1. “FFVP - Best Practices for a Successful Program” A Tri-State training between Maine, Vermont and New Hampshire May 5, 2016 Stephanie Stambach, Marianna Charalabopoulos, Tami Drake 1

2. Fresh Fruit and Vegetable Program (FFVP) FFVP funding provided by USDA CFDA # 10.582 The U.S. Department of Agriculture’s (USDA) Food and Nutrition Service (FNS) administers the Fresh Fruit and Vegetable Program (FFVP) at the federal level. At the State level, the FFVP is administered by the State agency that administers the National School Lunch Program. The FFVP is seen as an important catalyst for change in efforts to combat childhood obesity by helping children learn more healthful eating habits and to introduce a variety of produce that students may otherwise not have had the opportunity to sample. 2

3. Non-Discrimination and Civil Rights in the FFVP 3

4. “And Justice For All” (revised October 2015) 4

5. Non-Discrimination Statement In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD- 3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: program.intake@usda.gov. This institution is an equal opportunity provider.USDA Program Discrimination Complaint Formhttp://www.ascr.usda.gov/complaint_filing_cust.htmlprogram.intake@usda.gov Revised October 2015 5

6. Civil Rights - Protected Classes What is a protected class? A protected class refers to any person or group of people who have characteristics for which discrimination is prohibited based on law, regulation or an executive order. Schools/Institutions must administer programs so that they are accessible to all participants regardless of race, color, national origin, sex, disability or age. Annually, SAU’s must train front line staff who interact with students in Civil Rights. Refer to Super Circular 200. 6

7. Program Goals: Create healthier school environments. Expand the variety of fruits and vegetables. Increase children’s fruit and vegetable consumption. Make a difference in children’s diets to impact present and future health. 7

8. Criteria for Participation To be selected for the FFVP, a school must :  Be an elementary school.  Represent the highest percentage of students certified for free and reduced- price benefits.  Participate in the NSLP.  Complete an annual application for the FFVP. 8

9. 9 Why did the man at the orange juice factory lose his job? “He couldn’t concentrate”

10. A State Agency can choose not to select a school of high need if: the school fails to meet the deadline for application completion; the school does not have the support of the administration; the State has a concern with the school’s administration of another child nutrition program; the State believes the school cannot properly operate the FFVP despite previous support from the State. 10

11. General FFVP Program Parameters FFVP must: be provided during the school day; separate from the breakfast or lunch meal be provided to as many students as possible be offered to all students equally only be fresh fruits or vegetables Minimal processing may be acceptable; Minimal cooking of vegetables only accommodate students with disabilities, refer to page 3 of the FFVP Handbook Reminders… Fruits may not have accompanying fruit dips Vegetables may have occasional dips - Must be low fat or fat –free Must not include dried fru its An activity might be the process of drying fruits 11

12. FFVP Does Not Allow Processed or preserved fruits and vegetables (i.e., canned, frozen or dried) Dip for fruit Fruit or vegetable juice Snack type fruit products such as fruit strips, fruit drops, Fruit leather Jellied fruit Trail mix Fruit or vegetable pizza Smoothies Fruit that has added flavorings including fruit that has been injected with flavorings Carbonated fruit Most non‐food items, except those allowed under administrative/ operational costs Cottage cheese Nuts 12 Funding for the below must come from another funding source: Promotional Materials Rulers, stickers, aprons, etc. Fruit baskets Nutrition Education Materials Produce used in construction of an activity if building items out of fruits and vegetables Travel

13. General FFVP Program Parameters To ensure that your FFVP program is operating properly in participating schools, you must keep a file that contains: Policy Memoranda Addendums (applications, contracts, etc.) Contact information for each participating school Monthly claims – Invoices to support the monthly claims Documentation of product served – Monthly menu, production sheets Purchase order information Vendors/Local farmers information 13

14. Procurement in FFVP Contracted Services If the site is provided product by a Food Service Management Company or a vended meals contract, the contract must be approved by the State Agency PRIOR to the delivery of service. Failure to have State Agency approval of a Food Service Management Contract (FSMC) or a Vended Meals Contract prior to the delivery of service will result in the inability to claim produce served. 14

15. Procurement in FFVP Procurement Process Planning Forecasting Writing Specifications and the Solicitation Advertising the Solicitation Evaluating the Proposals and Offers Awarding a Contract Managing the Contract Good Procurement Principals Buy American – Include a Buy American clause in all food product procurement documents. – Schools must purchase product from America unless it is an item that is not available in America. Fair and Open Competition Fairness and Integrity Responsive and Responsible Contractors Transparency 15

16. Produce Safety Time and Temperature! - Store produce below 40° (coolers, ice packs) – plan ahead with teachers Wash hands and wear/provide gloves Wash produce under COOL running water BEFORE cutting Scrub firm-skinned veggies and fruits with a designated veggie brush Remove any damaged or bruised areas 16 Serve cut melons within 7 days and always keep below 40° Don’t re-wash bagged produce Remember to label, date, and refrigerate fresh-cut items Left-overs: Cut - opened in classroom = compost Not opened = re-serve for later in the week Whole – can’t be used in NSLP/SBP, wash and re-serve in FFVP

17. What did the baby corn call the daddy corn? “Pop Corn” 17

18. Allocation Awards FFVP allocation awards are made by school. It is the responsibility of the SFA/district to budget carefully and make sure that all the money awarded to each school is used in its entirety. 18

19. Allocation of FFVP Funds FFVP funds are allocated twice per year: July – September (1 st allocation) – Any 1st allocation funds not spent by September 30, will be removed from the original allocation and returned to USDA. – Any 1st allocation funds overspent must be covered by another funding source. 2 nd allocation funds cannot be used to cover costs incurred prior to October 1 st. October – June (2 nd allocation) – Any 2 nd allocation funds not spent by June 30 will be removed from the 2 nd allocation and returned to USDA. Please keep this in mind when planning your FFVP budget for the year. Participating schools will receive allocation ranging from $50 - $75 per student which will be determined by a formula set by the State Agency. 19

20. Oversight and Monitoring It is critical that SFAs make every effort to ensure the FFVP is operating properly in participating schools. Establish a monthly budget Know what you will need/spend each month to ensure timely expenditure of program funds. – Prevent overspending (running out of funds prior to the end of the school year). Review all claims for reimbursement to ensure that expenditures are appropriate for each school. Pay attention to your program and modify your school budget(s) as needed. 20

21. Operating Funds vs. Administrative Funds Operating costs are the costs of running your FFVP service. These are your documented expenses for acquiring, delivering and serving fruits and veggies. Operating funds include: Fruits and Vegetables* Labor to prep Labor to serve Supplies – napkins, – bowls, – non-fat or low-fat dip (for veggies only) – cutting boards – paring knives – serving trays, etc. *The majority of the FFVP allocation is to be spent on fresh fruits and vegetables. Administrative costs are the documented expenses you have for planning the program, managing the paperwork, obtaining the equipment you need, and all other aspects of FFVP that are not related to the preparation and service of fruits and vegetables. Administrative funds ** include: Labor to Order Product Labor to schedule Labor to prepare claim Equipment like carts and refrigerators: – $250 or above must be pre-approved by State Agency. – Equipment purchased with FFVP funds that will be used in other FNS feeding programs must be pro- rated among the programs. The FFVP represents a small program and therefore the funds claimed under FFVP should represent the smaller portion. **Administrative funds are limited to 10% of the total Grant Allocation at each participating FFVP school. 21 Labor costs in either the “operating or administrative” category must be minimal. SFA/State agencies must, as part of their review process, review these costs and as appropriate, work with schools reporting high costs in these categories. Volunteer parents or students can help to reduce these costs.

22. Claiming for the FFVP Schools participating in the FFVP must have an approved current school year FFVP application on file with the State Agency. SFA’s must complete and submit a monthly FFVP reimbursement claim. As a reminder, you must: – Keep all back-up documentation on-site to support the monthly claim for both the Operating Expenses and the Administrative Expenses. Paperwork must be kept three years plus the current year unless under an audit. – Paperwork must be kept until the on-going audit is closed. – Federal Regulations require SFAs to submit claims no later than 60 calendar days after the last claiming day of the month. Please note: State Agencies have the authority to set earlier claim submission dates. Check with your State Agency for claim submission date. 22

23. 60 Calendar Rule for Submission of Claims – Late FFVP claims follow the FNS 60/90 day guidance. SFA’s may be granted a one-time per 3 year waiver for a late claim. Any further late claims made during the 3 year period will not be processed. If currently on the exemption list, claims will not be processed. 7 CFR 210.8(b)(1) Claim Month60 Day Federal Due Date* JulySeptember 29 AugustOctober 30 SeptemberNovember 29 OctoberDecember 30 NovemberJanuary 29 DecemberMarch 1 JanuaryApril 1 FebruaryApril 29 MarchMay 30 AprilJune 29 MayJuly 30 JuneAugust 29 23

24. Program Promotion Be proud of your Program! – Announce the FFVP in newsletters, on websites, and on monthly menus sent home to families. – Fill display cases and bulletin boards with the children’s art work centered around the program. – Provide a short presentation to the PTO. – Seek support from staff, students, parents, organizations and local growers/stores. Reminder – FFVP funds cannot be utilized for the purchase of promotional materials. 24

25. 25 The two pictures below were taken by Chris Dodge, Principal, Fletcher Elementary School, Franklin West SU, Vermont. Banana dolphins were made for all of the kids for the FFVP! It’s like Pinterest come to life! Needless to say, everyone took snack. The only issues they had were getting the kids to stop using their dolphins as puppets and eat them.

26. What did the lettuce say to the celery? “Stop Stalking Me!” 26

27. This concludes the regulatory piece of this workshop. At this time we are going ask the representatives from Maine, Vermont and New Hampshire to discuss what has worked to promote the program, fun and innovative ways to get the children to eat more fresh fruits and vegetables, barriers surrounding the program and the tips and tricks of the trade to overcome those barriers. 27