AN INTRODUCTION TO THE NORTHEAST IOWA FOOD BANK



AN INTRODUCTION TO THE NORTHEAST IOWA FOOD BANK

Thank you for your interest in becoming a Member Agency of the Northeast Iowa Food Bank. Here’s some information about us, and the rights and responsibilities of our members.

The Northeast Iowa Food Bank is a community-based program established initially as a food pantry serving Black Hawk County. It then expanded to meet the hunger and nutritional needs of the people in 16 counties in Northeast Iowa by becoming a part of Feeding America, then known as Second Harvest. Since 1981, the Northeast Iowa Food Bank has provided nutritious food and grocery products to individuals, families and nonprofit organizations in Northeast Iowa. We are one of 200 food banks that make up Feeding America, a national organization designed to fight hunger in the US. Our mission is accomplished through the following programs:

• Member Agency Distribution - Provides food and grocery products to roughly 200 qualified nonprofit organizations in 16 Northeast Iowa counties. Last year we distributed more than 8 million meals to member agencies, programs and other food banks.

• Cedar Valley Food Pantry - provides food and grocery products to about 2,200 households in Black Hawk County on a monthly basis.

• Kids Cafe - is an after-school meal program that not only provides a meal or snack for children, but also a safe place to go after school. Through this program, more than 57,000 meals and snacks are served to children at five Black Hawk County locations annually.

• Summer Feeding - is a program that exists to feed children through the summer when school meals are not available.

• Elderly Nutrition Program - (in collaboration with Northeast Iowa Area Agencies on Aging) provides supplemental food boxes and weekend meal bags to 1,700 seniors in 13 counties monthly.

• BackPack Program - In collaboration with schools in 16 counties, provides a backpack of food to children in need. Each month, backpacks are distributed to more than 5,000 children at 137 sites.

• Mobile Food Pantry - works with under-served communities and provides food directly to needy individuals in those areas. Each Mobile Food Pantry serves over 5,000 pounds of nutritious food to an average of 100 households.

• Community Garden - is on-site and provides fresh produce seasonally to clients of the Northeast Iowa Food Bank.

Why Food Banks and Food Rescue Organizations Exist

The purpose of food banking is to prevent usable food from going to waste and to channel this food to hungry people and organizations that serve people in need. Northeast Iowa Food Bank (NEIFB) collects food from local, regional and national donors such as manufacturers, processors, growers, wholesalers and retailers. We act as a warehouse to distribute this food to non-profit organizations with congregate meal programs and emergency food programs that serve the ill, needy (impoverished) or infants (minor children).

Feeding America’s network now constitutes over 200 regional food banks that distributed 4 billion meals, providing emergency food assistance to more than 46 million hungry Americans, including 12 million children and 7 million seniors. Feeding America is a nationwide network of 200 food banks and 60,000 food pantries and meal programs that provides food and services to people each year. Together, we are the nation’s leading domestic hunger-relief organization. Our network serves virtually every community in all 50 states, Washington D.C., and Puerto Rico.

The process of getting food to hungry Americans requires a dynamic infrastructure and sophisticated management. Feeding America secures donations from national food and grocery manufacturers, retailers, shippers, packers and growers and from government agencies and other organizations. Feeding America then moves donated food and grocery product to member food banks.

The food banks in turn distribute food and grocery items through food pantries and meal programs that serve families, children, seniors and others at risk of hunger. Last year alone, the Feeding America network distributed more than 4 billion meals to people in need.

Feeding America nationwide network of food banks also supports programs that improve food security among the people we serve; educates the public about the problem of hunger; and advocates for legislation that protects people from going hungry. Individuals, charities, businesses and government all have a role in ending hunger.

Food banks distribute grocery products which are over produced, nearing expiration date, damaged, mislabeled, improperly weighed, or cosmetically imperfect. Most organizations find that food banks are an excellent way to stretch their program budgets.

Member Agencies pay shared maintenance fees between $0 and $.19 per pound of product obtained through the NEIFB. Annual membership fees are assessed according to the number of programs an agency has—contact the Director of Network Relations for more information. All fees are non-refundable and subject to change.

How to Become a Member Agency

The typical procedure for establishing an agency as a member of Northeast Iowa Food Bank involves several steps:

1. Obtain, complete, and return an application. To be returned with the application:

a. Copy of the organization’s federal non-profit status letter/501(c)(3)

b. A completed Letter of Agreement

c. $50 nonrefundable application fee (no personal checks or cash can be accepted)

d. List of your board of directors, including contact information

e. A copy of license for service or Health Department Certification (congregate meal programs only)

2. An NEIFB staff member will conduct a site visit at your location

3. If approved, the organization will be accepted as a member agency

4. Your agency will be required to complete Food Safety and Civil Rights training prior to ordering

5. The annual fee is based on the number of programs each agency has:

a. One program = $100, 2 programs = $150, 3 or more programs = $175. These fees are non-refundable.

6. New member agencies are required to visit the food bank for a tour and orientation.

These forms and your check should be submitted to the Director of Network Relations. Upon completion of the initial approval process, an on-site monitoring visit and site approval is required before being accepted as a Member Agency. You’ll receive the final determination via mail. Once accepted, you will receive training at the Food Bank and will be required to complete mandatory Food Safety and Civil Rights training prior to utilizing the NEIFB services.

Thank you for your interest in joining the Northeast Iowa Food Bank. Together, we can make a difference to help families in need. Please contact the Director of Network Relations with any questions or concerns you may have.

Rev. 4/18

Starting an Agency Checklist

□ Name a Board of Directors

□ Determine what entity will be the 501c3 sponsor

□ Create a mission statement and purpose

□ Develop roles and responsibilities for the board and

volunteers

□ Secure an accessible and convenient location

□ Discuss insurance needs with local agent

□ Determine the distribution or meal schedule and rules

□ Create a budget, including funding sources

□ Complete and submit NEIFB membership

application

□ Recruit and train volunteers

□ Complete Snap Outreach, Food Safety and Civil

Rights training for volunteers and any employees

Pantry Distribution Schedule and Rules Checklist

□ Determine pantry hours, with at least one evening or

weekend distribution

□ Develop an intake procedure based on self-referrals

and the completion of a TEFAP form

□ Determine how often households can receive food

(minimum once/month) and how much (100 lbs./month

minimum recommended)

□ Design pantry to allow client choice

□ Determine product mix, including fresh produce,

meat and poultry

NORTHEAST IOWA FOOD BANK

1605 Lafayette St.

Waterloo, IA 50704

Phone: 319-235-0507 or 1-888- NEIFB4U (634-3248)

Fax: 319-235-1027



Date: ___________________________

Name of Agency: _________________________________________________________

Name of Program: ________________________________________________________

Site Address: ____________________________________________________________

Phone Number: ______________________

Email address (required): __________________________________________________

Director of Agency: _______________________________________________________

Director of Food Program: _________________________

If additional space is required, please attach extra sheets.

Are you a designated 501(c) 3 non-profit charitable organization as defined by the Internal Revenue Code Section 170 (e) 3? _________Yes _________No

Tax ID Number _________________________

Has your organization been in operation for at least 6 months? _____Yes _____ No (A copy of the IRS Letter of Determination must accompany this application, if not already on file.)

What is the primary purpose of your agency?

____Food Provider (Pantry/Shelter)

____Community Meal Program

____On-site Meal Program

____After School Programming

____Other (Describe: ________________________________________)

On-site meal/Community Meal programs only:

Does your agency provide meals on your premises? (On-site meal programs

only) ____Yes ____No If yes, please describe:

How often are meals provided? ____Daily ____Weekly ____Monthly ____Seasonal

Number of people served? _____ Breakfast _____Lunch _____Dinner _____ Holiday

Describe the type of records your agency retains concerning your food program. (i.e.) number of people served, names of people, how often served, number of meals, eligibility; etc. (Please attach blank copies.)

Pantry/Shelter programs only:

Describe the type of records your agency retains concerning your pantry distribution. (i.e.) number of individuals served per month, number of families per month, pounds of grocery products distributed, pounds of grocery products donated from community. Forms used to determine the amount of grocery products distributed to recipients. (Please attach blank copies)

Does your agency distribute Food Boxes? ____Yes ____No If yes, please describe:

Number of Food boxes distributed: ____Weekly ____Monthly

GENERAL QUESTIONS:

Storage:

____Dry Storage ____ Refrigeration ____Freezer

Please describe your storage area - shelving, square feet of storage space, amount and size of refrigerators/freezers.

What percent of your clients are considered low-income (REQUIRED)? ________%

Has the percent of your budget for food increased or decreased in the last 6 months?

If yes, how much: ________________________________________________

Describe your inventory control procedures (First in first out, order on need basis, etc.):

Does your agency prefer: ____Pick-up ____ Delivery

If delivery, do you prefer: ____Weekly ____Monthly ____Other:_____________

Does your agency understand that the Shared Maintenance Fees cannot be passed on to program participants? ____ Yes ____ No

Are you a member of any other Food Bank(s)? ____Yes ____No

Check the range that best describes the number of people that you serve:

____0-50 ____200-400

____51-200 ____401-500 ____Other

What is your geographic service area?

Describe how you promote your program within the community?

What are your hours of operation?

What is your verification process? Who decides who is eligible to receive assistance?

Please provide the verification guidelines for your program.

Describe any restrictions placed on those people to whom your agency provides food assistance.

Does your agency accept referrals from the other organizations? ____Yes ____No

If Yes, from whom: __________________________________________________

IMPORTANT INFORMATION:

Authorized Shoppers (3 maximum) ___________________________________________

________________________________________________________________________

________________________________________________________________________

Send Financial Documents to:

Name: _____________________________

Address: ___________________________

__________________________________

Phone: ____________________________ (If different than agency phone number)

Send email notices to:

Name: ______________________________________

Email address: ________________________________

______________________________________________ _________________

(Signature of Site Coordinator/Director) (Date)

Approved by:

______________________________________________ _________________

(Network Relations Coordinator, NEIFB) (Date)

______________________________________________ _________________

(Director of Network Relations, NEIFB) (Date)

Rev. 7/17

LETTER OF AGREEMENT

Date:_____________

Agency ID:________ Agency:_____________________________________________

Mailing Address:__________________________________________________________

The undersigned authorized agent of __________________________________________________

(Name of Organization)

hereby warrants that during active membership, he/she will receive assorted foods from Northeast Iowa Food Bank. Said agent further warrants that the product received will be duly inspected upon delivery, and found to be fit for human consumption.

It is further agreed between said organization and the Northeast Iowa Food Bank that the organization agrees to comply with the following criteria and guidelines for participation in the Northeast Iowa Food Bank:

1. Must be an established 501(c)(3) charity organization with an established program that has been operating under tax exempt status for six or more months, wholly owned by a 501(c)(3) organization, or meet criteria for church status. An agency’s nonprofit status will be verified annually with the IRS. If the agency cannot be verified, the agency can be terminated.

2. May not be a private foundation, even if it has 501(c)(3) exemption status.

3. Must be an organization or agency serving the needy, ill, or infants (minor children).

4. Foster parent associations are ineligible for agency membership.

5. May not be incorporated for a purpose unrelated to serving the ill, needy or infants, such as the publication of non-profit periodical providing information to members.

6. Must adhere to operate the program in accordance with Part 251 and, as applicable, Part 250 of federal regulations; USDA Title 7, Chapter 2.

7. FOR PANTRIES ONLY: In accordance with USDA requirements, member pantries MUST have all clients fill out the TEFAP Eligibility Form. This form must be retained on file by member pantry. Clients need only fill out the form once per year.

8. FOR ONSITE, COMMUNITY AND CONGREGATE MEALSITES: Agencies are required to determine that at least 51% of the persons served are low income, and must provide the criteria used upon request.

9. The USDA nondiscrimination statement, available at must be included in all agency publications, websites, posters and informational materials. If including the full statement would require pertinent program information to be excluded, the abbreviated statement, “This institution is an equal opportunity provider” may be used instead. Please note: sincere effort should be made to include the full statement.

10. Must either (a) serve food directly to its clients in the form of meals consumed on site or (b) provide emergency food boxes.

11. Must not sell, trade, or barter food directly or gain a profit by charging for meals via congregate meals programs or for food assistance via emergency food programs.

1. Must keep accurate records of individuals served and have established procedures for the distribution of food. Monthly reports must be submitted to the Northeast Iowa Food Bank. If reports are not received for three months, the agency will be placed on product hold until all reports are received. If reports are not received for six months, agency membership will be terminated.

12. Must notify the Food Bank via email or letter if the program changes location, personnel/ and/or undergoes any significant changes in service. Agency is responsible for all balances incurred by any person listed as a shopper unless the Food Bank has been notified of a change and has acknowledged this change via email or letter.

13. Must allow the Food Bank to monitor the program regularly, including authority to check records and inspect the facility, and must comply with Health Department inspections if required by County Health Departments. Authorized monitoring will include unannounced site visits by Northeast Iowa Food Bank staff or authorized volunteers. If an agency refuses said visits, the agency will be placed on product hold until the Northeast Iowa Food Bank is allowed to complete a site visit.

14. Must have adequate refrigeration and storage space to insure compliance with food safety requirements.

15. Must place an online order or shop in agency shopping at least once every three months (seasonal member agencies must order or shop in agency shopping at least twice per season).

16. Must be agreeable to (a) supporting the operation of the Northeast Iowa Food Bank by making a per pound handling fee contribution for foods received, and/or (b) accepting food designated as “surplus” for no donation. Handling fees cannot be passed on to programs participants.

17. Delivery is optional. Curbside delivery is available at a rate of $0.05/lb. (minimum 30 cases), and requires that agency volunteers or staff assist with unloading. Inside delivery is available for an additional $0.05/lb. Order pick up at the Northeast Iowa Food Bank is available at no charge.

18. Nonpayment Policy-If your account is over 60 days past due, you will receive a letter stating that you have 30 days to pay your account in full. Partial payments may be accepted if negotiated first. Please be aware that if a balance remains unpaid, we may place you on a product hold, meaning your agency will no longer be able to place orders online or purchase food on account in our agency shopping until the conflict is resolved. The check for payment on account must come from the qualified 501(c)3 organization’s bank account. For security reasons we cannot accept cash payments or personal checks from individuals.

19. Reactivation Policy – Accounts that do not show activity for six or more months may be deemed inactive by the Northeast Iowa Food Bank. An inactive account will be considered for reactivation after all required paperwork and training is completed and all past due invoices have been paid. Reactivation requires a nonrefundable $50 fee and will be decided on a case-by-case basis.

20. The Northeast Iowa Food Bank reserves the right to prioritize the distribution of product to those agencies that serve high populations of ill, infant or needy individuals. If the organization is receiving USDA commodities from the Northeast Iowa Food Bank, the organization must be distributing the products to individuals at or below 185% of the poverty guidelines.

21. The product is accepted “as is.”

22. Northeast Iowa Food Bank, the original donor, and Feeding America offer no express warranties in relation to the product.

2. Food Bank member agency will utilize employees or volunteers having sufficient training, experience and expertise in evaluation, handling, preparation and distribution of donated items. Member agencies must have one staff member trained in proper food safety guidelines and best practices, and provide documentation of this training to the Northeast Iowa Food Bank. The Northeast Iowa Food Bank will provide opportunities for certification to agencies without certified individuals. It is against policy to allow volunteers to be given or take the agency’s food, as payment or for any other reason but food assistance. A volunteer can apply for food assistance, if applicable, however, they must go through the same process as a member of the general public would.

3. Member agencies must have one staff member complete Civil Rights training annually. All staff members and volunteers must review the Civil Rights Compliance in Food Distribution Programs document annually and sign the provided sheet to prove training was completed. The Northeast Iowa Food Bank will provide this in conjunction with Food Safety training at the annual conferences and online. In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.  

Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: , and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form.

To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:

(1)        mail: U.S. Department of Agriculture

Office of the Assistant Secretary for Civil Rights

1400 Independence Avenue, SW

Washington, D.C. 20250-9410;

(2)        fax: (202) 690-7442; or

(3)        email: program.intake@.

23. Member agencies who are affiliated with a religious organization and receive USDA foods or administrative funding as part of The Emergency Food Assistance Program (TEFAP) or the Commodity Supplemental Food Program (CSFP) must maintain written notice and referral requirements for all beneficiaries and prospective beneficiaries of the right to be referred to an alternate provider when available.

24. Organization releases the original donor, Northeast Iowa Food Bank, and Feeding America from any liability resulting from the conditions of the donated food and further agrees to indemnify and hold Northeast Iowa Food Bank, the original donor, and Feeding America free and harmless against any and all liabilities, damages, losses, claims, causes of action and suits of law or inequity or any obligation whatsoever arising out of or attributed to any action of said Organization or any personnel employed by said Organization in connection with its storage and use of the donated food. (Iowa Code Chapter 672.1, Subsection3)

25. Please refer to the Member Agency Manual for additional membership requirements and information.

This agreement may be modified as deemed necessary by the Northeast Iowa Food Bank and may be terminated for any reason by either party upon 30 days written notice.

____________________________________________ _________________

(Signature of Authorized Site Coordinator/Director) (Date)

______________________________________________ _________________

(Director of Network Relations, NEIFB) (Date)

***If this form and any accompanying forms are not completed and returned to the Northeast Iowa Food Bank within three months of receipt, the agency will be placed on product hold until the agency’s file is completed.***

Rev. 12/17

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download