SUBJECT: FREE AND REDUCED PRICE MEAL PROGRAM

SUBJECT: FREE AND REDUCED PRICE MEAL PROGRAM

In fulfilling its responsibilities under the National School Lunch and Breakfast Programs, the Buffalo City School District agrees to:

1. 
   Serve meals free to any student who has submitted an approved application and is a member of a family which has an annual income below the applicable family size income level adopted by the School District, as prescribed by the New York State Education Department.
   

2. 
   Prohibit the physical segregation of, or any other discrimination against, any student because of his/her inability to pay the full price of meals.
   

3. 
   Follow the hearing procedure outlined in District regulations for the appeal of decisions regarding eligibility.
   

The Buffalo City School District assures the New York State Education Department Child Nutrition Program Administration that the School District will uniformly implement the following regulation with respect to determining the eligibility of students for free meals in all National School Lunch and Breakfast Program participating schools under its jurisdiction.

2005 5660R

2 of 4
Non-Instructional/Business

Operations

1. 
   At the beginning of each school year the Buffalo City School District will send a letter to the parents/guardians of each student, together with a Family Income Scale and a form on which to make application for consideration of eligibility of their children for free/reduced price meals.
   

2. 
   Parents/guardians will be required to complete the application and return the form for review. Such applications and records of action taken will be maintained by the School District. Upon approval or disapproval, notification will be given to the parent/guardian or student.
   

3. 
   In certain circumstances where households obviously at an economic disadvantage have failed to apply for free/reduced price meals for their students, the District will use the administrative prerogative to complete the application for the student. This judgmental option acknowledges that families may fail to apply due to lack of understanding, fear of authority, alien status, substance abuse, etc. The application will be completed based upon the best information available regarding family size and income and will be excluded from the verification process. However, exhaustive prior efforts to obtain a completed application from the parent/guardian must be made and documented.
   

(Continued)

2005 5660R

3 of 4
Non-Instructional/Business

Operations
SUBJECT: FREE AND REDUCED PRICE MEAL PROGRAM (Cont'd.)

This option will be used judiciously on an individual basis and not to provide eligibility determinations for large numbers of students. Refer to questions and answers on Administrative Prerogative in the NYS Education Department Free and Reduced Price Income Eligibility and Policy Information Booklet.

4. 
   For homeless children for whom an application is not filed nor anticipated to be filed:
   

a. The director of the homeless shelter at which the child resides can complete and submit the application;

(2) Effective date of eligibility determination;

(3) Name of shelter, etc. where child resides;

(4) Signature of determining official; and

(5) Date of withdrawal from the shelter, school or program.
Program Requirements
During each school day the school food program shall offer breakfast and lunch as well as snacks for students in organized after-school education or enrichment programs. Each school shall encourage all students to participate in these meal opportunities. In particular, the school shall make efforts to ensure that families are aware of need-based programs for free or reduced-price meals and that eligible families are encouraged to apply for receiving free or reduced-priced meals.
The school food service program shall operate in accordance with the National School Lunch Act and the Child Nutrition Act of 1996 as amended and applicable laws and regulations of New York State. Schools shall offer varied and nutritious food choices that are consistent with the federal government's Dietary Guidelines for Americans. Menus should be planned with input from students, family members, and other school personnel and should take into account students' cultural norms and preferences. Food pricing strategies shall be designed to encourage students to purchase nutritious items. Procedures shall be in place for providing to families, on request, information about the ingredients and nutritional value of the foods served.

(Continued)

2005 5660R

4 of 4
Non-Instructional/Business

Operations
SUBJECT: FREE AND REDUCED PRICE MEAL PROGRAM (Cont'd.)

Upon a physician's written request, modified meals shall be prepared for students with food allergies or other special food needs. Information on the ingredients used in preparation of school meals shall be provided to parents upon request. Parents shall be notified about this option.

program, except foods sold as part of a fund raising activity. In middle and high schools, food and beverages shall not be sold from vending machines or school stores during school hours/until 30 minutes after the end of the last lunch period unless they are part of the school food service program. Profits generated from sales of foods or beverages in vending machines or school stores will accrue to the food service program/student organizations approved by the Superintendent.

2005 5660R.1

1 of 2
Non-Instructional/Business

Operations

1) The Buffalo City School District and its designated officials will take action necessary to ensure that the names of students eligible to receive free/reduced price meals shall not be published, posted, or announced in any manner and that there shall be no overt identification of any such students by use of special tokens or tickets, or by any other means. Further assurance is given that students eligible for free/reduced price meals shall not be required to:

1. 
   Work for their meals.
   

2. 
   Use a separate lunch room.
   

3. 
   Go through a separate serving line.
   

4. 
   Enter the lunch room through a separate entrance.
   

5. 
   Eat meals at a different time.
   

6. 
   Eat a different meal from the meal sold to students paying the full price of such a meal.
   

2) The Buffalo City School District will use a fair hearing procedure in cases of appeal by parents/guardians of the school's decision on applications. If a challenge to correctness of information contained in an application or to the continued eligibility of any student for a free/reduced price meal is made on the part of the School District, the students shall be provided a free/reduced price meal until a final determination is made.

2005 5660R.1

2 of 2
Non-Instructional/Business

Operations

1. 
   All applications and Direct Certification letters returned and documentation of action taken.
   

2. 
   Records of all appeals and challenges and their disposition.
   

3. 
   All notifications of eligibility determinations, including benefit rejection letters.
   

4. 
   Records of all verification efforts and resulting eligibility changes.
   

2005 5660P

Non-Instructional/Business

Operations

2005 5670R

1 of 3
Non-Instructional/Business

Operations

1. 
   The Buffalo City School District shall, in writing, designate one local officer to be Records Management Officer.
   

2. 
   The Board of Education shall notify the Commissioner of Education, in writing, of the name, title or position in the School District, mailing address and telephone number of the designated Records Management Officer within one month of such designation.
   

1. 
   Whenever a vacancy shall occur in the position of Records Management Officer, a replacement shall be designated within sixty (60) days.
   

2. 
   Within one (1) month of such designation, the Superintendent shall notify the Commissioner of Education, in writing, of the records management officer's name, title or position in the School District, mailing address and telephone number.
   

1. 
   Recommending and guiding the development of records management practices for local government employees;
   

2. 
   Coordinating the continuous disposition of obsolete records in accordance with legal requirements through the adoption and use of records retention and disposition schedules;
   

3. 
   Recommending to the Commissioner of Education suitable retention periods for any records not covered by records retention and disposition schedules;
   

4. 
   Coordinating the storage and management of inactive records (those no longer needed for the conduct of day to day business of the School District);
   

5. 
   Reviewing and making recommendation on requests for storage equipment;
   

(Continued)

2005 5670R

2 of 3
Non-Instructional/Business

Operations
SUBJECT: RECORDS MANAGEMENT (Cont'd.)

6. 
   Participating in the development of, reviewing proposals for, or coordinating any micrographics or automated data processing systems;
   

7. 
   Organizing or coordinating a program for the identification, administration and use of records of enduring value.
   

1. 
   Surveying and analyzing existing records. Surveying records means checking storage areas and containers to determine what records exist regardless of physical format (paper, microfilm, computer tape, or disk), where they are located, what condition they are in, how old they are, and what information they contain. An analysis of these record holdings will indicate which ones are obsolete and may be disposed of; which are needed for current use; and, which have enduring legal, fiscal, administrative, or historical value and should be retained permanently.
   

2. 
   Conferring regularly with colleagues and department heads to determine their records management needs. How long does the department or agency need a particular records series to conduct routine business? How often do staff refer to the files for information? Has the office retained files longer than applicable State Archives' Records Retention and Disposition Schedules or the local government's needs require? How do officials dispose of out-dated information? The Records Management Officer and the department heads should work together to answer these questions.
   

3. 
   Conducting meetings when problems arise, or when the Records Management Officer has an agenda item to be reviewed by the Board. Situations may occur where the Records Management Officer will need the advice of the Board, or its assistance in gaining support for the program.
   

4. 
   Keeping colleagues informed about records management techniques and the records management program. Workshops, manuals and other publications can provide this valuable information. The Records Management Officer may develop educational programs to present to staff and colleagues.
   

5. 
   Consulting with New York State Archives and Records Administration (SARA) as often as necessary about any records concerns. SARA is the agency legally charged to provide advisory services to all school districts in New York State, except New York City. Professional organizations such as the Society of American Archivists (SAA), the Association of Records Managers and Administrators (ARMA), and the National Association of Government Archivists and Records Administrators (NAGARA) may also be contacted.
   

(Continued)

2005 5670R

3 of 3
Non-Instructional/Business

Operations
SUBJECT: RECORDS MANAGEMENT (Cont'd.)

6. 
   Reporting the economic advantages and the tax dollar savings which the records program provides to other government officials and the public whenever possible. Various public information tools, such as news releases, annual reports, newsletters and the news media may be used to publicize the records program.
   

2005 5680R

1 of 6
Non-Instructional/Business

Operations

The agencies listed below are primarily concerned with environmental and occupational health and safety regulations.

1. 
   The New York State Department of Environmental Conservation (DEC).
   

2. 
   New York State Department of Labor (DOL).
   

3. 
   New York State Department of Health (DOH).
   

4. 
   New York State Emergency Management Office (SEMO).
   

5. 
   New York State Education Department (SED).
   

6. 
   Federal Occupational Safety and Health Administration (OSHA).
   

7. 
   Federal Environmental Protection Agency (EPA).
   

If an inspector from any of these regulatory agencies comes to inspect a District building, the Safety Coordinator will be contacted to assist in making the inspection flow more smoothly.

1. 
   Inventory of all materials used in the workplace.
   

2. 
   Collect MSDS's and keep on file for all materials on inventory.
   

3. 
   Conduct initial and annual RTK/Hazard Communication training for all employees.
   

4. 
   Keep attendance records on file, with social security number.
   

5. 
   Post signs which conspicuously state that employees have a right to training, and who their District contact person is when requesting information.
   

6. 
   Develop written Hazard Communication Program that states procedures and who is responsible in the District for carrying out procedures (labeling, inventory, etc.).
   

7. 
   Maintain records of all employees exposed to 29 CFR 1910 Subpart Z chemicals.
   

(Continued)

2005 5680R

2 of 6
Non-Instructional/Business

Operations
SUBJECT: REGULATIONS AND REGULATORY AGENCIES THAT AFFECT SCHOOL DISTRICT FACILITIES AND EMPLOYEES (Cont'd.)

Asbestos Hazard Emergency Response Act (AHERA) and Code Rule 56

1. 
   Initial Inspection and Management Plan development for each building.
   

2. 
   Annual notification of availability of plan.
   

3. 
   Every six (6) months conduct surveillance of confirmed and assumed ACBM. Document and update Management Plan.
   

4. 
   Conduct Initial Two (2) Hour Asbestos Awareness Training for custodial and maintenance staff. Train new employees. Keep attendance records on file.
   

5. 
   Conduct Triennial Asbestos Inspections. Send reports to SED.
   

6. 
   Train: LEA Designees
   

Management Planners

Handlers

(initial and refresher)

7. 
   Keep documents of removal projects and waste manifests.
   

1. 
   Develop a written Chemical Hygiene Plan.
   

2. 
   Provide training for Science Teachers. Keep attendance records on file.
   

1. 
   Develop a written Exposure Control Program.
   

2. 
   Identify employees at substantial risk of exposure to blood or other body fluids which may contain blood.
   

3. 
   Provide Initial and Annual Training for all employees who are categorized as having occupational exposure to bloodborne pathogens. Keep attendance records.
   

(Continued)

2005 5680R

3 of 6
Non-Instructional/Business

Operations
SUBJECT: REGULATIONS AND REGULATORY AGENCIES THAT AFFECT SCHOOL DISTRICT FACILITIES AND EMPLOYEES (Cont'd.)

4. 
   Offer the Hepatitis B Vaccine to all employees who are categorized as having occupational exposure to bloodborne pathogens. Keep copies of accept/decline records.
   

5. 
   Have Sharps Containers and Biohazard Red Bags available in Health Office.
   

1. 
   Develop a written District-wide/building-level school safety plan, as applicable.
   

2. 
   Communicate the availability of Plan to staff, students, and parents/guardians annually.
   

3. 
   Conduct Annual Shelter or Evacuation Drill. Keep record of drill.
   

4. 
   Each plan shall be reviewed on at least an annual basis and updated as needed by July 1 of each succeeding year.
   

1. 
   Develop a written Energy Control Lock Out/Tag Out Program/Procedures.
   

2. 
   Train all employees who will work on equipment or machinery. Train all other affected employees. Keep attendance records.
   

3. 
   Purchase locks and tags.
   

1. 
   Adopt written rules regarding smoking.
   

2. 
   Post "No Smoking" signs.
   

1. 
   Register affected tanks with New York State DEC.
   

2. 
   Test tanks for leaks according to State and Federal Guidelines.
   

3. 
   Provide Insurance Coverage for tanks.
   

(Continued)

2005 5680R

4 of 6
Non-Instructional/Business

Operations
SUBJECT: REGULATIONS AND REGULATORY AGENCIES THAT AFFECT SCHOOL DISTRICT FACILITIES AND EMPLOYEES (Cont'd.)

Pesticide/Herbicide Applicators (DEC Laws)

1. 
   Anyone applying pesticides or herbicides to public property (other than their own home) must be a Certified Commercial Applicator (or work under the certification of another Commercial Applicator).
   

2. 
   Train employees doing applications.
   

3. 
   Keep records of all applications on DEC Forms.
   

4. 
   Fill out and submit Annual Report to DEC.
   

5. 
   Register District as a business/agency with DEC.
   

6. 
   Provide pollution coverage liability insurance.
   

1. 
   Conduct inventory.
   

2. 
   Submit annual SARA Title III report to county energy planning coordinator and local fire department.
   

3. 
   Contract with DEC Licensed Waste Haulers.
   

4. 
   Keep manifests on file. Send copies to state.
   

5. 
   Proper disposal of mercury-added consumer products, after September 4, 2004 no use/purchase of elemental mercury.
   

1. 
   Conduct Plumbing Profile.
   

2. 
   Sample water for lead content.
   

3. 
   Remove water coolers on the EPA list. Conduct a Lead Hazard Screen Risk Assessment or full Risk Assessment performed by a certified Risk Assessor to determine the potential for lead hazards in all occupied buildings.
   

(Continued)

2005 5680R

5 of 6
Non-Instructional/Business

Operations
SUBJECT: REGULATIONS AND REGULATORY AGENCIES THAT AFFECT SCHOOL DISTRICT FACILITIES AND EMPLOYEES (Cont'd.)

4. 
   Institute remediation for areas where samples show higher than maximum contaminant levels for lead.
   

5. 
   Required to make Public Notice of Lead Sampling and availability of results. Keep record of notice.
   

1. 
   Follow SED guidelines.
   

2. 
   Notify employees of results if testing is performed.
   

1. 
   Complete form for each building.
   

2. 
   Post conspicuously in each building by February 1 for entire month.
   

3. 
   Keep log for five (5) years.
   

1. 
   Develop written Safety Plan.
   

2. 
   Lifeguards certified in First Aid/CPR - Water Safety Instruction.
   

3. 
   Balance pool PH and chlorine level according to DOH guidelines. Keep record of tests.
   

4. 
   Store chemicals according to DOH regulations.
   

5. 
   Maintain Clarity - depth markings - ladders.
   

6. 
   GFI tests.
   

(Continued)

6 of 6
Non-Instructional/Business

Operations
SUBJECT: REGULATIONS AND REGULATORY AGENCIES THAT AFFECT SCHOOL DISTRICT FACILITIES AND EMPLOYEES (Cont'd.)

Fire Inspections

1. 
   Perform annual school fire safety inspection.
   

2. 
   Use a certified Codes Enforcement Official.
   

3. 
   Complete report and submit to SED.
   

4. 
   Notify fire department of inspection.
   

5. 
   Inform the Board of Education of all non-conformities.
   

6. 
   Keep a copy of the report.
   

1. 
   Perform annual school structural safety inspection.
   

2. 
   Use a certified Codes Enforcement Official.
   

3. 
   Notify SED only if structural deficiencies are recorded.
   

1. 
   Lack of continuous flow eye wash station in Biology and Chemistry Departments. (They must be able to flush each eye continuously for at least fifteen (15) minutes).
   

2. 
   Not monitoring art teachers' exposure to air borne lead from kiln operation using lead glazes.
   

1. 
   Not giving art teachers and custodians who clean art rooms copies of the air borne lead exposure appendix.
   

2. 
   Not keeping surfaces clean of accumulation of lead dust.
   

3. 
   Not monitoring employees in Biology Department for exposure to formaldehyde.
   

2005 5680R.1

1 of 2
Non-Instructional/Business

Operations