"With Helping Hands" Serving Nutritious Meals

Finding No. 2023-001: Significant Deficiency - Compliance with $203 daily meal count records not being accurately completed

Grantor: U.S. Department of Agriculture Pass-through: Texas Department of Agriculture Grant: Summer Food Service Program CFDA Number: 10.559 Compliance Requirement: Reporting

Condition: During the Texas Department of Agriculture (TDA) audit in January 2024, TDA noted that staff at one site they tested did not properly record meals at the point of service.

Criteria: In compliance with SFSP Monitor's Guide, SFSP Administrative Guidance for Sponsors, TDA SFSP Supplemental Handbook,and 7 CFR 225.15(c), meal counts should be recorded at the point of service.

Cause: The center did not record first meals served at the point of service but meals were still served to participants

Effect: Failure of the center to properly record meals at point of service caused a disallowance of 41 meals.

Recommendation: TDA recommends With Helping Hands to provide a detailed explanation of the circumstances that caused the noncompliance; develop and implement a process and procedure to ensure proper recording of meals at point of service and update policies and procedures to ensure meal count records are properly recorded at point of service.

Views of Responsible Officials and Planned Corrective Actions: With Helping Hands has implemented policies to ensure all information is captured at point of service. These policies have been provided to all centers. On February 14, 2024, TDA reviewed the Corrective Action Plan provided by With Helping Hands and has concluded its review.

Finding No. 2023-002: Significant Deficiency - Compliance with accurate records of meal preparation and ordering

Grantor: U.S. Department of Agriculture Pass-through: Texas Department of Agriculture Grant: Summer Food Service Program CFDA Number: 10.559 Compliance Requirement: Reporting

Condition: During the Texas Department of Agriculture (TDA) audit in January 2024, TDA noted that a site they tested did not maintain accurate meal preparation records.

Criteria: In compliance with SFSP Administrative Guidance for Sponsors, meal preparation records should be accurately maintaied to ensure proper portions are being served to each participant.

Cause: The center did not accurately record the amount of meal preparation items utilized that corresponded with the proper serving sizes for the number of participants they claimed to have fed.

Effect: Failure of the center to properly ensure the meal preparation records were adequately maintained caused 40 partificpants receive incorrect portion sizes.

Recommendation: TDA recommends With Helping Hands to provide a detailed explanation of the circumstances that caused the noncompliance and to develop and implement processes and procedures ensuring the proper recording of meal prepping materials and that each participant receives the proper serving size.

Views of Responsible Officials and Planned Corrective Actions: With Helping Hands has implemented policies to ensure all meal prepping information is accurately recorded and each particpant is receiving the proper serving size. These policies have been provided to all centers. On February 14, 2024, TDA reviewed the Corrective Action Plan provided by With Helping Hands and has concluded its review.

Finding No. 2023-003: Significant Deficiency - Compliance with resource management

Grantor: U.S. Department of Agriculture Pass-through: Texas Department of Agriculture Grant: Summer Food Service Program CFDA Number: 10.559 Compliance Requirement: Special Tests and Provisions

Condition: During the Texas Department of Agriculture (TDA) audit in January 2024, TDA noted that at the site tested no documentation was provided to prove all of their operational site staff were priorly trained.

Criteria: In compliance with Citation 225.15(d)(1), all staff should be SFSP trained prior to assuming SFSP duties.

Cause: The center did not ensure all of their site staff was properly trained before assuming SFSP duties.

Effect: Failure of the center to properly ensure staff members are properly trained caused their resource management requirements to not be met.

Recommendation: TDA recommends With Helping Hands to provide a detailed explanation of the circumstances that caused the noncompliance and to develop and implement processes and procedures to ensure all staff operating the SFSP receive training before conducting SFSP duties.

Views of Responsible Officials and Planned Corrective Actions: With Helping Hands has implemented policies to ensure that all staff memebers are properly trained prior to performing any duties. These policies have been provided to all centers. On February 14, 2024, TDA reviewed the Corrective Action Plan provided by With Helping Hands and has concluded its review.

Finding No. 2023-004: Significant Deficiency - Compliance with monitoring

Grantor: U.S. Department of Agriculture Pass-through: Texas Department of Agriculture Grant: Summer Food Service Program CFDA Number: 10.559 Compliance Requirement: Special Tests and Provisions

Condition: During the Texas Department of Agriculture (TDA) audit in January 2024, TDA noted that With Helping Hands did not ensure all monitoring forms are accurately and fully completed.

Criteria: In compliance with Sponsor Monitor's Guide, and Administrative Guidance for Sponsors, the sponsor is responsible for the proper monitoring of centers, performing of reviews, and filling out of any forms.

Cause: During the monitoring of the centers, the monitor did not fully or accurately complete the monitoring forms required.

Effect: Failure of the monitor to fully or accurately complete the monitoring forms caused required information to be left unanswered or inaccurately completed.

Recommendation: TDA recommends With Helping Hands to provide a detailed explanation of the circumstances around the monitored visits; develop and implement processes and procedures to ensure all questions on the monitoring forms are reviewed and answered; and a process to ensure that monitors return reports frequently as the reviews are being conducted.

Views of Responsible Officials and Planned Corrective Actions: With Helping Hands has implemented policies to ensure all monitoring forms are completed fully and accurately. With Helping Hands has also conducted a review with staff for all monitoring policies and procedures on February 1, 2024 to address these issues. These policies have been provided to all monitors. On February 14, 2024, TDA reviewed the Corrective Action Plan provided by With Helping Hands and has concluded its review.