Administrative Review Summary Report
Date: 04-28-23
Name of Agency: Youth and Family Services, Inc. Date of off-site review: 02-15-23
Reviewer: Matthew Smith Date of on-site review: 03-16-23
Persons interviewed: Latuisha Davis and Date of exit conference: 04-26-23
Jo Moore
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):
- Buy American Provision: During the menu week assessment of breakfast menus (for the week of 01/16/23 through 01/22/23), a food product was discovered that was not domestically produced [7 CFR Part 210.21 (d) (2) and 7 CFR Part 220.16 (d) (2)]. Prior to the completion of the on-site portion of this AR, Youth and Family Services, Inc (YFS) took corrective action replacing the non-domestic food product with domestically produced fresh oranges.
- Meal Patterns: During the menu week assessed 01/16/23 – 01/22/23 there were some insufficient serving sizes for the lunch menus served [7 CFR Part 210.10 (c)]. Prior to the completion of the on-site portion of this AR, YFS took corrective actions bringing all the insufficient serving sizes into compliance with the lunch meal pattern for grades 9-12.
- The school served non-creditable food items as part of the meal component. During the menu assessment, for the week of 01/16/23 through 01/22/23, and on the day of review it was determined YFS was serving a non-creditable item [7 CFR Part 210 Appendix C]. Prior to the completion of the on-site portion of this AR, YFS took corrective action replacing the non-creditable product with a creditable product.
- Whole Grain Rich – Percentage of Weekly Serving Under 80%: During the assessment of breakfast and lunch menus for the week of 01/16/23 through 01/22/23 it was discovered the Whole Grain-Rich (WGR) percentage of the bread/grain component weekly serving for the breakfast menus was under 80% [7 CFR Part 220.8 (c) (2) (iv) (B)]. Prior to the completion of the on-site portion of this AR, YFS took corrective actions to bring the percentage of the weekly serving that is WGR over 80%.
No further action is required for the above.
Findings and Recommendations Identified During the Off-Site Portion of the Review Conducted February 15, 2023:
After School Snack Program Monitoring Checklist: Youth and Family Services, Inc. (YFS) failed to complete the self- monitoring review first with in the first four weeks of school. An Afterschool Snack Program self-monitoring review must be conducted twice a year [as required by federal regulations 7 CFR Part 210.9 (c) (7) and 7 CFR Part 210.10 (o)]. The first review is required to be conducted during the first four weeks of school starting and snack service starting. YFS conducted the first self-monitoring review on 09/27/22, which was not within the first four weeks of school starting (school started on 08/18/22). YFS conducted the second self-monitoring review on 02/23/23.
To demonstrate compliance with After School Snack Monitoring requirements:
- Provide YFS’ corrective action plan to demonstrate understanding and compliance.
Findings and Recommendations Identified During the On-Site Portion of the Review Conducted March 16, 2023:
Counting and Claiming: A review of the counting and claiming system for the review period (January 2023) demonstrates non-systemic errors for the monthly claims for the National School Lunch Program (NSLP), the School Breakfast Program (SBP), and the Afterschool Snack Program.
Below are the differences, the Oklahoma Human Services School Nutrition Programs (OHS SNP) reviewer identified in YFS’ NSLP reimbursement claim for January 2023:
|
YFS Meal Roster Count |
YFS Edit Check |
YFS January 2023 Claim |
OHS SNP Count |
Difference |
Free |
71 |
66 |
66 |
71 |
-5 |
There was an under claim of five lunch meals for the January reimbursement claim.
Below are the differences, the OHS SNP reviewer identified in YFS’s SBP reimbursement claim for January 2023:
|
YFS Meal Roster Count |
YFS Edit Check |
YFS January 2023 Claim |
OHS SNP Count |
Difference |
Free |
54 |
50 |
49 |
54 |
-5 |
There was an under claim of five breakfast meals for the January SBP reimbursement claim.
Below are the differences, the OHS SNP reviewer identified in YFS’s Afterschool Snack Program reimbursement claim for January 2023:
|
YFS Meal Roster Count |
YFS Edit Check |
YFS January 2023 Claim |
OHS SNP Count |
Difference |
Free |
78 |
78 |
73 |
78 |
5 |
There was an under claim of five snacks f for the January Afterschool Snack Program reimbursement claim.
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).
To demonstrate compliance with counting and claiming requirements:
- Review the counting and claiming system to ensure accurate meal counts are reported on the edit check and monthly reimbursement claim.
- Provided copies of the following: Meal rosters for April (for NSLP, SBP, and the Afterschool Snack Program), and edit checks for April (for NSLP, SBP, and the Afterschool Snack Program).
- Provide copies of the above along with YFS’ plan for corrective action to demonstrate understanding and complianc
Procurement Review Summary Report
Date: 04-28-23
Name of Agency: Youth and Family Services, Inc.
Date of AR off-site review: 02-15-23
Reviewer: Matthew Smith Date of AR on-site review: 03-16-23
Persons interviewed: Latuisha Davis and Date of exit conference: 04-26-23
Jo Moore
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):
- Buy American Provision: During the menu week assessment of breakfast menus (for the week of 01/16/23 through 01/22/23), a food product was discovered that was not domestically produced. Prior to the completion of the on-site portion of this AR, YFS took corrective action replacing this non-domestic food product with domestically produced fresh oranges.
No further action is required for the above.
There were no additional findings for the procurement review.
