ISLAND HARVEST FOOD BANK MEMBER AGENCY POLICIES AND PROCEDURES MANUAL

Transcription

1 ISLAND HARVEST FOOD BANK MEMBER AGENCY POLICIES AND PROCEDURES MANUAL Hauppauge Distribution Center: 40 Marcus Blvd. Hauppauge, NY (631) Fax: (631)

2 Table of Contents Section Page I. How to Reach Us 3 II. Island Harvest Food Bank Mission Statement 3 III. Feeding America 3 IV. Becoming a Member Agency 4 V. Ongoing Member Agency Compliance Requirements 9 VI. Understanding How Island Harvest Food & Produce is Sourced 14 VII. Understanding Acceptable Use of Donated Product 15 VIII. Grievances 16 IX. Member Agency Suspension and Termination 17 X. Receiving Food from Island Harvest Food Bank 18 XI. Food Storage Handling and Inspection 20 XII. Island Harvest Food Bank Programs and Services 22 XIII. Island Harvest Food Bank Capacity Building 24 In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C., or call (866) (voice). Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) ; or (800) (Spanish). USDA is an equal opportunity provider and employer. Rev. 07/16/ v2 Page 2

3 Section I. How To Reach Us & General Information Hauppauge Distribution Center: Address: 40 Marcus Blvd., Hauppauge, NY Telephone Number: (631) Fax: (631) Uniondale Distribution Center: Address: Uniondale, NY Telephone Number: Mineola Administrative Offices: Address: 199 Second Street, Mineola, N.Y Telephone Number: Fax: Distribution Hotline: ext. 117 Island Harvest Food Bank Welcome The Island Harvest Food Bank welcomes you as a member agency. We look forward to working with you to fight food insecurity amongst our community. Island Harvest Food Bank appreciates that your organization: Demonstrates a commitment to serving those who are at risk of food insecurity. Have dedicated and motivated staff and volunteers committed to providing great service, maintaining records, and proper reporting to ensure the continued success of the program. Section II: Island Harvest Food Bank Mission Statement To end hunger and reduce food waste on Long Island. Island Harvest Food Bank realizes hunger is a symptom of other societal problems such as economic conditions, poverty and unemployment. Other issues including drought, food and gas prices, the cost of healthcare and limited social service support also affect the demand on services provided by food banks and our member agency networks. Island Harvest Food Bank continues to be a leader in public policy issues affecting hunger from Town Hall to the U.S. Capitol. We work in partnership with other food banks as well as many other organizations on behalf of people who are hungry, to ensure access to healthy food is available. As a member agency, we ask that you not only stay informed about our advocacy & public policy efforts, but get involved and participate in them. Section III: Feeding America Feeding America is the nation s leading domestic hunger-relief charity with a food bank network of over 200 members. Island Harvest Food Bank is part of the Feeding America Network, along with other food bank members, who supply food and to more than 37 million Americans each year, including 14 million children and 3 million seniors. Rev. 07/16/ v2 Page 3

4 Section IV: Becoming a Member Agency In order to gain and maintain membership with Island Harvest Food Bank, a member agency must meet minimum requirements as set out by Feeding America, IRS, and Island Harvest Food Bank leadership. By federal law, a 501(c)(3) or an equivalent (church), must be fiscally, programmatically and legally responsible for the handling and distribution of donated food received by Island Harvest Food Bank. To assure compliance and accountability, Island Harvest Food Bank has an application process for organizations interested in becoming a member agency. Island Harvest Food Bank accepts applications for partnership from organizations that, for charitable purposes, wish to distribute food to the ill, needy or infants. These types of partnerships include but are not limited to an emergency or non-emergency food pantry, emergency congregate meal provider, shelter, transitional living facility, senior center, rehabilitation program and soup kitchen. Minimum Requirements For New & Current Member Agencies 1. Meet 501(c)(3) or an equivalent (church). 2. Serve a targeted population of people who are infants and/or ill or needy. 3. Complete an Island Harvest Food Bank New Member Agency application, program outline, Letter of Agreement and other related forms. The program outline will include information, such as: a. How the food will be distributed to clients to ensure the process does not violate civil rights regulations. b. A description of the member agency s record keeping system. c. The days and hours the program will be open. Emergency food pantries must be open to the public a minimum of twice a month for no less than two hours each distribution. Faith-based organizations must designate food pantry distributions on days/times other than days when services are offered. d. Non-emergency food pantries must show they are population specific and provide case management for clients (i.e. mental health services). e. Financial plans to sustain your program. 4. Follow all IRS, Feeding America and Island Harvest Food Bank Policies and Procedures. 5. Follow all applicable Town, County, State and Federal civil rights, health and safety codes, guidelines and/or inspection requirements. 6. Attend a mandatory Orientation/Non-discrimination/Safe Food Handling class. 7. Have a minimum of three months emergency food distribution experience (not required for snack programs or on-site meal preparation sites). 8. Have the ability to serve a consistent minimum of twenty five families monthly. 9. Post required signage in public view. This includes; And Justice For All (nondiscrimination poster), Proud Partner of Island Harvest Food Bank poster, and member agency hours of operation for all emergency distribution sites. a. Properly promote partnership with Island Harvest Food Bank on the member agency s website and in printed materials. 10. Complete and submit the monthly statistical survey by the 10 th of each month. 11. Pass all site inspections. 12. Schedule a sufficient number of staff or volunteers to manage the operations for the member agencies. This includes, but is not limited to: a. food delivery and distribution b. client documentation c. facility cleanliness, etc. 13. Maintain proper food safety. This responsibility includes: a. Attend annual basic food safety training and submit a certification of completion. Rev. 07/16/ v2 Page 4

5 b. All on-site meal preparation sites will need to submit a Food Manager s Certificate/ Food Handlers Certificate of Completion from the County Department of Health. c. Ability to safely receive, store and distribute the donated food and product received. d. All food and product is stored properly and secured from theft. 14. Emergency Food Pantries, Shelters and Congregate Meal Providers agree to participate in disaster preparedness and response. a. These agencies will have at least one staff or volunteer complete, at a minimum, FEMA s online ICS-100 training and submit the certificate to Island Harvest Food Bank for inclusion in their member agency file. 15. Identify a volunteer or staff member to act as the Member Agency SNAP Liaison. This contact person will promote Supplemental Nutrition Assistance Program (SNAP) and/or conduct SNAP enrollment outreach (depending on partnership type) or build a volunteer outreach team within the agency to promote SNAP and other government programs. 16. Agree to keep Island Harvest Food Bank updated on agency contact, administration, correct address and promptly reply to all survey, reports and other requests. 17. Agree to keep Island Harvest Food Bank updated on any service plan changes such as hours/days of operation etc. Three Month Experience Requirement The following requirement is for food pantry programs only. Island Harvest Food Bank requires three months of food pantry or similar emergency food program distribution experience in order to qualify for partnership. Partnership with Island Harvest Food Bank is meant to enhance the work your agency is already doing. Food and product available from Island Harvest Food Bank should supplement your inventory, not be the sole source. The experience requirement is meant to show Island Harvest Food Bank that your agency has acquired food/financial support of the community which is one key to longterm success and stability. Direct distribution to clients and record keeping can be difficult so the experience requirement also shows your commitment to human service and accountability requirements. Non-Profit 501(c)(3) Status All member agencies receiving donated products from Island Harvest Food Bank must be federally exempt 501(c)(3) organizations, be affiliated with a 501(c)(3), or an equivalent (church). See IRS Publication 557 for an explanation of the different 501(c) statuses. The member agency must adhere to all requirements under IRS Code 170(e)(3). A member agency that is affiliated with a church or a program directly sponsored by a church may use the nonprofit designation of the parent affiliation of that church (e.g. Southern Baptist Convention, NY Diocese, etc.). In such cases, the member agency must submit a letter on the church s letterhead affirming that the program is directly associated with that church and the church is affiliated with the parent organization. An independent or non-denominational church or a program directly sponsored by an independent church and has not received a nonprofit designation from the IRS may submit a letter on the church s letterhead signed by its Chief Executive Officer affirming that the organization is, in fact, a church, and has not applied to the IRS for 501(c)(3) status and been denied, nor has had its 501(c)(3) status revoked by the IRS. Furthermore, such church must affirm that it meets the criteria employed by the IRS in defining a church. If your member agency falls within this category, the signed form will be placed in your file prior to your membership. This form will be included with your application packet if deemed necessary and in the addendum. A copy of the 501(c)(3) determination letter, a letter of affiliation or affirmation must be submitted to Island Harvest Food Bank before membership can be activated. Rev. 07/16/ v2 Page 5

6 The member agency must maintain its 501(c)(3) status and adhere to all requirements under IRS Code 170(e)(3). Failure to comply may result in a change of privileges with Island Harvest Food Bank, including probation or termination of Island Harvest Food Bank membership. Because FEMA programs are federally funded, Island Harvest Food Bank is required to comply with the Single Audit Act of Our independent financial auditors have asked that we include the following information for all member agencies that may be affected by this and related laws. If the member agency loses, does not renew or has its 501(c)(3) status revoked, the member agency must provide notice of such to Island Harvest Food Bank, in writing, and by certified mail within five (5) business days of such event. Notice shall be sent to Randi Dresner, CEO (randi@islandharvest.org). Single Audit Act: For each fiscal year included within a contract period in which a member agency expends a total of $500,000 or more in Federal awards from all sources, the member agency is required to have an audit conducted in accordance with the Single Audit Act of 1984, 31 U.S.C., Section 7501 et seq., and OMB Circular No. 133 Audits of Institutions of Higher Education and other Nonprofit Institutions. Member Agency Application Nonprofit organizations interested in partnering with Island Harvest Food Bank must complete a Member Agency Application and submit a program operation outline and other supporting documents. Applications can be downloaded from the Island Harvest Food Bank website or can be requested from any Agency Relations staff. Submitted applications should include an outline describing the feeding program, proof of 501(c)(3) or equivalent status, signed Letter of Agreement, FEMA s ICS-100 certificate (emergency pantries, shelters and congregate feeding programs only) and any health department certificates (if applicable). Incomplete applications will not be accepted. The application will request all member agencies to choose a type of member agency, based on the services offered. Below are the member agency definition types: Emergency vs. Non-Emergency Definitions: Emergency Food Providers (EFPs) are public charitable organizations with IRS tax exempt status (501c3) and have established ongoing food assistance programs that distribute at least monthly either bags/boxes of groceries and/or prepared meals onsite to their clients. EFPs also provide food assistance on an emergency basis to anyone in need. Non-Emergency Food Providers are public charitable organizations with IRS tax exempt status (501c3) programs that provide food, snacks and beverages to low income clients participating in their programming. Food Pantries: Emergency Food Pantry: Provides food and other supplies to families in need. This food pantry is open to all. Emergency Off-Site Distribution: Provides food and other supplies to families in need via a mobile distribution to designated locations throughout Long Island. This food pantry is open to all. Non-Emergency Food Pantry: A non-emergency food pantry is an add-on service located within an organization that provides case management services. Example: A mental health organization that provides case management services to its clients and wishes to have an on site pantry for those clients. This pantry is not open to the general public. Only specialized Rev. 07/16/ v2 Page 6

7 population specific agencies providing case management will be approved as non-emergency food pantries with Island Harvest Food Bank. Shelter/ Residential/Rehabilitation: Provides permanent or temporary housing and services that assist clients to achieve self-sufficiency. This food pantry is open only to those living in the residences. On-Site Meal Preparation: Soup Kitchen: Provides meals to individuals in need. Open to the public. Shelter/ Residential/Rehabilitation: Provides permanent or temporary housing and services that assist clients to achieve self-sufficiency. The on-site meals prepared are open only to those living in the residences. Child Day Care: A nonprofit facility that has a child population 50% and higher who qualify for free or reduced meals. The on-site meals prepared are only open to the children registered with the day care center. Adult or Senior Program: A nonprofit facility for adults or seniors who serve a population of 50% and higher within the poverty level guidelines. The on-site meals prepared are only open to the adults or seniors registered with the program. Snack Programs: Youth Program: A nonprofit facility that has a youth population of 50% and higher who qualify for free or reduced meals. The snacks served are only open to the youth registered with the program. Adult or Senior Program: A nonprofit facility for adults or seniors who serve a population of 50% and higher within the poverty level guidelines. The snacks served are only open to the adults or seniors registered with the program. Training Requirements Potential member agencies must attend an Orientation/Non-discrimination/Safe Food Handling Class as part of the application process within 30 days of submitting the completed application for membership. The member agency must send at least two representatives, but we recommend sending several who will be involved with interactions between your member agency and Island Harvest Food Bank. It is the responsibility of the attendee to then train and inform others within your organization of the information learned in the class on how to interact with Island Harvest Food Bank. This includes procedures for distribution and pick-up of food and other supplies. Member agencies that send untrained staff/volunteers to a distribution may be asked to repeat the class. Please note that member agencies are required to attend this class annually. This requirement ensures Island Harvest Food Bank is meeting Feeding America regulations by providing our member agencies Non-discrimination and Safe Food Handling training. Additional training for member agencies that prepare meals may be secured through the County or State Department of Health Offices. Member agencies preparing meals must have at least one staff that maintains a Food Manager s Certificate and other staff are recommended to have a Food Handlers certificate. Initial Inspection Upon completion of the application and requisite training, an initial inspection of the physical location will be conducted. After becoming a member agency your site will be monitored minimally every two years thereafter. The purpose of these visits is to ensure that your site is in compliance with all federal and local regulations, and provide a way for Island Harvest Food Bank to assist you in improving the effectiveness and impact of programs at your site. Below are the compliance requirements Island Harvest Food Bank will be looking for and each member agency can expect during the initial visit: 1. Serve a targeted population including infants and/or people who are ill or needy. 2. Follow all IRS, Feeding America and Island Harvest Food Bank Policies and Procedures. Rev. 07/16/ v2 Page 7

8 3. Follow all applicable Town, County, State or Federal health and safety codes, guidelines and/or inspection requirements. 4. Have the ability to serve a consistent minimum of twenty five families monthly. 5. Post required signage in public view. This includes; And Justice For All (nondiscrimination poster), Proud Partner of Island Harvest Food Bank poster, and member agency hours of operation for all emergency distribution sites. a. Properly promote partnership with Island Harvest Food Bank on the member agency s website or printed materials 6. Complete and submit the monthly statistical survey by the 10 th of each month. 7. Schedule a sufficient number of staff or volunteers to manage the operations for the member agencies. This includes, but is not limited to; a. food delivery and distribution, b. client documentation, c. facility cleanliness, etc. 8. Maintain proper food safety. This includes: a. Attend annual basic food safety training and submit a certification of completion. b. All on-site meal preparation sites will need to submit a Food Manager s Certificate/ Food Handlers Certificate of completion from the County Department of Health. c. Ability to safely receive, store and distribute the donated food and product received. d. All food and product is stored properly and secured from theft. Absence of Discrimination A member agency may never discriminate. Doing so will subject your membership to immediate termination. There may be no exclusion or limitation of services based on race, color, national origin, sex, religion, age, disability, political belief, sexual orientation, or marital or family status. A member agency may not require individuals to attend a religious or political meeting in exchange for (or a condition) of receiving food or other services. All emergency distribution sites must post a And Justice For All poster in an area accessible and visible to clients. Posters are available at Island Harvest Food Bank and provided to all sites upon request. A member agency may not require clients to make a statement of faith or pledge membership to any religious or political organization before receiving assistance. Any and all complaints to this effect will be investigated by Island Harvest Food Bank. An emergency food pantry member agency may not restrict food assistance services to special groups, church members or current pantry clients. A member agency may not request social security numbers from clients. A member agency must put the non-discrimination statement on any public program material. (statement below) If the material is too small to permit the full statement, the material will, at a minimum, include the exact statement below, in print size no smaller than the other material text, that: This institution is an equal opportunity provider. In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.D., or call (866) (voice). Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) ; or (800) (Spanish), USDA is an equal opportunity provider and employer. Rev. 07/16/ v2 Page 8

9 Requirements for all Residential Programs: Island Harvest Food Bank may distribute products to residential programs such as foster care group homes, transitional living organizations, and rehabilitation treatment centers housed in a single family dwelling only if the service is provided under the auspices of a 501 (c) (3) organization. Lease agreements must state that no individual is paying specifically for the food, and steps are taken to assure that primary service is to people who are needy. Boarding homes are not eligible to receive Island Harvest Food Bank services. As an alternative, residents may be eligible to receive food through local emergency food pantries. All of the aforementioned housing organizations must meet the following criteria to become an Island Harvest Food Bank member agency and maintain Island Harvest Food Bank membership. There may be no fewer than (8) eight residents in each facility. The housing organization must have at least one paid staff member onsite. The organization must be licensed by a state entity that regulates operations and issues licenses, certifications and registrations to facilities that provide home based services. For instance, the NY Office of Children and Family Services licenses facilities such as foster group homes, therapeutic camps, residential treatment centers, halfway houses, emergency shelters, day cares and maternity homes. No one may sell and/or be reimbursed for grocery products acquired from Island Harvest Food Bank or distribute these products to other entities. Violation of this policy is cause for immediate termination of Island Harvest Food Bank membership. Household members must not be charged for product received from Island Harvest Food Bank, nor may they be required to perform services. Each member agency must meet all Island Harvest and pertinent health department food storage and food handling requirements. Specifically, records of the last health department inspection, pest control contract, temperature logs, and food handling certificate must be made available to monitoring staff on request. Each member agency will be visited by Island Harvest Agency Relations Staff in an announced or unannounced visit within the first 3-6 months of initial monitoring visit. The distribution and pick up procedures and guidelines are the responsibility of the participating organization s staff members. Residents may not be the primary point of contact. Overstocking of Island Harvest Food Bank items is prohibited. The household may receive only the amount of product that can be reasonably expected to be consumed prior to the next pick up from a distribution site. Section V: Ongoing Member Agency Compliance Requirements Member agencies are expected to be good stewards of the donated food and product entrusted to them from Island Harvest Food Bank. To assure this, member agencies are required to: 1. Serve a targeted population of people who are ill, needy, or infant. 2. Follow all IRS, Feeding America and Island Harvest Food Bank Policies and Procedures. 3. Follow all applicable Town, County, State or Federal health and safety codes, guidelines and/or inspection requirements. 4. Attend a mandatory Orientation/Non-discrimination/Safe Food Handling class. 5. Have the ability to serve a consistent minimum of twenty five families monthly. Post required signage in public view. This includes; And Justice For All (non-discrimination poster), Proud Partner of Island Harvest Food Bank poster, and member agency hours of operation for all emergency distribution sites. a. Properly promote partnership with Island Harvest Food Bank on the member agency s website or printed materials Rev. 07/16/ v2 Page 9

10 6. Complete and submit the monthly statistical survey by the 10 th of each month. 7. Pass annual physical site inspections. 8. Schedule a sufficient number of staff or volunteers to manage the operations for the member agencies. This includes, but is not limited to; a. food delivery and distribution, b. client documentation, c. facility cleanliness, etc. 9. Maintain proper food safety. This includes: a. Attend annual basic food safety training and submit a certification of completion. b. All on-site meal preparation sites will need to submit a Food Manager s Certificate/ Food Handlers Certificate of completion from the County Department of Health. c. Ability to safely receive, store and distribute the donated food and product received. d. All food and product is stored properly and secured from theft. 10. Emergency Food Pantries, Shelters and Congregate Meal Providers agree to participate in disaster preparedness and response. a. These agencies will have at least one staff or volunteer complete, at a minimum, FEMA s online ICS-100 training and submit the certificate to Island Harvest Food Bank for inclusion in their member agency file. 11. Identify a volunteer or staff member to act as the Member Agency SNAP Liaison. This contact person will promote SNAP and/or conduct SNAP enrollment outreach (depending on partnership type) or build a volunteer outreach team within the agency to promote SNAP and other government programs. 12. Agree to keep Island Harvest Food Bank updated on agency contact, administration, correct address and promptly reply to all survey, reports and other requests. 13. Agree to keep Island Harvest Food Bank updated on any service plan changes such as hours/days of operation etc. Annual training: At least one person within the member agency s staff, whether paid or volunteer, must attend an Island Harvest Orientation/Non-Discrimination/Safe Food Handling class each year. The class is free to member agencies. If the member agency is a meal provider (on-site meal preparation site) a person within the member agency s staff must hold a certified food manager certificate from the local health department, a current or updated copy must be provided to Island Harvest Food Bank for the member agency s files. This additional certification does not exempt the staff from attendance of the annual Island Harvest Food Bank required class. Disaster Preparedness and Response: Because Island Harvest Food Bank is a first responder during disasters, we offer ongoing trainings, workshops and conferences on disaster preparedness and response. All new and current emergency food pantries, shelters and congregate feeding agencies will be required to have at least one staff or volunteer complete the free online FEMA ICS-100 training annually and submit the certificate for inclusion in their file. Annual Monitoring Visit (inspection): Feeding America requires that all Island Harvest Food Bank member agencies be monitored every two years. If a member agency receives grievance complaints, then the number of monitor visits may increase as needed or may even include a mystery shop. Rev. 07/16/ v2 Page 10

11 What is Island Harvest Food Bank looking for during a monitoring visit? Site is in compliance with all federal and local regulations. Proper signage and required posters are displayed. The sufficient number of volunteers is available for a successful program. The site has proper food storage and can be secured from theft (see food storage). Document if the site has the ability to store/handle/distribute perishable items as described in the policies and procedures. Observe how the food will be distributed to clients and to ensure the process does not discriminate against any individual. (See Civil Rights). Distribution, storage, and client areas are clean and orderly. Proper record keeping system is in place (see record keeping). That the member agency s records correspond and back up the information reported to Island Harvest Food Bank. Mobile/Off-site Distributions It is important to note that if you are a member agency that distributes to off-site locations, you must still meet all the requirements listed above to be prepared for a monitor visit. We value that you want to, go-to the people in need but it is imperative to take extra care to protect your organization from possible harm while working to do the most good. You will see that the requirements are almost identical but we want to stress that the two key requirements to document in a mobile/off-site distribution is documentation of location and of the clients served. Please read each section below carefully to assure you are keeping all the proper records needed. What is Island Harvest looking for during a monitoring visit of a Mobile or Off- Site Distribution Program? Site is in compliance with all federal and local regulations. Proper signage and required posters are displayed. o Signage can be placed on tables or taped to trucks as long as clients can see. The sufficient number of volunteers is available for a successful program. The site has proper food storage and can be secured from theft (see food storage). o Think in terms of how you are storing food while it is waiting to be distributed, is it be held at proper temperature if it is perishable? Observe how the food will be distributed to clients and to ensure the process does not discrimination against any individual. (See Civil Rights). Distribution and client areas are clean and orderly. o Are there any safety possible safety hazards? Proper record keeping system is in place (see record keeping). o Collection of client records. o Distribution location log. If you distribute at the same place each time please note that on your log and assure that Island Harvest Food Bank has that Information for your hard copy file. If you move around, you MUST log your location, date and time. If meals are being distributed, than copies of your health inspection and food manager certification from the location where food is prepared is required. That the member agency s records correspond and back up the information reported to Island Harvest Food Bank. Food Safety: Maintain proper food safety. It starts once the food is received and includes the cleanliness of the vehicles. The agency relations representative will be looking for the following food safety guidelines: a. Attend annual basic food safety training and submit a certification of completion. Rev. 07/16/ v2 Page 11

12 b. All on-site meal preparation sites will need to submit a Food Manager s Certificate/ Food Handlers Certificate of completion from the County Department of Health. c. Ability to safely receive, store and distribute the donated food and product received. d. All food and product is stored properly and secured from theft. Record Keeping: Keeping a proper paper trail is the member agencies proof that it is being a good steward of the donated food and product entrusted to them from Island Harvest Food Bank and its donors. This is also how the member agency shows that the entrusted donations are being used for purposes intended. Member agencies are required to keep all records onsite for 3 years and make them available to Feeding America or Island Harvest Food Bank staff when requested. Records include: Pest Control Records: A visual inspection of the member agency s facilities should be done at least monthly, with prevention and treatment at least quarterly or as needed. o If the member agency uses a professional pest control company, copies of service reports, including chemicals used, should be made available to the Island Harvest Food Bank representative during monitoring. o If the member agency chooses to conduct its own regularly scheduled pest control program, a record of chemicals used and treatment dates must be kept. This record should be made available to the Island Harvest Food Bank representative during monitoring. Only pesticides approved for food storage facilities may be used. o Poison baits for pests should never be used in a food storage or preparation area. o Island Harvest Food Bank reserves the right to require a member agency to use a professional pest control service if deemed necessary during a monitoring visit. Food and Product Order Receipts: All food and product order receipts will be provided at the time of distribution during warehouse appointments, direct deliveries, and volunteer deliveries. Food and product order receipts will be mailed to the member agency on a quarterly schedule following Central Distributions. It is the responsibility of the member agency to ensure the receipt reflects the accurate amount of food and product received. Temperature Logs: Perishable food stored within various refrigeration equipment must be logged twice per day each day or during regularly scheduled hours and kept on file. Complaint Logs: Island Harvest Food Bank encourages all member agencies to maintain complaint logs. Staff and volunteers should be instructed to document any issues during a distribution. Maintaining a complaint log will enable your member agency to recall issues or incidents should there be a complaint filed with Island Harvest Food Bank. Health Inspection & Food Managers Certificate: (only On-Site Meal Preparation) o If the member agency is a meal provider (prepares meals for clients), a member of the member agency s staff must hold a certified food manager certificate from the local health department. A current or updated copy must be provided to Island Harvest Food Bank for the member agency s file. o The member agencies must also be inspected by the Town, County or State Department of Health annually. A current or updated copy must be provided to Island Harvest Food Bank for the member agency s file. Please note we understand that the health department may not want to visit a non-profit site but a health inspection is required by Feeding America. At the very least, the member agencies should request a courtesy inspection in writing and provide a copy of that letter to Island Harvest Food Bank for your file. This is required. This additional certification does not exempt the staff from attendance to the annual Island Harvest Food Bank required training. Rev. 07/16/ v2 Page 12

13 Client Records: (only Food Pantries) The member agencies must maintain adequate records demonstrating that all items received from Island Harvest Food Bank were distributed to the member agency s clients.* o The member agencies should have the following information on record: (a) total number of clients served; (b) name and address of each client; (c) number of persons in household; (d) household income (verbal declaration by client is sufficient) (e) client signature. o Member agencies are required to protect the privacy of each client and ensure all records remain confidential. All client information should not be visible to anyone outside of the food pantry staff or volunteers. o When requested, client records must be made available during Island Harvest Food Bank or Feeding America monitoring visits to comply with the requirements of all food and funding sources. Each client s confidentiality will be protected. o Food pantries may download the client sign-in sheet and the client intake form as needed from Island Harvest Food Bank website. *Clients indicating they are in need should not be turned away. Monthly Survey Reports: All member agencies wishing to receive food and product through their membership are required to submit monthly survey reports that include the number of clients served. In turn, Island Harvest Food Bank provides cumulative information to Feeding America. Meal Preparation and Snack Programs: The monthly survey will include the total number of individual meals and snacks served during the month. The number of meals served may be calculated as follows: Count the number of times meal service was offered during the month. Multiply that by the average number of people participating in each meal. For example, a residential home served breakfast and dinner to 50 people. 50 people X 2 meals = 100 meals 100 meals X 30 days =3000 meals total to report Food Pantries: Food pantries should report the total number of households to whom groceries were supplied during the month. If a single person is served, he or she is considered to be a household. If a family is served more than once during the month, each visit may be counted separately. You should also include the number of individuals in the household served. Also track the number of individuals that are children and seniors, plus new (first time clients to your pantry) * Member agencies with multiple feeding programs are required to report both the number of meals and the number of households served. For example, member agencies that operate both a soup kitchen and a food pantry will need to submit two separate monthly survey reports. * Do not anticipate the number of clients you will be serving. Reports submitted ahead of schedule will not be accepted. Reports must be filed monthly. Reports are due on the 10th of the following month they are reporting for. (i.e. The numbers of all persons helped in November are due on December 10th). Any member agency which has not submitted a report by the due date may lose its eligibility for distribution until the reports are received. Rev. 07/16/ v2 Page 13

14 Reports may be submitted by any of the following methods: Deliver to the office during order pick-up; Fax to (631) Attn: Agency Relations ed to Submitted online at Mail to: Island Harvest, Attn: Agency Relations, 40 Marcus Blvd., Hauppauge, NY Member Agency Supplemental Nutrition Assistance Program (SNAP) Liaison: SNAP, formerly known as food stamps, is an entitlement program that provides money to people who meet the federal income requirements. Each member agency will be required to designate a point of contact that will act as the SNAP Liaison. What is the SNAP Liaison required to do? Member agencies can extend their outreach to clients beyond the food pantry or meal distribution by offering information, support and assistance in SNAP and other benefit programs during regularly scheduled hours of operation. Island Harvest Food Bank will provide education to the liaison on a variety of federal assistance programs. The SNAP Liaison will use this knowledge to assist clients within their member agency. This outreach will provide additional access to healthy foods for their clients; reduce the client s dependence on the food pantry which then allows the pantry to have additional resources for clients that don t qualify for federal programs. The extent of the member agency s outreach ability will depend on the member agency s resources and commitment from within their organization. Island Harvest Food Bank will work with each SNAP Liaison to identify and develop a personalized outreach plan for their organization. Island Harvest Food Bank will never require the member agency to do more than it has the ability to do based on its internal resources. The plan can consist (but is not limited to) one or more of the following: Distribution of outreach materials to clients identifying SNAP, WIC and other benefit programs that the client may be eligible for. Providing one-on-one assistance to your clients by assisting them with online applications. This can be done by the SNAP Liaison or a team of volunteers recruited by the SNAP Liaison or Island Harvest Food Bank. Provide one-on-one client education on various benefit programs available and referral information. This service is beyond merely handing out outreach material and more along personal contact, connection, and encouragement to the client to follow-through with enrollment. The member agency should provide Island Harvest Food Bank with the name, and contact number for their liaison and update Island Harvest Food Bank any time that contact changes. Section VI: Understanding How Island Harvest Food and Product is Sourced We collect, store and distribute useable food and other essential products donated by major retailers. We receive food from farmers, distributors and community food drives and we purchase food at reduced costs. General Food and Product: Island Harvest Food Bank solicits donations of packaged, perishable and non-perishable food from the food industry. Rev. 07/16/ v2 Page 14

15 Fresh Produce: Regular donations of fresh produce are provided by the produce industry, including produce markets. Retail Store Pick Up: Along with Feeding America, Island Harvest Food Bank has contracts which allow us to work with the local retail food industry. Support of this program has been instrumental in our ability to recover millions of pounds of nutritious foods that otherwise might have been thrown away. Section VII: Understanding Acceptable Use of Donated Product All products (food or product) donated to Island Harvest Food Bank must be considered as having been donated under the provisions of Section 170(e)(3) of the U.S. Internal Revenue Code. Because of this, Island Harvest Food Bank requires member agencies to follow IRS Code 170(e)(3) requirements at all times. It is important to keep in mind that donated product is meant for infants and/or people who are ill or needy, so care must be taken of other s perception when using donated product in-house The member agency must keep adequate records to document that all items from Island Harvest Food Bank are used for charitable purposes. In addition, Island Harvest Food Bank asks that the following these guidelines be observed: Operational In-House Use of Non-Food Products: The member agency may use nonfood items (such as toilet paper, soap, or cleaning supplies) in moderation, from its inventory in its operations, as long as those operations relate to the charitable mission of the member agency (not entire organization or church). Member agencies are inspected by Island Harvest Food Bank for signs of abuse. Primary vs. Incidental Use/Self Evident Need: The member agency may be an organization that serves people who are both needy and some who are not needy but otherwise qualify as ill and/or infants, or where overriding indicators of need are self-evident. Examples of these types of organizations can include: youth programs, camps, daycare centers, etc. Island Harvest Food Bank requires that each member agency establishes a priority system that assures that the primary benefit of the program is to serve the needy. It is important to understand that in addition to the specific provisions of IRS Code 170(e)(3), and the reference to people who are ill, needy, or infants, distributions must meet the more general requirement that they be for charitable purposes. Service to wealthy and healthy children, therefore, would not be a qualified use of donated property, regardless of the fact that these individuals are infants. In addition another example may be a member agency that serves congregate meals where some possibly ineligible persons may consume the product. In this example, Island Harvest Food Bank would look to assure 50% or more of the food and product is served to eligible persons and that there is no other way to reasonably serve them than through the meal program. Volunteer Use of Donated Products: The member agency must use extreme care not to give the perception that volunteerism will be rewarded or compensated with donated product. This would appear that you are paying for volunteers with donated product. Island Harvest Food Bank understands that some clients volunteer and some volunteers may find themselves as clients, so member agencies should develop and implement internal volunteer procedures that address these situations. If the available volunteers are clients, then the member agency must ensure the following: The client/volunteer receives the same items and amount as all other clients receiving assistance that day. He or she does not get any preferential treatment because he or she is a volunteer. o For example: Member agencies may not thank their volunteers with take home Thank You bags. Rev. 07/16/ v2 Page 15

16 They sign-in and are recorded as receiving assistance. Religious Proselytizing: The majority of member agencies conducting outreach are religious entities. Because of this, we understand the desire to share information from your mission, church or organization with the clients you serve. To keep your organization safe from discrimination complaints, we ask that you please follow these simple guidelines: Designate food pantry distributions on days/times other than days when services are offered. Do not require a client to pray or attend a church service prior to receiving (or as a condition of) food. You may have prayer partners available and inform clients that they may seek prayer if they wish to do of their own free-will. Providing religious materials in pre-packaged bags deprives clients of freedom of choice. Therefore, do not put religious material in pre-packed bags that are handed to clients Instead, you may have the material available on a table so that the client may freely pick it up if he or she wishes. Do not print religious material on the bags in which the food is packed. Do not require clients to make a statement of faith or pledge membership to any religious organization before receiving assistance. In order assure that civil rights are accorded the respect and are not violated, and to not violate a person s Civil Rights please make sure your process is to offer and not REQUIRE. A simple review of your current distribution procedures will tell you if adjustments may need to be implemented. Section VIII: Grievances 1. Grievances Against Member Agencies Island Harvest Food Bank must respond to complaints by the public about any Island Harvest Food Bank member agency. The Vice President of Programs & Agency Relations will decide to notify the member agency by telephone, mail, of the specific complaint received. Depending on the nature and severity of the complaint, the Vice President of Programs and Agency Relations may order an unannounced visit be performed at the member agency. The phone conversation or unannounced visit will be followed by a letter or to the member agency by an Island Harvest Food Bank representative. The results of any investigation and subsequent recommendations will be presented to the Island Harvest Food Bank President and CEO and documented in the member agency s file. The member agency will be notified in writing of the conclusions and any actions to be taken. Discrimination complaints by the client regarding the distribution of food and product should be documented in writing. The client must address the Civil Rights Office directly as indicated on the And Justice For All poster. 2. Grievances Against Island Harvest Food Bank A member agency may submit a written statement of grievance addressed to the Island Harvest Food Bank President and CEO. The statement must include the reasons for the grievance, pertinent facts, and what the member agency believes would be an acceptable solution to the problem. The Island Harvest Food Bank President and CEO, following an assessment and recommendation from the Island Harvest Food Bank staff, will determine the plan of action and decision on the grievance within ten working days of receiving the grievance letter. The member agency will be notified in writing of the decision. Rev. 07/16/ v2 Page 16

17 A member agency will not be discriminated against, harassed or suffer any reprisals by the Island Harvest Food Bank as a result of filing a grievance. Section IX: Member Agency Suspension/Termination A member agency may be placed on suspension or probation by Island Harvest Food Bank until a reported problem or issue is corrected. While under suspension, the site will lose its member agency privileges, including the right to receive food and other products. A member agency under suspension may have their membership terminate if the site fails to correct the problem leading to the suspension within 30 days. Grounds for suspension and/or termination include, but are not limited to: Failure to comply with local, county, and state Department of Health regulations (if applicable) and/or with Island Harvest Food Bank food storage requirements or failure to correct food storage problems found during an Island Harvest Food Bank inspection visit within 30 days. If, at the time of the inspection, the member agency is in gross violation of Department of Health and Island Harvest Food Bank standards, the suspension may be immediate, with privileges terminated if the standards are not met within 30 days. Disorderly conduct from staff or volunteers from member agencies. Indication or report that the site sells, transfers, or barters for money or services any items obtained from the Island Harvest Food Bank, or that the site charges or is reimbursed for the items. Indications or reports that the site is redistributing food and products received from Island Harvest Food Bank to other agencies or non-profits without prior approval from Island Harvest Food Bank. Indications that the site is not using the food/products for purposes of serving people who are ill, needy or infant. Indication or report that the site denies services to clients on the basis of race, color, age, religion, national origin, sex, sexual orientation, disability, or political affiliation. Membership may also be terminated without cause upon thirty (30) days notice. Violation of any of the following provisions may also result in the loss of membership privileges. Use of Island Harvest food: Food and products acquired from Island Harvest Food Bank are for use of the residents of the home. Island Harvest Food Bank food and products may not be shared with, given to, or used by anyone outside of the home, including relatives, neighbors, friends, or employees of a transitional housing organization. Exceptions are made for congregate meal sites. No one within the organization may sell food, charge for, be reimbursed or compensated for, use as a fundraising tool, or receive any goods or services in exchange for Island Harvest Food Bank food or products. Violation of this policy is cause for immediate termination from the membership. Failing to comply with training requirements. Failing to comply with federal, state or local law or regulation. Engaging in acts of discrimination Violating or failing to comply with any other policy and procedure set forth herein. The procedure for termination of a member agency is as follows: The termination decision will be based on an Island Harvest Food Bank staff assessment and recommendation. A letter will be sent to the member agency explaining the specific reasons for termination and a description of the appeals procedure. Rev. 07/16/ v2 Page 17