Administrative Review Summary Report

Date: 10-22-26

Name of Agency: Rocmnd Area Youth Services 58-12-01

Date of off-site review: 09-01-26

Reviewer: Chet Center Date of on-site review: 10-13-26

Fiscal Action: Yes, fiscal action amount will be assessed in the fiscal action and closure letter

Persons interviewed: Kristi Outhier & Brenda Spears Date of exit conference: 10-22-26

Programs Operated by the School Food Authority (SFA): This SFA operates the National School Lunch and School Breakfast Program.

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

Production Records: Production records were missing documentation and needed to be brought up to standard. These issues were identified:

· Unclear serving sizes- Fruit & Veg should be recorded in cups. Most items should be listed as the amount served not by weight

o A sandwich’s serving size is 1

o Pancakes’ serving size is 2 or 3 (just the # you give them) etc..

· Temperatures are not being consistently recorded

· All Condiments served should be listed with their serving sizes

· The milk variety served must be listed in the body of the record

· All items served must be clearly listed

Issues with the production were addressed and corrected. Records were provided as examples.

Standardized Recipes: Baked Chicken and Rice Casserole Recipe was not standardized. All recipes in addition to the normal stuff must be “Standardized” to clearly show:

· Number of servings

· How meat, grains, fruits, and vegetables are credited toward the meal pattern. (How many ounces of meat and grains and how many cups of fruit and veg per serving)

Brenda Spears agreed to use the standardized recipe provided as an example.

Non-Creditable Food Item: The beef and bean burrito did not have a CN label issued by the USDA or a product formulation statement issued by the manufacturer documenting how the product credits toward USDA Child Nutrition Programs meal patterns as required by federal regulations [Appendix C of 7 CFR 210 and Appendix C of 7 CFR 220]. This burrito will have to be replaced with a meat/meat alternate item that can be credited toward the meal patterns. Replacement label provided prior to On-Site.

Insufficient bread/grain serving: You will need to find a new WGR sliced bread that provides at least 28g per slice or serve 3 slices of current product to meet the 2oz daily requirement. These changes will correct all bread grain daily serving deficiencies and allow you to meet the 80% whole grain rich requirement at breakfast. Replacement product was found and available during the on-site. No further CA required.

Buy American Provision: Buy American Provision limited exemption non-domestic food purchase(s) were not tracked for school year 2025 – 2026 (07/01/25 – 06/30/26) or similar tool used to track these non-domestic food purchases.

· Buy American Provision: Federal regulation [7 CFR Part 210.21 (d)] requires School Food Authorities (SFA) to purchase domestic food products to the maximum extent practicable. This is known as the Buy American Provision (BAP). There are temporary limited exemptions to BAP. The following are the limited exemptions:

o The product is on the Federal Acquisition Regulations (FAR) list and/or is not produced in sufficient and reasonably quantities of satisfactory quality. 25.104 Nonavailable articles. | Acquisition.GOV

o Completive bids reveal the cost of a United States product is significantly higher than the non-domestic product.

The use of a limited exemption must be documented. OKDHS School Nutrition Programs (SNP) has a form that must be used as part of the documentation.

Since 07/01/25, nondomestic food purchases must be tracked as required by federal regulation [7 CFR Part 210.21 (d) (5) (ii)]. Federal regulations [7 CFR Part 210.21 (d) (5) (ii) (A) through (C)] established the following nondomestic food purchase caps:

Duration of Cap	Required Non-Domestic Food Cap
07/01/25 – 06/30/28	No more than 10% of the total commercial food cost for the school year
07/01/28 – 06/31	No more than 8% of the total commercial food cost for the school year
07/01/31	No more than 5% of the total commercial food cost for the school year

Rocmnd Notified us on 10/12 that they will not be charging any non-domestic foods to the NPSFS Account. Non-domestic foods will be identified on invoices and not charged to the nonprofit school food services account.

No further action is required for the above.

Findings and Recommendations Identified During the Off-Site Portion of the Review Conducted September 1, 2026:

Professional Standards: At the time of the off-site portion of the AR, two employees with part-time duties with Rocmnd school food services program only completed 1 training hour. Four training hours are required for part-time employees. [as required by federal regulation 7 CFR Part 210.30 (f)]. Federal regulation [7 CFR Part 210.30 (e)] requires staff members who average less than 19 hours per week [considered part-time by federal regulation 7 CFR Part 210.30 (e)] to complete at least four hours of training crediting toward the annual training hours by the end of each school year (school year defined as July 1 – June 30).

For SY26 – Part-time employees T Churchill & R Burroughs only recorded 1 hour of annual training. 4 hours are required for Part-time employees.

To demonstrate compliance with professional standards – annual training requirements:

Provide your plan for corrective action to demonstrate understanding and compliance.

Findings and Recommendations Identified During the On-Site Portion of the Review Conducted October 13, 2026:

HACCP food safety plan: At the time of the on-site review the monthly self-inspections as required by your agency's HACCP plan had not be conducted. The monthly self-inspections keep your sites in compliance with 7 CFR 210.13 (C) (2) (iv) which requires SFA's HACCP plan to have monitoring procedures in place to ensure compliance with their plans.

Keeping foods safe is a vital part of healthy eating. When properly implemented, HACCP-based food safety programs help to ensure the safety of all meals. Agencies must routinely monitor and document food safety procedures.

To demonstrate compliance with HACCP food safety requirements:

· Review your HACCP/food safety plan.

· Train food service staff on proper food safety procedures and instruct them on properly completing the logs and self-inspection forms.

· Conduct the monthly review.

· Provide a copy of the completed monthly review, along with your corrective action plan to demonstrate understanding and compliance.

Meal Pattern - Missing Meal Component: During the review of August’s production records, it was determinized that the Breakfast Served 8/25 did not have bread/grain product. Missing meal components are a Performance Standard 2 (PS2) violation which will require fiscal action [7 CFR Part 210.18 (l) (2) (iii)].

The missing component resulted in an overclaim of 15 meals.

It is very important for your staff to carefully review planned menus, product labels and recipes to ensure the meal pattern requirements are met for every meal claimed for reimbursement. It is critical that your staff document everything that is served as part of a reimbursable meal.

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 your plan for corrective action to demonstrate understanding and compliance.

Meal Pattern – Insufficient Serving Sizes: A review of august production records identified several lunches with insufficient serving sizes. These occurred on 08/09, 08/13, and 08/14. They were due to the noncreditable bean burrito and the Insufficient sliced bread mentioned above.

Because this is a repeat finding from your previous Administrative Review conducted 04/12/22, Fiscal Action will be applied [7 CFR Part 210.18 (l) (2) (iii)]. These Insufficient servings resulted in an overclaim of 48 lunches for the review period.

These Performance Standard II Violations will cause your Performance based reimbursement to be turned off, because your agency has already taken steps to replace these products and no further corrective action is required, this will be limited to the month of November.

Reviewer’s Comments: The findings in this summary report in no way reflect in the job being done by your employees with duties within the school food services program. Due to the numerous requirements for the National School Lunch and School Breakfast Program, every agency and school that our office reviews receive findings. I would like to commend your staff for their hard work with the school food services program and for the positive results of this review. I look forward to working with you all in the future.

Procurement Review Summary Report

Date: 10/16/26

Name of Agency: Rocmnd Area Youth Services 58-12-01

Date of off-site review: 09-01-26

Reviewer: Chet Center Date of on-site review: 10-13-26

Persons interviewed: Kristi Outhier & Brenda Spears Date of exit conference: 10-13-26

Programs Operated by the School Food Authority (SFA): This SFA operates the National School Lunch and School Breakfast Program.

Findings for the Procurement Review (PR)

There are no findings for the procurement review.