Nsna preconference

agri.nv.gov
Nevada School Nutrition Association
Directors Pre-Conference
Catrina Peters MS, RD
School Nutrition Services Manager
June 26, 2017

agri.nv.gov
Today’s Agenda
• NDA Opening Session
– NDA School Nutrition Unit update
– Grants and Trainings
– Procurement
– USDA Foods
– Reporting Calendar
– FSMC Requirements
– Legislative update
• Lunch
• Guest Speaker—Dr. Robert Lewis

agri.nv.gov
NDA Staff Assignments
Donnell Barton—retired June 22
Patricia Hoppe—Deputy Administrator
School Nutrition Team
– Catrina Peters
• Management of School Nutrition Unit
– Rose Wolterbeek
• Procurement, Technical Assistance, Program Operation
– Edward Coleman
• Administrative Reviews, Special Provision Reviews
– Brittany Mally
• Administrative Reviews, Grants, In-Person Trainings
– Bernadette DeMars
• USDA Foods, DoD Fresh
– Stephanie Disuanco
• Claims, Application Renewals, Reporting/Data submission
– Bobbie Davidson
• Application Renewal help desk, School Wellness, FFVP, Farm to School

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Introductions
• Audience
– Food Service Directors/Coordinators
– Food Service Management Company
– School District staff
• Assistant Directors, site staff, etc
– Northern vs Southern NV
• Housekeeping
– Restrooms, breaks, slides will be sent

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Today’s Agenda
• NDA School Nutrition Unit Update
– Staff changes
– NDA School Nutrition Team Strategic
Plan
– Customer Satisfaction Survey

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NDA School Nutrition Strategic Plan
• Why a strategic plan?
– Tool to guide efforts when resources are
limited
– Provides a reference point for priorities
and goals
• Mission statement: Ensuring
Nevada’s school children have
nutritious meals

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• Goal 1: Maintain a supportive,
collaborative school nutrition team
• Goal 2: Increase opportunities for
sponsor education
• Goal 3: Improve the perception of Child
Nutrition Programs
• Specific objectives and strategies to
meet each goal

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• Goal 3: Improve the perception of Child
Nutrition Programs
• Objective 3.3: Annually, the School
Nutrition Customer/Sponsor satisfaction
survey will result in an average score of 3.5
or better
• Strategy 3.3.1: Conduct annual School
Nutrition Customer/Sponsor satisfaction
survey by May 1 of each year

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NDA School Nutrition Survey
• Survey was conducted in May 2017
• THANK YOU to everyone who
completed the survey!
• Your feedback is critical for us to
improve how we serve you

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• 35 NSLP responses
• 11 RCCI responses
• Overall, positive
responses on average
• Identified areas for
improvement

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• Main areas identified
– Timely, easy to understand and concise
answers
– Where to find resources/information
• One stop shop

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Grants & Training
Update
Brittany Mally, RD
Grants Manager
June 26, 2017

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Trainings SY 16/17

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• Sparks, Elko, & Las Vegas
• February 2016
• Stephanie & Rose presented
• 18 attended
• Great questions that came out of the
all trainings
CEP/Provision 2

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• SLM Training from Cornell
– March in Reno/Elko/Las Vegas
– Self Assessment Scorecard
completed
– Will be reaching out to attendees
to fill out a follow up one for
next school year
– Great way to start HUSSC
application
• 37 attendees
Smarter Lunchroom Movement

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• Core Purpose Consulting
– Dr. Lineberry and crew
– April & May in Reno/Elko/Las Vegas
• Targeted SW coordinators and
administrators
– Had great attendance and great
feedback
School Wellness

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Grants
• Year 2 of 3 for both
– Team Nutrition Training Grant
– Administrative Review Training (ART)
Grant

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Upcoming for SY 17/18
• New Sponsor Training
– July 27th in Las Vegas
– Information needed for being on NSLP
• Meal applications, meal counting & claiming,
AR 1st year, submitting claims for
reimbursement, meal pattern requirements,
ect.
– Successful training last year

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• Administrative Review Trainings
– July 28th in Las Vegas
– August 16th in Reno
– August 17th in Elko
• Topics covered include
– What to expect throughout the Admin Review
– The different areas that are covered
– How to have a successful Admin Review
– The most common findings in Nevada and how to
correct those areas
• Robin Tennille will be the trainer
– NDA will be present

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• Culinary Trainings
– 5 one-on-one trainings with districts
– 3 this fall and 2 after the winter break
– Half day training at your district kitchen
• Skills needed to provide healthy school
meals including
– knife skills, culinary techniques for fresh produce
fabrication, and utilizing herbs and spices to enhance
menu flavor and appeal.
– Tips and best practices on how to conduct a student
taste test will be discussed.
• Culinary Solution Center will provide the trainers
• Looking for districts interested to sign up!
– First come first serve

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• Regional Training on…
– procurement
– how to determine food & labor costs
– strategies to reduce food and labor
costs
– how to manage FSMCs

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• School Wellness Conferences
– Spring of 2018
– Reno & Las Vegas

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• Save the Dates
• To register
– Email bdavidson@agri.nv.gov
– Sign up sheets today
• Earn Professional
Standard credits
• Free training opportunity!
Sign Up!

agri.nv.gov
Direct Certification
State Level Match Project

agri.nv.gov
Agenda
• Background
• Direct Certification (DC) State Level
Goal
• Adding Medicaid eligible
• Current DC match process
• New DC match process
• Timeline
• Testing the new process
• Feedback/Questions/Concerns

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• Define direct certification
• Overview of which programs are
eligible for DC
• Different than filling out a paper
application
• DC rates affect ability to participate
in Community Eligibility Provision
Basic Terminology

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Background
• Only 3 of 22 Local Education
Agencies (LEA) in NV use an
electronic matching system for
DC
• Currently only 1 state
sponsored charter school is
using DC
• Currently 3 sources for DC
data – NDA, DWSS, & NDE
• With the ART grant we
received money to help pay
NDE and IC to get a state level
match in place

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Why?
• Why are we
changing this
process?
– Past few years NV has
stayed in the 80% match
rate.
– Nation-Wide goal match
rate is 95%
– Submitted a corrective
action plan on how we will
increase the match rate.
– Through ART grant have
procured funding to
implement this project
80%
82%
84%
86%
88%
90%
92%
SY 11-12 SY 12-13 SY 13-14 SY 14-15
DC Match Rates
Nation-Wide Nevada

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Goals of Project
• Implement state level DC matching
system
– Ideally this will reduce administrative burden at
the school and district levels
– Improve student access to school meals
– Improve certification accuracy

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• NDA approved to pilot a DC
Medicaid eligible match for
SY 17/18
• Will be integrated into the
statewide DC match project
• Students receiving Medicaid
will be a DC
– SNAP overrides all
• Keep in mind just a pilot
project
DC Medicaid Pilot Project

agri.nv.gov
DWSS
(SNAP/TANF
collector)
• DWSS houses the data
and sends the file to
NDA
NDA
• NDA separates the file out by
LEA (districts) and sends to
districts via Mustang
LEAs
NDE
Current DC Match Process
• LEAs grab their file from
Mustang and match that list
with their current student
list to find DC matches
• LEAs report DC
matches to NDE
via Bighorn
uploads
SNAP= Supplemental Nutrition Assistance Program
TANF = Temporary Assistance for Needy Families
DWSS = Division of Welfare & Supportive Services
NDA = Nevada Department of Agriculture
NDE = Nevada Department of Education
LEA = Local Education Agency

agri.nv.gov
New DC Match Process
DWSS
(SNAP/TANF/
Medicaid)
• DWSS sends this data to
NDE now instead of NDA
NDE
• NDE takes data and
matches it with statewide
student population
LEAs
• NDE “pushes” FRL
status of DC matched
students to LEAs in IC =
no manual matching for
LEAs

agri.nv.gov
Timeline
May/June-
Receive
state level
list from
NDA/NDE
June/July-
Compare
lists and
report back
to NDA/NDE
July/Aug- NDE
fixes any issues
with list &
testing of FRL
status in IC starts
Aug/Sept
– Roll out
process
statewide

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• Throughout this process
we need your feedback
– Problems or IT issues
• Infinite Campus
• NDE
– Match rates
– Matching errors
– New challenge
Feedback

agri.nv.gov
Questions/Concerns
Contact
Brittany Mally
b.mally@agri.nv.gov

agri.nv.gov
USDA Foods
Bernadette DeMars
Program Specialist
June 26, 2017
NSNA Conference

agri.nv.gov
Today’s Topics
• Entitlement
• DoD Fresh Produce
• Egg RFP
• Customer Satisfaction Survey
• General Housekeeping

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Entitlement
• 3 Ways to Use Entitlement
– USDA Direct Delivery Foods
(canned/frozen fruits &
vegetables, frozen ground
beef/unseasoned chicken strips)
– Processed End Products
(pizza, chicken nuggets or
Mexican food)
– DOD Fresh Produce Program

agri.nv.gov
• USDA Direct Delivery Food
– 6/#10 can of applesauce
• Entitlement + Shipping and Handling per case (out of pocket $$)
What are the Costs?
• Processed Food
– Pizza
• Entitlement + Shipping and Handling per case (out of pocket $$) +
the Processing Fee (out of pocket $$)
• DOD Fresh Produce
– Apples
• Entitlement used for the actual cost of the case
• No out of pocket $$

agri.nv.gov
Nevada’s Entitlement
• What is Entitlement?
– It is the federal dollar value of USDA food.
• How does USDA calculate
Nevada’s Entitlement?
Prior Year Number of Lunches Served
x July Meal Rate
+ 12% Funding
+/- Prior Year Balance
= Entitlement

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Sponsor’s Entitlement
• How is entitlement
calculated?
– Total number of lunches
reported from the prior year
– USDA Meal Rate of $0.3350
Nevada School District 75,123 lunches x ($0.3350) $25,166.20
More Lunches Served = More Money!

agri.nv.gov
• Issued Entitlement in February
• Final SY 16 Meal Counts Reported to USDA
• SY 17/18 Meal Rate of $0.3350
• USDA will publish the final meal rate in July
• Sponsor entitlements will be updated in CNP2000
• FND will monitor sponsor entitlement
• Sponsors need to track their entitlement
• FND will start looking at entitlement usage in January
Entitlement Timeline

agri.nv.gov
Requesting/Surrendering Entitlement
• Need More Entitlement?
– Submit the Entitlement form to FND (on FND’s
Resource Page)
– FND to approve or deny request
– Will be offered on a first come first basis
• Sponsors Not Utilizing Entitlement?
– Submit the Entitlement form to FND
– Allows FND to redistribute entitlement to other
sponsors

agri.nv.gov
DOD Fresh Produce Program
• The Department of Defense (DOD)
Fresh Fruit and Vegetable Program
• Allows area eligible sponsors to use
USDA Foods entitlement dollars to
buy fresh produce
• FND oversees the program, but it is
the sponsors that place orders
directly with DOD’s contracted
vendors in an online order system
(FFAVORS)
• No out of pocket cost to sponsors,
small delivery minimum

agri.nv.gov
Steps to obtain DOD Fresh Produce?
1. DOD needs to be available in your
designated area.
2. Submit a DOD request form to FND to
transfer a portion of their entitlement
towards DOD Fresh.
3. FND approves or denies the request based
on available entitlement and area eligibility.
4. Allow some time for setup.
19 Sponsors Participated in SY 16/17
$656,526 was used for DOD Fresh Produce!
Share your experience!

agri.nv.gov
• New Update!
– DoD has dropped the surcharge of 4.6% per case,
beginning 7/1/17.
– Sponsors will get the actual cost of case.
– If the case is $10.00 in FFAVORS, then only that amount
will be applied to your DoD entitlement dollars.
– This is a cost savings for you!
• Complaints
– Report your DoD issues to FND
– We want to know if you are receiving poor quality produce
or problems with deliveries

agri.nv.gov
• The RFP was finalized in the spring.
• Products available to order for SY 17-18
– Scrambled Eggs
– Egg Patty
– Hard-cooked Peeled Eggs
Nutritional Information is on
the FND Resource Page
Egg RFP

agri.nv.gov
Purpose of the Surveys: To get feedback from
sponsors on the processed-end products available
through the State Processing Program.
– FND wanted to know:
• Do the products taste great?
• Are the products appearance acceptable?
• Is the packaging meeting cooking standards?
• Are the prices/values reasonable?
• Are students approving the products?
• Do the products cook well?
• Overall do the products meet your expectations?
• Will you continue to order the products?
Customer Satisfaction Survey

agri.nv.gov
How were the products scored?
• FND used a rated average score
• Median Score = 3.88
• Reviewed comments
Result of the Surveys
• All current vendors will get a 1 year extension on their
contract, except for pizza.
• A new pizza RFP will be released in January 2018
• Join the evaluation committee for the pizza RFP!
Customer Satisfaction Survey

agri.nv.gov
• Complete surveys for SY 2017-2018
– Surveys close 45 days prior to the survey month
– Example: October surveys will close on August 15th!
– Check surveys monthly and make necessary
adjustments
• Submitting Orders
– Sponsors are required to take what is on your order
form.
– FND orders products specifically for you.
– Must be submitted 7 days prior to your scheduled
delivery date
– Use the NEW delivery schedule (enclosed in packet)
General Housekeeping 

agri.nv.gov
Resource Page
http://commodityfoods.nv.gov/Resources/Resources/

agri.nv.gov
Administrative Review:
Common Deficiencies

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Administrative Review: Common
Deficiencies
Performance Standard 1
– Applications
– Non- Discrimination Statements
– Verification
– Counting and Claiming
– Production Records
– Whole Grain Rich Items
Other Areas
– Civil Rights
– Professional Standards
– Food Safety
Other Programs
– Afterschool Snack

agri.nv.gov
All free, reduced- price, and paid meals claimed for
reimbursement are served only to children eligible for free,
reduced- price, and paid meals respectively, and are counted,
recorded, consolidated, and reported through a system that
consistently yields correct claims.
In Summary;
• Performance Standard 1 covers meal certification
and the benefits issuance process.

agri.nv.gov
Common Terminology
Benefit Issuance: the link in the accountability system
between the eligibility determination and the benefit
delivery
Eligibility/Certification: the process used to
determine a student’s for free or reduced price meals
Point of Service: the point in the food service
operation where a determination can accurately be
made that a reimbursable meal has been served to an
eligible child
Verification: confirmation of eligibility for free and
reduced price benefits under NSLP or SBP

agri.nv.gov
Certifying Applications
• Incomplete applications
– cannot be processed for meal benefits
• Annualizing income frequencies
– Only do if multiple income frequencies listed
• Applications marked categorically eligible must
have valid case numbers
– SNAP/TANF/FDPIR
• Other Source Categorically Eligible Applications
– Homeless, Migrant, Runaway
– Must have supporting documentation

agri.nv.gov
Assistance Program Applications vs.
Direct Certification (DC)
• Direct Certification
– No applications
– List from NDA each month for qualified students
• Assistance program application
– Application is submitted with a valid case number for
SNAP/TANF/FDPIR
– Marked categorically eligible on application

agri.nv.gov
RCCIs and Documenting Eligibility
RCCI’s have 2 options
1. Maintain an Eligibility Documentation Sheet
OR
2. Complete free and reduced applications for all
residents

agri.nv.gov
RCCI Eligibility Documentation Sheets
The Eligibility Documentation Sheet should
have the following:
• Childs Name
• Documentation of the Childs Income
• Childs Date of Birth
• Date of Admission to the facility
• Expected Release date from the Facility
• Facility Officials signature
• Facility Officials title and contact information

agri.nv.gov
USDA Non- Discrimination Statement
All program materials and supporting
platforms must have the most current version
of the USDA non-discrimination statement
• Includes
– Documents, pamphlets, brochures and websites for
public information, public education, or public
dissemination
• Full Statement Information
– https://www.fns.usda.gov/fns-nondiscrimination-
statement

agri.nv.gov
Verification
Verification is confirmation of eligibility for free
and reduced priced meals based on applications
only
Verification Process
• START ON OCT 1
• Verification must be completed no later than
November 15 of the current school year.
• SFAs must make at least one follow up attempt with
households that do not submit information to
complete verification process.
Any changes resulting from verification should by
correctly applied to the requisite child(ren).

agri.nv.gov
Counting and Claiming
• Meals for reimbursement may only by counted when they
are served to the child at the point of service.
• The daily consolidation of meal counts from the site level
should reflect what was counted at the site level.
• Infinite Campus: We are aware that this program has
issues consolidating counts. It is your responsibility to
ensure that all counts submitted for claims are accurate.
– Problem report is Monthly Transaction Summary Report
– Better reports to use: Daily or Monthly Edit Check Report or the daily
transaction report

agri.nv.gov
In Summary, Performance Standard 2 establishes
that meals claimed for reimbursement contain the
appropriate meal components and quantities for
the SBP and NSLP.

agri.nv.gov
• Production Records
– Not done daily, missing amount pulled
column, no units of measure being
recorded
– Come to the breakout session!
• Whole Grain rich foods
– Make sure first ingredient is whole or
100%, not enriched
– Check delivery from vendor, make sure you
receive what you ordered
• If we see it and it’s not whole grain rich
you get the corrective action not the
vendor
Common Findings

agri.nv.gov
General Areas
Civil Rights--you must have:
1. An annual Civil Rights Log
2. “And Justice for All Poster”
3. Annual USDA civil rights training for all program
staff
Professional Standards
1. Must be tracking professional standard hours for all
staff each school year
2. USDA Trainer Tracker or your own training tracking
documentation
3. Supporting documentation for all completed
trainings for the school year
Food Safety or HACCP manual
1. Must be available, accurate, and applicable to site
2. Dropped food policy, sanitizer and temp logs

agri.nv.gov
Afterschool Snack
It must be monitored two times per
year;
• Once within the first four weeks
• Once more after the first but before the
end of the year
Counting and Claiming
• Snacks may only be counted when
served to the child at the point of service
• NO weekends or holidays
• There must be an educational component
that accompanies the snack

agri.nv.gov
Resources
Applications
• Eligibility Manual for School Meals
– https://www.fns.usda.gov/sites/default/files/cn/EligibilityManu
alFinal.pdf
• Nevada Department of Agriculture Applications
Webinar
– https://www.youtube.com/watch?v=GsiR5AHA0GA
• USDA Non- Discrimination Information
– https://www.fns.usda.gov/fns-nondiscrimination-statement
• Professional Standards Resources
– https://www.fns.usda.gov/school-meals/professional-
standards

agri.nv.gov
Questions?
• Come to Edward’s breakout session!

agri.nv.gov
Procurement Reviews
Brittany Mally, RD
Nevada Department of Agriculture

agri.nv.gov
• Basic procurement methods
– Micro Purchase, Small Purchase, Formal
Purchase, & Sole Source
– Mandatory requirements
• Procurement Plan
• Code of conduct
• Purchasing/procurement procedures
Agenda

agri.nv.gov
Let’s talk about procurement!

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• Definition: The act of obtaining of goods or services
in exchange for money or value
What is a Procurement?

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What is a Procurement Review?
• The purpose is for NDA to ensure the
procurement process conducted by SFAs
complies with program & government-wide
procurement standards.
• Procurement standards must be conducted in
a manner providing full and open competition
(2 CFR 200.319(a)).

agri.nv.gov
Statewide Update
The area of focus for USDA is on procurement.
• For 2015/16 Regional Training Model
• For 2016/17 Year One: Sixteen completed
• For 2017/18 Year Two & 2018/19 Year Three: All
Procurement Reviews will be completed

agri.nv.gov
Procurement Methods
Small Purchase Threshold
1. Informal 2. Formal
Micro-Purchases
<$3,500
Small Purchases
$0-$150,000 Sealed Bids (IFBs) &
Competitive
Proposals (RFPs)
* Requires public
advertising
Requires price
quotes from at
least 3 bidders
Distribute
equitably among
suppliers
(Federal Threshold = $150,000)
< >

agri.nv.gov
Micro Purchases Procurement by
Small Purchase
Procedures
Sealed Bids (IFB)
(formal)
Competitive
Proposals (RFP)
(formal)
Non-competitive
Proposals
Regulations
200. 320(a)
200.67
200.320(b)
200.88
200. 320(c)(1)(i-iii)
200. 320(c)(2)(i-v)
200. 320(d)(1) 200.320(f)(1)
Procedures in a
nutshell
Purchases not
exceeding $3,500,
may be awarded
without soliciting
competitive
quotations if price is
reasonable
Purchases not
exceeding applicable
Small Purchase
Threshold
(Fed=$150,000).
Minimum of three
price quotes
Technical
specifications
Advertise bid
Public bid opening
Award on price alone
– firm fixed price
Solicitation includes
evaluation criteria.
Award based on score
with primary weight
on price (not price
alone)
Item available
only from a single
source; public
exigency;
competition
deemed
inadequate
SA oversight Assurance of
reasonable and
necessary costs;
purchases distributed
equitably among
qualified suppliers;
Buy American;
documented
Assurance of
competition; Buy
American;
documented
Assurance of
advertising, bid
opening, resulting in
fixed price contract
(required provisions--
7 CFR Part 210, 2
CFR Part 200,
Appendix 2 Part 200)
Assurance of
advertising, proper
evaluation/award,
results in fixed price
or cost reimbursable
contract (required
contract provisions--7
CFR Part 210, 7 CFR
Part 200, Appendix 2
Part 200)
SA must assure SFA
receives discounts,
rebates and credits in
cost reimbursable
contracts
Assure adherence
to 200.320(f)(1)
Informal Formal Methods
Procurement Methods-Handout

agri.nv.gov
Procurement Methods
• Micro Purchases-($0-3,500) Acquisition of
Supplies or services, whose aggregate dollar amount
does not exceed the micro purchase threshold
($3500) per transaction
• Small Purchase Threshold-($0-150,000)
Purchases valued below the Small Acquisition
Threshold, the Federal value is $150,000.
– Three bids and a buy!

agri.nv.gov
Procurement Methods
• Formal Purchases ($150,000 or more)
• Sealed Bids (IFB) Invitation for Bid-award is based
solely on price (lowest)
• Competitive Proposals (RFP) Request for Proposals-
award is based on other factors, price must be
“weighted” the highest on the scoring
• FSMC and Vended meals are usually Formal methods

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• Procurement Reviews in Nevada:
Part of the Administrative Review Cycle
– USDA requirement to review procurement
once every three years
– Overlapping areas with Resource
Management and allowable costs, FSMC,
USDA Foods
– Allows NDA to streamline both review
process into one “Review cycle”
Next Steps for Sponsors:

agri.nv.gov
Mandatory Requirements
Procurement Plan
• Formal written document of purchasing procedures
• NDA has a template in place
• Plan must outline the specific procedures per 2CFR Part
200 for program operators
• Plan must follow types of procurement available:
– micro purchase
– small purchase
– formal procurement methods

agri.nv.gov
Procurement Plan continued
• Plan must prohibit the acquisition of unnecessary or
duplicative items per 2CFR 218(d).
– This can just be a statement within the plan, but must be
followed
• Plan must ensure that all solicitations incorporate a clear
and accurate description for the material, product or
service to be procured.
• It must not be duly restrictive as to limit competition; it
must also take steps to assure that small, minority and
women’s business are used when possible.

agri.nv.gov
Code of Conduct
• This may be found in your District or County’s
Purchasing policies, employee manual, policy &
procedures to govern employees involved with
procurement practices, including conflict of interests
– Must be in a written format
– Must state that disciplinary actions will be applied for
violations
• NSLP Memo #2015-32 & 24 (for RCCIs)
– Written Codes of Conduct and Performance of Employees
Engaged in Award and Administration of Contracts

agri.nv.gov
Purchasing Procedures
• Are you following your plan?
• By doing the review we can tell if you
are following your plan
• Do you currently have purchasing
procedures in place?

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More Required Items
• Documentation for Procurement method. For
example, written specifications, logs, emails on your
transactions
• Buy American Provision, policies & practices
• Geographic Preference, if in place

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Best Practices - Year of Review
• Obtain copy of vendor list from accounts payable or
your school food services non profit food service
account.
– Send a copy of list to NDA
• Fill out the Procurement Worksheet
– Email completed worksheet to NDA 2 weeks prior to onsite
review
• Have materials available for onsite review
– purchase orders, receipts, invoices, statements & contract
monitoring forms

agri.nv.gov
Resource Sharing
• NDA Website
http://agri.nv.gov/Food/FoodNutrition_Home/
• NDA Webinar on Procurement Worksheet:
https://www.youtube.com/watch?v=u2pnXcnNn-
8&index=5&list=PLGdlCTs4dQTfYTLj7Vg9VXzDfmqApGipq
• USDA Website Procurement Resources
http://www.fns.usda.gov/farmtoschool/procurement-methods
• ICN Website Procurement Resources
http://www.theicn.org/ResourceOverview.aspx?ID=475

agri.nv.gov
Questions or Comments?
• Training and Technical Assistance is available
from NDA staff any step along the way!

agri.nv.gov
HealthierUS Schools
Challenge(HUSSC)
Bobbie Davidson
Program Officer
June 26, 2017

agri.nv.gov
HUSSC Schools
• Why HUSSC?
• Benefits of being a HUSSC School
• Challenge Criteria
• Applying for HUSSC
• Getting Started
• Resources

agri.nv.gov
Why HUSSC?
• HUSSC is a voluntary
certification initiative
created to recognize
schools that have
created healthier school
environments.
• NV has the lowest
number of HUSSC
certified schools.
• Goal is to have 1 school
from every district be
HUSSC certified!

agri.nv.gov
Benefits of HUSSC
• Financial Incentives
• Local, state, and
national recognition.
• Demonstrates
school health
excellence
• Great School
Wellness goal for
your district
d
Put a photo here!

agri.nv.gov
Challenge Criteria
• General Criteria
– Participate in NSLP and
SBP
– Be 6-cent certified
– Be Team Nutrition School
– All corrective actions
from previous AR
completed
– ADP requirements for
silver, gold, and gold
distinction awards
• Additional Criteria
– Smart Snacks
– Nutrition education,
physical activity, and
physical education
– Select desired level for
other criteria in
excellence

agri.nv.gov
Applying for HUSSC
• Submitted online
or by US mail
• https://www.fns.
usda.gov/hussc/
application-
materials

agri.nv.gov
• Tips from Award Winners:
- ”Make changes at the beginning of the
school year. Make sure the changes are
gradual so students hardly notice..” (ID)
- “Form a team of administrators, food
managers, PE teachers, and anybody
willing to be involved..” (KY)
- “Work with USDA State Representatives
when you start the process to make sure
your time and efforts are not wasted.” (TX)
Getting Started

agri.nv.gov
Getting Started
• Smarter Lunch
Room Score Card
-Score15-25=
Bronze level
-Score 26-45=
Silver Level
-Score 46-60=
Gold level
d

agri.nv.gov
Resources
• Webinars, application, check
list and training materials:
https://www.fns.usda.gov/h
ussc/healthierus-school-
challenge-smarter-
lunchrooms
• NDA HUSSC Webinar:
https://www.youtube.com/w
atch?v=0fsfniIHxOM
• NDA Staff: Bobbie Davidson
bdavidson@agri.nv.gov

agri.nv.gov
Nevada Farm to
School

agri.nv.gov
Nevada Farm to School
• Meet the Farm to
School Team!
– Catrina Peters:
Core Partner NV
– Ashley Jeppson:
School Garden/ Food
Safety Specialist
– Amber Smyer:
Agricultural Education
– Bobbie Davidson:
F2S Newsletter and
resources
d

agri.nv.gov
What is Farm to School?
• USDA Initiative
– 3 main Focuses
• Agriculture Education
 Garden based
curriculum
 Meet your farmer
 Lessons on where food
comes from and how it
grows
• Local Procurement
 Getting locally grown
food into the cafeteria
• School Gardens

agri.nv.gov
• Nevada’s Farm to School
involvement is growing, literally!
– Since 2012
Awarded 2 USDA F2S Grants
44% increase in School Garden Programs
School Garden Food Safety Program
Been named National Farm to School
Network’s Core Partner for Nevada!

agri.nv.gov
• Annual School Garden
Conference
– 3rd annual coming spring
2018 in Las Vegas
– Additional Workshop will
be held in N. NV in the
Spring
– Farmers, School Garden
Specialists, FSDs, parents
and more
– Workshops sessions
– Inspirational speakers
– Catered lunch featuring
locally grown food!
d

agri.nv.gov
• Garden of the
Month
– Each month we feature
a school garden from
Nevada
 To nominate a school
garden email:
bdavidson@agri.nv.gov
 Include the School name,
location, Contact
information and pictures!
JT Junior Jets
Pre-K Garden in
LV
Agassi ES Garden in
LV

agri.nv.gov
• Resources
– Farm to School Newsletter
• Bi-monthly with all the latest and greatest
in Nevada!
• Sign up today: http://nutrition.us10.list-
manage.com/subscribe?u=cb5e7b240816f7
ee2f0f2ebf8&id=b2b033caf1

agri.nv.gov
• Resources
– NDA Farm to School Websites
• Farm to School Food Safety Program
Request for an Audit
NEW! School Garden Safety Guidelines
http://agri.nv.gov/Plant/FTS-FSP/FTS_home/
• Food and Nutrition Farm to School
Check out the Producer’s Survey
Facts about buying from local farms
Sign up for our E-newsletter!
http://nutrition.nv.gov/Programs/Farm_To_School/F
arm_to_School_Program/

agri.nv.gov
Federal Report
Deadlines
Stephanie Disuanco
Program Officer I
June 26, 2017

agri.nv.gov
Upcoming Report Due Dates
• NSLP Application Renewal
• RCCIs = May 15th
• NSLP = June 1st
• Jun 30th - CEP Participation
• Notify NDA if participating in CEP (new sites or renewing
existing cycle)
• Submit request letter to Rose Wolterbeek at
rwolterbeek@agri.nv.gov
• Oct 31st - Free and Reduced Lunch Eligibility Report
• Data will be pulled from Bighorn on October 31st
• Check for reminders on validating data in Bighorn
• The Nevada Department of Education manages all Bighorn
data issues

agri.nv.gov
Upcoming Report Due Dates
• Feb 1st - Verification Summary Report
• Start Verification on October 1st
• Verification must be completed by November
15th
• Results must be reported in CNP by February
1st
• Apr 10th - CEP Eligibility Report
• Report data as of April 1st
• Spreadsheets will be sent by NDA to be
completed by Districts
• Return spreadsheets to NDA by April 10th

agri.nv.gov
NSLP Application
Renewal

agri.nv.gov
Application Renewal Discussion
• Purpose of Discussion:
• Obtain feedback to improve the
application approval process
• Communicate NDA’s expectations

agri.nv.gov
• Discussion Format
• Introduce Tatjana Vukovic, who will
facilitate open discussion among
sponsors to gain feedback (20 min)
• Return to Stephanie to discuss
expectations and application process
(10 min)

agri.nv.gov

agri.nv.gov
• Expectations:
– Meeting deadlines
– If instructions are unclear, just ASK!
• Example: Application Checklist
– Submitting a final and completed
application

agri.nv.gov
• Common Mistakes on NSLP
Application Renewal:
– Signatures on documents must be in blue
ink
• Examples: Permanent Agreement, Policy
Statement, etc.
– On CNP (http://cnp.nv.gov)
• Not submitting site applications
• Not submitting data on prior year application
– Civil Rights Training Date, Health Inspections, etc.
– Submitted documents are incomplete

agri.nv.gov
Application Renewal Resources

agri.nv.gov
Application Renewal Staff Contacts
• Bobbie Davidson
• Help Desk and Technical Assistance,
Prescreen Documents
• Stephanie Disuanco
• Complete Sponsor Packet
• Shawna Sabo
• Log In/Password Assistance in CNP
• Rose Wolterbeek
• CEP Request Letter

agri.nv.gov
Food Service Management
Companies and Vended
Meal Contracts
Nevada Department of Agriculture

agri.nv.gov
• Basics of FSMC vs Vended Meals
– How are they different?
• Roles and responsibilities
• Timelines
– 9 to 12 months needed
• Contract monitoring/Renewals
– Mandatory forms, deadlines
• Best practices
Today’s Agenda

agri.nv.gov
Statewide Update
• FSMC contracts in place currently
– 8 statewide (NSLP & RCCI)
• Vended Meal Contracts in Place
– 10 in progress, mostly with charters
• Inter-agency agreements for
vended meals
– 4 in progress
– Agreement between two SFAs

agri.nv.gov
Statewide Update
• Need for training and technical assistance
– Need for templates for procurement and contract
documents
– Confusion on what is or is not allowed
– Challenges around contract monitoring
• Involvement from many parties
– School Boards, Superintendents, school business
officials

agri.nv.gov
What’s NDA’s Role?
• Want to set districts up for success
• Looking after districts best interest
• Avoiding later findings in procurement
reviews
• Preventing the need for districts to redo
procurements
• Share our knowledge and expertise

agri.nv.gov
Definitions
• School Food Authority (SFA): the governing body which is responsible for
one or more schools, and has the legal authority to operate the National
School Lunch Program(s)
– The School District
• Food Service Management company: A commercial enterprise or a non-
profit organization that is or may be contracted with by the SFA to manage
any aspect of the school food service
– Variations on staffing and how the FSMC is paid
– EX: Aramark, Chartwells
• Self operated (“self op”): The school district operates the food service
program independently without the services of outside management entity
– School district employees manage the program, prepare and serve the meals, etc
• Meal Vendor: provider of unitized meals
– May or may not be inclusive of milk or supplies
– No role in management of the program
– EX: Food bank, school district

agri.nv.gov
• How are they different
– Vended meals
• Just that, they only provide a meal
• Meals dropped off at delivery location
• Flat fee per meal charged
• Typically used when a school doesn’t have
the facilities to prepare meals or store
food/equipment
• New schools/Charter schools
FSMC vs Vended Meals

agri.nv.gov
• How are they different?
– Food Service Management Company
• Able to provide a broad range of services
• Typically utilized when school food service is
operating at a deficit
• May provide staffing, training, management and
consulting services
• May be doing purchasing
• Pay structure varies—per meal fee rate (fixed
fee), cost reimbursable, management fee may
be flat fee or a per meal rate, guarantee of end
of year balance, etc

agri.nv.gov
• How are they the same?
– Formal procurement process must be followed
• Evaluation committee must be utilized for evaluating
proposals
– NDA has a mandatory template for the
procurement of each
• Effective 2016/2017, previous contracts grandfathered
– SFA is responsible for maintaining control of the
food service program
• SFA is reviewed by NDA, review findings are issued to
SFA
• If fiscal action occurs, fiscal action is issued to SFA
– Reimbursement funds are issued to SFA
– Subject to federal regulations, board approval, etc

agri.nv.gov
• SFAs must retain control of the food service
program and is not able to delegate certain
responsibilities to any outside entity
– Major areas are program accountability,
agreements, policies pertaining to the program
• SFA is responsible for the procurement of either
the FSMC or Vended meal contract
– The procurement must comply with Federal, State
and local procurement requirements
– Includes monitoring the contract
**Please refer to handout in your packet
SFA Roles

agri.nv.gov
• Vended Meals
– Procurement of meal vendor (NDA forms)
• Must be a vendor registered with the state
– Receive and inspect meals delivered
– Ensure meals meet meal pattern
requirements
– Serving, counting and claiming meals
SFA Roles

agri.nv.gov
• FSMC
– SFA is responsible for
• Conduct procurement of FSMC (NDA forms)
– Must comply with federal, state and local
procurement requirements
• Monitoring the contract
– NDA has a template annual monitoring form
• Managing the meal benefit application process
• Meal counting and claims for reimbursement
• Maintain control of the non-profit school food
service account
• Establish advisory board, meet annually
• **More extensive list in handout
SFA Roles

agri.nv.gov
9-12 month lead time needed before
implementing contract
• FSMC procurement is a large undertaking
– Many stakeholders involved
– Large documents
– Decisions must be made before RFP is finalized
• Vended meals less labor intensive
– Still requires advanced planning, stakeholders, decisions
Timeline

agri.nv.gov
1. Data gathering, decision making
2. RFP templates are complete
3. RFP templates must be approved by NDA
4. RFP distributed/site tours/Q&A period
5. Proposals received and scored
6. Completed evaluations sent to NDA
7. If NDA approves, contract can be signed
Timeline—FSMC & Vended
Meal

agri.nv.gov
• Early Fall
– Data gathering and decision making
• Program evaluation, data analysis, solicitation
materials developed, staff input, district level interest
in FSMC, NDA technical assistance provided
– Identify evaluation committee and involve them
early on in the process
• Usually includes school business officials, Food Service
staff, administrators, teachers, &/or students
• Winter
– RFP ready for public comment/release
– NDA must approve documents before release
Timeline

agri.nv.gov
Winter/Early Spring
• RFP released
– Consider timeline for
• walk-through process of facilities, Q&A period, presentation by
offerors
• Committee evaluation
Spring
• Proposals received and evaluated
– All documents sent to NDA for document review
– NDA must approve the “selection” of the district
– NDA must approve proposed contract before signing
• If approved, contract execution may proceed
• Follow district process for contract approval, board
agenda
• Staffing/equipment purchases ready for July 1 start
Timeline

agri.nv.gov
Timelines
Renewal years
• Renewal Process starts in January
– Conduct contract monitoring before renewal process begins
– Discuss any items that may need to be addressed in renewal
document
– May involve FSMC corporate or legal staff, SFA Administration
– Allow plenty of time for discussion and negotiation
• NDA must approve contract renewal document before fully
executed
Mandatory NDA templates in place for New FSMC
contracts
• For sponsors with renewals, when the 5 year cycle is
complete or if you go out for solicitation earlier, you must
use the NDA template
– Numbered Memo NSLP 2016-36

agri.nv.gov
Menus and Service
Yes Needs
Improvement
N/A
1. Has the FSMC followed the 21-day cycle menu as described in contract, for the first
21 days of the contract? (Monitored during the first year of contract only)
1. If changes were made to menus following the first 21 days of the contract, did the
SFA approve them?
1. Menu standards have been maintained as to type and quality of meal service. All
menus have been developed using the agreed upon food based menu planning
system(s) for each age/grade group.
a. The FSMC is serving only reimbursable meals that comply with the latest USDA
dietary guidelines as established by USDA in Federal regulations for the National
School Lunch Program, the School Breakfast Program, and all other USDA
contracted meal programs.
a. The SFA has retained control of the quality, extent and general nature of its food
service.
Food Service Management Company (FSMC) Monitoring Form
Review Date:
Name of District and Site Monitored:
Then, the real work starts….

agri.nv.gov
SFA responsibility for FSMC and
Vended Meal contracts
• Annually at a minimum
• More frequent will set up both parties for success
• Keep that contract handy, refer to it often
• Tool to ensure everyone understand roles, responsibilities and
expectations
• Don’t wait to the end of the year to talk about a contract item
not being done
Contract Monitoring

agri.nv.gov
Engage stakeholders early on and
throughout the process
– District/School board
– State Agency
– Bidders/Offerors
– Constituents-Students, Parents
– Staff
– Public
Best Practices

agri.nv.gov
Best Practices
• Superintendents and Business Officials may
not be aware of all of the requirements to
contract out with procurement, including
district roles & responsibilities
• Contact NDA, we can share information on
requirements

agri.nv.gov
Best Practices
• Start Early
– Request the templates from NDA early on to be able to
start completing the document
– Have time to customize your RFP in advance
• Decisions will need to be made about what you want
• RFP should reflect what you want to procure
• Rubric, scoring, committee selection, and any offeror
presentations
– Equipment considerations, delivery routes planned and
USDA Foods utilization
• Stay in contact with NDA, don’t be afraid to ask
questions!

agri.nv.gov
Best Practices
Areas in Need of Improvement:
• Rubric and Evaluation
• Scoring Criteria not customized to meet a sponsor’s
needs
• Evaluators not clear on duties to “serve” on a committee
– Must be impartial
– Understand evaluation criteria
– Objective vs Subjective criteria
• Score for pricing range--objective
• Meal appeal—may be more subjective, add information on how to
evaluate, describe what a high, medium and low score would
consist of

agri.nv.gov
Resource Sharing
• USDA Guidance Manual for SFAs
www.fns.usda.gov/sites/default/files/cn/FSMCguidance-sfa.pdf

agri.nv.gov
Resource Sharing
• NDA Website
http://agri.nv.gov/Food/FoodNutrition_Home/

agri.nv.gov
• Training and Technical Assistance is available
from NDA staff any step along the way!
• Questions?
Questions

agri.nv.gov
CACFP Meal Pattern
Brittany Mally, RD
June 26, 2017

agri.nv.gov
CACFP Definition: Child and Adult
Care Feeding Program
USDA funded program for healthy
breakfast, lunches, snacks and
suppers for infants, children, & adults
What is CACFP?

agri.nv.gov
CACFP Time Frame
• “All CACFP/NSLP sponsors must
implement updated meal pattern
requirements by October 1, 2017”
– Early start implementation is allowable
– Transition period is in place for no fiscal
action during this time period

agri.nv.gov
CACFP Child Meal Pattern
• Updated Meal Pattern
– For NSLP program operators, Pre-
kindergarten age/grade group
– Ages 3-5 years on K-12 school sites
– Breakfast, Lunch & Snack

agri.nv.gov
Breakfast
Meal Pattern

agri.nv.gov
CACFP Breakfast
Component Ages 3-5 years Additional Information:
Milk ¾ cup Unflavored Low fat (1%) or
fat-free (skim)
Vegetable,
Fruit, or both
½ cup Full strength juice is
allowable at one meal per
day
Grains ½ ounce
equivalency
Cereals must not contain
more than 6 grams of
sugar per ounce;
WGR requirement: one
serving per day minimum

agri.nv.gov
Breakfast cereal
– Must contain no more than 6 grams of
sugar per ounce
– Do a calculation
– Need label

agri.nv.gov
Best practice-Breakfast
If using same K-12 menu, you only
need a few changes:
Breakfast:
• Milk-Unflavored; okay to serve half pint
(8 ounce) portion for ease
• Whole Grain rich is allowable
– minimum portion is 0.5 oz eqv; other
grains must be enriched

agri.nv.gov
Best practice-Breakfast
Breakfast cereal:
• Cereals-no more than 6 gm of
sugar/dry oz
• M/MA may be served in place of the
entire grains at breakfast three
times/week (1:1 credit)
• Yogurt-must contain no more than
23 gm of sugar/6 oz

agri.nv.gov
Lunch Meal Pattern

agri.nv.gov
CACFP Lunch
Components Ages 3-5 years Additional Information
Milk ¾ cup Unflavored Low fat (1%)
or fat-free (skim)
Meat/meat alternate 1 ½ ounces Yogurt must contain no
more than 23 grams
sugar per 6 ounces
Vegetables ¼ cup No vegetable sub group
requirement (NSLP)
Fruits ¼ cup Pasteurized full strength
juice allowable at one
meal per day
Grains ½ ounce equivalent Grain based desserts not
creditable

agri.nv.gov
CACFP Lunch
Milk
• At least 6 Fluid Ounces
• Unflavored low fat (1%) or unflavored fat-
free (skim) for children 2-5 years old
• No flavored milk allowed

agri.nv.gov
CACFP Lunch
Meat & Meat Alternate at least
1 ½ ounces
– Lean meat, poultry, fish, tofu, cheese
– Large egg=3/4
– Peanut or soy nut butters=3 tbsp
– Cooked dry beans or peas=3/8 cup

agri.nv.gov
Child Meal Pattern
• Meat & Meat Alternate (cont)
– Yogurt, plain or flavored,
unsweetened or sweetened
– At least 6 ounces or ¾ cup
– Yogurt must contain no more than 23
gm of total sugar/6 ounces

agri.nv.gov
Best practice-Lunch
If using same K-12 menu, you only
need a few changes:
Lunch:
• Milk-Unflavored low fat (1%) or fat
free (skim); okay to serve half pint (8
ounce unit)
• Look at the current M/MA portion size
on current menu & adjust (1 ½ ounce
min)

agri.nv.gov
Best practice-Lunch
Lunch:
• Vegetables at least ¼ cup
• Fruit at least ¼ cup
• Yogurt-no more than 23 gm of
sugar/6 ounces

agri.nv.gov
Best practice-Lunch
Lunch:
• Grain based desserts are not
creditable towards the grain
component
• Whole grain rich is allowable
– minimum portion is 0.5 oz eqv or use
enriched

agri.nv.gov
CACFP Snack
Components Ages 3-5 Years Additional Information
Milk* ½ cup Unflavored low fat (1%)
or fat free (skim)
Meat/meat alternate ½ ounce
Vegetables* ½ cup Pasteurized full
strength juice only
Fruit* ½ cup Pasteurized full
strength juice only
Grains ½ ounce equivalent Grain based desserts
not creditable
* Only one of the two may be a beverage

agri.nv.gov
CACFP Snack
Snack-Select two of the five for a
reimbursable snack
• Fluid Milk*-1/2 cup
• Meat/meat alternate-1/2 ounce
• Vegetables*-1/2 cup
• Fruit*-1/2 cup
• Grains-1/2 ounce equivalent

agri.nv.gov
CACFP Snack
*Only one of the two components may
be a beverage
• For example, milk and juice (fruit or
vegetable) not allowable.
• Reminder NSLP snack is still two of
the four components with larger
portion sizes!

agri.nv.gov
Counting & Claiming
• All pre-kindergarten (3-5 yr. old)
reimbursable meals may be claimed
under your NSLP claim
• Rate is the same as the current year
reimbursement by category (F/R/P)
• Straight serve option in place; no
“Offer versus Serve”

agri.nv.gov
Menu Planning Best Practice
• Family style is allowable; common
practice with age/grade group in
preschool setting
• Cafeteria service should be considered
at an earlier time than kindergarten
group
• Straight serve option!

agri.nv.gov
Resources
• NDA
– www.agri.nv.gov
– https://www.youtube.com/watch?v=mU-
DC7K5ZDk&list=PLGdlCTs4dQTfYTLj7Vg9VXzDfmqApGipq
• USDA
– https://www.fns.usda.gov/cacfp/meals-and-snacks
– https://www.fns.usda.gov/tn/cacfp-meal-pattern-training-
tools
• ICN
– www.theicn.org/cacfpmp
– Food buying guide is being updated!

agri.nv.gov
Legislative Update
School Nutrition Services Manager

agri.nv.gov
NDA Legislative Update
• Federal legislative changes
• State legislative changes

agri.nv.gov
NDA Legislative Update--Federal
• The past 7 years have been
exciting!

agri.nv.gov
• What does the future hold?
• New Secretary of Agriculture
– Sonny Perdue
– Previous Governor of Georgia
– Supportive of School Nutrition
• Lots of positions still unfilled

agri.nv.gov
• Meal Pattern “flexibility”
– May 1 press release
• Sodium
• Flavored milk
• Whole grains

agri.nv.gov
• Previously instated flexibility
– Hold at sodium target 1
– Whole grain pasta waiver
• Newly stated flexibility—approved
waiver required
– 1% Flavored Milk
– Whole grains—all types, not just pasta

agri.nv.gov
• How do I pursue a waiver?
– NDA will be distributing a memo and
waiver template shortly
• Waiver request must be submitted
demonstrating:
– Financial hardship (participation/cost)
– Limited product availability
– Unacceptable product quality
– Poor student acceptability

agri.nv.gov
• Can I just serve non-whole grain
items now?
– No, you need an approved waiver
– Otherwise, must still meet meal pattern
requirements
• Will further flexibility be allowed?

agri.nv.gov
• Will there be other changes?
• Current requirements such as professional
standards, PLE and meal pattern
requirements are written into federal
regulation
• Changing them requires an act of
congress (literally)

agri.nv.gov
NDA Legislative Update--State
• Last legislative session
– SB 503 “Breakfast After the Bell”
– School Nutrition rose to challenge
– Huge participation gains
– $2 million in general funds to
school breakfast programs
• Resulted in $8 million in additional
federal reimbursement for SY 15/16
• National leader in breakfast
participation increase

agri.nv.gov
– Required reporting for lunch and
breakfast participation
– Gender, race and ethnicity
– Report on NDE “report card”
– Special provisions made this
challenging but data is currently being
reported by NDE

agri.nv.gov

agri.nv.gov
• This legislative session
– SB 3
• slight changes to breakfast after the bell
– Free and Reduced breakfast participation must
be maintained in 17/18 compared to 16/17
benchmark participation level
• If participation level is not maintained, a corrective
action plan may be required to be submitted
– Letters have been distributed to Superintendent,
Food Service Directors and Principals
• Pre-k expansion
– Much discussed but no bill was passed

agri.nv.gov
• Medicaid expansion
– Bill passed, was vetoed by Governor
Sandoval
• Private and Charter Schools
– ESA (voucher program) was not funded
– $20 million was approved to be put towards
scholarship program for private and charter
schools
– Achievement School District was much
discussed but no bill was passed requiring
changes

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