summer food service program planning the program

Food & Nutrition Management

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Planning the Program: Evaluating and Selecting Sponsors and Sites

Sponsor Selection Priorities

Confusion and waste result when two or more sponsors compete for the same sites or for serving children in the same geographical area. Since such an overlap in service conflicts with program objectives, the Florida Department of Education usually approves only one sponsor to serve a target population. When determining which of the competing sponsors will serve a target population, the Florida Department of Education will give priority (in descending order) to:

local school food authority sponsors;
government and private nonprofit organization sponsors that have successfully operated the Summer Food Service Program in a prior year;
new government sponsoring organizations; and
new private nonprofit organization sponsors.

Evaluating an Area

It is important that a sponsor adequately evaluate the needs and resources of the area(s) it hopes to serve prior to making final plans for site operations. In particular, a sponsor should try to determine the type and size of the program that would best meet the needs of the community.
As part of the inquiry into the community's needs, a sponsor should:

ask parks and recreation centers about their summer recreation programs;
contact youth organizations, including YMCAs, YWCAs, Boys and Girls Clubs, and scout troops about their summer plans;
contact minority referral sources and relevant minority organizations in the prospective site area;
contact other groups and organizations in the area that may be planning to participate in the SFSP;
contact local parent groups to determine the level of parental support; and ensure that the site is eligible.

After sponsors have made these initial contacts in any area(s) they hope to serve, they will have an easier time evaluating different sites and deciding on the size of their operations. Sponsors will have to make three especially important decisions. They must:

select the particular sites where they will serve meals to children, closely examining the circumstances if they plan to have several sites in the same neighborhood;
decide how many sites they will sponsor during the summer; and
determine how many children they will serve at each site they sponsor.
If sponsors take particular care in making these decisions before their programs start, they may be able to prevent problems that could arise later.

Selecting Sites

Since sponsors must assume administrative and financial responsibility for total program operations at all sites under their supervision, they must be certain that a site can offer a quality meal service before they decide to sponsor that site. The following paragraphs outline several major issues that should be considered when the sponsor evaluates sites.

Meal Service Facilities

Sponsors are responsible for choosing the most appropriate facilities available for food service. If sponsors prefer on-site meal preparation, they should visit all sites to:

make sure that sites are properly equipped with the appropriate facilities and equipment for meal preparation and service for the anticipated number of children; and
check that sites can meet state and local public health standards and have or can obtain the required health department certification. The sanitation or health inspector from the local health department can assist in complying with state and local rules and regulations.
Because of the many variables at different sites, the kinds of equipment that will be needed will vary based on the number of children being served and the type of menu being prepared. During the visit determine the condition of the equipment and, if appropriate, delegate responsibility for maintenance and repairs. Whether a sponsor plans to have the meals prepared or delivered by a food service management company, school food service, or a central kitchen, the food preparation, holding, and delivery capabilities should be checked. Sponsors should determine whether meals will be served and consumed inside or outside. If regular meal service is outdoors, sponsors must make sure there is adequate indoor space for meal service during inclement weather.

Operating Limitations

Sponsors should remember that there are limits on the size of a program.

All sponsors, except private nonprofit organizations, may be approved for a maximum of 200 sites.
Private nonprofit organizations may be approved to operate up to 25 sites, urban or rural, or both. They may serve up to 300 children at an approved meal service at any one site.
All sponsors, except private nonprofit organizations, may be approved for a total average daily attendance at all sites of 50,000 children.