Superintendent's Memo #162-09

State seal, Commonwealth of Virginia

Department of Education

June 12, 2009

TO: Division Superintendents

FROM: Patricia I. Wright, Superintendent of Public Instruction

SUBJECT: Award Notification for Equipment Assistance Grants for School Nutrition Programs under the American Recovery and Reinvestment Act of 2009

This memorandum serves as the official grant award notification to school divisions who competitively applied for and were selected to receive the Equipment Assistance Grant funds for school nutrition programs available under the American Recovery and Reinvestment Act of 2009 (ARRA). The Virginia Department of Education (VDOE) used criteria established in the grant application to evaluate each school site for which the school division applied.

The VDOE received over $11 million in requests for the $1,871,114 allocated to Virginia under ARRA for this program. Since the grant award process was competitive, not every school division or school site will receive funds. The award amounts listed for the school divisions and the specific school sites within the divisions are shown in Attachment A. The grant funds may only be used to purchase the specific equipment indicated on the grant application. Funds will be paid to divisions on a reimbursement basis.

A grant acceptance letter (Attachment B) indicating the school division's intent to accept this grant award for each school site must be signed by the division superintendent and returned to the VDOE, Office of School Nutrition Programs, by June 19, 2009. The signed form can be e-mailed, mailed, or faxed to:

Virginia Department of Education
Office of School Nutrition Programs
Attn: Catherine Digilio Grimes (21st floor)
P.O. Box 2120
Richmond, Virginia 23218-2120
Fax: (804) 786-3117

School divisions that do not submit the Grant Acceptance Letter to VDOE by June 19, 2009 will forfeit the division's grant award.

Once the grant acceptance letter is received, an individualized grant award notification form will be issued to the school division with detailed instructions on how to request reimbursement. Reimbursement will be for actual expenses up to the award amount. Any expense over the award amount must be paid by the school division. School divisions may use State Fiscal Stabilization Funds (SFSF) to supplement the Equipment Assistance Grant. The ARRA Equipment Assistance Grant funding cannot be commingled with other federal school nutrition program funds. They must be tracked and reported separately.

You are encouraged to purchase qualifying equipment by September 1, 2009, in order to obligate and/or spend all grant money prior to the September 30, 2009, deadline. Virginia will forfeit all grant funds not obligated by September 30, 2009, as they must be returned to the U. S. Department of Agriculture (USDA) for reallocation.

If you have questions, please contact the Director of School Nutrition Programs, Catherine Digilio Grimes, by telephone at (804) 225-2074 or via e-mail at or the school nutrition programs specialist assigned to your division.

PIW / CDG / idl


a. ARRA Equipment Assistance Grant Award Spreadsheet (PDF)

b. Acceptance Letter for Equipment Assistance Grant (Word)