HomeMy WebLinkAboutResolutions - 2016.11.10 - 22661MISCELLANEOUS RESOLUTION #16304 November 10, 2016
BY: General Government Committee, Christine Long, Chairperson
IN RE: DEPARTMENT OF HEALTH AND HUMAN SERVICES CHILDREN'S VILLAGE DIVISION —
2016/2017 NATIONAL SCHOOL LUNCH PROGRAM GRANT ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS Oakland County has applied for and been awarded the National School Lunch Program Grant
from the Office of School Support Services, Michigan Department of Education for reimbursement of
meals and snacks provided to the residents at Children's Village for the period July 1, 2016 through June
30, 2017; 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 the campus residents except Mandy's Place 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 A; and
WHEREAS in addition, Children's Village qualifies for a performance-based extra 6 cents per breakfast
and lunch as shown in Attachment A 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; and
WHEREAS for the previous grant period of July 1, 2015 through June 30, 2016, the total cost of meals
and snacks was approximately $780,893, of which Children's Village was reimbursed $276,025 from the
Michigan Department of Education for the school meal programs; and
WHEREAS meal provision expenditures are not recorded by program due to cost efficient bulk purchases
that cover food services for the entire campus; and
WHEREAS there is no grant match requirement; and
WHEREAS the attached agreement has completed the Grant Review Process in accordance with the
Board of Commissioners Grant Acceptance Procedures.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes and
accepts the attached 2016-2017 National School Lunch/USDA Food Distribution Agreement and
Certification Statement for grant meal reimbursements for the period July 1, 2016 through June 30, 2017.
BE IT FURTHER RESOLVED that acceptance of this grant does not obligate the County to any future
commitment.
BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to
execute the grant agreement and to approve any grant extensions or changes, within fifteen percent
(15%) of the original award, which are consistent with the original agreement as approved.
Chairperson, on behalf of the General Government Committee, I move the adoption of the foregoing
resolution.
GENERAL GOVERNMENT COMMITTEE
GENERAL GOVERNMENT COMMITTEE
Motion carried unanimously on a roll call vote with Quarles absent.
GRANT REVIEW SIGN OFF — Children's Village
GRANT NAME: 2017 National School Lunch Program
FUNDING AGENCY: Michigan Department of Education
DEPARTMENT CONTACT PERSON: Joanna Overall 858-1164
STATUS: Grant Acceptance
DATE: October 13,2016
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 by M & B. - Lynn Sonkiss for Laurie Van Pelt (10/13/2016)
Department of Human Resources:
HR Approved (No Committee) — Lori Taylor (10/13/2016)
Risk Management and Safety:
Approved by Risk Management. — Robert Erlenbeck (10/13/2016)
Corporation Counsel:
Corporation Counsel APPROVES, and see no legal issues with this grant acceptance. — Mary
Ann Jerge (10/13/2016)
From:
To:
Cc:
Subject:
Date:
5onkiss, Lynn C
West. Catherine A; Van Pelt. Laurie it Taylor. Lori; Davis. Patricia G; 5chultz., Dean j Overall. Joanna j; feneley. Tracy A; McLernon, Kathleen M; Pisacreta. Antonio S
RE: GRANT REVIEW: Health & Human Services/Children's Village - FY 2017 NaUonal School Lunch Prograrn -
Grant Acceptance
Thursday, October 13, 2015 10:28:36 AM
Approved by M & B.
Lynn Sonkiss for Laurie Van Pelt
From: West, Catherine A
Sent: Wednesday, October 12, 2016 4:43 PM
To: Sonkiss, Lynn C; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G; Schultz, Dean J
Cc: Overall, Joanna J; Feneley, Tracy A; McLernon, Kathleen M; Pisacreta, Antonio S
Subject: GRANT REVIEW: Health & Human Services/Children's Village - FY 2017 National School Lunch
Program - Grant Acceptance
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor Dean Schultz Pat Davis
RE: GRANT CONTRACT REVIEW RESPONSE-Health & Human Services-Children's Village
FY 2017 — 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, 2016
GRANT INFORMATION
Date: October 12, 2016
Operating Department: Health & Human Services - Children's Village
Department Contact: Joanna Overall, Manager
Contact Phone: 858-1164
Document Identification Number: 630008006
REVIEW STATUS: Acceptance — Resolution Required
Funding Period: July 1, 2016 through June 30, 2017
Original source of funding: United States Department of Agriculture CFDA 10.553, CDFA
10.555, CFDA 10.556
Will you issue a sub award or contract: No
From;
To:
Cc:
Subject:
Date:
Taylor. Lori
West, Catherine A; Sonkiss. Lynn C; Van pelt. Laurie M; Pavis. Patricia Q; Schultz , Dean
Overall. Joanna J; feneley. Tracy A; McLernon. Kathleen ti; pisacreta. Antonio S
RE: GRANT REVIEW: Health & Human Services/Children's Village - FY 2017 National School Lunch Program -
Grant Acceptance
Thursday, October 13, 2016 7:57:01 AM
HR Approved (No Committee)
From: West, Catherine A
Sent: Wednesday, October 12, 2016 4:43 PM
To: Sonkiss, Lynn C; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G; Schultz, Dean 3
Cc: Overall, Joanna 3; Feneley, Tracy A; McLernon, Kathleen M; Pisacreta, Antonio S
Subject: GRANT REVIEW: Health & Human Services/Children's Village - FY 2017 National School Lunch
Program - Grant Acceptance
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor — Dean Schultz — Pat Davis
RE: GRANT CONTRACT REVIEW RESPONSE-Health & Human Services-Children's Village
FY 2017 — 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, 2016
GRANT INFORMATION
Date: October 12, 2016
Operating Department: Health 84 Human Services - Children's Village
Department Contact: Joanna Overall, Manager
Contact Phone: 858-1164
Document Identification Number: 630008006
REVIEW STATUS: Acceptance — Resolution Required
Funding Period: July 1, 2016 through June 30, 2017
Original source of funding: United States Department of Agriculture CFDA 10.553, CDFA
10.555, CFDA 10.556
Will you issue a sub award or contract: No
New Facility / Additional Office Space Needs: None
From:
To:
Cc:
Subject:
Date:
grlenbeck. Robert
West, Catherine A; 5onkiss. Lynn c; Van Pelt, Laurie M; Taylor. Lori; Davi s. Patricia Q; .schult. Dean j
Overall. Joanna .2; fenelev. Tracy A; McLernon. Kathleen M; Pisacreta. Antonio 5
RE: GRANT REVIEW: Health 13( Human Services/Children's Village - FY 2017 National School Lunch Program -
Grant Acceptance
Thursday, October 13, 2016 10:13:40 AM
Approved by Risk Management. R.E. 10/13/16.
From: Easterling, Theresa
Sent: Thursday, October 13, 2016 7:52 AM
To: West, Catherine A; Sonkiss, Lynn C; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G; Schultz, Dean
Cc: Overall, Joanna 3; Feneley, Tracy A; McLernon, Kathleen M; Pisacreta, Antonio S
Subject: RE: GRANT REVIEW: Health & Human Services/Children's Village - FY 2017 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
information, documentation, and correspondence. Also, please include Risk Management's
assignment number, RM17-0028, regarding this matter.
Thank you.
From: West, Catherine A
Sent: Wednesday, October 12, 2016 4:43 PM
To: Sonkiss, Lynn C; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G; Schultz, Dean J
Cc: Overall, Joanna 3; Feneley, Tracy A; McLemon, Kathleen M; Pisacreta, Antonio S
Subject: GRANT REVIEW: Health & Human Services/Children's Village - FY 2017 National School Lunch
Program - Grant Acceptance
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS — Laurie Van Pelt Lori Taylor — Dean Schultz — Pat Davis
RE: GRANT CONTRACT REVIEW RESPONSE-Health & Human Services-Children's Village
FY 2017 — 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, 2016
GRANT INFORMATION
Date: October 12, 2016
From: Jorge. Mary A
To: West, Catherine A
Cc: Taytr. Lori; Van Pelt, Laurie Ni; Schultz, Dean 3; Oyerall. Joanna 3; Pisacreta, Antonio 5; McLemon. Kathleen M;
Overall. Joanna J
Subject: 2016-0889 Grant Acceptance: NHS/CV - FY 2017 National School Lunch Program.
Date: Thursday, October 13, 2016 1:23:47 PM
Good Afternoon — Corporation Counsel APPROVES, and see no Legal issues with this grant
acceptance.
AMAND7 re, IJIITY MaCHIGAN
Wane/ Ato Peneye
Assistant Corporation Counsel
Department of Corporation Counsel
1200 N. Telegraph Road, Bldg. 14 East/ Courthouse West Wing Extension, 3rd Floor/ Pontiac, MI 48341
Phone Number: (248) 858-0551/ Fax Number: (248) 858-1003/ E-mail: jergem@oakgov.com
PRIVILEGEDANDIONEIDENTIAL -ATTORUEY 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.
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Oakland County Childrens Village - 630008006 - Status History
Quick Links: View/Edit Chan ne Status I Management Tools Examine Related Items I View Comments
Application: FY 203.7 - CNP: School Nutrition Program Status: Approved I Security Level: CNAP: Level 3 ApplicatIon Administrator
Below are the details for the status history of this document.
Document Status History
Status Date/Time By Notes
In Progress 8/12/2016 11:40:45 AM Lahar, Ms. Patricia
Application Submitted 9/30/2016 3:45:40 PM Strong, Ms. Lori
Review In Progress 10/312016 10:24:07 AM Holland, Ms. Heather
Approved 10/3/2016 12:35:14 PM Holland, Ms. Heather
8
0 Too of the Page
MI.gov I MEGS+ Home I Contact I Policies
FOIA I Compliance
Copyright 2015 State of Michigan
https://rndoe.state.mi.us/MEGSPlus/Menu_Obj ect2.aspx?NavItem1=9 10/6/2016
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
'net
2016-2017 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
Schooi Breakfast
Special Milk
Summer Food Service Program
Child and Adult Care Food Program
Atiencv/Subaaency
USDA/Food and Nutrition Service
USDA/Food and Nutrition Service
USDA/Food end 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
Proaram 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 3.
Page 1 of 10
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2. MEGS+ Site Listing is a list of all school § 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 Guidance, 2 CFR Part 200 Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards and all applicable 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.
S. 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.
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
Page 2 of 10
7116
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 CFR 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 250.56 ("Buy American"), as well as the procurement
standards set forth in the previously indicated Uniform Guidance 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
Regulations, Single Audit Act (31 U.S.C. sections 7501-7507), as amended by the Single Audit
Page 3 of 10
7/16
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 commercial
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.
9. 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.
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.
k. Report to the State Agency any complaint in connection with the condition or improper use
of USDA Foods.
Page 4 of 10
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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 responsibl
e
f
o
r
reviewing and analyzing meal counts to ensure accuracy governing claims for reimb
u
r
s
e
m
e
n
t
(7CFR 210.8). Acknowledge that failure to submit accurate claims will result in
t
h
e
r
e
c
o
v
e
r
y
o
f
an over claim and may result in the withholding of payments, suspension or terminatio
n
o
f
t
h
e
program (7CFR 210.24 and 7CFR 210.25). Acknowledge that, if failure to submit ac
c
u
r
a
t
e
claims reflects embezzlement, willful misapplication of funds, theft or fraudulent activity,
penalties shall apply (7CFR 210.26).
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 t
h
e
S
t
a
t
e
Agency.
25, Only claim reimbursement for snacks served in eligible Afterschool Care Progra
m
s
;
i
.
e
.
,
Afterschool 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 sn
a
c
k
s
.
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 th
e
f
i
r
s
t
f
o
u
r
weeks that school is in operation each school year and the second review will take place
b
e
f
o
r
e
the end of the school year.
27. Adhere to professional standards requirement for all newly hired employees and
c
u
r
r
e
n
t
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+ CNID: School Nutrition Pro
g
r
a
m
s
S
i
t
e
L
i
s
t
i
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g
as need arises, and the references herein to MEGS+ CNP: School Nutrition Programs Sit
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i
s
t
i
n
g
shall be deemed to include such schedule supplemented and amended including se
l
e
c
t
i
o
n
o
f
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 alrea
d
y
b
e
e
n
s
e
n
t
.
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, depreciati
o
n
,
a
n
d
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 ye
a
r
a
n
d
ending with June 30 of the following calendar year.
c. Nonprofit breakfast program: Food service maintained for the benefit of children, all
o
f
t
h
e
income from which is used solely for the operation or improvement of such food se
r
v
i
c
e
.
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.)
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.
Page 5 of 10
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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 2208,. 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.)
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.
Page 6 of 10
7/16
A. THE STATE AGENCY AND THE SPONSOR MUTUALLY AGREE:
I_ To comply with and meet all responsibilities and requirements set forth in (7CF
R
P
a
r
t
2
1
5
)
,
Special Milk Program regulations.
• 2. That MEGS+ CNP: School Nutrition Programs Site Listing is a listing of schools o
r
f
a
c
i
l
i
t
i
e
s
w
i
t
h
i
n
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 Nutriti
o
n
Programs Site Listing as need arises, upon request, and such references to MEG
S
+
C
N
P
:
S
c
h
o
o
l
Nutrition Programs Site Listing herein shall be deemed to include such amendm
e
n
t
s
.
B. THE STATE AGENCY AGREES:
To the extent of the funds available, the State Agency shall reimburse the Spons
o
r
f
o
r
e
a
c
h
o
n
e
-
h
a
l
f
pint of fluid (8 oz.) milk served to children (exclusive of those served with breakf
a
s
t
a
n
d
/
o
r
l
u
n
c
h
)
.
The exact rate is determined annually according to USDA regulations and the funds avail
a
b
l
e
.
C. THE SPONSOR AGREES TO:
1. Provide one-half pint (8 oz.) of fluid milk per serving. See the above definition of mil
k
.
2. Ensure that the purchase price of milk shall not include straws, equipment purcha
s
e
s
,
v
e
n
d
i
n
g
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
s
e
r
v
i
c
e
o
f
m
i
l
k
shall be used only for such purposes as will further increase the availability to a
n
d
c
o
n
s
u
m
p
t
i
o
n
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
a
n
d
r
e
v
i
e
w
purposes. The records are to be kept three years after the date of the final claim for rei
m
b
u
r
s
e
m
e
n
t
for the fiscal year to which they pertain or as long as there are unresolved audit findi
n
g
s
o
r
investigations related to those records.
A. MEAL SERVICE:
1. Daily number of breakfasts, lunches, afterschool snacks, and special milk served to c
h
i
l
d
r
e
n
.
2. Daily number of breakfasts, lunches, and afterschool snacks, by type, and special
m
i
l
k
s
e
r
v
e
d
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,
B. PROGRAM INCOME RECEIPTS:
1. From children's payments.
Page 7 of 10
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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 record S (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).
2. Record numbers of denied applicants for free and reduced price meals according to racial/ethnic
category (for each school building/facility).
Page 8 of 10
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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 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
Page 9 of 10
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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.epls.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.
In accordance with Federal law and U.S. Department of Agriculture (USDA) civil rights regulations and
policies, this institution is prohibited from discriminating on the basis of race, color, national origin,
sex, age, disability, and reprisal or retaliation for prior civil rights activity. (Not all prohibited bases
apply to all programs)
Persons with disabilities who require alternative means of communication for program information
(e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the responsible
State or local Agency that administers the program or USDA's TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at
(800) 877-8339 Additionally, program information is available in languages other than English.
To file a complaint alleging discrimination, complete the USDA Program Discrimination Complaint
Form, AD-3027, found online at USDA Office of Assistant Secretary for Civil Rights Discrimination Complaint Filino', or at any USDA office or write a letter addressed to USDA and
provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by
man:
U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410
fax:
(202) 690-7442; or
email:
program.inteketausda.crov.
This institution is an equal opportunity provider.
I ht:ps://www.ascr.Usda.gov/filing-program-discrimination-complaint-usda-customer
Page 10 of 10
7/16
Authority: Child Nutrition Act of 1966.
Completion; Voluntary.
MICHIGIN Education
Office of School Support Services
School Nutrition Programs
P.O. Box 30008
Lansing, MI 48909
517-373-3347
2016-2017
NATIONAL SCHOOL LUNCH/COMMODITY DISTRIBUTION
SPECIAL MILK, AFTERSCHOOL SNACK, AND BREAKFAST PROGRAMS
Policy Statement
Child Nutritiom_Program School Lunch
- Including Commodity Food Distribution
Afterschool Snack
School Breakfast
Special Milk
Summer Food Service Program
Child and Adult Care Food Program
Mency/Subaaency
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
Proeram 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 fo
r
f
r
e
e
o
r
reduced price school meals in all National School Lunch, School Breakfast, Afterschool S
n
a
c
k
,
a
n
d
/
o
r
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
How to Apply for Free and Reduced Price Meals Form
- Free Milk Application
- Free and Reduced Price School Meals Family Application
2016-2017 Household Application for Free and Reduced Price School Meals
- Free Milk Application
- Free and Reduced Price School Meals Family Application
Sharing Information with Other Programs Form
Approval-Disapproval to Households Form
Michigan Press New Release
- Sample Public Release for Free and Reduced Price Meals
A. The State Agency agrees to:
1. Announce to state-wide media outlets the Federal Income Eligibility Guidelines for Free a
n
d
Reduced Price School Meals.
2, Ensure there are no barriers'for .paitiCipation.by•Lirnited English Proficient (LEP) families, and , .LEP households will be provided program information tfl a language they can understand
thrOUghout the:ceriftiCatiOn and VerifitatiOnprOteSs,
B. The LEA (including Residential Child Care Institutions (RCCIs) with day treatment progra
m
s
)
a
g
r
e
e
s
to:
Page 1 of 5
05/16
1. Submit the informational public release containing the same information outlined in the
Frequently Asked Questions About Free and Reduced Price School Meals,
to local unemployment offices, major employers contemplating large layoffs, and minority and grass root o
r
g
a
n
i
z
a
t
i
o
n
s
.
2. 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 Applica
t
i
o
n
f
o
r
Free Milk, etc., prior to implementation. Such changes will be effective only upon approval. All
changes in eligibility criteria must be publicly announced in the same manner used a
t
t
h
e
beginning of the school year.
3. Depending On whether your schOol/distritt/SFA :a)..counts and claims students meals using the Staridard:methOd'Usingtheeligibility,statUt (free;,.-reduced,or.paid) of students, b) through a cOMbination .at.scirne.Sdhool(S) of usiii§:.0airoirig',bV:eNitinitir.§tafus and other schools are claiming using:.jthe.ccirnmunitY EligibilityPrOVIsiontc8E9 .6e:C)-your. •ritiFe.district/SFA is claiming through the 'CEP), You 'Will...befreqUired'IO. follow One:of -the following ..Methods to determine students eligibility and correct claiming procedures.
••.;For standard eligibility determination :- Develop • and send to each Child's parent or , „. guardian p :letter, as outlined herein, including an application 'form for free or reduced
priCeschOO(Meals'orfreernilk ..at the'begirining: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 Frequently Asked Questions About Free and Reduced Price
School Meals..i'.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 review. Such aNlicatiOns-and•.docUrnentation of action taken will be maintained for three years after:the.end•of the fiscal year to which they pert
a
i
n
.
De§ighate.an.Eiigibility Dterminalpri.Offidial to-reyiew.:applications and make the
determination Oreligibility. This official Will Use the criteria outlined in this policy to
determine which individual children are eligible for free and reduced price meals and
/
o
r
free milk.
yourdistriCt/LWhaS$qmeschools .,oryregUlar,Claitriing:uging eligibility status and some • • are pailidipatinig-.1in.,Ep;::you.:*ill:deterinine eligibility depending On how the school is
counti ng/claiming meals. If using the,....Steridantr:rnethOd of .free/reduced/paid eligibility Couritihganci!tialmingiAhOse$ChOOIS',•Mutt follow above. For those schools that haVe.'16beil:Orfif:oved for CEP, all •tudefit.:5'.Vvill:'it'telye . free breakfast arid free lunch. With CEP:.SChOO16,:theY will only need tb.;01:Int the;tOtal:riUmber of reimbursable meals serve
d
and submit these thotithlyfoitalltirithe'E.::laini ..swerry.:.YoUr ISP will automatically calCillate.the,niiihber .sOf :rnealS'.0iiribtirded'at the free::-.ate'and the paid rate in the claim
r not make all of the stadents=free'.1:.':',The:Use,Cifithe;HousehOld Information Survey would need to be used to
ctptur'6'thd.§iitieiecdribi ...rif6'gia.fu'eOf individual :students Who are NOT already directly
certified.,;fOsteri hOrrieleSsirfrigianti'br runaWaY .:It.:iS:CRITICAL for you save all of the documentation ,uSed:,to-coicUlate:your
For schools/L EAs that are all .CID;t indiVidual .determination of students eligibility status is
completed through direct certification and tho se students' that are certified, foster, homeless, rnigrant or runaway. ',The:tOtai.of these students is then divided by enrollme
n
t
to 'determine the sChoOls/SFASIdentifiedStudent 0.erCentage(iSP)...For school lunch an
d
school:breakfast,,additiona I student level information is not required for these students.
Household Information,:8Uriieys:;tan.-NOT be used to determine a students eligibility for
free'meal0.7 all students In a CEP."§choOf are served free rneals.
Districts participating in the.:NsLp :m6stuseOne Of the Methods for counting and claiming as
described below If Schools enter or exit thd ,,CER;tho.LEkthall adjust their counting and
cläiftR1itbdtCoincide. with the' above.
Page 2 of 5
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4. For non-CEP schools, 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.
For,CEP .schtiols; once your CEP application using direct certification and other categorically
eligible Students is appriovecii.:you.aee'nottei*i-eCktpornpleteadditional direct certifications for CEP schools. An LEA may OhOtie to run:dfrattcartifitatipns'.01ing the four years that their application is approved for espeCiailY'Whehihe ,LEA thinks that theirISP.May have increased over
time An•LEk..4s-1\10Tracluired,to'afriOleta direct t'aitifithtion'duriligthe four years if there ISP decreases.
5. Accept applications at any time during the school 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.
6. DeyelOPa iprOcedUre'for'..hciusehOlds With :{childreriWW,are:_Categorically eligible under other
sailte categorically eligible .:programs shold'Oon*tthe'llOal for assistance in receiving benefittand.indiCatethe'abOrce:Of theiratatus Oa application:
7. 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,
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.
Page 3 of 5
05/16
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.
i. That the parties concerned and any designated representative thereof be notified in
writing of the decision of the hearing official.
3. 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.
8. 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.
9. Serve free meals or free milk to children from families whose income are at or below the
guidelines listed in Scale A (Federal Income Eligibility Guidelines).
10.Serve reduced price meals to children from families whose income is at or below the guidelines
list in Scale B (Federal Income Eligibility Guidelines).
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,
11.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 Federal Income Eligibility Guidelines.
12.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.
13.Ensure 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 1, 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.
Page 4 of 5
05/16
14,Ensure there is 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:
k. Use a separate lunchroom.
I. Go through a separate serving line.
m. Enter the lunchroom through a separate entrance.
n. Eat meals or drink milk at a different time.
o. Eat a meal or drink milk different from that sold to children paying the full price.
p. Work for their meals or milk.
1.,,DeveloP' procedure that .:PreYells OartideritifiCation of.the 'children receiving free or reduced
price'rMeals or free milk When'tdnipetitive'foOds'areibeing Old during meal service in the cafeteria.:
17.In the operation of child feeding programs, no child shall be discriminated against because of
race, sex, color, national origin, age, or disability.
18,Ensure there are no barriersfor:partiCipaticinibY.l..irnited English Proficient :(LEP) families, and LEP
househOldS..Will:..be,proVided:"OrOgram information irra language they can understand throughout
the certification and:VerifiCati6n ..-froceSS,
In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights
regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in
or administering USDA programs are prohibited from discriminating based on race, color, national
origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or
activity conducted or funded by USDA.
Persons with disabilities who require alternative means of communication for program information
(e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency
(State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have
speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339.
Additionally, program information may be made available in languages other than English.
To file a program complaint of discrimination, complete the USDA Program Discrimination
Complaint Form, (AD-3027) found online at:
http://www.ascr.usda.govicomplaint_filing_cust.html, and at any USDA office, or write a letter
addressed to USDA and provide in the letter all of the information requested in the form. To
request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter
to USDA by:
mail: U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW Washington, D.C. 20250-9410
fax: (202) 690-7442; or
email: program.intake@usda.gov
This institution is an equal opportunity provider.
Page 5 of 5
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Assurances and Certifications for USDA Foods Delivery
If you have chosen to join a consortium, you have agreed to the following:
Consortium Acceptance Information
The School Food Authority (SFA) agrees to enter into an agreement pursuant to the Revised
School Code, Sections 380.11a (4) and 380.601a (2) with the Fiscal Agent (consortium) for
the purpose of procuring and purchasing the following:
1. United States Department of Agriculture (USDA) Foods warehousing and distribution.
2. USDA Foods processed products.
It is hereby agreed that:
1. Both parties must remain eligible for receipt of USDA Foods as determined by the Michigan
Department of Education (MDE). Participation in the National School Lunch Program
(NSLP) is required to receive USDA Foods.
2. The SFA's entitlement dollars for USDA Foods will be based on the total lunches served the
prior year multiplied by the commodity entitlement value as established by USDA in the
federal registrar each July.
3. The Fiscal Agent is responsible For ordering, receiving, storing, tracking, procuring, and
distributing USDA Foods, according to the agreement between the SFA and the Fiscal
Agent and according to policy and regulation as designated by MDE and the USDA.
4. The SEA shall respond to any consortium surveys to ensure the USDA Foods program is a demand-driven system that meets the needs of the consortium members.
5. The SFA must respond to MDE and USDA food safety and recall notices to ensure
compliance with all applicable federal, state, and local requirements. The SEA should have
a procedure in place to ensure that such foods are isolated, inspected, and disposed of in
an expeditious manner.
6. Both the Fiscal Agent and the SEA are responsible for compliance with policy and
regulations as designated by the MDE and USDA.
7. The SFA will receive its USDA Foods from the Fiscal Agent for the 2017-2018 school year
(July 1, 2017 to June 30, 2018) for which this agreement pertains even in the event this
agreement is terminated. Additionally, any fees associated with joining this consortium,
ordering/diversion of USDA Foods, delivery fees, and/or storage fees up to the point of
terminating the membership, will continue to be the responsibility of the SFA.
8. The SFA's decision to belong to this consortium is irrevocable for the
2017-2018 school year. No changes to the consortium choice within MEGS+ allowed after
October 15, 2016. SFAts may only join one USDA Foods consortium at a time.
9, The SFA, as a member of a consortium, shall draw down the balances of donated USDA
Foods and Department of Defense (DoD) Produce at the consortium's contracted
warehouse as well as USDA Foods at the processors throughout the school year. The
consortium and its contracted distributor will monitor the SFA's drawdown of these
balances as part of their single bank system and in accordance with regulations as
designated by the MDE. At the end of each school year (June 30), any remaining pounds
of USDA Foods will remain in the general consortia account as per the single bank system
as well as MDE's USDA Foods carryover policy. Unspent entitlement dollars will not be
carried over Into the new school year. Entitlement can be tracked on the Planned
Assistance Level (PAL) Report provided by your chosen consortium,
10. The SEA shall maintain records for a period of three (3) years after the end of the fiscal
year to which they pertain, or until final resolution of outstanding audits or claims. Any
records that are necessary to complete required monitoring activities shall be maintained
by the SFA and consortium under this agreement and shall be made available to the
Auditor General, the USDA, and/or MDE upon request for the purposes of auditing,
examination, and review. [7 CFR 250,16]
11, Any SFA that diverts USDA Foods to processors using the Net Off Invoice (NOI) pass-
through-value shall respond to any sales verification requests via e-mail from MDE. Sales
verification is a mandatory process that must be conducted every six (6) months for items
sold as NOI. The USDA requires MDE to then verify 10% of all NOT processor activity by
surveying a group of consortia members during every six (6) month period. [7 CFR
250 19(2)(vi)(C)]
12. The SEA must accept the Request for USDA Foods Delivery invitation in MEGS+ and shall
maintain a file copy of these Assurances and Certifications for the direct diversion of USDA
Foods that will be provided to the SFA by the chosen consortium.
13. This agreement is subject to amendments resulting from USDA regulatory and/or policy
changes.
If you have chosen not to receive USDA Foods for SY 2017-2018, you have agreed to the following:
Non-participation Acceptance Information
The School Food Authority (SFA) has decided not to enter into an agreement with a Fiscal
Agent of a consortium for the purpose of ordering, receiving, storing, tracking, procuring, and
distributing United States Department of Agriculture (USDA) non processed foods (including
bonus items), Department of Defense (DoD) produce, and/or USDA Foods processed products.
It is hereby agreed that
The SEA is forfeiting its entitlement dollars for USDA Foods and will not be eligible to receive
USDA Foods of any kind in school year 2017-2018 (July 1, 2017 to June 30, 2018).
Attachment A
RICK SNYDER
GOVERNOR
STATE OF MICHIGAN
DEPARTMENT OF EDUCATION
LANSING BRIAN J. WHISTON
STATE SUPERINTENDENT
FOOD SERVICE
ADMINISTRATIVE POLICY NO. 5
SCHOOL YEAR 2016/2017
SUBJECT: School Meals Program
Meal, Snack, and Milk Reimbursement Rates to School Food Authorities
Effective July 1, 2016 - June 30, 2017
DATE: August 8, 2016
The following reimbursement rates are in effect as of July 1, 2016.
SCHOOL
BREAKFAST
PROGRAM
,
NATIONAL SCHOOL LUNCH PROGRAM
Al- i bi-
SCHOOL
SNACKS*
SPECIAL MILK
PROGRAM
Non-
Severe
Need
Severe
Need
Less than
60%
Less than
60% +Bo
60% or
More
60% or
More
+60.
Paid $0.29 $0.29 $0.30 $0.36 $0.32 $0.38 $0.07 $0.1975
Reduced
Price
$1.41 $1.74 $2.76 $2.82 $2.78 $2.84 $0.43 NIA
Free $1.71 $2.04 $3.16 $3.22 $3.18 $3.24 $0.86 Average cast per
% pint of milk
Commodity Entitlement: $.23 for each lunch served in prior school year (2015/2016)
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 2014/2015 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 (2014/2015) 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 (2014/2015) were free or reduced
price.
* Afterschool snacks served in afterschool care programs. For inquiries regarding this memo call:
(517) 373-0406 or email: CrowleyW@mIchigan.gov
STATE BOARD OF EDUCATION
JOHN C. AUSTIN — PRESIDENT • CASANDRA E. ULBRICH — VICE PRESIDENT
MICHELLE FECTEAU — SECRETARY • PAMELA PUGH —TREASURER
LUPE RAMOS-MONTIGNY NASBE DELEGATE • KATHLEEN N. STRAUS
EILEEN LAPPIN WEISER • RICHARD ZEILE
608 WEST ALLEGAN STREET • P.O. BOX 30008 • LANSING, MICHIGAN 48909
www.michlgan.govimde • 517-373-3324
FISCAL NOTE ,oilsc .#4.6.304) November 10, 2016
BY: Finance Committee, Tom Middleton, Chairperson
IN RE: DEPARTMENT OF HEALTH AND HUMAN SERVICES CHILDREN'S VILLAGE DIVISION —
201612017 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 resolution authorizes the acceptance of reimbursement funding from the United States
Department of Agriculture National School Lunch/Commodity Distribution, Afterschool Snack and
Breakfast Programs, under the administration of the Office of School Support Services, Michigan
Department of Education for meals and snacks provided to the residents of Children's Village..
2. The grant amount is unknown at the time of acceptance; however, the previous cost of meals and
snacks for the prior grant was approximately $780,893, of which Children's Village was
reimbursed $276,025 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, 2016 through June 30, 2017.
5. No budget amendment is required.
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Crawford and Zack absent.
Resolution #16304 November 10, 2016
Moved by Fleming supported by McGillivray the resolutions (with fiscal notes attached) on the Consent
Agenda be adopted (with accompanying reports being accepted).
AYES: Dwyer, Fleming, Gershenson, Gingell, Gosselin, Hoffman, Kochenderfer, 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 resolution (with fiscal notes attached) on the Consent
Agenda were adopted (with accompanying reports being accepted).
/
GERALD D. POISSON
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCI., 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 10,
2016, 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 10 th day of November, 2016.
Lisa Brown, Oakland County