FCMAT Recommendations and Responses
CVUSD Food Service Review
June, 2015
Staffing and Meals per Labor Hour (Pages 5-6)
Recommendations
1. Review staffing at all sites
and reduce hours as much
as possible.
District Response
A staff labor hours reduction plan is ready to be
implemented and will result in a savings of 200K or
SY 15/16.
Implementation Plan
Notify staff and implement needed staffing changes
for the 15/16 SY.
2. Consider consolidating more
sites and transporting food to
smaller sites.
Yes, we agree.
A three-phase implementation plan over a two-year
period has been created. A detailed plan is
forthcoming.
3. Review menus and
production methods. Serve
simpler menus and
implement more efficient
serving methods to reduce
staff hours.
Beginning in April 2014, the elementary sites moved
to a compliant meal pattern. The secondary schools
moved to a compliant meal pattern in Fall SY 14/15 to
use all existing food product. Several new offerings
have been offered to students in SY 14/15.
High School menu will now include branded products
and more concise options.
Consolidation of production areas and concise menus
will result in decreased staff hours.
4. Have the director closely
observe sites for ways to
improve efficiency and attract
more participation.
Director actively participates and will continue to do
so.
On-going
District Response
Training has been extensive beginning in April 2014
to the present is on-going in a variety of area
including Menu Production, Standardized recipes,
Food Safety and Sanitation, Perpetual Inventory,
Basic Computer skills, Point-of Sale training, meal
pattern and nutritional requirements, including Smart
Snacks in Schools 2014 and cash handling.
Implementation Plan
Implement HHKFA 2010- Professional Standards
requirement on July 1, 2015. Required hiring and
continuing education in four specific areas required.
Staff Morale (Pages 7-8)
Recommendations
1. Continue training staff to
better understand the new
programs and systems
implemented by the food
service director.
FCMAT Responses
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2. Include staff in the budgeting
process and current financial
status of the department to
help them better understand
the decisions being made
and help institute
improvements.
Training began SY 14/15 using the proper complete
usage of commodity and purchased products.
Staff will continue to be alerted to important steps in
the process, which they can contribute towards,
realizing cost saving measures for the department and
to better understand why the decisions and changes
at the administrative level are made.
3. Have the food service
director attend the K-12
principals meeting quarterly
or twice yearly to give
updates on programs and to
achieve consistency
throughout all schools.
CN Director meets bi-monthly with Principals on
Business Services/Principals Conference Calls.
One-on-one meetings with Principals.
Will set standing K-Adult agenda items as needed.
4. Print information on the meal
money envelopes such as
the daily and weekly cost of
meals to help parents
determine the amount to
deposit.
5. Utilize the existing auto
calling system to notify
families of negative and low
meal account balances. Link
the point of sale system to
the calling system.
Will purchase ink stamp for provided cash envelopes
Will begin using in Fall 2015
Steps to integrate the two systems were already in
progress during FCMAT visit. Have used system in
June 2015.
In process
Enrollment, Free and Reduced Eligibility and Participation (Page 9)
Recommendations
1. Have the director regularly
track participation at all sites
and try to identify trends.
FCMAT Responses
District Response
Addition of two Account Clerks in February 2015 has
given the director additional time to track these areas
Implementation Plan
On-going
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2. Consider modifying breakfast
and lunch menus, improving
line flow, and changing
breakfast times to only
midmornings to increase
participation.
There is philosophical difference regarding the
breakfast programs and student learning outcomes
between the FCMAT preparers of the report and the
CN Director. Few schools in the district are offering
breakfast at this time leaving no historical data
tracking revenue of these programs at this time.
In the Superintendents LCAP Plan to add breakfast
programs
3. Consider eliminating the
program if breakfast
participation continues to be
low.
Second Chance Breakfast was added to Stanton,
Marshall and Vannoy and showed a marked increase
in participation for the breakfast meal.
Add breakfast programs SY 15/16
CN Department has applied for a CDE Breakfast
Expansion Grant
Menus and Meal Program
Meal Pattern Requirements (Pages 11-13)
Recommendations
1. Discontinue allowing all
students access to the salad
bar.
District Response
CVUSD believes that all students should have access
to fresh fruits and vegetables, promoting healthy
habits.
2. Complete the nutritional
analysis of the menus using
weighted averages as
required. Make any menu
adjustments needed to meet
the guidelines for calories,
sodium and saturated fat.
Is not required by the State.
Implementation Plan
No change
Will develop and provide Nutritional Analysis by
weighted averages for the Administrative Review as
required by the State.
Currently, There is a nutritional analysis provided on
the CN website for parents and students to use each
day.
Menus and Meal Program
Menu Variety (Pages 13-16)
Recommendations
1. Review high school menus
and determine the top
sellers. Reduce menu
choices considerably.
FCMAT Responses
District Response
Used 14/15 SY as a testing menu to determine
student acceptability and to bring the menu into
compliance. Implementation of all new menu
requirements for SY 12/13, 13/14, 14/15, had to be
implemented. High School menu was severely out of
compliance.
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Implementation Plan
Favorable menu choices have been
determined and selected
Unpopular items will be deleted
New, branded items will be offered
Student taste test should increase
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2. Consider revising the way
cycle menus are done at the
high school with a weekly
cycle (repeated throughout
the month).
Some cycles will be revised
Cycles will be condensed so that the number of
offerings will be lessened each day, however, menu
variety will not be sacrificed.
3. Consider selling some of the
daily entrées a la carte to
attract students and increase
revenue.
Limited ala carte items may be considered. California
regulations supersede Federal requirements
regarding the menu use of these offerings. Students
are encouraged to purchase a complete meal to
increase nutritional balance.
Increased varieties will be offered, however, the
number of items offered on a daily basis will remain
the same without increasing pressure on kitchen
production.
In the report the reviewer felt the CH Director gave,
“more weight to parental opinion’s than student
opinions.” Regarding pizza sales for elementary and
middle school menus. CN Director believes that
parents are as important a customer, as the students
are. CN Director will continue to work with both
students and parents in this area.
Additional Compliant items meeting the National
School Lunch program and/or Smart Snacks in
Schools 2014 will be added as they become available.
 Jamba Juice and Subway will be added at
CVHS
In progress
6. Discontinue grouping sides
with entrées. Give students
more choices and do not
force them to take
combinations they don’t
want.
Food combinations were written as part of an
acceptable and compliant standardized recipe to
ensure ease for students and staff during the menu
transition.
Option may be considered in the future
7. Offer two different types of
entrée selections daily at
elementary schools to please
all tastes.
With the exception of Mac and Cheese Day more at
least two options have been offered each day.
Two entrees will be selected for each day
8. Review and consider
changing some of the
elementary menu
combinations.
SY 2014 was a transitional year.
Refinement of menu in progress
4. Review middle school
choices and consider
increasing menu offerings.
5. Consider offering sliced pizza
at middle schools and
serving it more than once a
week. Look into precut heat
and serve varieties if the
whole pizzas are impractical
at middle schools.
FCMAT Responses
Pizza has been tasted and selected at elementary and
middle schools for the SY 15/16.
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9. Conduct student surveys,
observe meal lines, review
production records and take
input from site staff to
determine student
preferences. Where possible
within the regulations, adjust
menus to please students.
SY 2014 was a transitional year. We have worked to
address all compliance related issues. Office staffing
has been stabilized which is allowing more time to
focus on other priority areas. The department will
continue to work in these areas.
Refinement of menu in progress
10. Set a food presentation
standard so that all schools’
offerings are equally
appealing.
Staff training is ongoing in this area. Additionally, the
procurement of updated equipment and technologies
is required to ensure a consistent product.
Consolidation of production areas will assist in this
recommendation.
A detailed plan is forthcoming.
11. Consider serving ketchup
and salad dressing in bulk
pump containers or squirt
bottles rather than individual
packets.
Students at the elementary level were unable to use
bulk units which created unsanitary areas, and these
units are difficult to sanitize.
Secondary schools will test bulk pump with hot sauce
on the condiment bars SY 15/16.
Individual packets are portion controlled, all calories
count on the nutritional analysis and lessen wasted
product.
Individual Portion Control servings will continue at this
time.
Menus and Meal Program
Organization of Meal Lines (Pages 16-18)
Recommendations
1. Coordinate the efforts of the
director, food service staff
and site administration to
help all students learn and
use their PIN numbers in
meal lines.
District Response
All schools should have every student learn and enter
their PIN number into the Pin pad for all meals.
Implementation Plan
Will set expectation with staff at all site levels.
2. Begin using double PIN pads
at all point of sale stations.
Double PIN pads have been implemented in most
schools this year, with the remainder of schools to
follow in SY 15/16.
We currently do not have the equipment or service
line required to provide self-serve lines.
In progress
3. Consider self-serve speed
lines at the middle schools.
FCMAT Responses
Will examine the feasibility of this option.
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4. Reconfigure the high school
serving lines either to more
efficient stations at the
current locations or purchase
some mobile carts or speed
lines for the cafeteria.
We agree.
In progress
5. Post simple menus by each
serving station listing the
foods offered at that station.
Menu boards are provided prior to the student
entering the serving as per required federal
regulations.
Provided
6. Allow cash at all point of sale
stations at the high school.
All lines with the exception of one line accept cash.
One, “no cash/on account” line is available inside the
cafeteria and at the outside snack bar, which speeds
up service for students with pre-posted payments to
their accounts.
This simple step does not take any more time when
utilized and is important to track historical sales data
of individual items sold. Can provide a way to verify
how many units are recorded on a menu production
record.
In progress
Pre-payment, on-line payment method is being
encouraged.
7. Consider not entering the
type of food students choose
into the point of sale
computer.
8. Follow through with plans to
use outdoor mobile food
carts.
Will continue to use the “Quick Scan “ method when
possible.
In progress
Staffing plan
Competitive Food Sales (Page 19)
Recommendations
1. Assign a liaison, such as the
wellness committee, to
educate the district (staff,
students, clubs, and parents)
regarding regulations for
competitive food sales.
Monitor the progress in this
area.
District Response
CN Director has provided the regulations to
Principals, Parent Leadership Council and CN staff.
Implementation Plan
School Wellness Committee will meet in the fall.
2. Assign site administrators to
ensure their schools are in
compliance.
We agree.
Assistant Superintendent will work with
Superintendent to establish Principal expectations.
FCMAT Responses
6
Wellness Policy (Page 21)
Recommendations
1. Ensure that all wellness
regulations are being met,
including the appropriate
membership as well as
monitoring and reporting on
implementation of the policy.
District Response
In Progress
Implementation Plan
Wellness Committee will meet in the fall.
Budget (Pages 23-24)
Recommendations
1. Review revenue to ascertain
if reimbursements are
missing or are miscalculated.
District Response
Newly hired account clerk assigned in this area is
reviewing. Internal Auditors reviewed this area June
2015.
2. Review all expenses in the
budget, especially food cost,
to ascertain the reason for
the large variations over prior
years.
Compliant menus are now in place and will reflect the
true cost of the program.
On-going
3. Review current invoices to
ascertain if purveyors have
made large midyear price
increases over this year’s
original bid pricing. If pricing
is too high, seek alternative,
less expensive items.
Newly hired account clerk assigned to this area is
reviewing. Implementation of the automated perpetual
inventory system, oversight of ordering supplies and
materials from the CN office from bids with consistent
pricing and adjusting as needed is in process now.
Note: food is a perishable commodity in nature and its
availability is predicated on many factors, including
weather, gas price, and recalls and livestock health.
This is why menu substitutions are sometimes
necessary.
Assistant Superintendent has hired consultant to
review three years of A/P for overpayment.
FCMAT Responses
Implementation Plan
In progress
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4. Verify the large possible
encroachment and look for
ways to cut expenses.
Suggested expense cuts are being offered in
Appendix A. The CN budget has been incomplete for
several years.
A detailed plan is forthcoming.
Revenue may be increased by: regulation of site bell
schedules to ensure lunch is offered within the school
day, every day.
Assistant Superintendent to work with Principals to
notify the cafeteria when field trips are occurring so
that food waste is eliminated.
Increase Field Trip Meals
Food Safety Program (Page 25)
Recommendations
1. Continue training staff in all
areas of food safety.
District Response
Implementation Plan
ServSafe Exam, June 22, 2015
On-going
2. Rewrite SOPs so they are
more applicable to each site.
SOP’s will be updated as the serving and
transportation to and from sites is implemented.
Will review as necessary
Recommendations
1. Review equipment notes
from the chef and make
repairs or replacements
where needed.
District Response
Budgetary constraints have prevented forward
movement in this area.
Implementation Plan
15/16 has funding for equipment replacement. We
have applied for over $100K.
2. Review all sites as soon as
possible and schedule time
to repaint areas where paint
has chipped off.
Will submit facilities request
Summer Project
3. Repair the drinking fountain
at Marshall Elementary and
remove cups and bottled
water dispenser. Remove all
bottled water from cafeterias
that have correctly functioning drinking fountains.
Will review possible replacement of water fountains
with bottle filling filtered, cold hydration stations as
funding becomes available.
Submit facilities repair request for drinking fountain
Facilities (Page 27)
FCMAT Responses
Fresh drinking water required in all food service areas
and legislation will be forth coming this requirement
will be extended campus wide.
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Cash Handling (Page 29)
Recommendations
1. Schedule time daily to
reconcile and deposit income
from the sites.
District Response
Deposits are prepared at the sites daily with courier
pickup each day.
Implementation Plan
Reviewed by Internal Auditor June 2015
2. Separate revenue from each
point of service and track it
on a spreadsheet.
New account clerk has started this process
In process
Food Supplies/Purchasing (Pages 31-32)
Recommendations
1. Continue and expand the
new bidding procedures and
align its food purchasing to
include only the items on the
bid.
District Response
As of February 2015, the Child Nutrition Dept. is doing
food purchasing from within the department with the
employment of an account clerk.
Implementation Plan
New Clerk will continue to work with the Director to
ensure bid pricing and correct ordering.
2. Check the current prices with
other districts’ co-ops to
ensure the Alameda County
Purchasing Co-op’s prices
are competitive. If the prices
are not competitive, consider
joining other co-ops.
We currently participate in the Alameda County
Purchasing Co-op, and have for many years.
N/A
3. Check pricing to ensure that
current purveyors are
charging the correct price.
Spot checking has been increased
In progress
FCMAT Responses
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