storage areas must be recorded. These temperature logs must be maintained on file for six months. Oster-Oakview Intermediate School Site #14990 As a result of the review at Oster-Oakview Intermediate School on December 13, 2016, the following problems were identified. All other areas were found to be in compliance. Meal Components and Quantities Selected Week (November 29-December 2, 2016) The minimum weekly requirement was not met for the starchy vegetable subgroup at lunch. The minimum weekly requirement must be met for each vegetable subgroup. Production Records/Standardized Recipes Production records do not contain the required information for the day of review. On the production records, the recipe or product name was not recorded for all foods and the grade groups were not accurate. Production records must accurately reflect the specific foods/condiments used, recipe or product name, grade groups, portion sizes, student and total projected servings, amount of food used, and the number of leftovers. Recipes for Bagel Day, Cold Cut Combo, Turkey Ham Lunchable, Chicken Fajita Wrap, and Turkey Swiss Flatbread were not available on the selected week. Standardized recipes must be on file when two or more ingredients are combined. Required information includes the weight or measurement of each ingredient, steps of preparation, yield, and portion sizes. Standardized recipes must contain the weight or measurement of each ingredient, steps of preparation, yield, and portion sizes. 4

6 Spencer Pointe Elementary School Site #57054 As a result of the review at Spencer Pointe Elementary School on December 14, 2016, the following problems were identified. All other areas were found to be in compliance. Meal Components and Quantities Selected Week (November 29-December 2, 2016) The minimum weekly requirement was not met for the starchy vegetable subgroup at lunch. The minimum weekly requirement must be met for each vegetable subgroup. Production Records/Standardized Recipes Production records do not contain the required information for the day of review. On the production records, the recipe or product name was not recorded for all foods and the grade groups were not accurate. Production records must accurately reflect the specific foods/condiments used, recipe or product name, grade groups, portion sizes, student and total projected servings, amount of food used, and the number of leftovers. A recipe for Smoked Turkey Sandwich was not available on the selected week. Standardized recipes must be on file when two or more ingredients are combined. Required information includes the weight or measurement of each ingredient, steps of preparation, yield, and portion sizes. Standardized recipes must contain the weight or measurement of each ingredient, steps of preparation, yield, and portion sizes. Fiscal Action As a result of the problems cited, an overclaim of $ for November and December 2016 has been identified for the National School Lunch Program. Federal regulations allow this office to waive overclaims less than $600.00; therefore, the National School Lunch Program overclaim will not be assessed. However, if you participate in the Seamless Summer Option (SSO) and an overclaim is identified with a future SSO Claim for Reimbursement, the overclaim amount will be added to the above assessment and a new fiscal adjustment amount will be calculated. If the new assessment exceeds the $ threshold, fiscal action will be required. 5