ADE Director's Communication Memo Form

Memo Number : FIN-09-072

Date Created : 04/27/2009


Co-op Directors
Elementary Principals
Middle School Principals
High School Principals
other: Child Nutrition Directors

Type of Memo: Regulatory
Response Required: Yes
Section:   Fiscal and Administrative Services - William J. Goff, Assistant Commissioner
Child Nutrition Renewal of Agreement 2009-10

Regulatory Authority:
7 CFR Parts 210, 215, 220, 227, 245; PL 108-265

Contact Person:
Wanda Shockey

Phone Number:



The Arkansas Department of Education (ADE) Child Nutrition Unit (CNU) will mail each school district two sets of the Renewal of the Agreement between ADE and the School Food Authority (SFA)/Local Education Agency (LEA). This Agreement must be completed to participate in the National School Lunch Program, School Breakfast Program, Afterschool Snack Program, Seamless Summer and/or the Special Milk Program for the regular school term and/or for the summer sessions of the 2009-2010 school year.



Please complete BOTH copies of the Renewal of Agreement, indicating programs the school district plans to continue operating, dates of operation, and any new programs the district plans to implement for the 2009-2010 school year. Also complete BOTH copies of the two Renewal of Agreement Attachments, Health Inspection Statement and Wellness Committee Members. Both sets of the forms must have original signatures.

Each SFA/LEA will complete a Revised Procurement Attachment A-1 to amend the 2006-2007 Original Agreement due to changes in federal procurement regulations. Any new or revised contracts for beverage/vending, purchasing cooperatives or Food Service Management Companies must be submitted to ADE, CNU as part of the Revised Attachment A-1. Approval of the Renewal of Agreement and Policy Statement does not constitute approval of the contract.

Indicate if changes have been made from the 2006-2007 Agreement attachments on the following items: District Wellness Policy, Civil Rights/504 Procedures, Food Safety Plan for each school in the district or Meal Count and Collection Procedures. If a new or revised beverage contract is in effect, a copy of the contract must be sent with the Renewal of Agreement.

Remember that any new kitchen facility must have a Food Safety Plan available for use by employees and for inspection by the Arkansas Department of Health.

WITH EACH RENEWAL OF AGREEMENT SFA/LEA must indicate the number of serving days for each program that will be operating during the 2009-2010 school year (for example: 178 serving days for lunch).


Two copies of the school district Child Nutrition (CN) Program Schedule A are enclosed in the packet mailed to the district. Please make corrections and additions to the CN Program Schedule A to reflect the correct information for the 2009-2010 school year.

Following is data requested on CN Program Schedule A for the School Meal Initiative (SMI):

On the right side of the individual SCHOOL information section of the CN Program Schedule A, there are boxes to be completed. These boxes are to advise the CNU of which grade grouping the district has used in planning menus. This same grade grouping will be used for the nutrient analysis of school meals for the School Meals Initiative (SMI). If the district is using “Three Steps to Healthy School Meals” menu planning system, the boxes will be checked K-6 for elementary school and 7-12 for secondary school. If the district is not using “Three Steps,” the menu planner must check the appropriate grade grouping that will be used for the nutrient analysis. The choices are Pre-K, K-3, 4-12, K-6 or 7-12. For further explanation of portion sizes for grade groups see United States Department of Agriculture (USDA) Food Buying Guide for Traditional Meal Pattern. If not utilizing the Traditional Meal Pattern menu planning option, contact the district’s CNU Area Specialist for instructions (refer to pages 12 and 13 of the 2006-2007 Original Agreement). Please check the appropriate grade grouping box for EACH SCHOOL.

DO NOT SUBMIT THIS AGREEMENT WITHOUT THE UPDATED CHILD NUTRITION PROGRAM SCHEDULE A that is individualized and mailed to the district as part of the renewal packet.

ADDITIONAL FUNDING reflected on CN Program Schedule A:

Schools eligible for Severe Need Breakfast Reimbursement for the 2009-2010 school year HAVE been updated on the CN Program Schedule A enclosed with the mailed renewal packet. ADE Commissioner’s Memo FIN-09-049 outlines the application process that was to be completed for SY 2009-2010 Severe Need Reimbursement. School districts will receive written notification from Louann Griswood, Assistant Director, Finance, Child Nutrition Unit designating the schools eligible for severe need for the 2009-2010 school year.

School districts that served 60% or more of the total lunches to students eligible for free or reduced price meals in the SECOND preceding school year (2007-2008) are designated Safety Net districts. These districts will receive an additional two cents reimbursement for each lunch served. Please verify Safety Net designation on the CN Program Schedule A enclosed in the mailed packet.

Reimbursement is available for afterschool snacks served to students 18 years old or under and participate in an afterschool education program. If one or more of the schools in the district plan to have afterschool programs and would like to provide snacks, complete the attached “Schedule B SY 2009-2010 Afterschool Snack Programs.” NO REIMBURSEMENT FOR THE AFTERSCHOOL SNACK PROGRAM CAN BE PAID UNLESS THE AFTERSCHOOL SNACK PROGRAM SCHEDULE B IS COMPLETED AND WRITTEN APPROVAL RECEIVED PRIOR TO THE START OF THE PROGRAM. See the 2006-2007 Original Agreement between School Food Authority and Arkansas Department of Education (the Agreement), page 5, for specific program requirements.

The Seamless Summer Program Schedule C-10 is for the summer of 2010. This program makes it possible to serve up to two (2) free meals per day (breakfast, lunch, morning snack, afternoon snack and/or supper) to students participating in summer programs other than regular summer school. (The two meals cannot be lunch and supper.) To participate in the Seamless Summer Program during the summer of 2010, complete the “Seamless Summer Option Schedule C-10” at least two (2) weeks prior to the start of the program.

Information about the Seamless Summer Program for the summer of 2009 can be found in Commissioner’s Memo FIN-09-060.

The Special Milk Program is available for students who do not have access to lunch, breakfast or afterschool snacks. If the district is interested in this program, please contact Wanda Shockey at (501) 324-9502.


Act 826 of 1991 requires all schools with 20% or more of the students eligible for free and reduced price meals during the preceding school year to provide students with a school breakfast program.

Act 2285 of 2005 requires menus for the school lunch program and other foods sold in the cafeteria be reviewed quarterly by the Wellness Committee. The Wellness Committee is to provide recommendations concerning menus and other foods sold in the school cafeteria.

Act 1220 of 2003 requires that the Arkansas Child Health Advisory Committee revise the Allowable Competitive Foods/Beverages and Maximum Portion Size List each school year. ADE Commissioner’s Memo FIN-09-067 includes the Maximum Portion Size List for the 2009-2010 school year.


The mailed packet includes:
1. TWO COPIES of the Renewal of Policy Statement for Free and Reduced Price Meals for the 2009-2010 school year,
2. TWO COPIES of the Child Nutrition Contact Information,
3. ONE SET of the Free and Reduced Price Meals Application and Verification Forms packet, and
4. ONE SET of the Spanish translation of the Free and Reduced Price Meals packet.

Complete, sign and return BOTH copies of the Renewal of Policy Statement for Free and Reduced Price Meals 2009-2010 School Year and BOTH copies of the Renewal of Policy Statement Attachment CN Contact Information. Please read the Renewal of Policy Statement and Free and Reduced Price Meals Application and Verification Forms packet carefully.

Do not use any letters or forms from previous years Free and Reduced Price Meals Application and Verification Forms packet. Due to significant federal changes on forms and letters USE ONLY FY2009 FORMS OR LETTERS included with the 2009-2010 Renewal of Policy Statement packet. Failure to use 2009-2010 federally approved forms may cause a district to pay back federal reimbursement.

Send two copies of any changed or added forms or letters for approval by CNU with the two signed copies of the Renewal of Policy Statement and the two copies of the CN Contact Information.

The 2009-2010 Free and Reduced Price Meals Application and Verification Forms packet should NOT be returned with the Renewal of Policy Statement UNLESS changes have been made to the forms or letters. ALL CHANGES TO FORMS OR LETTERS must have CNU approval PRIOR TO USE BY THE DISTRICT.

The 2009-2010 Free and Reduced Price School Meals Application and Verification Forms can be printed from this Commissioner’s Memo on the ADE Memos page of the CNU website at These forms can be modified to include school district information.

The SFA/LEA is no longer required to keep copies of all Eligibility Notification letters sent to each household as indicated in the 2008 revision of the “Eligibility Manual for School Meals”. However, the SFA/LEA must keep a copy of the notification form letters used as well as a batch list each day of the households receiving notification letters and the eligibility status determined. The notification letters must be sent to each household that completes an application as well as all households with students that are categorically eligible (direct certification, homeless, migrant, runaway, Head Start and Even Start).

The Food Stamp Program name has been changed to Supplemental Nutrition Assistance Program (SNAP). This change in terminology is reflected in the 2009-2010 Free and Reduced Price School Meals Application and Verification Forms packet.

The Media Release is included as part of the 2009-2010 Free and Reduced Price School Meals Application and Verification Forms. This notice must be provided to the local news media, the employment office and any major employers contemplating large layoffs in the attendance area of the district. Documentation of the public release must be made available upon request to any interested party.

Each school district in Arkansas will participate in the Direct Certification of free eligibles. School districts not using the Pentamation system to submit student information to Arkansas Public School Computer Network (APSCN) will be mailed specific procedures to follow. For additional information, please see Commissioner's Memo FIN-09-050 and the 2006-2007 Original Agreement, page 5, Item 27.

Reminder: Each district must send a letter to the household of the student on the Direct Certification list informing the household that the student qualifies for free meals. Those households do not need to complete the Free and Reduced Price Meal Application form for students on the direct certification list. This letter is included in the Free and Reduced Price Meals Application and Verification Forms packet.

USDA requires each school district to report to the Department of Education the results of the verification process for the 2009-2010 school year. Forms and instructions will be provided on the verification page of the Child Nutrition website for the 2009-2010 verification process. The verification process must be completed by Monday, November 16, 2009, and the Verification Summary Report (FNS-742) must be emailed to Arkansas Department of Education (ADE), CNU by Tuesday, December 15, 2009. Please remember that failure to complete verification is an audit finding that may affect other federal funding, i.e. E-rate.

MAY 22, 2009, DEADLINE:

Complete and return by May 22, 2009, BOTH copies of:

1. Renewal of Agreement
2. The three Renewal of Agreement Attachments:
....a. Procurement Procedures (Revised Attachment A-1) – including new or renewed beverage/vending, purchasing cooperative or Food Service Management Company contracts or agreements.
....b. Wellness Committee Members (Revised Attachment A-2)
....c. Health Inspections Statement (Revised Attachment A-5)
3. CN Program Schedule A
4. Renewal of Policy Statement
5. Policy Statement Renewal Attachment, CN Contact Information Page
6. Schedule B – Afterschool Snack (if applicable)
7. Schedule C-10 – Seamless Summer (if applicable)
8. Changes to Free and Reduced Price Meals Application and Verification Forms and Letters (if applicable)

Please DO NOT HOLD forms for a new superintendent’s signature and/or new meal prices. The Renewal of Agreement and Policy Statement can be updated at anytime during the school year with a letter from the superintendent. USE THE CHECKLIST enclosed with the mailed packet to be sure that all requested materials are returned.

Mail to:

Child Nutrition Unit, ADE
2020 West 3rd Street, Suite 404
Little Rock, AR 72205-4465


CNU/ADE will mail one signed copy of the renewal packet including the Renewal of Agreement, Renewal of Agreement Attachments (Procurement Procedures, Health Inspection Statement and Wellness Committee Members), CN Program Schedule A, Renewal of Policy Statement, Renewal of Policy Statement CN Contact Information Page, (Afterschool Snack Schedule B and Seamless Summer Schedule C-10, if applicable) to the School Food Authority (SFA/LEA) following approval by Wanda Shockey, Director, ADE Child Nutrition Unit.


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