Resolution 241-1978RESOLUTION NO.241 -1978
A RESOLUTION AUTHORIZING THE MAYOR AND CHAIRMAN
OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE
COUNTY, FLORIDA, TO EXECUTE AN AGREEMENT BY AND
BETWEEN THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, AND THE DISTRICT SCHOOL
BOARD OF MONROE COUNTY, FLORIDA.
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, as follows:
That the Mayor and Chairman be authorized to execute
an agreement by and between the Board of County Commissioners of
Monroe County, Florida, and the District School Board of Monroe
County, Florida, a copy of same being attached hereto.
Passed and adopted by the Board of County Commissioners
of Monroe County, Florida, at a regular meeting held on the 26th
day of September, 1978.
Attest: _...._
1
er
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
" Mayor and Chairman
(Seal)
I HEREBY CERTIFY that this rfuccjqweh
has been reviewed for legal
ciency and that the same meets with
my approval.
By
Attorney's Office
APPROVED ON
BOOK ammopow-
� PAGE
A G R E E M E N T
- THIS AGREEMENT, made and entered into October 1, 1978,
by and between the BOARD OF COUNTY COMMISSIONERS OF MONROE
COUNTY, FLORIDA, a body corporate and politic existing under the
laws of the State of Florida, hereinafter called the SPONSOR,
and the DISTRICT SCHOOL BOARD OF MONROE COUNTY, FLORIDA, a body
corporate and politic existing under the laws of the State of
Florida, hereinafter called the BOARD.
W I T N E S S E T H:
WHEREAS, the SPONSOR desires to utilize the food prepara-
tion facilities of the BOARD for the purpose of providing meals
for Senior Citizens participating in the Older Americans Act
Title 7, Nutrition Program and the BOARD is willing to provide
for said services upon the terms and conditions of this Agreement,
NOW, THEREFORE, the parties hereby agree and undertake
as follows:
I
The BOARD hereby agrees to furnish meals, in accordance
with Attachment "A" of this Agreement and at the prices therein
specified, to Senior Citizens participating in the Older Ameri-
cans Act Title 7, Nutrition Program, such meals to be furnished
at the various locations as shown on Attachment "A" or subse-
quently agreed to by the parties.
II
The SPONSOR agrees to reimburse the BOARD for meals served
according to the aforesaid schedule, payment to be made to the
BOARD not more than thirty (30) days after receipt by the SPONSOR
of the BOARD's claim. Claims for reimbursement shall be rendered
as promptly as practicable after the loth day in each month. The
SPONSOR agrees that its obligation to reimburse the BOARD as
aforesaid shall be independent of any funding provided to the
SPONSOR for the operation of the Older Americans Act Title 7,
Nutrition Program.
Page 1 of 3 Pages
III
The meals to be provided by the BOARD pursuant to this
Agreement are to be in accordance with Attachment "B" hereto.
The BOARD may, upon request of the SPONSOR, make substitutions
for the items on the regular menus.
IV
Meals will be provided five days a week, Monday through
Friday year round except as shown on Attachment "A" hereto. It
is agreed that the individual service institution for whom the
SPONSOR is responsible will by 9:00 A.M. notify the manager of
the providing School Food Service Department the number of meals
needed for that day. If the SPONSOR does not notify the BOARD
by 9:00 A.M. as aforesaid, the maximum number of meals shown on
Attachment "A" hereto will be prepared and charged for by the
BOARD and paid for by the SPONSOR. The SPONSOR agrees to pay to
the BOARD for the minimum number of meals as shown on Attachment
"A" hereto at all times. It is agreed and understood that the
number of meals which the BOARD is obligated to provide shall not
exceed 25% above the maximum estimated number. If the SPONSOR de-
sires to have the BOARD provide additional meals, the BOARD shall
be notified accordingly in advance, in which event the BOARD may,
but shall not be obligated to, furnish such additional meals.
V
The SPONSOR hereby agrees to indemnify and hold harmless
the BOARD from and against any and all liability which may at
any time be asserted or claimed by any person, natural or other-
wise, arising out of or in connection with the performance by
the BOARD pursuant to this Agreement or in connection with the
purposes thereof, and that liability be provided to effectuate
the purposes herein stated, except in case of food poisoning or
contamination, the BOARD shall be responsible.
VI
If additional services are requested by the SPONSOR, the
parties shall mutually negotiate for the additional services,
including cost of providing same to be paid to the BOARD.
Page 2 of 3 Pages
VII
This Agreement shall continue in effect to and including
the 30th day of September, 1979, at which time the BOARD's
obligations hereunder shall cease.
IN WITNESS WHEREOF, the parties hereto have executed
this Agreement the date first above written.
Attest:
Clerk
Attest:
BOARD OF COUNTY COMMISSIONERS OF
MONROE C UNTY, FLORIDA
By �' !
Mayor and Chairman
(Seal)
DISTRICT SCHOOL BOARD OF MONROE
COUNTY, FLORIDA
By
(Seal)
I HEREBY CERTIFY that this dociment
1,ms been reviewed for legal suffi-
ciency and that the same meets witL
my approval.
By
Attorney's Office
Page 3 of 3 Pages
ATTACHMENT "A"
SCHEDULE OF MEALS AND PRICES
(Annexed to and made a part of Agreement dated
October 1, 1978, between the Board of County
Commissioners of Monroe County, Florida, and
the District School Board of Monroe County,
Florida)
Relative to School Food Service providing lunches for
the aged at Douglass, Truman, Harris, Marathon and Coral Shores
Schools, the following items are agreed to:
1. A. Douglass - Food to be prepared off -site and de-
livered in bulk between 11:30 A.M. and 12:00 P.M.
(noon). Disposal trays, knives, forks, spoons,
and paper napkins will be used. The disposable
ware will be provided by the BOARD. School Food
Service's responsibility will cease when food is
delivered, no serving labor will be provided.
B. Truman - Food will be prepared on site and served
in the School Cafeteria at 1:00 P.M.
C.. Harris - Food will be prepared on site and served
in the School Cafeteria at
D. Marathon - Food will be prepared at Marathon High
School and transferred in bulk by the SPONSOR to
the serving site. Food will be served using
disposable trays, knives, forks, spoons, cups, and
paper napkins.provided by the BOARD. Take-out
meals will be dished at the serving site and de-
livered by the SPONSOR. No delivery or serving
labor will be provided.
E. Coral Shores - Food will be prepared on site and
served in the School Cafeteria at
F. Disposables will be delivered in bulk to serving
sites A & D and will be the responsibility of the
SPONSOR to store and requisition.
Page 1 of 3 Pages
•2. Meals will be provided daily Monday through Friday except
for the following dates:
(a) Columbus Day - October 9, 1978
(b) Veterans Day - November 10, 1978
(c) Thanksgiving - November 23 & 24, 1978
(d) Christmas - December 25, 1978
(e) New Year's Day - January 1, 1979
(f) Washington's Birthday - February 19, 1979
(g) Good Friday - April 13, 1979
(h) Memorial Day - May 28, 1979
(i) Independence Day - July 4, 1979
(j) Labor Day - September 3, 1979
3. Meals provided during days when school is in session will
be charged at the rate of $1.70 per meal. Meals provided
during days when school is not in session will be charged
at the rate of $2.40 per meal.
4. The Type A School menu will be served on all days when
school is in session. Special menus may be served on
days when school is not in session. The minimum menu
pattern to be followed for Senior Citizens is as follows:
Meat or Meat Alternate
3
oz.
Vegetable or Fruit
4
oz.
Vegetable or Fruit
4
oz.
Bread of Bread Alternate
1
oz.
Butter or Margarine
1
tsp::
Dessert
4
oz.
Milk
8
oz.
See Attachment "B" for further details.
5. The Minimum and Maximum number of meals per site is as
follows:
SITE
MINIMUM
MAXIMUM
Douglass
50
70
Truman
50
50
Harris
50
60
Marathon
30
40
Coral Shores
30
40
6. Unless cafeteria managers are notified of a modified
number of meals by 9:00 A.M. the maximum number of meals
allotted will be prepared and charged.
Page 2 of 3 Pages
•7. Special meals for dietetic or medical purposes cannot
be prepared because of the lack of proper equipment and
trained personnel.
8. 'Meals to be delivered to homes will be dished at serving
sites by SPONSOR personnel and delivered by the SPONSOR
personnel. Home deliveries must be completed prior to
or after completion of BOARD student meals.
9. Menu planning will be the responsibility of the Monroe
County School Food Service. No changes to this menu
will be allowed without the approval of the BOARD's
Director, School Food Services. Menu changes will be
allowed when there are unavailable problems, i.e., non-
delivery of raw food, which preclude the scheduled menu
being served. The responsibility and the authority for
menu changes belongs to the Director, School Food Ser-
vices. The BOARD's Director shall notify the SPONSOR's
Nutrition Director of any changes in menu monthly.
10. Any problems or areas of interest will be brought to
the attention of the BOARD's Director, School Food Ser-
vices by the Senior Citizen Nutrition Director. Due
to the number of sites involved it is absolutely impera-
tive that the proper reporting channels be observed.
11. Special functions, i.e., picnics, birthday parties, etc.
must be scheduled and approved at least 30 days in.advanc
by the BOARD's Director, School Food.Service.
12. The responsibility for the care and maintenance of the
serving site at Douglass and Marathon is the responsi-
bility of the SPONSOR. At all other sites the dining
area is to be cleaned by the SPONSOR each day.
13. At serving sites where Senior Citizens and school children
are sharing facilities, there must be no conflict between
the two programs. The Senior Citizen Nutrition Program
must not interfere with the School Lunch Program.
14. School Food Service recipes and preparation techniques
will be used exclusively on all days when school is in
session.
Page 3 of-3 Pages
ATTACHMENT "B"
., Congregate Meals
A. Definition of Service. A congregate meal is a hot, nutritionally
balanced meal that meets one-third of the current daily Recommended
Dietary Allowances served in a strategically located center to
older Floridians.
B. Goal of Service. To provide eligible persons, particularly
those with low incomes, with low cost, hot, nutritionally sound meals
served in strategically located centers such as schools, churches,
community centers, senior centers, and other public or private
facilities where they can obtain other social and rehabilitative
services. Besides promoting better health among the older segment
of the population through improved nutrition, such a program is
aimed at reducing the isolation of old age and offering older persons
the opportunity to live their remaining years in dignity.
C. Minimum Service Standards.
1. Meal Planning.. Meal service should be planned so that hot
food is available for at least one-half hour after serving time
begins to enable individuals who may not arrive at a specific time
to participate in the hot meal.
(a) Menus must be:
(1) Planned in advance for a minimum of four weeks
in a format provided by the Program Office.
(2) Certified in writing as providing one-third
of the current Recommended Dietary Allowance based on current
food composition tables by the dietitian/nutritionist whose ser-
vices are utilized by the project.
(3) Reviewed and approved by District or PDAA
Nutrition Consultant at least four weeks prior to use for nutritional
adequacy and inclusion of USDA donated food. Menus must be trans-
mitted to PDAA or District to arrive on the first of the month
four weeks prior to their use. An approved cycle menu may not be
repeated for more than six months.
(4) Dated and posted in a conspicuous location in
each congregate meal site as well as the preparation area.
(5) Filed, as served, for a period of one year both
by the Project and PDAA for purposes of audit.
(6) Adhered to subject to seasonal availability of
food items as well as availability of USDA donated foods. Substitu-
tions on the approved menu must be minimal in number and must be
noted and sent to the PDAA/District Nutrition Consultant each month.
f
(b) Provision of one-third of the Recommended Dietary
Allowance may be demonstrated through one of the following:
..
(1) Use of the Nutrient Standard Method (TA 75-6).
(2) Calculation of nutrient content based on current
food composition tables.
(3) Use of a menu pattern in which each food group
makes a specific contribution toward the nutrient objectives, as
well as other foods for meal satisfaction and calories. Descrip-
tion of the groups follow:
a. Meat or meat alternate group. Three ounces
of cooked, edible portion of meat, fish, fowl, eggs, or cheese.
Meat alternatives may be used occasionally for variety such as cooked
or dried beans, peanuts or nut butter (peanut butter). Textured
vegetable protein or any other soy protein may not be substituted in
any form.
b. Vegetables and fruit group. Two, one-half .
cup servings. All vegetables and full strength vegetable juices,
all fruits and full strength fruit juices. Note: Rice, spaghetti,
macaroni, and noodles are not vegetables. Fruit used as a dessert
should not be counted toward the suggested two servings of vegetab-
les and fruits.
C. Bread or bread alternate group. One serving.
Enriched or whole -grain bread, biscuits, muffins, rolls, sandwich
buns, cornbread and other hot breads.
` Note: Bread alternates may include enriched or whole -grain cereals
or cereal products such as spaghetti, macaroni, rice, dumplings,
pancakes and waffles. Where available, the following additional
variations may be substituted for the bread requirements: yams,
plaintains and sweet potatoes.
d. Butter or fortified margarine. One teaspoon.
e. Dessert group. One, one-half cup serving.
All fruit, full strength fruit juices, and simple desserts such as
puddings, gelatin desserts, ice cream, ice milk and sherbert; cake.,
pie, cookies and similar foods are also included.
Note: Cakes, cookies and pie crusts made with enriched or whole
grain flour or meal are r~,ore nutritious than those made with unen-
riched flour or meal.
f. Milk group. One-half pint. Fortified
whole, skim or low fat milk, flavored whole or fortified milk,
buttermilk, yogurt and cheese. If cultural or ethnic preference
preclude the acceptance of milk with the meal, the following may
be substituted for the 8 oz. requirement for milk:
B-2
1) 11 cup cottage cheeserp '
2 1-1/2 oz. American cheese
3) 1--1/2 cur) ice milk/ice cream
4) 1•-•1/2 can custard
5) 1 can yogurt
.,(c) Coffee, tea, decaffeinated beverages, tea, soft
drinks, and fruit flavored drinks mad, be used, but not as a substi-
tute for milk.
(d) Vitamins and/or mineral sunplements may not be
provided with nutrition project funds.
(e) Snecial menus shall be available to narticir)ants in
the program where feasible and appropriate, but are not required
on an individual basis.
(1) Menus for modified diets may be nrovid.ed For
health reasons.
a. T_ �•.7ritten order must be on record for each
individual on a therapeutic Snecial diet, and the order must he
updated annually with the project participant's olivsician.
b. !4odi.fieq or therapeutic menus must be
planned and prepared under the supervision of a qualified. dietitian.
c. A current diet manual, anoroved by the PDAA
Nutrition Consultant, must be used as the 'oasis for therapeutic
or modified menu planning.
.2. Food Procurement.
(a) All food procurement must be transacted in accord
.,7ith policies and proceO..ures set forth in NRSM 55--1 and '`Federal Food
Service Contract Provisions` herein.
(b) Efforts should be directed to reflect abundant
foods in purchases for menus Planned and served at the project. ``'he
PDAA and the District will advise the recipient of award of abunc?ant/
plentiful foods designated by the Secretary of Agriculture as being
in abundance either nationallv or locally, in keening with Section
1324.61 of the Title VI,I regulations.
3. Food Preparation.
(a) When a project is designed to serve meals at more
than one congreaate meal site, efforts should be made to have all
meals prepared at one facility an(9 then delivered to the various
sites. For the most economical delivery of meals, the duplication
in. staffing and equipping food preparation facilities at more than
one congregate meal site should be minimized.
a3
t
(b) State and local fire, health, sanitation and safety
regulations applicable to the particular types of food preparation
and meal delivery system used by the project must be adhered to
in all stages of food service operations. Where such applicable
regulations do not exist, the District will establish appropriate
fire, health, sanitation and safety standards for the project.
(c) All staff working in the preparation of food will
be under the supervision of a person who will insure the application
of hygienic techniques and practices in food handling preparation
and service. This supervisory person will receive guidance and in-
service training from the project's Nutrition Consultant, as necessary.
(d) Tested quality recipes, adjusted to yield the number
of servings needed, must be used to achieve the consistent and
desirable quality and quantity of meals.
(e) All foods must be prepared and served in a manne.r to
present optimum flavor and appearance, while retaining nutrients
and food value.
(f) Congregate meals provided with Older Americans Act
funds must be hot. A hot meal is defined as a meal in which the entree
or principal food item is hot.
(1) When the project takes participants on a picnic,
the meal does not have to be hot.
(2) Hot food must be served at a minimum of 140' F.
Cold food must be served at a maximum temperature of 450 F. Neutral
foods should be served at a neutral temperature.
4. Food Delivery - Home Delivered Meals.
(a) Projects providing home delivered meals, where
necessary and feasible, may use various methods of delivery. All
food preparation standards set forth herein must be met. Each Title
VII project cannot exceed a 15% limit for home -delivered meals, un-
less the District has granted prior approval based on adequate
written justification.
(b) More than one meal may be delivered for each day's
consumption, providing that proper storage and heating facilities are
available in the home, and that the project participant is able to
consume the second meal either by himself or with available assistance.
5. Food Safety.
--- (a) All foods used in the project must meet standards of
quality, sanitation and safety applying to foods that are processed
commercially and purchased by the project.
(b) No food prepared, frozen or canned in the home may
be ,ised in meals provided by projects financed through Title VII.
am
r
(c) Only commercially processed, frozen or canned food,
as approved by the USDA and the FDA, may be used. ..
.• 6. Food Service Contract Provisions.
(a) Food service contracts are defined as contracts for
the purchase of meals or portions of meals or for food preparation.
(b) All grantees must adhere to all standards set forth
herein, in HRSM 140-1, HRSM 115-1 and HRSM 55-1 in preparing contracts.
(c) Written specifications for food service contracts must
be approved by the AAA or District prior to solicitation of bids for such
contracts by the Title VII grantee.
(d) Specifications for bids and the terms and conditions
of the proposed contracts must establish methods and/or responsibilities
for each of the following:
(1) Delivery.
a. Transportation: trucks, vans.
b. Delivery sites: number and location.
1. provision for change in location.
2. provision for change in number of sites.
C. Delivery schedule
1. Number of days each week
2. Hour of delivery for each site.
d. Type of containers for bulk food delivery.
e. Type of containers for individual service.
f. Return of containers.
1. How and by whom.
2. Condition (washed, sterilized, etc.).
g. Serving and eating utensils (ladles, scoops, etc.).
(2) Menus.
a. Written by whom.
b. Approved by whom.
C. Compliance with Title VII meal pattern and
other standards required herein.
d. Menus submitted to project director at least
five weeks in advance of service.
e. Approval of substitutions on menus.
ffm
(3) Sanitation.
PP a. Compliance with federal, State and local
regulations.
b. Food preparation facility inspection within
previous six months
C. Delivery standards.
1.) Temperature maintenance.
2) Sanitary conditions
d. Inspection of food preparation, packaging
and storage areas by the project.
( 4 ) Food
a. Number of meals.
1) Provision for flexibility.
2) Time limits for ordering amounts of food.
3) Disposition of unconsumed meals.
b. Cost sched.ule.
C. Food purchased by whom.
d. Food provided - entree, vegetable, fruit,
milk, dessert, juice, salad, beverage, cream (or substitute),
condiments, butter/maraarine.
e. Storage and handling of USDA donated foods.
f . Storage of USDA donated. foods,
g. Food not meeting proper specifications:
project will not be required to pay.
h. Failure to deliver meal or anv portion of
meal; procure food -Trom other sources at caterer's expense.
(5) Miscellaneous Sunplies. Naokins, table cover-
ings, home -delivered Meal containers, paver towels, table service
(plates, cups, glasses, silverware).
(6) Administration.
a, Sales tax exemption.
b. Caterer's financial records oven for audit
purposes.
reporting on:
to contractor.
to be served.
C. Supply informaticdn for nutrition
1) Labor costs.
2) Raw foods costs.
d. Insurance coverage.
e. Bonding,
f. Food cost changes,
g. Length of contract,
h. Termination of contract agreement.
i. Dates/Times of contract payments,
j.
Approval
by
PDAA.
k.
Holidays
and
days when meals.are not
1. Training of site personnel.
7. Eligibility. Eligible individuals are those persons
who are aged 60 or over and who:
(a) Cannot afford to eat adequately; o;-
(b) Lack the skills and/or knowledge to select
and prepare nourishing and well-balanced meals; or.
(c) Have limited mobility which may impair their
ca pacity to shop and cook for themselves; or
(d) Have feelings of rejection and loneliness
which obliterate the incentive necessary to prepare and eat a meal
alone.
(e) The spouses of such individuals also are
considered eligible individuals.
8. Nutrition Consultation.
(a) A minimum of eight hours of consultation per
month by a registered dietitian or other qualified person with
training in nutrition, and approved by the PDAA/District Nutrition
Consultant, is required for each Title VII Nutrition Project. A
resume for the Nutrition Consultant must be included in the project
application or submitted when there is a new person hired in this
position.
9l
I
•• . (b) Individual diet counseling with participants should
be done only by persons with approved training in therapeutic diets.
9. Non-Discrimintation on the Basis of Handicap. Access to
benefits and services for handicapped participants will be assured
pursuant to Section 504 of the Rehabilitation Act of 1973 (45 CFR 84).
10.. Insurance. It is strongly recommended that projects have
adequate liability insurance coverage, including product liability.
11. Recruitment. Grantees will provide, subject to their
merit systems, a preference to persons aged sixty or over for any staff
positions (full or part-time), whether paid or volunteer.
B-8