Agency Policies and Procedures
Agencies are defined as one who provides food directly to the needy,
elderly, ill, or infants and children in the form of meals and/or emergency
supplies.
Table of Contents
Section I
Second Harvest Food Bank Agrees To________________________________________3
Section II
General Guidelines_______________________________________________________4
Section III
USDA_________________________________________________________________9
Section IV
A. Kids Café___________________________________________________________10
B. Food for Kids Backpack Program________________________________________11
C. Second Helpings_____________________________________________________12
D. Direct Links _________________________________________________________13
Section V
Suspension Policies and Procedures_________________________________________14
Section I
Second Harvest Food Bank Agrees To
1. Second Harvest Food
Bank guarantees to serve its mission to end Hunger in the eight counties that
it serves.
2. Second Harvest Food
Bank agrees to maintain up-to-date and current with all of
3. Second Harvest Food
Bank agrees to treat all agencies, their staff, volunteers, and clients with
dignity and respect.
§
Second Harvest agrees not to discriminate in
regard to race, sex, color, national origin, age, political belief, religion,
sexual preference or disability.
4. Second Harvest Food
Bank agrees to distribute all information that could benefit, improve, or aid
each agency.
5. Second Harvest Food
Bank agrees to properly store all products donated or received by Second
Harvest in an appropriate and sanitary manner.
§
All food products will be stored at a minimum of
three inches off the ground.
§
Thermometers will be kept in all refrigerators and
freezer to ensure appropriate temperature.
6. All food products
will be checked and worked to ensure that the all products are in quality
condition before being distributed to any agency.
7. Second Harvest Food
Bank agrees to help all agencies improve their programs.
8. Second Harvest Food
Bank agrees to give hold informative orientations to educate all volunteers as
Approved Shoppers and USDA Approved Shoppers.
9. Second Harvest Food
Bank agrees to keep all records on agencies. This includes, invoices, Agency
Applications, Requests to Partner Forms, Monitorings, Monthly Distribution
Reports, USDA Reports, and Kids Café Reports.
10. Second Harvest Food
Bank agrees to continually seek sources of funding for Agencies to purchase
equipment, program improvement/expansion, etc.
Section II
General Guidelines
- Food Bank food must be used for the purposes of serving the needy. It may not be used by the agency or for any other use such as church dinners, fundraisers, or summer camps. It may not be bought, sold, traded, given with any expectations of the individual(s) receiving the food or transferred to another non-profit.
- All
agencies must keep a current, completed Agency Application on file at the
food bank. This application must be updated every two years. All
agencies must be chartered in the state of
§ Agencies that have a 501 (c) (3) or Church Qualifier Form through another organization, must always use that organization’s signature, Agency Application, and information when working with Second Harvest Food Bank.
- Agencies agree to distribute food without discrimination in regard to race, sex, color, national origin, age, political belief, religion, sexual preference or disability.
- All agencies will be placed in a priority type which will be as follows:
1. Disaster
2. Kids Programs
3. Soup Kitchens
4. Pantries
5. Meals on Wheels
6. Residential/Group Homes
7. Prison Ministries
- Second Harvest Food Bank recommends that each agency use a standard consistent system for determining who is “needy.”
§
§ A ratio of debt to income formula
§ For USDA distribution, please see Section III.
§ Second Harvest Food Bank must be updated annually on the method each agency is using in determining a “need” basis.
- Orientations
are reserved for Wednesdays at
§ A letter from the agency’s Director/Pastor must be submitted approving the new shopper.
§ This is for Shopper Orientation and USDA Orientation.
- Agencies will provide adequate storage, refrigeration, and freezer space to insure the integrity of food until used.
§ Food must be stored at least three inches off the floor. No food is to be stored at ground level. .
§ Thermometers need to be kept in each refrigerator and freezer to ensure appropriate temperature.
§ Food product may not be stored with non-food product.
§ Food should be kept organized and in a sanitary environment.
§ Agencies cannot transfer food to another agency’s site for storage.
§ Food must be stored on that agency’s site.
§ Storage site must be in a controlled temperature setting with heat and air.
- Agencies will be monitored every one to two years. However, Second Harvest Food Bank reserves the right to monitor under special circumstances or surprise visits. Your organization will be inspected for pest control, proper storage, organization, and cleanliness, distribution practices, as well as all records are subject for review.
§
Monitorings will be scheduled during the Second
Harvest Food Bank business hours of Monday through Friday,
§ Agencies must have a representative present at each monitoring.
§ Files for the preceding three years are subject for review.
- Each agency is required to attend one Agency Meeting a year. They are held in the spring and the fall. To attend, each agency must call and register the number of people they are sending to the meeting. An announcement will be sent out to each agency about the meeting approximately one month prior to the set date.
- Each agency agrees to make shopping appointments at least three days prior to date requested. Each agency will have a limit of one hour to shop and each shopper must appear on the agencies “Approved Shopper List” and received an orientation to shopping. A shopper may bring manual help with them if it is preferred, but only approved shoppers may shop. (Agencies are restricted to two helpers for shopping visits.)
§ Agencies must sign in with the warehouse upon arrival and pick up a food list for shopping.
§ All items in the warehouse are $0.14 per pound (gross weight) or less as part of a shared maintenance fee, with the exception of USDA items, Value Added Processing items, and food drive items. The shared maintenance fee may vary based on shipping and method of receiving products.
§ When an agency checks out, their order will be checked by the agency shopper and then by a warehouse worker to ensure that both totals match.
§ Before leaving, each agency will be given an invoice for their visit. It is important for each agency to keep the invoice and check it against their statements monthly. This invoice must be signed before the agency may leave with the food product.
§ Only agencies that have gone through USDA orientation may shop for USDA food products.
§ Shoppers may only shop for their agency.
- Each agency is required to update the food bank annually in writing by the Director/Pastor as to which shoppers will continue to shop.
- The agency is required to keep copies of all records on clients, invoices, and food served for a minimum of three years.
- The agency agrees to notify Second Harvest Food Bank in writing of any changes in pastor, director, address changes- storage facility, distribution location, or kitchen, or new addition to the pantry. Any of these changes will also require an Agency Application to be returned to the food bank within one month of the change and is subject to possible monitoring.
§ If the food bank bought any of your equipment, that equipment must either be returned to the food bank or moved with the agency.
§ If the pastor changes, then a new Church Qualifier form must be completed and submitted with an updated Agency Application as well as a letter from the pastor.
- Only Second Harvest Food Bank product may be stored in equipment purchased by Second Harvest Food Bank.
- All invoices are due as stated. It is expected that all invoices will be paid within thirty days. They are to be mailed to:
Second Harvest Food Bank
of
Only checks can be mailed here. Absolutely
no reports or other paper work
are to be sent to this address.
§
Second
Harvest Food Bank does not accept cash or personal checks, only checks from the
organization.
- Agencies agree not to use the term Food Bank when referring to their pantry, soup kitchen, and/or other charity.
- Second Harvest Food Bank holds many food drives to benefit your agency. Each agency is entitled to an appropriate portion of the food drive items, which is determined by the priority type of the agency See Section II Number 4.
§ There is no maintenance fee on food drive items.
§ Agencies are not to stockpile food drive items in order to evenly spread the resources.
§ If an agency gets a portion of a major food drive that amount will be counted as part of your food drive portion from Second Harvest.
- Agencies of Second Harvest Food Bank will keep the food bank informed of all sources of food acquired in order to notify Second Harvest Food Bank in distributing products to all agencies. It is not Second Harvest Food Bank’s intent to solicit from an agency’s existing donor.
- All
items are accepted in an “as is” condition.
§ The food bank will consider credits in the event of spoiled or damaged product if the agency reports it within 24 hours of the shopping visit.
- Agencies
will serve or distribute food as soon as possible to provide maximum
palatability and freshness where applicable.
- Agencies agree not to store more than a 6 week inventory.
- Agencies will utilize employees or volunteers having sufficient training experience and expertise in the evaluation, handling, preparation and serving of donated items safely and properly judge, handle, prepare, and serve recipients of donated food items. Soup Kitchens must follow Health Department Guidelines.
- All
reports are to be submitted to the Agency Relations and Volunteer
Coordinator by the 10th of each month.
§ Mail all reports to the food bank using the address:
Second Harvest Food Bank
DO NOT FAX THESE REPORTS
§
Note in section V the suspension policies as to
what happens when reports are not submitted.
- Agencies that do not wish to continue their partnership with Second Harvest Food Bank must notify the food bank in writing of their wish to become Inactive one month prior to the agency going inactive. A written letter must also be submitted for a change or discontinuing of a program through the agency.
§ All left over food must be returned to Second Harvest Food Bank in the event of program termination. This includes general shopping product, USDA product, and non-food items.
§ All equipment bought by Second Harvest must be returned to Second Harvest.
- Agencies will sign that they agree to adhere to these policies and procedures to remain Active.
§ Each new agency must agree to these policies and procedures during the application process.
§ All new shoppers must sign that they agree to all of these policies and procedures to be an Approved Shopper.
§ If there is a change in Pastor/Director, then the new Pastor/Director must sign to agree to the guidelines.
Section III
USDA
1. Agencies agree to abide by the Tennessee Income Eligibility Scale to determine client’s eligibility. This form is updated annually. This form is to be posted where all staff and volunteers may use it as a reference.
2. All participating agencies must sign a USDA contract agreeing to adhere to the USDA guidelines after USDA Orientation. Please see Section II Number 2. for Agency Application guidelines.
3. Orientations
for USDA are reserved for Wednesdays at
§ Agencies must call the food bank to reserve their Wednesday appointment
§ A letter must be submitted from the Agency’s Director/Pastor for the agency or agency member to receive USDA Orientation.
4. USDA
shopping is held during your general shopping appointment. You do not have to make a separate appointment to shop for USDA.
5. USDA product can be located in the warehouse by the USDA signs that hang above the product.
§ Only agencies that are approved may shop for USDA product.
§ There is not maintenance fee on USDA product.
§ ALL reports are due by the 10th of every month. Please see Section II Number 12 for the length of time all reports are to be kept by each agency. See Section V Number 2 for suspension procedures if reports are not submitted.
Send Reports to:
Second Harvest Food Bank
DO NOT FAX THESE REPORTS
Section IV
A. Kids Café
- To join this program, agencies must indicate their interest in this program and sign a Request to Partner Agreement with Second Harvest Food Bank, which may be found at the food bank. Agencies must also have a current Agency Application on file.
- Agencies must achieve satisfactory progress towards the five goals of Kids Café:
§ Serve a healthy daily snack and healthy weekly meal during the regular school year. Summer programs should offer a healthy breakfast, lunch, and afternoon snack daily.
§ Provide children with regular age-appropriate nutrition education programs. Provide parents of children with nutrition education programs.
§ Involve parents in the design of the Kids Café Program.
§ Seek support of volunteers and other resources for the program.
§ Motivate and empower the community to respond to the problem of childhood hunger and nutrition.
- A report must be sent quarterly on the meals and snacks served to the child and parent in attendance as well as nutrition education.
- Agencies must maintain appropriate and secure storage for all food supplies as outlined in the food bank’s agency agreement and monitoring.
- Equipment lists that are provided by the food bank must be kept in an appropriate manner.
§ If an agency changes location, it must adhere to all guidelines set forth in Section II Number 13.
- Use the product received from the food bank under the Kids Café agreement only for serving/distributing at the Kids Café Site.
§ Only participating volunteers, children, Kids Café workers, and parents may be served.
§ Serve healthy foods
- Food provided by the food bank for this program is to be solely used for this program.
- A site budget must be submitted to the food bank annually. The site budget must include:
§ Percent of time and effort of staff devoted to the program, Equipment, Food, Storage, Transportation, Marketing, Utilized Space
- Agencies must attend all Agency Meetings as set by Second Harvest Food Bank.
B. Food for Kids Backpack Program
Agency Agrees To:
1.
Agencies must
indicate an interest sign a Request to Partner form with the Food for Kids
Backpack Program through Second Harvest Food Bank. To do this, a current Agency
Application must be on file. These forms may be requested from the food bank.
2.
Agencies must identify children in need of food assistance through observation,
the
child’s self-report, or eligibility, for
free or reduced meals at the schools.
§
Low income
daycare guidelines (state or federal) please note that Second Harvest Food Bank
does not obtain access to these types of information.
- Agencies must identify children in need of food
assistance through observation, the child’s self-report, or eligibility
for free or reduced meals through the schools.
- Low income daycare guidelines (state or federal)
please note that Second Harvest Food Bank does not obtain access to these
types of information.
- A storage facility must be in place and monitored
once every two years by the food bank. See Section II Number 7.
- Agencies must be able to distribute food items in
backpacks and distribute at an agreed upon time and place.
- Records must be kept for a minimum of three years
with information including:
§
Distribution,
dates served, number of children served, items distributed and any other needed
assessment data.
§
The food bank
will supply the forms for these reports.
- Food provided by the food bank for this program
is to be solely used for this program.
- Agencies must attend the Food for Kids program
meetings as requested by Second Harvest Food Bank.
Second Harvest Food Bank Agrees To:
1.
Provide Agency
with selected non-perishable food items and backpacks for the program
(contingent upon funding).
2.
Work with the
program to replenish food and backpack supplies through a mutually agreed upon
distribution time and place.
3.
Assist the agency
to seek continued funding for participating Food for Kids programs.
4.
Provide
information on successful Food for Kids programs to serve as model programs.
5.
Initiate press
releases when appropriate.
6.
Conduct program
assessments and make recommendations.
C. Second Helpings
1. Agencies must have a current, completed Agency Application on file at the food bank. To join this program, each agency has to complete an Agency Agreement form.
2. Agencies must have an onsite feeding program that serves the community.
§ Group Homes may use the product, but are they do not qualify for delivery.
§ See Section II Number 22. for all Agencies that Serve onsite.
3. All products must be stored in an appropriate manner. See Se