Fresh Fruits and Vegetables FY 11 & FY 12

Alabama State Department of Education August 1, 2011

Welcome…• The Fresh Fruit and Vegetable Program

has grown by leaps and bounds since its origination in Alabama in 2008-2009.• 08-09: 25 schools awarded• 09-10: 39 schools awarded• 10-11: 62 schools awarded

• 11-12: 92 schools awarded• We would like to welcome all new

participants and thank you all for your time and efforts on the grant applications.

FFVP Handbook To locate,

http://www.fns.usda.gov/cnd/FFVP/default.htm

Click FFVP HandbookOR…

http://www.fns.usda.gov/cnd/FFVP/handbook.pdf

To access directly

FFVP Goals• Create healthier school

environments by providing healthier food choices

• Expand the variety of fruits and vegetables children experience

• Increase children’s fruit and vegetable consumption

• Make a difference in children’s diets to impact their present and future health

Selection Criteria• School with the majority of its

students being Elementary age• 50% or more students eligible for

Free/Reduced price meals• School must participate in NSLP• School must complete an annual

application for the FFVP

FFVP Funding FY 11-12• Alabama awarded $2,763,159 for FY

11-12

• Standards require allocation to be between $50-$75/student

• This years allocation based on $62.04/ student to allow all eligible schools to participate

Implementation and Monitoring

• Use an operational plan which includes who, what, when, and where in order to to make sure your plan is implemented

• Develop a monthly budget• Develop partnerships• Make sure to follow the HACCP plan

for serving FFVP to students•

Implementation and Monitoring

• Communicate with all CNP staff, principals and teachers for program understanding

• Use the purchasing process for fresh produce

• Store and handle foods to prevent spoilage and loss

Who are the recipients of the program?

• Children who normally attend the school receiving the grant award

• This includes split session kindergarten

• Head Start• Child care center in your school• You do not need to keep a roster

Teacher Role• Teachers should be encouraged to

participate and function as role models

• Help monitor and direct food distribution

• Use the time to talk with students about nutritional value, health, manners and hygiene

FFVP should not be used…

• For the community residents or adults attending school

functions

• As gifts or rewards

• For disciplining of children

Serving Schedule

• During the School Day (outside of meal service periods)

• School Day Activities• It is not limited to one time per day• Cannot be used in place of OR as

part of the reimbursable meal for NSLP, Breakfast or After School Snack Programs

Serving location

• Considero Timing (not immediately before meal

periods)oMaturity of students oAmount of time for students to eatoTime needed to prepare and serve

students- classrooms or staggered kiosks to reduce confusion

oClean-up with appropriate containers oStaffing issues

Selection of Food Items

• Fruito Kiwio Pluoto Raspberrieso Pomegranateo Apples- Variety o Papayao Ugly Fruito Star Fruito Local peaches

• Raw Vegetableso Saladso Carrotso Celeryo Squash- Yellow,

Zucchinio Onionso Mushroomso Rutabagao Spinach

-New and different fresh fruits and vegetables

-This includes pre-packaged fruits and vegetables

Selecting Fruits and Vegetables

• Consider the Season:https://docs.alsde.edu/documents/53/Resource%20list%20of%20Seasonal%20Fresh%20Fruit%20and%20Vegetables%20-%201-27-11.pdf

• Found on CNP Website – School Nutrition – Fresh Fruits and Vegetables – Resource List of Seasonal Fresh Fruits and Vegetables

• Make sure you are serving as many vegetables as you are fruits

Disallowable Items and Setting Limits

• Pages 14-15 of the FFVP HandbookoSee list of items not allowed

• Setting limits oDips for vegetables: limit to 1-2

TablespoonsoPrepared vegetables

Fresh vegetables that are cooked are limited to one time per week and always as a part of nutrition education lesson

Nutrition Education

• Seek free nutrition education materials

• USDA Team Nutrition website• Fresh Fruits and Vegetables website• Consult with your partners• Ideas located on pages 20-21 of

FFVP Handbook• Cannot be purchased with FFVP

funds

Reimbursement • Made monthly based on submission

of monthly claim for reimbursement• Made for costs of purchasing,

preparing, and serving fresh fruit and vegetables to students

• Submit claim within the first 10 days of the month and no later than the 20th day of the month

• Same late guidance as NSLP

2011-2012 Claim Form• http://www.alsde.edu/html/sections/c

np_documents.asp?section=53&footer=sections

• School Nutrition, Fresh Fruits and Vegetables

• FFV Claim Form and Instructions FY12 with formulas - Revision 6-17-11.xlsx (31 KB)

2011-2012 Claim Form

Submitting your Claim• Must be done monthly (no later than the

20th)• Use 2011-2012 Claim Form• Check accuracy of the claim

• Submit claim to CNPNSLP@alsde.edu

• Keep records 4 years plus current, or longer if unresolved audit

Spending

• No more than 10% of total grant can be used for administrative costs for the entire year allocation

Spending

• If you have not spent your $ by September (end of first quarter)

CONTACT STATE DEPT.• If you do not spend your $, your

allocation will be reduced. This means your 10% administrative costs

will be reduced as well.• Ex: If you have $3,000 left over to return, you will lose $300 administrative cost allowance. If you have already spent this $300, CNP will have to cover the

cost.

Reimbursable Costs• Costs divided into two categories

1. Administrative2. Operating

Administrative Costs• Documented expenses for planning the program,

managing paperwork, obtaining equipment, and all other aspects of FFVP not related to the

preparation and service of fruits and vegetables

• Purchasing (larger) food service equipment such as carts, refrigerators, portable kiosks, food

bars, Slicers

• Salaries for employees who compile claims for reimbursement and other financial reports, plan and write menus, order produce, track inventory,

and coordinate nutrition promotion

Reminders about Administrative Costs

• Limited to 10% of your school’s total FFVP grant

• Do not have to spend ANY, but 10% is maximum

• Must justify equipment purchases to State agency ( see page 22-24)

What are Operational Costs?

• The costs of running your food service operation

• If you have doubts about whether a cost is allowable, contact the State agency to discuss, prior to incurring such costs

Examples of Operational Costs

• Food items (fruits, vegetables, low-fat or fat-free dip for vegetables only)• Non Food items- napkins, paper plates,

cups, cleaning supplies, garbage liners• Small serving utensils• Delivery charges (including fuel

surcharges)• Staff salaries for preparing, serving

and cleaning up for the FFVP Program

Smooth Operation• Stay with-in the budget for July- Sept and

October-June

• It is advised not to spend entire 10% of Administrative costs during first quarter

• You want to make sure you have enough money left to buy fresh fruits and vegetables

• If you need to spend more than 10% of your first quarters allocation on Administrative costs, please contact the State Department

July-Sept. Encumbrance of Funds

• Complete a purchase order prior to September 30 for fresh fruits and vegetables to be delivered and served in October • These will be claimed for reimbursement on September claim using July-September allocation of funds• This may or may not be allowable by your CFO. Know the financial policies of your district.

Budgeting• Make sure purchases are for

allowable expenditures• Make sure that your reimbursement

check matches the claim for reimbursement

• An Excel FFVP claim spreadsheet has been developed to help you track your monies.

• http://www.alsde.edu/html/sections/doc_download.asp?section=53&id=14506&sort=100

State Monitoring• Review Claims

oMajority of funds are used to purchase fresh produce

oEquipment purchases are carefully reviewed and justified

oLabor costs and all other non-food costs are minimal

• Review as part of CRE• Ensure that funds are used to purchase

fresh fruits and vegetables• Ensure school is following operating and

administrative cost guidance

Resources

• FFVP Toolkit: http://www.fns.usda.gov/cnd/FFVP/toolkit.htm

• USDA resources:http://www.usda.gov/wps/portal/usda/usdahome?navid=KYF_RESOURCES

• USDA Farm to School: http://www.fns.usda.gov/cnd/F2S/Default.htm

• MyPlate: http://www.choosemyplate.gov/

Power Point

• A copy of this presentation can be found on the CNP Website under School Nutrition - Presentations

Q&A will be posted on CNP Website under Fresh Fruits and Vegetables