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HomeMy WebLinkAboutResolutions - 2015.11.12 - 22082MISCELLANEOUS RESOLUTION • #15277 November 12, 2015 BY: General Government Committee, Christine Long, Chairperson IN RE: DEPARTMENT OF HEALTH AND HUMAN SERVICES CHILDREN'S VILLAGE DIVISION — 2015/2016 NATIONAL SCHOOL LUNCH PROGRAM GRANT ACCEPTANCE To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Oakland County Children's Village Division has received acceptance of the grant application to the Office of School Support Services, Michigan Department of Education for reimbursement of meals and snacks provided to the residents at Children's Village; and WHEREAS the Office of School Support Services, Michigan Department of Education administers the United States Department of Agriculture National School Lunch/Commodity Distribution, Afterschool Snack and Breakfast Programs; and WHEREAS the purpose of the program is to make nutritionally balanced, low cost meals, snacks, and/or milk available statewide to children through the completion of high school; and WHEREAS the Oakland County Children's Village is registered as a residential child care institution; and WHEREAS Mandy's Place residents qualify for free breakfasts, free lunches, and free dinners seven days a week and are reimbursed based on rates provided in Attachment A; and WHEREAS the balance of campus residents qualify for free severe need breakfasts, free lunches, and free afterschool snacks seven days a week and are reimbursed based on rates provided in Attachment B; and WHEREAS in addition, Children's Village qualifies for a performance-based extra 6 cents per breakfast and lunch as shown in Attachment B and is based on whole grain menu items served to residents; and WHEREAS the grant amount is unknown at the time of acceptance, however, it is based on the attached per meal reimbursement rates. For the previous grant period of July 1, 2014 through June 30, 2015, the total cost of meals and snacks was approximately $758,075, of which Children's Village was reimbursed $317,060 from the Michigan Department of Education for the school meal programs; and WHEREAS the funding period is July 1, 2015 through June 30, 2016; and WHEREAS there is no grant match requirement; and WHEREAS the attached agreement has been approved in accordance with the County Executive's review process. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes and accepts the attached 2015-2016 National School Lunch/USDA Food Distribution Agreement and Certification Statement for grant meal reimbursements. BE IT FURTHER RESOLVED that acceptance of this grant does not obligate the County to any future commitment. BE IT FURTHER RESOLVED that this grant acceptance will take effect upon Board of Commissioner approval and authorization. Chairperson, on behalf of the General Government Committee, I move the adoption of the foregoing resolution. GENERAL GOVERNMENT COMMITTEE Motion carried unanimously on a roll call vote with Matis absent. GRANT REVIEW SIGN OFF — Children's Village GRANT NAME: 2015/2016 National School Lunch Program FUNDING AGENCY: Michigan Department of Education DEPARTMENT CONTACT PERSON: Joanna Overall 858-1164 STATUS: Grant Acceptance DATE: October 26, 2015 Pursuant to Misc. Resolution #13180, please be advised the captioned grant materials have completed internal grant review. Below are the returned comments. The captioned grant materials and grant acceptance package (which should include the Board of Commissioners' Liaison Committee Resolution, the grant agreement/contract, Finance Committee Fiscal Note, and this Sign Off email containing grant review comments) may be requested to be placed on the appropriate Board of Commissioners' committee(s) for grant acceptance by Board resolution. DEPARTMENT REVIEW Department of Management and Budget: Approved. — Laurie Van Pelt (10/12/2015) Department of Human Resources: HR Approved (No Committee) — Lori Taylor (10/12/2015) Risk Management and Safety: Approved by Risk Management. — Robert Erlenbeck (10/19/2015) Corporation Counsel: Approved. — Bradley G. Berm (10/14/2015) I have had a chance to review the new documentation. I see no legal issues. Approved. — Bradley G. Benn (10/26/2015) From: Van Pelt, Laurie M To: West, Catherine A; Secontine, Julie L; Taylor, Lori; Davis, Patricia G Cc: Overall, Joanna 3; Strong, Lori M; Pisacreta, Antonio S; McLernon, Kathleen PI Subject: RE: GRANT REVIEW: Department of Health and Human Services/Children's Village - 2015/2016 National School Lunch Program - Grant Acceptance Date: Monday, October 12, 2015 2:21:04 PM Approved. From: West, Catherine A Sent: Monday, October 12, 2015 8:40 AM To: Secontine, Julie L; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G Cc: Overall, Joanna 3; Strong, Lori M; Pisacreta, Antonio S; McLernon, Kathleen M Subject: GRANT REVIEW: Department of Health and Human Services/Children's Village - 2015/2016 National School Lunch Program - Grant Acceptance GRANT REVIEW FORM TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor — Julie Secontine — Pat Davis RE: GRANT CONTRACT REVIEW RESPONSE — Department of Health and Human S ervices/Children' s Village 2015/2016 National School Lunch Program Michigan Department of Education Attached to this email please find the grant document(s) to be reviewed. Please provide your review stating your APPROVAL, APPROVAL WITH MODIFICATION, or DISAPPROVAL, with supporting comments, via reply (to all) of this email. Time Frame for Returned Comments: October 19, 2015 GRANT INFORMATION Date: October 12, 2015 Operating Department: Children's Village Department Contact: Joanna Overall, Manager Contact Phone: 81164 Document Identification Number: 630008006 REVIEW STATUS: Acceptance — Resolution Required Funding Period: July 1, 2015 through June 30, 2016 Original source of funding: Federal CFDA 410.553, 10.555, and 10.558 Will you issue a sub award or contract: No New Facility / Additional Office Space Needs: No IT Resources (New Computer Hardware / Software Needs or Purchases): No Funding Continuation/New: Continuation Application Total Project Amount: All eligible meals to be reimbursed based on attached meal rate Prior Year Total Funding: $317,059.55 From: Taylor, Lori To: West, Catherine A; Secontine, Julie L; Van Pelt, Laurie M; Davis, Patricia G Cc: Overall, Joanna .7; Strong, Lori M; Pisacreta, Antonio S; McLernon, Kathleen M; Russell, Roosevelt F Subject: RE: GRANT REVIEW: Department of Health and Human Services/Children's Village - 2015/2016 National School Lunch Program - Grant Acceptance Date: Monday, October 12, 2015 2:36:42 PM HR Approved (No Committee) From: West, Catherine A Sent: Monday, October 12, 2015 8:40 AM To: Secontine, Julie L; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G Cc: Overall, Joanna J; Strong, Lori M; Pisacreta, Antonio S; McLernon, Kathleen M Subject: GRANT REVIEW: Department of Health and Human Services/Children's Village - 2015/2016 National School Lunch Program - Grant Acceptance GRANT REVIEW FORM TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor — Julie Secontine — Pat Davis RE: GRANT CONTRACT REVIEW RESPONSE — Department of Health and Human Services/Children' s Village 2015/2016 National School Lunch Program Michigan Department of Education Attached to this email please find the grant document(s) to be reviewed. Please provide your review stating your APPROVAL, APPROVAL WITH MODIFICATION, or DISAPPROVAL, with supporting comments, via reply (to all) of this email. Time Frame for Returned Comments: October 19, 2015 GRANT INFORMATION Date: October 12, 2015 Operating Department: Children's Village Department Contact: Joanna Overall, Manager Contact Phone: 81164 Document Identification Number: 630008006 REVIEW STATUS: Acceptance — Resolution Required Funding Period: July 1, 2015 through June 30, 2016 Original source of funding: Federal CFDA #10.553, 10.555, and 10.558 Will you issue a sub award or contract: No New Facility / Additional Office Space Needs: No IT Resources (New Computer Hardware / Software Needs or Purchases): No Funding Continuation/New: Continuation Application Total Project Amount: All eligible meals to be reimbursed based on attached meal rate Prior Year Total Funding: $317,059.55 From: Erlenbeck, Robert C To: West, Catherine A; Secontine, lute L; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G Cc; Overall, Joanna J; Strang, Lod M; Pisacreta, Antonio S; McLernon, Kathleen M Subject: RE: GRANT REVIEW: Department of Health and Human Services/Children's Village - 2015/2016 National School Lunch Program - Grant Acceptance Date; Monday, October 19, 2015 8:39:16 AM Approved by Risk Management, R.E. 10/19/15, From: Johnson, Sandra K Sent: Monday, October 12, 2015 8:56 AM To; West, Catherine A; Secontine, Julie L; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G Cc: Overall, Joanna J; Strong, Lori M; Pisacreta, Antonio S; McLernon, Kathleen M Subject: RE: GRANT REVIEW: Department of Health and Human Services/Children's Village - 2015/2016 National School Lunch Program - Grant Acceptance Please be advised that your request for Risk Management's assistance has been assigned to Bob Erlenbeck (ext. 8-1694). If you have not done so already, please forward all related and future information, documentation, and correspondence to Terri Easterling and Sandy Johnson. Also, please include Risk Management's assignment number RN116-0006 regarding this matter. Thank you. From: West, Catherine A Sent: Monday, October 12, 2015 8:40 AM To: Secontine, Julie L; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G Cc: Overall, Joanna J; Strong, Lori M; Pisacreta, Antonio S; McLernon, Kathleen M Subject: GRANT REVIEW: Department of Health and Human Services/Children's Village - 2015/2016 National School Lunch Program - Grant Acceptance GRANT REVIEW FORM TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor — Julie Secontine — Pat Davis RE: GRANT CONTRACT REVIEW RESPONSE — Department of Health and Human S erviees/Children' s Village 201512016 National School Lunch Program Michigan Department of Education Attached to this email please find the grant document(s) to be reviewed. Please provide your review stating your APPROVAL, APPROVAL WITH MODIFICATION, or DISAPPROVAL, with supporting comments, via reply (to all) of this email. Time Frame for Returned Comments: October 19, 2015 GRANT INFORMATION Date: October 12, 2015 From To: Cc: Subject: Date: Berm, Bradley G West, Catherine A Overall, Joanna ] 2015-0951-01 CHIVI GRANT REVIEW 2015/2016 National School Lunch Program - Grant Acceptance Wednesday, October 14, 2015 7:31:53 AM 1.4.41.0.5.922.902n11 Approved. Bradley G. Benn Assistant Corporation Counsel Department of Corporation Counsel 1200 N. Telegraph Road Bldg 14 East Courthouse West Wing Extension, 3rd Floor Pontiac, MI 48341-0419 Phone: (248) 858-0558 Fax: (248) 858-1003 Email: bennb@oakgov corn, PRIVILEGED AND CONFIDENTIAL —ATTORNEY CLIENT COMMUNICATION This e-mail is intended only for those persons to whom it is specifically addressed. It is confidential and is protected by the attorney-client privilege and work product doctrine. This privilege belongs to the County of Oakland, and individual addressees are not authorized to waive or modify this privilege in any way. Individuals are advised that any dissemination, reproduction or unauthorized review of this information by persons other than those listed above may constitute a waiver of this privilege and is therefore prohibited. If you have received this message in error, please notify the sender immediately. If you have any questions, please contact the Department of Corporation Counsel at (248) 858-0550. Thank you for your cooperation. From: To: Cc: Subject: Date: Benn, Bradley G West, Catherine A Strong, Lori NI; Overall, Joanna J; Pisacreta, Antonio 5; Adodu-Jonesr Ebru; Stolzenfeid, Tracy NI; PHI- Gala V RE: 2015-0951-01 CHIVI GRANT REVIEW 2015/2016 National School Lunch Program - Grant Acceptance Monday, October 26, 2015 8:53:11 AM Good Morning Katie, I have had a chance to review the new documentation. I see no legal issues. Approved. Thanks, Brad From: West, Catherine A Sent Thursday, October 22, 2015 5:48 PM To Benn, Bradley G Cc: Strong, Lori M; Overall, Joanna J ., Pisacreta, Antonio S; Adoglu-Jones, Ebru; Stolzenfeld, Tracy M; Piir, Gaia V Subject: FW: 2015-0951-01 CHIVI GRANT REVIEW 2015/2016 National School Lunch Program - Grant Acceptance Brad, Can you please reply to all when you respond? Thank you, Katie From: West, Catherine A Sent: Thursday, October 22, 2015 3:51 PM To: Benn, Bradley Subject RE: 2015-0951-01 CHIVI GRANT REVIEW 2015/2016 National School Lunch Program - Grant Acceptance Hi Brad, The 2014/2015 Agreement and Certifications were included with this grant review (Corporation Counsel Assignment File # 2015-0951-01). I was just sent the updated (2015/2016) information. It looks like the pre-award civil rights compliance review is not included in the 2015-2016. As of now, this is tentatively scheduled for the next round of BOC meetings. Do you want to have Children's Village hold off until you have time to review the new info? Thank you, Katie West Oakland County Fiscal Services Phone (248) 858-2384 Fax (248) 858-9724 IntelliGrants - Processor Quick Review Page 1 of 2 j GLOBAL ERRORS I REVIEW COMMEITS Main Menu > Application Mario > View/Edit > Processor Quick Review Oakland County Childrens Vifiage - 630008006 Quick Links: View/Edit I Change Status / Management Tools I Examine Related Items J View Comments Application: FY-7016 il:CNP: School Notation Program'. I Status: Approved I Security Leveii CHAP: Level 3 Application Adminfeitrator Instructions: • The default view for this page Is Sponsor Information, To switch between viewing sponsor information and site information, simply dick the respective link below these instructions • To change the status, choose the status In the drop down and click "Go". • To save the page, simply click the Save button. Please note that the save button's visibility Is based on your security level as well as the status the application Is in. For more detailed instructions, select the Show Help button. Sponsor Information Site Information I Attached Documents Change Status: .` Its Available Statuses iv; Sponsor XrifOrillatiarl Agreement #: Group ID: Agency Name: Address; FEINT Sponsor Status: Effective Month: Meal Status: institution Type: Sponsor Qualifier: EEM Entity ID: Is Sponsor SNP-PBR Certified? SNP-EBR Effective Date: Submittal Date: Approved Date: Certification Date: Last Updated Date: 630008005 Oakland County Childress Village 1200 N TELEGRAPH RD DEPT 63 BLDG 63 WEST PONTIAC, MIchlgari 493411032 386004176 Awl Status Breakfast A Lunch A Milk I Snack A Di Educational institu ion (EDO ID: RCCI 9164 [02/05/2313 I Sep 9 2015 7i39PM Sep 10 2015 3:56PM Sep 10 2015 3:58PM 9/10/2013 10:59:59 AM Notes: (ill =7 1,-11-1 1 0 CATEGORY. . Attachment A Michigan Department of Education Child and Adult Care Food Program Reimbursement Rates July 1, 2015 - June 30, 2016 Category A ChildVx-e-9 $1.66 $3.07 $ .84 Category B Child $1.36 $2.67 $ Category C Child $ .29 $ .29 $. 07 An additional $ .2375 cash-in-lieu of commodities is paid for each lunch and supper served. Rate is for each meal, meeting CACFP requirements, served to each participating child. c_ MICHIGANn Education Rev. 7/2015 CACP/FY2016/Reim bursement Rates/FY16Centers RICK SNYDER GOVERNOR STATE OF MICHIGAN DEPARTMENT OF EDUCATION LANSING BRIAN J. WHISTON STATE SUPERINTENDENT Attachment B FOOD SERVICE ADMINISTRATIVE POLICY Na I SCHOOL YEAR 201512016 SUBJECT: School Meals Program Meal, Snack, and Milk Reimbursement Rates to School Food Authorities Effective July 1, 2015 - June 30, 2016 DATE: July 22, 2015 The following reimbursement rates are in effect as of July 1, 2015, SCHOOL BREAKFAST PROGRAM NATIONAL SCHOOL LUNCH PROGRAM AFTER- SCHOOL SNACKS* SPECIAL MILK OG PR RAM , Need Severe Need Less than 60% Less than 60% +6¢ 60% or More +6 6 1 °r More , i Paid $0.29 $0.29 $029 $0.35 $0.31 $0.37 $0.07 $0,2000 Reduced $1.36 $1.69 $2.67 $2.73 $2.69 $2.75 $0.42 N/A Price Free $1.66 $1.99 $3.07 $3.13 $3.09 _ $0.84 Average cost per 1/2 pint of milk co, Commodity Entitlement: $.2375 for each lunch served in prior school year (2014/2015) Eligibility for the severe need rate for breakfast and the additional payment ($0.02) for lunch is determined each year. It is based on the percentages listed below of free and reduced price lunches served relative to the total number of lunches served during the 2013/2014 school year. Determination of Severe Need Rate for Breakfast: A building is eligible for the severe need rate for breakfast when forty percent (40%) or more of total lunches served in that building in the second preceding school year (2013/2014) were free or reduced price. Determination of Additional $0.02 for Lunch: The entire district is eligible for the additional $0.02 for lunch when sixty percent (60%) or more of total lunches served district wide in the second preceding school year (2013/2014) were free or reduced price. * Afterschool snacks served in afterschool care pro9rams. For inquiries regarding this memo cat: (517) 373-0406 or email: CrowleyW@michigan.gov STATE BOARD OF EDUCATION ..ICHN C. AUSTIN — PRESIDENT • CASANDRA E. ULBRICH — VICE PRESIDENT MICHELLE FECTEAU — SECRETARY • PAMELA PUGH — TREASURER LOPE RAM0S-MONTIGNY NASBE DELEGATE • KATHLEEN N. STRAUS EILEEN LAPPIN WEISER • RICHARD ZEILE 608 WEST ALLEGAN STREET • P.O. BOX 30008 • LANSING, MICHIGAN 48909 www,michigan.gov/mde • (517) 373-3324 2014Authority: Child Nutrition Act of 1966. Completion: Voluntary, Office of School Support Services School Nutrition Programs P.O. Box 30008 Lansing, MI 48909 517-373-3347 MICHIGAN/6) Ediratiai 2015-2016 NATIONAL SCHOOL LUNCH/USDA FOODS DISTRIBUTION SPECIAL MILK, AFTERSCHOOL SNACK, AND BREAKFAST PROGRAMS Permanent Agreement Child Nutrition Program School Lunch - Including Food Distribution Afterschool Snack School Breakfast Special Milk Summer Food Service Program Child and Adult Care Food Program Agency/Subagency USDA/Food and Nutrition Service USDA/Food and Nutrition Service USDA/Food and Nutrition Service USDA/Food and Nutrition Service USDA/Food and Nutrition Service USDA/Food and Nutrition Service USDA/Food and Nutrition Service CFDA # 10.555 10.555 10.555 10.553 10.556 10.559 10.558 Program Title National School Lunch Program USDA Foods Distribution Program National School Lunch Program School Breakfast Program Special Milk Program for Children Summer Food Service Program for Children Child and Adult Care Food Program - Final approval for all programs covered under this Agreement is contingent upon approval of a Policy Statement covering the service of meals and/or milk to needy children, as specified by regulations. - In order to effectuate the purpose of the National School Lunch Act (42 J.X.C. 1751-1760) and the regulations for the National School Lunch Program (NSLP) issued; the Child Nutrition Act of 1966, the Healthy Hunger Free Kids Act of 2010, and regulations governing the School Breakfast Program (SBP) issued; the Healthy Meals Initiative and regulations governing applicable menu planning options; the regulations for the Special Milk Program (SMP) issued; and the regulations governing the Summer Food Service Program issued there under, the State Superintendent, State of Michigan, hereinafter referred to as the "State Agency," and the School District, hereinafter referred to as the "Sponsor," agree as follows: PART 1. SCHOOL LUNCH PROGRAM/USDA FOODS DISTRIBUTION A. THE STATE AGENCY AND THE SPONSOR MUTUALLY AGREE THAT: 1. For the purpose of this Agreement, the following terms shall be construed to mean, respectively: a. Cost of Providing a Meal or Afterschool Snack: Food, labor, benefits, supplies, depreciation and indirect cost associated with a reimbursable meal or afterschool snack served to a child. Cost related to supervision of children, outside of the food service area, such as playground, etc., is NOT considered a program cost. b. School Year: A period of 12 calendar months beginning July 1 of any calendar year and ending with June 30 of the following calendar year. c. Nonprofit Food Service Program: A food service program maintained for the benefit of children and where all of the income is used solely for the operation or improvement of such food service. d, Sponsor: The board of education of a school district, which serves youth in high school grade or under, or the governing body of an institution. (The term also includes a "nonprofit agency," to which such school has delegated authority for the operation of its nonprofit food service program.) e. Milk: See Definition of Milk in Part Page 1 of 10 7/15 2. MEGS+ Site Listing is a list of all schools within the district and will be part of this Agreement. 3. Schools may be added to or deleted from the MEGS+ CNP: School Nutrition Programs Site Listing and all references to that form shall include those amendments. 4, The State Agency shall promptly notify the Sponsor of any change in general requirements, in menu planning options, and in assigned rates of reimbursement. 5. A Sponsor, which operates its program under contract with a food service management company or under similar arrangement, must have its contract approved by and provide a copy of the contract to the State Agency to be eligible for participation. 6. The terms of this Agreement shall not be modified or changed in any way other than by written consent of both parties. B. THE STATE AGENCY AGREES THAT: To the extent of available funds, the State Agency shall reimburse the Sponsor in connection with the cost of providing a meal, afterschool snack, or milk in the schools listed in the MEGS+ CNP: School Nutrition Programs Site Listing during any school year this agreement is in effect. The amount of reimbursement on behalf of any sponsor shall not exceed the lesser of (a) an amount equal to the number of lunches and/or afterschool snacks served to children of high school grade or under, multiplied by the rate assigned by the State Agency or (b) by another rate as that may be subsequently assigned by the State Agency. C. THE SPONSOR AGREES THAT: In general, the Sponsor supervises school food service operations in the schools listed in MEGS+ CNP: School Nutrition Programs Site Listing and, in particular, will require each school to: 1. Operate a nonprofit food service and use program income only for program purposes (7 CFR Part 210,14(a) and 210.19(a)(2). Such income shall not be used to purchase land or buildings, or to construct buildings. All direct costs for the school lunch program must be paid before indirect costs can be paid from reimbursement. 2. Accept federal funds and/or donated foods in accordance with the applicable regulations and to comply with any instructions, policies or procedures issued in connection with the regulations, The Sponsor further agrees to administer programs funded under this agreement in accordance with applicable provisions of the Uniform Federal Assistance Regulations, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments and Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and other nonprofit organizations (7CFR Part 3015, 3016 and 3019) and all applicable Office of Management and Budget Circulars, State and local laws/regulations and Comptroller General opinions. 3. Limit its operating balance to a level consistent with program needs; and upon request by the State Agency, submit a plan of action to spend down the excess fund balance that exceeds three months average expenditures. (Depreciation reserve is not included in the operating balance.) 4. Maintain a financial system as prescribed by the Michigan Department of Education. 5. Price the school lunch as a unit consistent with USDA Paid Lunch Equity requirements. Serve lunches as described in 7CFR 210.10 during the period designated as the lunch period by the school, 6. Supply lunches without cost or at reduced price to children that qualify according to income criteria prescribed by USDA, Page 2 of 10 7/15 7, Supply afterschool snacks free of charge to all children when an Afterschool Care Program is located in a school building that is area eligible or in a non-school building that is in the attendance of a school that is area eligible. (Area eligible refers to a school where free and reduced price students comprise 50% or more of the enrollment.) 8. Supply afterschool snacks free of charge or at a reduced price to children that qualify according to the income criteria prescribed by USDA, when Afterschool Care Programs are located in buildings that are not area eligible. To charge no more than 15 cents for a reduced price snack in a non-area eligible building. 9. All lunches and snacks served must meet meal pattern requirements established by the USDA. However, if a child has been determined by a medical doctor to be disabled and the disability would prevent the child from eating the regular school meal, the school must make substitutions prescribed by a medical doctor. 10. Maintain files of approved and denied free and reduced price applications. If applications are maintained at the Local Educational Agency (LEA) level, they must be readily retrievable by school building, 11. Access the Direct Certification Report as required by 7CFR Part 245, a minimum of three times during the school year; at or around the beginning of the school year, three months after the initial effort, and six months after the initial effort. Update eligibility and benefits based on the direct certification report. When a student's name is on the direct certification report, no further application is necessary and the benefit will be extended to the rest of the students in the household. Update the benefit issuance list and maintain files of the direct certification report. 12. Complete verification in compliance with regulations (7 cFrz Part 245). 13. Comply with the requirements of USDA Civil Rights Nondiscrimination regulations (7 CFR Parts 15, 15a, and 15b). 14, Claim reimbursement at the assigned rates only for the type of lunches and snacks specified in the MEGS+ Site Listing in this agreement served to eligible children. Not to overtly identity or discriminate against any child because of inability to pay the full price. Claim only one snack per child per day. Snacks served on weekends, holidays, during vacation periods or before or during a child's school day will not be claimed for reimbursement. 15. Submit claims for reimbursement in accordance with procedures established by the State Agency. 16. Comply with the Smart Snacks in Schools Regulations and the State of Michigan Public Act 42 (PA42). 17. Any profit from the sale of non-program food must accrue to the benefit of the nonprofit school food service. 18. Maintain proper sanitation and health standards for storage, preparation, and service of food in conformance with all applicable state and local laws and regulations. 19. Purchase in quantities that can be efficiently utilized in the program. Purchases made with the program funds must also comply with the established procurement standards set forth in Program Regulations CFR 210.21 and 250.23 ("Buy American"), as well as the procurement standards set forth in the previously indicated Uniform Administrative Requirements. 20. Upon request, make all accounts and records pertaining to the program available to the State Agency, its agents, and USDA for audit or review at a reasonable time and place, as prescribed by regulation. The Sponsor agrees to comply with all audit requirements set forth in Program Page 3 of 10 7/15 Regulations, Single Audit Act (31 U.S.C. sections 7501-7507), as amended by the Single Audit Act Amendments of 1996 (P.L. 104-156), Office of Management and Budget Circulars and Compliance Supplement Documents, Bulletin 1022, and the Michigan School Auditing Manual. 21. The Sponsor agrees to the following requirements in the accepting and handling of USDA Foods: a. To furnish proper storage facilities to safeguard against theft, spoilage, and other losses as recommended by the State Agency. The State Agency and the USDA are authorized to inspect the storage facilities at any reasonable time. b. To install thermometers, suitable ventilation, and provide specific temperatures for certain USDA Foods per local health department requirements. All USDA Foods will be used on a First In, First Out (FIFO) basis. c. If recommended storage for perishables is not available within the Sponsor's own buildings, it will be permissible to remove the USDA Foods from the premises to a local cornmercial locker or warehouse for the purpose of providing proper storage. The Sponsor must ensure that the storage facility is properly licensed and inspected by the Michigan Department of Agriculture and Rural Development. The Sponsor must make arrangements to maintain a current record of receipts, withdrawals, and balances. USDA Foods must not be stored in private homes under any circumstances. d. Request and accept USDA Foods on a 30-day supply basis only. e. To use USDA Foods SOLELY for the benefit of the students. Under no circumstances will USDA Foods be sold, traded, or used off the premises of the Sponsor. The use of any USDA Foods by an ineligible recipient constitutes damage to the federal government under the law. When such irregularities are brought to the attention of the State Agency, it will be necessary for the Sponsor to make satisfactory settlement with the State Agency for the illegal use of such foods, f. To assume liability for all losses resulting from: gross neglect by failure to provide proper storage or care, failure of mechanical equipment, and improper use of any USDA Foods. Recovery for the value of such losses will be made at the option of the State Agency. g. Maintain a monthly inventory record which shall reflect, at a minimum, a record of receipts, withdrawals, and inventory balances of all USDA Foods. The State Agency and USDA are authorized to inspect and audit these books and records, including financial records, at any reasonable time or place to insure compliance with the conditions in this Agreement, h. Furnish the State Agency with an inventory of all USDA Foods on hand upon request. 1. That either the Sponsor or the State Agency may terminate this Agreement by giving a 30-day notice, in writing, to the other party. The State Agency may cancel this Agreement immediately upon receipt of evidence that the terms and conditions thereof have not been fully complied with. Subject to such notice of termination or cancellation of the agreement, the Sponsor agrees to comply with the instructions of the State Agency - either to distribute all remaining USDA Foods in accordance with provisions of this Agreement or to return such inventories to their distribution outlet upon written authorization from the State Agency - USDA Foods will not be transferred or destroyed without written permission from the State Agency - and to submit such reports as are required by the State Agency to record final distribution of such inventories. Funds derived from the feeding program salvage of USDA Foods or recoveries from insurance claims involving lost USDA Foods shall be used only for the payment of expenses related to the Food Distribution Program. Page 4 of 10 7/15 k. Report to the State Agency any complaint in connection with the condition or improper use of USDA Foods. 22, Provide a means to encourage student and teacher/parent input into the program. 23. Agree that the School Food Authority (SFA) official signing the claim shall be responsible for reviewing and analyzing meal counts to ensure accuracy governing claims for reimbursement (7CFR 210.8). Acknowledge that failure to submit accurate claims will result in the recovery of an over claim and may result in the withholding of payments, suspension or termination of the program (7CFR 210.24). Acknowledge that, if failure to submit accurate claims reflects embezzlement, willful misapplication of funds, theft or fraudulent activity, penalties shall apply (7CFR 210.25). 24, Count the number of free, reduced price, and paid reimbursable meals served to eligible children at the point of service, or through another counting system if approved by the State Agency. 25. Only claim reimbursement for snacks served in eligible Afterschool Care Programs; i.e,, After- school Care Programs that provide children with regularly scheduled activities in an organized, structured, and supervised environment. 26, Monitor, twice a year, each Afterschool Care Program that claims reimbursement for snacks. This monitoring review must assess each site's compliance with counting and claiming procedures and the snack meal pattern. The first review will take place during the first four weeks that school is in operation each school year and the second review will take place before the end of the school year, 27. Adhere to professional standards requirement for all newly hired employees and current employees. PART 2. SCHOOL BREAKFAST PROGRAM A. THE STATE AGENCY AND THE SPONSOR MUTUALLY AGREE THAT 1. Schools may be added or deleted from the MEGS+ CNP: School Nutrition Programs Site Listing as need arises, and the references herein to MEGS+ CNP: School Nutrition Programs Site Listing shall be deemed to include such schedule supplemented and amended including selection of menu planning options for each building. 2. A school which operates its breakfast program under a fee, concession or contract arrangement with a food service management company or under a similar arrangement must provide a copy of its management company contract to the State Agency, if one has not already been sent, 3. For the purpose of this Agreement, the following terms will mean, respectively: a. Cost of providing a meal: Cost of food used, labor, benefits, supplies, depreciation, and indirect costs that can be associated with a breakfast served to a child. b. School Year: A period of 12 calendar months beginning with July 1 of any calendar year and ending with June 30 of the following calendar year. c. Nonprofit breakfast program: Food service maintained for the benefit of children, all of the income from which is used solely for the operation or improvement of such food service. d. Sponsor: The board of education of a school district, which serves youth in high school grade or under, or the governing body of an institution, (The term also includes a "nonprofit agency," to which such school has delegated authority for the operation of its nonprofit food service program.) Page 5 of 10 7/15 4. The terms of this Agreement will not be modified or changed in any way other than by consent in writing of both parties hereto. B. THE STATE AGENCY AGREES THAT: To the extent of the funds available, the State Agency will reimburse the Sponsor in connection with the cost of providing a meal for the School Breakfast Program (SBP) in the schools listed in MEGS+ CNP: School Nutrition Programs Site Listing in any school year during which this Agreement is in effect. The amount of reimbursement on behalf of any school will not exceed the lesser of (a) an amount equal to the number of breakfasts served to children of high school grade or under multiplied by the rate assigned by the State Agency or by such other rate as may be subsequently assigned by the State Agency, or (b) the cost of providing a meal (applies to severe need breakfasts). The State Agency will promptly notify the Sponsor of any change in the minimum breakfast menu planning options or the assigned rate of reimbursement. C. THE SPONOSOR AGREES THAT: It will supervise school breakfast operations in the schools listed in MEGS+ Site Listing and will require each school to: 1. Operate a nonprofit breakfast program and use program income only for program purposes, However, such income shall not be used to purchase land or buildings, or to construct buildings. 2. Serve breakfasts, which have been planned to meet the meal pattern requirements designated in 7CFR 220.8, and that meet the requirements for a school breakfast during a period designated as the breakfast period by the school. 3. Price the school breakfast as a unit. 4. Supply breakfasts without cost or at a reduced price to all children who are determined by the school food authorities to be unable to pay the full price thereof. 5. Claim reimbursement only for breakfasts served to children that meet the requirements specified in 7CFR 220.8, at the rate assigned or by such other rate as the State Agency may subsequently assign. 6. Submit claims for reimbursement in accordance with procedure established by the State Agency. 7. Maintain in the storage, preparation and service of food, proper sanitation and health standards, in conformance with all applicable state and local laws and regulations. 8. Maintain necessary facilities for storing, preparing and serving food. 9. Upon request, make all accounts and records pertaining to the breakfast program available to the State Agency or USDA for audit or review at a reasonable time and place. 10. Not to overtly identify or discriminate against any child because of inability to pay the full price of breakfast. PART 3. SPECIAL MILK PROGRAM (Only split-session preschool/kindergartens that do not have access to the School Breakfast Program or National School Lunch Program are allowed to participate in the Special Milk Programs in schools that also participate in one or more other Child Nutrition Programs.) Page 6 of 10 7/15 DEFINITION OF MILK — Schools or institutions must offer only pasteurized fluid types of unflavored or flavored fat free or low-fat (1%) fluid milk. All milk must meet all State and local standards. All milk should contain vitamins A and D at levels specified by the Food and Drug Administration. A. THE STATE AGENCY AND THE SPONSOR MUTUALLY AGREE: 1. To comply with and meet all responsibilities and requirements set forth in (7CFR, Part 215), Special Milk Program regulations. 2. That MEGS+ CNP: School Nutrition Programs Site Listing is a listing of schools or facilities within the district, and shall be a part of this Agreement. 3. That schools or facilities may be added to or deleted from MEGS+ CNP: School Nutrition Programs Site Listing as need arises, upon request, and such references to MEGS+ CNP: School Nutrition Programs Site Listing herein shall be deemed to include such amendments. B. THE STATE AGENCY AGREES: To the extent of the funds available, the State Agency shall reimburse the Sponsor for each one-half pint of fluid (8 oz.) milk served to children (exclusive of those served with breakfast and/or lunch). The exact rate is determined annually according to USDA regulations and the funds available, C. THE SPONSOR AGREES TO: 1. Provide one-half pint (8 oz.) of fluid milk per serving. See the above definition of milk. 2. Ensure that the purchase price of milk shall not include straws, equipment purchases, vending machine rentals, other rentals, maintenance, service, etc. 3. Convert various size cartons of milk into one-half pints for reporting purposes. 4. Submit claim forms as prescribed by the State Agency. 5. Operate the program on a nonprofit basis. Any funds accruing as a result of the service of milk shall be used only for such purposes as will further increase the availability to and consumption of milk by children. PART 4. RECORDKEEPING REQUIREMENTS The Sponsor must keep full and accurate records of the Breakfast, Lunch, Afterschool Snack and Special Milk Programs to serve as a basis for the claim for reimbursement and for audit and review purposes. The records are to be kept three years after the date of the final claim for reimbursement for the fiscal year to which they pertain or as long as there are unresolved audit findings or investigations related to those records. A. MEAL SERVICE: 1 Daily number of breakfasts, lunches, afterschool snacks, and special milk served to children. 2. Daily number of breakfasts, lunches, and afterschool snacks, by type, and special milk served free or at reduced price. 3. Daily number of breakfasts, lunches, afterschool snacks, and milk served to adults, 4. Daily amounts of food prepared and served (Production Records). 5. Daily attendance sheets/rosters for afterschool care programs serving snacks. Page 7 of 10 7/15 B. PROGRAM INCOME RECEIPTS: 1. From children's payments. 2. From federal reimbursement, including federal reimbursement under the National School Lunch and Child Nutrition Acts (National School Lunch, School Breakfast, Afterschool Snack, and/or Special Milk Programs). 3. From State reimbursement. 4, General Fund (subsidy). 5. Loans, 6. From all other sources (adult meals, catering, a la carte). C. PROGRAM EXPENDITURES (supported by invoices, receipts or other evidence of expenditure): 1. For food (include all milk). 2. For labor. 3. Repayment of loans or advances. 4. All other cash expenditures. D. VALUE OF DONATIONS TO PROGRAM: 1. Donated food, exclusive of food donated by the USDA and Department of Defense (DOD). 2. Donated services. 3. All donations other than food and services. E. APPROVED AND DENIED FREE AND REDUCED PRICE APPLICATIONS F. NOTICE TO PARENTS OF DENIAL OF FREE AND REDUCED PRICE BENEFITS G. RECORD OF HEARING PROCEEDINGS ON FREE AND REDUCED PRICE ELIGIBILITY AND THE RESULTS OF SUCH HEARINGS H. DESCRIPTION OF VERIFICATION EFFORTS, INCLUDING: 1. Summary of verification efforts, including techniques used. 2. Number of approved free and reduced price meal applications on file as of October 1 of each school year. 3. Number or percentage of applications verified, 4. The reasons for changes in eligibility as a result of verification. PART 5. CIVIL RIGHTS REQUIREMENTS The Sponsor must keep full and accurate records (documented) of compliance with all civil rights regulations. These activities and procedures are an ongoing requirement of the NSLP. A. RACIAL/ETHNIC DATA: 1. Record numbers of approved children for free and reduced price meals according to racial/ethnic category (for each school building/facility). Page 8 of 10 7/15 2. Record numbers of denied applicants for free and reduced price meals according to racial/ethnic category (for each school building/facility). 3. Maintain this information on file for three years. B. PUBLIC NOTIFICATION: 1. Include the most current nondiscrimination statement in all printed materials, publications, and websites. 2. Develop and review policies and procedures for civil rights complaints. 3. Display a nondiscrimination "And Justice for All" poster in a prominent place in each school building/facility located in the area where meals/snacks are provided. C. PROVIDE ANNUAL CIVIL RIGHTS TRAINING FOR STAFF; The training must include: Collecting and using data, effective public notification systems, complaint procedures, compliance review techniques, resolution of non-compliance, requirements for reasonable accommodation of persons with disabilities, requirements for language assistance, conflict resolution, and customer service. D. COMPLIANCE REVIEWS: Sponsor must visit/review all school buildings/facilities each year in order to ensure civil rights compliance. E. COMPLAINT/GRIEVANCE PROCEDURES: 1. Sponsor must develop and implement a procedure to accept written and verbal complaints/ grievances. All information must be properly documented. 2. Assign a complaint/grievance coordinator for Title IX (Equal Sex Opportunity) Section 504 (Equal Opportunity for Handicapped Persons). This requirement applies only if the Sponsor employs 15 or more employees. PART 6. CERTIFICATION To qualify for federal assistance, the program application must be accompanied by a written assurance that the program or facility will be operated in compliance with the civil rights laws and implementing nondiscrimination regulations. A. The Sponsor agrees to comply with Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq.), Title IX of the Education Amendments of 1972 (20 U.S.C. 1681 et seq.), Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794), the Age Discrimination Act of 1975 (42 U.S.C. 6101 et seq,): all provisions required by the implementing regulations of the Department of Agriculture; Department of Justice Enforcement Guidelines, 28 CFR 50,3 and 42; and FNS directives and guidelines, to the effect that no person shall, on the grounds of race, color, national origin, sex, age or handicap, be excluded from participation in, be denied benefits of, or otherwise be subject to discrimination under any program or activity for which the sponsor receives federal financial assistance from FNS; and hereby gives assurance that it will immediately take measures necessary to effectuate this agreement. B. By accepting this assurance, the Sponsor agrees to compile data, maintain records and submit reports, as required, to permit effective enforcement of the nondiscrimination laws and permit authorized USDA personnel during normal working hours to review such records, books and accounts as needed to ascertain compliance with the nondiscrimination laws. If there are any Page 9 of 10 7/15 violations of this assurance, the United States Department of Agriculture, Food and Nutrition Service shall have the right to seek judicial enforcement of this assurance. This assurance is binding on the sponsors and its successors, transferees and assignees, as long as they receive assistance or retain possession of any assistance from the department. C. The SFA certifies that it is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in this transaction by any federal department or agency. Additionally, the SFA certifies that its vendors/sub recipients are neither excluded nor disqualified under the suspension and debarment rules found at 7CFR section 3017.300 by checking the Excluded Parties List System (EPLS). This information can be found at www.epis.gov . D. Non-Public, Private, and Residential Child Care Institutions (RCCIs) certify to tax-exempt status from income tax under 501(c)(3) of the Internal Revenue Code of 1954, as amended. The U,S. Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www,ascr.usda.00v/complaint filing cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.qov. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer. Page 10 of 10 7115 Authority: Child Nutrition Act of 1966. Completion: Voluntary. Office of School Support Services School Nutrition Programs P.O. Box 30008 Lansing, MI 48909 517-373-3347 MiCHIGAN Education 2015-2016 NATIONAL SCHOOL LUNCH/COMMODITY DISTRIBUTION SPECIAL MILK, AFTERSCHOOL SNACK, AND BREAKFAST PROGRAMS Policy Statement Child Nutrition Program School Lunch - Including Commodity Food Distribution Afterschooi Snack School Breakfast Special Milk Summer Food Service Program Child and Adult Care Food Program Agency/Subagency USDA/Food and Nutrition Service USDA/Food and Nutrition Service USDA/Food and Nutrition Service USDA/Food and Nutrition Service USDA/Food and Nutrition Service USDA/Food and Nutrition Service USDA/Food and Nutrition Service CFDA # 10.555 10.550 10.555 10.553 10.556 10.559 10.558 Prgqram Title National School Lunch Program Food Donation National School Lunch Program School Breakfast Program Special Milk Program for Children Summer Food Service Program for Children Child and Adult Care Food Program The Local Educational Agency (LEA) assures the Michigan Department of Education (MDE) that the school system will uniformly implement the following policy to determine children's eligibility for free or reduced price school meals in all National School Lunch, School Breakfast, Afterschool Snack, and/or Special Milk Programs in schools under its jurisdiction. The following forms are adopted with and considered part of this policy: Frequently Asked Questions About Free and Reduced Price School Meals - Free Milk Application - Free and Reduced Price School Meals Family Application Application Form - Free Milk Application - Free and Reduced Price School Meals Family Application Sharing Information with Other Programs Approval-Disapproval Form Public Release - Sample Public Release for Free and Reduced Price Meals A. The State Agency agrees to: Submit the informational public release containing the same information outlined in the Letter to Parents, to local unemployment offices, major employers contemplating large layoffs, and minority and grass root organizations. B. The LEA (including Residential Child Care Institutions (RCCIs) with day treatment programs) agrees to: 1. Submit to MDE any alterations to the Frequently Asked Questions About Free and Reduced Price School Meals, Family Application for Free and Reduced Price School Meals, Family Application for Free Milk, etc., prior to implementation. Such changes will be effective only upon approval. All Page 1 of 4 07/15 changes in eligibility criteria must be publicly announced in the same manner used at the beginning of the school year. 2. Develop and send to each child's parent or guardian a letter, as outlined herein, including an application form for free or reduced price school meals or free milk at the beginning of each school year and whenever there is a change in eligibility criteria. Only the reduced priced guidelines may be included in the School Meals Program Letter to Parents. The free scale is used for Special Milk Program Letter to Parents only. Parents will be requested to complete the application and return it to the Eligibility Determination Official for review. Such applications and documentation of action taken will be maintained for three years after the end of the fiscal year to which they pertain. 3. Designate an Eligibility Determination Official to review applications and make the determination of eligibility. This official will use the criteria outlined in this policy to determine which individual children are eligible for free and reduced price meals and/or free milk. 4. Access the Direct Certification Report as required by 7CFR Part 245, a minimum of three times during the school year; at or around the beginning of the school year, three months after the initial effort, and six months after the initial effort. MDE encourages LEAs to access the direct certification report updated monthly by the Center for Educational Performance and Information (CEPI). Update eligibility and benefits based on the direct certification report. When a student's name is on the direct certification report, no further application is necessary and the benefit will be extended to the rest of the students in the household. Foster children on the direct certification report are automatically eligible for free meals. This eligibility is not extended to other students in the household. However, the household may include the foster child on the application to increase household size and increase the likelihood of receiving benefits for the other students in the household, If a household has foster children living with them and wishes to apply for free and reduced price school meals and/or free milk for the other children in the household, they must provide the information requested on the application. Applications may be filed at any time during the year. Any parent enrolling a child in a school for the first time, at any time during the year, shall be supplied with such documents. If a child transfers from one school to another under the jurisdiction of the same school food authority, his/her eligibility for free meals or reduced price meals will be transferred to and honored by the receiving school. All children from a family will receive the benefits they qualify for. Within ten working days of the receipt of the applications, the eligibility determination must be made. Parents or guardians will be notified individually of the acceptance or denial of their applications. Children will be served free and reduced price school meals and/or free milk immediately upon the establishment of their eligibility. When an application is rejected, parents or guardians will be informed in writing of the reason for denial and of the fair hearing procedure. 5. Establish and use a fair hearing procedure for parents' appeals of the school's decisions on applications and for school officials' challenges to the correctness of information contained in an application or to the continued eligibility of any child for free and reduced price meals and/or free milk. During the appeal and hearing, the child will continue to receive free and reduced price meals and/or free milk. A record of all such appeals and challenges and their dispositions shall be retained for three years. Prior to initiating the hearing procedure, the parent or local school official may request a conference to provide an opportunity for the parent and school official to discuss the situation, Page 2 of 4 07/15 Resolution #15277 November 12, 2015 Moved by Spisz supported by Quarles the resolutions (with fiscal notes attached) on the Consent Agenda be adopted (with accompanying reports being accepted). AYES: Dwyer, Fleming, Gershenson, Gingell, Gosselin, Hoffman, Jackson, KowaII, Long, McGillivray, Middleton, Quarles, Scott, Spisz, Taub, Weipert, Woodward, Zack, Bowman, Crawford. (20) NAYS: None. (0) A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent Agenda were adopted (with accompanying reports being accepted). /// 3//t.i I HEREBY APPROV IS ESOLUTION CHIEF DEPUTY COUNTY EXECUTIVE ACTING PURSUANT TO MCL 45.559A (7) STATE OF MICHIGAN) COUNTY OF OAKLAND) I. Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on November 12, 2015, with the original record thereof now remaining in my office.' In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at Pontiac, Michigan this 12th day of November 2015. Lisa Brown, Oakland County present information, and obtain an explanation of data submitted in the application and decisions rendered. Such a conference shall not in any way prejudice or diminish the right to a fair hearing. The hearing procedure shall provide the following: a. A publicly-announced, simple method for making an oral or written request for the hearing, b. An opportunity to be assisted or represented by an attorney or other person. c. An opportunity to examine, prior to and during the hearing, the documents and records presented to support the decision under appeal. d. Reasonable promptness and convenience in scheduling a hearing and adequate notice as to the time and place of the hearing. e. An opportunity to present oral or documentary evidence and arguments supporting its position. f, An opportunity to question or refute any testimony or other evidence and to confront and cross-examine any adverse witnesses. g. That the hearing be conducted and the decision made by a hearing officer who did not participate in the decision under appeal. h. That the decision of the hearing official be based on the oral and documentary evidence presented at the hearing and made part of the hearing record. That the parties concerned and any designated representative thereof be notified in writing of the decision of the hearing official. .i• That for each hearing, a written record be prepared, including the decision under appeal, any documentary evidence and a summary of any oral testimony presented at the hearing, the decision of the hearing official and the reasons therefore, and a copy of the notification to the parties concerned of the hearing official's decision. 6. Verify applications for meal benefits in accordance with program regulations and maintain records of such verification. Prepare a summary of verification results according to regulatory requirements. 7. Serve free meals or free milk to children from families whose income are at or below the guidelines listed in Scale A (Guidelines for Use in Schools) 8. Serve reduced price meals to children from families whose income is at or below the guidelines list in Scale B (Guidelines for Use in Schools). Reduced price meals must be provided with a maximum charge of $0.40 for lunch, $0.30 for breakfast and $0.15 for afterschool snack. 9, Provide these benefits to children of families who are experiencing strikes, layoffs and unemployment, which cause the family income to fall below the guidelines in Guidelines for Use in Schools. 10. Establish a procedure to collect from children who pay for meals or milk and to account for the number of free, reduced price, and full price meals served and the number of half-pints of full-price and free milk served. This procedure will be used so that no other child in the school will consciously be made aware of such procedure or the identity of the children receiving free and reduced price meals and/or free milk. Page 3 of 4 07/15 11, The names of the children eligible to receive free meals or milk or reduced price meals shall not be published, posted, or announced in any manner. LEAs may disclose, without parent/ guardian consent, participants' names and eligibility status (whether they are eligible for free meals or free milk or reduced price meals) to persons directly connected with the administration or enforcement of federal education or state education programs such as Title I, MEAP, and No Child Left Behind. In order to release the names for any other purpose such as research, grant applications, etc., the parent or guardian must sign a Sharing Information with Other Programs statement. Such Sharing Information with Other Programs must be maintained on file in the food service office. Parents must be informed that failure to grant the Sharing Information with Other Programs does not change their child's eligibility to receive free or reduced price meals or free milk. 12. No physical segregation of, nor any other discrimination against any child because of inability to pay the full price of the meal or milk. There shall be no overt identification of any such children by use of special tokens, tickets or any other means. Further assurance is given that children eligible for free meals or reduced price meals shall not be required to: a. Use a separate lunchroom. b. Go through a separate serving line, c. Enter the lunchroom through a separate entrance. d. Eat meals or drink milk at a different time. e. Eat a meal or drink milk different from that sold to children paying the full price. f. Work for their meals or milk. 13. In the operation of child feeding programs, no child shall be discriminated against because of race, sex, color, national origin, age, or disability. The U.S. Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employme n t activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint filing cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independenc e Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake(ausda.gov . Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer. Page 4 of 4 07/15 CNP: School Nutrition Program - Certification Statements Agency: Oakland County Childrens Village 2015- 2016 Recipient Code: 630008006 Please note that this application cannot be modified and/or amended in MEGS+ until it has been reviewed by the Office of School Support Staff. If you have any questions or concerns regarding your application, please contact the Office of School Support office, The Authorized Official or their designee certifies that: hereby attest that the school food authority (SFA) and all schools under its jurisdiction operating the following Child Nutrition programs are in compliance with all regulations of the nutrition assistance programs authorized under the following Acts: Richard B. Russell National School Lunch Act (42 U.S.C. 1751 et seq), as amended through P.L. 112-55, effective Nov. 18, 2011. (NSLA) Child Nutrition Act of 1966 (42 U.S.C. 1773), as amended through P.L. 111-296, effective Dec. 13, 2010 (CNA) Child Nutrition and WIC Reauthorization Act of 2004, PL. 108-265, effective June 30, 2004 Food, Conservation, and Energy Act of 2008, P.L. 110-234, effective May 22, 2008 (Farm Bill) Healthy, Hunger-Free Kids Act of 2010, P.L. 111-296, effective Dec. 13, 2010 (141-IFKA) also attest that the school food authority (SFA) and all schools under its jurisdiction operating the following Child Nutrition programs are in compliance with requirements in effect for School Year 2015-2016, as set forth in 7 CFR Part 210, 215, 220, 225, 226, and 250, as applicable. National School Lunch Program (NSLP) 7 CFR Part 210 Fresh Fruit and Vegetable Program (Pl. 110-234 amended NSLA, adding Section 19) School Breakfast Program (SBP) 7 CFR Part 220 Afterschool Snack Program 7 CFR Part 210 Special Milk Program (SMP) 7 CFR Part 215 Summer Food Service Program (SFSP) 7 CFR Part 225 Child and Adult Care Food Program (CACFP) 7 CFR Part 226 Commodity Food Distribution Program 7 CFR Part 250 in addition, for School Year 2015-2016, the SFA I represent attests that: I have read and agree to the terms of the Permanent Agreement of the Child Nutrition Program(s) in operation in the SFA for the current fiscal year. I have read and agree to the terms of the Policy Statement of the Child Nutrition Program(s) in operation in the Local Educational Agency for the current fiscal year. The responsible person(s) for the operation of the Child Nutrition program(s) has been trained in all program requirements. Any changes or updates to information on this certification form or program application will be made in MEGS+ in a timely manner. Officials of the U.S. Department of Agriculture (USDA) and the Michigan Department of Education (MDE) may verify this information at any time. The Sponsor has a screening system to scrutinize any criminal convictions of program staff, as well as prior mismanagement of not-for-profit or governmental supported programs. You will provide any information for USDA research projects. All information on this application is true and correct. Fiscal Year 2016 SNP 6 Cents Certification The Authorized Official or their designee certifies that: I do hereby attest that the aforementioned School Food Authority and all schools under its jurisdiction operating the National School Lunch Program authorized under the Richard B. Russell National School Lunch Act (42 U.S.C. 1751 et seq), and/or the School Breakfast Program authorized under the Child Nutrition Act of 1966 (42 U.S.C. 1773), are in compliance with the meal pattern requirements in effect for School Year 2015-2016, as set forth in 7 CFR Part 210.10 and 220.23, as applicable. In addition, for School Year 2015-2016, the SFA I represent attests that: Documentation is representative of the ongoing meal service within the SFA (including information reported on sodium); The minimum required food quantities for all meal components are available to students in every serving line; All labels and/or manufacturer specifications for food products and ingredients used to prepare school meals Generated 10/22/2015 Page 1 of 2 CNP: School Nutrition Program - Certification Statements Agency: Oakland County Childrens Village 2015 - 2016 Recipient Code: 630008006 indicate zero grams of trans fat per serving; The minimum calories required for breakfasts served under the Food Based Menu Planning option are offered and available to every student, as applicable; and All Pre — K meals are compliant with the current meal patterns for the age/grade group being served, as applicable. I certify that this attestation is true and correct, and therefore, I believe the SFA I represent is eligible for the performance-based reimbursement. I understand that if the Michigan Department of Education determines the SFA I represent to be noncompliant with one or more of the requirements set forth in this attestation statement, fiscal action will include, deactivating the performance-based reimbursement, disallowance of meals, and/or withholding of payment. In addition, I understand that an attestation of compliance must be submitted annually to the Michigan Department of Education prior to July 1 of each year through the School Year beginning July 1, 2014, to attest full compliance with the subsequent year meal pattern requirements. If you would like to exit the system, please click the logout button at the top of this page. IZIlAgree Submission/Certification Person Patricia Lahar Patricia Lahar Date 09/09/2015 10/07/2015 MDE Approval Person Terri Thelen Terri Thelen Date 09/10/2015 10/08/2015 Generated 10/22/2015 Page 2 of 2 CNP: School Nutrition Program - Prototype Document Certification - Policy Statement Agency: Oakland County Childrens Village 2015 -2016 Recipient Code: 630008006 ▪ A. We are using the current school year prototypes provided by the Michigan Department of Education on our district /school letterhead. (Prototype changes require Michigan Department of Education approval prior to use. This includes any letters generated by your electronic point of service/application approval software.) 1=1 B.We plan to change the forms indicated below. 1=1 1. Letter to Parents with Instructions O 2. Application for Free Milk o 3. Application for Free and Reduced Price Meals o 4. Approval/Disapproval Letter to Parents • 5. Electronic signature application (Please send written notification to MDE if you are using an internet based electronic signature application.) 1. The person designated to review applications and make determination of eligibility for free and reduced price meals for the current school year is: a. Name: AR Meals are Free to all residents b. Title: Administrator 2 When an application for free and reduced price meals is rejected, the parents or guardians will be informed in writing of the reason for denial and of the hearing procedure. The designated hearing official for the current school year is: a. Name: All Meals are Free b. Title: Manager c. Address: 1200 N Telegraph, Pontiac, MI 48341 (The hearing official must be someone who is not involved in the original eligibility determination. It is suggested that he/she hold a position superior to that of the determining official. The hearing official cannot be the same person as the determining official.) 3. The person with a Single Sign On Login (SSO) obtained from the Center for Educational Performance and Improvement (CEPI) to access the Direct Certification Report is: a. Name: b. Title: c. Email/Phone Number I certify that the above data is complete and correct Patricia Lahar Administrator laharp@oakgov.corn Generated 10/22/2015 Page 1 of 1 CNP: School Nutrition Program - Meal Counting And Claiming - Roster or Class List Agency: Oakland County ChiWrens Village 2015 - 2018 Recipient Code; 630008005 A. Payment for meals/milk: 1. Frequency 2. Method B. Location of payment: C. Time of payment: D. Rosters used at: E. Method used to check names: F. Meal count: G. Type of Schools: Daily Weekly Monthly 21 Other (specify) RCCI Prepayment Post Billing 21 Other: (specify) RCCI Office Classroom Cafeteria Mail El Other: (specify) ROCi Before School Before Lunch During School 21After School Beginning of Serving Line* El End Of Serving Line Other (specify) Self-Identification by Student (name or ID number) Visual Identification by Teacher, Cashier, etc. with Back-up Self ID (name or ID number) Et Other: (specify) RCCI staffers and supervisors visual check 2f End of Meal Comparison of Checklist to List of Names of Eligible Children End of Meal Tally of Codes and Number of Children Checked Off Other (specify) RfElementary Schools El Middle Schools El Junior High Schools 21 High Schools *Meal counts may be taken at the beginning of the serving line only when the school district ensures that meals are monitored for completeness at the end of the serving line. I certify that the above data is complete and correct Generated 09103/2015 Page 11 of 14 CNP: School Nutrition Program - Collection Procedure/Accountability for Residential Child Care Institutions Agency: Oakland County Childrens Village 2015 - 2016 Recipient Code: 630008006 O Pre Paid List: Free meal recipients are automatically included on a checklist. Reduced price and fully paid residents (if available) are allowed to pay in advance for the meals and their names are added to the list. Residents' names are checked daily during the meal service. (The pre-paid list is updated daily.) O Daily Attendance/Roster Check: A roster that includes all residents (updated daily) is checked as the residents receive their meals. Paid and reduced price residents (if available) are included in the day attendance roster. • Family Style Checklist: A roster (updated daily) that includes ALL residents of a family style meal group. Checked at point of service. • Individual House/Building/Cottage/etc. Checklist: Same as above, includes ALL residents of each unit. 11 Other: (Describe your system at point of service.) Each residential child care institution site utilizes a form entitled: "Building Meal Record for Children". At each meal, on that form, the direct care staff records the number of residents who have actually eaten at that particular meal. Each site also maintains an accurate daily building roster containing each child's or youth's name. • I certify that the above data is complete and correct. Generated 10/22/2015 Page 1 of 1 CNP: School Nutrition Program - Point of Service Certification Agency: ,Oakland County Childrens Village 2015 -2010 Recipient Code: 630008006 1. certify that all of the following statements are true: Serving lines, which offer reimbursable meals, are not set up to receive only cash. Children eligible for free or reduced-price meals or free milk are not the only children listed on pre-paid lists or class rosters. Children eligible for free or reduced-price meals are not required to use a separate dining area, go through a separate line, enter through a separate entrance, or consume their meals at a different time than children paying the full price. RI Yes 0 No If No, please explain: 2. I certify that all of the following statements are true: Monthly claims are based on meal/milk counts taken at the time of meal service. Monthly claims arc based on the number of meal/milk tickets collected at the time of meal service. Meal counts are taken at the end of the serving line. Daily meal counts are not based on tray or plate counts. Daily meals counts are not based on pre-order counts or classroom attendance Cash is not given to students eligible for free or reduced-price meals or free milk to pay for their meals/milk. Daily counts are not based only on the number of eligible students that have applications on file. Yes 1 No 0 If No, please explain: El I certify that the above data is complete and correct Generated 10/22/2015 Page 1 of 1 CNP: School Nutrition Program - Request for USDA Foods Delivery Agency: Oakland County Childrens Village 2015 - 2016 Recipient Code: 630008006 USDA Foods Instructions: You must indicate a consortia option by answering question 1 or question 2. 1. Please choose ONE of the following consortia options for USDA Foods delivery for next year, School Year 2016-2017 Oa. MOR- Macomb-Oakland-Wayne RESA 11b. SPARC- School Purchasing and Resource Consortiums Elc. GLC- Great Lakes Consortium 2. If not choosing a consortia, please indicate your reason: Oa. Do not wish to participate in the USDA Foods program for next year, School Year 2016-2017 Ob. Not joining a consortia (for 82010 Detroit Public Schools Only) Note: Please direct any questions pertaining to this form to the Food Distribution Unit at (517) 373-8642. *Efl certify that the above data is complete and correct. Local Food Purchasing Instructions: While this section of the application is not mandatory, we ask that you complete these questions to the best of your knowledge to assist MDE with the oversight of various programs that provide local / fresh fruits and vegetables. Do you currently purchase local foods for your school meals? RI Yes NoEl El Department of Defense (DoD) and/or USDA Foods Program and/or Fresh Produce Pilot Program (utilizing USDA entitlement dollars) O Broadline distributor (such as GFS, SYSCO, Van Eerden) ▪ Local grocery store or farmers market • Farm direct El Farmer cooperative O Food hub Generated 10/22/2015 Page 1 of 1 FISCAL NOTE (MI$c .#15277) November 12, 2015 BY: Finance Committee, Thomas Middleton, Chairperson IN RE: DEPARTMENT OF HEALTH AND HUMAN SERVICES CHILDREN'S VILLAGE DIVISION — 2015/2016 NATIONAL SCHOOL LUNCH PROGRAM GRANT ACCEPTANCE To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above-referenced resolution and finds: 1. The Office of School Support Services, Michigan Department of Education has awarded the Oakland County Children's Village Division reimbursement funding for meals and snacks provided to the residents at Children's Village. 2. The grant amount is unknown at the time of acceptance; however, the previous cost of meals and snacks from the prior grant was approximately $758,075, of which Children's Village was reimbursed $317,060 from the Michigan Department of Education. 3. The purpose of the program is to make nutritionally balanced, low cost meals, snacks, and/or milk available statewide to children through the completion of high school. 4. The funding period is July 1, 2015 through June 30, 2016. 5. No budget amendment is required at this time. FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Matis absent.