CVUSD CHILD NUTRITION DEPARTMENT

FY2016 OPERATIONAL REVIEW OF THE CHILD NUTRITION DEPARTMENT BY

SCHOOL SERVICES OF CALIFORNIA, INC.

SCOPE OF REVIEW

Workflow, including current staffing levels Analysis of labor costs, food purchases and other

expenses Operational procedures Internal control structure to detect and correct errors in a

timely manner Suggestions for computerization of manually kept

records Identification and suggested elimination of duplicate or

unnecessary work

METHODOLOGY Board policies Financial reports Employee rosters, position control documents

and work calendars Job descriptions Key performance indicators Merit system rules/collective bargaining

agreements Program reviews by the California Department

of Education Comparisons to similar school districts

REPORT OBSERVATIONS - Personnel

118 Positions in Department including 3 supervisory positions

Shortage of substitutes for Child Nutrition Services personnel

Vacation may be taken any time during the school year

16% vacancy rate of current positions

REPORT OBSERVATIONS - Meal Participation

Low participation rate for students who pay for meals

Current Free/Reduced student rate (20.85%)Meal prices higher than comparable districtsQuality and appearance of meals and

ingredients Transportation SchedulesMeal service and eating areaCompetitive food options

REPORT OBSERVATIONS – Meal Planning & Quality of Food

Prepackaged food is prepared in the central kitchen, then reheated at the satellite schools

School sites hold special events which reduce school meal participation

No districtwide wellness program for students Some schools do not allow enough time for students to eat District open campus policy at the high schools has a

negative impact on meal participation Meal prices rank the highest of the comparative group of

schools

REPORT OBSERVATIONS – Operational Efficiencies/Performance

Meal per labor hour reflected low productivity; recommend analysis and moving staff to other sites to balance the recommended levels

Food prices were higher than comparative schools

Median cost per meal is $2.66 while CVUSD is $3.50

Fund balance is dangerously low at 1.24%

REPORT RECOMMENDATIONS Consider creating another supervisor position

Conduct time studies on a regular basis

Consider options for augmenting staff at satellite schools with only one staff position currently on site

Consider paying accrued vacation out every month for ten-month employees rather than requiring that vacation be used during the school year

REPORT RECOMMENDATIONS Monitor and investigate employee absences

Hold staff members and other parties responsible for compliance

Conduct a study to determine the price sensitivity of the community

Engage students and food services staff to brainstorm ideas to improve meal participation

Pursue grant opportunities

REPORT RECOMMENDATIONS Consider hiring permanent employees to function as

floating substitutes

Consider utilizing the Food Services program for class and site events

Review purchasing policies and procedures and use the bidding and cooperative purchasing advantages

Set a target amount to set aside in the fund for adequate reserves

CVUSD CNS DEPARTMENT STRATEGIC PLAN

Reorganize staffing in the Child Nutrition Department Eliminate the Assistant Director Position

Replace with 2) School Programs SupervisorsDUTIES:Supervise assigned schoolsAssure schools are adequately staffedTrain staff on a continual scheduleAssess efficiency, identify ways to increase participationContain food waste and excess costsPerform Staff Evaluations

Retain Central Kitchen Supervisor

COST COMPARISONREPLACEMENT OF ASSISTANT DIRECTOR WITH TWO

SCHOOL PROGRAMS SUPERVISORS

DIRECTOR, CHILD NUTRITION (vacant for 2 months)ASSISTANT DIRECTOR, CHILD NUTRITION (currently vacant)Salary and Benefits budgeted for FY 2017: $241,945Anticipated Actual FY 2017: $-129,000

Net Savings $112,4952 PROGRAM SUPERVISORSAnticipated Salary and Benefits (Prorated at step C start Jan 2017): $ 75,000Total Anticipated Salary and Benefits FY2017: $204,000

First Year Net Saving $ 37,945Year 2 impact $+27,000

CNS DEPARTMENT STRATEGIC PLAN Assess staffing in school kitchens

Redistribute staff to accommodate the number of meals served at schoolsIncrease staffing at schools that could perform

at a higher volumeDecrease staffing at secondary schools with

lower performance numbersIncrease Meals Per Man Hour (MPMH)

Continue efforts to hire substitute and floating food service workers to maintain adequate staff in schools

CURRENT ORGANIZATIONAL CHART

DIRECTOR OF CHILD NUTRITION SERVICES

ASSISTANT DIRECTOR(VACANT)

17 ELEMENTARY SCHOOLS

5 MIDDLE SCHOOLS4 HIGH SCHOOLS

(9 Cooking Kitchens)

CHILD NUTRITION CENTRAL KITCHEN

SUPERVISOR3 DELIVERY DRIVERS

20 CNA I FOOD SERVICE WORKERS

ASSISTS WITH SATELLITE SCHOOLS SUPERVISION

ADMINISTRATIVE ASSISTANT

PROPOSEDCHILD NUTRITION ORGANIZATIONAL CHART

DIRECTORCHILD NUTRITION

SERVICES

CHILD NUTRITION SCHOOL PROGRAMS

SUPERVISOR

8 ELEMENTARY SCHOOLS

3 MIDDLE SCHOOLS2 HIGH SCHOOLS

(39 Staff)

CHILD NUTRITION CENTRAL KITCHEN

SUPERVISOR

3 DELIVERY DRIVERS

22 CNA I FOOD SERVICE WORKERS

(25 Staff)

CHILD NUTRITION SCHOOL PROGRAMS

SUPERVISOR

9 ELEMENTARY SCHOOLS

2 MIDDLE SCHOOLS2 HIGH SCHOOLS

(42 Staff)

ADMINISTRATIVE ASSISTANT

MENU IMPROVEMENTS-ELEMENTARY Satellite Schools

Schools with “open food” health department permits:Prepare bulk menu items in Central Kitchen to deliver to schools in quantity. Schools will prepare and serve, replacing service of packaged meals. (Affects 9 Schools)

Packaged meals for Satellite schools unable to serve open food:

Meals will be analyzed for improvement through appropriate packaging, site preparation and presentation training. (Affects 8 Schools)

MENU IMPROVEMENT - SECONDARY MENU CHANGES TO PROMOTE HIGHER PARTICIPATION

Form focus groups to include students, parents and administrators for insight into what they think would encourage higher participation at our schools

Create “Grab n Go” Lunches that appeal to students and move the student lines more quickly

Analyze current service and determine how to decrease service wait times

MEAL COSTS

Distribute a survey to determine what price point parents find appropriate

Examine cost ratio between the ala carte menu items vs school reimbursable meals and adjust accordingly

Secondary a la Carte Pricing SnacksFruit $ .50Veggies $ .50Cereal $ .50Chips (All) $1.00Cookies $ .50Snacks (Corn nuts, Popcorn) $1.00Hash browns, Tri-taters $ .50Pretzel w/Cheese $2.00Soft Pretzel $1.50Sunflower Seeds $ .50Yogurt $1.00String Cheese $ .50Cool Tropics Slush $1.25Shape up Frozen Treat $1.00

EntreesBagel & Cream Cheese $1.00Burger & Deli Sandwiches $2.50Burrito & Sandwich Bar $3.00Burrito $2.50Chicken Nuggets $2.50Sandwiches $1.25Daily Entrée $2.50Salad Bar $2.50Pizza $2.50

DrinksNaked Juice $2.00Water $1.00Milk $ .50Chocolate Milk (12 oz.) $1.00Izze Juice $1.25Propel $1.25

CURRENT LUNCH PRICES

ELEMENTARY LUNCH: $3.50

MIDDLE SCHOOL LUNCH: $4.50

HIGH SCHOOL LUNCH: $4.50

PURCHASINGISSUE RFPS FOR COMPETITIVE BIDS TO REDUCE FOOD COSTS

January 2017: Requests for Proposals (RFPs) issued February 2017: Vendor proposals (bids) reviewed;

spreadsheets prepared to determine purchase of best quality food items and comparison of costs

April 2017: SY2018 Purchase Orders issued to selected vendors

July 2017: Fiscal Year 2018 purchasing commences

CURRENT GRANT OPPORTUNITIES

USDA Equipment Grant Application submitted on September 16, 2016. Requested $72,000:Acacia Elementary School

Commercial Range3 Compartment Sink and Installation

Glenwood Elementary School3 Compartment Sink and Installation

EATING AREAS

Work with principals for acceptable plans to brighten and enliven the multi-purpose rooms and eating areas

USDA and National School Lunch Program Posters

Secondary Student contests for murals

INCREASE REVENUE

PARTICIPATE IN SCHOOL FOOD EVENTS

OFFER SNACK ITEMS THAT MEET THE COMPETITIVE FOODS REGULATION TO SCHOOLS FOR PURCHASE

CONTINUE TO INVESTIGATE NEW GRANT OPPORTUNITIES

STRATEGIC PLAN SUMMARY

Reorganize department for efficacy and success

Change to electronic records; reduce and/or eliminate paper records

Increase oversight and improve skills of kitchen staff

STRATEGIC PLAN SUMMARY

Improve meal taste and presentationReduce food costs while increasing qualityEncourage student participation and

involvement with menu improvements Increase revenue through student

participation, eliminate unnecessary expense, increase reserve fund to acceptable level

STRATEGIC GOALS SUMMARY

Encourage open communication and collaboration between Child Nutrition Services staff, Administrators, Teachers, Parents and Students

QUESTIONS?