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Administrative Review Summary Report

Date: 06-11-26

Name of Agency: Youth and Family Resource Center                  Date of off-site review: 03-02-26

Reviewer: Matthew Smith                                                               Date of on-site review: 04-09-26

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

Selected for Independent Review: No                                                               

Persons interviewed: Sandra Sandoval                                       Date of exit conference: 06-09-26

Programs Operated by the School Food Authority (SFA): This 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):

·       Counting and Claiming: A review of the counting and claiming system demonstrates non-systemic claiming errors resulting in an overclaim of four lunch meals for the review period (January 2026).  Federal regulation [7 CFR Part 210.8 (a) (2)] requires each SFA to review their claims for accuracy prior to submitting them to the State Agency (SA).  Prior to the completion of the on-site portion of this review, Youth and Family Resource Center (YFRC) took corrective action by having a second person reviewing the claim prior to its submission, as well as to provide OKDHS School Nutrition Programs with April 2026’s meal rosters (breakfast, lunch, and snack), edit checks (breakfast, lunch, and snack), and the reimbursement claim for April 2026.  OKDHS SNP found no errors in the claim for April 2026 upon review of this documentation.

·       Edit Check: A review of the documentation of the edit checks provided for the review of the reimbursement claim for the review period (January 2026) in violation of federal regulations [7 CFR Part 210.8 (a) (3) and 7 CFR Part 220.11 (d)].  Prior to the completion of the on-site portion of this AR, YSBC provided the meal roster with edit check for April demonstrating a daily edit check had been completed for breakfast, lunch, and snack.

·       Meal Patterns: During the menu week assessment of the breakfast and lunch menus conducted for the week of 01/25/26 – 01/31/26, a couple of non-systemic insufficient serving sizes were discovered for the lunch menus.  Prior to the completion of the on-site portion of this AR, YSBC took corrective action bringing both serving sizes into compliance.

No further action is required for the above. 

 

 

Findings and Recommendations Identified During the On-Site Portion of the Review Conducted April 9, 2026:

Food Safety Inspections: At the time of the on-site visit (04/09/26), YFRC had not received a food safety inspection for their single site from the local health department.  YFRC requested, on 02/12/26 for OKDHS Childcare licensing (this agency pays for one inspection to be conducted) to make a request to their local health department to conduct the first food safety inspection. Federal regulation [7 CFR Part 210.13 (b)] requires SFAs to obtain a minimum of two food safety inspections per site operated for each school year, as well as to require the most recent food safety inspection to be posted in a publicly visible location.

To demonstrate compliance with food safety inspection requirements:

·       Contact the local health department to request a food safety inspection of the meal production and meal service area.

·       Provide YFRC’s plan for corrective action to demonstrate understanding and compliance.

·       YFRC provided a corrective action plan during the AR on-site exit conference on 06/09/26.

Production Record: The production records submitted as part of the menu week assessment were not properly filled out.  Federal regulations [7 CFR Part 210.10 (a) (3) and 7 CFR Part 220.8 (a) (3)] require production records to be kept for meals being produced for reimbursement, as well as to document how the meals contribute toward the meal patterns.  The production records reviewed as part of the menu week assessment of the breakfast and lunch meals for the week of 01/25/26 – 01/31/26 had the following issues with documenting the meals being served:

·       The production records during the week did not document the leftovers.  This was an issue for every breakfast and lunch production record.

·       Several of the production records during the week did not record temperatures for cooked food items that were taken. This was not the case for all of the cooked food items.

·       The breakfast production record for 01/28/26, did not document the tortilla serving size.

·       The breakfast production record for 01/29/26, has the following issues:

o   The oatmeal served should have been documented under the “Bread/Grains” row in the body of the production record.

o   The production record as submitted had bananas listed in the fruit row of the “Menu or Food Item” column.  This meal was served with sliced bananas. 

·       The lunch production record for 01/26/26, has the following issues:

o   The kale and cucumber salad listed in the “Planned Menu” box in the upper righthand corner of the production record was not listed in the “Veg” row of the “Menu or Food Item” column. 

o   There was no serving size for the tomato sauce under the “Veg” row of the “Menu or Food Item” column.

o   In the “Milk” row in the body of the production record, the total amount prepared was documented in the “Serving Size” column instead of the “Total Amount Prepared” column.  The serving size should have been 1 cup.

·       The lunch production record for 01/29/26, has the following issues:

o   The grated cheese listed in the “Other Items” row of the main body of the production record. It should have been listed in the “Meat/MA” row of the production record.

o   There was no serving size for the milk component in the “Menu or Food Item” column.

·       The lunch production record for 01/30/26, had the incorrect serving size listed in the “Serving Size” column under the “Milk” row in the body of the production record

To demonstrate compliance with production record requirements:

·       Provide a copy of one breakfast production record

·       Provide a copy of one lunch production record.

·       Provide the above documentation along with Youth and Family Resource Center (YFRC) plan for corrective action to demonstrate understanding and compliance.

·       YFRC provided a corrective action plan and supporting documentation during the AR on-site exit conference on 06/09/2

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

Procurement Review Summary Report

Date: 06-11-26

Name of Agency: Youth and Family Resource Center                  Date of AR off-site review: 03-02-26

Reviewer: Matthew Smith                                                               Date of AR on-site review: 04-09-26

Persons interviewed: Sandra Sandoval                                       Date of exit conference: 06-09-6

                                   

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

Findings for the Procurement Review (PR)

There are no findings for the procurement review.