Kids Cafe Summer Meals (SFSP)

1. Kids CafeSummer Meals (SFSP) Site Training2019

2. Agenda • Introduction • Site Procedures • Civil Rights Training • Food Safety Training • Resources and Next Steps • Daily Delivery Training • Self-Prep Training

3. Purpose • Provide nutritious meals to childrenin need • No cost • Safe place • Educate children and families about nutrition Only 16% of children who receive free/reduced meals during the school year receive a meal from the USDA in the summer. In Kansas and Missouri, those numbers are lower.

4. Harvesters Kids CafeGovernment Programs HOW KIDS CAFÉ WORKS • Childhood Hunger Initiative • Child and Adult Care Food Program (CACFP) • Summer Food Service Program (SFSP) • Breakfast* • Lunch • Snack* • Supper • Fresh Meals • Delivered • Prepared Onsite • Shelf Stable Meals *These meal types are offered in summer only

5. Kids Cafe Summer Food Service Program (SFSP) • Federal and State Partners • United States Department of Agriculture (USDA) • Kansas Department of Education (KSDE) • Missouri Department of Health and Senior Services (DHSS)

6. Organization Eligibility • Federal 501(c)3 • Financial Viability • Administrative Capability • Harvesters now requires at least two contacts for each site • Program Accountability

7. Site Eligibility • For the summer site eligibility is determined by school boundary area or by census data • Census data can only be used in the summer, school data can be used for summer and school-year • School area eligibility • A site must be located within the attendance area of a public school (elementary, middle, or high) where at least 50 percent of the students are eligible for free or reduced price meals under the National School Lunch Program (NSLP) • Census data eligibility • Site must be located in a Census Block Group (CBG) or Census Tract in which 50 percent or more of the children are eligible for free or reduced price school meals (lasts for 5 years) • Use the government’s area eligibility map: https://www.fns.usda.gov/areaeligibility

8. Participant Eligibility • Anychildren 1-18 • Qualified by locationnot children

9. Meal Options • Fresh Meals • Delivered daily • Prepared on-site (self-prep) • Shelf Stable Meals

10. Site Procedures • Outreach • Display signs and banners • Work with community partners as needed • Offer an enrichment activity • Children are not required to participate

11. Site Procedures • Basics • Ensure that meals are available to all children • Ensure that adults do not eat any part of a child’s meal • All food must be eaten on site, it can’t be taken off-site • Make sure the site is clean, attractive, and appealing • Provide guidance to participants

12. Site Procedures • Civil Rights • Ensure all staff and volunteers are trained • Post “And Justice for All” posters in visible area • Ensure all children are being served without discrimination • Make program material available to the public upon request • Complete Beneficiary Data form annually (Harvesters does this)

13. Site Procedures Site Prep • Clean and sanitize all food surfaces with bleach solution or sanitizer approved for food service • Uncover trash cans • Wash hands • Post “Justice for All” poster and expectations • Post menu

14. Site Procedures • Menus • Post the menu and update with changes • Meal Service • Adhere to the meal service times approved by Harvesters • Meals served outside the serving window are subject to billing • Serve one meal to each child first; serve seconds only to prevent meal waste • All components of a meal must be served together • Meals should be counted and documented at point of service (as meals are being served) • Use the provided meal count form

15. Site Procedures Reducing Food Waste • Allow younger children to go first • Gently encourage children to try their food before using trash or the share table Share Table • Clearly mark share table box and keep foods to correct temperatures • Children can take additional food from the share table if they are still hungry • Share table items may be stored and set out again on the following days for children to eat • Make meals out of the share table items ONLY if you run out of meals (these meals are not counted on meal count forms) • Excessive share table items may be donated to a non-profit food pantry, shelter, or other organization • Harvesters must give approval before this happens

16. Site Procedures Revisions • Notify Harvesters if meal times need revision (State approval is required before changing) • This can be for a one-time basis, or if a permanent change is needed Attendance • Not required for the summer meal service program (SFSP) Inclement Weather • If inclement weather forces the closure of your site, you must advertise the closure (social media, signage) • In the case of heat advisory or heat warning, if site is an outdoor site, meals may be taken off site by the children. This must be an official warning/advisory from the National Weather Service

17. Site Procedures Food Safety • Check deliveries for safety and correct temperatures keep invoices and receipts • Cook and hold foods according to food safety standards • Chill and store leftovers according to procedures • Food storage • Food must be kept 6 inches off the floor and 4 inches away from the walls • Once food is refrigerated, it should remain refrigerated until served

18. Site Procedures Site clean-up • Refrigerate leftovers • Sanitize all surfaces • Sweep and mop • Cover/dispose of garbage

19. Site Procedures Meal ordering • Order for your need • Daily Delivery and Shelf Stable Sites may be charged for meal waste over 3% Paperwork • Email scanned copies of Daily Meal Count sheets and delivery tickets to Harvesters by the first day of meal service the following week • Submit complete monthly paperwork (remaining meal counts, tickets, and refrigerator logs) by the 5th calendar day of the following month • Self-prep sites: Menus and recipes are submitted 3 weeks before following month, all additional paperwork by 5th calendar day of following month

20. Site Procedures Meal count forms • Mark form at point of service. Only mark after child has received full meal (milk and all food) • Keep marks to squares • No blocking • Form must be filled out by trained staff at each meal service • Form must be complete and signed by site coordinator • Scan and submit forms at the end of the week. • USDA requirement: Keep originals in a binder, ready for inspection

21. Site Procedures Site name Tue. 9/4/18 • Daily Delivery form • Number of meals delivered • Number of leftovers • Self-Prep form • Number of leftovers • Adult meals Name of counter 3:00-4:00 3:45 3:05 x xxxxx 6 9/4/18 Site supervisor signature

22. Site Procedures Paperwork Timelines • Daily • Complete meal count sheets and record refrigerator temperature on temperature log • Weekly • Scan and send the week’s paperwork in chronological order • Monthly • Scan and send temperature log(s) and remaining paperwork (any meal counts, delivery tickets, or any other paperwork that has not been sent in yet) Failure to turn in paperwork may result in Harvesters billing the site or temporary suspension of program

23. Site Procedures Paperwork Submission • All paperwork should be submitted electronically if possible. • There are several ways to submit your weekly, monthly and annual paperwork electronically. • Scan and email. Utilize the scan function on your computer and send to kidscafe@harvesters.org • Photocopy, scan and send. This works well for Daily Delivery Tickets and grocery Receipts. • Create a PDF from your smartphone. iScanner is just one app you can use to create a PDF of your individual paperwork sheets. These apps create clear images of your paperwork. • Paperwork should be clear, complete, and choronological • Electronic title should include site name, dates, and paperwork type For example: Gather your weekly Daily Meal Count forms. Make sure they are completely filled out. Organize them chronologically with the earliest date first. Scan the weeks paperwork. Label in this like manner: Over the Rainbow Child After School Program, September 4-7, daily meal count • Send file to kidscafe@harvesters.org

24. Site Procedures Site Monitoring • Harvesters’ monitors will visit each site at least once over the course of the summer • New sites will be visited once in the first week, as well as an additional visit later in the summer • Common Findings: • Serving outside serving window • Meals out of temperature • Staff not trained by Harvesters • Paperwork not completed correctly at point of service • Inaccurate or falsification of records • Taking food off site • Adults eating children’s meals

25. Additional Items • Field Trips • Must be approved by the state. Notification of field trips must be received by Harvesters at least one week in advance • Food Substitutions and Variations • Medical statement is required to accommodate dietary needs that do not align with the meal pattern

26. Civil Rights Training

27. Civil Rights Federal law prohibits discrimination based on the following protected classes: • Race • Color • National origin • Sex • Disability • Age

28. Comply with all Civil Rights Requirements • Display Justice for All poster prominently at site • Notify Harvesters of complaints within 4 days • Notify public how to file a civil rights complaint • Identify and accommodate language needs • Accommodate children with medical or dietary disabilities • Collect data on race and ethnicity • Resolve issues quickly • Make customer service a priority • Non-discrimination Statement: “This institution is an equal opportunity provider.”

29. Food Safety Training

30. Foodborne Illness The Centers for Disease Control and Prevention (CDC) estimates: • 48 million illnesses, 128,000 hospitalizations and 3,000 deathsresult from foodborne illness yearly. • YOPI populations are at highest risk. Y • oung • ld • regnant • llor O P I Immune deficient • The majority of these illnesses are preventable. You can help.

31. Good Personal Hygiene Do’s • Keep hair, body, and clothes clean. • Wear a hat or hair restraint. • Keep fingernails neat, short, with no fingernail polish or fake nails. • Remove jewelry (except for a plain band). • Change dirty gloves or aprons often.

32. Personal Hygiene Dont’s Do not work with food while • Eating or drinking • Chewing gum • Smoking or using tobacco • Wearing dirty aprons or contaminated clothing • Having open cuts • Sick

33. Sickness Do Not work with food if ill or have: • Diarrhea • Fever • Vomiting • Sore throat with fever • Jaundice (yellowing of the skin and eyes)

34. Prevent food borne illness… Wash Your Hands! The #1 cause of food borne illness = Poor personal hygiene.

35. Hand washingThe 6 Step Method Wash your hands, wrists and forearms. Singing Happy Birthday twice is 20 seconds! Use warm water! Open bathroom doors with paper towel to prevent recontamination! Use warm water and scrub the soap off! Use paper towels or a clean cloth!

36. Wash Your Hands Often • Wash before cooking or touching any food and food containers. • Re-wash your hands after: • eating or drinking • smoking • touching your face or hair • touching animals • handling waste • using the restroom • handling raw meat and eggs. NOTE: Hand Sanitizer is not a substitute for hand washing!

37. Handwashing Sinks • Sites must have a hand washing station for volunteers. • Keephandwashing sinks unobstructed at all times. • Post handwashing only signage at handwashing sinks. • Provide adequate soap and either single-use paper towels at each igloo cooler or sink. Food preparation or dishwashing sinks may not be used for handwashing sinks!

38. Glove Use DO NOT wash gloves as a substitute for changing gloves!

39. Sanitizer Solution You will need… Directions

40. Temperature Danger ZoneBacteria survive & grow in Danger ZoneIt is our job to minimize this situation and monitor foods to ensure they are kept safe. Holding Temperature for Cooked Food 135°F Temperature Danger Zone! Refrigerator Temperature and holding temperature for cold food. 41°F 0°F Freezer Temperature

41. Food Storage Shelf foodwith olderdates behind product expiring first! Then distribute food from the front first. F F • irst • n • irst • ut • irst • xpired • irst • ut I E F F O O Best-by, Use-by or Sell-by = Safe (a recommendation based on quality not safety)Expired = Unsafe (can be deadly!) THROW OUT EXPIRED FOOD! THROW OUT baby food and formula after the expiration date! Check The Food Keeper!

42. Shelving and Storage Keep storage areas: Temperature controlled; between 50˚F -70˚F is best. No extreme temps! Wellventilatedand dry. Awayfrom pipes, heating ductsor water lines. Distribute Harvesters’ non perishable food within 90 days! Keep your food storage area and shelves clean! Store cleaning agents and chemicals away from food items. Reduce pest access: Keep shelves 6” off floor and 4” away from walls.

43. Refrigerator and Freezer Storage • Keep foods wrapped or covered. • Label and date all food • Store ready to eat foods above raw foods to prevent cross contamination • Thermometer to be placed inside refrigerator and checked often. • Keep refrigerator dry and clean. Clean your refrigerator with warm soapy water weekly! Ready to Eat Keep refrigerators between 32˚F and 40˚F and freezers at 0˚F or below. Pre-cooked Ready to eat foods are foods that do not require cooking in order to eat them. Raw Never store opened cans in refrigerators! Use Tupperware or other sealed container.

44. Temperature Logs Use Harvesters’ Temperature Logs to track temperatures of your refrigerators and/or freezers. Record temperatures at least one time each day the program site is open! • Refrigerators must be kept between 32ºF and 40ºF. • Freezer temperatures must be kept at 0ºF or below.

45. Freezer and Refrigerator Temps All refrigerators and freezers must have thermometers. Check temperatures and calibrate your thermometers regularly. Refrigerator Temp = 38°F Keep the doors closed! Freezer Temp = 0°F

46. Calibrating Thermometers Head Calibration nut Stem Ice Water 32˚F ,0˚C 2” (5cm) minimum 1. Fill large container with crushed ice and tap water. • Stir well. 2. Place thermometer stem or probe into the ice water. • Make sure the stem is under water. • DO NOTlet probe touch the container. • Wait 30 seconds or untilindicator stops. 3. Adjust the thermometer so it reads 32ºF (0ºC). • Hold the calibration nut with a wrench or other tool. • Rotate the thermometer head until it reads 32ºF (0ºC).

47. Preventing Cross ContaminationHandling Garbage Comply with federal, state and local regulatory requirements associated with waste removal and disposal!

48. Contact pest removal professionals if problems prevail Pest Control 3 Step Method Avoid vacuuming, sweeping or stirring up dust around rodent contaminated areas. Inspect your food storage area every 30 days,inside and outside! Poison free devices must be used. Choose traps for mice, rats and smaller insects. Work with a licensed Pest Control Operator (PCO). Do not store pesticides at your site.

49. Pest Clean UpAlways wear plastic or rubber gloves cleaning up after pests! Allow disinfected area to dry for 30 minutes before reusing. Spray gloves with bleach or disinfectant or wash gloved hands. Wash your hands with soap and water.

50. Pest Infestation • If there is an infestation: • Inspect food storage area to determine the type of pest and the type of treatment needed to resolve the infestation, and take immediate action to treat the area accordingly. • Remove food productsfrom the storage area if there is a possibility of toxic pesticide exposure to stored products during treatment. • Inspect stored product to ensure that no damage or infestation has occurred once evidence of pest has been determined • Discard any damaged products.