GUIDE TO RUNNING THE AFTERSCHOOL MEAL (SUPPER) PROGRAM IN. March 2012 THE DISTRICT OF COLUMBIA

Transcription

1 GUIDE TO RUNNING THE AFTERSCHOOL MEAL (SUPPER) PROGRAM IN THE DISTRICT OF COLUMBIA March 2012 The Afterschool Meal Program helps to bridge the hunger gap between lunch and dinner for children who participate in afterschool programs by providing federal funds to communityand faith-based groups, schools, and public recreation centers so they can serve nutritious snacks and meals. Children of low-income families need nutritional support outside of school hours, when many parents must work long hours at multiple jobs to make ends meet. By serving nutritious snacks and meals, afterschool programs use food to draw children into neighborhood programs that keep them safe and engaged. This guide is intended to help D.C. community-based afterschool programs participate in the Afterschool Meal Program by explaining program benefits, eligibility requirements and providing sample forms to adapt and use. For questions about the guide, please contact: D.C. Hunger Solutions An Initiative of the Food Research and Action Center 1875 Connecticut Ave NW, Suite 540 Washington, DC (202)

2 About D.C. Hunger Solutions D.C. Hunger Solutions, founded in 2002 as an initiative of the Food Research and Action Center (FRAC), works to create a hunger-free community and improve the nutrition, health, economic security, and well-being of low-income people in the District of Columbia. To learn more about D.C. Hunger Solutions, visit Acknowledgements Thank you to Kaiser Permanente for supporting D.C. Hunger Solutions work to expand afterschool meal program participation and to develop this guide. We gratefully acknowledge the following additional funders of D.C. Hunger Solutions work: Morris and Gwendolyn Cafritz Foundation, Church World Service, CityBridge Foundation, the Naomi and Nehemiah Cohen Foundation, the Community Foundation of the National Capital Region, Consumer Health Foundation, MARPAT Foundation, MAZON: A Jewish Response to Hunger, the Eugene and Agnes E. Meyer Foundation, the Moriah Fund, the Morningstar Foundation, the Robert Wood Johnson Foundation, U.S. Department of Agriculture, and the Walmart Foundation. This guide was written by D.C. Hunger Solutions with support from the Food Research and Action Center. Special thanks to the Capital Area Food Bank and the Wellness and Nutrition Services Division of the Office of the State Superintendent of Education (OSSE) for their assistance in developing this guide. 2

3 Table of Contents General Afterschool Meal Guidelines 4-16 Eligibility Requirements..4-6 Meal Requirements Self-Preparation or Vended Meals. 7 On-Site Meal Preparation.7 Guidelines for When Preparing Meals On-Site.. 8 Vended Meals....8 Guidelines for Purchasing Meals from a Vendor 9 Reimbursement Rates.. 10 Calculating Afterschool Meal Program Costs A tool to help you Times of Operation...11 Health and Safety (Fire) Standards Certified Food Protection Manager HACCP Manager's Self-Inspection Checklist Fire Safety Inspection Reporting and Record Keeping Daily Paperwork Additional Paperwork Application Process for the Afterschool Meal Program Six easy steps to successfully start participating in the Afterschool Meal Program Step 1: Contact the D.C. Office of Superintendent of Education...18 Step 2: Attend Mandatory Orientation and Training Session..19 Step 3: Submit Application to OSSE Step 4: Pre-Approval Site Visit Step 5: Approval..20 Step 6: On-going Support/Monitoring..20 Conclusion..20 Appendix (A G)

4 General Afterschool Meal Guidelines The Afterschool Meal Program provides federal funding to offset the cost of serving meals and/or snacks to children ages 18 and under attending afterschool programs located in lowincome areas during the school year (including weekends, holidays, and school breaks). This program is an important resource for the one in eight families struggling with hunger and for afterschool programs interested in improving their capacity to provide nutritious meals to their children and teens. The Afterschool Meal Program is part of the Child and Adult Care Food Program (CACFP), which is administered at the federal level by the United States Department of Agriculture (USDA). In the District of Columbia, it is administered through the Wellness and Nutrition Services Division of the Office of the State Superintendent of Education (OSSE). Eligibility Requirements Organizations wishing to participate in the Child and Adult Care Food Program (CACFP) - Afterschool Meal Program can be public or private non-profit organizations. For-profit child care institutions that meet CACFP eligibility requirements can also participate. For example, participating sites can be located in schools, child care centers, churches, community centers, or local agencies. Afterschool programs can receive reimbursement for meals and/or snacks served. Reimbursement rates are determined by the USDA. To be eligible for reimbursement under the Child and Adult Care Food Program (CACFP), afterschool programs must meet the following guidelines: Program must operate after regular school hours, on weekends, on holidays and other days when schools are closed (like professional development days), and/or during breaks throughout the regular school year. Programs may continue to operate during summer break, but meals served during summer break cannot be reimbursed through the 4

5 Afterschool Meal Program. (Programs operating during the summer could be eligible for the D.C. Free Summer Meals Program.) Program must serve children who are 18 years or younger at the start of the school year. If a child s 19th birthday occurs during the school year, reimbursement may be claimed for meals served to that child during the remainder of the school year. Program must offer educational or enrichment activities to students, such as homework assistance, tutoring, arts and crafts, computer labs, life skills, or physical activities. Please note: o Programs that solely involve competitive sports, such as a varsity football team, are not eligible. However, non-competitive recreation sports leagues and other afterschool programs that include supervised athletic activity may qualify provided that they are "open to all" and do not limit membership for reasons other than space or security. Competitive sports programs that include other enrichment activities, like tutoring, may also be eligible. o Programs cannot require participants to engage in a religious ritual such as prayer in order to receive the meal or snack. For an example: A church that hosts an afterschool Bible study program could participate in the Afterschool Meal Program as long as the program does not require children to participate in the Bible study. At least one alternative educational or enrichment activity should be offered in case a student chooses not to participate in the religious ritual. Each facility (i.e. location operated by the program) must be located in a low-income area. This means that the address of the facility must be located within the attendance area of a D.C. public elementary, middle, or high school where at least 50 percent of the enrolled children are eligible for free or reduced-priced meals. To determine afterschool program area eligibility: o Find the D.C. public school assigned to the address of facility online using the EBIS: Boundary Information System. 1 This includes a $ for cash-in-lieu of commodities: Additional cash provided to buy whatever foods needed to operate the Afterschool Meal Program instead of commodity items. 5

6 o After locating a school, check the Free and Reduced Price (FRP) rate on the school s profile at Each facility must have at least one person on premise at all times during food preparation, distribution, and clean-up who has a current Food Safety Manager or Certified Food Protection Manager identification card or certificate issued by the D.C. Department of Health. Each facility must meet D.C. health and safety standards. In addition to these eligibility requirements, meals must also meet USDA meal pattern requirements and nutrition policies. Contact the Office of the State Superintendent of Education Wellness and Nutrition Services Division (OSSE) at to determine your program s eligibility. D.C. Hunger Solutions can also help you. Meal Requirements Serving meals as part of your afterschool program can be very simple. All meals and snacks served through the Afterschool Meal Program must meet USDA meal pattern requirements and nutrition policies and the D.C. Healthy School Act. A meal must contain, at a minimum: milk, 2 different fruits/vegetables, a grain item (bread/bread alternate), and a protein item (meat/meat alternate). A snack must contain any two of the following four components: milk, bread/bread alternate, fruit/vegetable, or meat/meat alternate. All milk served to participants 2 years of age and older, whether at meals or when included with a snack, must be fat-free (skim) or low-fat (1%) milk. All items actually served must be listed on the menu. 6

7 If a program serves a snack in addition to the meal, there must be at least two and a half (2-½) hours between the end of one serving time and the beginning of the next. Meal and snack may be provided in any order (snack first, then meal, or vice versa). For instance, you could serve a supper from 4:00pm to 4:30pm and then a snack at 7:00pm. You could not serve a snack from 4:00pm to 4:30pm and then a supper at 6:00pm because there would not be 2 ½ hours between the end of one serving time and the beginning of the next. Meals and snacks can be hot and/or cold depending on the available kitchen facilities, staff capabilities, and personal preferences. A meal can be as simple as a ham sandwich, cucumber slices, apple, and a carton of low-fat milk. An afterschool program may choose to prepare the food itself or may opt to have the meals provided by a vendor. Either option is acceptable. OSSE can provide additional information about the nutrition guidelines and help plan menus that meet the USDA requirements. Refer to OSSE s Child Meal Pattern Requirements. See Appendix A for sample meal menu and meal pattern requirements. Self-Preparation or Vended Meals Afterschool programs can prepare food themselves on-site or purchase already-prepared food from a vendor. There are advantages and disadvantages to each type of serving model. On-Site Meal Preparation: Programs can buy ingredients and prepare a meal on-site, buy already prepared food, or utilize a combination of the two. Afterschool programs that elect to prepare meals must have the capacity to do so safely usually this means having an adequate kitchen/food preparation area. Refrigeration would be required at any facility that plans to serve meals, not just snacks, because of the requirement to serve milk with all meals. Facilities where prepared foods will be reheated must have some capacity for preparation, such as an oven or perhaps just a microwave, if 7

8 appropriate for the size of the program. Providing cold meals does not require a stove or oven, but does require a clean and sanitary area where the meals can be prepared and then stored appropriately. Programs that opt to serve cold meals also need to have equipment for washing dishes at the facility. If an afterschool program prepares its own food, it has more control over the type and variety of food served, but it still must follow the federal nutrition guidelines for reimbursement. Preparing your own meals can have significant cost savings, but it does require additional staff time. Guidelines for participating afterschool programs when preparing meals on-site: All meals and snacks purchased, prepared, and served must meet or exceed the USDA meal pattern requirements and nutrition policies and the requirements of the D.C. Healthy Schools Act. Store bought products that combine two or more menu components in a single food item require a Child Nutrition (CN) label in order to count as the meat/meat alternate. o For example, chicken nuggets contain both meat and breading and thus require a CN label. Even though an afterschool program could use the chicken nugget only as meat/meat alternate in a meal, it still has the breading on it. Without a CN label, there would be no way to know how much of the chicken nugget is chicken and how much is breading. Other examples of commercially prepared products that require a CN label: pizza (you don t need a CN label to count pizza as bread, but you need it to count the cheese/toppings on the pizza as a meat/meat alternate), breaded fish portions, store-bought casseroles and other items that combine a meat/meat alternate with additional components, like lasagna. The USDA s Food Buying Guide for Child Nutrition Programs is a resource that can help your afterschool program determine how much food to buy to meet CACFP requirements. Vended Meals: Sponsoring programs and independent organizations that wish to receive meals from a vendor can do so by following proper procurement procedures as described below. Programs that opt 8

9 for vended meals will have fully prepared meals delivered to their facilities, thus little if any daily food preparation is necessary. However, depending on the vendor, these sponsoring organizations and independent institutions might not be able to include as much variety into their meals as a self-prep site, and might be less flexible with the timing of their meals. Additionally, it might be difficult for independent institutions with 100 or fewer children to find an affordable vendor who will deliver meals each day. Sponsors with multiple facilities which serves many more children, might be able to obtain more affordable meals from a vendor. Refer to the List of Known Vendors in Appendix B. Guidelines for participating afterschool programs when purchasing meals from a vendor - Procurement guidelines Once you have been approved to participate in the Afterschool Meal Program, you will receive more information about the procurement process form OSSE. In general: Organizations with contracts for more than $100,000 have to follow large purchase procedures. Organizations have the option to follow the Invitation for Bid (IFB) or Request for Proposal (RFP) large purchase procedures. Organizations with contracts for $100,000 or less need to follow small purchase procedures. When vended meal purchases will be $100,000 or less afterschool programs generally must provide written specifications to prospective vendors, obtain written quotes from at least three (3) different vendors to compare costs, and sign a completed contract with the vendor with lowest price quote. Institutions may receive approval to contract with a vendor that does not provide the lowest quote with appropriate justification. Please note that participating afterschool programs must: Submit the specifications, quotes and contract to OSSE as well as the vendor s license and most recent health inspection report. Maintain menus, daily itemized delivery tickets and invoices on file (for three years plus the current fiscal year) and have them available for review upon request. The institution (not the vendor) is responsible for ensuring compliance with OSSE and the USDA meal pattern requirements and nutrition policies. 9

10 OSSE can help you understand the procurement procedures. Materials needed to follow purchase procedures can be obtained from OSSE by calling at See Appendix C for sample bid for a newspaper. Reimbursement Rates Afterschool programs may claim reimbursement for up to one meal and/or one snack per child per day during the school year. Meal Type Reimbursement Rate $ Meal (Supper) Snack.76 The reimbursement rates determined by the USDA are adjusted every July 1st. The following rates are good from July 1 st 2011 to June 30 th Funding for the Afterschool Meal Program can add up to $538 per child per year for meals served (assuming the child participates 180 days). A snack can be served in addition to a meal. If you serve a snack, you can receive up to $137 per child per year in addition to the meal reimbursement. Calculating Afterschool Meal Program Costs A tool to help you D.C. Hunger Solutions Afterschool Meals and Snack Program Calculator (Excel file) is designed to help afterschool programs understand and manage their costs and funding. To use the calculator, simply insert your data into the appropriate cells to compute meal and snack figures according to your program. 1 In D.C., the school year is the D.C. Public Schools school year, with the exception of programs operated by public charter schools or private schools that follow a different calendar 10

11 Times of Operation The Afterschool Meal Program provides reimbursements for snacks and suppers served to children in structured programs after their school day has ended and/or on weekends, holidays, and other vacation periods during the regular school year 1. Afterschool programs may not claim reimbursement through the Afterschool Meal Program for meals served before or during the school day, or when school is closed for the summer. For programs serving both a meal and a snack, there must be two and a half (2-½) hours between the end of one serving time and the beginning of the next. Health and Safety (Fire) Standards To participate in the Afterschool Meal Program, each facility must meet District of Columbia health and safety (fire) standards. Note: Afterschool programs that are licensed under childcare licensing standards have already gone through a more rigorous approval process and do not have to meet additional health and safety requirements. Certified Food Protection Manager Each facility must have at least one person on premise at all times during food preparation, distribution, and clean-up who has a current Food Safety Manager or Certified Food Protection Manager identification card or certificate issued by the D.C. Department of Health. This process is easy and affordable. Designated staff must receive certification of passing a food safety course and exam that is recognized by the D.C. Department of Health. To learn more about this process and to find a local class, contact the following organizations: Certified Food Safety Manager (National Registry of Food Safety Professionals) Telephone: Website: Price: $12.95 Length: Approximately 1-2 hours online course and examination. 11

12 Once a staff registers and pay for the course, he/she will have 14 days to complete it. The program allows you to review and retake the section exams as many times as you need to in order to achieve a 70% passing grade (within the 14 day subscription period). Dietary Manager s Association (Dietary Manager Credentialing Examination) Telephone: Website: Price: $50 Length: The exam is offered from 8:30-12:30 on selected dates. Prometric (Certified Professional Food Manager Exam) Telephone: Website: Prometric provides various training and testing programs in the District of Columbia. Serv Safe (National Restaurant Association) Telephone: Website: Price: $35 Length: Approximately 2 ½ hours for both classroom and online. Staff can choose the food safety training and exam methods that best suit their need: Traditional classroom led by an instructor or online in several different languages. After passing the exam, staff must obtain a Food Safety Manager or Certified Food Protection Manager identification card or certificate from the D.C. Department of Health - Food Safety and Hygiene Inspection Services Division (DOH-FSHIS). Staff must bring to the DOH-FSHIS Processing Center: 1. The original certificate and test score from the training organization that indicates successful completion of course and examination. 2. Two (2) forms of identification, one of which must be a photo ID such as driver s license, passport, school ID etc. 3. Check or money order for $35.00, payable to D.C. Treasurer. NO CASH. 12

13 For Renewals, you must: 1. Take an approved exam every three (3) years. 2. Bring the original certificate and test score with you along with your expired Food Safety Manager or Certified Food Protection Manager identification card or certificate. 3. Bring one (1) additional form of identification. If your expired card or certificate does not include a photo, bring a photo ID as the additional form of identification. 4. Bring a check or money order for $35.00, payable to D.C. Treasurer. NO CASH. The replacement cost of current lost card is $ When all required documents are submitted, DOH will issue a certificate with two parts. Hang the large section of certificate in a visible location. Cut the wallet-size laminated certificate and have it available during business hours. The DOH-issued certificate and a form of photo ID must be available for inspection. DOH Processing Center Location: Hours of Operation: 899 North Capitol Street, NE 2 nd floor Office Hours: Monday Friday 8:15 am 4:45 pm Washington, D.C Service Hours: Monday Friday 8:30 am 4:30 pm (202) Hazard Analysis Critical Control Points (HACCP) Manager's Self-Inspection Checklist: The Hazard Analysis Critical Control Points (HACCP) Manager's Self-Inspection Checklist must be completed for each facility one-time per week, and each completed form must be maintained on file. This requirement applies to both vended and self-prep facilities. However, this provision does not apply to licensed child care facilities or schools that operate the Afterschool Meal Program in a licensed cafeteria. Ideally, the Certified Food Protection Manager will complete the checklist, but your afterschool program may choose to train any staff member to complete this form. Refer to Appendix (D) for HACCP Manager s Self- Inspection Checklist. 13

14 File this form with your other CACFP documents and maintain it for three years after the end of the current fiscal year. In the event of a food safety complaint, the Department of Health will request to review these forms as part of its complaint investigation. Instructions on completing the HACCP Manager Self-Inspection Checklist: Complete the date of the inspection. Clearly print the full name of the "observer," which is the person completing the checklist. Answer each question honestly. If a question does not apply to the afterschool program, write n/a (not applicable) next to that question. You will not be penalized for "no" or "n/a" answers. For example if the afterschool program does not have a meat slicer, write "n/a" next to that question. If, during a self-inspection, the observer answers "no" to a question that is applicable to the facility, develop an appropriate solution to solve this issue and write this in the "corrective action" section. For more information on completing this form, contact OSSE at Fire Safety Inspection: Afterschool programs are required to secure and maintain a record of passing an annual fire inspection conducted by the D.C. Fire and Emergency Medical Service Department. To do so, programs must: Contact D.C. Office of the Fire Marshal, The Fire Investigations (FEMS) unit at (202) Set up an appointment to visit FEMS office located at 1923 Vermont Avenue, NW Washington, D.C Required forms will be provided to you during your visit. Complete all forms. Set up an appointment for a site inspection. Please make sure to refer to the preinspection checklist before the date of your inspection (Appendix E). Depending on the conditions at your site, FEMS may issue a citation specifying any violation(s) or a formal Fire Safety Inspection Certificate documenting the items 14

15 inspected, the conditions of approval and an expiration date for the certificate. If a citation is given, please make all necessary changes and set up another appointment for a re-inspection. Make sure to place the Fire Safety Inspection Certificate on a wall in a visible location. Reporting and Record Keeping Afterschool programs participating in the Afterschool Meal Program must maintain specific paperwork to ensure that CACFP reimbursement is properly paid. Creating a binder/ folder only for your afterschool meal records is a great way to be organized and keep on top of the paperwork. All records must be kept on file and available for view for three years after the end of the current fiscal year. Refer to OSSE s Successfully Operating the Child and Adult Care Food Program for complete list of all documents required to be submitted to OSSE. Daily paperwork includes: Daily attendance records for each participating child. Attendance records may be a roster with a check for each child in attendance on a given date, or a dated daily signin sheet. Regardless of the exact method, afterschool programs need a list of names of all children in attendance each day. See Appendix F for a sample attendance roster. Menus. Menus must be dated and reflect all foods actually served each day. That means any changes or substitutions should be noted on the menu. The updated menus must be kept on file and also posted at the afterschool program facility. Appendix B provides menu sample. A record of the number of meals and snacks prepared or delivered. For vended facilities, this is your itemized daily delivery ticket. (The delivery ticket, along with the invoice, also serves as your itemized receipt. ) For self-prep facilities, this can be as easy as writing the number of meals prepared at the top of the meal count form. Meal count records, which are dated daily counts of the total number of snacks or suppers served to eligible participating children. Meal counts can be by-name check- 15

16 offs, sign-offs for a meal taken, or as simple as a tally or count. See Appendix G for a sample meal count. Meal counts should be taken at or near the time of service. o o If you choose to offer seconds or additional meals, those meal counts must be recorded separately. These are not reimbursable under CACFP. If you provide meals for workers, those meals must be recorded separately. Additional paperwork and duties include: CACFP reimbursement claim form. Sponsors must submit this claim to the CACFP Claims Specialist each month by the 10 th day of the month following the end of the claim month. The numbers on the claim form are generated from the daily attendance and meal count records. Refer to OSSE Reimbursement Claim Form and Instruction For Completing Claim Form. o o Note: this is the only document that needs to be submitted to OSSE each month. Exception: qualifying for-profit child care centers must also submit the Title XX addendum to the claim. The advantage of being a sponsored program is that the sponsoring organization will submit and handel the bulk of the paperwork. Menu development. One month of planned menus for every meal and snack served is required for the initial application submission. Creating menus in advance for the coming month is strongly recommended for planning purposes. If cycle menus are utilized, menus may not be repeated more frequently than every 11 days. OSSE will look at menus for the prior month during reviews. HACCP Manager s Self-Inspection Checklist (for unlicensed facilities). This form must be completed each week and kept on file in the event of an inspection. Itemized receipts and invoices. All CACFP-related food and supply purchases must be documented to show how you are using CACFP reimbursements. The food receipts and invoices must support your menus. Payroll records for staff with CACFP duties, if using CACFP funds to pay staff. In addition, time-and-attendance records for staff who have both CACFP-related and non- 16

17 CACFP responsibilities (i.e. staff have to track total hours and hours spent on CACFP; only the portion of their wages associated with time spent on CACFP can be charged to the program). Training documentation. All staff with CACFP-related duties must receive internal training initially and at least once each year thereafter. Training can be documented with either an OSSE-provided form, or with a detailed agenda and sign-in sheet. 17

18 Application Process for the Afterschool Meal Program To run the Afterschool Meal Program effectively, the school, local government agency, or private nonprofit organization must be fully capable of managing a food service program, following regulations, and maintaining financial and administrative responsibility for the running of one or more programs. Eligible afterschool programs must submit an application with supporting documentation to Office of State Superintendent of Education (OSSE). If the application is approved, the OSSE will enter into a Permanent Agreement with the afterschool program to participate in the CACFP. Six easy steps to successfully start participating in the Afterschool Meal Program: Step 1: Contact the D.C. Office of Superintendent of Education Interested schools, local government agencies, and private nonprofit organizations should first contact the Office of the State Superintendent of Education Wellness and Nutrition Services Division (OSSE) at to determine their initial eligibility for the program. If the interested organization is eligible, OSSE staff will invite organization representatives to attend an orientation. Attending orientation is required in order to obtain the application. OSSE staff will ask you the following questions to help determine your program s eligibility: Is your program located in an area that has been determined area-eligible? (If you are unsure, OSSE staff is able to make the determination during the phone call.) What sort of programming do you offer (e.g., tutoring, arts and crafts)? What ages do you serve? Where does your program meet (e.g., school, community center, church)? 18

19 Step 2: Attend Mandatory Orientation & Training Session OSSE staff provides the orientation and training needed to operate the Afterschool Meal Program. The session typically last 3-4 hours and OSSE staff cover the application, meal requirements, administration, record keeping and reimbursements. All the applications, reporting forms, and additional materials necessary for running your program will be provided to you after the orientation. Trainings are conducted throughout the year and are held at the Office of the State Superintendent of Education 810 First Street, N.E. Washington, D.C Step 3: Submit Application to OSSE Following the orientation session, you must complete and submit an application to OSSE. Afterschool programs are advised to turn in their application within ninety (90) days of receiving the application materials. Institutions should contact OSSE if they do not submit the application within 90 days and obtain updated application documents, if available. OSSE will review the application within thirty (30) days of submission. If it is complete, it will be provisionally accepted. If it is incomplete, OSSE will ask for revisions or, in some cases, deny the application. If revisions are not received within 90 days, OSSE will return the application. If returned, institutions may reapply but should contact OSSE for updated application documents, if available. If denied, the institution may appeal the decision. If the afterschool program is already serving meals, institutions and sponsors are urged to submit their application and begin the process as soon as possible to ensure that as many meals as possible will be reimbursed. Step 4: Pre-Approval Site Visit After your application has been reviewed and provisionally accepted, OSSE will visit your afterschool site(s) to ensure that your afterschool program has the capacity to comply with CACFP standards. OSSE will either approve the site(s) or ask the afterschool program to make changes to meet requirements before the site(s) is approved to receive meal reimbursements. 19

20 Step 5: Approval Once an afterschool program site is approved, OSSE will notify your afterschool program of the approved sites and the date when you can begin claiming meals for reimbursement. Institutions may be approved to claim meals going back to the beginning of the month prior to month in which the application is approved as long as all required documentation has been maintained and the meals met the requirements. Step 6: On-going Support/Monitoring Following an approval, OSSE will assign your institution to a CACFP Specialist. OSSE will monitor your afterschool program facility at least once every three years, but it could be more frequently. OSSE staff will provide training throughout the year; one training per year is mandatory. Continue to seek technical assistance from your assigned Program Specialist. Conclusion D.C. Hunger Solutions is ready to help you participate in the Afterschool Meal Program. D.C. Hunger Solutions can help you navigate the program requirements and connect you to programs utilizing successful models. This program can help you receive thousands of dollars in reimbursements for the nutritious meals you provide. Once you enroll in the Afterschool Meal Program you can depend on this funding for years to come. 20 Contact D.C. Hunger Solutions with questions about the Afterschool Meal Program or about this

21 APPENDIX A Meal Pattern Requirements & Sample Menus 1 For more information, please refer to the CACFP meal patterns, Crediting Foods in the Child and Adult Care Food Program and USDA Food Buying Guide for Child Nutrition Programs. Meat and Meat Alternatives: This group includes meat; poultry; fish/seafood; eggs; cheese; yogurt; cooked dry beans and peas; and nuts, seeds and their butters. Cooked dry beans or dry peas may be used as meat alternates or vegetables, but not both in the same meal. Processed meats such as luncheon meat or hot dogs must be 100% meat with no fillers added. It is recommended that peanut butter be served with another meat alternate at lunch or supper. Homemade combination foods like casseroles and soups may only count for 2 components (ex. meat and vegetable). Commercially prepared combination foods require a Child Nutrition label or signed Product Formulation Statement. MEAL (Lunch or Supper) 1-2 YEARS 3-5 YEARS 6-18 YEARS 1 Fluid Milk 1 ½ cup ¾ cup 1 cup Meat/poultry/fish OR Cheese OR 1 ounce 1 ounce 1 ½ ounces 1 ½ ounces 2 ounces 2 ounces Large Egg OR ½ ¾ One Peanut Butter OR 2 tbsp 3 tbsp 4 tbsp Dried beans & peas OR ¼ cup 3/8 cup ½ cup Yogurt ½ cup ¾ cup 1 cup Bread/Alternate OR pasta OR rice 2 Different Fruits OR 2 Different Vegetables OR 1 Fruit and 1 Vegetable (2 servings total) ½ slice ¼ cup ½ slice ¼ cup 1 slice ½ cup ¼ cup ½ cup ¾ cup Fried or commercially prepared pre-fried meats (ex. chicken nuggets, breaded chicken patties, fish sticks, etc.) may be served no more than 2 times per month. Bread and Bread Alternatives: This group includes breads and bakery items (such as crackers, bagels, rolls, pita, muffins, etc.) as well as corn or wheat tortillas, pasta, noodles, rice, barley, cold cereal and many other items. However, potatoes and other starchy vegetables do not count as bread alternates. A whole grain or an enriched flour or meal must be the primary ingredient by weight in breads and bread alternates. Fruits and Vegetables: To count toward the fruit and vegetable requirement, a minimum of 1/8 cup fruit and vegetable must be served; otherwise, it is considered a garnish. At least two different types of fruits and/or vegetables need to be served at lunch or supper. You may serve 21

22 two fruits, two vegetables, or one of each. The combination of the two (or more) types must add up to the minimum serving size, but you can t count amounts of any less than 1/8 cup. Cooked dry beans and peas may credit as a vegetable or a meat alternate, but not as both at the same meal. Vegetables and/or fruit items served as indivisible mixtures such as fruit salad or mixed vegetables credit as 1 fruit/vegetable serving. Fried or commercially prepared pre-fried vegetables (ex. French fries, tater tots, hash brown patties, etc.) may be served no more than 2 times per month. Milk Milk may be fat-free (skim) or low-fat (1%). Afterschool programs must have written parental request or permission in order to serve soy milk. Sample eleven-day cycle (supper) meal menu: Day 1 Day 2 Day 3 Day 4 Day 5 Turkey and Cheese Sandwich on Whole Grain Bread 100 percent Apple Juice 1% or Skim Milk Chicken & Vegetable Noodle Soup Yogurt Strawberries 1% or Skim Milk Beef and Cheese Pizza Applesauce Orange 1% or Skim Milk Chicken Soft Tacos with Shredded Cheese Salad Tomatoes 1% or Skim Milk Grilled Cheese on Wheat Bread Tomato Soup Peach Slices 1% or Skim Milk Day 6 Day 7 Day 8 Day 9 Day 10 Spanish Rice Baked Chicken Tuna Salad Grilled Cheese on Mac and Cheese/Ham Green Beans Steamed Broccoli Sandwich on Whole Wheat Bread Cooked Peas Steamed Corn Sliced Peaches Grain Bread Tomato Soup Orange Slices Whole Wheat Bread 100% Apple Juice Peach Slices 1% or Skim Milk Dinner Roll 1% or Skim Milk 1% or Skim Milk 1% or Skim Milk 1% or Skim Milk Day 11 Baked Ham Mixed Fruit/Pineapple Sweet Potato Corn Bread 1% or Skim Milk 22

23 APPENDIX B List of Known Vendors The following vendors have provided services to CACFP participants in the District of Columbia in previous years. In addition to the companies listed below, institutions may seek out other vendors to solicit proposals, bids or quotes, and other companies are free to submit proposals or bids in response to public announcements. Institutions may also develop contracts with local school districts that can provide meals to afterschool programs. OSSE does NOT hold vendors responsible for meeting the meal patterns. Institutions must hold vendors accountable. OSSE holds institutions accountable. Contact Office of State Superintendent of Education at for more information. D.C. Hunger Solutions and the Office of State Superintendent of Education do not endorse or recommend any of these companies. At Home Catering Fairfax Food Service or P.O. Box 418, 8352-F Terminal Road Newington, VA GFS Catering (202) Rhode Island Ave NE, Washington, D.C. Good Food Company (703) odco.com/ Graceful Affairs (202) Georgia Ave NW Washington, D.C Jeffery s Catering (703) Mac A Licious (202) KENNEDY ST NW Washington, D.C Revolution Foods (Mid- Atlantic/D.C. Culinary Center) (202) or dcinfo@revolutionfoods.com 6219 Columbia Park Rd. Cheverly, MD Top Spanish (202) Georgia Ave NW Washington, D.C

24 APPENDIX C Sample Public Notification (Name of Institution) is advertising an opportunity to submit a (bid or proposal) for the delivery of CACFP (snack and/or supper) meals (proposed food service operating days, i.e. Monday through Friday from September through May) to children attending our afterschool program. (Bids or Proposals) must be received no later than (date*). Interested vendors may call (phone #) or write: (Institution name and address) for more information. Sealed (bids or proposals) will be opened at (time), (date), at (location). (Bids or Proposals) not addressing all areas as outlined in the (Invitation for Bid (IFB) or Request for Proposals (RFP)) will not be considered. Contracts are subject to review by the Office of the State Superintendent of Education (OSSE). *Allow 14 days from the date that the public notification is first posted or published. Sample Invitation for Bid Letter (Sent to Potential Vendors) (Name of Institution) is in the process of receiving competitive sealed bids for our food service program. Sealed bids in duplicate will be received at the above address until (time and date) for items and specifications as indicated on the attached Invitation for Bid and Contract. Bids must be received prior to the date and time specified. Late bids cannot be accepted. Bids shall be delivered in sealed envelopes that visibly identify the name of the bidder and be marked with the appropriate Name Bid. Please return the bid sheet even if you do not bid, and state the reason for not bidding. (Name of Institution) is exempt from Federal Excise/State Sales as 501(c) (3) organization. Such taxes shall not be included in the bid process. Consideration shall be given to such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources. Thank you, (Your name and Title) 24

25 APPENDIX D The form which follows is a sample only. To obtain an official copy of this form, please contact the Office of The State Superintendent of Education (OSSE). 25

26 APPENDIX E Fire Inspection Checklist 1. Accurate certificate of occupancy 2. Capacity placard for the room This is a sign that is posted in rooms identifying the maximum number of people the space can hold. 3. Check for blocked exits 4. Checked for chained or padlocked exits 5. Check for non-functioning or non-illuminated exits signs 6. Check for proper maintenance of sprinkler and/or standpipe systems Checking for certification of check by a certified electrician. This should happen annually. 7. Check for proper maintenance of extinguishing systems Make sure that the tags are attached that the fire extinguisher is up-to-date and not expired. 8. Check for proper housekeeping Make sure that the sprinkler head hangs 18 inches from the ceiling. Make sure that all boxes are neatly stacked and are not blocking exits or the sprinkler head. 9. Check for use of extension cords and other electrical hazards 10. Check maintenance records Properly functioning hot water heater, fire alarms and standpipe system. Checking for certification that these items have been checked by a certified electrician. This should happen annually. 11. Check alarm system (visually) 12. Floor plan and evacuation plan This is not needed for programs that are located on the first level. More importantly, all emergency exits from the program hall or where the program will be held should be leading directly into the public way or the outside of the building. 26

27 Appendix F The form that follows is a sample only. To obtain an official copy of this form, please contact the Office of The State Superintendent of Education (OSSE). Daily Attendance Form Month / Year: Classroom: Organization Name: Teacher: Date M T W R F M T W R F M T W R F M T W R F M T W R F Total Name Age Total Present: 27

28 Appendix G The form that follows is a sample only. To obtain an official copy of this form, please contact the Office of The State Superintendent of Education (OSSE). Office of the State Superintendent of Education CACFP At-Risk Snack/Supper Meal Count Form Use separate sheets for snack and supper counts. Facility Name: Meal Type (circle) : SNACK / SUPPER Date: Number of Meals received/prepared = Meals Served to Children (cross off number as each child receives a meal): TOTAL MEALS SERVED = Form Completed By (please print): 28

29 APPENDIX H Additional Resources & Marketing Materials: Afterschool Meals Guide Afterschool Standards of Excellence Moving from an Afterschool Snack to a Meal Model Afterschool Programs Contacts: District of Columbia Office of the State Superintendent of Education Telephone Number: Address: 810 First Street, N.E. Washington, D.C Website: 29