Harvesters – The Community Food Network Member Agency Handbook

Fourth Edition—January 30, 2014

©Copyright 2014 Harvesters – The Community Food Network

3801 Topping Avenue Kansas City, MO 64129

816.929.3000 • www.harvesters.org

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Table of Contents

TABLE OF CONTENTS .................................................................................................................... 2

HARVESTERS OVERVIEW .............................................................................................................. 4

Introduction to Harvesters .................................................................................. 4

Our Programs ....................................................................................................... 5

ACCESSING PRODUCTS ................................................................................................................. 8

Ordering Products ............................................................................................... 8

Order Pick-up at Harvesters ............................................................................... 8

Delivery of Orders .............................................................................................. 11

Inclement Weather ............................................................................................. 11

Handling Fee and Billing System ..................................................................... 11

Credit Limits ....................................................................................................... 12

HANDLING FOOD SAFELY............................................................................................................ 13

Safe Food Handling ........................................................................................... 13

Food Storage ...................................................................................................... 13

Refrigeration ....................................................................................................... 13

Sanitation ............................................................................................................ 13

Pest Control ........................................................................................................ 14

DISTRIBUTING TO CLIENTS ......................................................................................................... 15

Appropriate Use of Product from Harvesters ................................................. 15

Client Eligibility Guidelines ............................................................................... 15

How Much to Distribute ..................................................................................... 16

Client Choice ...................................................................................................... 16

Record-keeping .................................................................................................. 17

Site Monitoring Visits ........................................................................................ 17

ENCOURAGING SELF-SUFFICIENCY .......................................................................................... 18

Encouraging Client Self-Sufficiency ................................................................ 18

Nutrition Education ............................................................................................ 18

Utilization of Government Nutrition Programs ............................................... 18

Utilization of Other Programs & Resources .................................................... 19

Advocating for Favorable Policies ................................................................... 19

FINANCIAL OBLIGATIONS.........................................................................................21

COMMUNICATIONS………………………………………………………………………22

MEMBERSHIP TERMS AND CONDITIONS ................................................................................... 23

Terms and Conditions of Membership ............................................................ 23

Non-compliance ................................................................................................. 25

Behavior Expectations ...................................................................................... 27

Agency Grievance Process ............................................................................... 28

RESOURCES .................................................................................................................................. 29

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Poverty Guidelines ............................................................................................. 31

Client Eligibility Guidelines ............................................................................... 32

How to Pack a Healthy Pantry Bag or Determine Client Choice Parameters34

Is The Food Still Good? ..................................................................................... 43

Community Resources ...................................................................................... 44

Pest Control Log ................................................................................................ 45

Sign-in Sheet for On-Site Feeding Program .................................................... 46

Sign-in Sheet for Food Pantry .......................................................................... 48

Member Agency Information Change ............................................................ ..49

Authorized Shopper Update.............................................................................. 51

Mobile Food Pantry Sign-in Sheet…………………………………………………52

Mobile Food Pantry sign template…………………………………………………53

Monthly Reporting Policy and Procedures……………………………………...54

How to Complete a Monthly Activity Report ........................... ………………..55

Standing Delivery Appointments

Notice…………………………………………………………………………………...57

GLOSSARY OF TERMS……………………………………………………………...60

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Harvesters Overview

Introduction to Harvesters

Harvesters—The Community Food Network is a clearinghouse for the collection and distribution of donated food and related household products. Our service area covers 26 counties in Kansas and Missouri.

We’ve been helping people in need since 1979 by:

Collecting food and household products from community and industry sources

Distributing those products and providing nutrition services through a network of not-for-profit agencies

Offering leadership and education programs to increase community awareness of hunger and generate solutions to end hunger

Our network includes more than 620 not-for-profit agencies throughout a 26-county service area, which run programs including emergency food pantries, soup kitchens, homeless shelters, children’s homes, homes for the mentally disabled and shelters for battered persons. The network provides food assistance to nearly 60,000 different people each week. Harvesters is a certified member of Feeding America, a nationwide network of more than 200 food banks, serving all 50 states.

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As a central collection and distribution point for local donations of food and household products, Harvesters has the facility, equipment and staff to focus on the logistics of safely securing and handling donated products. Our goal is to be a consistent and reliable source of the items member agencies need, easing the worry about product supply and enabling agencies to focus instead on client service. Harvesters’ Non-Discrimination Policy: 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 U.S. Department of

Agriculture Director, Office of Adjudication and Noncompliance, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, or call:

(866) 632-9992 (Toll-free Customer Service)

(800) 877-8339 (Local or Federal relay)

(866) 377-8642 (Relay voice users).

USDA is an equal opportunity provider and employer.

Our Programs

In addition to the general collection and distribution of food and household products to member agencies, Harvesters also offers a number of programs designed to assist agencies in providing nutritious food and serving targeted populations. Additionally, Harvesters offers an array of nutrition services to agencies as well as nutrition education classes for clients. Our programs are developed and implemented in alignment with our four organizational initiatives which include Childhood Hunger, Senior Feeding, Healthy Eating, and Feeding Families. Following is a brief overview of current programs:

Childhood Hunger Initiative To address the issue of childhood hunger, Harvesters offers three programs—Kids Café, Kids in the Kitchen, and BackSnack—which provide food to disadvantaged children at times when school meals are not available to them. Kids Cafe reaches children in after-school and summer programs. Agencies that offer these types of programs give children a safe environment for play and development. By also partnering with Harvesters to offer Kids Cafe, the agency is able to provide a free, wholesome meal and nutrition education as well.

It is much easier to start life with good nutrition habits than to change bad habits as

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adults. That’s the premise of Kids in the Kitchen. Kids in the Kitchen is an age-appropriate, eight-week curriculum that focuses on food preparation, food safety skills, nutrition and the importance of making healthy food choices

Weekend hunger manifests itself in a multitude of problems that can affect a child’s performance in school during the week. Harvesters offers the BackSnack program to address the issue of weekend hunger. BackSnack provides backpacks of food to low-income children for the weekend, until weekday school meals are available again. Offering the BackSnack program involves a partnership between Harvesters, a participating school and a community agency.

Senior Feeding Initiative

With limited mobility, health problems and limited resources, seniors don’t often get the nutritious food they need. Harvesters’ response to the growing problem of hunger among the elderly is the Senior Mobile Food Pantry, which delivers perishable foods to low-income and homebound residents at senior housing sites throughout Greater Kansas City. Harvesters has two refrigerated 12-foot trailers that can each deliver 1,500 to 1,800 pounds of fresh fruits, vegetables and dairy products.

Feeding Families Initiative Harvesters serves as the local distributor for government food commodities that come through the Commodity Supplemental Food Program (CSFP) and The Emergency Food Assistance Program (TEFAP). The CSFP program provides food boxes (assembled at Harvesters) containing a variety of nutritious items to seniors, while TEFAP serves low-income adults and families with groceries. Both programs require participating agencies to certify client eligibility and generally carry administrative requirements beyond what is required by Harvesters for routine food distribution.

Harvesters’ Mobile Food Pantry program is designed to distribute large quantities of nutritious produce, other perishable items, food items, and household products on a regular basis to designated agencies throughout our service area. The mass distribution model is utilized when Harvesters has perishable items that are near the end of their shelf life and need to be distributed quickly, or when a donation that is too large to store in our refrigerated storage space is received. Mobile Food Pantry ensures that this nutritious product gets out to individuals and families in need as soon as possible and is not wasted.

Recognizing the important role food plays in many holiday traditions, Harvesters’ Holiday Meal program provides special holiday meals for people in need during November and December. Harvesters purchases and collects traditional holiday meats from the community and distributes them to member agencies.

Healthy Eating Initiative Project STRENGTH is an adult nutrition education and hands-on meal preparation curriculum that teaches recipients about making nutritious food choices and creating healthy meals with

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limited resources. Participants also receive a bag of groceries at the end of each class.

Two Harvesters programs, Plant a Row for the Hungry and Food Drives, offer community members the opportunity to share their food resources with their neighbors in need. Plan a Row for the Hungry is a program that encourages local gardeners to plant an extra row of fruits or vegetables and donate the produce to Harvesters. Food Drives are Harvesters’ most important source of nutritious, shelf-stable foods like canned fruit and vegetables, peanut butter and other proteins.

Good food shouldn’t go to waste. Through Harvesters’ Food Rescue program, prepared food is picked up from organizations such as restaurants, corporate cafeterias and hospitals, and delivered to area agencies with on-site feeding programs, including soup kitchens, homeless shelters, domestic violence shelters, and senior and day care centers.

Program participation is limited by the availability of product and other resources, and most require that the agency meet certain criteria in order to participate. For more information on any of these programs or to express interest in participating, please contact Customer Care at 816.929.3220.

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Accessing Products

Ordering Products

Harvesters makes non-perishable and frozen products available to member agencies through an online ordering system called HarvestersExpress. As these items are purchased by Harvesters or donated from the community, they are added to the online ordering system. From there, agencies can view products, order items in the quantities that are needed, and schedule an appointment to pick-up the order. All network member agencies must have a valid email account associated with their program(s) to access the ordering system.

Agencies may not modify an order in Harvesters Express after 6:00 a. m. two business days prior to their scheduled pick-up or delivery day. For example, the last opportunity to submit or modify an order for a Wednesday pick-up would be 6:00 a.m. on Monday of that week. Modifications to an order to be picked-up on Monday would need to be submitted by 6:00 a.m. on Thursday of the previous week.

Perishable items are also available at Harvesters. The selection of items varies daily, but generally includes bread, dairy and produce. Because the products are perishable, they are not included in HarvestersExpress since the product could spoil prior to the scheduled order pick-up. Rather, members may select perishable items while at Harvesters to pick-up an order or may schedule a “Shopping Only” appointment through HarvestersExpress to visit our Shopping Floor and select perishable items without picking up an order.

For more information on how the online ordering system works, pick up the HarvestersExpress quick reference guide in the Agency Services Center.

Order Pick-up at Harvesters

When your scheduled order pick-up date arrives, you should come to Harvesters’ warehouse at the time you’ve secured your appointment. We recognize that situations occur which may prohibit an agency from picking up an order as scheduled. If this occurs, you MUST notify Harvesters by calling 816.929.3220 prior to your scheduled pick-up time and we will be happy to re-schedule your pick-up within a week of your original appointment. Unless we hear from you, all orders that have not been picked up by the close of business each day will be returned to stock, and any agency that has an order returned to stock will be assessed a restocking fee of $40.00 or 10% of the total invoice, whichever is greater.

Parking The agency pick-up area is designated and you can park in any of the numbered parking spots in that area. The parking lot can be congested so please exercise caution and observe posted signs for

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safety. You will want to note the number of the spot that you are in, because you will be asked for that information upon check-in. For your comfort and safety the area is covered, lighted and monitored through video surveillance. A parking period of one hour should be observed by agencies picking up product. If an agency requires more than one vehicle to pick-up, it should utilize one stall and rotate vehicles to complete the loading process.

Harvesters also has the ability to load standard dock-height vehicles. If you have a dock-height vehicle, you may pull into any of the available dock doors numbered 9-12.

Agency Service Center Once you’ve parked, enter through the doors marked “Agency Service Center” and check-in at the desk. The goal of the Agency Service Center is to be a one-stop shop for you. In addition to facilitating order pick-up, features of the Center include the ability to make payments on your account, place new online orders (computer kiosks are provided), read the community bulletin board and network with other member agencies. The Center is also equipped with beverages and restrooms for your comfort.

Agency Distribution Center After checking in, you’ll have the opportunity to select perishable items from Harvesters’ Agency Distribution Center while the product you pre-ordered via HarvestersExpress is being delivered to your parking spot. Please practice the following when visiting the Agency Distribution Center:

If your agency wants to access the Shopping Floor and you are not picking up an order you MUST MAKE A SHOPPING FLOOR APPOINTMENT, and your agency representative must show up within 30 minutes of the appointment time in order to keep it.

Shopping Floor appointments must be entered by 6:00a.m. two days prior to when an agency desires an appointment.

It is the responsibility of all agencies to check in at the Agency Services desk upon arrival.

No agency representative may enter the shopping floor until they have signed in on the register and the Distribution Coordinator verifies the agency’s Shopping Floor appointment. You will have to wait in line with other agencies as they are checked out but it is a necessary step for the enforcement of this policy.

Agencies may bring up to three people to shop in the Agency Distribution Center. Any changes in authorized shoppers should be communicated in writing to Harvesters’ Agency Relations department.

All people on the shopping floor must be at least 16 years of age. If children under 16 years old accompany a shopper, the children can wait in the lobby of the Agency Services Center, or in the agency vehicle. Adults must accompany anyone under the age of 16 at all times. If your agency has special circumstances, please contact the Agency Distribution Center Coordinator.

Because we operate in a warehouse environment, closed-toe shoes are required for shopper safety.

Agencies may only visit the shopping floor once per day so that more agencies will have access to shopping floor product.

If an agency representative enters the Shopping Floor without checking in and does not have an appointment, they will not be allowed to take Shopping Floor product even if they have already loaded it into carts.

If an agency representative comes to Harvesters because they believed they had an order to pickup but they do not have a pickup, they will not be allowed to shop without a previously scheduled Shopping Floor appointment.

If an agency representative comes to pickup an order a day or more late, they will not be allowed to shop without a previously scheduled Shopping Floor appointment.

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If an agency representative wants to respond to an “Inventory Alert,” they must call Customer Care at 1- 877-653-9519 and advise us they want to come and get some of the product that was noted in the “Inventory Alert” e-mail. They may visit the Shopping Floor when they come to pick up that product if they notify us first you are coming.

Generally, the time it takes for an agency to check-in, shop, check-out, and load their order, including the shopping floor items, is 60 minutes or less. The amount of time that most agencies spend actually selecting products from the shopping floor is usually less than 30 minutes.

Carts are available for your convenience, and an agency may utilize up to three carts at once. If you find that after having filled three carts, you still need to shop for more, we ask that you check-out, and load those items into your vehicle. After that, you are free to go through the shopping floor again, filling another three carts if necessary, and so on. Harvesters encourages agencies to ask Shopping Floor attendants about getting items by the pallet. if they are in need of large quantities of a particular item.

As you select products, please keep in mind the amount of space available in your vehicle(s). You must take all the non-perishable items you pre-ordered, and all the perishable products selected from the shopping floor with you. Products cannot be stored on shopping carts while your agency makes multiple trips. Also, please be aware that from time to time we may place limits on certain items of which we have limited quantities. This is in an effort to ensure the most equitable distribution as possible. Furthermore, there may be items that will occasionally carry a small handling fee. In both of these cases, we will have signage posted alerting you to these situations. Please be aware of any special signage or notices as you shop.

You are automatically scheduled for a shopping floor appointment when you make an appointment to pick-up product ordered via HarvestersExpress (i.e. pick-up appointment). If you’d like to visit just the Shopping Floor, without picking up an order, you may do so by making a “Shopping Only” appointment using the scheduling function of HarvestersExpress. In either case, please stick to your scheduled date and time to avoid delays when you arrive at Harvesters.

Our goal is to provide a pleasant, clean and safe experience for everyone who visits Harvesters’ facility. Harvesters provides many trash receptacles throughout the facility. If you see something that needs to be thrown away, i.e. spoiled food, cardboard, plastic wrap, etc. and you have the opportunity, please do so. If you see something that presents an unsafe situation, please notify a member of Harvesters’ staff immediately. Harvesters will not tolerate individuals who become abusive verbally, physically or in any other way toward Harvesters’ staff, volunteers or other member agencies. If this occurs on the shopping floor or in any other instance while conducting business with Harvesters, progressive disciplinary action will be taken against the agency which the individual represents. See the Membership Terms and Conditions section of this handbook for more details.

Check-Out Once you’ve finished selecting products from the shopping floor, you will return to the Agency Service Center to complete the check-out process. You will receive an invoice detailing your pre-ordered product as well as one that states what you have selected from the Agency Distribution Center.

Your best opportunity to double-check your pre-ordered product to assure that you have correctly received everything that you ordered is while you are at Harvesters loading the product into your vehicle. If you load your vehicle by hand, please use your invoice as a checklist to compare the items you received to those that are on your invoice. If you discover a discrepancy as you are loading your order, we ask that you stop loading and notify a member of Harvesters’ staff immediately. Harvesters cannot be held responsible for order discrepancies involving hand-loaded orders if Harvesters is not notified prior to the agency leaving the agency pick-up area.

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You may elect to have your order loaded onto your vehicle by the pallet. If you discover a discrepancy in your palleted order once you return to your site, it must be reported to Harvesters within three business days of the pick-up date in order to receive any type of credit.

Loading When you pick-up product at Harvesters, we expect that you will be able to pick-up your entire order at once. Transportation and volunteers appropriate to the amount of product you are picking up is important to assure a safe and smooth loading experience. The average pick-up from Harvesters includes two pallets of pre-ordered products and two carts of perishable items from the shopping floor. To accommodate an order of this size, a truck or van is generally needed as well as two or three able-bodied persons to move the product from the pallets and carts into the vehicle in a timely manner. If you have a vehicle (typically a truck) that can transport the product while still shrink-wrapped on the pallet, we will be happy to load the pallet by forklift for you. Safety is important—please don’t overload your vehicle. Harvesters reserves the right not to load any vehicle it deems to be unsafe or not roadworthy. Harvesters will not knowingly overload any vehicle beyond its capacity to operate safely.

Delivery of Orders

Harvesters is pleased to offer order delivery to any agency that would like to utilize this service. The fee structure which applies to order delivery consists of two different rates: one for local delivery and another for rural delivery. Program sites are considered “local” if they are located within forty miles of Harvesters. Local sites that would like delivery service will be assessed a flat fee of $70.00 per delivery. Program sites located beyond 40 miles from Harvesters are considered “rural” and will be assessed $100.00 per delivery. This fee structure is based on diesel fuel costs of up to $3.00 per gallon. Volatile fuel costs will be addressed by adding a fuel surcharge of $5.00 for local deliveries and $8.00 for rural deliveries for every $0.50 increase in the cost of fuel. If you would like to have your orders delivered, please contact Harvesters’ transportation manager at 816.929.3231. Our drivers provide door to door or curbside delivery. Please, have staff and/or volunteers prepared to assist with unloading items and preparing them for distribution or storage.

Inclement Weather

In extreme cases of weather, Harvesters may close our facility. If you have a pick-up or delivery scheduled and have a question as to whether or not we will be open, you can call Harvesters’ main phone line at 816.929.3000 anytime after 6:00 a.m. We will leave a message on the phone indicating whether Harvesters will be closed on that day due to inclement weather. If we do close, we will contact you to re-schedule your appointment on the next business day that we are open.

Handling Fee and Billing System

Collecting, sorting, packaging, handling and storing donated food costs money. Member agencies agree to help off-set a portion of these costs through a handling fee that is assessed on product received. The current fee is 13 cents per pound. The handling fee may be adjusted by the Harvesters Board based on changes in need, product availability, and product storage and product transportation costs. There is generally no handling fee on perishable product.

Additional costs may be incurred by member agencies who select products acquired through co-operative purchase (co-op). As a convenience to members, Harvesters may purchase products that a majority of members have indicated are high priority items if we do not receive donations of these items. In these cases, we pass the cost along to those member agencies that access the product. We can generally secure the items at a competitive price, and can provide the added convenience of one-

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stop shopping. Examples of items purchased co-operatively include canned fruit, peanut butter, beans and tuna.

All fees are clearly indicated when placing online orders for products and when selecting items from Harvesters’ Agency Distribution Center.

Shoppers receive an invoice detailing charges upon check-out. Full payment is due within 30 days of the invoice date. Additionally a monthly statement, which contains open (unpaid) items only—not the entire activity for the month, is generated for every active program operated by an agency. Statements are mailed to the program site.

Credit Limits

Harvesters issues all member agencies a line of credit with which to acquire products for their organization. All new member agencies, administering one program, are assigned a $500 monthly credit limit upon approval of membership. If the new member operates multiple programs, a credit limit of $250 will be assigned to each program. After 90 days of membership activity, the limit will be re-evaluated taking into account the number of people being served by the program(s) and the established payment history. The credit limit for the program(s) will be adjusted upward at that time, if warranted.

Existing member agencies that start new programs will be assigned a $500 credit limit for the new program, with the same 90-day evaluation process.

This is a non-revolving line of credit and your balance must be paid in full within 30 days of when it is incurred.

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Handling Food Safely

Safe Food Handling

Food safety is an important public health issue. Our network exists out of compassion and a desire to help others, and the last thing we would want is for someone to become sick from the food they receive. Member agencies must implement food handling measures to ensure that product being distributed is safe.

Food Storage

Once food is received from Harvesters, it generally must be stored by the member agency for a period of time before it is distributed to people in need. The following food storage guidelines highlight practices member agencies should follow, but are not meant to be an inclusive list:

Food must be stored in a clean storage area, free of dirt, bacteria, pests and other contaminants.

The storage area for non-perishables should be dry and the temperature should be between 50 and 70 degrees.

Product must be kept off the floor, at least six inches from the ground by utilizing shelving or tables.

The storage area should be orderly and organized in a manner conducive to efficient distribution and product rotation.

The rotation of non-perishable products stored in your pantry should take place each time you restock the pantry with new products or every 30 days, whichever is first. The First In First Out (FIFO) product rotation method is the practice of moving older currently stocked products to the front of the shelves, while storing newer products behind. Remember the larger your inventory, the more frequently you should rotate products so that the freshest items are always being distributed to your clients.

Generally, non-perishable food should be distributed within 90 days of receiving it from Harvesters.

Baby food and formula should not be distributed after the expiration date. All baby food and formula products stored that are beyond date of expiration should be discarded and not distributed to clients.

Household products, like cleaners, should be stored in an area separate from food.

Refrigeration

To properly handle perishable and frozen items, member agencies must have adequate refrigeration equipment and utilize thermometers to ensure temperatures remain consistent.

Refrigerators must be kept between 32 and 40 degrees.

Freezer temperatures must be at 0 (zero) degrees or below.

Sanitation

Keeping equipment and work surfaces clean and free of bacteria is critical to food safety. Cleaning is the removal of food and other types of soil from a surface. Sanitizing reduces the microorganisms on a surface to a safe level. Remember that cleaning and sanitizing must go hand in hand! You should clean and sanitize:

Each time you use a surface

When you’re interrupted during a task

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When you begin working with another type of food

At least every four hours during continual use of a surface or piece of equipment.

Here are five steps for clean and sanitary surfaces and equipment:

1. Rinse, scrape, or soak (if possible) all items. 2. Wash items with hot water and detergent. Replace water when all the suds in a sink are gone,

or when the water is dirty. 3. Rinse all items. 4. Immerse or spray all items in sanitizing solution. 5. Air dry all items.

Pest Control

Pests carry germs and disease. Member agencies must take reasonable precautions to protect against pest infestation. Pest prevention and control programs can be maintained by agency staff, volunteers and/or a contracted source—whatever is determined as most appropriate by the member agency.

Recommendations for Pest Prevention The food storage area should be kept clean and free of debris, ensuring that all stored products are sealed properly.

Inspect the food storage area every 30 days for signs of pest infestation. We recommend that you document findings on the Harvesters’ Pest Control Report located in the Resource section of this handbook.

Poison free devices may be used in the storage area to ensure that area remains free of pests.

Recommendations for Pest Infestation Inspect food storage area to determine the type of pest and the level of treatment needed to resolve the infestation, and take immediate action to treat the area accordingly.

Food products should be removed from the storage area if there is a possibility of toxic pesticide exposure to stored products during treatment.

Inspect stored products to ensure that no damage or infestation has occurred once evidence of pest has been determined, and discard any damaged products.

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Distributing to Clients

Appropriate Use of Product from Harvesters

The community donates food and household products to Harvesters with the expectation that it will be utilized to assist people in need. As such, the terms and conditions of agency membership describe, in detail, what constitutes appropriate use of the products your agency obtains from Harvesters. In summary, food obtained from Harvesters:

Must be used to serve the ill, needy or infants (minor children).

Must be distributed to clients free of charge, with absolutely no conditions levied or implied.

Products obtained through Harvesters may not be:

Given as thank you gifts to volunteers or others affiliated with the agency

Sold for profit

Used for fundraising

For complete details on how product obtained from Harvesters should be utilized, see the Terms and Conditions of Membership section of this handbook.

Client Eligibility Guidelines

Member agencies must utilize some criteria for ensuring that products distributed by the program(s) will be received by the ill, needy or infants as outlined in Section 170(e) (3) of the Internal Revenue Code.

Definition of Ill Some examples of ill persons include:

A person suffering from a physical injury

A person with an existing handicap, whether from birth or later injury

A person suffering from malnutrition

A person with a disease, sickness, or infection which significantly impairs physical health

A person partially or totally incapable of self-care (including incapacity due to old age).

Definition of Needy A needy person is a person who lacks the necessities of life, involving physical, mental or emotional well-being, as a result of poverty or temporary distress. Examples include a person who is financially impoverished as a result of low income and lack of financial resources.

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Definition of Infant An infant is a minor child as determined under the laws of the jurisdiction in which the child resides.

Harvesters leaves client eligibility criteria to the discretion of the member agency, however all member agencies must provide written documentation of their criteria and outline the procedure that is used to determine whether clients of their emergency food program(s) meet the criteria. The criteria must be posted in a place where prospective clients have the ability to view the criteria prior to receiving services. For more information on how to determine client eligibility guidelines and procedures, see the Resource section of this handbook.

How Much to Distribute

Determining the quantity of food to be provided to an individual or family is completely up to the member agency. From time to time, new members ask for help in determining reasonable quantities. In general, on-site feeding programs that serve meals serve one meal per person with second helpings available as resources allow. Food pantries typically base the amount of food provided on household size and how frequently clients are allowed to visit the pantry. For example, food pantries that restrict service to once per month will generally provide more groceries for each household than a pantry that allows clients to receive service once every two weeks. Likewise, household size impacts the amount of groceries given, as a family of four will consume more than a family of two. By tracking both the average number of clients and the amount of specific foods generally available at the agency, you can determine a specified amount of food each household receives. For more information on distributing a healthy balance of food in adequate quantities, see the Resource section of this handbook.

To insure the integrity of the food distributed and the well-being of clients served by their agency, agencies should also take the resources of their clients into consideration when distributing product. For example, if serving a primarily homeless or transient population, it would be best to provide them with dry storage items like canned goods or MREs rather than frozen items or items that require refrigeration.

Client Choice

The concept of “client choice” is focused on creating an atmosphere of dignity for the client. This includes considering the service hours that are most conducive to your target population, ensuring the clients are respected by program volunteers and staff, and giving clients the option of choosing what food supplies are most needed by their families.

Many food pantries follow the practice of pre-bagging groceries for clients. While this may be convenient for the agency, it does not take into account the special needs of each client that visits the pantry. Pre-assembled grocery bags may contain items the client household is unfamiliar with, allergic to, unable to consume based on dietary restrictions, or able to get from other sources such as WIC. In these situations, the food pantry is utilizing resources to obtain and distribute product that is neither helpful nor useful to their target population. Since pre-bagged options generally contain similar items, the model assumes that food needs for every household are virtually the same, which is almost never true.

Harvesters recommends a client choice model to enable agencies to have a greater impact in their community. Client choice models take a number of different forms but generally focus on allowing clients to make choices within specific categories of product and with limits based on household size as to how much product can be selected within each category.

The client choice model provides a number of benefits to the Agency and its volunteers and clients:

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The client experience is enhanced as those seeking assistance feel more as if they are shopping than receiving a hand-out, and they are able to obtain the products their household wants and needs. Shopping at a Client Choice pantry also provides clients with a practice shopping experience. While not using actual dollars, the client is generally limited to a certain number of items, points or pounds and must budget them in the same way they would dollars. This often translates to better use of money or food stamps in the grocery store.

The volunteer experience is enhanced as focus shifts from handling/bagging food to a more client-centered interaction in which the volunteer helps clients choose the items they need and want.

The impact of the agency’s pantry program is greater as clients have a positive experience and are able to choose the right products for their family, maximizing resources invested by the agency and making a real difference in the lives of those it serves. The agency may also be able to offer more service hours as time that was spent bagging groceries could now be spent serving clients.

Record-keeping

Member agencies must maintain records relating to the food received from Harvesters and how it was distributed. The following records must be maintained at the program site (point of distribution) for a period of at least three years:

Sign-in sheets – These documents provide information about the clients or meals served by the program. Sign-in sheets must be signed by clients prior to receiving service. Volunteers or staff may not sign on their behalf.

Food pantry sign-in sheets should include the date of service, a listing of the households served and a breakdown of how many adults (age 18-64), children (age 0-17), and seniors (age 65 and over) were included in each household.

On-site feeding program sign-in sheets should include the date of service and how many total breakfasts, lunches, dinners and supplemental items-- including snacks were served on that date.

Monthly activity reports – Agencies must submit a monthly activity report for every food program managed by the agency. The report is due by the 5th business day of the month following the service month. The report provides Harvesters with the information the agency has collected on the sign-in sheets, plus a few additional questions. A copy of all submitted reports should be maintained at the program site. A report must be filed each month; this includes months when an agency does not distribute any items. (The number of households or individuals reported as served would be zero.)

Financial invoices and statements – These documents detail the amount and type of products received from Harvesters and any associated fees incurred.

Any other pertinent correspondence between Harvesters and the program.

If an agency may only “re-distribute” product including the remainders of a Mobile Food Pantry Distribution to another partner agency within Harvesters agency network, it is responsible for:

--Tracking those pounds by calling customer care to share where the food was redistributed and how many pounds went to the other site.

--Ensuring the safety of the food and other items while transporting the items to another site.

Site Monitoring Visits

Harvesters visits every member agency at least once every two years, though we may visit more frequently. The reasons for this visit include:

To ensure that the high sanitation and food safety standards we are committed to are upheld throughout the network, from the point of donation to the time the gift is placed in the hands of the individual who will use it.

To increase communication between Harvesters and member agencies.

To provide the unique perspective a new pair of eyes can bring to the program.

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To give agency staff a chance to show off the great work they are doing.

To provide the occasion to brainstorm and fine-tune the program as professionals in an increasingly complicated field.

In most cases, these visits are pre-arranged. Agencies will be contacted 30 to 45 days in advance of when the monitoring is due to schedule the appointment.

Encouraging Self-Sufficiency

Encouraging Client Self-Sufficiency

For decades, charitable emergency feeding programs have stood at the front lines of the nation’s anti-hunger movement. In recent years, however, the ability to assist people in need has been undermined by rising demand and shrinking government support. Thus, Harvesters and many of our member agencies have found it necessary to take actions that address the source—not just the symptoms—of food insecurity and dependence on emergency food.

Nutrition Education

Educating clients about proper nutrition can contribute to self-reliance because it reduces the likelihood that one will suffer from diet-related illness—an important consideration given the high cost of health care. You are in an especially strategic position to promote good food budgeting and nutrition among low-income groups because food is at the center of your work. Through your membership in Harvesters’ network, you have access to nutrition education programs and other nutrition services designed with your clients in mind. You can learn more about the nutrition education programs Harvesters’ offers in the Harvesters Overview section of this handbook. Other nutrition services, including information on the nutritional needs of populations with specific health problems or materials that can be given to your clients are available to you by calling Harvesters’ nutrition services manager at 816.929.3084 or email nutrition@harvesters.org.

You can also encourage your clients to take control of their food situation through gardening. Harvesters’ demonstration garden shows how easy it can be to grow nutritious fresh produce with limited resources in virtually any setting. To visit the demonstration garden, contact Harvesters’ nutrition services department at 816.929.3034.

Utilization of Government Nutrition Programs

Although our network is effective, as privately funded not-for-profit organizations we simply do not have the capacity or funds to act as the first line of defense against hunger for all local residents who need food assistance each year. The government’s nutrition assistance programs are the fastest and most direct way to reduce hunger. The charitable response to hunger is designed to be a supplement to these programs, not a replacement for them. In many instances, you may be serving clients who are eligible for one or more of the government’s nutrition programs, but are not participating in them. Getting these clients connected to the programs for which they are eligible will be of great service to your client and will allow you to stretch your limited resources farther.

Supplemental Nutrition Assistance Program (formerly Food Stamps)

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The Supplemental Nutrition Assistance Program (SNAP) provides low-income individuals with a monthly food allowance. All states administer the program through Electronic Benefits Transfer (EBT) cards, which work like debit cards. While the SNAP program is separate from the Temporary Assistance to Needy Families (welfare) program, it often provides critical support to people transitioning from welfare. Of all the government’s nutrition programs, it is the most extensive and widely known. Harvesters has a team of SNAP outreach workers who can assist your clients with their benefits application as well as visit your agency to do out reach. For more information call 877. 653.9522. To locate the SNAP office nearest you, visit the USDA Web site at http://www.fns.usda.gov/snap/outreach/map.htm. You can also view the USDA’s online prescreening tool for food stamp eligibility at the site. Women, Infants & Children (WIC) The WIC program provides supplemental food vouchers and/or EBT cards, nutrition information, and medical referrals to low-income pregnant, breastfeeding and postpartum women as well as to children up to age five. To qualify, applicants must be at nutritional risk. Participants in the WIC program are automatically eligible to participate in the Farmers’ Market Nutrition Program (FMNP), which provides coupons redeemable at approved farms, farmers’ markets and roadside produce stands. FMNP also collaborates with the WIC program to provide nutrition education. To find the nearest WIC office, visit the USDA Web site at www.fns.usda.gov/wic/contacts/statealpha.htm.

Senior Farmers’ Market Nutrition Program (SFMNP) Similar to the WIC FMNP, the SFMNP facilities senior access to fresh produce through coupons redeemable at approved farms, farmers’ markets, and roadside produce stands. To find a state SFMNP contact, visit the USDA Web site at www.fns.usda.gov/wic/SeniorFMNP/SFMNPmenu.htm.

The Emergency Food Assistance Program (TEFAP)/Commodity Supplemental Food Program (CSFP) These programs provide food supplies—USDA commodities—rather than cash benefits or vouchers to low income populations. Harvesters serves as the local distributor for commodities provided through these programs. See the Harvesters Overview section of this handbook for more details.

Utilization of Other Programs & Resources

Providing clients with referrals to outside programs and services is the easiest way to expand the scope of your own program. It is fairly simple to provide information on nearby health clinics, job training programs and day care centers, but it can make all the difference in the world to someone who needs but is unaware of those services. The United Way of Greater Kansas City provides local referrals to community resources by calling 2-1-1 [(816) 474 -5112] or at www.kcunitedway.org/ . An agency outside of the Greater Kansas City Metro area should visit dir.unitedway.org to contact their local United Way.

Likewise utilization of government programs that provide assistance with other basic needs like housing and healthcare can help clients maximize their resources. Learn more about the government benefit and assistance programs your clients may be eligible for and help them get connected at www.GovBenefits.gov.

Advocating for Favorable Policies

Advocacy is the act of speaking out on issues of concern or on behalf of a person or group affected by a public policy and/or economic trend. Through your involvement with Harvesters, you have the

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opportunity to amplify the voices of your clients and help legislators at all levels of government understand how policies and trends impact them. Harvesters’ advocacy efforts focus on ensuring the availability of government nutrition programs and adequate participation in the programs by those who are eligible. Harvesters staff, volunteers, and interested community members take an annual trip to visit legislators to advocate for legislation that supports our mission to end hunger. To get involved with advocacy efforts, contact Harvesters’ Chief Resource Officer at 816.929.3000.

Text in this section was taken in part from World Hunger Year’s “Serving up Justice: How to Design an Emergency Feeding Program and Build Community Food Security”: http://www.whyhunger.org/uploads/fileAssets/bdf8b4_fbe3f5.pdf.

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Financial Obligations

Harvesters wants its partnership with network member Parent Agencies to be efficient and beneficial to all parties. Our acquisition and accounting processes have been developed to insure the integrity of the accounts of network member agencies and the availability of product with the lowest handling fee possible. Agencies should familiarize themselves with each of the following sections to maintain an account in good status and maximize the benefits of partnering with Harvesters.

Credit limits: A Parent Agency administering two or more Agencies receives an initial credit limit

of $250 per program. Parent Agencies administering one program receive a $500 credit limit. Agencies may request an increase in the credit line available to their programs by sending a written request on letterhead which explains why an increased credit line is needed. The letter should be sent to the Agency Relations Manager. An increase in available credit will be granted or declined after review by the Agency Relations Manager based on the Agency’s payment record and illustrated need for the increase.

Invoicing process – Invoices are mailed to the Parent Agency and/or Agency address on record

once a week, whether or not a copy was provided at pickup, and whether or not it was paid at pickup. These invoices provide a current financial record for the network member agency.

Monthly statements process – Monthly statements are mailed once a month on the 5th to

address on record. They contain open (unpaid) items only, not the entire activity for the month.

Payment methods accepted: Harvesters only accepts organizational checks for payment of

outstanding balances. Money orders, cash, and personal checks will not be accepted. Submitted checks need to have the account number, Agency Number, and the invoice numbers being paid noted on the check or “apply to oldest invoices” written in the memo section of the check.

Returned Checks A fee of $25 will be assessed for a returned check; the fee must be paid by

money order.

Credit hold Agencies failing to pay all balances due at the end of thirty days will receive a notice on

their statement once the outstanding invoice (s) become 60 days past due. A Credit Hold will be applied to the account once an outstanding balance reaches 90 days past due. An Agency on Credit Hold cannot place orders until the outstanding balance(s) are paid. A Parent Agency that fails to resolve any of its outstanding Agency balances within 90 days will be assessed a $50 late fee in addition to the amount due. All Agencies operating under the Parent Agency’s 501c3 tax exemption will be placed on Credit Hold until the past due amount for the delinquent Agency is paid in full. If a Parent Agency has a history of financial non-compliance, Harvesters reserves the right to suspend its account for a year.

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Communications

Harvesters understands the importance of accurate and strong communication pieces and activities within the network, with the community, and local media. Communication activities ranging from flyers to television interviews are a necessary part of meeting our mission to feed hungry people in our community. We use them to share our message and solicit resources to support our mission. By applying the following guidelines to their communication activities, network member agencies support the integrity of the network and help present a consistent and effective message to the community we serve:

1. Agency network members provide advanced notice to Harvesters when promoting an event where Harvesters product is involved that may include media coverage.

2. If an agency has an opportunity for an interview that includes a mention of Harvesters, they share that information with our Director of Communications.

3. When referring to the fee that agencies pay for each pound of food they pick-up, please use the phrase “handling fee.” As a partner in our network, agencies do not buy food from Harvesters; they contribute to the acquisition and transport of the food distributed in the form of a shared “handling fee.”

4. If an agency has contact with a media representative, who would like to visit Harvesters main offices for the purpose of interviewing staff, volunteers, or even themselves, please contact the Director of Communications to see if it can be arranged rather than attempting to set ups such an appointment independently. Harvesters needs to be able to ensure the availability of staff, volunteers, or other interviewees as well as the availability of the facility for access by the network member agency and media.

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Membership Terms and Conditions

Terms and Conditions of Membership

The terms and conditions of agency membership govern an agency’s membership in Harvesters’ network. An agency must be willing and able to adhere to the Terms and Conditions in order to become a member and to maintain membership. The Terms and Conditions are designed to protect the interests of those who donate to Harvesters and to ensure the integrity of the emergency food distribution network. The factors for membership include:

Need for food assistance in the community to be served

Availability of other food assistance programs provided in the community

Food bank resources required to service the Agency and manage contract compliance

How long the applying Agency has been providing food assistance in the community

Record keeping practices of the applying Agency

Site compliance with Harvesters’ storage and capacity requirements

Other factors deemed relevant by Harvesters’ Board of Directors

Member Eligibility An Agency, applying for membership in the network, should have an established emergency food program or should be a reputable organization with a history of helping those in need for six months or longer. Harvesters will serve only organizations providing on-site feeding and/or emergency food assistance.

The applying organization must be able to show the existence of a director, a governing body (a board or committee), an established and well maintained location from which the program(s) operate, and consistent record keeping practices that show the number or households and individuals served (for a period of six months or longer).

Food pantries must serve 50 or more households a month. On-site feeding programs must serve 50 or more meals a month.

All Agencies receiving food or non-food products from Harvesters must be an IRS tax-exempt 501(c) (3) organization or must be a church which meets the definition employed by the IRS. In addition, all Agencies must submit one or more of the following:

DETERMINATION LETTER - An Agency may submit a determination letter from the IRS.

IRS LISTING - An agency may submit their listing in the current edition of the IRS Cumulative List of Organizations.

GROUP EXEMPTIONS - An Agency which is a subsidiary of a larger 501(c)(3) organization may submit a copy of the larger organization’s status (i.e., St. Somebody’s Catholic Church may submit the national Catholic exemption letter).

UNINCORPORATED CHURCH – Any applicant organization which is a church and does not have 501(c)(3) status must submit a Church Qualifier Application completed and signed by the 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, or has not had is 501(c)(3) status revoked by the IRS, and essentially meets the criteria employed by the IRS in defining a church.

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Agencies must have responsible personnel to assure inventory control, related program accountability and that the products will not be sold, traded, transferred, or bartered for other goods, services, money or given to any other agency or program.

Agencies must have proper and adequate physical space and storage to handle the food and non-food products received in accordance with safe food handling guidelines. An agency which is located in an individual’s house or home may not be a member of Harvesters’ network. An exception will be granted for group homes.

Emergency food program(s), pantries and feeding programs, offered by the agency must provide regularly scheduled hours of operation. An urban site must be open for service at least once per week for a minimum of three hours. A rural site must be open for a total of at least three hours per month. Those hours must be posted in a location clearly visible to visitors and potential clients seeking assistance. Any changes to hours of operation or distribution schedules must be updated immediately using the Member Agency Information Update form included in the Agency Handbook.

If an Agency is within five miles of another Agency operating a similar outreach program, Harvesters suggests that the agencies collaborate to better serve the community with a team effort. The applying agency may or may not be approved if providing the same service in close proximity to an existing member agency.

Member Service Agencies must utilize membership in Harvesters’ network to serve the ill, needy or infants (minor children). Agencies must have documented criteria for determining need and procedures for ensuring that those who receive assistance meet the criteria. The criteria must be posted in a place where prospective clients have the ability to view the criteria prior to receiving services.

Agencies may not solicit contributions from clients.

Harvesters' primary purpose is making donated product available to all eligible ill, needy, or infant individuals without regard to religious preference. Involvement in religious activities or requiring recipients to listen to a presentation that is religious in nature can not be a prerequisite or condition for receiving the donated product. Involvement in religious activities must be voluntary on the part of the recipient

Product obtained from Harvesters must be distributed to clients with absolutely no conditions levied or implied.

Agencies may use non-food items (i.e., hand soap, toilet paper, cleaning supplies, etc.) for use in the agency’s pantry distribution program.

Agencies may provide food to ill or needy volunteers and/or staff. This is not to be a regular supplement. Volunteers and staff in need on a regular basis must be referred to another agency for regular services. If a referral causes hardship for the staff or volunteers seeking assistance, they may continue to receive pantry services from the agency where they work or volunteer.

Agencies may not “thank” volunteers for their labor with food obtained from Harvesters. Agencies must find other methods of expressing appreciation to volunteers.

Agencies may prepare samples of Harvesters’ food products for clients to consume or take home food products in order to become more familiar with them.

Food and/or non-food products may not be used for the purpose of fundraising either as prepared food (such as spaghetti dinners or bake sales) or as prizes.

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Member Operations An on-site visit by a Harvesters’ monitor is required prior to membership approval. After this

initial visit, a monitoring visit is required, at a minimum, once every two years. Harvesters reserves the right to visit a program site at any time.

Agencies must agree to share in Harvesters’ cost to acquire, transport, sort, package, store and distribute donated food. The current shared maintenance fee is assessed at 13 cents per pound.

Agencies must submit a Monthly Activity Report to Harvesters about the service provided. Reports are due by the 5th business day of the month for the prior month’s activity.

Agencies must maintain records at the program site for three years, including all invoices, written policies, procedures and records that relate to food that has been given to clients.

Agencies offering seasonal programs which provide services a few times a year based on holidays or special events must complete Monthly Activity Reports during their periods of service. For example, an Agency providing Christmas baskets or summer camp services would report during December and their summer months of operation respectively. Seasonal programs are subject to the same operational requirements as a year-round program. The administrators of such programs should contact Harvesters and request that their account be made inactive until their next service period to prevent their account being placed on Hold for non-compliance.

Non-compliance

If an Agency does not comply with Membership Terms and Conditions, Harvesters may interrupt service to the Agency temporarily or suspend the agency entirely, depending upon the severity of the violation. We recognize that these consequences may adversely impact your clients. While our goal is to ensure that clients have access to the food they need, we must maintain the integrity of our network in order to ensure its long-term viability.

The following list provides examples of a range of violations.

Violations 1. Monthly Activity Report required for every food program managed by a member agency is not submitted by the due date.

2. Program contact does not respond to Harvesters’ request to schedule required monitoring visit to program site.

3. Agency is delinquent in payment of handling fees for one or more programs.

4. Proper records are not maintained at the program site.

5. Donated food or other products are improperly stored, refrigerated or transported.

6. Donated food is used in a manner that is not consistent with serving the ill, needy or infants.

7. Donated food or other products are exchanged for money, property or services.

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8. Donated food or other products are removed from program site for private use by program staff or volunteers.

Compliance Violation Procedures Probation An agency committing a violation will have their program account(s) placed on probation via a Temporary Hold in Harvesters’ system. An agency can not access products or services for that program while in Hold status. The agency will be notified in writing when this occurs. The agency may appeal this decision as outlined in the Agency Grievance process.

Once any program managed by an agency is more than 30 days past due in areas outlined in violations 1-3 (for violation 3 this means carrying a balance 90 or more days old) or upon discovery of violations 4-8, Harvesters may place the program on Hold until the situation is resolved.

An agency’s probationary status ends when one of the following occurs. The agency provides proof to the Agency Relations Manager that the violation has been rectified, or the agency’s status changes from probation to suspension.

Resolution of Violations 1-5 To resolve Violations 1-3, the agency must submit the report (Violation 1), contact Harvesters to schedule the monitoring visit (Violation 2) or submit required payment (Violation 3). To resolve Violations 4-5, the agency must correct the problem then contact Harvesters to schedule a monitoring visit to ensure the situation has been resolved satisfactorily. While every effort will be made to visit promptly, our staff resources are limited and agencies should allow 7-10 working days from the time of contact. If the agency does not resolve the situation within 30 days of being notified of the problem and that the program’s service has been interrupted, a $50 reinstatement fee will be assessed in order to return the program to full service.

Once the appropriate action is taken by the agency and any applicable reinstatement fees are paid, it shall be reinstated to full service within two business days. If after a period of six months the situation is not resolved, the program will be suspended, all membership privileges are revoked, and the agency must undergo the membership application process and pay applicable reinstatement fees in order to receive future service from Harvesters.

Resolution of Violations 6-8 Harvesters considers these violations serious breaches of the network Membership Terms and Conditions and will investigate possible infractions thoroughly. If an agency is found to be in violation, the offending program(s) will be placed on probation for a period of three months. The purpose of the probation period is to place the agency on notice that it must bring its program(s) into compliance or it will be suspended. During the probation period, Harvesters’ Agency Relations Manager shall have the authority to extend the probationary period or to recommend suspension of the agency. The agency may appeal this decision as outlined in the Agency Grievance process. The probationary period ends when one of the following occurs:

The agency satisfies the Agency Relations Manager that the violation has been rectified; or

The agency has been suspended.

Suspension

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A member agency may be suspended, without first being placed on probation, upon discovery of violations 6-8. All other violations must be preceded by a probationary period for the violation in question, unless the program in violation has previously been on probation three or more times.

A suspension shall not exceed six months. Upon suspension, an agency loses all the rights and privileges of a member agency. At the end of the suspension period, an agency may re-apply to become a member agency of Harvesters’ community network.

Depending upon the severity of any violation, other programs managed by the agency may also be suspended.

An agency that commits two violations within a 12 month period will have their program(s) inactivated for a year. After a year, the agency may reapply for network membership. The program will be assessed a $50 reinstatement fee upon re-application. Payment of this fee does not guarantee membership; it covers the expenses of training, site monitoring and record keeping incurred by Harvesters.

Behavior Expectations

In addition to the Terms and Conditions of Membership, there is the expectation that an atmosphere of mutual respect will be part of all dealings between Harvesters representatives and the representatives of member agencies. Harvesters will not tolerate individuals representing member agencies that become abusive verbally, physically or in any other way as deemed inappropriate by Harvesters, toward Harvesters’ staff, volunteers or other member agencies. Depending upon the severity of any violation, Harvesters’ management may take immediate action to suspend the offending agency.

If inappropriate behavior occurs, Harvesters’ Agency Relations Manager will first issue a verbal warning to the individual and send an advisory letter to the Executive Director of the agency which the individual represents. A copy of this letter will be provided to Harvesters’ Director of Operations and placed in the agency’s permanent file.

If a second offense occurs, the offender will NOT be allowed on Harvesters’ premises. The individual will be permanently barred from all Harvesters activities and programs, regardless of their agency affiliation. The agency which the individual represents will be suspended for 30 days from all Harvesters programs and services. Harvesters’ Agency Relations Manager will issue a written notification to the Executive Director of the agency which the individual represents advising the agency of the suspension, effective upon receipt of the letter. The Agency Relations Manager will forward copies to Harvesters’ Director of Operations and Emergency Response Team and place documentation of all actions in the agency’s permanent file. Normal reinstatement practices will apply following the suspension period. In addition, a meeting will be held including Harvesters’ director of operations, agency relations manager, the member agency’s executive director and any appropriate program representatives.

If any future offenses occur, the agency’s membership in Harvesters’ network will be permanently terminated. Harvesters’ agency relations manager will notify the member agency’s Executive Director of the termination in writing. The agency relations manager will forward copies to Harvesters’ Director of Operations and Emergency Response Team and place documentation of all actions in the agency’s permanent file. Collection of all outstanding account balances will be made, including but not limited to any legal action deemed necessary by Harvesters’ legal counsel.

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Agency Grievance Process

It is Harvesters’ intention to treat all agencies justly. The Agency Grievance Process may be utilized by any agency that feels it has not been treated in this manner.

STEP 1: If an agency feels that it has been treated unfairly by Harvesters, the agency should notify Harvesters’ Agency Relations Manager in writing immediately. The Agency Relations Manager shall try to resolve the grievance. The Agency Relations Manager will inform Harvesters’ Director of Operations of the situation and of the actions taken.

If STEP 1 achieves a mutual agreement between the agency and Harvesters, the Agency Relations Manager will develop a written report which will include details of the grievance and the actions taken to resolve the grievance. The report will be signed by appropriate representatives of both Harvesters and the agency indicating mutual understanding and agreement. The Agency Relations Manager will distribute copies of the written report to the agency and Harvesters’ Director of Operations, placing a copy in the agency’s permanent file.

STEP 2: The agency will request a formal meeting with Harvesters’ Director of Operations and the Agency Relations Manager in writing. The written request should include details of the grievance and reasons for not accepting the resolution presented in STEP 1. After the formal meeting, the Director of Operations will render a decision within 15 days.

Should this meeting result in a mutual agreement for all parties concerned; the Agency Relations Manager will develop a written report and distribute it to the Agency and Harvesters’ Director of Operations. The report will be signed by appropriate representatives of both Harvesters and the agency indicating mutual understanding and agreement. The Agency Relations Manager will distribute copies of the written report to the agency and Harvesters’ Director of Operations, placing a copy in the agency’s permanent file.

STEP 3: If STEPS 1 and 2 do not achieve a resolution, the agency may appeal to Harvesters’ Executive Director. The agency should submit a written request to the Executive Director stating the specific reasons for the appeal. The appeal should be received within 30 days of the date a decision was rendered in STEP 2. The Executive Director will schedule a meeting with the agency to discuss the grievance. The Agency Relations Manager will ensure that all parties have copies of all written reports concerning this issue prior to the meeting. The Executive Director will render a decision on the grievance within 15 days of this meeting and will issue a written letter communicating the decision to the agency with a copy placed in the agency’s permanent file.

This resolution or decision regarding the agency’s status is final and the grievance process is complete.

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Resources

Policy Resources

Center on Budget and Policy Priorities: www.cbpp.org/pubs/fa.htm A chronological database of reports on Federal food assistance in the United States.

FRAC Current News and Analysis:www.frac.org/html/news/news_index.html Excellent analysis of issues confronting the hunger-relief community.

National Legislative Information: http://thomas.loc.gov Information on past, current and pending legislation in the U.S. Congress.

Legislator Lookup: http://firstgov.com/index.shtml U.S. government’s official Web portal provides a “legislator lookup” feature for state and national officials, as well as other resources.

Government Food Programs

Food and Nutrition Services: www.fns.usda.gov/fns Familiarize yourself with this division of USDA, which is in charge of reducing hunger in America.

Food Stamp Program: www.fns.usda.gov/fsp This is the cornerstone of the Federal food assistance programs, and offers much-needed support to struggling families and those making the transition from welfare to work.

School Meals: www.fns.usda.gov/cnd Find out about Federal programs geared towards stamping out child hunger.

WIC Program/Farmers' Market: www.fns.usda.gov/wic Learn about WIC, the U.S. government’s anti-hunger program that offers crucial support to expectant mothers and young children, as well as the Farmer’s Market program for seniors.

National Hunger & Poverty Resources

Feeding America: www.feedingamerica.org Feeding America, formerly America's Second Harvest-The Nation's Food Bank Network, is the largest supplier of emergency food outside of the federal government.

Bread for the World: www.bread.org A nonpartisan advocacy organization that brings a Christian voice to the struggle against hunger.

Center for Community Change: www.communitychange.org CCC organizes at the grassroots level to reduce poverty and rebuild low-income communities

Community Food Security Coalition: www.foodsecurity.org CFSC works to build strong, sustainable food systems that provide nutritious and affordable food for all people.

Mazon: A Jewish Response to Hunger: www.mazon.org National Student Campaign Against Hunger and Homelessness:www.nscahh.org

Students and community members from across the country join together to end hunger and homelessness through education, service and action.

RESULTS: www.results.org Grassroots advocacy organization working to end hunger and the worst aspects of poverty.

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Share Our Strength: www.strength.org Organization that mobilizes individuals and industries in the fight against hunger and poverty by creating strategic partnerships.

Local Hunger & Poverty Resources

Metro Dataline: www.metrodataline.org Provides data on the Kansas City region's population, economy and social characteristics.

United Way of Greater Kansas City: http://www.unitedwaygkc.org/ Provides referral service (online and phone) between clients seeking assistance and agencies providing services.

Source: Harvesters-The Community Food Network ; More Hunger Resources webpage: http://www.harvesters.org/GetInformed/Index.asp?x=060|030&~=

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Poverty Guidelines

The Census Bureau uses poverty thresholds collected annually; these are the dollar amounts used to determine poverty status and are used for statistical purposes. Each person or family is assigned one out of 48 possible poverty thresholds. Weighted average thresholds vary by family size for 1 and 2 person units, whether or not elderly. There is no geographic variation; the same figures are used for all 50 states and Washington, DC.

The Department of Health and Human Services (HHS) Poverty Guidelines are the other version of the federal poverty measure. The guidelines are a simplification of the poverty thresholds for use for administrative programs – for instance, determining eligibility guidelines for certain federal programs. They also vary by family size. There is one set of figures for the 48 contiguous states and Washington, DC, one for Alaska, and one for Hawaii.

HHS Poverty Guidelines 2014

Source: http://aspe.hhs.gov/poverty/14poverty.cfm

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Client Eligibility Guidelines

Member agencies must utilize some criteria for ensuring that products distributed by the program(s) will be received by the ill, needy or infants as outlined in Section 170(e) (3) of the Internal Revenue Code.

Definition of Ill Some examples of ill persons include:

A person suffering from a physical injury

A person with an existing handicap, whether from birth or later injury

A person suffering from malnutrition

A person with a disease, sickness, or infection which significantly impairs physical health

A person partially or totally incapable of self-care (including incapacity due to old age)

Definition of Needy A needy person is a person who lacks the necessities of life, involving physical, mental or emotional well-being, as a result of poverty or temporary distress. Examples include a person who is financially impoverished as a result of low income and lack of financial resources.

Definition of Infant An infant is a minor child as determined under the laws of the jurisdiction in which the child resides.

Harvesters leaves the specific criteria for determining need to the discretion of the member agency, however income guidelines are the most objective measure, taking into account factors concerning the cost of living in your community. The Department of Health & Human Services poverty guidelines provide a baseline for measurement, however you may want to adjust the figures to factor in specific circumstances that apply in the area you serve. For example, your criteria could state that any household within 150% of the HHS poverty guidelines will qualify for emergency food assistance from your program.

You may also choose to set limits related to the geographic area you serve, the number of times an individual or household can receive assistance within a given period of time, or how much assistance a household can receive based on the number of members.

Client Eligibility Procedures Once you’ve determined what your criteria are, you’ll need to establish a procedure for ensuring that clients meet the criteria and keeping records to that effect. Such procedures may include an individual/household providing proof of:

Identity (Photo ID)

Number of Individuals in Household (Social Security Cards for each Individual)

Address (Utility Bill)

Income (Pay stubs, unemployment check etc.)

Make Clients Aware of Criteria & Procedures Once you have finalized your criteria and procedures, you must post them in an area visible to clients prior to their receiving service. You should also clearly post service hours and, if possible, what to do if someone comes to the program outside of normal service hours (i.e. “If you need assistance outside of normal pantry hours, please call the church at 816.123.4567.”). If your agency

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does not offer emergency services, please provide the United Way’s contact information on your signage:

Emergency hotline: 211

Local Phone: (816) 474-5112

United Way 2-1-1 Online Resource Database: http://uwgkc.bowmansystems.com/

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How to Pack a Healthy Pantry Bag or Determine Client Choice

Parameters

Whether you are pre-packaging grocery bags for clients, or allowing them to choose the groceries that best meet the needs of their household, you should strive to provide a healthy balance of products in quantities adequate for the size of the household. The USDA www.MyPlate.gov website provides guidelines for healthy eating. When packing a pantry bag or setting up your Client Choice parameters, be sure to include items from each food group (shown below) and follow the principles of variety, moderation, and balance to provide the healthiest foods possible to your clients.

Grain Group Choose Whole Grain items more often. Breakfast Items: Whole grain cereals, Oatmeal, Farina, Bread, Bagels, Muffins, Cereal Bars, Pancake & Biscuit Mixes Lunch and Dinner Items: Bread, Pita, Tortillas, Rice, Pasta, Spaghetti, Macaroni, Noodles, Flour, Cornmeal, Couscous, Crackers, Rolls, Taco shells, Quinoa Snacks: Granola Bars, Multi-grain bars, Crackers

Fruit Group Choose seasonal fresh fruit when available. Fruit Juices: Choose 100% fruit juice Canned and frozen fruit: Peaches, pears, oranges, mixed fruit, pineapple, applesauce, apricots. Dried fruit: Raisins, dried plums, apricots, dried apples.

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Packaged meals sometimes have multiple food groups in them. For example, Hamburger Helper has noodles (Grain group), meat (Protein group), as well as butter and milk (Dairy group). For combination meals such as these you can reduce the amount of items they receive from the distribution list based on what they receive in the combination meal. For example, since Hamburger Helper has grains, protein, and uses dairy you can reduce these from the shopping list.

Vegetable Group

Fresh Vegetables: Choose seasonal produce when available. Canned & Frozen Vegetables: Low-sodium options may be available. Broccoli, cauliflower, carrots, corn, potatoes, sweet potatoes, peas, green beans, beets, spinach, tomatoes. Dried Beans & Peas: Pinto beans, kidney beans, and lentils.

Dairy Group

Milk: Low fat or skim milk, boxed milk, nonfat dry milk and evaporated milk. Other dairy: Yogurt, cheese, cream cheese, sour cream Desserts: Pudding, ice cream & frozen yogurt (if freezers available). For clients who can’t consume milk: Provide lactose-free milk and

dairy products.

Protein Group

Canned: Tuna, chicken, turkey, salmon, ham, peanut butter, soy nut butter. Dried: Beans, peas, nuts, and seeds. Fresh or frozen: Beef, chicken, pork, eggs, & fish. Be certain that clients have the ability to freeze or refrigerate these items promptly and that all fresh and frozen items are labeled with expiration dates.

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BALANCE: A balanced diet includes foods from each of the five food groups (shown above). For meal planning, include a minimum of three of the five food groups to constitute a meal. Example: Spaghetti (Grain group), tomato sauce (Vegetable group), and non fat dry milk (Dairy group).

VARIETY: A balanced pantry bag contains a variety of foods from all the food groups and from within each food group. Example: Loaf of bread, box of pasta, corn, greens, apple sauce, orange juice, canned ham and milk.

MODERATION: All foods can fit into a healthful diet, but the majority of the pantry bag should include foods that fit into the major food groups rather than snacks and desserts. Example of a pantry bag with moderation: Loaf of bread, box of pasta, corn, greens, apple sauce, orange juice, canned ham, milk, a pastry and a bag of potato chips.

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Three-Day Shopping List for 1 Person

Grains (GOAL: at least 16-20 ounces) 1 lb rice, pasta, couscous, or other grain 1 box (16 ounce) cereal or oatmeal 1 package bread (20 ounce) (or rolls, tortillas, bagels, etc.) Vegetables (GOAL: at least 8 cups) 6 cans (16 ounce) OR 4 frozen (16 ounce) bags OR 4 bunches (12-16 ounces) of fresh OR (a combination of the above)

Fruits (GOAL: at least 6 cups) 4 cans (14 ounce) OR 3 frozen (12-16 ounce) bags OR 12 pieces of fresh fruit OR (a combination of the above) Dairy (GOAL: at least 9 cups) 1 box or carton (64 ounces or ½ gallon) of milk OR 1 bag/box (8 ounce) of cheese OR 3 small (6 ounce) or 1 large container (32 ounce) of yogurt OR (a combination of the above) Protein (GOAL: at least 16-18 ounces) 2 large (10 ounce) or 3 small (5-6 ounce) cans of meat OR 3 cans (16 ounce) beans OR 1 bag (1 lb) of dried beans OR 1 jar (18 ounce) of peanut butter OR 1 bag (10 ounce) of nuts OR 1 lb of fresh or frozen meat OR (a combination of the above) Handy Conversions 4 dry ounces = 1 cup 8 fluid ounces = 1 cup 16 oz = 1 lb *Portions are based on a 2000 calorie diet

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Three-Day Shopping List for 2 People

Grains (GOAL: at least 2 – 2 ½ lbs) 1 lb rice, pasta, couscous, or other grain 1 box (16 ounce) cereal or oatmeal 1 package (20 ounce) bread (or rolls, tortillas, bagels, etc.) Vegetables (GOAL: at least 16 cups) 12 cans (16 ounce) OR 8 frozen (16 ounce) bags OR 8 bunches (12-16 ounces) of fresh OR (a combination of the above) Fruits (GOAL: at least 12 cups) 8 (16 ounce) cans OR 6 frozen (12-16 ounce) bags OR 24 pieces fresh fruit OR (a combination of the above) Dairy (GOAL: at least 18 cups) 2 boxes or (64 ounces or ½ gallon) cartons of milk OR 2 bags/boxes (8 ounce) of cheese OR 6 small (6 ounce) or 1 large (32 ounce) container of yogurt OR (a combination of the above) Protein (GOAL: at least 2 pounds) 4 large (12 ounce) or 6 small cans (7 ounce) of meat OR 6 cans (14 ounce) beans OR 2 bag (1 lb) of dried beans (16 ounce) OR 1 large (18 ounces) jar of peanut butter OR 2 bags (10 ounce) of nuts OR 2 lbs of fresh or frozen meat OR (a combination of the above) Handy Conversions 4 dry ounces = 1 cup 8 fluid ounces = 1 cup 16 oz = 1 lb

*Portions are based on a 2000 calorie diet

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Three-Day Shopping List for 3 People

Grains (GOAL: at least 3 – 3 1/2 lbs) 1 lb rice, pasta, couscous, or other grain 1 large (16 ounce) box cereal or oatmeal 1 package (20 ounce) bread (or rolls, tortillas, bagels, etc.) Vegetables (GOAL: at least 24 cups) 18 (16 ounce) cans OR 12 (16 ounce) frozen bags OR 12 bunches (12-16 ounces) of fresh OR (a combination of the above) Fruits (GOAL: at least 18 cups) 12 (16 ounce) cans OR 9 (12-16 ounce) frozen bags OR 36 pieces fresh fruit OR (a combination of the above) Dairy (GOAL: at least 27 cups) 3 boxes or (64 ounces or ½ gallon) cartons of milk OR 3 bags/boxes (8 ounce) of cheese OR 9 small (6 ounce) or 2 large containers (32 ounce) of yogurt OR (a combination of the above) Protein (GOAL: at least 3 pounds) 6 large (10 ounce) or 9 small (5-6 ounce) cans of meat OR 9 cans (16 ounce) beans OR 3 bag (1 lb) of dried beans OR 2 jars (18 ounce) of peanut butter OR 3 bags (10 ounce) of nuts OR 3 lbs of fresh or frozen meat OR (a combination of the above) Handy Conversions 4 dry ounces = 1 cup 8 fluid ounces = 1 cup 16 oz = 1 lb *Portions are based on a 2000 calorie diet

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Three-Day Shopping List for 4 People Grains (GOAL: at least 4-5 lbs) 2 lb rice, pasta, couscous, or other grain 2 large (16 ounce) box cereal or oatmeal 2 packages (20 ounce) bread (or rolls, tortillas, bagels, etc.) Vegetables (GOAL: at least 32 cups) 24 cans (16 ounce) OR 16 frozen (16 ounce) bags OR 16 bunches (12-16 ounces) or the equivalent of 1 lb. of fresh OR (a combination of the above) Fruits (GOAL: at least 24 cups) 16 cans (16 ounce) OR 12 frozen (12-16 ounce) bags OR 48 pieces fresh fruit OR (a combination of the above) Dairy (GOAL: at least 36 cups) 4 boxes or cartons (64 ounces or ½ gallon) of milk OR 4 bags/boxes (8 ounce) of cheese OR 12 small (6 ounce) or 2 large (32 ounce) containers of yogurt OR (a combination of the above) Protein (GOAL: at least 4 pounds) 8 large (10 ounce) or 12 small (6 ounce) cans of meat OR 12 cans (16 ounce) beans OR 4 bag (1 lb) of dried beans OR 2 large jar (18 ounce) of peanut butter OR 4 bags (10 ounce) of nuts OR 4 lbs of fresh or frozen meat OR (a combination of the above) Handy Conversions 4 dry ounces = 1 cup 8 fluid ounces = 1 cup 16 oz = 1 lb *Portions are based on a 2000 calorie diet

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Three-Day Shopping List for 5 People

Grains (GOAL: at least 6 lbs) 2 lb rice, pasta, couscous, or other grain 2 large (16 ounce) box cereal or oatmeal 2 packages (20 ounce) bread (or rolls, tortillas, bagels, etc.) Vegetables (GOAL: at least 40 cups) 30 cans (16 ounce) OR 20 frozen (16 ounce) bags OR 20 bunches (12-16 ounces) of fresh OR (a combination of the above) Fruits (GOAL: at least 30 cups) 20 cans (16 ounce) OR 15 frozen (12-16 ounce) bags OR 60 pieces fresh fruit OR (a combination of the above) Dairy (GOAL: at least 45 cups) 5 boxes or cartons (64 ounces or ½ gallon) of milk OR 5 bags/boxes (8 ounce) of cheese OR 15 small (6 ounce) or 3 large (32 ounce) containers of yogurt OR (a combination of the above) Protein (GOAL: at least 5 pounds) 10 large (10 ounce) or 12 small (5-6 ounce) cans of meat OR 15 cans (16 ounces) beans OR 5 bag (1 lb) of dried beans OR 3 large (18 ounce) jar of peanut butter OR 5 bags (10 ounce) of nuts OR 5 lbs of fresh or frozen meat OR (a combination of the above) Handy Conversions 4 dry ounces = 1 cup 8 fluid ounces = 1 cup 16 oz = 1 lb *Portions are based on a 2000 calorie diet

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Three-Day Shopping List for 6 People

Grains (GOAL: at least 6-7 lbs) 2 lb rice, pasta, couscous, or other grain 2 large (16 ounce) box cereal or oatmeal 2 packages (20 ounce) bread (or rolls, tortillas, bagels, etc.) Vegetables (GOAL: at least 48 cups) 36 (16 ounce) cans OR 24 (16 ounce) frozen bags OR 24 bunches (12-16 ounces) of fresh OR (a combination of the above) Fruits (GOAL: at least 36 cups) 24 (14 ounce) cans OR 18 (12-16 ounce) frozen bags OR 72 pieces fresh fruit OR (a combination of the above) Dairy (GOAL: at least 54 cups) 6 boxes or (64 ounces or ½ gallon) cartons of milk OR 6 bags/boxes (8 ounce) of cheese OR 18 small (6 ounce) or 4 large (32 ounce) containers of yogurt OR (a combination of the above) Protein (GOAL: at least 6 pounds) 12 large (10 ounce cans) or 18 small (5-6 ounce) cans of meat OR 18 cans (16 ounce) beans OR 6 bag (1 lb) of dried beans OR 4 jars (18 ounce) of peanut butter OR 6 bags (10 ounce) of nuts OR 6 lbs of fresh or frozen meat OR (a combination of the above) Handy Conversions 4 dry ounces = 1 cup 8 fluid ounces = 1 cup 16 oz = 1 lb *Portions are based on a 2000 calorie diet

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Is The Food Still Good?

A basic guide to package codes and dates

What do the numbers mean? The codes and dates printed on food packages have different purposes. If a food appears to be "outdated" it does NOT automatically mean the food is unsafe or unusable. The USDA states that "Best By" dates are intended to tell you how long the product will retain its best flavor or quality. It is not a safety date. Foods may be eaten after the date if they have been properly stored and handled.

Code Date: Manufacturers may stamp numbers on products so they know when and where they were produced. This is helpful if there is a recall and foods need to be taken off the shelf.

Manufacturing or Packing Date: Product may be stamped with a date preceded by "MFG." This date can be used along with recommended shelf life for guidance on how long a product will have its best flavor and quality.

Best If Used By Date: This is the date by which the product is at its highest quality, but can still be safely consumed for a period of time after the date. The length of time is dependent on the product and its storage.

Expiration Date: This is the date the manufacturer recommends the product be used by for best quality (flavor, color, texture). If stored properly, items remain safe and wholesome. However, flavor, color, and texture may change slowly.

Pull or Sell-By Date: The manufacturer recommends this be the last day the product be sold in a retail store. The product will remain safe and wholesome for a reasonable amount of time for use after purchase. The amount of time depends on the product type and storage conditions.

Freezing: Many products can be frozen to extend the acceptable storage time. Freezing a product holds it in its present state. Bacteria cannot grow in the freezer. However, freezing will not kill bacteria if it is already present.

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Community Resources

Help your clients access resources available to them in the community! Here are just a few ways to get connected:

www.GovBenefits.gov: GovBenefits.gov is a free, easy-to-use Website to find government benefits and assistance programs your clients may be eligible to receive. The site prescreens client eligibility for hundreds of federal and state benefit programs by answering a confidential, online questionnaire and includes comprehensive information on a variety of benefit programs for all citizens with links to information on how to apply.

Dial 2-1-1 or visit www.kcuniteway.org: To locate charitable resources in the community, use United Way’s 2-1-1resource hotline, an easy-to-remember phone number that connects you with available community resources. By simply dialing three digits, you can reach a trained, caring professional 7 days a week, 24 hours a day who can provide you with information on the variety of services you may need, including basic needs, health and employment. The service is free and confidential. Volunteer referral service is also provided if you could use help in finding volunteers.

www.maaclink.org: Learn where a variety of social service agencies are located in the community. The Mid-America Assistance Coalition connects social service agencies via MAACLink, an innovative software system designed to foster agency collaboration and reduce duplication of service. Learn more at their Web site or you can reach MAAC by phone 816.561.2727.

www.recipezaar.com: Could your clients use some help in serving nutritious meals? Maybe they have food that they are unfamiliar with? Check out this website for healthy, innovative recipes that you can prepare. This website provides a number of low-fat, low-sugar, low-carb meals and offers the nutritional guideline for every recipe.

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Pest Control Log

Program Name:

Inspection Month Inspection Completed By

Results (Clear/Sign of

Infestation)

Actions Taken Date of Action

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Harvesters Sign-in Sheet: On-Site Feeding Program Kitchen Name: ______________________________ Service Month: _________________________________

ALL PRODUCT IS AVAILABLE AT “NO COST”

Service Date Breakfast Lunch Dinner Supplemental (Snacks)

1

2

3

4

5

6

7

8

9

10

Totals

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Harvesters Sign-in Sheet: On-Site Feeding Program

Kitchen Name: _______________________________ Service Month: _________________________________

ALL PRODUCT IS AVAILABLE AT “NO COST”

Service Date Name of Household Adults (18-64)

Children (0-17)

Seniors (65 & over)

1

2

3

4

5

6

7

8

9

10

Totals

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Harvesters Sign-in Sheet: Food Pantry

Pantry Name: ________________________________ Service Month: _________________________________

ALL PRODUCT IS AVAILABLE AT “NO COST”

Service Date Name of Household Adults (18-64)

Children (0-17)

Seniors (65 & over)

1

2

3

4

5

6

7

8

9

10

Totals

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Harvesters Member Agency Information Update Fill in the blanks below of information that has changed with the updated information. You must sign the form in the space indicated to verify the authenticity of information provided. Complete Billing Information on the reverse side of this form. PRINT ONLY CHANGES Parent Agency Number: _______________________ Agency Number: __________________________ Parent Agency Update: Agency Update: ____________________________________________ ________________________________________ Parent Agency Name Agency Name ___________________________________________ ______________________________________ Physical Address Agency Mailing Address _______________________________________ _______________________________________ City, State, Zip Code City, State, Zip Code _______________________________________ ___________________________________________ Mailing Address Physical Address _______________________________________ _______________________________________ City, State, Zip Code City, State, Zip Code _______________________________________ _______________________________________ Parent Agency Contact/Director Name Agency Contact Name _______________________________________ _______________________________________ Parent Agency Contact E-mail Agency Contact E-mail _______________________________________ _______________________________________ Parent Agency Business Phone Number Agency Business Phone Number _______________________________________ _______________________________________ Parent Agency Contact Cell Number Agency Contact Cell Number _______________________________________ _______________________________________ Parent Fax Number Agency Fax Number ________________________________________ _______________________________________ Office Hours Agency Office Days and Hours of ____________________________________ Agency Days and Hours of Pantry/Kitchen etc.

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Please Print Billing Address Changes: _______________________________________ Agency Name ______________________________________ Mailing Address _______________________________________ City, State, Zip Code _______________________________________ Billing Contact Name __________________________________ Billing Contact E-mail _______________________________________ Billing Business Phone Number _______________________________________ Billing Contact Cell Number _______________________________________ Billing Fax Number _______________________________________ Business Hours

Fax or Mail Completed Form to: Harvesters – The Community Food Network Attn: Agency Relations

3801 Topping Ave. Kansas City, Missouri 64129 FAX: 816.929.3153

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PROGRAM AUTHORIZED SHOPPER UPDATE

Please list up to four (4) AUTHORIZED Shoppers. Any shoppers previously on file will be removed unless they are included. Please notify Harvesters in writing of all changes in

Authorized Shoppers as soon as they occur. Please Print. Agency Code: ____________________________ Date: _______________________ Agency Name: _____________________________________________________________________ Agency Mailing Address: ____________________________________________________________ City: ____________________________ State: __________ Zip code: ____________________ Agency Phone Number: ____________________Fax Number: ________________________ Shopper #1:__________________________________________________ E-Mail Address: ______________________________________________ Shopper #2:___________________________________________________

E-Mail Address: _______________________________________________ Shopper #3:___________________________________________________

E-Mail Address: _______________________________________________ Shopper #4:___________________________________________________ E-Mail Address: _______________________________________________ I hereby certify that the information provided here is accurate. Further I guarantee that authorized shoppers have read and understood Harvesters’ policies on accessing product and are willing and able to adhere to them in the operation of our emergency food program. _____________________________________________________________________________________________

Signature of Legally Authorized Agent Date

Mail, Fax or Email Completed Form to: Harvesters–The Community Food Network, Attn: Agency Relations

3801 Topping Ave. Kansas City, Missouri 64129-1744 FAX: 816.929.3153 Email: customercare@harvesters.org

Authorized Shoppers are allowed to order, pick up and receive product on behalf of your agency as well as inquire about finances and update your account. Harvesters recommends making one of your authorized shoppers the Agency Contact.

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M O B I L E F O O D P A N T R Y S I G N - I N

I Certify with My Signature: I understand that the food available at this mobile food pantry is intended for

families in need of food assistance. Need is defined in many ways - including: being on some form of public assistance, being low income, and/or experiencing hardship(s) that make providing food for your household difficult.

Recipient Signature Proxy on file

Zip Code

Children (0-17)

Adults (18-64)

Seniors (65 +)

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

Sponsoring Agency Name:

Distribution Date:

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Welcome to the

Mobile Food Pantry

This food is intended for families in need of food assistance.

Clients are served first-come, first-served.

Se sirve a los clientes a como van llegando.

Product is available in limited amounts.

El producto sera disponible a clientes en cantidades limitadas.

There is no charge for food.

No hay nigun cargo por la comida.

Disruptive clients may be refused service.

Se les negara el servicio a clientes que no observen las reglas.

Questions or comments?

Contact Customer Care at 877.653.9519

Member of Harvesters—The Community Food Network

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HARVESTERS—THE COMMUNITY FOOD NETWORK

Monthly Reporting Policy and Procedures

Harvesters-The Community Food Network is committed to being the leading source of information relating to hunger issues in its service area. To obtain certain information, Harvesters relies on its member agencies. This policy is developed to give Harvesters’ member agencies a clear understanding of what is expected from them in the completion of monthly reports. With this policy, Harvesters clearly defines the role a member agency plays in educating the community about hunger.

Requirements

ALL active member agencies MUST complete a report showing client activity on a monthly basis, for each active Program Number, whether or not food was picked up at Harvesters or any Harvesters’ services were used. This report is known as the “Harvesters Monthly Report”. These reports are due no later than the 5th business day of the month following the reporting month, before 4:30 P.M. They should be completed via the online reporting tool at www.insideharvesters.org. For example; a January report is due no later than the 5th business day of February, a March report is due no later than the 5th business day of April, etc. Agencies may complete and submit their reports anytime after their last working day of the month but before the 5th business day. For example; an agency’s last working day is Saturday, the 22nd. The agency has from then until the 5th business day of the following month to have the report turned in to Harvesters. NOTE: If an agency is closed for the month or serves no clients, a report is required showing “0” people served.

Exceptions

The only exception to this policy will be granted by the Agency Relations Manager to seasonal agencies such as summer camps and Christmas clubs. These agencies will be required to report only during the months in which they are operating. This arrangement is only available with prior notice.

Delinquent reports

There is NO grace period. Reports are delinquent on the 6th business day of the following month. Programs delinquent 1 to 29 days will receive a warning letter. At 30 days past due, programs delinquent in their reporting will be placed in HOLD status, which will prevent any activity, including but not limited, to picking up food at the warehouse, food deliveries and nutrition classes. If a member agency becomes delinquent in submitting monthly reports for 60 days or more, the agency will be placed in INACTIVE status. The agency will not be able to receive any

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food or services from Harvesters until reinstatement occurs. Reinstatement at this point includes completion of all outstanding monthly reports, a $25.00 reinstatement fee, all outstanding balances due to Harvesters, and a monitoring visit by a Harvesters staff member. All agency suspensions will be documented by Harvesters in the agency’s permanent file. Should delinquency occur twice within a 12-month period, the membership of the agency may be terminated for non-compliance with Harvesters’ policies. Harvesters will make copies of all reports and notices available. Member agencies may view these reports during normal business hours or request a copy of the report e-mailed, mailed or faxed to them.

How to complete the Monthly Report

All member agencies will answer questions number one and two. Food pantries (Participants visit the program site and take bags of groceries to prepare at home or groceries are delivered to the participant.) To complete the report, a food pantry will record on the total number of households it served for the month. A household is defined as a family of any size residing together. A family of six living together is a household. A person living alone is a household. Of those households, the pantry will track the number of ADULTS, (ages 18-64), the number of CHILDREN, (ages infant to 17), and the number of ELDERLY, (ages 65 and above). These numbers should be reflected on the report. On-site feeding (Participants eat prepared meals or snacks at the program site; i.e. soup kitchen, group home, etc. or the agency takes prepared food out to needy participants in the community.) To complete the report for an on-site feeding program, the agency must keep track of the number of meals it served. For example, a community kitchen serving lunch only will keep a running total of the people served each day and report the monthly total on the report under lunch. The process is the same for other meals served, such as breakfast and dinner. Each meal served, whether first or second servings, should be counted. A supplemental meal is described as a snack such as a mid-morning or mid-afternoon snack and should be tracked and reported also.

Where to send the reports

Agencies’ monthly activity reports MUST be completed via Harvesters’ online reporting tool, which can be accessed at www.insideharvesters.org. Each program should log on under their program number and submit a monthly activity report. Multiple programs cannot report under one log in; you must log out after completing the reporting for one program and then log in under the next number to report that program’s activity.

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Questions?

Contact Customer Care at customercare@harvesters.org or call the Customer Care Service Desk at 1-877-774-5413 Monday through Friday between the hours of 8 a.m. to 4 p.m.

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Standing Delivery Appointments

Notice

Dear Partner Agency, Thank you for your partnership with Harvesters. It is only through our partnering agencies that we are able to feed 66,000 people each week throughout our 26-county service area. Harvesters is pleased to announce an update to the ordering procedures, called standing appointments. Standing appointments will allow Harvesters to designate delivery days and times based on transportation routes, which will improve our level of customer service and ensure a higher rate of accuracy for deliveries to agencies. This will be a minimal change for you in the way you order. Standing appointments only affects the orders you place online, not any other programs. Please note that the time designated for your agency is intended to serve as a two-hour delivery window. Please allow one hour before and after your time for our truck to deliver. For example, if your time is 10:00am, please be at your site ready to meet the truck between 9:00 and 11:00am. These changes will be made effective on Monday, March 4, 2013. After this time, you will no longer use the calendar to set your appointment. If you do, this will not be a guaranteed delivery.

Special instructions for Partner Agencies in Douglas, Franklin, Johnson, Miami, and Wyandotte Counties in Kansas, and all counties in Missouri: Your available delivery days will be based on your current delivery schedule. To request

a change, please contact Customer Care at 816-929-3220 or customercare@harvesters.org.

Special instructions for Partner Agencies in Clay, Jackson, Marshall, Nemaha, Osage, Pottawatomie, Riley, Shawnee,

Wabaunsee and Washington Counties in Kansas:

All agencies located in Topeka will receive their delivery on the 1st, 2nd, 3rd, or 4th Wednesday of the month.

o Please note that there will be no agency deliveries on a 5th Wednesday of the month.

o Your order must be fully submitted at least 2 business days prior to your expected delivery, or by 6:00am the Friday prior to your delivery.

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All agencies in Clay, Jackson, Marshall, Nemaha, Osage, Pottawatomie, Riley, rural Shawnee, Wabaunsee, and Washington Counties will receive their delivery on the 2nd or 4th Monday of the month.

o Your order must be fully submitted at least 2 business days prior to your expected delivery, or by 6:00am the Wednesday prior to your delivery.

Your orders must continue to be marked as “delivery,” even if you pick it up in Topeka.

Contact Mary Wallace at the Front Desk in Topeka to order additional bread or produce to add to your order at no handling fee. Contact Mary at 785-861-7705 or mwallace@harvesters.org.

Contact Jessica Kejr at 785-861-7704 or jkejr@harvesters.org with questions.

On Harvesters Express (www.insideharvesters.org):

1. Log on to Harvesters Express as usual, using your program number. 2. Go to the “Order Options” tab, then to “Scheduler.” 3. Instead of pre-reserving a date before you shop and check-out, the available date will

already appear in your list of appointments in green. 4. Shop and check-out as usual. 5. When prompted to re-enter the delivery date and time on the Check Out page, it will

appear in green on the calendar. This will be the only option for you to select.

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Glossary of Terms

Parent Agency An Agency is a non-profit holding a 501 (c) (3) status and an established emergency food program with a history of helping those in need. Harvesters serve only organizations providing on-site feeding and/or emergency food assistance. Unincorporated churches meeting the IRS definition of a church are also eligible see page 20 of the Member Agency Handbook. Agency Advisory Council The Agency Advisory Council, a forum for Harvesters and its partners in The Community Food Network, provides an opportunity for agencies to voice their needs, and offer their perspectives and insights regarding network policies which affect their operations. We strive to strengthen open communication and collaboration within the network. Agency Distribution Center In the Agency Distribution Center, agency representatives select products to serve their program participants. It contains food and non-food items. Agency representatives can also pick-up bread and perishable items from the Agency Distribution Center. Most items are available at no cost. Authorized Shopper Authorized Shoppers are allowed to pick up/receive product on behalf of your agency. They are not authorized to place orders. Harvesters recommends making one of your authorized shoppers the Agency Contact or one of your supplemental contacts. Pantry Pantry participants visit the program site to “shop,” taking bags of groceries to prepare at home. Groceries may also be delivered to the participants. Programs Agencies provide program based services, Project Strength, Kids in the Kitchen, Kitchen Meals and Pantry distributions, based on Harvesters four mission driven initiatives: Healthy Eating, Childhood Hunger, Feeding Families and Feeding Seniors. Agency An agency is administered by a 501 (c) (3) holding Harvesters Network Member Parent Agency. Agencies provide programs such as Project Strength and Back Snack, they are the means by which Parent Agencies deliver services to needy clients and receive Harvesters’ product. Handling Fee A handling fee is assessed on product received. by Harvesters. It is nominal fee that Member Agencies agree to disburse to Harvesters to off-set a portion of the costs of collecting, sorting, packaging, handling and storing donated food. The current fee is 13 cents per pound. The handling fee may be adjusted by the Harvesters Board based on changes in need, product availability, and product storage and product transportation costs. There is generally no handling fee on perishable product. Hold If an Agency does not comply with Membership Terms and Conditions, Harvesters may interrupt service to the Agency temporarily by placing it on Hold or suspend the Agency entirely, depending upon the severity of the violation.

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On-site Feeding Program On-Site feeding programs provide participants with prepared meals or snacks to be eaten at the program site; i.e. soup kitchen, group home, etc. Off-site Feeding Program Off-Site programs deliver prepared food to needy participants in the community.

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NOTES

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