WELCOME TO THE



Welcome To

Hoosier Hills Food Bank

Taking the Hunger out of Poverty

This member agency orientation packet is designed to give our partners a clear understanding of the history, programs, and procedures of the Hoosier Hills Food Bank. If there are any questions that have gone unanswered in this packet, please contact Agency Relations Coordinator Erin Hollinden at the food bank. Like you, we are here to get food to people who need it, and having a mutually supportive and relationship with our member agencies is essential. Let’s help each other do our best possible work!

Statement of Values

Hoosier Hills Food Bank is a non-profit corporation dedicated to the elimination of hunger in southern central Indiana. Our values, consistent with that purpose, include:

➢ Commitment to the fair treatment and dignity of all persons, especially those using the services of HHFB and its partner agencies and the volunteers who support those services.

➢ Commitment to the right of all people to have access to safe, affordable, nutritious food.

➢ Commitment to accountability and transparency to the food and financial donors who support our work and to respecting their privacy and intentions.

➢ Commitment to providing our employees a living wage, reasonable employment benefits, and fair and equitable treatment.

➢ Commitment to providing our partner agencies with the best possible variety of quality foods that our resources allow and to being responsive to their needs.

➢ Appreciation of the diverse nature of our community and commitment to inclusive practices in the hiring of staff, recruitment of volunteers, and provision of services.

2019 HHFB Member Agencies by the numbers

We had 103 active member agencies as of December 31, 2019.

61 food pantries + 31 on-site feeding programs + 11 Commodity Supplemental Feeding Programs

On-site feeding programs = 1 daycare, 4 shelters, 8 residential programs, 6 soup kitchens, 12 youth programs

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Food insecurity data from Feeding America’s Map the Meal Gap 2019 report:

|Counties served |Food Insecurity Rate |Food Insecure |Child Food Insecurity Rate|Food Insecure Children |

|by HHFB | |Individuals | | |

|Brown |10.2% |1,540 |14.3% |400 |

|Lawrence |11.6% |5,310 |17.5% |1,780 |

|Martin |11.4% |1,160 |17.3% |400 |

|Monroe |16.8% |24,260 |17.6% |4,070 |

|Orange |12.8% |2,520 |19.1% |880 |

|Owen |12.7% |2,670 |20.1% |910 |

|Total for our counties |14.6% |37,460 |17.8% |8,440 |

|INDIANA |13.3% | |17.4% | |

|US |12.5% | |17.0% | |

The Mission and History of Hoosier Hills Food Bank

Hoosier Hills Food Bank’s mission is to collect, store, and distribute food

to non-profit agencies feeding the low-income, ill, and children in south central Indiana

and works to educate the community about hunger.

Hoosier Hills Food Bank (HHFB) has been feeding hungry families in Monroe and surrounding counties since 1983. Since our inception, we’ve rescued and distributed over 44 million pounds of food that would have been wasted otherwise. The organization has had six different locations in our 33 years—from a closet at the Salvation Army to today’s two warehouses with a combined total of over 22,000 square feet. Our fleet of vehicles has grown to eleven, including large trucks requiring CDL-licensed drivers. A volunteer Board of Directors determines policy, and a staff of 14+ carries out daily operations.

In 2019, HHFB had its largest distribution year in its history, disbursing 5,099,866 pounds of food, including 1,236,696 pounds of fresh produce. We set new records for distribution in five of the last seven years. Our member agencies used this collected inventory in feeding programs that benefit ill people, needy families, and minor children. Member agencies include homeless shelters, soup kitchens, emergency food pantries, youth programs, and low-income daycare centers.

Meal Share, our program which rescues prepared foods from dozens of restaurants, began in 1995. Each year, HHFB volunteers repackage tens of thousands of nutritious, ready-to-eat meals in re-closable plastic bags then freeze them for distribution to agencies. Ours is the only Board-of-Health-approved prepared food rescue program in south central Indiana.

HHFB’s Garden and Gleaning program began in 2009 as an all-volunteer effort on a quarter-acre plot. Now we have a dedicated paid staffer and 1.5 acres at Detmer Park on Bloomington’s west side. In 2018, our garden produced over 6700 pounds of fresh fruits and vegetables. Gleaning from farmer’s fields after they harvested their sellable products brought in about 200,000 pounds. Adding these to produce donated by grocery stores and Farmers Market participants, as well as produce purchased by HHFB, 26% of the over 4.8 million pounds HHFB distributed in 2018 was fresh produce. (We do not yet have 2019 data from this program.)

We serve as a central clearinghouse to more than 80 grocery stores, manufacturers, farmers, restaurants, and others in the retail food market. These donors depend on us to pick up thousands of pounds each week of test market, damaged, close-dated, and surplus inventory. We ensure a safe and effective method of gathering and storing unsellable but edible product and disbursing it to member agencies, which in turn give it to individuals and families who need it.

We also work to educate the community about hunger and poverty issues, to advocate for the hungry with local and national lawmakers, and to encourage thousands of people to contribute private resources in hundreds of community food drives each year.

An investment of just $1 helps HHFB distribute enough food to equal two-and-a half meals.

To become an HHFB Member Agency

1. Read this orientation packet.

2. Consider our criteria for membership and whether our program might work well for you. 

3. Fill out our application and send it to HHFB’s Member Agencies Coordinator, Erin Hollinden (on paper to PO Box 697, Bloomington, IN 47402 or by e-mail to memberagency@).

4. Provide documentation showing yours is a 501(c)(3) tax-exempt organization.

5. Provide your organization’s articles of incorporation.

6. Meet with Erin and talk about how you do what you do.

7. Enter into a Member Agency Agreement, if approved by HHFB’s leadership.

8. If all goes well, work together to feed our hungry neighbors!

Requirements to show your agency is a 501(c)(3) organization or equivalent

1) Please provide a letter of 501(c)(3) determination from the IRS. The text of the letter it must include your agency’s current name and address and “…exempt under Section 501(c)(3) of the federal tax code.”

2) If your agency is not a 501(c)(3) organization, it may operate under the auspices of a parent organization or sponsoring organization which holds a 501(c)(3) exemption.

Parent organization or group exemption: If your agency is a wholly-owned subsidiary of a larger 501(c)(3) organization, you may submit a 501(c)(3) determination letter from the IRS for your parent organization along with a letter from an official representative of the parent organization affirming that it does own and operate your agency.

Sponsoring organization or distribution agent relationship: A 501(c)(3) organization may designate your agency as its agent in distributing HHFB’s products. The CEO of the sponsoring organization may submit a 501(c)(3) determination letter from the IRS along with a letter affirming the designation, acknowledging the 501(c)(3) sponsoring organization’s responsibility to make sure all provisions of the Member Agency Agreement with HHFB are honored. The 501(c)(3) sponsoring organization must be programmatically, fiscally, and legally responsible for product handling and distribution activities of your agency. This means funds used to pay HHFB shared maintenance fees must come from the sponsoring organization and all money received and disbursed in connection HHFB business goes through the fiscal books of the sponsoring organization.

Criteria for HHFB Membership

Because Hoosier Hills Food Bank is a non-profit tax-exempt organization, and because food donors may receive tax credits or tax deductions, HHFB has established criteria for eligibility to receive food. Further criteria are required by our contract with Feeding America, the national food bank network of which HHFB is a member; by governmental regulatory agencies; and by HHFB’s organizational policies. Agencies must meet the following requirements to be HHFB member agencies.

1. The agency has been awarded 501(c)(3) status by the United States Internal Revenue Service, or the agency is affiliated with or sponsored by an organization with such status. Documentation of status (determination letter from IRS and letter affirming affiliated or sponsored status—a.k.a. “link letter”—showing a program is part of the sponsoring agency) is provided to HHFB and kept in the agency’s file.

The agency is not a private foundation, even if it has 501(c)(3) status.

Exception: HHFB may permit a non-501(c)(3) organization to act as a distribution agent if so designated by an eligible 501(c)(3) organization, provided the eligible organization:

• Affirms such designation in a letter from the CEO or board president of the 501(c)(3) organization acknowledging that the 501(c)(3) organization is responsible for ensuring all provisions of HHFB’s agreement are honored by the designated agency; and

• Affirms that it is programmatically, fiscally, and legally responsible for product handling/distribution activities of the designated agency; and

• Agrees that all funds used to pay shared maintenance fees will come from the 501(c)(3) organization and not from the designated agency; and

• Agrees that all money received and disbursed in connection with product handling/distribution activity will go through the fiscal books of the 501(c)(3) organization.

2. The agency or sponsoring/affiliated organization is incorporated as a non-profit business for the purpose of feeding the ill, the needy, or infants (minor children under the age of 18). It uses HHFB items only in ways related to this tax-exempt purpose. The agency provides to HHFB Articles of Incorporation. Business Entity Reports may be required periodically.

3. The agency does not offer, sell, transfer, or barter items supplied by HHFB in exchange for money or other properties or services. All items received from HHFB are used only in a manner that complies with the provisions of section 170(e)(3) of the IRS code.

HHFB products are given as charity, with no strings attached. The agency may not charge for food or for administrative or other costs. Food cannot be given in trade for items or services. Voluntary and anonymous contributions may be accepted but are discouraged and may not be solicited. We are required to notify the proper authorities in the event of unlawful use of HHFB products.

4. The agency provides its services honestly and fairly, treating patrons with respect.

5. The agency may not transfer HHFB products to another organization.

6. The agency understands that HHFB, its donors, and Feeding America are not responsible for and claim no liability for any problem resulting from the use of our products.

The agency warrants and guarantees to HHFB, its donors, and Feeding America that it will hold them harmless from any and all liabilities, claims, losses, causes of action, suits of law or inequity, or in obligation whatsoever arising out of or attributed to any action by an agency in connection with its storage and/or use of the items supplied to it by HHFB.

The agency releases HHFB, its donors, and Feeding America from any and all liabilities resulting from the condition of donated items. It indemnifies and holds harmless HHFB, its donors, and Feeding America against all liabilities, damages, losses, and claims of the agency or any person employed by or volunteering for the agency in connection with storage, transportation, use, and distribution of donated items.

HHFB, its donors, and Feeding America have specifically disclaimed any warranties or representations, expressed or implied, as to the purity or fitness for consumption of all donated items.

7. The agency understands that all products from HHFB are accepted in “as is” condition. The agency is responsible for inspecting items to ensure fitness for human use and not distributing products that are unfit.

If problems with products arise from any cause other than the passage of time or unsafe temperatures in transit from HHFB to the agency, the agency notifies HHFB immediately. HHFB cannot reimburse the agency for products, but notifying us enables us to dispose of remaining products that might be unfit.

8. The agency releases HHFB, its donors, and Feeding America from all liability, claims, demands, actions, and causes of action arising out of or related to any loss, damage, or injury to person or property from accidents that may be sustained while participating in HHFB-related activities, on or off HHFB premises.

9. The agency adheres to restrictions placed on the use or distribution of products by a donor or by HHFB or by any regulatory agency with jurisdiction, such as asserting that food may only be used in meals that are prepared on site.

10. The agency adheres to weekly distribution limits established by HHFB. Limits are determined based on whether the agency is primarily an emergency feeding program and its reported service statistics. Additional factors may be considered, including the agency’s capacity to assist underserved geographic and demographic populations, adherence to best practices, proven effectiveness at meeting needs of targeted audiences, and availability of HHFB products. HHFB reassesses and adjusts limits periodically.

11. The agency has supervisors, employees, and/or volunteers with sufficient training, experience, and expertise to safely evaluate, handle, prepare, and serve foods according to HHFB’s food safety guidelines. The agency practices safe handling of donated products, conforming to all local, state, and federal guidelines and to HHFB’s food storage and transportation guidelines, which are detailed at the end of these criteria.

If the agency serves prepared meals, it provides HHFB with a copy of a certificate showing at least one supervisor is certified in safe food handling through a recognized and accredited program such as ServSafe.

If the agency serves prepared meals, and if it is required in that county, the agency provides HHFB with a current certificate of approval from a local public health authority.

12. The agency’s handling of HHFB products conforms to all local, state, and federal regulations.

13. The agency shall not deny participation or access to donated items to any person on the basis of race, color, citizenship, religion, sex, national origin, ancestry, age, marital status, disability, sexual orientation including gender identity or expression, unfavorable discharge from the military, or status as a protected veteran.

The agency does not discriminate among those who can receive HHFB products. It serves any person who meets the agency’s guidelines for eligibility, is not a danger to others, and behaves lawfully. Eligibility guidelines are documented and applied consistently.

14. The agency keeps records that accurately show the total amount of products received. The agency keeps on file for at least three years HHFB disbursement receipts (yellow copies).

15. Food pantries keep service statistics that accurately show the number of households and individuals served each month. On-site feeding programs keep service statistics that accurately show the number of individuals and meals served each month. The agency reports these to HHFB quarterly or more frequently, in the format requested by HHFB, within two weeks of the end of each quarter. So the agency provides service statistics for the first quarter by April 14, for the second quarter by July 14, for the third quarter by October 14, and for the fourth quarter by January 14. The agency keeps its own service statistics on file for at least three years.

16. Food pantries attempt to collect patrons’ names and addresses corresponding to dates of service, so that each agency can make a good-faith effort to contact persons who may be affected when food is recalled or problems are identified. If patrons are unable or unwilling to provide this information, they may use the agency’s address or provide none. If patrons decline to provide information, the agency still serves them.

17. The agency informs HHFB of the average poundage of food distributed to each individual patron, so that total poundage distributed to all patrons may be calculated.

18. The agency does not share or sell HHFB items with or to other agencies or persons for profit, exchange, trade, or favor. HHFB products may not be used in any way associated with fundraising, either as food served or as prizes.

19. HHFB products are not intended to be consumed by agency staff or volunteers. The agency may not use donated items as compensation or thanks for staff or volunteers.

Exception: If HHFB foods are not used for the primary purpose of caring for the ill, needy, or minor children, by law their use must be incidental to that primary use. Staff or volunteers eating alongside patrons in on-site feeding situations may be appropriate, if doing so teaches patrons nutrition, food preparation, or other life skills and/or if doing so forwards the agency’s stated mission of caring for the ill, needy, or minor children.

Exception: Agency staff or volunteers are permitted to consume or take home donated foods in order to determine if foods are fit to eat and/or to become more familiar with them, to be able to encourage clients to try new items or show them how foods can be prepared.

Exception: Volunteers may drink water and sodas from HHFB while they are working at the agency, but they may not take beverages home.

20. The agency may not require an individual to attend a religious or political meeting, make a statement of faith, or pledge dedication to any religious or political organization to receive food. The general public (not just members of the organization) receives HHFB products without feeling coerced into making any declarations or revealing personal opinions.

The agency may not engage in inherently religious or political activities such as worship, religious assistance, proselytizing, or campaigning—unless they are done separately in time and location from food distribution. A person conducting religious or political activity makes clear that receipt of food is not conditional on participation in the activity and involvement is voluntary. The activity does not disrupt distribution of food.

Exception: Such activity may be allowed if patrons are enrolled voluntarily in an ongoing on-site feeding program, knowing a religious component is integral (e.g., shelter, youth program, residential rehabilitation program, or daycare).

21. The agency stores products at the pre-approved and monitored site, according to HHFB’s food safety guidelines.

Storage of HHFB’s products in an individual’s home is separate from storage of the household’s personal products.

22. The agency is not a home-based on-site feeding program or a foster parent association.

23. The agency allows on-site monitoring visits by an HHFB representative at any time, pre-arranged or unannounced.

24. The agency agrees to attend required HHFB meetings, training workshops, and conferences.

25. The agency pays shared maintenance fees at the current shared maintenance rate as determined by the HHFB Board of Directors. These fees do not constitute direct payment for products, but partially support our operations. Payment of all shared maintenance fees is settled within 60 days of each invoice date. The agency may be denied additional products until its invoices are reconciled.

26. The agency has a feeding program that has regularly scheduled days and hours posted, and/or is accessible by telephone, so that a food request call is returned within 24 hours. The agency publicizes its services so that members of the general public—not just persons affiliated with or acquainted with the agency—are aware of services and welcomed to participate.

Exception: Feeding programs that are on-site, ongoing parts of another eligible activity (e.g., shelter, youth program, residential rehabilitation program, or daycare) do not have to be open to the general public.

27. The agency is willing to accept referrals of patrons from HHFB and to appear in materials listing our agencies. (Same exception as #23 applies.) Membership in HHFB is public knowledge. We encourage persons in need to utilize agencies that distribute HHFB’s products.

28. The agency warrants that a majority of its patrons are needy. For these purposes, “needy” may be defined as households with income below 185% of the US poverty level or households with school-age children qualifying for free and reduced lunch programs. Agencies may use “self-declaration” or “presumed benefits” to warrant that its target populations are needy.

HHFB’s tax-exempt status and the reason our donors can get tax credits for giving food are based on staying true to our primary mission, Feeding America requires agencies to outline procedures for determining that recipients of products are ill, needy, or under the age of 18.

29. The agency is not a member agency of another food bank in the Feeding America network.

30. The agency notifies HHFB of any changes in its operation as soon as possible. Changes the agency must report to HHFB include but are not limited to changes in personnel, hours of operation, location, tax-exempt status, incorporation status, and programmatic features.

31. The agency signs and adheres to a Member Agency Agreement for a term of two years.

Either party may terminate the Member Agency Agreement at any time by giving the other party written notice no less than thirty days prior to the effective date. Notice of termination must be given by certified mail to the chief executive of the non-terminating party.

Exception: HHFB may terminate or suspend the Member Agency Agreement immediately, without thirty days’ notice, if the agency engages in conduct that violates our agreement or violates these Criteria for Membership or is unlawful.

32. Subsequent HHFB regulations and requirements become part of our Criteria for Membership and Member Agency Agreement at the time HHFB provides the changes to the agency.

33. In the same spirit that requires agencies to treat its patrons with respect and dignity, HHFB requires that our staff and volunteers treat agency personnel with respect and dignity. We endeavor to distribute products in a non-judgmental fashion with the understanding that each agency is valued for its services, regardless of its size, program type, or geographical location. If you feel you have not been treated respectfully, please contact HHFB’s Agency Relations Coordinator. You may also refer to HHFB’s Grievance Procedure in your orientation packet to determine appropriate action.

Effective July 10, 2017

Food Transportation Guidelines

A. Please keep vehicles clean. If they have been used to transport items other than food, clean them before transporting food.

B. Do not transport toxic materials beside or on top of foods.

C. Keep meats and seafood separate by species, and do not transport them beside or on top of other foods.

D. Keep products in their original packaging from the time they are picked up until they are distributed.

E. Never place food on the ground at any point in transit.

F. Regardless of distance between HHFB and your agency, use some form of passive refrigeration, like ice chests or insulated blankets.

G. Keep foods covered in transit. Use an enclosed vehicle or securely fastened tarpaulin to protect products from weather and contamination.

Food Storage Guidelines

A. Please maintain food storage facilities to ensure the integrity of food until it is served or distributed.

B. Store food on a pallet or at least six inches off floors.

C. Store toxic materials such as detergents and cleaning solutions separately from foods, so that hazardous materials cannot contaminate or be mistaken for food items. If space is insufficient to store toxic materials in a separate cabinet or set of shelves, store them below food items and clearly mark them as hazardous.

D. Keep meats and seafood separate by species, and do not store them beside or on top of other foods.

E. To discourage the entry of pests, keep storage areas clean, neat, and with no holes or gaps in walls, floors, ceilings, windows, or doors.

F. If you take refrigerated or frozen items, have adequate refrigeration (35 to 40 degrees) and freezing (-10 to +10 degrees) capabilities.

Hoosier Hills Food Bank Procedure for Grievances Against HHFB

The following procedure is used to address concerns or complaints from Member Agencies regarding Hoosier Hills Food Bank and its staff:

1. If a problem develops, the aggrieved member agency or individual and the staff person in question should informally attempt to resolve the problem together within a reasonable amount of time but not more than thirty (30) days after the alleged occurrence.

2. If this proves unsuccessful, the individual should submit his or her complaint in writing to the Assistant Director of Hoosier Hills Food Bank. If the incident involves the Assistant Director, the written complaint should be submitted to the Executive Director. If the incident involves the Executive Director please proceed to Step 4.

3. The Assistant Director will discuss the incident with relevant staff and the Executive Director of Hoosier Hills Food Bank. Either the Assistant Director or the Executive Director must respond in writing to the individual or member agency within ten (10) working days.

4. If the result is unsatisfactory a written appeal should be directed to the Board President within ten (10) working days of receipt of the Assistant Director’s or Executive Director’s decision. If the incident involves the Executive Director, the initial complaint should be submitted to the Board President.

5. The Board President will bring the written appeal or complaint to the attention of the full Board within sixty (60) days of receipt at a regular Board Meeting. The Board of Directors will discuss a resolution of the matter and submit a written response to the agency or individual within twenty (20) days of the Board Meeting. The decision of the Board shall be final.

To comply with ADA guidelines, Hoosier Hills Food Bank personnel will remain available to assist any person who, due to special needs or limitations, is not able to follow any or all of the above steps in the Grievance Policy.

Alternative means for filing complaints, such as personal interview or a tape recording of the complaint, will be made available upon request.

Hoosier Hills Food Bank Procedure for Grievances Against Member Agencies

August 20, 2012

In the same spirit that requires HHFB Member Agencies to treat their individual clients with respect and dignity, HHFB requires that our staff and volunteers and staff and volunteers of Member Agencies be treated likewise.

If any person—HHFB employee or volunteer, Member Agency employee or volunteer, Member Agency client, or anyone else—has a complaint about the actions or policies of a HHFB Member Agency, the person should use the following process without fear of reprisal.

1. The aggrieved person should speak with HHFB’s Agency Relations Coordinator not more than 10 days after the alleged occurrence. If the complainant is not comfortable discussing the situation with the Agency Relations Coordinator, the complainant should speak with HHFB’s Assistant Director.

2. Complaints made anonymously will be investigated and pursued. However, HHFB may not be able to follow up with complainants who wish to keep their identities confidential.

3. The aggrieved person should keep concerns discreet and refrain from discussing them with personnel working for other Member Agencies or with clients of any Member Agency, at least until a response is received from HHFB staff.

4. HHFB’s Agency Relations Coordinator or Assistant Director may consult with other personnel of HHFB or of the accused Member Agency about what occurred and what action should be taken, if any.

5. The Agency Relations Coordinator or Assistant Director will respond to the aggrieved person within ten working days suggesting one or more possible resolutions.

6. If satisfactory resolution is not reached, the aggrieved individual may submit his or her complaint in writing to HHFB’s Executive Director.

7. The Executive Director will respond in writing to the complainant within ten working days suggesting one or more possible solutions or explaining why the grievance will not be addressed further by HHFB personnel. The decision of the Executive Director shall be final.

8. A full accounting of the grievance and its resolution—regardless of the outcome—will be documented in HHFB’s electronic and paper files.

9. Actions HHFB personnel may include but are not limited to:

• Investigate allegations through courteous and respectful verbal discussion and/or correspondence with the main contact and/or director of the accused Member Agency, attempting to agree upon circumstances and generate ideas for resolution of the complaint.

• Monitor the Member Agency’s site, unannounced or by appointment, once or on an ongoing basis.

• Determine if allegations involve violation of HHFB’s Member Agency Agreement or TEFAP guidelines if applicable.

• Refer the complainant to another appropriate authority (i.e., ISDH, USDA, Indiana Civil Rights Commission).

• Request that the Member Agency provide written or electronic records or correspondence pertinent to the situation, if any exist.

• After careful consideration of available evidence and testimonials, respectfully suggest or request that the Member Agency changes procedures or personnel.

10. HHFB Member Agency Agreements may be terminated at any time by HHFB or by a Member Agency.

To comply with ADA guidelines, HHFB personnel will remain available to assist any person who, due to special needs or limitations, is not able to follow any or all of the above steps in the Grievance Policy.

Alternative means for filing complaints, such as personal interview or a tape recording of the complaint, will be made available upon request

What do we mean by “shared maintenance fee”?

The nominal handling fee that partnering agencies pay to help food banks survive is defined as a "shared maintenance fee" by the IRS. Shared maintenance fees cover less than 20% of HHFB’s budget. We raise money to cover our remaining costs.

HHFB’s member agencies contribute 18 cents per pound for some HHFB products in order to pay for the shared maintenance of transporting and warehousing products. Products for which no shared maintenance fee is charged include perishables like bread and fresh produce, less-nutritious products like water and sodas, as well as other products we want to distribute as quickly as possible.

If another agency sponsors yours because they hold 501(c)(3) status and yours does not, the agency holding the 510(c)(3) affirms that it is programmatically, fiscally, and legally responsible for the donated product handling/distribution activities of your agency. The sponsoring organization agrees that all funds used to pay shared maintenance fees will come from the 501(c)(3) organization and that all money received and disbursed in connection with the donated product handling/distribution activity will go through the fiscal books of the 501(c)(3) agency.

Because it is based on the amount of food taken, people might mistakenly think that the shared maintenance fee is payment for the food itself. But HHFB does not sell food. Just as our agencies cannot charge their patrons for food, HHFB is forbidden from selling products.

Misconceptions about our shared maintenance fee and distribution processes could hurt HHFB and your agency as we seek funds, volunteers, and other support from our communities. So please help us dispel any misunderstandings.

Distribution Procedures

Most agencies pick up products from HHFB at 2333 West Industrial Park Drive in Bloomington.

Agency representatives log in to our online platform, Primarius, to set appointments, place orders, run optional reports, and report monthly service statistics to HHFB. Appointments are available between 9 am and 3 pm Monday through Thursday, and you may set as many appointments as you wish throughout each week or month (within reason). You set pick-up appointments between five and fourteen days in advance. You place orders for some products, usually full cases of non-perishables, which we assemble in advance of pick-ups.

When you come to get your agency’s disbursement, wear a mask and closed-toed shoes. No agency personnel are entering the warehouse currently (January 2021). We bring to you in our parking lot your pre-ordered items on a pallet. We may have additional non-perishable items for you to choose from, and there may be a white board telling what is available in our cooler and freezer. Ask our staff for what you would like. You may also choose from a variety of perishables, including bread and produce.

SEE FOOD TRANSPORTATION GUIDELINES ON PAGE 11, which include using clean vehicles and never placing food on the ground. If you are driving a trailer or truck, cover food with a tarp. All food must be protected from weather and contamination, even if your agency is nearby and the weather is fair.

Please keep a cooler or insulated blanket in your vehicle (if your agency has any cold storage),

in case you would like to get cooler or freezer products, even if your agency is nearby, and even if you’re not sure whether you want cold foods. We may have something from cold storage your agency can use, and you won’t know until you get here.

Be sure to take your disbursement sheet showing what you received and file it for future reference on-site at your agency. Agencies need to keep track of where all your food comes from, in case of recall.

Inventory system as reflected on your disbursement sheet:

• BREAD: Breads, baked goods, tortillas, etc. – ALWAYS FREE!

• PRODUCE: Fresh vegetables, fruits, greens, potatoes, etc. – ALWAYS FREE!

• DRY: Non-perishables purchased or donated (other than via food drives). Some beverages are classified as dry.

• FOOD DRIVE: Non-perishables collected in food drives or donated by individuals.

• COOLER: Includes milk, eggs, cheese, cottage cheese, yogurt, sour cream, dips, tofu, etc.

Milk and juice count as “cooler” even if they have been frozen. GIVEN ONLY TO AGENCIES WITH INSULATION IN VEHICLES TO KEEP THESE FOODS COLD IN TRANSIT.

• FREEZER: Including meats, desserts, breakfast items, etc. GIVEN ONLY TO AGENCIES WITH INSULATION IN VEHICLES TO KEEP THESE FOODS COLD IN TRANSIT.

There are other categories, but these are the biggest ones.

This orientation packet was updated 1-15-2021.

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2333 West Industrial Park Drive

Bloomington, IN 47404

or

P.O. Box 697

Bloomington, IN 47402

Tel: (812) 334-8374

Fax: (812) 334-8377

hhfb@

memberagency@



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