Illinois State Board of Education

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1 Illinois State Board of Education 100 North First Street Springfield, Illinois James T. Meeks Chairman Tony Smith, Ph.D. State Superintendent of Education May 23, 2017 Ehren Jarrett Rockford School District th Street Rockford, Illinois Agreement No Dear Dr. Jarrett: Enclosed is the report of the School Nutrition Programs administrative review conducted on April 17 through 21, The report identifies the problems cited during the review and the corrective action recommended. A corrective action plan to the review report must be received in our office by June 22, This response must detail the specific actions taken to correct any problems cited and must be signed by the appropriate school official. Technical assistance materials and/or training opportunities may be available to assist in correcting problems identified in the review. The cooperation of personnel during the visit was appreciated. If you have questions regarding your review, please contact Paul Hansen at phansen@isbe.net. For all other program questions, please contact our office at 800/ Sincerely, Mark R. Haller, SNS Division Administrator Nutrition and Wellness Programs Enclosure cc: File

2 SCHOOL NUTRITION PROGRAMS ADMINISTRATIVE REVIEW REPORT This report summarizes the results of the administrative review of the School Nutrition Programs sponsored by Rockford School District 205, Agreement # , conducted on April 17 through 21, 2017, by Paul Hansen, Tim Folger and John Burton, Principal Consultants. The results of the review were discussed at an exit conference on April 21, 2017, with the following: Renee Slotten-Beauchamp, Executive Director of Nutrition Services Chris Huston, Supervisor/Trainer The following schools were visited during this review: Swan Hillman Elementary (10234) Kishwaukee Elementary School (10237) Abraham Lincoln Middle School (10221) John Nelson Elementary (10241) Haskell Academy (10233) Rockford Jefferson High School (10218) The purpose of the review was to monitor the school food authority's compliance with the federal and state program regulations. The following areas of program compliance were evaluated: Certification and Benefit Issuance Verification Meal Counting and Claiming Meal Components and Quantities Offer Versus Serve Dietary Specifications and Nutrient Analysis Civil Rights On-Site Monitoring Local School Wellness Policy Smart Snacks Professional Standards Water Food Safety Reporting and Recordkeeping Outreach Afterschool Snack Fresh Fruit and Vegetable Program 1

3 During the review, technical assistance was provided in the following areas: CEP Base Year Documentation Meal Counting and Claiming Meal Components and Quantities Offer Versus Serve Civil Rights On-Site Monitoring Local School Wellness Policy Smart Snacks Professional Standards Afterschool Snack Fresh Fruit and Vegetable Program As a result of the review, the following problems were identified. All other areas were found to be in compliance with program requirements. Special Provision Options Sufficient documentation was available to support the total number of identified students reported to the state agency; however, the number of homeless students was inaccurately reported from the sponsor s Nutri Kids report to the CEP application submitted to the state agency. Fiscal action or re-determination of the sponsor s base year is not needed since the over reporting did not affect the percentage of identified students enough to change the sponsor s claiming percentage. The number of identified students must be accurately reported, and supporting documentation must be maintained for the duration of the claiming period. Local School Wellness Policy The Local School Wellness Policy has not been made readily available to the public. The content and implementation of the Local School Wellness Policy must be made available to the public. The local wellness policy has not been evaluated on a periodic basis. A plan must be established to evaluate the policy periodically to ensure each school is meeting the local wellness policy. 2

4 Swan Hillman Elementary School (10234) As a result of the review at Swan Hillman Elementary School on April 18, 2017, the Menus must contain a minimum of eight grain/bread ounce equivalent servings per week for grades K-8. The minimum meat/meat alternate serving size was not offered on Monday with the Egg and Cheese Biscuit. A minimum of one ounce meat/meat alternate equivalent must be offered on a daily basis for grades K-8. Production Records Production records did not contain the required information for lunch for the selected week of review because the number of planned reimbursable meals section was not recorded. Production records must accurately reflect the specific foods/condiments used, recipe or product name, grade groups, portion sizes, student and total projected servings, amount of food used, and the number of leftovers. Food Safety Temperature logs were not completed for the dry storage area. On a daily basis, the temperatures of prepared cold/hot foods and all storage areas must be recorded. These temperature logs must be maintained on file for six months. After School Snacks The count sheets completed for the March 2017 Claim for Reimbursement were not completed accurately. The March 16 th sheet did not contain a date and the March 17 th sheet had an incorrect date. Claims for Reimbursement must be accurately submitted to the state agency. Fiscal action was not required since the total number of snacks claimed for March 2017 was correct. 3

5 Kishwaukee Elementary School (10237) As a result of the review at Kishwaukee Elementary School on April 19, 2017, the Menus must contain a minimum of eight grain/bread ounce equivalent servings per week for grades K-8. The minimum meat/meat alternate serving size was not offered on Monday with the Egg and Cheese Biscuit. A minimum of one ounce meat/meat alternate equivalent must be offered on a daily basis for grades K-8. Abraham Lincoln Middle School (10221) As a result of the review at Abraham Lincoln Middle School on April 19, 2017, the The smallest creditable entrée offered each day for the selected week of review did not meet the weekly grain/bread ounce equivalent requirement. Menus must contain a minimum of eight grain/bread ounce equivalent servings per week for grades K-8. Production Records Production records did not contain the required information for lunch for the day of review because the Chef Salad offered was not recorded on the production record. Production records must accurately reflect the specific foods/condiments used, recipe or product name, grade groups, portion sizes, student and total projected servings, amount of food used, and the number of leftovers. 4

6 Smart Snacks Smart Snack procedures were evaluated and the following problems The nutrition information for accompaniments sold as part of a food item were not included (i.e. cheese sauce sold with chips). Accompaniments must be included in the nutritional profile as part of the food items sold. Food (Bach s Gummy Bears) sold to students during the school day do not meet Smart Snack standards. Foods and beverages sold to students during the school day must meet Smart Snack standards. Food Safety Temperature logs were not completed for the dry storage area. On a daily basis, the temperatures of prepared cold/hot foods and all storage areas must be recorded. These temperature logs must be maintained on file for six months. John Nelson Elementary School (10241) As a result of the review at John Nelson Elementary School on April 18, 2017, the Meal Components and Quantities Day of On-Site Observation Six lunches observed did not contain all required components. The lunches did not contain a minimum of ½ cup fruit or vegetable. All meals must contain the required number of components. A reimbursable lunch must contain a meat/meat alternate, a fruit, a vegetable, a grain/bread, and milk in the required serving sizes. When participating in "Offer versus Serve", children must take at least three of the five components including a minimum of ½ cup fruit or vegetable. Menus must contain a minimum of eight grain/bread ounce equivalent servings per week for grades K-8. The minimum meat/meat alternate serving size was not offered on Monday with the Egg and Cheese Biscuit. A minimum of one ounce meat/meat alternate equivalent must be offered on a daily basis for grades K-8. 5

7 Offer Versus Serve At lunch, additional Offer vs. Serve training is need for cafeteria staff. Cafeteria staff must be re-trained on Offer vs. Serve requirements for lunch. Production Records Production records did not contain the required information for the day of review for lunch because the following problems The number of servings received was not recorded for all items offered on the Satellite Transportation worksheet. The submarine sandwich offered on the day of review was not the same sandwich recorded on the production record. Production records must accurately reflect the specific foods/condiments used, recipe or product name, grade groups, portion sizes, student and total projected servings, amount of food used, and the number of leftovers. Food Safety Temperature logs were not completed for the dry storage area. On a daily basis, the temperatures of prepared cold/hot foods and all storage areas must be recorded. These temperature logs must be maintained on file for six months. Haskell Academy School (10233) As a result of the review at Haskell Academy Elementary School on April 19, 2017, the Menus must contain a minimum of eight grain/bread ounce equivalent servings per week for grades K-8. The minimum meat/meat alternate serving size was not offered on Monday with the Egg and Cheese Biscuit. A minimum of one ounce meat/meat alternate equivalent must be offered on a daily basis for grades K-8. 6

8 Rockford Jefferson High School (10218) As a result of the review at Rockford Jefferson High School on April 18, 2017, the Meal Components and Quantities Day of On-Site Observation On the day of the on-site observations for lunch the following problems Per the site director, the Sun butter and jelly meal option did not contain a vegetable offering. This was corrected by the reviewer prior to the meal service so fiscal action was not needed. The children must be offered all the daily minimum required components. A reimbursable lunch must offer a meat/meat alternate, a fruit, a vegetable, a grain/bread, and milk in the required serving sizes. Procedures must be established to ensure all required components are offered each day. The portion size of the grain/bread (Sun butter and jelly) did not meet meal pattern requirements. The minimum serving size of the grain/bread must be two equivalent ounces daily for grades Menus must contain a minimum of ten grain/bread ounce equivalent servings per week for grades The minimum grain/bread serving size was not offered on Monday, Tuesday, Wednesday, and Friday for the Sun butter meal option and on Thursday for the Yogurt and bug bites meal option. A minimum of two ounce grain/bread equivalent servings must be offered on a daily basis for grades Food Safety A copy of the most recent health inspection was not posted. The site must post a copy of the most recent health inspection in a prominent viewing area. 7

9 Fiscal Action As a result of the problems cited, an overclaim of $19.44 for April 2017 has been identified for the National School Lunch Program. Federal regulations allow this office to waive overclaims less than $600.00; therefore, the National School Lunch Program overclaim will not be assessed. However, if you participate in the Seamless Summer Option (SSO) and an overclaim is identified with a future SSO Claim for Reimbursement, the overclaim amount will be added to the above assessment and a new fiscal adjustment amount will be calculated. If the new assessment exceeds the $ threshold, fiscal action will be required. 8

Illinois State Board of Education

Illinois State Board of Education 100 North First Street, Springfield, Illinois 62777-0001 www.isbe.net James T. Meeks Chairman Tony Smith, Ph.D. State Superintendent of Education October 30, 2018 Agreement