Illinois State Board of Education 100 North First Street Springfield, Illinois 62777-0001 www.isbe.net James T. Meeks Chairman February 23, 2017 Tony Smith, Ph.D. State Superintendent of Education Jerry Jordan South Holland School District 150 848 East 170th Street South Holland, Illinois 60473-3413 Agreement No. 07-016-1500-02 Dear Mr. Jordan: Enclosed is the report of the School Nutrition Programs administrative review conducted on January 17 through 20, 2017. 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 March 27, 2017. 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 Jorge Nieves at jnieves@isbe.net. For all other program questions, please contact our office at 800/545-7892. Sincerely, Mark R. Haller, SNS Division Administrator Nutrition and Wellness Programs Enclosure cc: File
SCHOOL NUTRITION PROGRAMS ADMINISTRATIVE REVIEW REPORT This report summarizes the results of the administrative review of the School Nutrition Programs sponsored by South Holland School District 150, Agreement #07-016-1500-02, conducted on January 17 through 20, 2017, by Jorge Nieves, Principal Consultant. The results of the review were discussed at an exit conference on January 20, 2017, with Jerry Jordan, Superintendent; and Joyce Kelly, Secretary. Greenwood Elementary School was 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 Offer Versus Serve Dietary Specifications and Nutrient Analysis Civil Rights On-Site Monitoring Local School Wellness Policy Professional Standards Food Safety Outreach 1
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. Local School Wellness Policy The local wellness policy is not evaluated on a periodic basis. A plan must be established to evaluate the policy periodically to ensure each school is meeting the local wellness policy. School Breakfast Program and 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. Certification and Benefit Issuance A household eligibility application was approved in the wrong category. The application was approved free and should have been denied. A procedure must be established to ensure household eligibility applications are approved in the appropriate category according to the current income guidelines. Two household eligibility applications were missing information. an application was missing the names of all household members and income by source/frequency, and another application was missing the income by source and/or frequency. All household eligibility applications approved for free and reduced-priced meals must contain all information as required by program regulations. A procedure must be established to ensure all household eligibility applications contain the required information. Verification The frequency of the income could not be determined based on the information submitted. In these instances, the household must be contacted to determine how frequently the income is received to accurately evaluate verification documentation. The notification letter sent to the households selected for verification does not contain the required information. The letter is missing the timeframe from which the household may submit the documentation and a telephone number available free of charge. The verification notification letter sent to selected households must contain the required information. 2
Greenwood Elementary School As a result of the review at Greenwood Elementary School on January 17 and 18, 2017, the following problems were identified. All other areas were found to be in compliance. Meal Components and Quantities Day of On-Site Observation Two breakfasts observed did not contain all required components. All meals must contain the required number of components. A reimbursable breakfast must contain a fruit, a grain/bread, and milk in the required serving sizes. At breakfast, the portion size of the fruit did not meet meal pattern requirements. The minimum serving size of the fruit must be 1 cup. Appropriate documentation, including Child Nutrition (CN) labels, Product Formulation Statements (PFS) or standardized recipes, must be available to validate the contributions of the food items to the meal pattern requirements. At breakfast, the site does not offer two fat-free (unflavored or flavored) or a low-fat (1% milk fat or less) unflavored and a fat-free milk (unflavored or flavored). Students must be offered the appropriate milk choices. Meal Components and Quantities Selected Week (November 14-18, 2016) The grain/bread ounce equivalents offered were not whole-grain rich at breakfast. All of the grain/bread ounce equivalents offered each week must be whole-grain rich. Appropriate documentation must be available to validate the contributions of the food items to the meal pattern requirements. On-site Monitoring An annual on-site review for lunch was not conducted by February 1 for Greenwood Elementary School. These reviews must be conducted by February 1 of each year to ensure that site claims are based on a daily meal count, by category, taken at the point of service. An annual on-site review for breakfast was not conducted by February 1 for Greenwood Elementary School. These reviews must be conducted by February 1 of each year to ensure that site claims are based on a daily meal count, by category, taken at the point of service. 3
Food Safety A copy of the most recent health inspection was not posted. The site must post a copy of the most recent health inspection in a prominent viewing area. 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. Based upon a review of the storage areas, the proper temperature was not maintained in the freezer. The temperature of freezers must be maintained at 0 degrees or below. Fiscal Action As a result of the problems cited, an overclaim for November and December 2016 and January 2017 has been identified for the following programs: National School Lunch Program - $449.78 School Breakfast Program - $191.48 Federal regulations allow this office to waive overclaims less than $600.00; therefore, these overclaims 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 $600.00 threshold, fiscal action will be required. 4