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SANTA CLARITA VALLEY SCHOOL FOOD SERVICES AGENCY25210 ANZA DRIVE, SANTA CLARITA, CA 91355
REGULAR MEETING OF THE BOARD OF DIRECTORS
AGENDA
January 20, 20158:30 A.M.
"Public records related to the public session agenda that are distributed to the Governing Board less than72 hours before a regular meeting, may be inspected by the public at 25210 Anza Dr., Valencia, CA
91355, during regular business hours (8:00 a.m. to 4:30 p.m.)."
I.
II.
CALL TO ORDER: __ ----:A. M.
MEMBER ROLL CALL:Ms. Marcia Dains, PresidentMs. Ronna Wolcott, ClerkMs. Lynn David, Presiding OfficerDr. Chris Hamlin, Member
STAFF PRESENT:Ms. Lynnelle Grumbles, CEO & Board SecretaryMs. Susan Weiss, Director, Finance & Admin.Ms. Jane Crawford, Director, Food ServicesMs. Laurie Kudroff, Executive Assistant
APPROVAL OF AGENDAExhibit Approved
C N SSg
APPROVAL OF MINUTES1. Minutes of the December 16, 2014, Regular Meeting A C N SSg
III. HEARING SESSION1. Cafeteria of the Month: ADMINISTRATIVE REVIEW SITES-
McGrath, Old Orchard, Canyon Springs & Valley View2. Advance Requests to Address the Board.3. Comments and/or Questions on Agenda Items.
IV.
v.
ACTION CALENDAR (Includes items to be voted on by the Board ofDirectors. )1. Retirement Resolution #03-14/15 for: #14-15-07/A 1
Dr. Marc Winger, Superintendent, Newhall SD2. RFP 201314-0321-1 Amendment #3 New #14-15-07/A2
Pricing for Commodity & Non-CommodityFoods
8 C N SSg
C N SSgC
CONSENT CALENDAR (Unless a Board Member has questionsconcerning a particular item and asks that it be withdrawn from theConsent Calendar, the Board of Directors approves all items at one time.The action taken by the Board in approving Consent items is set forth inthe explanation of the individual items.)1. Removal of Items from Consent Calendar2. B Warrants (August) #14-15-07/C1
C N SSg
D
V. CONSENT CALENDAR (continued]3. Personnel Action Report #14-15-07/C2 E
a) New Employeesb) Transfersc) Status Changed) Temporary Assignmente) Leave of Absencef) Resignationg) Termination
4. Purchase Orders (December) #14-15-07/C3 F5. Year 2015 Standard Mileage #14-15-07/C4 G
Reimbursement Rate (IRS)6. Items Removed from Consent Calendar
VI. CONFERENCE CALENDAR (includes items to be discussed withBoard of Directors. Items that might require action by the Board will beagendized at a future meeting.)1. Financial Report2. Participation Report3. 2nd Interim Budget Workshop #141st Reading Administrative Regulations
Revisions (10/14)a. AR 1312.3-Uniform Complaint Procedures
5. ACTS Report6. SUPER Co-Op Report
#14-15-07/CC1#14-15-07/CC2#14-15-07/CC3#14-1S-07/CC4
HIJK
#14-15-07/CC5#14-15-07/CC6
LM
VII. CORRESPONDENCE & BOARD INFORMATION1. Driftwood Dairy Prices (YTD) #14-15-07I1N 1 N2. CDE Letter/Nutrition Services Division #14-15-07I1N2 0
Resource List3. Kids' Cooking 2015 Invitation & Bus #14-15-07I1N3 P
Transportation Memo4. Certification Letter for FY 2013/14 #14-15-07I1N4 Q5. Present the SCVSFSA's 2014/2015 Initial #14-15-07I1N5 R
Proposal to CSEA and therefore "Sunshine"the Proposal at this Public Meeting
6. Announce the Receipt of the 2014/2015 #14-15-07I1N6 SInitial Proposal from the CSEA, and therefore"Sunshine" the Proposal at this PublicMeeting
7. LACOE Review of 1st Interim Budget Report #14-15-0711N7 T14/15 SY
8. Agency Report #14-15-07I1N8 U
VIII. BOARD ITEMS FOR NEXT MEETING (February 17, 2015)1. 2nd Interim Budget Workshop #22.3.
IX. CLOSED SESSIONAdjourn to Closed Session AM. C N SSg
1. Public Employee Appointment
CLOSED SESSION (continued)2. Public Employee:
a. Leave of Absenceb. Dismissalc. Disciplined. Evaluatione. Release
3. Advice from Legal Counsel4. Labor Negotiations Information
x. RECONVENE TO OPEN SESSIONReconvened __ AM. C N SSg
1. Report of Closed Session
~. ADJOURNMENTMeeting Adjourned _----'AM. C N SSg
SANTA CLARITA VALLEY SCHOOL FOOD SERVICES AGENCYREGULAR MEETING OF THE BOARD OF DIRECTORS
MINUTES
December 16, 2014
Ms. Marcia Dains, President called the Regular meeting of the Board of Directors of CALLTOORDERthe Santa Clarita Valley School Food Services Agency to order at 8:45 a.m. at theSanta Clarita Valley School Food Services Agency Office, 25210 Anza Drive,Valencia, CA 91355.
MEMBERS PRESENT:Ms. Marcia Dains (C) PresidentMs. Ronna Wolcott, (N) ClerkMs. Lynn David, (S) Presiding OfficerDr. Chris Hamlin, (Sg) Member
ROLLCALLPresentPresentPresentAbsent
STAFF PRESENT:Ms. Lynnelle Grumbles, CEO & Board SecretaryMs. Susan Weiss, Director, Finance & AdministrationMs. Jane Crawford, Director, Food ServicesMs. Laurie Kudroff, Executive Assistant to the CEO
PresentPresentPresentPresent
I. AGENDAThe motion was made by Ms. Wolcott, seconded by Ms. David and carried3-0 to approve the Agenda.
Approval of AgendaM·36 Ayes: 3Vote: 3-0Dains/WolcottlDavid
II. MINUTES1. Ms. Wolcott made the motion; seconded by Ms. David, motion carried, to
approve the minutes of the Regular Meeting held on November 18, 2014.Minutes Regular MeetingM·37 Ayes: 3Vote: 3-0Dains/Wolcott/David
A video produced by the Wall Street Journal was shown at the meeting.During a recent conversation with the Wall Street Journal, Ms. Grumblesreferred the journalist to Brittany Young, Agency chef trained at Le CordonBleu College. The video shows her in action at Valencia Valley ElementarySchool and Castaic Middle School.
III. HEARING SESSION1. Oak Hills Elementary School (Newhall SD) was recognized as Cafeteria Hearing Session
of the Month for November 2014. The team members are: MaggieScott (Site Team Leader), Peggy Zovak (NA2) & Kathleen DeBaun(NA 1). Maggie was present at the meeting. Luis Gamarra (Principal)was also in attendance. This team was recognized for their reliability,dedication and kindness. They are true professionals. Ms. Wolcottthanked the team for good mornings and good afternoons in thecafeteria. Their service is exemplary. Mr. Gamarra expressed howproud he is of this team and of their daily excellence.
EXHIBIT: A
III. HEARING SESSION (continued)
On behalf of the Agency, Ms. Crawford expressed her gratitude andcongratulated Maggie on the award. Ms. Crawford presented a badgefor each team member "I'm A Lunch Lady, What's Your Super Power?"
2. There were no advance requests to address the Board.
3. There were no comments or questions on Agenda items.
IV. CONSENT CALENDAR1. Ms. Wolcott made the motion, seconded by Ms. David, to approve all of
the items on the Consent Calendar; motion carried 3-0.2. B Warrants (November) #14-15-06/C13. Personnel Action Report #14-15-06/C2
a) New Employeesb) Transfersc) Status Changed) Temporary Assignmente) Leave of Absencef) Resignationg) Terminated
4. Purchase Orders (November) #14-15-06/C35. There were no items removed from the Consent Calendar.
V. CONFERENCE CALENDAR1. Ms. Weiss reviewed the Financial Report for November 2014.
2. Ms. Crawford reviewed the Participation Report. The overallparticipation for November 2014 was 55.75% - 2.99% lower than lastyear. Lunch ADP was 42.34% - 1.67% lower than the previous year.The November 2014 Breakfast participation was 17.86% - 0.27% higherthan last year. We served 4,510 breakfasts per day (142 more than lastyear). Student spending on the A la Carte items was $0.090 per day;last year it was $0.119.
3. Ms. Grumbles opened a discussion regarding a long term facilitiesmaster plan (5 - 10 year projection) for the Agency. Included in themaster plan will be: building maintenance and assessment of thecurrent condition of the building. Look at utilities, equipmentreplacement, new roof, truck fleet maintenance plan, vehicle inventory,and staff realignment.
4. Ms. Grumbles and Ms. Dains asked for input for future Board meetingdates. Ms. Dains asked for Ms. Kudroff to send the dates for Tuesdaysand Thursdays from June 2015 to July 2016. It was decided to keepthe meetings as they are currently scheduled until the OrganizationalMeeting on June 16, 2015.
5. Ms. Grumbles informed the Board that Mr. De Burgh's verification workcontinues. This report was 36 pages long. Ms. Grumbles recapped thefindings for the Board. Some inaccuracies were reported on page 2 -
2
HearingSession(cont.)
ConsentCalendarM·38 Ayes: 3Vote: 3-0Dains/Wolcott/David
Financial Report-Nov. '14
Participation Report-Nov. '14Trends 07-08 SY to thePresent
Discussion: Facilities MasterPlan
Discussion: Board ofDirectors Meeting Dates
ACTS Monthly Report
EXHIBIT: A
V. CONFERENCE CALENDAR (continued) Canf. Calendar (cont.)
processors' entitlement balance reports. Mr. De Burgh has not had ACTSMonthlyReport(cent)
access to companies reporting privately. The final report from ACTS willbe presented in January (December information). This report will beshared with the SUPER Co-Op members at the January meeting.
6. Ms. Grumbles read the SUPER Co-Op Report for the Board. Report SUPERCo-OpReporthighlights were:
• Twenty-four (24) bid responses were received on November 21,2014, for an Amendment to an existing RFP that was issued forCommodity & Non-Commodity Food Products on behalf of theSUPER Co-Op's member districts, to obtain pricing for new fooditems to begin January 1, 2015;
• Work to complete the 2013/14 year administrative tasks with OJCo-Ops continues and communication has been positive.Temporary clerical labor for this process was discontinued. OJCo-Ops is set to close the books with the SUPER Co-Op onJanuary 15, 2015;
• Gold Star Foods hired a new Vice President, Stephanie Ewing,to provide education for customers, particularly SUPER Co-Opmembers. Education is necessary especially in the area ofValue Pass Through and procurement contract management.
• A handbook for SUPER Co-Op member districts was draftedand sent out to the Governing Council members for comments.Included in the handbook is information about entitlementallocation, Value Pass Through, USDA Foods delivery andprocessing, Co-Op governance, and fee structures. It wasnoted this handbook is a working document. At the request ofthe Board, the draft of the handbook will be sent to each Boardmember.
• Correspondence was sent to Don Lee Farms to request thatthey provide transaction history for SUPER Co-Op memberdistricts sales to the Co-Op Administrator (Gold Star Foods).This was a requirement of the Provisional Contract to RFP#201314-0321-1. The company was immediately responsive tothe correspondence and has been working to correct reportingdeficiencies with Gold Star Foods.
• The next meeting of the SUPER Co-Op Governing Council's willmost likely be on January 16, 2015 in Ontario. Work willcontinue on such challenges as Value Pass Throughverification, co-op governance, and improvement of bidstructure.
VI. ACTION CALENDAR1. Ms. Wolcott made the motion, seconded by Ms. David, to approve the
1st Interim Budget Report for the 2014/15 SY; motion carried 3-0.M - 39 Ayes: 31st Interim Budget ReportVote: 3-0 ApprovedDains/Wolcott/David
3 EXHIBIT: A
VII. CORRESPONDENCE AND BOARD INFORMATION
1. A copy of the Driftwood Dairy prices (Year-To-Date) was included for the Driftwood Dairy PricesBoard.
2. A copy of the article from the Wall Street Journal (interview with ChefBrittany Young) was included for the Board.
3. The Administrative Review report was shared with the Board. Thereview went well and there were no fiscal findings. The AfterschoolSnack Program requires Corrective Action as an official site monitoringvisit was not documented within the first four (4) weeks of operation. Itwas reported that procedures will be written and site monitoring visits willbe conducted and submitted to the CDE no later than January 16, 2015.
4. Ms. Crawford read the Agency Report. STAFF: It was reported thatthere are nine (9) NA 1 cafeteria positions currently open. The Agencywill resume the process of reviewing October and Novemberparticipation numbers vs. labors hours and fill the open positions.OPERATIONS: It was reported that the Administrative Review (AR)was completed on December 4,2014. The Agency received anexemplary review. The Afterschool Snack Program finding will becorrected. The Agency had the building roof patched to sustain lastthrough the winter months. The plan is for a total roof replacement inthe Spring. Discussed truck maintenance - recent costs on one truck forbrakes and tires were $3,500.OTHER CONCERNS: It was reported the 2015 Kids' Cooking sites anddates have been set and the teachers have been contacted See below:,school
, ,Teacher
,Grade
,Date
Cedarcreek Elem. 2/19/15 Mr. Kyle Evans 4North Park Elem. 2/20/15 Debbie Schultz 4Peachland Elem. 3/12/15 Jeni Dent 3/4Pinetree Elem. 3/19/15 Tiffanv Storch 3/4Live Oak Elem. 3/27/15 Jolie McDonald 4
Ms. Crawford reported the dates of the Legislative Action Conference inWashington, D.C. - March 1 - 4, 2015. This is an important year forChild Nutrition Re-authorization. The Board was invited to attend - Ms.Grumbles, Ms. Weiss and Ms. Crawford plan to attend.
VIII. ITEMS FOR NEXT MEETING (January 20,2015)1. Marketing Plan - goal2. Facilities Master Plan3.
CLOSED SESSIONMs. Wolcott made the motion, seconded by Ms. David, motion carried, toadjourn the Regular meeting and go to a Closed Session.
IX.
X. RECONVENE TO OPEN SESSIONMs. Wolcott made the motion; seconded by Ms. David, motion carried, toadjourn and reconvene to the Regular meeting. There was somediscussion. There was no report (no action taken) from the Closed Session.
4
In The News
Administrative Review Report
Agency Report
ITEMS FOR NEXTMEETING
CLOSED SESSION11:20 A.M.M·40 Ayes: 3Vote: 3-0DainslWolcottlDavidRECONVENE TO OPENSESSION11:50 A.M.M-41 Ayes: 3Vote: 3-0DainslWolcottlDavid
EXHIBIT: A
XI. ADJOURNMENTMs. Wolcott made the motion, seconded by Ms. David and carried 3-0, toadjourn the Regular meeting.
Date January 20, 2015
Ms. Marcia Dains, President
Ms. Ronna Wolcott, Clerk
5
M· 42 Ayes: 3ADJOURN: 11:51A.M.Vote: 3-0DainslWolcottlDavid
EXHIBIT: A
ACTION: 01/20/15
TO:
FROM:
RE:
BOARD OF DIRECTORS
LYNNELLE GRUMBLES
RETIREMENT RESOLUTION #03-1415 -DR. MARC WINGER, SUPERINTENDENT, NEWHALL SO
RECOMMENDATION #14-15-07/A1
It is recommended the Board of Directors accept and approve theretirement resolution for Dr. Marc Winger, Superintendent of the NewhallSchool District.
Comment: the Newhall School District was one of the foundingmembers of the Santa Clarita Valley School Food ServicesAgency in 1989. Dr. Marc Winger is being recognized for his39 years of service to the students and staff in the Santa ClaritaValley.
EXHIBIT: B
s~ ~ 1Iane, SdMt 7- St1«1iee4/I~iE'~ #09-1415
Whereas, Dr. Winger has served as the Superintendent of Newhall School District forover 17 years; and served as assistant Superintendent of Instruction for Sulphur SpringsSchool District for 12 years; and served as an elementary school teacher in NewhallSchool District for 10 years; and
Whereas, Dr. Winger has faithfully supported the Santa Clarita Valley School FoodServices Agency, a non-profit public school entity that provides cost-effective andnutritionally sound high-quality breakfasts, lunches and snacks to students in the SantaClarita Valley; and
Whereas, Dr. Winger positively impacted over 30,000 students at schools participatingin those meal programs as a result of his support of the Santa Clarita Valley School FoodServices Agency; and
Whereas, Dr. Winger has devoted himself to the best interests of the Agency, itsemployees, and the children of the Santa Clarita Valley; and
Whereas, Dr. Winger has deserved and received the respect and admiration of staff,administrators, and the community at large,
Now, therefore, be it resolved that the Board of Directors, on the occasion of hisretirement commends Dr. Marc Winger for his 39 years of service and outstandingcontribution to the students of Newhall School District as well as students of otherparticipating school districts in the Santa Clarita Valley, the Santa Clarita Valley SchoolFood Services Agency thanks him for his dedicated service and extends to him theirsincere best wishes.
Adopted this 20th day of January 2015.
Marcia Dains, PresidentBoard of Directors
Lynnelle Grumbles, CEOSCVSFSA
ACTION: 01/20/15
TO:
FROM:
RE:
BOARD OF DIRECTORS
LYNNELLE GRUMBLES 1SUSAN WEISS
RFP 201314-0321-1 AMENDMENT #3 NEW PRICING FORCOMMODITY & NON-COMMODITY FOODS
RECOMMENDATION #14-15-07/A2
It is recommended the Board of Directors accept Amendment #3 to RFP #201314-0321-1.
Comment:The Santa Clarita Valley School Food Services Agency on behalf ofthe Super Co-Op (Co-Op) issued Amendment #3 to theexisting RFP # 201314-0321-1 for Commodity and Non-Commodity Food Items. All currently approved processors for2014/15 SY could submit NEW commodity items for consideration.The new food items required a new/different manufacturer codeand the price stated must be the best available price in California.Pricing began January 1, 2015.
Twenty-four (24) bid responses were received on November 21,2014.
EXHIBIT: C
SUPERThe commodity world made simple.
Santa Clarita Valley School Food Services AgencySuper Co-Op
RFP 201314-0321-1 Amendment #3Commodity and Non-Commodity Food Items
Amendment Form
Santa Clarita Valley School Food Services Agency on behalf of the Super Co-Op (Co-Op) isissuing this Amendment #3 to the existing RFP # 201314-0321-1 for the 2014/15 school year.
All approved processors for 2014/15 SY may submit NEW commodity items; pricing will beginJanuary 1, 2015.
Conditions:
1. The new food item(s) must have a new/different manufacturer code;
2. The price for the Co-Op must be the best available price in California;
3. Each food item submitted must be accompanied by a valid SEPDS - signed by the USDAand CDE. SEPDS without valid signatures will not be accepted;
4. MANDATORY bidder's webinar 11:00 AM - Thursday, November 6,2014;
5. DEADLINE for submission is 1:00 PM - Friday, November 21, 2014;
6. Proposals must be submitted on a data storage device (flash drive or CD) using theInformation Submission Spread Sheet provided. To download the Spread Sheet form, goto www.Super-Coop.org. For assistance, contact Elaine Wagner [email protected](909) 843-9640.
7. A complete submission will include (please check off):
o Original signed Amendment Form;
o Original signed and completed Information Submission Spread Sheet;
o Data storage device containing completed Information Submission Spread Sheet andvalid SEPDS for all food items submitted.
8. Please mail or deliver your completed proposal submission to:
Santa Clarita Valley School Food Services Agency, 25210 Anza Drive, Santa Clarita, CA91355; Attn: Laurie Kudroff, Executive Assistant to the CEO.
Please complete the following information:
Processor
Original Signature
Printed Name
Date
Phone Number
Email Address
TO:
FROM:
RE:
DATE: 01/20/15
BOARD OF DIRECTORS
LYNNELLE GRUMBLES 1 SUSAN WEISS
"B" WARRANTS - DECEMBER 2014
RECOMMENDATION #14-15-07/C1
It is recommended that the Soard of Directors approve the following "S" warrants:
DECEMBER 2014
2178006321780065 - 2178007121802621 - 2180263321805606 - 2180560921805611 - 2180562221805624 - 2180562521808848 - 2180885121811345 - 2181134921827063 - 21827071
TOTAL: $ 269,999.85
EXHIBIT: D
Santa Clarita Valley School Food Service AgencyCheck Register
December 2014
Date Num Name Amount
12/03/2014 21780063 EVERSOFT
12/03/2014 21780065 INTERNET SECURITY SYSTEMS-INC
12/03/201421780066 REIMBURSEMENT EMPLOYEES
12/03/201421780067 P & R PAPER
12/03/201421780068 POTTER FENCE CO.
12/03/2014 21780069 SNA
12/03/201421780070 STAPLES
12/03/2014 21780071 THE GAS CO.
12/12/201421802621 A&R WHOLESALE DISTRIBUTOR
12/12/201421802622 ACCESS 1 SOURCE
12/12/201421802623 AMERIPRIDE UNIFORM SERVICES
12/12/201421802624 AT&T MOBILITY
12/12/201421802625 BACKFLOW PREVENTION DEVICE TESTER
12/12/201421802626 DRIFTWOOD DAIRY
12/12/201421802627 EVERSOFT
12/12/2014 21802628 FRESH LOGISTICS (BOLTHOUSE)
12/12/2014 21802629 GARDA CL WEST, INC.
12/12/201421802630 GOLDEN CRUST
12/12/201421802631 PREPAID REFUND (LUNCH)
12/12/201421802632 INTERNET SECURITY SYSTEMS-INC
12/12/201421802633 LOS ANGELES COUNTY FIRE DEPT.
12/12/2014 21805606 ASCIP
12/15/201421805607 AT&TI CALNET 2
12/15/201421805608 PREPAID REFUND (LUNCH)
12/15/2014 21805609 BURRTEC WASTE INDUSTRIES
12/15/201421805611 GOLD STAR FOODS
12/15/201421805612 PREPAID REFUND (LUNCH)
12/15/201421805613 PREPAID REFUND (LUNCH)
12/15/201421805614 P & R PAPER
12/15/201421805615 R&S AUTOMOTIVE QUALITY REPAIR
12/15/201421805616 ROMERO'S FOOD PRODUCTS, INC.
12/15/2014 21805617 S.C.V.S.F.S.A
12/15/201421805618 SAUGUS UNION SCHOOL DISTRICT
12/15/201421805619 SPRINT (NEXTEL COMMUNICATIONS)
12/15/201421805620 TAMA TRADING COMPANY INCORPORATED
12/15/201421805621 THE PLATINUM PACKAGING GROUP
12/15/2014 21805622 U.S. HEALTHWORKS MEDICAL GROUP, PC
12/15/201421805624 VALENCIA WATER SERVICE
12/15/201421805625 VERTEX PEST SOLUTIONS
12/16/201421808848 ADAGE IT, INC.
12/16/201421808849 GOLD STAR FOODS
12/16/201421808850 PATRICIA CUOMO
12/16/201421808851 R & R AWARDS
12/17/201421811345 ADAGE IT, INC.
12/17/201421811346 AT&TICALNET2
12/17/201421811347 SUE PEAK
12/17/201421811348 TOSHIBA AMERICA BUSINESS SOLUTIONS, INC.
12/17/2014 21811349 CAL CARD12/30/2014 21827063 AT & T (GS)
12/30/201421827064 FRESH LOGISTICS (BOLTHOUSE)
-141.22
-64.00
-133.00
-4,637.90
-325.00
-112.00
-2,406.24
-613.14
-11,137.52
-261.00
-344.00
-314.50
-275.00
-52,297.78
-141.22
-2,072.40
-396.72
-2,441.25
-19.00
-64.00
-363.00
-25,872.00
-333.25
-19.00
-223.19
-41,021.88
-26.00
-53.65
-6,062.05
-67.50
-974.40
-66.05
-2,461.60
-455.09
-8,571.90
-4,322.82
-22.00
-112.36
-150.00
-31.25
-45,954.64
-810.00
-85.93-429.76
-871.50
-641.22
-490.50
-8,960.04-53.13
-2,888.80
Page 1 of 2
Santa Clarita Valley School Food Service AgencyCheck Register
December 2014
Date Num Name Amount
12/30/2014 21827065 GOLD STAR FOODS
12/30/201421827066 JUAN C. VARGAS
12/30/201421827067 P & R PAPER
12/30/201421827068 PHIL'S PHABULOUS PHOODS (JUICE ALIVE)
12/30/2014 21827069 SOUTHERN CALIFORNIA EDISON
12/30/2014 21827070 STAPLES
12/30/201421827071 THE GAS CO.
-23,124.13
-160.00
-2,838.87
-6,209.28
-5,668.56
-496.05
-911.56
$ (269,999.85)
Page 2 of 2
DATE: 01/20/15
TO:FROM:RE:
BOARD OF DIRECTORSLYNNELLE GRUMBLES / SUSAN WEISSPERSONNEL ACTION REPORT
RECOMMENDATION #14-15-07/C2It is recommended that the Board of Directors approve the following personnel report:
NAME DESCRIPTION EFFECTIVEI NEW EMPLOYEES:
"
TRANSFERS:
STATUS CHANGE:
TEMPORARY ASSIGNMENT:,
39 MONTH REHIRE LIST:
CORRECTION:
LEAVE OF ABSENCE:
RETIREMENT:
RESIGNATION:Anne-Marie Hopkins NAl Cedarcreek 2.25 12/12/14
TERMINATED:" '
EXHIBIT: E
DATE: 01/20/15TO:FROM:RE:
BOARD OF DIRECTORSLYNNELLE GRUMBLES 1 SUSAN WEISSPURCHASE ORDERS
RECOMMENDATION #14-15-07/C3
It is recommended the Board of Directors approve the purchase orders for December 2014.
P.O.# VENDOR AMOUNT
32274 Gold Star Foods 23,000.00
32275 Gold Star Foods 8,500.00
32276 Golden Crust 2,500.00
32277 Driftwood Dairy 4,000.00
32278 Staples Advantage 496.05
32279 Romero's Food Products, Inc. 587.52
32280 P & R Paper 6,123.28
32281 A & R Foods 3,208.60
32282 TAMA Trading 3,482.00
32283 Gold Star Foods 9,200.56
32284 Gold Star Foods 13,824.73
32285 Gold Star Foods 10,613.05
32286 Fresh Logistics 1,507.20
32287 Romero's Food Products, Inc. 389.76
32288 Robert Green Enterprises (truck lift gate repair) 75.00
32289 Rent-It 106.74
32290 TAMA Trading 2,305.80
32291 A & R Foods 518.16
32292 P & R Paper 2,793.91
32293 Fresh Logistics 1,381.60
32294 Phils Phabulous Phoods (Slushees) 6,209.28
32295 Chefs Toys 78.37
32296 Gold Star Foods 1,382.40
32297 Robert Green Enterprises (truck lift gate repair) 77.00
32298 Robert Green Enterprises (truck lift gate repair) 156.00
32299 Innovative Promotions 1,971.96
32300 Allen Packaging 766.36
32301 Isite Software (Agency website) 990.00
32302 Gold Star Foods 2,594.20
32303 Fresh Logistics 1,946.80
TOTAL: $ 110,786.33
EXHIBIT: F
DATE: 01/20/15
TO:
FROM:
RE:
BOARD OF DIRECTORS
LYNNELLE GRUMBLES 1 SUSAN WEISS
YEAR 2015 FEDERAL MILEAGE RATE (IRS)
RECOMMENDATION #14-15-07/C4
It is recommended that the Board of Directors approve the official IRS mileagereimbursement rate of 57.5 cents per mile as the Agency's reimbursement rate.
Comment:The IRS has announced that effective January 1, 2015 the standardmileage reimbursement rate for 2015 is changed to 57.5 cents per mile(Jan. 2014 was 56.0 cents per mile). The IRS rate is historically the rateadopted by the Agency for reimbursement of employees who use theircars for Agency business purposes.
EXHIBIT: G
Date: 01/20/15
TO: BOARD OF DIRECTORS
FROM: LYNNELLE GRUMBLES 1SUSAN WEISS
RE: FINANCIAL REPORT - DECEMBER'14
FINANCIAL REPORT NO. 14-15-07/CC1
We finished the month of December with $21,672 in the black; last year we finished at$65,224 in the black. YTD the Agency is ($15,721) in the red -last year's figure was$153,155 in the black.
The cash in the bank & Treasury as of 12/31/2014 was $1,288,463.66
Points of interest - December:• Income was $734,339, - $12,798 higher than last year• The food and supplies cost was 35.66% of the income; last year it was 27.74%• The total support cost was 57.56% of the income; last year it was 58.52%
Points of interest - YTD:• Income was $3,922,014 - ($34,726) lowerthan last year• The Federal income is up $27,980 - 1.25%• Local Sales are down by ($77,979) - (5.76%)• The food & supplies cost is up $125,539 - 10.06%• The support cost is up by $46,686 - 2.10%
EXHIBIT: H
Santa Clarita Valley School Food Service Agency
Profit LossDECEMBER 2014
%of %ofDec-14 Dec-13 Diff. in $ Income Income
2014 2013 Budget %TDOrdinary Income/Expense
IncomeTotal Cash Over/Shortage $293 $51 $242 0.04% 0.01% $0 0.00%Total Interest Earned $2,416 $0 $2,416 0.33% 0.00% $12,000 20.13%Total Federal Income $422,561 $404,975 $17,586 57.54% 56.13% $5,082,225 8.31%Total Local Sales $244,353 $257,776 ($13,423) 33.28% 35.73% $3,095,160 7.89%Total Miscellaneous Income $30,158 $25,914 $4,244 4.11% 3.59% $450,000 6.70%Total State Income $34,558 $32,825 $1,733 4.71% 4.55% $411,098 8.41%
Total Income I $734,339 $721,541 $12,798 100.00% 100.00% $9,050,483 8.11%1Expense
Total Food & Food Supplies $261,868 $200,159 $61,709 35.66% 27.74% $2,780,230 9.42%Total Insurance/Contract Services $5,969 $2,644 $3,325 0.81% 0.37% $144,726 4.12%Total Operating Expense $13,701 $24,764 ($11,063) 1.87% 3.43% $308,000 4.45%Total Utilities $7,739 $7,026 $713 1.05% 0.97% $106,600 7.26%
Total Expenses $289,278 $234,594 $54,684 39.39% 32.51% $3,339,556 8.66%Total Direct Salaries $299,068 $298,918 $151 40.73% 41.43% $3,600,796 8.31%Total Fringe Benefits $123,623 $123,301 $321 16.83% 17.09% $1,365,685 9.05%
Total Support Costs $422,691 $422,219 $472 57.56% 58.52% $4,966,481 8.51%Capital Outlay $699 ($495) $1,194 0.10% -0.07% $35,000 2.00%
=1 Total Expense $712,6671 $656,3171 $56,350 97.05% 90.96% $8,341,037 8.54%1Net Ordinary Income $21,672 $65,224 ($43,552) 2.95% 9.04% $709,446 3.05%
Transfer Out to District $0 $0 $0 $0.00 $0.00 $750,000 0.00%Net Income $21,672 $65,224 ($43,552) 2.95% 9.04% ($40,554) -53.44%
Page 1 of 1
Santa Clarita Valley School Food Services AgencyPROFIT LOSS
JULY 2014 - DECEMBER 2014
JUL·DEC'14 JUL·DEC'13. . Difference % of % of
Difference In $ . %Income '14 Income '13In 0
Budget $TDOrdinary Income/Expense
Income
Total Cash Over/Shortage $840 $404 $437 108.23% 0.02% 0.01% $0.00 0.00%Total Interest Earned $2,416 $2,578 $0 0.00% 0.00% 0.00% $12,000 20.13%Total Federal Income $2,275,102 $2,247,122 $27,980 1.25% 58.01% 56.79% $5,082,225 44.77%
Total Nut. Ed. Grant $0 $5,920 $5,920 0.00% 0.00% 0.15% $0 0.00%Total Local Sales $1,274,855 $1,352,834 ($77,979) ·5.76% 32.51% 34.19% $3,095,160 41.19%Total Miscellaneous Income $169,520 $168,717 $803 0.48% 4.32% 4.26% $450,000 37.67%Total State Income $199,281 $179,166 $20,115 11.23% 5.08% 4.53% $411,098 48.48%
Total Income $3,922,014 $3,956,740 ($34,726) ·0.88% 99.94% 99.79% $9,050,483 43.33%1Expense
Total Food $1,373,457 $1,247,919 $125,539 10.06% 35.02% 31.54% $2,780,230 49.40%Total Insurance/Contract Services $97,184 $88,626 $8,558 9.66% 2.48% 2.24% $144,726 67.15%Total Operating Expense $129,911 $157,597 ($27,686) -17.57% 3.31% 3.98% $308,000 42.18%Total Utilities $61,922 $56,218 $5,705 10.15% 1.58% 1.42% $106,600 58.09%
Total Expenses $1,662,475 $1,550,360 $112,115 7.23% 42.39% 39.18% $3,339,556 49.78%Total Direct Salaries $1,669,489 $1,635,275 $34,214 2.09% 42.57% 41.33% $3,600,796 46.36%Total Fringe Benefits $601,579 $589,108 $12,472 2.12% 15.34% 14.89% $1,365,685 44.05%
Total Support Costs $2,271,068 $2,224,383 $46,686 2.10% 57.91% 56.22% $4,966,481 45.73%Capital Outlay $4,191 $28,842 ($24,651) -85.47% 0.11% 0.73% $35,000 11.97%
Total Expense $3,937,735 $3,803,585 $134,150 3.53% 100.40% 96.13% $8,341,037 47.21%1Net Ordinary Income ($15,721) $153,155 ($168,876) ·110.26% -0.40% 3.87% $709,446 -2.22%
Transfer Out to Districts $750,000 0.00%Net Income ($15,721) $153,155 ($168,876) -110.26% -0.40% 3.87% ($40,554) 38.76%
DATE: 01/20/15
TO:
FROM:
RE:
BOARD OF DIRECTORS
LYNNELLE GRUMBLES / JANE CRAWFORD
PARTICIPATION REPORT - DECEMBER 2014
REPORT NO. 14-15-07/CC2
The December overall participation numbers are lower. Lunchparticipation is lowerand Breakfast participation is up over the previousyear.
OVERALL PARTICIPATIONOverall participation for December '14 was 55.82% - 2.61 % lowerthanthe last year.
LUNCH PARTICIPATIONThe December '14 participation numbers are down from 44.17% to42.13% - (2.04% drop). The ADP decreasedfrom 11,042 lunches perday to 10,647.
BREAKFAST PARTICIPATIONThe breakfast participation for December '14 was 18.77% - 1.44% higherthan last year. We averaged 4,744 breakfasts per day (412 morebreakfasts per day than last year).
STUDENT SALESThe spending per student per day decreased from $0.112 to $0.086.
Additional Points of Interest for December 2014 vs December 2013:~ Combined enrollment is up by 270 students over last year; however,
there are approximately 458 eligible pre-school students included in theparticipation percentage and they are included in the enrollmentnumbers. Note: During the month of December 2014 (15 days), weserved 2,497 pre-school breakfasts (3.53% of overall breakfasts) and2,687 pre-school lunches (1.69% of overall lunches). These mealscontributed approximately $12,988 to our income for the month(accounting for the lossof snack income, additional B & L income from the five(5) newly participating pre-schoolswas $7,138.89 for the month)
)0> Overall, 2,140 less lunches served; 3,209 less paid lunches; 289 lessreduced lunches; 1,358 more free lunches.
)0> Overall, 15 more operating days for December '14 than December'13 (1more day at each school in Saugus USD)
)0> Total Free & Reduced priced lunches served was 61.93%; last year weserved 60.45%.
EXHIBIT: I
PARTICIPATIONDECEMBER 2014
I- 0 0z i= i=LUNCH w <{ <{0 0
(f) (f) :2 0- 0-W W >- >- --' u uo u --' --' ~ ~
PROGRAM « <{ 0 0
0 0 ::J ::J W W -c 0 0 0 i= i= 0:: 0::0 0 w W I- 0:: 0:: 0::« ~ w W 0:: 0:: 0 o, c, z <{ <{ oil oil0- 0:: 0:: u, u, I- 0 0 W 0- 0- u, u,
13/14 14/15 13/14 14/15 13/14 14/15 13/14 13/14 14/15
CASTAIC MIDDLELIVE OAKNORTHLAKE HILLS'
MCGRATH' 555 476 993 819 7339 7415 8887 8710 15 15 592 581 724 767 81.83% 75.71% Vo 94.54 0
MEADOWS 1296 1151 400 354 824 962 2520 2467 15 15 168 164 609 622 27.59% 26.44% 48.57% 53.34%NEWHALL' 371 367 513 650 7049 7067 7933 8084 15 15 529 539 668 733 79.17% 73.52% 95.32% 95.46%OLD ORCHARD 876 923 326 205 2351 2321 3553 3449 15 15 237 230 475 470 49.87% 48.92% 75.34% 73.24%PEACHLAND' 605 399 304 267 3845 3762 4754 4428 15 15 317 295 537 546 59.02% 54.07% 87.27% 90.99%STEVENSON RANCH 3812 2906 118 105 467 429 4397 3440 15 15 293 229 837 809 35.02% 28.35% 13.30% 15.52%PICO CANYON 2829 2738 499 488 1222 1054 4550 4280 15 15 303 285 968 968 31.34% 29.48% 37.82% 36.03%VALENCIA VALLEY 1904 1734 261 286 765 756 2930 2776 15 15 195 185 684 677 28.56% 27.34% 35.02% 37.54%WILEY CANYON 830 764 657 700 5383 5277 6870 6741 15 15 458 449 709 688 64.60% 65.32% 87.92% 88.67%OAK HILLS 2646 2315 125 58 338 303 3109 2676 15 15 207 178 613 611 33.81% 29.20% 14.89% 13.49%
•0
CEDARCREEK' 710 785 1028 942 4735 4883 6473 6610 14 15 462 441 549 574 84.22% 76.77% 89.03% 88.12%EMBLEM 1333 1575 355 296 741 721 2429 2592 14 15 174 173 554 685 31.32% 25.23% 45.12% 39.24%FOSTER 2205 2028 181 117 572 609 2958 2754 14 15 211 184 633 603 33.38% 30.45% 25.46% 26.36%HELMERS 2260 2377 206 227 411 316 2877 2920 14 15 206 195 756 748 27.18% 26.02% 21.45% 18.60%HIGHLANDS 1398 1367 387 337 1125 1072 2910 2776 14 15 208 185 497 477 41.82% 38.80% 51.96% 50.76%MOUNTAINVIEW 1825 1916 79 185 621 387 2525 2488 14 15 180 166 841 779 21.45% 21.29% 27.72% 22.99%NORTH PARK 2524 2144 416 312 631 736 3571 3192 14 15 255 213 795 768 32.08% 27.71% 29.32% 32.83%PLUM CANYON 1950 1528 345 292 570 668 2865 2488 14 15 205 1.66 702 683 29.15% 24.29% 31.94% 38.59%RIO VISTA' 1304 1299 717 840 3912 3945 5933 6084 14 15 424 406 679 660 62.41% 61.45% 78.02% 78.65%ROSEDELL 1983 1808 484 571 1356 1095 3823 3474 14 15 273 232 755 728 36.17% 31.81% 48.13% 47.96%SANTA CLARITA 1029 1061 546 494 948 881 2523 2436 14 15 180 162 421 426 42.81% 38.12% 59.22% 56.44%SKYBLUE MESA 1332 1645 703 515 1260 1625 3295 3785 14 15 235 252 512 520 45.97% 48.53% 59.58% 56.54%TESORO 1960 2067 231 306 182 491 2373 2864 14 15 170 191 575 639 29.48% 29.88% 17.40% 27.83%WEST CREEK 2834 3219 240 186 307 337 3381 3742 14 15 242 249 716 807 33.73% 30.91% 16.18% 13.98%SAUGUS DISTRICT 28660 28584 6111 5747 17798 18579 52569 52910 210 225 3755 3527 9967 10062 37.67% 35.06% 45.48% 45.98%
FAIR OAKS RANCH 2690 964 1148 3107 2987 6761 6774 15 15 451 930 913 48.47% 61.04%LEONA COX 1028 482 566 3132 3163 4642 4749 15 15 309 524 595 59.06% 78.52%MINT CANYON' 768 915 779 4144 4339 5827 5688 15 15 388 526 569 73.85% 89.98%MITCHELL 1699 677 732 2474 2964 4850 5225 15 15 323 632 631 51.16% 70.74%PINETREE 1801 566 678 1433 1290 3800 3753 15 15 253 593 568 42.72% 52.44%SULPHUR SPRINGS 2031 421 511 1682 1666 4134 4092 15 15 276 631 623 43.68% 53.20%ALLEY VIEW 1104 808 749 4027 3684 5939 5432 15 15 396 598 592 66.21% 81.61%
GOLDEN OAK 2053 374 541 802 836 3229 3332 15 15 215 514 547 41.88% 41.33%
* includes Pte-K (458)
EXHIBIT:
PARTICIPATIONDECEMBER 2014
I-- I-- 0 0BREAKFAST z z i= ~w w «0 2 2 n, a,w ....J ....Jl5 l5PROGRAM o ....J ....J ....J ....J
0 0 ::> w w ~ ~ 0 0 i= i=0 w w a, 0:: 0:: 0:: 0::« « w 0:: 0:: 0 0 0 z z « «c, c, 0:: u, u, I-- I- « w w n, c,
13/14 14/15 13/14 14/15 13/14
MCGRATH- 90 75 2941 3673 4136 276 724 767 31.58 35.95%MEADOWS 204 264 369 556 1014 68 609 622 7.96% 10.87%NEWHALL* 41 104 2571 3225 3571 238 668 733 27.85% 32.48%OLD ORCHARD 178 240 1583 1548 1875 125 475 470 27.55% 26.60%PEACHLAND* 96 106 2230 2456 2764 184 537 546 30.06% 33.75%STEVENSON RANCH 356 905 186 260 1206 80 837 809 4.59% 9.94%PICOCANYON 641 739 642 499 1454 97 968 968 10.03% 10.01%VALENCIA VALLEY 508 556 300 391 1097 73 684 677 8.90% 10.80%WILEY CANYON 157 211 2771 3056 3606 240 709 688 30.53% 34.94%OAK HILLS 908 842 120 165 1025 68 613 611 11.64% 11.18%
I- •
CEDARCREEK * 232 290 578 590 2397 2728 3207 3608 229 241 549 574 41.73% 41.90%EMBLEM 152 277 120 101 306 400 578 778 41 52 554 685 7.45% 7.57%FOSTER 310 434 84 91 281 264 675 789 48 53 633 603 7.62% 8.72%HELMERS 931 910 85 115 142 224 1158 1249 83 83 756 748 10.94% 11.13%HIGHLANDS 376 503 235 216 657 633 1268 1352 91 90 497 477 18.22% 18.90%MOUNTAINVIEW 183 249 30 59 185 181 398 489 28 33 841 779 3.38% 4.18%NORTHPARK 716 458 238 180 317 397 1271 1035 91 69 795 768 11.42% 8.98%PLUM CANYON 159 253 180 93 301 192 640 538 46 36 702 683 6.51% 5.25%RIO VISTA* 236 401 311 483 1757 2286 2304 3170 165 211 679 660 24.24% 32.02%ROSEDELL 591 805 342 435 744 824 1677 2064 120 138 755 728 15.87% 18.90%SANTA CLARITA 133 145 205 139 235 360 573 644 41 43 421 426 9.72% 10.08%SKYBLUE MESA 344 350 546 360 887 1213 1777 1923 127 128 512 520 24.79% 24.65%TESORO 505 763 221 310 164 489 890 1562 64 104 575 639 11.06% 16.30%WEST CREEK 660 925 126 121 185 200 971 1246 65 83 716 807 9.04% 10.29%
I; .
FAIR OAKS RANCH 654 655 551 583 1733 1627 2938 2865 196 191 930 913 21.06% 20.92%LEONA COX 120 210 307 412 2227 2188 2654 2810 177 187 524 595 33.77% 31.48%MINT CANYON* 164 101 450 520 2146 2327 2760 2948 184 197 526 569 34.98% 34.54%MITCHELL 464 636 375 490 1471 1839 2310 2965 154 198 632 631 24.37% 31.33%PINETREE 246 275 282 298 679 529 1207 1102 80 73 593 568 13.57% 12.93%SULPHUR SPRINGS 424 331 193 297 840 940 1457 1568 97 105 631 623 15.39% 16.78%VALLEY VIEW 376 321 437 399 2412 2277 3225 2997 215 200 598 592 35.95% 33.75%GOLDEN OAK 133 65 38 24 186 179 357 268 24 18 514 547 4.63% 3.27%
EXHIBIT:
PARTICIPATIONDECEMBER 2014
A la Carte andOverall
STUDENT SALES STUDENT SALES per DAY UNIT SALES perDAY
AVERAGE STUDENTSPENDING per DAY
COMBINEDPARTICIPATION
CASTAIC ELEMENTARYCASTAIC MIDDLELIVE OAKr~ORTHLAKE HILLS*
MCGRATH*MEADOWSNEWHALL*OLD ORCHARDPEACHLAND*STEVENSON RANCHPICOCANYONIALENCIAVALLEY
WILEY CANYONOAK HILLS
•BRIDGEPORTCEDARCREEK *EMBLEMFOSTERHELMERSHIGHLANDSMOUNTAINVIEWr~ORTHPARKPLUM CANYONHIOVISTA*HOSEDELLSANTA CLARITASKYBLUE MESAlrESORONEST CREEK'.. •CANYON SPRINGS*FAIR OAKS RANCH£ONACOX
MINT CANYON*MITCHELLPINETREESULPHUR SPRINGSIALLEYVIEW
GOLDEN OAK
$172.49$417.05$652.19$237.89$410.25$810.95$793.21$451.50$269.45$858.90
$1,585.70$1,649.10
$523.12$1,250.36$1,217.25
$362.35$916.10
$1,486.69$1,342.65
$736.30$786.35$670.20
$1,144.35$1,052.95
$821.00
$261.80$145.00$433.60$265.13$429.93$518.71$632.98$121.98$295.10$521.70
$1,419.55$1,330.01
$263.55$917.31
$1,197.90$210.10$751.60$930.20
$1,197.05$882.45$708.25$743.75$825.30$280.80$704.30
$11.50 $17.45$27.80 $9.67$43.48 $28.91$15.86 $17.68$27.35 $28.66$54.06 $34.58$52.88 $42.20$30.10 $8.13$17.96 $19.67$57.26 $34.78: , , '
$113.26 $94.64$117.79 $88.67
$37.37 $17.57$89.31 $61.15$86.95 $79.86$25.88 $14.01$65.44 $50.11
$106.19 $62.01$95.90 $79.80$52.59 $58.83$56.17 $47.22$47.87 $49.58$81.74 $55.02$75.21 $18.72$58.64 $46.95
- -- ------ -- - ---- - - ---- - - ---- --------- - --89 3,983 60.09% 57.7 % $0.050 $0.035----- - --------------- - ---- - - - -- - -
713206B44~~10411~~39378;~41!;75;~72
, u
421B36;~13280290266227~~54;~75!;32~~61;225~~40239306--------- -- - -- ---------~- ---- - - ----
$12,362.12 $1,110.32 $824.14 4,------------ --~--- ---------.---------- -
$943.20$1,656.94
$774.00$971.80$913.55$141.45
$1,414.10$1,106.67$1,103.63
$885.30$1,012.88
$693.65$890.85$646.70$60.20
$764.71$908.73$902.16
$62.88$110.46
$51.60$64.79$60.90$9.43
$94.27$73.78$73.58
$59.02$67.53$46.24$59.39$43.11
$4.01$50.98$60.58$60.14
B06B04424!;13431298:·m!;40264
727 98.42%203 33.85%672 96.35%301 65.31%402 76.59%287 40.55%355 39.08%226 35.21%579 81.13%230 44.30%
94.8:2%32.6:5%91.74%64.10%73.516%35.4:5%36.616%33.34%84.2:2%37.64%
$0.089$0.034$0.086$0.044$0.129$0.015$0.083$0.018$0.096$0.133
"
400 42.85% 41.41% $0.111605 115.81% 105.45% $0.196208 38.42% 30.29% $0.196240 44.24% 39.88% $0.134276 38.40% 36.93% $0.101237 53.54% 49.71% $0.035207 27.03% 26.610% $0.072278 44.47% 36.24% $0.124224 39.24% 32.7:5% $0.157541 78.40% 81.9:2% $0.120324 47.82% 44.51% $0.117209 53.35% 48.98% $0.137344 66.35% 66.14% $0.191252 41.55% 39.49% $0.108314 42.67% 38.97% $0.120
~.., I' : ' , ',1
654 111.68% 101.51% $0.145581 64.94% 63.6:2% $0.116433 80.87% 72.84% $0.075507 97.50% 89.1:3% $0.145469 68.16% 74.2,8% $0.151289 50.30% 50.87% $0.031351 58.84% 56.27% $0.137492 90.35% 83.116% $0.151261 51.35% 47.74% $0.122
$0.023$0.016$0.039$0.038$0.052$0.043$0.044$0.012$0.029$0.057
$0.098$0.154$0.026$0.101$0.107$0.029$0.064$0.081$0.117$0.089$0.065$0.116$0.106$0.029$0.058'" .:$0.092$0.074$0.078$0.104$0.068$0.007$0.082$0.102$0.110
eXHIBIT:
Date: 01/20/15
10:-
FROM:
RE:
BOARD OF DIRECTORS
LYNNELLE GRUMBLES / SUSAN WEISS
2nd INTERIM BUDGET WORKSHOP #1
REPORT NO. 14-15-07/CC3
The first workshop for the 2nd Interim Budget will be presented for discussionduring the January zo" Board meeting.
EXHIBIT: J
DATE: 01/20/15
TO:
FROM:
RE:
BOARD OF DIRECTORS
LYNNELLE GRUMBLES
1ST READING - JPA ADMINISTRATIVE REGULATION GAMUTREVISIONS (10/2014)AR 1312.3 - UNIFORM COMPLAINT PROCEDURES
REPORT NO. 14-15-07/ CC4
This Administrative Regulation is being REVISED:
Comment:Presented for the 1st reading is:
AR 1312.3 - Uniform Complaint Procedures
Mandated regulation updated to more clearly spell out the Agency'sresponsibilities, especially with regards to discrimination complaints. Revisedregulation also specifies clear and effective practices that facilitate promptand fair resolution of complaints, including training for compliance officer(s),establishment of well-defined timelines, and provision of comprehensiverequirements regarding essential components of the complaint process suchas findings of facts, notification, translation, and corrective action.
EXHIBIT: K
Community Relations AR 1312.3(a)
UNIFORM COMPLAINT PROCEDURES
Except as the Board of Directors may otherwise specifically provide in other SCVSFSApolicies, these general uniform complaint procedures (UCP) shall be used to investigate andresolve only the complaints specified in BP 1312.3
(cf. 1312.1 - Complaints Concerning District Employees)(cf. 1312.2 - Complaints Concerning Instructional Materials)(cf. 1312.4 - Williams Uniform Complaint Procedures)(cf. 4031 - Complaints Concerning Discrimination in Employment)
Compliance Officers
The Board of Directors designates the individual(s) identified below as the employee(s)responsible for coordinating the Santa Clarita Valley School Food Services Agency(SCVSFSA) response to complaints and for complying with state and federal civil rightslaws. following compliance officer to receive and investigate complaints and to ensure SantaClarita Valley School Food Services Agency (SCV8FSA) The individual(s) shall receive andcoordinate the investigation of complaints and shall ensure SCVSFSA compliance with law:
(cf. 5145.3 - NondiscriminationiHarassment)(cf. 5145.7 - Sexual Harassment)
Chief Executive Officer (CEO)25210 Anza DriveValencia, CA 91355(661) [email protected]
The CEO or designee compliance officer who receives a complaint may assign anothercompliance officer to investigate the complaint. The compliance officer shall promptlynotify the complainant if another compliance officer is designated to investigate thecomplaint. shall ensure that employees designated to investigate complaints are knowledgeableabout the laws and programs for "'/hich they are responsible. Designated employees may haveaccess to legal counsel as determined by the CEO or designee.
In no instance shall a compliance officer be designated to investigate a complaint if he/sheis mentioned in the complaint or has a conflict of interest that would prohibit him/her fromfairly investigating the complaint. Any complaint filed against or implicating a complianceofficer may be filed with the Superintendent or designee.
The Superintendent or designee shall ensure that employees designated to investigatecomplaints receive training and are knowledgeable about the laws and programs whichthey are assigned to investigate. Training provided to such designated employees shallinclude current state and federal laws and regulations governing the program, applicableprocesses for investigating complaints, including those involving alleged
AR 1312.3(b)
UNIFORM COMPLAINT PROCEDURES (continued)
discrimination, applicable standards for reaching decisions on complaints, and appropriatecorrective measures. Designated employees may have access to legal counsel as determinedby the Superintendent or designee.
(cf. 4331 - Staff Development)(ef 9124 -Attorney)
Notifications
The CEO or designee shall annually provide written notification of the SCVSFSA's UCP(unifonn complaint procedures) to employees, parents/guardians, appropriate private schoolofficials or representatives, and other interested parties. (5 CCR 4622)
The CEO or designee shall make available copIes of the 8CV8F8A,'s unifonn complaintprocedures free of charge. (5 CCR 4622)
(cf. 3260 - Fees and Charges)(cf; 4112.9/4212.9/4312.9 - Employee Notifications)
The notice shall:
1. Identify the person(s), position(s), or unites) responsible for receiving complaints
2. Advise the complainant of any civil law remedies that may be available to him/her understate or federal discrimination laws, if applicable
3. Advise the complainant of the appeal process, including, if applicable, pursuant toEducation Code 262.3, including the complainant's right to take a complaint directly tothe California Department of Education (CDE) or to pursue remedies before civil courtsor other public agencies, such as the U.S. Department of Education's Office for CivilRights (OCR) in cases involving unlawful discrimination.
4. Include statements that:
a. The SCVSFSA is primarily responsible has the primary responsibility toensure fer compliance with applicable state and federal laws and regulations.
b. The complaint review shall be completed within 60 calendar days from the date ofreceipt of the complaint unless the complainant agrees in writing to an extensionof the timeline.
c. A complaint alleging retaliation, An unlawful discrimination, or bullyingcomplaint must be filed not later than six months from the date the allegeddiscrimination occurs, or six months from the date the complainant firstobtaineds knowledge of the facts of the alleged discrimination. The time for
AR 1312.3(c)
UNIFORM COMPLAINT PROCEDURES (continued)
filing may be extended for up to 90 days by the CEO of designee for goodcause upon written request by the complainant setting forth the reasons forthe extension.
d. The complainant has a right to appeal the SCVSFSA's decision to the CDE byfiling a written appeal within 15 days of receiving the SCVSFSA's decision.
e. The appeal to the CDE must include a copy of the complaint filed with theSCVSFSA and a copy of the SCVSFSA's decision.
f. Copies of the SCVSFSA's UCP are available free of charge. (5 CCR 4622)
(if. 5145,6 Pam'ltaI1VetijicatieFls)Procedures - SCVSFSA's Responsibilities
All UCP-related complaints shall be investigated and resolved within 60 calendar days ofthe SCVSFSA's receipt of the complaint unless the comPlainr' nt agrees in writing to anextension of the timeline. 5 CCR 4631
The following procedures shall be used to address all complaints I",vhichallege that SCVSFSAhas violated federal or state laws or regulations governing educational programs. Thecompliance officer(s) shall maintain a record of each complaint aJd subsequent related actions,including steps taken during the investigation and all information required for compliancewith 5 CCR 4631 and 4633.
All parties involved in allegations shall be notified when a cornplai t is filed, when a complaintmeeting or hearing is scheduled, and when a decision or ruling is made. However, thecompliance officer shall keep all complaints or allegation~ of retaliation, unlawfuldiscrimination, or bullying confidential except when disclosure ir necessary to carry out theinvestigation, take subsequent corrective action, conduct ongoing monitoring, or maintainthe integrity of the process. (5 CCR 4630, 4964)
Step 1: Filing of Complaint
The complaint shall be presented to the compliance officer w~o shall maintain a log ofcomplaints received, providing each with a code number and a date stamp.
All complaints shall be filed in accordance with the following:
1. A written complaint alleging SCVSFSA violation of applicable state or federal lawor regulations governing child nutrition programs Any ihdividual, public agency, ororganization may be filed by any individual, public agenc~, or organization. (5 CCR4630)
AR 1312.3(d)
UNIFORM COMPLAINT PROCEDURES (continued)
2. A complaint alleging unlawful discrimination, including discriminatory harassment,intimidation, or bullying, may be filed only by a person who alleges that he/shepersonally suffered unlawful discrimination or by a person who believes that anindividual or any specific class of individuals has been subjectedto it. The complaint shall be initiated no later than six months from the date whenthe alleged discrimination occurred, or six months from the date when thecomplainant first obtained knowledge of the facts of the alleged discrimination. Thetime for filing may be extended for up to 90 days by the CEO or designee for goodcause upon written request by the complainant setting forth the reasons for theextension. (5 CCR 4630)
3. When a complaint alleging unlawful discrimination or bullying is filedanonymously, the compliance officer shall pursue an investigation or other responseas appropriate, depending on the specificity and reliability of the informationprovided and the seriousness of the allegation.
4. If a complainant is unable to put a complaint in writing due to conditions such as adisability or illiteracy, SCVSFSA staff shall assist himlher in the filing of the complaint.(5 CCR4600)
Step 2: Mediation
Within three business days ef after the compliance officer receives receiving the complaint,he/she the compliance officer may informally discuss with all of the parties the complainant thepossibility of using mediation. Mediation shall be not be offered or used to resolve anycomplaint involving an allegation of asexual assault or where there is a reasonable risk thata party to the mediation would feel compelled to participate. If the complainant If theparties agree to mediation, the compliance officer shall make all arrangements for this process.
Before initiating the mediation of a complaint alleging retaliation, unlawful discriminationcomplaint, or bullying, the compliance officer shall ensure that all parties agree to make themediator a party to related relevant confidential information. The compliance officer shall alsonotify all parties of the right to end the informal process at any time.
If the mediation process does not resolve the problem within the parameters of law, thecompliance officer shall proceed with his/her investigation of the complaint.
The use of mediation shall not extend SCVSFSA's timelines for investigating and resolving thecomplaint unless the complainant agrees in writing to such an extension of time. (5 CCR 4631)If mediation is successful and the complaint is withdrawn, then the SCVSFSA shall takeonly the actions agreed to through mediation. If mediation is unsuccessful, the SCVSFSAshall then continue with subsequent steps specified in this administrative regulation.
AR 1312.3(e)
UNIFORM COMPLAINT PROCEDURES (continued)
Step 3: Investigation of Complaint
Within 10 business days after the compliance officer receives the complaint, the complianceofficer shall begin an investigation into the complaint. is encouraged to hold an investigativemeeting within five days of receiving the complaint or an unsuccessful attempt to mediate thecomplaint. This meeting shall provide an opportunity for the complainant and/or hislherrepresentative to repeat the complaint orally.
Within one business day of initiating the investigation, the compliance officer shall providethe complainant and/or his/her representative shall have an with the opportunity to present theinformation contained in complaint to the compliance officer and shall notify thecomplainant and/or hislher representative of the opportunity to present the complianceofficer with and any evidence, or information leading to evidence, to support the allegations inthe complaint. Such evidence or information may be presented at any time during theinvestigation. (5 CCR 4631)
In conducting the investigation, the compliance officer shall collect all available documentsand review all available records, notes, or statements related to the complaint, includingany additional evidence or information received from the parties during the course of theinvestigation, shall individually interview all available witnesses with information pertinentto the complaint, and may visit any reasonably accessible location where the relevantactions are alleged to have taken place. To resolve a complaint alleging retaliation,unlawful discrimination, or bullying, the compliance officer shall interview the allegedvictim(s), any alleged offenders, and other relevant witnesses privately, separately, and in aconfidential manner. As necessary, additional staff or legal counsel may conduct or supportthe investigation.
A complainant's refusal to provide SCVSFSA's investigator with documents or other evidencerelated to the allegations in the complaint, or hislher failure or refusal to cooperate in theinvestigation or his/her engagement in any other obstruction of the investigation may result in thedismissal of the complaint because of a lack of evidence to support the allegation. (5 CCR 4631)
In accordance with law, the SCVSFSN-s shall provide the investigator with access to recordsand/or other information related to the allegation in the complaint and shall not in any wayobstruct the investigation. Failure or refusal of the SCVSFSA to cooperate in theinvestigation or its failure or refusal to cooperate in the investigation or its engagement in anyother obstruction of the investigation, may result in a finding based on evidence collected that aviolation has occurred and may result in the imposition of a remedy in favor of the complainant.(5 CCR 4631)
The compliance officer shall apply a "preponderance of the evidence" standard indetermining the veracity of the factual allegations in a complaint. This standard is met ifthe allegation is more likely to be true than not.
AR 1312.3(f)
UNIFORM COMPLAINT PROCEDURES (continued)
Step 4: RespoBse Report of Findings
Unless extended by written agreement with the complainant, the compliance officer shall prepareand send to the complainant a written report of SCVSFSA's investigation and decision, asdescribed in Step #5 the section "Final Written Decision" below, within 60 days ofSCVSFSA's receipt of the complaint. (5 CCR 4631)
The Board may consider the matter at its next regular Board meeting or at a special Boardmeeting convened in order to meet the 60-day time limit within which the complaint mustbe answered. The Board may decide not to hear the complaint, in which case thecompliance officer's decision shall be final.
If the Board hears the complaint, the compliance officer shall send the Board's decision tothe complainant within 60 calendar days of the SCVSFSA's initial receipt of the complaintor within the time period that has been specified in a written agreement with thecomplainant.
Step 5: Final Written Decision
SCVSFSA's decision shall be in writing and sent to the complainant. (5 CCR 4631)
SCVSFSA's decision shall be 'Nrirten in English and in the language of the complainant.••vhene:ver feasible or as required by law. In consultation with SCVSFSA's legal counsel,information about the relevant part of a decision may be communicated to a victim who isnot the complainant and to other parties that may be involved in implementing the decisionor affected by the complaint, as long as the privacy of the parties is protected.
If the complaint involves a limited-English-proficient employee the SCVSFSA shall ensuremeaningful access to all relevant information for the employee with limited Englishproficiency.
For all complaints, the decision shall include: (5 CCR 4631)
1. The findings of fact based on the evidence gathered. In reaching a factual determination,the following factors may be taken into account: (5 CCR 4631)
a. Statements made by any witnesses
b. The relative credibility of the individuals involved
c. How the complaining individual reacted to the incident
d. Any documentary or other evidence relating to the alleged conduct
AR 1312.3(g)
UNIFORM COMPLAINT PROCEDURES (continued)
e. Past instances of similar conduct by any alleged offenders
f. Past false allegations made by the complainant
2. The conclusion(s) oflaw (5 CCR 4631)
3. Disposition of the complaint (5 CCR 4631)
4. Rationale for such disposition (5 CCR 4631)
For complaints of retaliation or unlawful discrimination, including discriminatoryharassment, intimidation, or bullying, the disposition of the complaint shall include adetermination for each allegation as to whether retaliation or unlawful discriminationhas occurred.
The determination of whether a hostile environment exists may involve consideration ofthe following:
a. How the misconduct affected one or more students' education.
b. The type, frequency, and duration of the misconduct
c. The relationship between the alleged victim(s) and offender(s)
d. The number of persons engaged in the conduct and at whom the conduct was directed
e. The location of the incidents, and context in which they occurred
f. Other incidents at the location involving different individuals
5. Corrective action(s) if any are warranted (5 CCR 4631)
For complaints of unlawful discrimination, including discriminatory harassment,intimidation or bullying, the notice may, as required by law, include:
a. The corrective actions imposed on the individual found to have engaged in theconduct that relate directly to the subject of the complaint.
b. Individual remedies offered or provided to the subject of the complaint
AR 1312.3(h)
UNIFORM COMPLAINT PROCEDURES (continued)
c. Systemic measures the SCVSFSA has taken to eliminate a hostile environmentand prevent recurrence.
6. Notice of the complainant's right to appeal SCVSFSA's decision within 15 calendar daysto the CDE and procedures to be followed for initiating such an appeal (5 CCR 4631)
For complaints alleging unlawful discrimination, including discriminatory harassment,intimidation, and bullying, based on state law, the decision shall also include a notice to thecomplainant that:
1. He/she may pursue available civil law remedies outside of the SCVSFSA'scomplaint procedures, including seeking assistance from mediation centers orpublic/private interest attorneys, For discrimination complaints, notice that thecomplainant must \vait until 60 calendar days have elapsed from after the filing of anappeal with the CDE. before pursuing civillavi remedies (Education Code 262.3)
2. The 60 days moratorium does not apply to complaints seeking injunctive relief instate courts or to discrimination complaints based on federal law. (Education Code262.3)
3. Complaints alleging discrimination based on race, color, national origin, sex,gender, disability, or age may also be filed with the U.S. Department of Education,Office for Civil Rights at www.ed.gov/ocr within 180 days of the allegeddiscrimination.
Corrective Actions
When a complaint is found to have merit, the compliance officer shall adopt anyappropriate corrective action permitted by law. Appropriate corrective actions that focuson the SCVSFSA environment may include, but are not limited to, actions to reinforceSCVSFSA policies, and training for staff.
If an employee is disciplined as a result of the complaint, the decision shall simply state thateffective action was taken and that the employee was informed of SCVSFSA expectations. Thereport shall not give any further information as to the nature of the disciplinary action.
Appeals to the California Department of Education
If-Any complainant who is dissatisfied with SCVSFSA's final written decision, thecomplainant may file an appeal in writing to the CDE within 15 calendar days of receiving theSCVSFSA's decision. (Education Code 49013, 52075; 5 CCR 4632)
When appealing to the CDE, The complainant HHiSt--shallspecify the basis for the appeal of thedecision and whether the facts are incorrect and/or the law has been misapplied. The appeal shall
AR 1312.3(i)
UNIFORM COMPLAINT PROCEDURES (continued)
be accompanied by a copy of the locally filed complaint and a copy of SCVSFSA's decision. (5CCR4632)
Upon notification by the CDE that the complainant has appealed SCVSFSA's decision, the CEOor designee shall forward the following documents to the CDE: (5 CCR 4633)1. A copy of the original complaint
2. A copy of the decision
3. A summary of the nature and extent of the investigation conducted by SCVSFSA, if notcovered by the decision
4. A copy of the investigation file, including, but not limited to, all notes, interviews, anddocuments submitted by the parties and gathered by the investigator
5. A report of any action taken to resolve the complaint
6. A copy of SCVSFSA's uniform complaint procedures
7. Other relevant information requested by the CDEThe CDE may directly intervene in the a complaint without waiting for action by the SCVSFSAwhen one of the certain conditions exist listed in 5 CCR 4650 exists, including cases in whichthe SCVSFSA has not taken action within 60 days of the date the complaint 'vvas filed withSCVSFSA. the following: (1) the complaint alleges failure to comply with the UCP,including failure to follow the required timelines and failure to implement the final writtendecision; (2) the complainant requires anonymity due to the possibility of retaliation andwould suffer immediate and irreparable harm if a complaint was filed and the complainantwas named; or (3) the complainant alleges that he/she would suffer immediate andirreparable harm as a result of an application of a SCVSFSA policy that is in conflict withstate or federal law and that filing a complaint would be futile;
Civil Law RemediesA complainant may pursue available civil law remedies outside of the SCVSFSA's complaintprocedures. Complainants may seek assistance from mediation centers or public/private interestattorneys. Civil law remedies that may be imposed by a court include, but are not limited to,injunctions and restraining orders. For discrimination complaints, however, a complainant mustwait until 60 days have elapsed from the filing of an appeal with the CDE before pursuing civillaw remedies. The moratorium does not apply to injunctive relief and is applicable only ifSCVSFSA has appropriately, and in a timely manner, apprised the complainant of his/her right tofile a complaint in accordance with 5 CCR 4622.
(3/12 1/13) 10114Regulation SANTA CLARITA VALLEY SCHOOL FOOD SERVICES AGENCYapproved: March 27, 2012 Valencia, CaliforniaREVISED:
DATE: 01/20/15
TO:
FROM:
RE:
BOARD OF DIRECTORS
LYNNELLE GRUMBLES / SUSAN WEISS
ACTS MONTHLY REPORT - SUPER CO-OP
REPORT NO. 14-15-07/CC5
The monthly report from ACTS (Accurate Commodity Tracking Systems)for school nutrition programs may be presented at the Board meeting.
EXHIBIT: L
DATE: 01/20/15
TO:
FROM:
RE:
BOARD OF DIRECTORS
LYNNELLE GRUMBLES/ MARCIA DAINS
SUPERCO-OP REPORT (JANUARY 2015)
REPORTNO. 14-15-07/CC6
At the request of the Board this item was placed on the ConferenceCalendar for relaying monthly information updates about the activity inthe SUPERCo-Op.
EXHIBIT: M
SUPER CO-OP REPORT (JANUARY 2015)
REPORTNO. 14-15-07/CC6
Work to complete 2013-14 year administrative tasks with OJ Co-Opscontinues and communication has been positive. Volume rebate checksfor 2013-14 are being issued this month. Several districts owe OJ Co-Opsmoney on past-due invoices ($34,670.18) and that will be deducted fromthe rebate checks. We are still negotiating past year fees that may bedue to OJ Co-Ops for carry-over inventory at processors of approximately$19,000. They have indicated that the website will remain available untilJune 30, 2015 for access to reports from previous years. Member districtstypically utilize this information for district audit purposes.
A Super Co-Op Governing Council was held at the Gold Star Foods officein Ontario on January 16, 2015. A full report will be provided at the Boardof Directors meeting.
The deadline to change the way districts order and receive USDA Foodsfor the 2015-16 school year was December 15, 2014. Eleven additionaldistricts with collective enrollment of 151,600 will join the Super Co-Opnext year including Alview-Dairyland, Alvord, Coachella Valley, Dixon,Golden Valley, Hueneme, National, North County, Novato, San Bernardino,and Temecula Valley. Four districts with combined enrollment of 68,940have elected to leave the co-op including Ontario-Montclair, Riverside,Pioneer Union, and Ocean View.
The Super Co-Op Member Handbook has been completed and is availableto members on the Super Co-Op website. It was reviewed by GoverningCouncil members and is expected to be updated annually. The documentcontains valuable information about USDA Foods entitlement, value passthrough, delivery, processing, fees, and co-op governance.
Correspondence was sent to Don Lee Farms regarding providingtransaction history for Super Co-Op member districts sales to the Co-OpAdministrator, Gold Star Foods. Data has not been received on a regularbasis this school year and we have been unable to reconcile thecommodity discounts for member districts. As part of the ProvisionalContract entered into in response to RFP # 201314-0321-1 for Commodityand Non-Commodity Products, it is the responsibility of the manufacturerto provide the requested data on a regular basis. This is one of thefindings from the ACTS contract verification report. The company wasimmediately responsive to the correspondence and is still working tocorrect reporting deficiencies with Gold Star Foods.
EXHIBIT: M
DRIFTWOOD DAIRY PRICES(YTD)
PRODUCT DESCRIPTION Item # Jul·14 Aug·14 Sep·14 Oct·14 Nov·14 Dec·14 Jan·15 Feb·15 Mar·15 Apr·15 May·15 Jun·15
Fat free milk (ea) 12040 0.2332 0.2307 0.2305 0.2253 0.2140 0.2327 0.2088Lowfat 1% (ea) 13040 0.2676 0.2655 0.2654 0.2620 0.2488 0 ..2655 0.2369Chocolate Non Fat (ea) 16040 0.2550 0.2530 0.2528 0.2479 0.2372 0.2549 0.23354 oz Oranqe Juice (ea 25000 0.1350 0.1350 0.1350 0.1350 0.1350 0.1350 0.13501/2 Pint,Orange Juice ea) 25040 0.2450 0.2450 0.2450 0.2450 0.2450 0.2450 0.24504 oz. Apple Juice (ea) 26000 0.1200 0.1200 0.1200 0.1200 0.1200 0.1200 0.12001/2 Pint, Apple Juice (ea) 26040 0.2200 0.2200 0.2200 0.2200 0.2200 0.2200 0.22004 oz Wild berry Juice (ea) 27000 0.1225 0.1225 0.1225 0.1225 0.1225 0.1225 0.1225Trix cherry vosun 4 oz (48/cs) 52201 13.6700 13.6700 13.6700 13.6700 13.6700 13.6700 13.6700Trix straw-banana yogurt 4 oz (48/cs) 52202 13.6700 13.6700 13.6700 13.6700 13.6700 13.6700 13.6700Strawberry Juice bar (48/cs) 86627 12.6000 12.9600 12.9600 12.9600 12.9600 12.9600 12.9600Sour Cherry Juice bar (48/cs) 86628 12.9600 12.9600 12.9600 12.9600 12.9600 12.9600 12.9600Water 80z (28/cs) W/CRV .05 (ea) 45710 0.2100 0.2100 0.2100 0.2100 0.2100 0.2100 0.2100LF Fudge bar (24/cs) 91056 6.6533 6.6533 6.6533 6.6533 6.6533 6.6533 6.6533
TOM TORLAKSONSTATE SUPERINTENDENT OF PUBLIC INSTRUCTION
CALIFORNIADEPARTMENT OF
EDUCATION December 5,2014
Dear School Nutrition Professional:
I would like to thank each of you for attending the California School Nutrition Association(CSNA) Annual Conference in Sacramento. In addition, I want to thank the CSNA andnumerous presenters for making the conference a great learning environment. There weremany opportunities for networking, sharing of ideas, and collaborating with your peers throughthe informative educational sessions. I enjoyed connecting with you to better understand yourchallenges and to hear your successes. We truly appreciate all that you do for California'schildren every day. Your dedication and commitment is awe-inspiring. For those of you whowere not able to attend the conference, I want to share information and resources.
During the state update, I shared data on meal participation. While we have seen a decrease inlunch participation in California, the decrease is about half as much as nationally. Overall, whenwe combine breakfast and lunch data together, school meals show an increase of 0.89 percent(or nine tenths of a percent) from last year. While this may seem small, progress is being made.Nationally, during the same time, meals served decreased by 0.17 percent, (or almost twotenths of a percent). Attached are the slides I shared at the conference. Your efforts expandingbreakfast participation, implementing smarter lunchroom techniques, and working with yourpeers to increase paid lunch participation helped prevent further decreases.
To help you in being successful in the important work you do, I am providing the attachedresource document that we made available at the California Department of Education (CDE)booth at the CSNA conference and to the attendees of the state update session. Please take anopportunity to review these free materials, which include Administrative Review (AR) tools andchecklist, training opportunities, and many resources. In addition, our in STEPP (SchoolTraining, Education, and Policy Priorities) e-mail provides you with up-to-date CDE-sponsoredtraining opportunities, educational resources, and policy guidance needed to fully andsuccessfully implement the school meal requirements for the school nutrition programs (SNP)and the smart snacks nutrition standards.
I look forward to our continued collaboration through the school year. Together we are the bestteam in the nation and the envy of other states. I frequently receive compliments from the U.S.Department of Agriculture on the great work we accomplish together. If you have questionsabout the tools and resources in meeting the SNP requirements, preparing for the new AR, or ifyou have additional needs for technical assistance/training, please contact us. We are here tohelp.
Sincerely,
gl::-A~Sandip Kaur, DirectorNutrition Services Division
Attachment
1430 N STREET, SACRAMENTO, CA 95814·5901 • 916·319·0800 • WWW.CDE.CA.GOV
California Department of EducationNutrition Services Division
Attachment 1Page 1 of 3
Nutrition Services Division Resource List
The California Department of Education (CDE) Nutrition Services Division (NSD)developed this resource list for your convenience. This list includes web page links forimportant information regarding the school nutrition programs (SNP). Additionally, youwill find information on all SNPs at our web page, http://www.cde.ca.gov/ls/nu/snl.
School Nutrition Programs Resources
Direct Certification - Direct Certification is a federally mandated process that sponsorsmust use to certify school-age recipients of CalFresh (formerly Food Stamps) andCalifornia Work Opportunity and Responsibility to Kids (CaIWORKS) benefits as eligiblefor free school meals without further application. For more information and resources,please visit California Department of Education's Direct Certification webpage, http://www.cde.ca.gov/ls/nu/sn/directcert.asp.
You can contact California's Direct Certification Team by sending an e-mail: [email protected]
Cafeteria Fund Guidance - Provides local educational agencies (LEA) with informationand instructions pertaining to federal and State statutes and regulations that governschool cafeteria funds. http://www.cde.ca.gov/ls/nu/sn/cafefundguide.asp
Send questions regarding Cafeteria Fund Guidanceto [email protected]
Disaster Relief Guidelines - Schools and/or districts participating in the NationalSchool Lunch Program (NSLP) are allowed flexibility in providing meals to children andfood to affected communities during State or federally declared disasters.http://www.cde.ca.gov/ls/nu/sn/disaster.asp
SNP Eligibility Materials - SNPs applications, forms, and other materials for schoolmeal, milk, and State Meal Programeligibility. http://www.cde.ca.gov/ls/nu/sn/eligmaterials.asp
Ensuring Adequate Time to Eat - Resources and information to help LEAs ensurethat students have adequate seated time to eat their meal after being served.http://www.cde.ca.gov/ls/nu/sn/timetoeat.asp
SNP Forms - Forms and completed sample forms for use by SNP LEAs.http://www.cde.ca.gov/ls/nu/sn/fm.asp
General Information Sheets - Information to assist LEAs with programadministration. http://www.cde.ca.gov/ls/nu/sn/infosheets.aspSNP Information Alerts http://www.cde.ca.gov/ls/nu/sn/infoalert.asp
California Department of EducationNutrition Services Division
Attachment 1Page 2 of 3
SNP Management Bulletins http://www.cde.ca.gov/ls/nu/sn/mb.asp
Meal Patterns & Menu Planning - Information and resources on the federallymandated meal patterns, menu planning options, and meal documentationrequirements for all child nutritionprograms. http://www.cde.ca.govlls/nu/he/mealmenu.asp#snp
Payment Information and Forms - Fiscal information to aid nutrition LEAs and toprovide information about claiming meal reimbursements.http://www.cde.ca.gov/fg/aa/ntlindex.asp
Providing Meals During H1N1 School Closure - LEAs approved for meal programsmay continue to provide reimbursable meals to low-income children during schoolclosures and/or student dismissals caused by the H1N1 influenza virus.http://www.cde.ca.gov/ls/nu/sn/h1n1meals.asp
Provisions: Claiming Alternatives - SNP Provisions 1, 2, 3, and the CommunityEligibility Provision are alternative ways for local educational agencies to claim studentmeals. http://www.cde.ca.gov/ls/nu/sn/provisions.asp
School Meal Planning Options - Information and resources on the new Food-BasedMenu Planning (FBMP) approach for the NSLP and current menu planning for theSchool Breakfast program. http://www.cde.ca.gov/ls/nu/he/smi.asp
SNP Verification Materials - SNPs verification materials including applications, forms,and materials for the annual, mandatory verification process for eligibility of a sample ofcompleted household meal eligibilityapplications. http://www.cde.ca .gov/ls/n u/sn/verification. asp
CDE Nutrition YouTube channel for prerecorded Webinars-https://www.youtube.com/user/cdenutrition
Training Opportunities
San Jose State Cal-Pro-NET Child Nutrition Training Opportunitieshttp://www.nufs.sjsu.edu/calpronetlcourses.htm
UC Davis Cal-Pro-NET Child Nutrition Training Opportunitieshttp://cns.ucdavis.edu/training/index.cfm
California Department of EducationNutrition Services Division
Attachment 1Page 3 of 3
Food Distribution Program
The CDE, Food Distribution Program Home PageInformation about U. S. Department of Agriculture (USDA) Foods, Department ofDefense fresh produce, state distribution centers, processing of USDA foods, and staffcontact information. http://www.cde.ca.gov/ls/nu/fd/USDA Food Distribution Program Home Page - Federal resources, training, andinformation related to USDA Foods. http://www.fns.usda.gov/fdd/food-distribution-programs
USDA Foods Fact Sheets - USDA Foods fact sheets developed for materials expectedto be available for schools participating in the NSLP.http://www.fns.usda.gov/fdd/nslp-usda-foods-fact-sheets
Additional Resources
USDA - Food and Nutrition Services Web page for School Meals Guidancehttp://www .fns. usda.gov/school-meals/g uidance-and-resources
National Food Service Management Institutehttp://www.nfsmi.org/Templates/TemplateDivision.aspx?qs=cEIEPTU=
California Healthy Kids Resource Center, FRESHMeals@Schools Web page offersinformation on the California Ambassadors and Culinary Training Centersat http://www.californiahealthykids.org/freshmealsatschools
California's new school funding formula, enacted in 2013. Actual funding allocations,when available, will be available via the Principal Apportionment page.http://www.cde.ca.gov/fg/aa/lc/
Smarter Lunchrooms Movement of California, Kaiser Permanente website offersinformation about the Smarter Lunchrooms Movement and showcases best practicesfrom California. http://thrivingschools.kaiserpermanente.org/get-involvedIsmarter-lunch rooms-movement!
2014-15 FRESHMeals@Schools Ambassador Leadership Conferences sponsored bythe CDENSD. http://www.californiahealthykids.org/articles/AmbassadorLeadershipConferences2014-15 082014.pdf
USDA Healthy Meal Resource System http://healthymeals.nal.usda.gov/
, !! !I, I
-1.50% ;...---------1i i
-2.00% I ~I i
-2.50% I~------~i Ir-------------------------------------------------------------------
I, I!
-3.00% -------~ ~l-------------------------------------------------------------------------------
-).50% I
':.:::::::::::':: !:,~:;::t.fM~p.Qri~L:,:,:,;:,;~:,:,;~:,:,;~;:r!:::·,~;:;;:;..,.,;,:""';"'",;:;i.;~·,'.·:::.'.;::·~::~;'f~,99?4i,:·:·:li'lm i~:i~~!it&tfi~~: ::liiml:"::l::i!::::::i:::::i·:.:::::::::::::::il;;::l!:i)::::l:::'::,', ::::i;;!:::~:~~9~W.:!:".::.: :- ' :::::::. :.::::::: .. ':::::::::::: .
Attachment 2Page 1 of3
National School Lunch Program Participation
National School Lunch ProgramAverage Daily Participation (ADP)
National vs. California0.00% i--------·-r--··..-···---·-
I :I '
i i~ I,'i .
----··-·---r------I'--------~
IL ~ _
._-_._ .._._------------------------
-0.50%
-1.00%
FY 2012 VS. FY 2013
::.:::.:::.:::.:: ... .. : :.:,.. .'.:.::.: :. x :. :.:
:.: ,. ': :.:-;
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:.: , ,
9.00% r8.00%
~7.00%
6.00% t•••c: 5.00%Q)vM
4.00%Q)Q.c !
3.00%
2.00%
1.00%
0.00%
FY 2012 VS.FY 2013
o National 2.56%
School Breakfast Program ParticipationSchool Breakfast Program
Average Daily Percentage (ADP)National vs. California
FY 2013 vs. FY 2014
(YTD through May 2014) '" .... ... ..... .:.' :::.:: :.:::.:::.~;~:~:~:~:~:~:~:~:~:~;~:~;~:~:~:
National School Lunch andSchool Breakfast Programs Participation
r-------------~----------------------------------------------------------~:~::n:~;flgqpf:lt::
1.50%1.00%0.50%0.00%
-0.5°%-1.00%-1·5°%-2.00%
CombinedNational School Lunch
and School Breakfast ProgramNational vs. California
If----- j I c:=:=__ -~-_-_-_-_-_-_~_'----------
.--'
FY 2012 vs. FY 2013
.:::.:::.:::.:::.::
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-EXHIBIT: P
SANTA· CLARITA VALL6Y SCHOOL FOODS6RVIC6S ACj6NCY25210 A",zG> DrLve, SO-vetoCLG>(~tG>.caL~forv\'cCl 31355 ~ (bh1) ~5-.r 574 • F~."(001) ~5-03fi1
To: Fiscal Services - Terry Hazlett (Newhall SO)Lucy Medina (Saugus USD)Debra Harrington (Sulphur Springs USD)Gretchen Bergstrom (Castaic USD)
Cc: SusanWeiss, Jane Crawford, Nancy Haddock, Jo Kremer, BrittanyYoung, Tracy Fiscalia, Rosa Hernandez, Principal'S & Board Menlbers
From: lynneile Grumbles, CEO, SCV School Food Services Agency~ ,) 0Re: Bus Transportenon for Kids' Cooking Campaign 2015
Date: January 9,2015
Every year, one 4th grade class from each member distric-t plans, prepares andserves lunch to its invited guests. During the months of Feb. & March, we willhost our 20th Annual Kids' Cooking event.
Newhall SD-Sulphur Springs USD =
Castaic USD =
This year the Food Services Agency will be paying for the bus transportation forthe Kids' Cooking Field Trip. The participating sites are:Saugus USD will have two (2) dates - 2f19t15 (CedarcreeK);
2/20/15 (North Park)3/12/15 (Peachland)3/19/15 (Pin~trtl€)3/27/15 (Live Oak)
Payment wiiJ be ha.ndled upon receipt of an invoice from ®a©h @f the sOOooldistricts.Please $end th@ bue Bnv©ic®to:Sa.D1mClarita. va.n~y School F©od Servic®$ Agem~y25210 An;m Dr,Va.I@ncia.. CA 91355ATTN; Susan We6ss~ DBf@ctm'g Finance & Adminisifa.titm
EXHIBIT: P
JOHN CHIANGQIn.liforrrta ~tate QLlluiToUcr
December 17, 2014
Santa Clarita Valley School Food Services25210 Anza DriveValencia, CA 91335-3496
Re: Certification Letter for Fiscal Year 2013-14 Santa Clarita Valley School Food Services
The State Controller's Office (SCO) has completed its desk review of your annual auditreport for the fiscal year ended June 30, 2014. As a result ofthe review, the SCO certifies thatthe audit report conforms to the reporting standards contained in the audit guide, Standards andProcedures for Audits of California K-12 Local Education Agencies 2013-14, prescribed in theCalifornia Code of Regulations, Title 5, Section 19810 and following. In addition, the SCOdetermined that the report generally meets the requirements of the United States Office ofManagement and Budget (OMB) Circular A-133.
You may now release the portion of the audit fee withheld under the provisions ofEducation Code Section 14505.
If you have any questions regarding this letter or any other local education agency (LEA)audit issue, please contact a member of my LEA staff by telephone at (916) 324-6442 or byemail [email protected] .
Sincerely,
Guo~ 6,>K?-CAROLYN BAEZ, ChiefFinancial Audits BureauDivision of Audits
MAILING ADDRESS P.O. Box 942850, Sacramento, CA 94250-5874SACRAMENTO 3301 C Street, Suite 700, Sacramento, CA 95816 (916) 324-8907
LOS ANGELES 901 Corporate Center Drive, Suite 200, Monterey Park, CA 91754 (323) 981-6802
DATE: 01/20/15
TO:
FROM:
RE:
BOARD OF DIRECTORS
LYNNELLE GRUMBLES 1SUSAN WEISS
PRESENT SCVSFSA'S 2014/2015 INITIAL PROPOSAL TOCSEA AND THEREFORE "SUNSHINE" THE PROPOSALAT THIS PUBLIC MEETING
INFORMATION #14-15-07I1N5
The California Government Code 3547 requires that the initialproposals of both a Union and a Board of Directors be "sunshined"at public meetings, that a public hearing be held at a subsequentmeeting to allow for public comment on each proposal. This item isthe first step in the Agency's side of the process.
COMMENT:The SCVSFSA's initial proposal to CSEA is attached.
EXHIBIT: R
SANTA CLARITA VALLEY SCHOOL FOOD SERVICES AGENCYINITIAL PROPOSAL FOR NEGOTIATIONS TO
CSEA CHAPTER 782FOR SCHOOL YEAR 2014-2015
January 20,2015
The Santa Clarita Valley School Food Services Agency ("Agency") proposes to meetwith CSEA regarding:
1. Article VI - Salary
2. Article VII - Employee Benefits
3. Article XXII - Term
4. Article XVI - Layoff and Reemployment Procedures
All other Articles to remain status quo.
The Agency reserves the right to sunshine proposals on additional articles oncenegotiations have commenced and to offer counterproposals in response to CSEA proposals.
DATE: 01/20/15
TO:
FROM:
RE:
BOARD OF DIRECTORS
LYNNELLE GRUMBLES / SUSAN WEISS
ANNOUNCE THE RECEIPT OF THE 2014/2015 INITIALPROPOSAL FROM THE CSEA, CHAPTER 782, ANDTHEREFORE "SUNSHINE" THE PROPOSAL AT THISPUBLIC MEETING
INFORMATION #14-15-07I1N6
The California Government Code 3547 requires that the initialproposals of both a Union and a Board of Directors be "sunshined"at public meetings, that a public hearing be held at a subsequentmeeting to allow for public comment on each proposal, and that aboard publicly acknowledge receipt of the proposal from the Union.After the public hearing, this item is the final step in the process forthe Union's proposal.
COMMENT:Announce receipt and "Sunshine" Initial Proposal from CSEA(see attached).
EXHIBIT: 5
2014-2015 Negotiations betweenCSEA and its Chapter 782 and
Santa Clarita Valley Schools Food Services AgencyBy
m~©~om~~W JAN 08 2015 W
CSEA Initial Proposals
Article VI SalaryCSEA will seek and fair and equitable increase in wages.
Article VII BenefitsCSEA will seek and fair and equitable increase in health and welfare benefits.
Article X Sick LeaveCSEA will seek improvements to sick leave language, specifically regarding the use of
the catastrophic leave bank.
Article XXII TermCSEA proposes to update the contract term to July 1, 2014 through June 30, 2017.
Add Article: UniformsCSEA seeks to add the uniform policy language from the employee handbook to the
Memorandum of Understanding. Further, CSEA seeks some improvements to the uniformpolicy.
All Other ArticlesStatus Quo
LosAngeles County Office of EducationServing Students. Supporting Communities. Leading Educators ~[g©[gDm[gm
WJ JAN 08 2015 [JArturo Delgado, Ed.D.Superintendent
January 7,2015 By
Los Angeles CountyBoard of Education Ms. Marcia Dains, Board President
Santa Clarita Valley School Food Services25210 Anza DriveValencia, CA 91355
Katie BraudePresident
Thomas A. SaenzVice President
Dear Ms. Dains:Douglas R. Boyd
Jose z. Calder6nIn accordance with the provisions of Education Code (EC) Section 42131, a review ofthe Santa Clarita Valley Food Services (Agency) First Interim Report for fiscal year2014-15 has been completed by the Los Angeles County Superintendent of Schools.Our analysis of the data provided indicates that the Agency should be able to meet itsfinancial obligations for the current and two subsequent years. We therefore concurwith the Agency's positive certification and offer our comments regarding thefollowing issue.
Alex Johnson
Raymond Reisler
Rebecca J. Turrentine
LABOR CONTRACT NEGOTIATIONS
According to the information provided in the Agency's First Interim Report,classified labor contract negotiations for the current fiscal year remain unsettled andpotential changes have not been calculated and incorporated into budgeted salary andbenefit expenditures. This letter is a reminder that, before the Agency's Board takesany action on a proposed collective bargaining agreement, the Agency must meet thepublic disclosure requirements of Government Code Section 3547.5. The documentused for this analysis was included in Informational Bulletin No. 3882, datedJuly 11, 2014, and is titled "2014-15 Forms for Assembly Bill (AB) 1200: PublicDisclosure of Proposed Collective Bargaining Agreements." This document can befound at the following website:
www.lacoe.edu/BusinessTechnology/DocumentsForms.aspx
CONCLUSION
Thank you for providing documentation that supports the Agency's positivecertification. The multiyear projections, with accompanying narrative andassumptions, were extremely helpful in our analysis of the 2014-15 First InterimReport and in verifying the Agency's fiscal condition.
9300 Imperial Highway, Downey, California 90242-2890 (562) 922-6111
Ms. Marcia Dains. Board PresidentSanta Clarita Valley School Food ServicesJanuary 7, 2015Page 2
We are aware that the information provided reflects the Agency's financial position andassumptions as of October 31. 2014, and that further adjustments will be made during the year asadditional data becomes available. We hope that these comments will be helpful to the Agencyadministration and board as you plan for the remainder of2014-15 and develop your projectionsfor 2015-16 and 2016-17. We wish to express our appreciation to the Agency staff for theircooperation during the review of the 2014-15 First Interim Report. If our office can be of furtherassistance, please call me at (562) 922-6505.
Sincerely,
:;;;:-Isidro GuerraBusiness Services ConsultantDivision of Business Advisory Services
IG:lc
cc: -Ms. Grumbles, Chief Executive OfficerMs. Weiss, Director, Finance & AdministrationDr. Price, Los Angeles County Office of Education (LACOE)Ms. Dunn, LACOEMr. Faulkner, LACOEMr. Burdy, LACOEMr. Young, LACOEMs. Smith, LACOEMs. Minor, LACOE
DATE: 01/20/15
TO:
FROM:
RE:
BOARD OF DIRECTORS
LYNNELLE GRUMBLES/ JANE CRAWFORD
AGENCY REPORT
INFORMATION #14-15-07/INB
STAFFThe agency currently has 9 openings. All openings have been reviewed, alongwith sites with declining participation requiring labor reduction. After reviewingsite schedules/participation, the Agency will reduce or eliminate positions/ hoursaccordingly. The current employees will be re-assigned, keeping the samecontracted hours, while sites with changes will be opened to new applicants.
During a recent Labor Relations Meeting, the Agency learned that any laborchanges, labor reduction or elimination, must be negotiated beforeimplementation. The Agency has requested a special meeting, which isscheduled for February 11, 2015 at 3:00 p.m.
The proposed Agency changes would reduce the current openings from nine (9)to seven (7).
OPERATIONSThe opening of schools, after the Winter Break, went smoothly.
1997 Isuzu Truck: The air brakes have been inspected by the official IsuzuDealership. After inspection it was determined that the air master cylinder wasweak, therefore; in need of replacement. The cost was $3,339.13.
Administrative Review CAR): Final information requested by the reviewer wassubmitted on Monday, January 12, 2015.
OTHER CONCERNSJane and her staff are making preparations for the 20th Annual "Kids' Cooking""""£....... The '()1 I: Vil"l•.. r,..,..!,i,.." •..ltes anc I"Ia"eC" a"''''' a'" follows:~V~IIL. III LV)""} I"IU;:) \....VV1\.1I14 ;:)IL ;:) II U L ;:) I~ ;:)IV
School Date Teacher GradeCedarcreek Elementary 2/19/15 Mr. Kyle Evans 4North Park Elementary 2/20/15 Debbie Schultz 4Peachland Elementary 3/12/15 Jeni Dent 3/4Pinetree Elementary 3/19/15 Tiffany Storch 3/4live Oak Elementary 3/27/15 Jolie McDonald 4
EXH!BIT; U
The VIP invitations for Kids' Cooking were mailed on 1/12/15.
It will soon be time to prepare for the district's SUMMER programs. Ms.Crawford requests dates and sites for each district as the summer informationbecomes available.
EXHIBIT: U
