Best Practices 2.0: Improving Partnership Engagement. March 2015

Transcription

1 Best Practices 2.0: Improving Partnership Engagement March

2 Overview SHFB Policies and Procedures Agency Agreement Insurance Monthly Reporting Intake form to online reporting Take advantage of the Food Bank Ordering and taking more food Serving more people 2

3 SHFB Policies and Procedures Agency Agreement Why is this important? Compliance with Feeding America & USDA To continue to receive food Build strong partnerships and unity Reliability and safety 3

4 SHFB Policies and Procedures Agency Agreement States: All product received from SHFB is used solely to assist low-income, needy, ill, or infant individuals Product received from SHFB shall not be prepared and/or stored in a private home Do not sell, offer for sale, transfer, barter for a fee, or otherwise charge a fee of any kind for any product, property, or service received from SHFB Not require the attendance at religious services, prayer, or counseling as a prerequisite or in conjunction with food distribution or receipt of food 4

5 SHFB Policies and Procedures Agency Agreement States: One representative per agency must attend a food safety training class provided by the SHFB and must recertify annually. SHFB classes Santa Clara County: 3 rd Friday 10:30-11:45 a.m. San Mateo County: 1 st Friday 10:30-11:45 a.m. Online course available FEEDAMER10 = discount code 5

6 SHFB Policies and Procedures Agency Agreement states: Notify SHFB of any changes in: Its status as a 501(c)(3) nonprofit or tax exempt entity Executive Director, contact individuals, address, phone number, services provided, or other information relevant to its organization, operation, mission, or status Liability insurance (We can t read minds, which is why we need you!) 6

7 SHFB Policies and Procedures Why Insurance? SHFB must have a Certificate of Insurance on file, naming SHFB, its officers, boards, agents, employees, and volunteers as additionally insured. This proof of insurance protects SHFB against losses resulting from the actions of Agency staff or volunteers and any issues at the Agency location. 7

8 SHFB Policies and Procedures Agency Agreement states: Maintain record keeping systems to track the use of SHFB product and the number of clients served on file for three (3) years Submit, within seven (7) days following the end of each month, a monthly count of unduplicated individuals served during that month. 8

9 Monthly Reports Due Date: 7 th of every month Before sending: Check for significant change in numbers Ensure you report is the unduplicated number Collecting separate numbers Seniors, Adults, and Children 9

10 Sign in Sheet Sample 10

11 Gathering the Data Here is an example of a completed intake form: This pantry allows people to receive a food box more than 1 time per month. Each time they come, they get a 1 on the date they receive a food box. 11

12 Gathering the Data Total # of Households = 5 *They came to the pantry at least once during the month. Total # of Children = 15 Total # of Adults = 10 Total # of Seniors = 6 Total number of individuals = 31 12

13 Reporting Online Website: 13

14 Reporting Online 14

15 Reporting Online Confirm the TOTAL is correct 15

16 Ordering Food Online Ordering Order 2 days prior or 12pm day before Double check the orders Did you order the max quantity you can handle? Did you submit the order? Did you know you can click on the item# for more details? If you don t want an item DO NOT remove number or zero out Delete the entire line 16

17 Ordering Online Your scheduled date will appear in green. Don t see a green date? Check the following: Ordered earlier than 5 days? Pickup or Delivery Select one Questions? Call Agency Help Desk Ext

18 Online Ordering Make sure quantities are equal to or less than amount in Available Qty box 18

19 Ordering Items Order Reminders Know what to expect read the description before ordering max quantity Example: Snack Frito Lay 3 bgs per cs 1 bg = 32 / 1 oz 10# Translation: Each case weighs10 pounds and has 3 bags, each containing 32, 1 ounce bags of chips. That means, each case has around 96 bags of chips. Only receive an order 1 time a month? Forgot to order? Call Ext. 359 to reschedule It s important for your agency to get food, don t be afraid to call 19

20 Scheduled Appointments You are given a specific time Unable to make your appointment? Let us know. We are willing to work with you. Best Practice Have your shopping/order pick up day closer to your distribution day Authorized Shoppers Order Reminders Must be authorized to pick up food orders, produce market, and shop Must attend Agency Orientation (1 st & 3 rd Friday from 12-1) Letter, on agency letterhead, signed by agency s supervisor Keep an eye on your helpers 20

21 Distribution Best Practices We are in the business of handing out food. We have set strategic goals that promote the distribution of more food. We need your help to get the food to the individuals that need it. What does this mean for you? Evaluate your current program and see where you can do more. 21

22 Distribution Best Practices Can you serve more people? Food Connection, additional referrals Flier the zip code you serve Laundromats, convenient stores Can you be open more often? Need Volunteers? Communities are willing to help, all you have to do is ask Are the times open good for the population you serve? 22

23 Do you have enough resources to handle an increase? Food? Distribution Best Practices Check out Grocery Rescue Program Equipment? Fundraising is a great way to raise funds to buy equipment Volunteers? Reach out to those in the area 23

24 Together We Can Do More NETWORK WITH OTHERS 24