Everyone Wins With Summer Food!

Summer Food Service Program New Sponsor Workshop

Amy Bianco Nutrition Programs

Illinois State Board of Education

Please silence cell phones

Today’s Agenda

Eligibility

End of the Day

Feeding the Children• Is there a need??

– Lots of statistics• Learning Loss• Child Obesity• Behavioral Problems• Chronic Illiness

– For every 100 in NSLP:• Nationally – only 14 receive a meal in SFSP• In Illinois – only 11 receive a meal in SFSP

Child Nutrition Programs www.isbe.net/nutrition

Seamless Summer Option (SSO)

• Mirrors SFSP except for – Only schools can be sponsors

• Comparison chart on website at https://www.isbe.net/Documents/comparison_programs.pdf

What is the Summer Food Service Program (SFSP)?

• Summer Food Service Program– Federal Reimbursement Program funded by USDA– Administered by The IL State Board of Education– Serving nutritious meals to children 18 and under at

an income-eligible site during:• The summer months when school is not in session,• The breaks of a year-round school, or• Unanticipated school closures

– Congregate Meal Program• Operates a non-profit food program• Can be just a feeding site or can combine with

activities for increased participation

Resources at your fingertips• ISBE Website (https://www.isbe.net/SFSP)

• Power point presentations • E-trainings • Forms• Outreach materials• Handbooks• Websites• Google, Google, Google

Illinois Results & Goals• 2019 Results (SFSP & Seamless Summer Option (SSO)

– Combined .3% decrease– Over 5.2 million meals served– 35 counties with no Summer Meals sites

• Goals for 2020 – Continue Building Community Partners

• Keep your eye out– Work with Sponsors

• What can we do to help YOU!– Grant Opportunities– Increase meals 5.0%

What can YOU do?• Strategies

– Marketing your program• Paper, Radio, TV, Local School, PSA, Posters, etc

– Hold a kick-off event and/or a spike event– Having activities at your sites (partner with the

community)– Add another meal service (up to 2 total – per site)– Stay open for one additional week– Add an additional site (where are the kids in your

community?)

– Get involved! – Start NOW!!!

Marketing Materials

Training for SFSP• Per regulations—training for a sponsor’s

administrative staff is required each year• Variety of learning opportunities

– Full-day workshops– Half-day workshops– Webinars

• E-trainings• https://www.isbe.net/sfsp; scroll down and

click on “Training Opportunities”

Show of Hands• Sponsors who have participated in SFSP for at

least two consecutive years?• School sponsors?• Sponsors who last year was their first year?• Other potential new sponsors?

Summer School Mandate in IL• Public Act 095-0155, amended by 096-0734• Effective 8/14/07• School is having a summer program

– Academic or enrichment

• AND• The summer program is being held in a

building where the free and reduced eligibility for NSLP is 50% or greater

Summer School Mandate(continued)

• If YES—Affected by mandate and must serve a breakfast and or lunch to summer school participants and to the community for the duration of the summer program through the SFSP or the Seamless Summer Option (SSO) UNLESS the sponsor opts out.

• If NO—Remain in the National School Lunch Program or the School Breakfast Programs (free, reduced-price, or paid) UNLESS sponsor will open their doors to the community, then they can participate in the SFSP or SSO.

Summer School Mandate(continued)

• School can opt out of the mandate by filing a petition to their regional superintendent by January 15– Show that it would be cost prohibitive to implement

the program– Public hearing– Regional superintendent must give decision by March

1 of each year• Schools must have a plan in place by February 15

– Estimate dates and number of children– Keep on file at school

Who is eligible to be an SFSP sponsor?Types of organizations that can sponsor the Program• A public or private non-profit school food

authority• A public or private non-profit residential private

camp• A public or private non-profit college or university

participating in the National Youth Sports Program (NYSP) or Upward Bound Program

• A unit of local, county, municipal, State, or Federal government

• Any other type of private non-profit organization with their 501(c)3 tax status

Sponsor Eligibility• Must demonstrate financial and

administrative capability– New Sponsors: viable, capable, & accountable

(VCA)• Must not be terminated from a program or

on the seriously deficient list• Must serve in areas where poor economic

conditions exist • Must provide a year-round service• Must accept an agreement with the Illinois

State Board of Education (ISBE)

Sponsor Eligibility (continued)

• Must exercise management control over sites– New sponsors may operate only 1 or 2 sites

• Must certify all new and problem sites have been visited and are capable of providing meal services

• Management responsibilities cannot be delegated below the sponsor level

• Have a valid Data Universal Numbering System (DUNS) number

• Submit GATA (Grant Accountability and Transparency Act)questionnaire annually

GATA Requirementswww.isbe.net/gata

Sponsor’s Responsibilities• Train all administrative and operating staff• Monitor sites throughout the operation of the

Program• Maintain accurate records for costs incurred,

disbursements, and meal counts and maintain records for a minimum of three years plus the current year

• Absorb any costs that are incurred when there is not enough reimbursement.– Careful planning

Sponsor’s Responsibilities (continued)

• ISBE will send out a state-wide program announcement – Conduct Outreach to make community aware of

your program • Notify area grassroots and minority

organizations• Notify local health department of food

preparation and serving sites (must attach a signed copy to online WINS application)

• Maintain copies of all notifications on file

Sponsor’s Responsibilities (continued)

• Offer all program services without regard to 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.

• Display the And Justice For All poster at eachsite and in the sponsor’s administrative office {New Poster}

Sponsor’s Responsibilities (continued)

• Sites– Number?

• New sponsors may be limited to two sites their first year

– ISBE monitor will discuss at the Pre-operational Site Review– Focus on processes in place– Set up for Success!!

– Location?• Where are the children?• Cannot be too close to another SFSP site

– Eligibility• School data, census data, household income

applications, certification

Selection of Sites• Where are the children?

– Capacity Builder• Need to make sure site can offer a quality meal

service• Key factors to look for

– Meal service facility: food preparation,holding, and delivery capabilities of site

– Site supervision: how much supervisionwill be necessary

– Serving capacity: maximum number of children that can be served

– Location: urban or rural, busy highways, etc.• Mobile Sites

– Must eat on site

Sponsor’s Responsibilities (continued)

• Decide how meals will be prepared–Self-prep–Contract with a school food authority

•Attach a signed copy to your online application–Contract with a food service management company (FSMC)

• $250,000 threshold―Invitation For Bid• < $250,000―Informal Bidding Procedures• Attach a signed copy to your online application• Also attach a copy of FSMC’s most recent health

inspection

Informal Bidding Procedures• Comparison shopping

– Self-prep or vended

• Develop a written description of the services/items being solicited – your menus

• Solicit quotes/bids from three or more potential vendors based on the purchase description – menus – Document vendor names along with the date and

method of contact (must be an actual business)

• Record all quotes/bids and any notification received from vendors declining to bid

Informal Bidding Procedures (continued)

• Evaluate the quotes for conformance to the purchase description

• Award the purchase/contract – Record the justification for the award

• For food contracts, attach a copy of the final contract to your WINS application along with a copy of the vendor’s latest health department inspection

• Sample contract on website under the Forms and Documents link http://www.isbe.net/nutrition/htmls/summer_forms.htm

Micro Purchases• For self-prep sponsors• Used for purchases of supplies or services

which do not exceed $10,000• May be awarded without soliciting quotes if

the sponsor considers the price to be reasonable

• Must distribute equitably among qualified suppliers

Store A Store B Store C

Store A Store B Store C

Additional Sponsor’s Responsibilities• Create an 11-day cycle menu

– For each meal type served– That meets Federal guidelines (minimums)

• Food components• Portion size

• Enter online Sponsor Questionnaire, Site Questionnaire(s), AND budget by June 15, 2020

• Serve Meals

Additional Sponsor’s Responsibilities(continued)

• Monitoring duties– Pre-Operational Reviews– First week visits– Fourth week review

• File monthly Claims for Reimbursement– Site claims– Sponsor claims– Advances

SFSP WebsiteSFSP website at https://www.isbe.net/sfsp• Rates• Sample forms• Resources• Training videos• PSAs• Commodities• Household Income

Applications• New sponsor link• Etc.

Site Eligibility

• Site is a location where meals are served and children eat in a supervised setting

– CANNOT be a person’s home

• Must provide documentation on the application that site meets income eligibility criteria required by law

Site Eligibility (continued)

• Common types of sites–Open–Closed-enrolled

• Other types of sites–Restricted-open– Residential camps–Nonresidential camps–Migrant site–Upward Bound– For-Profit

Open and Restricted-Open Sites

• Open sites make meals available to all children in the community

• Restricted-open sites are initially open to broad community participation but attendance is restricted or limited for reasons of security, safety, or control

• Reimbursed for all meals served to attending children

Open and Restricted-Open Sites (continued)

Open Site Restricted-Open Site

• Serves all children in the geographical area where at least 50 percent of the children are eligible for free or reduced-price school meals

• Reimbursed for all meals served to attending children

• Community on a first-come, first-served basis

• Sponsor may limit attendance for reasons of security, safety, or control due to staff limitations, etc.

• Reimbursed for all meals served to attending children

Eligibility Documentation

•School Data―can use for five years•Census Block Group Data

2010 census—can use for five years

Closed-Enrolled Sites

• Closed-enrolled sites serve only children in a specific program or in an activity

• Site is NOT open to the community at large• Reimbursed for all meals served to

children in attendance

Closed-Enrolled Sites (continued)

Closed-Enrolled Site•Serves only children in specific program or activity•Site is not open to the community at large•Reimbursed for all meals served to children in attendance when at least 50 percent are eligible for free and reduced-price school meals

Eligibility Documentation•School data―can use for five years•Census data—can use for five years•Certified by School District•Household Eligibility Applications & at least 50% of enrollees are eligible for free and reduced-price school meals

•Direct Certification – only identifies FREE students

Capacity Builder (https://www.fns.usda.gov/capacitybuilder)

Residential and Nonresidential Camps

• Camps that offer a regularly scheduledfood service as part of an organized camping program for enrolled children may participate

• Nonresidential camps must offer a continuous schedule of organized cultural or recreational programs

• Camps do not establish income eligibility at the 50 percent level

• Only reimbursed for meals served to children who meet the income eligibility criteria

Migrant Sites• Reimbursed for meals served to all

children• Document eligibility

–Submit information obtained from a migrant organization which certifies the site serves children of migrant workers

OR–If other children are served, submit

certification that the site predominantly serves migrant children

• Submit certification by attaching to WINS online application

For-Profit Sites• Must operate under an eligible public or

private non-profit sponsor• Must be open or restricted open• Must meet site eligibility• Sponsor CANNOT provide any SFSP funds to

the site• Only the sponsor’s trained staff and

volunteers and sponsor trained site staff serving as volunteers are permitted to distribute the meals.

Upward Bound (UB) Program• Upward Bound Programs may be eligible for

participation• Use the Upward Bound Program application

in-lieu of the SFSP application• Certify in writing that it meets the income

eligibility guidelines of the Upward Bound Program

• MUST submit certification by uploading to online application or fax (217/524-6124)

Upward Bound Program (continued)

• Enrolled sites (up to two meals) who exclusively serve UB participants may be reimbursed at the free rate for all meals served

• Enrolled sites that serve both UB and non-UB participants, applications must be on file to meet the 50% threshold– Combination of UB and SFSP applications used

to determine the 50% threshold

Upward Bound (UB) Program(continued)

• UB residential camps can claim meals:– Children eligible (based on income) using the UB

application– First generation participants must complete a

SFSP income application and must meet income eligibility

• Prior year UB apps can be used in the current year to calculate the 50% threshold

• State monitors can review Upward Bound Program applications

Sponsor/Site Agreement

• If site is unaffiliated, may have site sign an agreement– List responsibilities of site supervisor

– Cannot charge site for un-served meals

• Does NOT relieve sponsor of final administrative and financial responsibility

Meal Service

• Open and enrolled sites mayserve up to two meals or one meal and one snack each day (NOT lunch and supper)

• Camps and migrant sites may serve up to three meals each day or two meals and one snack each day

Requirements for Meal Services

• Follow your 11-day cycle menu• Adhere to local health and sanitation

regulations• If meals are served outside, make adequate

arrangements for food service during inclement weather

• Serve meals during the approved times submitted on the Site Questionnaire

Time Restrictions

• One hour must elapse between theend of one approved meal service and the beginning of another

• Supper must end by 8 p.m.• Serving periods for ALL meal services do not

exceed two hours• Add flexibility to meal times in site

questionnaire

Changes to Meal ServiceChanges must be made directly to the SFSP online system. The following changes MUST be submitted:

• Meal service times

• Field trips

• Adding or dropping meals• Changes in participation levels

– Cannot claim over your highest daily participation level

Field Trip Guidance

• Must be entered into the online site questionnaire within 48 hours of field trip

• If within the 48 hours –– Enter details online– Contact ISBE and make sure you receive an

answer• Open Site

– Must inform children in advance– Post the location of the next closest site

USDA Foods—Commodities

USDA Foods—Commodities (continued)

• Sponsors eligible to receive commodities– Self-prep– Contract with a school food authority– Schools that contract with the same FSMC as

the NSLP

• Agreement– Print– Sign and fax to ISBE

USDA Foods—Commodities (continued)

• Order Form– Entitlement

• $0.015 (1½¢) credit per meal– Previous year– Anticipated participation

– Bonus • Unlimited

– Due date • June 1

• Delivery– Once during summer

• June 15–June 30• Contact Information

– Angie Hancock or Sophie Newman– 800/545-7892 phone– 217/782-4550 fax

Department of Public Health• ALWAYS CHECK with your local health

department– Food Handler Training (effective 1/1/17)– Share table– Leftovers– Donations

• Fact Sheet• Recorded webinar at

https://www.isbe.net/Pages/Nutrition-and-Wellness-Resources.aspx

• They can shut your site down!!

Reimbursement Rates

Claim for Reimbursement• Meals CANNOT be claimed for

reimbursement until the site AND the sponsor applications have been APPROVED!!– Site app approved does NOT mean sponsor is

approved

• We CANNOT backdate!!!• A sponsor CANNOT claim above a site’s HDP!

– Need to review the daily meal count sheets often

Claim for Reimbursement (continued)

• Processed every Tuesday• Due the 10th of the month following

the claim month• Maximum – 60 calendar days from

the claim month for the complete claim– Including a revised claim– Submit a revised sponsor claim as well

Claims for Reimbursement (continued)

• # of first meals served to children + a very small % of second meals

• Times (X)• The reimbursement rate• Equals =

• Reimbursement – which is supposed to cover ALL your costs

Claims for Reimbursement (continued)

Claims for Reimbursement (continued)

Costs Reimbursement

Claims for Reimbursement (continued)

Claims for Reimbursement (continued)

Claims for Reimbursement (continued)

• Advance payments– Application must be totally approved

before a request can be made– Estimate # of children conservatively– Will be deducted from monthly claim

• E-training online• Contact Information (217/782-5256)

– Keri Shoemaker

Appeal Rights• Appealable Acts

– Denial of a sponsor’s application for participation– Denial of sponsor’s request for an advance payment– Denial of a sponsor’s claim for reimbursement (exception

on decisions made by FNS with respect to late claims or upward adjustments)

– Termination of a sponsor’s (or a site’s) participation in the Program

– Denial of a sponsor’s site application– Claim against a sponsor for remittance of a payment– Refusal by the State agency to forward to FNS an exception

request by the sponsor for payment of a late claim or a request for an upward adjustment to a claim

Appeal Rights (continued)

• Appeal Procedures– Sent when sponsor has been denied participation in

the Program or denied any Program payment (see Appealable Acts)

• Registered Mail– Time sensitive– Detailed instructions– May obtain a hearing

• Exceptions– Appeals shall not be allowed on decisions made by

FNS with respect to late claims or upward adjustments.

Civil Rights Requirements• Annual training for front line staff

•Nondiscrimination statement–Include on all information going out

Civil Rights Requirements (continued)

•Nondiscrimination statement• 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 institutionsparticipating in or administering USDA programs are prohibited from discriminating based on race,color, national origin, sex, religious creed, disability, age, political beliefs, or reprisal or retaliationfor 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 (Stateor local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speechdisabilities 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 DiscriminationComplaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html,and at any USDA office, or write a letter addressed to USDA and provide in the letter all of theinformation 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:

• (1) mail: U.S. Department of AgricultureOffice of the Assistant Secretary for Civil Rights1400 Independence Avenue, SWWashington, D.C. 20250-9410;

• (2) fax: (202) 690-7442; or • (3) email: program.intake@usda.gov.•

• This institution is an equal opportunity provider.

Civil Rights Requirements (continued)

•Target Data–Sponsor’s approval letter

• Beneficiary Data–Site Review Form

•Training of staff• And Justice for All posters

–Each site and in the administrative office

• Provide information in appropriate translation

–Top ten translations

Record Retention

• Must maintain all records for three years plus the current year

• Can only be disposed of if there are no unresolved audit findings or the program is not under investigation

Who to Contact for Help• Program Information

– Amy Bianco(via email at abianco@isbe.net)

– Megan Kuchar(via email at mkuchar@isbe.net)

– Katelyn Fawns(via email at kfawns@isbe.net)

– Kari Broughton(via email at kbrought@isbe.net)

• 800-545-7892 (Illinois only) or• 217-782-2491• Fax: 217-524-6124

More Contacts• New Sponsors

– Megan Kuchar(via email at mkuchar@isbe.net)

• 800-545-7892 (Illinois only) or• 217-782-2491• Fax: 217-524-6124

More Contacts (continued)

• USDA Foods—Commodities– Sophie Newman– Angie Hancock– 800/545-7892

• Reimbursements– Keri Shoemaker– 217/782-5256

• IWAS/WINS Assistance– 217/558-3600

WebsiteTo navigate to the main page of the SFSP

• Go to www.isbe.net, scroll down and click on Summer Food Service Program under Nutrition

• Or type the link on the Internet address line www.isbe.net/SFSP

•SAVE AS A FAVORITE!!!

Grant Opportunities• No Kid Hungry

– Grants available NOW; deadline February 28th

• Possible extension

– Up to $5,000 – can be used on anything, BUT food!!

https://nokidhungrygrants.force.com/

Questions???