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HomeMy WebLinkAboutResolutions - 2018.09.27 - 23786Commissioner Christine Long, District Chairperson, General Government Corluknittee MISCELLANEOUS RESOLUTION #18326 September 27, 2018 BY: Commissioner Christine Long, Chairperson, General ciovernment Committee IN RE: DEPARTMENT OF HEALTH AND HUMAN SERVICES/CHILDREN'S VILLAGE DIVISION — 2018/2019 NATIONAL SCHOOL LUNCH PROGRAM GRANT ACCEPTANCE To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS Oakland County Children's Village 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, 2018 through June 30, 2019; 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 licensed 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 Administrative Memo No.4 dated August 23, 2018; and WHEREAS in addition, Children's Village qualifies for a performance-based extra 6 cents per breakfast and lunch as shown in Administrative Memo No.4 dated August 23, 2018 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, 2017 through June 30, 2018, the total cost of meals and snacks was approximately $715,905, of which Children's Village was reimbursed $277,119 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 grant 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 2018-2019 National School Lunch/USDA Food Distribution Agreement and Certification Statement for grant meal reimbursements for the period July 1, 2018 through June 30, 2019. 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. BE IT FURTHER RESOLVED that acceptance of this grant does not obligate the County to any future commitment and continuation of this program is contingent upon continued future levels of grant funding. Chairperson, on behalf of the General Government Committee, I move the adoption of the foregoing resolution. GENERAL GOVERNMENT COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Kochenderfer and Quarles absent. GRANT REVIEW SIGN OFF — Children's Village GRANT NAME: 2018-2019 National School Lunch Program FUNDING AGENCY: Michigan Department of Education DEPARTMENT CONTACT PERSON: Joanna Overall 858-1164 STATUS: Grant Acceptance DATE: September 6, 2018 Pursuant to Misc. Resolution #17194, 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 (9/4/2018) Department of Human Resources: FIR Approved (No RR Committee) — Lori Taylor (9/4/2018) Risk Management and Safety: Approved by Risk Management. — Robert Erlenbeck (9/4/2018) Corporation Counsel: APPROVED by Corporation Counsel. —Mary Arm Jerge (9/6/2018) Strong, Lori M From: Sent: To: Cc: Subject Alessi, Gregory L Tuesday, August 07, 2018 3:57 PM Overall, Joanna J Strong, Lori M; Feneley, Tracy A FW: MEGSPlus - Congratulations! Your 2019 SNP application has been approved. From: rnegsPrnichigarkgov [mailto:megsrnichigan.govj Sent: Tuesday, August 07,2018 12:02 PM To: Alessi, Gregory L Subject: MEGSPlus - Congratulations! Your 2019 SNP application has been approved. Congratulations! Your 2019 SNP application has been approved. Questions regarding the application may be directed to the School Nutrition Programs unit at MDE-schoolnutrition@michigan.gov or 517-373-3347. STATE OF MICHIGAN DEPARTMENT OF EDUCATION LANSING SHEILA A. ALLES INTERIM STATE SUPERINTENDENT RICK SNYDER GOVERNOR FOOD SERVICE ADMINISTRATIVE MEMO No. 4 SCHOOL YEAR 2018-2019 SUBJECT: School Meals Program Meal, Snack, and Milk Reimbursement Rates to School Food Authorities Effective July 1, 2018 - June 30, 2019 DATE: August 23, 2018 The following reimbursement rates are in effect as of July 1, 2018, SCHOOL BREAKFAST PROGRAM NATIONAL SCHOOL LUNCH PROGRAM AF I hit SCHOOL SNACKS* SPWAL MILK PROGRAM NON SEVERE NEED SEVERE NEED LESS THAN 60% LESS THAN 60% + 6 CENTS 60% OR MORE 60% OR IVIORE + 6 CENTS PAID $0.31 $0.31 $0.31 $0.37 $0.33 $039 $0.08 $01050 REDUCED $t49 $1.84 $2.91 $2.97 $2.93 $2.99 $0.45 N/A FREE $1.79 $2.14 $3.31 $3.37 $3.33 $339 $0,91 Average cost per i/2 pint of milk Commodity Entitlement: $.2350 for each lunch served in prior school year (2017-2018) 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 2016-2017 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 (2016-2017) 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 (2016-2017) were free or reduced price. *Afterschool snacks served in afterschool care programs. For inquiries regarding this memo call 517-241-5358 or email CrovvleyW©michigan.gov . STATE BOARD OF EDUCATION CASANDRA E. ULBRICH — CO-PRESIDENT • RICHARD ZEILE — CO-PRESIDENT MICHELLE FECTEAU — SECRETARY • TOM MCMILLIN — TREASURER LUPE RAMCS-MONTfGNY NASBE DELEGATE • PAMELA PUGH NIKKI SNYDER • EILEEN LAPPIN WEISER 608 WEST ALLEGAN STREET • P.O. BOX 30008 • LANSING, MICHIGAN 48909 www.michgan.govirnde • 833-633-5788 Authority: Child Nutrition Act of 1966. Completion: Voluntary. Office of Health and Nutrition Services School Nutrition Programs P.O. Box 30008 Lansing, MI 48909 517-373-3347 MICHIG4P4AN °Education 2018-2019 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 Agencv/Subagencv 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 costs 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 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 5/17 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 the 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. 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. 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 5/17 • 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 afterschooi 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. Serve lunches and snacks that 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 7 CFR 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 identify 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. Ensure that any profit from the sale of non-program food accrues 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 5/17 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 an 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 inelig-ible 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. 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. Sponsor must submit such reports as are required by the State Agency to record final distribution of such inventories. j. 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 5/17 22. Provide a means to encourage student and teacher/parent input into the program. 23. Agree that the School Food Authority (SEA) official signing the claim shall be responsible for reviewing and analyzing meal counts to ensure accuracy governing claims for reimbursement (7 CFR 210.8). Acknowledge that failure to submit accurate claims will result in the recovery of an overclaim and may result in the withholding of payments, suspension, or termination of the program (7 CFR 210.24 and 7 CFR 210.25). Acknowledge that, if failure to submit accurate claims reflects embezzlement, willful misapplication of funds, theft or fraudulent activity, penalties shall apply (7 CFR 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 the State Agency. 25, Only claim reimbursement for snacks served in eligible Afterschool Care Programs; Le., 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 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. Comply with requirements for Professional Standards for school nutrition professional including hiring standards and yearly training requirements. 28. Establish a local meal charge policy. 29. Establish written school wellness policy for all schools under its jurisdiction and include all the required elements per 7 CFR 210.31 (c). 30. Respond to surveys and research studies as requested by the USDA. 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. Page 5 of 10 5/17 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 responsibility 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: 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+ Schedule A 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 7 CFR 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 authority to be unable to pay the full price thereof. 5. Claim reimbursement only for breakfasts served to children that meet the requirements specified in 7 CFR 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. Page 6 of 10 5/17 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. 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, Afterschooi 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, and special milk served free or at reduced price. Page 7 of 10 5/17 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. 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, I. Direct Certification Reports J. Food Production Records Page 8 of 10 5/17 PART S. 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). 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, Page 9 of 10 5/17 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 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, aucliotape, 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 Filingir 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: 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: orogram.intakeusda.gov . This institution is an equal opportunity provider. https://www.ascr.usda.gov/Filing-program-discrimination-complaint-usda-customer Page 10 of 10 5/17 Office of Health and Nutrition Services School Nutrition Programs P.O. Box 30008 Lansing, MI 48909 517-373-3347 Authority: Child Nutrition Act of 1965. Completion: Voluntary. MICHJN '"-lEducation 2018-2019 NATIONAL SCHOOL LUNCH/COMMODITY DISTRIBUTION SPECIAL MILK, AFTERSCHOOL SNACK, AND BREAKFAST PROGRAMS Policy Statement Child Nutrition Program School Lunch - Including Commodity 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 10,550 10.555 10,553 10.556 10.559 10,558 Program 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 How to Apply for Free and Reduced Price Meals Form - Free Milk Application - Free and Reduced Price School Meals Family Application 2018-2019 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 Direct Certification Free Approval Medicaid Direct Certification Reduced-Price Approval 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 and Reduced Price School Meals. Page 1 of 6 04/18 2. Ensure there are no barriers for participation by Limited English Proficient (LEP) families. LEP households will be provided program information in a language they can understand throughout the certification and verification process. B. The LEA (including Residential Child Care Institutions (RCCIs) with day treatment programs) agrees to: 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-roots organizations. 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 Application for 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 at the beginning of the school year, 3. Depending on whether your School Food Authority: a) counts and claims students' meals using the traditional claiming using the eligibility status (free, reduced-price, or paid) of students; b) through a combination of some school(s) claiming by eligibility status and other schools claiming through the Community Eligibility Provision (CEP); or c) your entire Schaaf Food Authority is claiming through the CEP, you will be required to follow one of the following methods to determine student's eligibility and correct claiming procedures. a. For standard eligibility determination - 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 Frequently Asked Questions About Free and Reduced Price School Meals. 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. 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. b. If your district/LEA has some schools on regular claiming using eligibility status and some are participating in CEP, you will determine eligibility depending on how the school is counting/claiming meals. If using the standard method of free/reduced/paid eligibility counting and claiming, those schools must follow 3.(a) above. For those schools that have been approved for CEP, all students will receive free breakfast and free lunch. With CEP schools, they will only need to count the total number of reimbursable meals served and submit these monthly totals in the claim system. Your 'SP will automatically calculate the number of meals reimbursed at the free rate and the paid rate in the claim system. For student level socioeconomic information, CEP does not make all of the students "free". The use of the Household Information Survey would need to be used to capture the socioeconomic status of individual students who are NOT already directly certified, foster, homeless, migrant, or runaway. It is CRITICAL for you save all of the documentation used to calculate your ISP. c. For schools/LEAs that are all CEP, individual determination of students eligibility status is completed through direct certification and those students that are certified, foster, homeless, migrant or runaway. The total of these students is then divided by enrollment to determine the schools/SFAs Identified Student Percentage (1SP). For school lunch and Page 2 of 6 04/18 school breakfast, additional student level information is not required for these students. Household Information Surveys can NOT be used to determine a student's eligibility for free meals - all students in a CEP school are served free meals. Districts participating in the NSLP must use ore of the methods for counting and claiming as described above. If schools enter or exit the CEP, the SFA snail adjust their counting and claiming methods to coincide with the above. 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 as a best practice to access the direct certification report monthly and each time it is refreshed by the Center for Educational Performance and Information (CEPI), Michigan Student Data System (MSDS). 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. Medicaid matched students are included on the Direct Certification report as Medicaid Free and Medicaid Reduced Price eligible. The two different types of eligibility will be designated in the Direct Certification eligibility column as "M" for Medicaid Free eligible and "R" for Medicaid Reduced Price eligible. Students directly certified as Medicaid Free eligible or Medicaid Reduced Price eligible can extend benefits to the rest of the students in the household without further application. Directly certified Medicaid Reduced Price eligible households will have the opportunity to complete an application to determine if they qualify for free meals based on household income and size. A separate direct certification notification letter for Medicaid Reduced Price eligibility will be sent to the households along with the Application for Free and Reduced Price School Meals and the Income Eligibility Guidelines for Reduced Price Meals. Medicaid case numbers on applications or letters from a state agency may not be used in place of direct certification by Medicaid. The Direct Certification Report is the only means to determine Medicaid eligibility for free or reduced price meals. Under 7CFR Part 245.6(b)(1)(v), LEAs electing CEP are required to conduct a data match between SNAP records and student enrollment records at least once annually. The requirement must be met by accessing the Direct Certification Report in MSDS by April 1st every year. 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. The eligibility determination must be made within 10 working days of the receipt of the application. 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. Page 3 of 6 04/18 Parents or guardians will be informed in writing of the reason for denial and of the fair hearing procedure when an application is rejected. 6. Develop a procedure for households with children who are categorically eligible under other source categorically eligible programs should Contact the school for assistance in receiving benefits and indicate the source of their status on the 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. 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 nearing 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. 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). Page 4 of 6 04/18 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.Estabiish 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 I, M-Step, 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. 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: 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. 16.Develop a procedure that prevents overt identification of the children receiving free or reduced price meals or free milk when competitive foods are being sold 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 barriers for participation by Limited English Proficient (LEP) families, and LEP households will be provided program information in a language they can understand throughout the certification and verification process. 19.Review and follow all guidance in the USDA Eligibility Manual for School Meals Determining and Verifying Eligibility. Page S of 6 04/18 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.gov/complaint filing_cust.htrnl, 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 6 04/18 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 (MOE). 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 or the total lunches served the prior year multiplied by the commodity entitlement value as established by USDA in the federal registrar each July plus 12% provision entitlement as determined annually. 3. The consortium 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 USDA. 4. The SFA 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 complia-nce with all applicable federal, state, and local requirements, The SFA 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 2019-2020 school year (July 1, 2019 to June 30, 2020) 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. Membership fees are the responsibility of the SEA, not the vended meal company. 8. The SFA's decision to belong to this consortium is irrevocable for the 2019-2020 school year. No changes to the consortium choice within MEGS+ allowed after October 15, 2018, SFA's may only join one USDA Foods consortium at a time. 9, The SEA, 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 SFA 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 Food purchasing and procurement 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 150.16] 11. The SFA 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 SEA by the chosen consortium. 12. 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 2019-2020, 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 SFA is forfeiting its entitlement dollars for USDA Foods and will not be eligible to receive USDA Foods of any kind in school year 2019-2020 (July 1, 2019 to June 30, 2020). CNP: School Nutrition Program - Sponsor Information Agency: Oakland County Childrens Village 2019 Recipient Code: 630008006 1. Agreement #: a. RCCI Flag: 2. Sponsor Name: 3. a. Address Line 1: b. Address Line 2: c. City: d. State: e. Zip: 4. a. Federal Employer ID Number: b. School District Code: c. School Building Code: d. County: e. DUNS Number: f. Activity Status and Effective Month: g. Number of Active Sites: *5. Is SFA operated by a Food Service Management Company? a. If Yes, Name of Company: b. Or, if company not listed enter Name here: 630008006 YES Oakland County Childrens Village 1200 NORTH TELEGRAPH RD DEPT 63 PONTIAC MI 483411032 386004876 63030 00000 Oakland County - 063 136200362 Active JUL 1 LI Yes El No Does SFA have meals prepared and delivered by a Vendor/ El Yes El No Caterer Generated 08/31/2018 Page 1 of 3 GNP: School Nutrition Program - Sponsor Information Agency: Oakland County Childrens Village 2019 Recipient Code: 630008006 a. If Yes, Name of Vendor/Caterer: b. Or, if company not listed enter Name here: *7 *a. Business Contact: *b. Title: *c. Telephone Number: *d. Fax Number: *e. E-mail Address: 8. Food Service Director: *a. Name: *b. Telephone Number: *c. E-mail Address: *d. Was the food service director hired on or after July 1 , 2015? Greg Alessi Administrator (248)858-1135 Ext: 0 (248) 858-4943 alessig@oakgov.com Karla Jensen (248) 858-1183 - jensenk@oakgov.corn Yes 9. a. Additional Contact: Lori Strong b. Title: Adm Coordinator c. Telephone Number: 248-858-1317 Ext. d. Fax Number: e, E-mail Address: strongl@oakgov.com *10. Does your district share a food service director? No a. If Yes, what is the methodology for reporting the shared Generated 08/3112018 Page 2 of 3 CNP: School Nutrition Program - Sponsor Information Agency: Oakland County Chiidrens Village 2019 Recipient Code: 630008006 costs of the food service director? *11. Do any of your Residential Child Care Institution sites have a day treatment program? *12. Are any of your schools going to participate in the Community Eligibility Provision(CEP)? * I certify that the above data is complete and correct, 121 1:1 Yes RI No 0 NA 0 Yes RI No Generated 08/31/2018 Page 3 of 3 CNP: School Nutrition Program - Site Information: 63RCC0015 Oakland County Children's Village Agency: Oakland County Childrens Village 2018- 2019 Recipient Code: 630008006 Site Number: 63RCC0015 New a. License Number; CE630201060 b. License Number 2/20/2020 Expiration Date: 2. Site Name: Oakland County Children's Village 3, 4, a. "New" or "Renewal" tag a. Address Line 1: b. Address Line 2: c. City: d. State: e. Zip: f. Primary Address (Geocode) a. School District Code; b. School Budding Code: c, County Code and Name: d. Activity Status and Effective Month: e. Grade Set: f. CEO Eligibility and Percentage: Renewal 1200 N Telegraph Rd Pontiac Ml 48328 42.656380, -83.324620 63030 Oakland County - 063 Active-01-JUL Undetermined * 5. Do you provide School IZIYes EINo Breakfast? a, Mandate Flag Generated 06/21/2018 Page 1 of 6 CNP: School Nutrition Program - Site Information: 63RCC0015 Oakland County Children's Village Agency: Oakland County Childrens Village 2018 - 2019 Rec ent Code: 630008006 *6. b. Breakfast Model options (Check all that apply): Hover over the option for additional details regarding the model: 01- Universal Free Breakfast 02 - Breakfast in the Classroom 03 - Grab-N-Go 04 - Second Chance Breakfast 05 - Breakfast Vending Machine 06 - Breakfast on the Bus 07 - Cafeteria - Other c. Is this site Offer versus Serve? Do you provide School Lunch? a. Lunch Menu Pattern Choices (Check all that apply): 1- Lunch:K-5 1- Lunch:K-5 2- Lunch:K-8 3- Lunch: 6-8 In RCCI dining rooms 0Yes No Effes 0No Generated 06/21/2018 Page 2 of 6 CNP: School Nutrition Program - Site Information: 63RC00015 Oakland County Children's Village Agency: Oakland County Childrens Village 2018 2019 Recipient Code: 630008006 171 4 - Lunch: 9-12 5 - Lunch: RCCI with Approved Exception b. Lunch Model (Check all that apply): 1 - Lunch in the classroom 0 2 - Grab-N-Go E c. Is this site Offer versus Serve? 3 - Lunch Vending Machine 4 - Cafeteria 5 - Closed Campus 6 - Open Campus 7 - Other In RCCI dining rooms DYes No * 7. Do you provide a Speciai Milk Program? a. Type(s) of Special Milk Program Operated (Check all that apply): El b. Special Milk Program price per % pint charged to student. c. Average price paid by school to dairy/vendor per 1/2 DYes IANo Free Pricing Non-Pricing Generated 06/21/2013 Page 3 of 6 CNP: School Nutrition Program - Site Information: 63RCC0015 Oakland County Children's Village Agency: Oakland County Childrens Village 20'18 - 2019 Recipient Code: 630008006 pint of milk, d. Do children in the Special Milk Program have access to School Breakfast Program or National School Lunch Program? * 8. Do you provide an Afterschool Snack? a. If After School Snack is Selected, site is: 0Yes ON° 0Yes ONo I. Non Area Eligible Eligible: At least 50% of enrolled children at this site are eligible for free or reduced price meals based on October claim. iii. Area Eligible: Located within the attendance area of another site that is area eligible. Enter information for that site below. Building Code Number: Building Name: 9. Is an Alternate Agreement required? (If yes, download the Alternate Agreement listed in Downloadable Yes No Generated 06/21/2018 Page 4 of 6 CNP: School Nutrition Program - Site Information: 63RCC0015 Oakland County Children's Village Agency: Oakland County Childrens Village 2018 - 2019 Recipient Code: 630008006 Required Documents, complete, obtain required signatures, and mail.) *1 0. Food Safety Inspections/Food Safety Program based on Hazard Analysis Critical Control Point principles (HACCP) a. a. A minimum of two food safety inspections are required to be conducted annually by the local health department for each building, or part of a building, participating in the NSLP in which food is stored, prepared, or served. This requirement also includes Residential Child Care Institutions (RCCIs). It is the responsibility of the SFA to request the food safety inspections. Please indicate the date(s) of the Food/Dairy Service Establishment Inspections for this site, as performed by your local health department personnel, between the dates of July 1, 2015 and June 30, 2016. NOTE: List routine inspections only. DO NOT list follow-up inspections made by the local health department or any self-inspections you perform yourself. If you are unsure of the dates of the most recent inspections, contact your local health department for this information. Date 1:1/12/2018 Date 2:6/13/2018 b. If less than two Food/Dairy Establishment Evaluation Reports were obtained for each building, please indicate the reason provided by the local health department for not conducting the evaluation(s): Does this site IYIParticipating participate in CACFP, I:Non-Participating SFSP or year-round NSLP? If participating, please describe briefly which groups of students have access to each program. Please list school year start and end dates. Generated 06/21/2018 Page 5 of 6 GNP: School Nutrition Program - Site Information: 63RCC0015 Oakland County Children's Village Agency: Oakland County Childrens Wage 2018.- 2019 Recipient Code: 630008006 School year is July 1 to June 30. All children and youth residing at the RCCI receive all meals and snacks free of charge. 12. Does this site provide and claim meals through the NSLP and/or SBP for (Check all that apply): Oa. *I certify that the above data is complete and correct: Great Start Readiness Program (GSRP) Students. Head Start Generated 06121/2018 Page 6 of 6 CNP: School Nutrition Program - Certification Statements Agency: Oakland County Childrens Village 2018 - 2019 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: I 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 sag), 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, P.L. 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 (HHFKA) I 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 2018-2019, 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 (P,L, 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 2018-2019, 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 SEA 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. If you would like to exit the system, please click the logout button at the top of this page. RtlAgree Submission/Certification MDE Approval Person Date Person Date Generated 0612112018 Page 1 of 1 Michigan Electronic Grant System Plus MichtganDwitrnent of Education IntelliGrants - MiND Security Agreement Page 1 of 1 Reports Administration I Training Materials I Agencies Welcome, Lori Strong Loaout Home Quick Search j SAVE I I GLOBAL ERRORS I REVIEW COMMENTS Main menu > Aoolication Menu > View/Edit > MIND Security Agreement Oakland County Childrens Village - 630008006 Quick Links: View/Edit I Change Status I Management Tools I Examine Related Items j View Comments Application: FY 201_9 - CNP: School Nutrition Program I Status: In Progress Security Level: MEGSi-: Level 4 Application Administrator Created By: alessi, Mr. greg on 6/18/2018 10:09:35 AM Modified By: aessi, Mr. greg on 6118/2018 3:10:09 PM MIND SECURITY AGREEMENT Instructions: Please indicate the person(s) that will complete the claims for this application in MiND. Confirm MEM accounts here https://mdoe,state.mi.us/meis/Login.asnX Primary Contact Lori Strong MEIS Account Number: A1176866 First Name; Lori Last Name; Strong Phone Number: (248) 858-1317 Email Address: strongl@oakgov,com Active since Date: 10/3/2016 12:35:14 EM Secondary Contact greg alessi MEIS Account Number: rfi038253 First Name: greg Last Name: alessi Phone Number: (248) 858-1135 Email Address: aiessig@oakgov.corn Active since Date: 10/3/2016 12:35:14 PM I certify that the person(s) named above are official(s) who are authorized to iegally bind this entity, Too of the Page Related Pages Status Page Name Comments Created By Last Modified By Li Sponsor Information Site Listing Certification Statements MiND Security Agreement Mr. greg aiessi 6/18/2018 10:09:35 6/18/2018 10:17:22 AM AM Mr. greg alessi 6/18/2018 10:09:35 6/18/2018 11:50:04 AM AM MI.gov I MEGS+ Horne I Contact I Policies FOIA I Compliance Copyright 2015 State of Michigan liftns•//m rine. .0-nte. m INIMFGSP111/Morlifle/MTMITF/MiND asmc 6121/7.01g CNP: School Nutrition Program - Meal Counting and Claiming Agency: Oakland County Childrens Village 2018- 2019 Recipient Code: 630008006 E1 1. Computer System a. Card/code (Computer System): O Number Series 111 Bar Code El Other: (Specify) b. Cards or codes accepted at El Beginning of Service Line* O End of Serving Line El Other: (Specify) * 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. El 2. Roster or Class List a. Method used to check names: b. Meal Count: O Self identification by Student (name or ID number) 0 Visual Identification by Teacher, Cashier, etc. with Back-up Self ID (name or ID number) Other: (Specify) RCCI staff and supervisors visual check O End of Meal Comparison of Checklist to List of Names of Eligible Children O End of Meal Tally of Codes and Number of Children Checked Off El Meals counted on meal count form after reimbursable meal given (RCCI) El Meals counted on meal count form at the end of the serving line (CEP) El Other: (Specify) O Number Series O Hole Punch • Date Placement LI Other: (Specify) 3. Ticket System a. Type of code: b. Tickets collected at: O Beginning of Service Line* El End of Service Line Generated 06/21/2018 Page 1 of 2 CNP: School Nutrition Program - Meal Counting and Claiming Agency: Oakland County Childrens Village 2018- 2019 0 Other: (Specify) Recipient Code: 630008006 * 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. Point of Service Certification * I certify that all of the following statements are true: *4. Overt Identification 0 Yes 0 No There is a method in place to prevent overt identification. 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. If No, please explain: * 5. Meal Counts l21- Yes El No Meals counted for reimbursement contain all required meal components. Meal counts are taken at the end of the serving line unless indicated above. Daily meal counts are not based on tray or plate counts, pre-order counts, classroom attendance or on the number of eligible students that have applications on file. If No, please explain: * 6. Claims IA Yes 0 No Meals counted for reimbursement contain all required meal components. Meal counts are taken at the end of the serving line unless indicated above. Daily meal counts are not based on tray or plate counts, pre-order counts, classroom attendance or or the number of eligible students that have applications on file. If No, please explain: Generated 06/21/2018 Page 2 of 2 CNP: School Nutrition Program - Request for USDA Foods Delivery Agency: Oakland County Childrens Village 2018 - 2019 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 2019-2020 Oa. MO R- Macomb-Oakland-Wayne RESA Ob. SPARC- School Purchasing and Resource Consortiums 0c. 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 2019-2020 Db. 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. *ID certify that the above data is complete and correct. Assurances and Certifications pertaining to participation in the USDA Foods Program can be found within the Related Pages section of this application 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? Local foods are foods that are grown, raised or processed in Michigan. YesEl No Department of Defense (DoD) and/or USDA Foods Program and/or Fresh Produce Pilot Program (utilizing USDA entitlement dollars) Broodline distributor (such as GFS, SYSCO, Van Eerden) Local grocery store Farm direct Farmer cooperative Generated 06121/2018 Page 1 of 2 CNP: School Nutrition Program - Request for USDA Foods Delivery Agency: Oakland County Childrens Village 2018 - 2019 Recipient Code: 630008006 Food hub 0 Farm direct Generated 06/21/2018 Page 2 of 2 CNP: School Nutrition Program - Meal Prices Agency: Oakland County Childrens Village 2018 - 2019 Recipient Code: 630008006 Student Meal Prices: Program Type: Breakfast Lunch Snack Residential Child Care Institution (RCCI) K-5 0 0 0 6-8 9-12 0 0 0 0 0 0 If you are Traditional Priced and students are provided meals at no cost, indicate 0 in fields. If a grade set is not in your enrollment, indicate N/A, and only enter meal prices into the grade set fields that are in your enrollment. If you have tiered pricing, only list the lowest price. For further information on the pricing requirements for adult meals please refer to MDE's "Menu, Adult, and Ala Carte Pricing Worksheet", which is available on our website at: www.michigan.govt-schoolnutrition. If you have any questions, please contact the MDE Fiscal Team at (517) 373-1073. El certify that the above data is complete and correct. Generated 06/21/2018 Page 1 of 1 CNP: School Nutrition Program - Food Service Director Hiring Standards Agency: Oakland County Childrens Village 2018-2019 Recipient Code: 630008000 . Select the student enroliment category for Oakland County Childrens Viilage El Less than 500 Er 500 - 2,499 1=1 2,500 - 9,999 o 10,000 or more 2. Are you a director overseeing multiple LEAs? • Yes Pf No a. if yes, list the other LEAs and the student enrollment of each LEA, based on the October student count. 3. Indicate level of educationSelect the student enrollment category for Oakland County Childrens Viliage O Bachelors Degree El Associates Degree High School Diploma or GED El MDE approval in response to the LEA's request for a candidate that meets the educational standards for an LEA with less than 500 students, but has less than three years experience. El Other: (Specify) 4. The Food Service Director has at least 8 hours of food safety training that was completed within 5 years prior to their starting date or completed within 30 days of their start date. Yes0 No 5. Upload all documentation (diploma, transcripts, or program certificates*) supporting level of education on the View/Edit page under Attachments, *Program Certificates • SNA SNS certification • SNA Level 3 certification • MSBO CND certification • NRA MFP certification + must complete MDE School Meals Overview Training within six months of hire date • CDM/CFFP certification + must complete MDE School Meals Overview Training within six months of hire date, *121 I certify that the above data is complete and correct. Generated 08/31/2018 Page 1 of 1 FISCAL NOTE (MISC. #18326) September 27, 2018 BY: Commissioner Thomas Middleton, Chairperson, Finance Committee IN RE: DEPARTMENT OF HEALTH AND HUMAN SERVICES/CHILDREN'S VILLAGE DIVISION — 2018/2019 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. 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 $715,905 of which Children's Village was reimbursed $277,119 from the Michigan Department of Education. The budget anticipates reimbursement of $240,000. 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, 2018 through June 30, 2019. 5. The FY 2018 — FY 2019 Budgets are amended to track reimbursements between breakfast and lunch reimbursement program. CHILD CARE FUND (#20293) Revenues 1060501-112215-610516 CHILD CARE FUND (#20293) Bud Ref: 2019 Analysis: GLB Activity GLB Revenues 1060501-1 12215-610516-1 000000002824 1060501-1 12215-610516-1 000000002825 Refunds School Meals Refunds School Meals Refunds School Meals Total Revenues FY 2018 — FY 2019 ($240,000) $100,000 $140,000 0 Commissioner Thomas Middleton, District #4 Chairperson, Finance Committee FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Kowall absent. Resolution #18326 September 27, 2018 Moved by Fleming supported by McGillivray the resolutions (with fiscal notes attached) on the Consent Agenda be adopted (with accompanying reports being accepted). AYES: Crawford, Fleming, Gershenson, Gingell, Hoffman, Jackson, Kochenderfer, KowaII, Long, McGillivray, Middleton, Quarles, Spisz, Taub, Tietz, Weipert, Woodward, Zack, Berman, Bowman. (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). I HEREEPt APPROVE THIS RESOLUTION CHEF 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 September 27, 2018, 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 27th day of September, 2018. .,P;ge(ZY Lisa Brown, Oakland County