Fresh Fruit and Vegetable Program

Annual Training 2014-15

Jennifer Mitchell MS, RD

FFVP HistoryFarm Security and Rural Investment Act 2002

Child Nutrition and WIC Reauthorization Act 2004

Agriculture, Rural Development, Food and Drug Administration, and Related Agencies Appropriations Act, 2006

The Consolidated Appropriations Act of 2008

The Food Conservation, and Energy Act of 2008

The History of the FFVP

• Create a healthier school environment by providing healthy food choices.

• Expand the variety of produce students consume.

• Increase students’ produce consumption.• Make a difference in students’ diets to impact

their present and future health.

FFVP Goals

Link to YouTube video

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

• Oversight• Training

• Recordkeeping• Claiming• Educating• Promoting• Partnering

Program Administration

• Schools must:- Offer FFVP independent of SBP & NSLP.- Offer FFVP during normal school hours only.- Offer FFVP to all enrolled students.- Accommodate for students with disabilities.- Publicize the availability of free produce.

Program Administration - Oversight

• Each LEA is required to have at least one administrative LEA employee “attend” annual training provided by OSPI. – FSMC employees are welcome to attend training

• Does not meet the LEA training requirement

– Year 1 – attend in-person workshop mandatory– Year 2+ – attend either workshop or webinar training

• Appropriately train school staff – kitchen, teaching, and support staff

Program Administration - Training

• Same as NSLP– 3 years + current fiscal year– Unless part of appeal or corrective action process

• Keep all records:– Documented training attendance.– Documented nutrition education, promotion, and

partnering activities.– Support all line items on the reimbursed claims.

• Procurement documents

Program Administration - Recordkeeping

• Two different funded years for program.• Informs OSPI how much is wanted for

spending in Periods 1 & 2.– Due electronically on August 22, 2014– Very abbreviated version from previous years• Example on next page• Old version available on website

Program Administration – The Spending Plan

Program Administration – The Spending Plan

Program Administration - Claiming

dfjshglsdkjhProgram Administration - Claiming

• Period 1 – claim workbook– Once spending plan is submitted, fiscal will

prepare your workbook and email it to you.– This method requires the LEA to combine all

awarded schools expenses on one claim.

• Period 2 – claim online via WINS– Expect claim instructions by the end of October.– Very similar data entry except:• Through WINS.• This method requires the LEA to submit a claim for

each school.

Program AdministrationProgram Administration• Employees paid from more than one funding

source must maintain a time and effort form:– A time sheet for the FFVP is not sufficient.– Must show how all hours are funded.

Program Administration - Claiming

Why didn't the mother potato

want her daughter to marry the

famous newscaster?

Because he was a Because he was a commontater. commontater.

Administrative Expenses

Program Operations – Division of Expenditures

Operating Expenses

Program Operations – Admin Expenses

• Allowable Administrative Expenditures– Administrative labor • program 98 coded employees

– Training expenses (time and travel)– Federal unrestricted indirect rate– Equipment• Defined as any single item >$2000• Must be approved by OSPI prior to purchase/repair• Must be prorated

• < 10% of the funding may be used

Program Operations – Operating Expenses

• Allowable Operating Expenditures– Fresh Produce• Whole, requiring prep• Whole, ready to eat• Fresh vegetable, cooked• Pre-cut bulk• Pre-packaged, RTE individual portions

– Low-fat/non-fat dip for vegetables (small supplies)– Non-food items (small supplies)– Labor (operational) with benefits

Administrative Tasks

-Menuing-Ordering

-Tracking Inventory-Submitting Claims

Program Operations – Division of Labor

Operating Tasks

- Preparing Produce- Delivering Produce

- Keeping Produce safe

Program Operations – Admin Tasks

Menuing– It is a best practice– Helps plan for• Ordering• Seasonal produce• Adequate staffing• Educational opportunities• Variety

– Make sure to use fruits and vegetables!• Try to serve veggies at least 25% of the week

Program Operations – Admin Tasks

Menuing - details– Dip• For vegetables only• Limit for trying new veggies

– Cooked Vegetables (optional)• Once per week only• Must be offered with nutrition education• Do not add anything for flavor (oil, salt, pepper)

Program Operations – Admin Tasks

Ordering•Follow proper procurement procedures•Order within storage capability•Order for immediate use– Produce has a short shelf life– O.k. to offer a mixture of produce to use up – Order tasting and snacking amounts• Tastings = 1-2 bites• Snacking = ~¼ – ½ cup

Program Operations: Program Operations:

Inventory and Claims•Inventory– Order only what is needed to prevent spoilage.– Connect employees taking inventory and ordering.– Planned excess is not allowed.– Call OSPI for direction with unplanned excess.

• Snow days• Emergency closure

•Claims

Program Operations – Admin Tasks

Preparing Produce•Wide variety of produce– Lettuce: butter, endive, green & read leaf, romaine

•Temperature matters for tastiness.

•Mix it up!– Change the way the item is normally served.• Raw corn on the cob slices

Program Operations – Operating Tasks

Preparing Produce•Bulk vs. individual packages– Bulk• Allows student to taste without waste• Decreases preparation time• Increases serving time

– Individual packages• Some students decline due to portion size• Increases prep time (unless purchased packaged)• Decreases serving time

Program Operations – Operating Tasks

Customized RTS Produce

Program Operations – Operating Tasks

Delivering Produce• Check Site Application implementation plan. – Change if needed– Update on WINS after October

• Who can participate?– Enrolled students– Adults in room to model healthy eating habits

Program Operations – Operating Tasks

Delivering Produce

• Provide a safe, encouraging food environment– Encourage; don’t push– Division of responsibilities• Adults decide what and when• Children decide if and how much

Program Operations – Operating Tasks

Keeping Produce Safe to EatFood safety is a FFVP priority!

•USDA Best Practices:– Wash hands (staff and students)– Wash, rinse, sanitize, and air-dry all food-contact equipment and

surfaces that will be in contact with fresh produce– Wash all produce thoroughly under cold running water or with

chemicals approved by FDA Food Code– Label, date, and refrigerate all fresh-cut produce– Follow state and local public health requirements

Program Operations – Operating Tasks

Why did the man at the orange juice

factory lose his job?

He couldn’t He couldn’t concentrate! concentrate!

Procurement

• All entities using federal funds must follow the federal procurement process.

• Proper procedures, no matter how small the cost, must be followed by anyone using federal funds.

• Procurement is the purchasing of goods and services.

Procurement

• The procurement process ensures that the LEA receives goods and services:-from the most responsible vendor-from the most responsive bid-at the lowest possible price.

Procurement – Why?

…we are stewards of taxpayers’ money The federal government has a fundamental

responsibility to be effective stewards of the taxpayers' money. We must be responsible with money that comes in to the government, money that is spent, and money that is used in running the government itself. Decision makers and the public must have confidence in financial management in order to make informed decisions about managing government programs and implementing policy.

http://www.whitehouse.gov/omb/financial_default/

Procurement

Anytime the LEA decides to purchase, it must go through the procurement process.

(There is no bottom threshold amount)

Procurement – When?

• NSLA requires the purchase of domestic agricultural commodities and domestic food products

• Ensure end products received from processors contain only domestic goods

• Include a Buy American clause in all product specifications, solicitations, purchase orders, and any other procurement documents so that contractors are aware of this requirement.

Buy American Provision

• The 2008 Farm Bill amended the NSLA to include geo preferences.

• Applying a geo preference is prohibited in federal procurement except where applicable federal laws expressly permit their use.

• Geo preferences are not required, it is an option that must be stated in the solicitation.

Geographic Preference

LEAs may not intentionally

to fall below the small purchase threshold and to avoid the formal procurement method

Splitting the Procurement

• Does not exceed the small purchase threshold:• USDA = <$150,000• Washington State = <$75,000

• Requires a solicitation for quotes• Should be written prior to request for quotes• A minimum of 3 quotes

• Requires detailed documentation

Informal Procurement

Program Administration - Educating

All schools are encouraged to offer complimentary nutrition education.

Cannot claim reimbursement for • Educator’s time• Materials

Be creative on how you go about nutrition education.

Program Administration - Educating! Utilize free resources!

Find the link on the OSPI CNS web pages!

Program Administration - Educating

How can you have GREAT Nutrition Education?

•Develop nutrition education that fit the needs of your students•Include nutrition education whenever possible (even on days the program is not offered) •Collaborate with teachers and administrators•Consult with FFVP partners to obtain no-cost promotional items

Program Administration - Educating

GREAT Nutrition Education Ideas!•Monthly/quarterly poster contests•Mystery fruit or vegetable of the week•Feature the daily produce on the serving line•Skits for assemblies•Announcements•Monthly menus (for teachers and parents) •FFVP information in every school newsletter

Program Administration - Educating

SIMPLE Nutrition Education Ideas!

– Provide a produce fact sheet in the produce basket for the teacher or student to read to the class.

– Poster creations.– Singing songs.– Offer a puzzle to introduce words and concepts.

Program Administration - Promoting

…within your school!…within your community!

Only 148 PK-grade 8 schools within 48 LEAs in Washington State received the FFVP for school

year 2014-15, so toot your own horn!

Program Administration - PromotingPromoting in your community….

–Reader Boards

–Website

–Menus

–Newsletters

–Back-to-School night

Program Administration - Promoting

Promoting in your school….

•Back to School night display-showcase produce-provide samples (must be funded by non-FFVP source)

•Showcase new and/or unusual produce in cafeteria•Feature FFVP items on bulletin boards

Program Administration - Promoting

Program Administration - Partnering

– Local County Extension• http://nutrition.wsu.edu/foodsense/

– Farm to school programs or local farmers• http://www.wafarmtoschool.org/

–Dietitians or dietetic interns

– Local universities

– Local county health departments

What did the little cob of corn call his

dad?

Pop Corn!Pop Corn!

http://www.k12.wa.us/ChildNutrition/programs/FFVP/default.aspx

Wrap Up

Jennifer Mitchell (360) 725-6056jennifer.mitchell@k12.wa.us

Pamela Brown (360) 725-6202pamela.brown@k12.wa.us

Colleen McGuire (360) 725-6211colleen.mcguire@k12.wa.us

The FFVP “Team”