How to Start a Feeding Program

Transcription

1 How to Start a Feeding Program P.O. Box E. Moffat Springfield, IL Phone Fax kgilmore@centralilfoodbank.org 1

2 TABLE OF CONTENTS Central Illinois Foodbank What Type of Agencies Qualify? Community Support Developing a Service Plan Non-profit Status Food Sources in Your Community Food Drives Budgeting Fund Raising Volunteers Clients Distribution Options Food Storage Guidelines 2

3 CENTRAL ILLINOIS FOODBANK Hunger Statistics Central Illinois Foodbank is a partner with the nation s largest hunger-relief organization, America s Second Harvest-The Nation s Food Bank Network, providing food assistance to thousands of people per month. According to Hunger in America 2006: A report on emergency food distribution in the United States in 2005: 10% of individuals seeking food assistance are elderly. Over 36% of individuals seeking food assistance are children with an estimated 2 million under age 5. More than one-third (36%) of all households seeking food assistance have one or more adults working. 66% of all households seeking food assistance had annual incomes below the federal poverty level, or less than $15,670, with the average income being $11,210. Central Illinois Foodbank distributed 4.2 million pounds of food and grocery items to 160 food pantries, soup kitchens, residential centers and after-school programs and provided over 15,000 meals to children at Kids Cafe last year. On average, food stamp benefits last 2.5 weeks for client households. America s Second Harvest The Nation s Food Bank Network has approximately 213 member Food Banks, serving nearly every county in the United States. Food Banks provide most of the food distributed by the emergency food system, providing 74% of the food distributed by food pantries, 49% of food prepared and served at soup kitchens and over 41% provided through shelters. 3

4 THE FOODBANK In order to stretch your dollar and be good stewards of your resources, you will want to consider becoming a Foodbank partner. Central Illinois Foodbank distributed 4.2 million pounds of food to 160 agencies that help to feed hungry and poor people throughout 21 counties in central Illinois. There is no annual membership fee. Instead, member agencies are asked to support the Foodbank through a shared maintenance fee of up to $.18 per pound of food received from the Foodbank. For example, 12 boxes of pop tarts = $3.24 or a box of cereal =.18 cents. As a member of the Foodbank your agency will also be able to access a variety of food sources, network with other service providers, participate in our special programs and receive newsletters. Contact the Foodbank at to request an application if you haven t already done so. Special Programs After you have been a partner of Central Illinois Foodbank for six months, your agency may apply to participate in the programs described below. The Foodbank is the distributor for the Emergency Food Program (EFP) for the Illinois Department of Human Services. Through EFP, the Foodbank distributes USDA commodities such as dry milk, canned fruit, canned beef stew and pudding to food pantries and soup kitchens in central Illinois. Additionally, the Foodbank provides emergency food for food programs in Sangamon County through the Emergency Food and Shelter Program (EFSP) program. WHAT Type of Programs Qualify? Food Pantry - a community-based program that collects and stores food and household products for free distribution to low-income and needy people. Soup Kitchen/Meal Program - a community-based program that serves prepared meals for free to low-income and needy people. Residential Program - a community-based program providing a service such as drug and alcohol treatment, services to developmental disabled individuals, etc., including providing meals to residents. Non Profit Day Care - a community-based program providing child care services. A non profit day care must have at least 50% of recipients living under the poverty level in order to qualify for partnership with the Foodbank. Homeless Shelter - a community-based program providing shelter and service, including meals to the homeless population. 4

5 Adult Day Care - a community-based program providing service and supervision to elderly, mentally ill or developmentally disabled adults, including snack and/or meal. Before you decide to start your own feeding program, call the Foodbank and other local organizations to see what services exist within your community. It is also a good idea to visit or volunteer at an existing agency in order to learn more about what is already being done. If after evaluating the need and existing services in your community you have determined a feeding program is necessary it s time to get started. This handbook can be used as a basic guide to help you generate ideas and develop your vision. Please do not hesitate to call the Foodbank s Agency Relations Department with any further questions you may have at We are always willing to assist and support any agency that shares our commitment to end hunger. COMMUNITY SUPPORT The first thing you need is community support. It is impossible to build a pantry alone. Also, you benefit from the experience of others and the diversity of their ideas, so talk with people you think will be interested. Tell them your plans. Three good sources of interested people are: People in need of food no one can give you a better idea about what services are needed in the community. Social Service Agencies individuals working in social services have an awareness of the need, a concern, and experience. Community Organization members of groups, churches, and fraternal organizations can act as volunteers, make referrals, and share their experiences. From this group of people, call together a meeting to form an organizing committee. You need a core group (4-15 people) to plan your direction and accept responsibility for the primary positions of Chairperson, Vice Chair, Secretary, and Treasurer. When you meet, make sure everyone agrees on what a type(s) of feeding programs(s) you will administer. Discuss its basic function of immediate aid and consider related services, such as counseling and referrals. Networking with agencies and people in the community right from the start will build a vested interest in the pantry s success, laying the groundwork for volunteer recruitment and information exchange. DEVELOPING A SERVICE PLAN Once you have formed an organizing committee and agree on your purpose, it s time to determine the size of the operation and other support details. Some basic questions to be answered are: What area will be served? Who will be served? 5

6 Where will you be located? How often will service be provided? Who will do the work? When you are making these decisions, keep in mind the needs of your prospective clients and how your agency could best meet those needs. Every possible effort should be made at all times to treat food recipients with dignity and respect. Before establishing your days and hours of operation, please confer with other feeding programs in your area to ensure ample coverage for individuals seeking food assistance. Please note, 40% of individuals seeking food assistance have at least one working adult in the household. Hosting night and weekend hours are essential. NON-PROFIT STATUS The benefits of being a non-profit agency include: Eligibility for Foodbank membership Increased donor incentive with tax deduction opportunities. Sales tax exemption when purchasing equipment and supplies. Eligibility for various grants and other support. You may contact the Internal Revenue Service (IRS) at (800) TAX-FORM to request an Application for Recognition of Exemption under section 501 (c)(3). 14 Point Criteria of a Church If you are a church and do not have a 501(c)3 you may still qualify to become an partner of Central Illinois Foodbank. A letter from the church, on its letterhead and signed by its chief executive officer, affirming that the organization is, in fact, a church and essentially meets the spirit of the 14 criteria employed by the IRS defining a church: a. A district legal existence b. A recognized creed and from of worship c. A definite and distinct ecclesiastical government d. A formal code of doctrine and discipline e. A distinct religious history f. A membership not associated with any (other) church or denomination g. A complete organization of ordained ministers ministering to their congregations h. Ordained ministers elected after completing prescribed courses of study i. A literature of its own j. Established place of worship k. Regular congregations l. Regular religious services m. Sunday schools for religious instruction for the young n. Schools for the preparation of its ministries 6

7 FOOD SOURCES IN YOUR COMMUNITY Where are you going to get an adequate and varied supply of food for your clients? In addition to utilizing the Foodbank, you may also want to pursue donated products in your own community. Meet with storeowners and managers, let them know you are a member of Central Illinois Foodbank, and ask for their help. Ask for donations from: Restaurants Bakeries Convenience Stores Grocery Stores Hunters or Hunting Clubs Meat Processors Farmers and Cooperatives Many of these establishments throw away hundreds of pounds of damaged or day old products each week that could be used by pantry clients. You may be able to arrange discounts on large purchases of items that generally are difficult to come by such as diapers, baby food and formulas, nutritional supplements, or high protein items like canned meats. FOOD DRIVES A food drive is another good way to secure a variety of items for your pantry while simultaneously cultivating community awareness. Food drives give everyone a chance to participate and feel good about helping to feed the hungry. It is also an opportunity for you to request certain items such as protein foods and personal hygiene products. In order for your food drive to be successful, people need to know about it. The easiest way for a small agency to spread the word about an upcoming food drive is to distribute flyers. Your flyer should request specific items and include information about your agency so that people know where and when to donate. BUDGETING Along with the need for a facility and food comes the obvious need for money. But before you start looking for that money, you should develop a budget to know how much you need. First, consider your basic operating expenses. Do you have any paid staff or are they mainly volunteers? Are you paying rent or insurance for the space you are occupying? And what about telephone, utilities, transportation, or contracted services like printing or bookkeeping? Your budget should take into account these costs along with supplemental food purchases and equipment like a refrigerator, freezer, shelves, or a desk. How many people are you going to serve and how much food will you provide are essential questions to ask when developing a budget. 7

8 FUNDRAISING Even the smallest pantry can raise money to cover operating expenses and purchase additional food for distribution. Some ideas include: Sponsor Fundraising Events The possibilities for fundraising events are limited only by your imagination and energy. Some examples include yard sales, bake sales, community suppers, dances, raffles, car washes, auctions, coin tosses, golf competitions, or 5K races. Apply for Grants (State, Federal, and Private Foundations) Most libraries have foundation directories as well as grant writing books to help you get started. Grant proposals today need not be long documents. Generally, a successful proposal is between three to five pages long and appears more like a sincere letter. A successful application usually includes: a short introduction including the amount requested a brief history and description of the applicant agency a description of the problem or challenge faced by the applicant a description of how/why the grant will solve the problem a sensible, organized budget reflecting how the grant fits in a plan for future year funding and a concise conclusion The internet is also an excellent source of available grants and tutorials on how to write a grant proposal. One-time or One-item Contributions This involves getting an individual, organization, or business to fund a single item for your agency either on a one-time basis (e.g. renovations, equipment, and computer) or on an ongoing basis (e.g. monthly phone or utility bill). You may be amazed at what your agency could get donated if you make yourself known in your community and ask for what you need. Monthly Contributions Critical funding can be sought from businesses, churches, clubs, or any other kind of organization to pledge a certain amount on a monthly basis. For example, an office might sponsor a casual day once a month where employees are able to dress down for a fivedollar donation which would be contributed to your agency. Donations can also be inkind where a group may come in and volunteer to stock shelves or sponsor a specialty food drive once per month. ** It is extremely important to remember that all donations or contributions, no matter how small, must always be acknowledged either by a phone call or a written letter or both. 8

9 VOLUNTEERS Volunteers are a valuable resource for any organization, large or small. It has been estimated about 48% of all Americans volunteer. The numbers are increasing with community service requirements in schools and a push for volunteer services coming from the White House. These volunteers come from a variety of backgrounds: retirees, young adults/youth groups, college students, and even those who are actively employed. Increasing your volunteer staff offers your pantry greater flexibility in terms of hours and days of operation. As the planning of your pantry progresses, the amount of work to be done can become overwhelming. You will need volunteers for many of the following activities: 1. Physical load and unload food from trucks, clean and stock storage area, pack food into boxes or bags to be distributed to clients. 2. Clerical interview clients, complete forms, and maintain pantry and financial records. 3. Organizational plan events, ask for donations of money and food, recruit, train, and schedule volunteers. 4. Creative make flyers and posters to advertise pantry events and help with fundraising events. 5. Referral make referrals to other services for clients with more long-term needs. A volunteer with social services experience is a valuable asset for this purpose. 6. Pick up product from the Foodbank Schedule appointments to pick up product that has been ordered and shop for additional products. This should be a person with a large vehicle. These tasks easily break down into many different jobs. The time commitment required of your volunteers will vary depending on how many people are available to share the work and how often your pantry distributes food. Hiring or electing a volunteer coordinator to organize the overall effort can make things run a lot smoother. If you do not already have a list of potential volunteers to rely on, your goal should be to recruit them as soon as possible. Some ideas on how to recruit and manage volunteers include: Make publicity appeals in the community. Seek volunteers with specific skills. Write job descriptions. Provide flexible hours and offer short-term possibilities. Get staff members, current volunteers, and others to enlist friends, family members and colleagues. Contact local colleges, many of which have community service requirements for graduation. You can also contact your local volunteer referral center and ask to be placed in their database free of charge. They will be able to inform potential volunteers about your agency. 9

10 It is also very important to have regular volunteer meetings in order to share success stories, voice concerns, and celebrate group efforts. Your primary goal is to ensure that everyone is working together happily and effectively. Also, a volunteer appreciation day or event helps to boost morale and remind volunteers that their hard work and dedication is essential to your pantry. CLIENTS Once all the preparations have been made and the preliminary work has been done, your next focus should be on your clients and how to ensure that they are properly served with respect and dignity. It is necessary to inform people in the community about your agency, where it is located, what types of assistance it provides, and when it is open. Generally speaking, word of mouth is the best form of advertisement. If your feeding program treats people with respect, provides them with a variety of food and non-food items, as well as information about other services available, others will soon find out. It is unfortunate that such hospitable agencies are the exception rather than the rule. The most common complaint among clients is being treated rudely and suspiciously, being talked down to, and then being given very little or unusable food. It is important to remember how hard it is for clients to ask for help. DISTRIBUTION OPTIONS There are two primary methods of distributing food in a pantry setting. While there are many different ways of handling the actual distribution, it basically comes down to either pre-packing bags/boxes or having clients shop for themselves. Each method has its pros and cons. Many pantries are reluctant about adapting the shopping or clients choice method of distribution. They worry about issues such as space or the possibility of abuse of their pantry. However, there are many degrees of choice that can be explored that take into consideration your pantry s available resources of time, space, and volunteers. Client s Choice offers a unique approach to hunger in our communities as it allows for the following: Greater empowerment of clients Ability to meet clients special needs Easier ordering and planning Avoiding the distribution of unwanted items Less labor required Less food waste since clients take only what they need Letting people make decisions for themselves on what foods they can use gives them a sense of responsibility and self-worth not often found in the current system of social services. Large quantities of even the most nutritious foods does little good for those it is intended to help if they cannot use it because of health considerations, special dietary requirements, or personal taste. It is not nutritious if they do not eat it. 10

11 RECORD KEEPING Why keep records? You will be surprised at how useful it is to simply record the number of visits a person makes and how many people are in his or her family. Three months later you may review your note cards to find that 500 food bags were provided and 45% of the recipients were children. This type of easily accumulated information can be used to apply for grants, or in a report or newsletter to draw more support for the community. Statistics document the need and move people to act. Monthly statistical reports are also requirements of Central Illinois Foodbank to keep track of all the food that we distribute. These reports also help create hunger statistics for the entire state and help the Foodbank seek funding and support. FOOD STORAGE The following are basic guidelines for storing food and grocery items as recommended by the Health Department and Central Illinois Foodbank: Choose a storage space with locking doors, and if possible, no windows or outside entrances. Store all grocery products 6 inches away from walls and 6 inches off the floor. Use freestanding shelves or leave space between items and the wall. Protect products from moisture by selecting a dry, well-ventilated area. Store non-food items on separate shelving units from food. Mark the date received on all cases of food and start a first-in first-out system. Inspect all items. Do not distribute packages that are bulging, contaminated, or leaking. Use non-toxic insect and rodent traps and monitor them regularly. Use thermometers in all refrigeration and freezer units and log in the temperature daily. Refrigerators should be kept at temperatures below 40 degrees and freezers below 0 degrees. June 07 11