Administrative Review Summary Report

Date: 01-11-23

Name of Agency: Youth Services of Bryan County, Inc.

Date of off-site review: 08-09-22

Reviewer: Matthew Smith Date of on-site review: 09-27-22

Persons interviewed: Stormy Patterson Date of exit conference: 01-10-23

This School Food Authority (SFA) operates the National School Lunch Program, the School Breakfast Program, and the After School Snack Program.

The following areas were corrected prior to the On-Site Portion of this Administrative Review (AR):

§ Resource Management: The balance of the Nonprofit School Food Services Account (NSFSA) exceeded three months average operating expenses. Prior to the completion of the on-site portion of this AR, Youth Services of Bryan County (YSBC) completed a spenddown plan bringing the balance of the NSFSA into compliance with the requirement the balance of the account not exceed three months average operating expense [as required by federal regulation 7 CFR Part 210.14 (b)].

No further action is required for the above.

Findings and Recommendations Identified During the Off-Site Portion of the Review Conducted August 9, 2022:

Meal Patterns: During the review period, 07/24/22 – 07/30/22, and the day of review insufficient daily and weekly serving sizes were discovered.

The breakfast meal pattern 7 CFR Part 220.8 (c) requires the following minimum serving sizes for grades 9-12:

Meal Component	Required Serving
Bread/Grain	1 oz. daily and 12.5 – 14 oz. per week
At least 80% of the weekly serving must be Whole Grain-Rich. *Meat/Meat Alternative items may count 1 oz. after the daily minimum of 1 oz. is met.
Fruit Serving	1 cup daily and 7 cups per week
*Up to half of the weekly serving can be met with the use of 100% fruit juice.
Milk	1 cup daily and 7 cups per week
Students must be given a choice of milk from fat free unflavored, fat free flavored, and 1% unflavored. *One of the choices must be unflavored.

Insufficient Quantities

§ For the menu week of 07/24/22 – 07/30/22, the required weekly minimum bread/grain serving was not met, only 11.5 oz. could be credited toward this weekly serving.

The lunch meal pattern 7 CFR 210.10 (c) requires the following minimum serving sizes for the grades 9-12 meal pattern:

Meal Component	Required Serving
Bread/Grain	2 oz. by weight daily and 14 – 17 oz. per week

*At least 80% of the weekly bread/grain servings must be Whole Grain-Rich.

Fruit

1 cup daily and 7 cups per week

*Up to half of the weekly serving can be met with the use of 100% fruit juice.

Meat/Meat Alternative	2 oz. by weight daily and 14 – 17 oz. per week
Milk	1 cup daily and 7 cups per week

*Students must be given a choice of milk from fat free unflavored, fat free flavored, and 1% unflavored.

**One of the choices must be unflavored.

Vegetable

1 cup daily and 7 cups per week

Vegetable Subgroups to be offered throughout the week

-Dark Green ½ cup -Red/Orange 1 ¼ cup -Legume ½ cup per week

-Starchy ½ cup -Other ¾ cup

Insufficient Quantities

The lunch menu served on 07/25/22, there was an insufficient daily serving for the bread/grain component. The tortilla served with the menu only credited 1.5 oz. toward this daily serving..
The lunch menu served on 07/26/22, there was an insufficient daily serving for the bread/grain component. The pasta served with this menu only credited 1.5 oz. toward this daily serving.
- The lunch menu served on 07/27/22, there were the following insufficient serving sizes:
- o Insufficient daily serving for the fruit component. The oranges served with this menu only 5/8 cup of fruit could be credited toward this daily serving.
- o Insufficient daily serving for the vegetable component. Only 5/8 cup of vegetables could be credited toward this daily serving.
- o Insufficient daily serving for the meat/meat alternative component. The recipe used for the entrée only credited 1.75 oz. toward this daily serving.
§ The lunch menu served on 07/28/22, there was an insufficient daily serving for the bread/grain component. The bread served with this menu only credited 1.75 oz. toward this daily serving.
§ The lunch menu served on 07/29/22, there was an insufficient daily serving for the vegetable component. The vegetables served with this menu only credited ¾ cup toward this daily serving.
§ The lunch menu served on 07/30/22, there was an insufficient daily serving for the bread/grain component. The bun served with this menu only credited 1.75 oz. toward this daily serving.
§ The minimum required weekly serving for the vegetable component for the week of 07/24/22 – 07/30/22 was not met. The menus served during the week credited 6 3/8 cups toward this weekly serving.
§ The minimum required weekly serving for the fruit component was not met for the week of 07/24/22 – 07/30/22. The menus served during the week credited 6 5/8 cup toward this weekly serving.

The above insufficient servings for the breakfast and lunch menus served during the week of 07/24/22 – 07/30/22 were determined to be non-systemic in nature. The State Agency (SA) is exercising its discretion to not apply fiscal action for the above insufficient quantities as allowed for under 7 CFR Part 210.18 (g) (2).

To demonstrate compliance with Meal Patterns:

Review your menus for compliance with the meal patterns for grades 9-12.
Bring all insufficient serving sizes and missing components in compliance with the meal patterns for grades 9-12.
Submit YSBC plan for corrective action to demonstrate understanding and compliance.

Findings and Recommendations Identified During the On-Site Portion of the Review Conducted September 27, 2022:

Counting and Claiming: A review of the counting and claiming system demonstrates counting and claiming errors for breakfast and lunch for the review period (July 2022), which resulted in a Performance Standard I (PSI) violation [as required by 7 CFR Part 210.18 (g) (1) (ii). The errors were determined to be non-systemic in nature.

Below are the differences identified in the YSBC July lunch meal counts when comparing: the YSBC meal roster count, the YSBC July claim, and the OKDHS School Nutrition Programs (SNP) meal roster count:

	YSBC Meal Roster Count	YSBC July Claim	OKDHS SNP Meal Roster Count	Difference
Free	292	296	292	+4

Free lunch meals were over claimed by four meals.

Below are the differences identified in the YSBC July breakfast meal counts when comparing: the YSBC meal roster count, the YSBC July claim, and the OKDHS School Nutrition Programs (SNP) meal roster count:

	YSBC Meal Roster Count	YSBC July Claim	OKDHS SNP Meal Roster Count	Difference
Free	293	300	293	+7

Free breakfast meals were over claimed by seven meals.

Federal regulation [7 CFR Part 210.8 (a) (2)] requires each School Food Authority (SFA) to review their claims for accuracy prior to submitting them to the State Agency (SA).

To demonstrate compliance with counting and claiming requirements:

Review the counting and claiming system and create a plan to ensure accurate daily meal counts are taken and recorded.
Provide copies of the following: meal rosters for January 2023, edit check forms for January 2023.
Provide the above along with YSBC’s plan for corrective action to demonstrate understanding and compliance.

Reviewer’s Comments: The findings contained in this report in no way reflect on all of the hard work being done by the YSBC employees with duties in the school food services program. Due to the scope and size all SFAs operating these programs receive findings. I want to commend Stormy Patterson, as well as the other staff members involved with YSBC’s school food services program on having a good review. Keep up the good work!

Procurement Review Summary Report

Date: 01-11-23

Name of Agency: Youth Services of Bryan County, Inc.

Date of AR off-site review: 08-09-22

Reviewer: Matthew Smith Date of AR on-site review: 09-27-22

Persons interviewed: Stormy Patterson Date of exit conference: 01-10

This School Food Authority (SFA) operates the National School Lunch Program, the School Breakfast Program, and the After School Snack Program.

The following areas were corrected during the Procurement Review (PR):

· Procurement Plan: At the time of the PR was commenced, the procurement plan provided did not direct a cost or price analysis being conducted for all procurement activities in excess if the small purchase threshold [2 CFR Part 200.323 (a)]. During the PR, Youth Services of Bryan County, Inc. (YSBC) provided a procurement plan that was compliant with federal requirements for procurement plans.

No further action is required for the above.

There were no additional findings for the PR for YSBC.