Fresh Fruits and Vegetables FY 11 & FY 12

1. Fresh Fruits and Vegetables FY 11 & FY 12 Alabama State Department of Education August 1, 2011

2. 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.

4. FFVP Handbook To locate, http://www.fns.usda.gov/cnd/FFVP/default.htm Click FFVP Handbook OR… http://www.fns.usda.gov/cnd/FFVP/handbook.pdf To access directly

5. 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

6. 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

7. 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

8. Implementation and Monitoring • Use an operational plan which includes who, what, when, and wherein 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

9. 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

10. 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

11. 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

12. FFVP should not be used… • For the community residents or adults attending school functions • As gifts or rewards • For disciplining of children

13. 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

14. Serving location • Consider • Timing (not immediately before meal periods) • Maturity of students • Amount of time for students to eat • Time needed to prepare and serve students- classrooms or staggered kiosks to reduce confusion • Clean-up with appropriate containers • Staffing issues

15. Selection of Food Items -New and different fresh fruits and vegetables -This includes pre-packaged fruits and vegetables • Fruit • Kiwi • Pluot • Raspberries • Pomegranate • Apples- Variety • Papaya • Ugly Fruit • Star Fruit • Local peaches • Raw Vegetables • Salads • Carrots • Celery • Squash- Yellow, Zucchini • Onions • Mushrooms • Rutabaga • Spinach

16. 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 arefruits

17. Disallowable Items and Setting Limits • Pages 14-15 of the FFVP Handbook • See list of items not allowed • Setting limits • Dips for vegetables: limit to 1-2 Tablespoons • Prepared vegetables • Fresh vegetables that are cooked are limited to one time per week and always as a part of nutrition education lesson

18. 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

19. 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

20. 2011-2012 Claim Form • http://www.alsde.edu/html/sections/cnp_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)

21. 2011-2012 Claim Form

22. 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

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

24. 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.

25. Reimbursable Costs • Costs divided into two categories • Administrative • Operating

26. 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

27. 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)

28. 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

29. 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

30. 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

31. 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.

32. 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

34. State Monitoring • Review Claims • Majority of funds are used to purchase fresh produce • Equipment purchases are carefully reviewed and justified • Labor 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

35. 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/

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

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