Administrative Review Summary Report
Date: 01-23-25
Name of Agency: Eastern Oklahoma Youth Services, Inc. Date of off-site review: 10-01-24
Reviewer: Matthew Smith Date of on-site review: 11-21-24
Fiscal Action: None required for this Administrative Review.
Persons interviewed: Ada Fox Date of exit conference: 01-15-25
Programs Operated by the School Food Authority (SFA): This SFA operates the National School Lunch Program and the School Breakfast Program.
The following areas were corrected prior to the On-Site Portion of this Administrative Review (AR):
· Buy American Provision: During the menu week assessment of breakfast and lunch menus (for the week of 09/21/24 – 09/27/24) a non-domestic canned pear product was used [in violation of federal regulations 7 CFR Part 210.21 (d) (2) and 7 CFR Part 220.16 (d) (2)]. Prior to the completion of the off-site portion of this AR, Eastern Oklahoma Youth Services, Inc. (EOYS) took corrective action by replacing the product with a domestically produced canned pear product.
· Local Wellness Policy: The local wellness policy provided at the time of the off-site did not contain all the required guidelines and standard areas [7 CFR Part 210.31 (c) (2), 7 CFR Part 210.31 (c) (3), and 7 CFRP art 210.31 (C) (3) (iii)]. Prior to the completion of the off-site portion of the AR, EOYS took corrective action adding the required areas to the local wellness policy.
· Local Wellness Policy – Assessment: At the time of the off-site visit, the local wellness policy had not been assessed in over three years as required by federal regulation [7 CFR Part 210.31 (e) (2)]. The documentation of the last assessment of the local wellness policy conducted over three years prior to the off-site visit, the documentation indicated the policy was not compared to the model local school wellness policy as required by federal regulation [7 CFR Part 210.31 (e) (2) (ii)]. Prior to the completion of the off-site portion of this AR, EOYS took corrective action by assessing the policy and comparing it to the model local school wellness policy.
· Meal Patterns: During the week of breakfast and lunch menus assessed (09/21/24 – 09/27/24) non-systemic insufficient daily serving sizes were discovered [in violation of federal regulations 7 CFR Part 210.10 (c) and 7 CFR Part 220.8 (c)]. Prior to the completion of the on-site portion of this AR, EOYS took corrective action bringing the insufficient serving sizes into compliance. OKDHS School Nutrition Programs (SNP) is exercising its discretion to not apply fiscal action for the above insufficient quantities as allowed for under federal regulation [7 CFR Part 210.18 (g) (2)].
· Whole Grain-Rich (WGR): During the menu week assessment of breakfast and lunch menus conducted as part of this AR, the percentage of the weekly serving that was WGR for breakfast was below 80% [in violation of federal regulation 7 CFR Part 220.8 (c) (2) (iv) (B)]. Also, the percentage of the weekly serving for lunch was below 80% [in violation of federal regulation 7 CFR Part 210.10 (c) (2) (iv) (B)]. Prior to the completion of the on-site portion of this AR, EOYS took corrective action by replacing enough non-WGR items in breakfast and lunch menus to bring the percentages of the weekly servings into compliance.
No further action is required for the above.
Findings and Recommendations Identified During the Off-Site Portion of the Review Conducted October 1, 2024:
Professional Standards – Annual Training Hours: During school year 2023 – 2024, the school food services director completed 10 hours crediting toward the annual training requirements. Federal regulation [7 CFR Part 210.30 (c)] requires school food services directors to complete at least 12 hours of training crediting toward the annual training requirements each school year (July 1st through June 30th).
To demonstrate compliance with annual training requirements:
· Provide EOYS’ plan for corrective action to demonstrate understanding and compliance.
Record Keeping – Production Records: The production records provided as part of the menu week assessment of breakfast and lunch menus for the week of 09/21/24 – 09/27/24, did not have all of the required areas filed out. Federal regulations [7 CFR Part 210.10 (a) (3) and 7 CFR Part 220.8 (a) (3)] requires production records to “…show how the meals offered contribute to the required meal components and food quantities for each age/grade group every day.” Some of the breakfast production records did not have the planned meals and meals served sections filled out, as well as to not document leftovers. Some of the lunch production records did not document the bread/grain contribution of entrées.
To demonstrate compliance with production record requirements:
· Provide one breakfast production record and one lunch production record complaint with federal requirements.
· Provide the above documentation along with EOYS’ plan for corrective action to demonstrate understanding and compliance.
Findings and Recommendations Identified During the On-Site Portion of the Review Conducted November 21, 2024:
Health Inspections: Eastern Oklahoma Youth Services, Inc. (EOYS) did not receive two inspections from the local health department during school year 2023 – 2024 as required by federal regulation [7 CFR Part 210.13 (b)]. During school year 2023 – 2024, EOYS contacted the local health department to request a second inspection. The local health department denied the request. EOYS failed to retain documentation of this request as required by federal regulation [7 CFR Part 210.13 (b)] and the USDA FNS Administrative Review Manual.
To demonstrate compliance with health inspection requirements:
· Begin to retain documentation of annual contact to request a second inspection for three school years plus the current school year.
· Provide EOYS’ plan for corrective action demonstrating understanding and compliance.
Technical Assistance
Benefit Issuance Document: The Benefit Issuance Document (BID) did not gather data on each resident’s income as required by federal regulation [7 CFR Part 245.6 (e)]. Being EOYS’ single site is a detention center prohibiting the residents to work, thus having no income, this is not a finding. The income column of the BID must list the income as $0. Also, the BID had areas that were prefilled out The BID was also pre-filled out (determining official and eligibility determination) these areas cannot be prefilled out.
Going forward EOYS must document each resident’s income. For residents with no income, an entry of $0 must be documented. EOYS must also, on the BID reframe from pre-filling out data areas for the residents.
Reviewer’s Comments: I would like to take the opportunity to commend EOYS for a good work they do daily with their school food services program, this review demonstrated this to OKDHS School Nutrition Programs. Keep up the good work!
Procurement Review Summary Report
Date: 01-23-25
Name of Agency: Eastern Oklahoma Youth Services, Inc. Date of AR off-site review: 10-01-24
Reviewer: Matthew Smith Date of AR on-site review: 11-21-24
Persons interviewed: Ada Fox Date of exit conference: 01-15-25
Programs Operated by the School Food Authority (SFA): This SFA operates the National School Lunch Program and the School Breakfast Program.
Findings for the Procurement Review (PR)
Micro-Purchase – Procurement Documentation: The invoices reviewed as part of this Procurement Review (PR) for Kay’s Meat Processing (local small business) were not itemized documenting what was purchased by Eastern Oklahoma Youth Services, Inc. (EOYS). Federal regulation [2 CFR Part 200.318 (i)] requires School Food Authorities to “…maintain records sufficient to detail the history of each procurement transaction.” EOYS stated they only purchase 80/20 ground beef, as well as to state this vendor does not provide itemized invoices.
To demonstrate compliance with procurement documentation requirements:
· Provide EOYS’ plan for corrective action to demonstrate understanding and compliance.
Procurement Review Summary Report
Date: 04-29-21
Name of Agency: Eastern Oklahoma Juvenile Detention Center
Date of AR off-site review: 03-02-21
Reviewer: Matthew Smith Date of AR on-site review: 04-08-21
Persons interviewed: Ada Fox Date of exit conference: 04-27-21
This School Food Authority (SFA) operates the National School Lunch Program and the School Breakfast Program.
There were no findings for the procurement review.
Reviewer’s Comments: I want to commend Eastern Oklahoma Juvenile Detention Center on compliance with procurement regulations for school nutrition programs.
