MONTGOMERY AREA FOOD BANK

AGENCY GUIDELINES

This book contains instructions, information,

copies of all forms, and answers to most

of your questions.

Please keep this handy for future reference.

The Montgomery Area Food Bank is an equal opportunity employer & provider.

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Dear Friends, Thank you for your commitment to providing food to the hungry. We are excited that you are now a member agency of Montgomery Area Food Bank and a partner in our mission to reduce hunger in Alabama. The purpose of this manual is to orient new agencies, new staff and/or volunteers of existing member agencies to the policies and responsibilities of membership with Montgomery Area Food Bank. By becoming a member of our network, you are joining a successful partnership dedicated to reducing hunger in our community. Montgomery Area Food Bank assists in the distribution of approximately 19 million pounds of food a year across 35 counties. Twelve of these counties are under our direct care and service. The remainder are serviced through four Partner Distribution offices in Auburn, Dothan, Selma and Tuscaloosa. If you have any questions or concerns about any of the policies in this manual, please feel free to contact me directly.

Sincerely, Vicky Manley

vickymanley@earthlink.net Montgomery Area Food Bank Montgomery, Alabama 36108

334-263-3784 Phone 334-262-6854 FAX

PAGE SUBJECT

3 Rules Of the Game

4 About Montgomery Area Food Bank

4 Benefits of Membership

5 Policy Do’s & Don’ts

5 Who Can Shop?

5 When Can an Agency Use MAFB Food?

6 Orientation Dates for 2013

7-9 How does an Agency Access Food?

9 Shared Maintenance Fee

10 Determining Eligibility

11 What is a Monitor?

11 Forms & Record Keeping

12-13 Emergency Pantry Eligibility Form

14 On-site Feeding and Mass Give-away

15-16 Menu Form For On-site Feeding

17-18 Sign-in Form For mass Give-away

19 USDA Inventory Requirements

20 USDA Monthly Inventory Form

21 Safe Food Handling

22 USDA Storage Temperature Requirements

23 Temperature Record Form

24 Enhance Your Agency’s Outreach

25 Volunteers

26 MAFB Staff

27 USDA Civil Rights Complaint Procedure

28-29 USDA Civil Rights Complaint Form

30 NOTES

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MONTGOMERY AREA FOOD BANK 521 Trade Center Street

Montgomery, Alabama 38108 1-334-263-3784 1-800-768-3784

1-334-262-6854 FAX Website: www.montgomeryareafoodbank.org

Facebook: Montgomery Area Food Bank & MAFB Agencies

In order to insure that all of our agencies have a clear understanding of the requirements governing the usage of goods received from the Food Bank, we have outlined the following rules that must be followed in the distribution of any products, food items, or non-food items from the Food Bank.

1. Items must not be sold, swapped, or bartered to anyone under any circumstances. This includes sale in thrift stores, flea markets, bazaars or any events in which items would change hands for money or goods.

2. Items must not be given as payment or reward for any kind of services. This includes volunteers who help to transport, sort, store, package or distribute goods.

3. Agencies must not require contributions from food recipients nor charge recipients a membership fee that is related to the distribution of items supplied by the food bank.

4. Agencies must not require food recipients to attend worship services, classes, etc. as a condition for receiving Food Bank food.

5. Food Bank goods are intended to be free and for people in need. Under normal circumstances, food cannot be used for children’s meals in any child-care, day care or school facility, which charges a fee. If your agency has special circumstances, please see an Agency Relations staff person to discuss it.

6. Food must not be used for consumption by any agency (church, charitable, or service organization) for social or fund raising events or group meals that are not for the purpose of feeding the hungry.

7. Agencies should be mindful of those who come to them for assistance and their right to privacy. It is more important to help the hungry than to try too hard to weed out the few who are trying to take advantage of their kindness. For more guidance on this, read page 9 of this booklet.

8. Any loss by theft, fire or other mishap must be reported to the Food Bank.

9. Failure to comply with these rules jeopardizes both the Food Bank system and our generous contributors. We will be forced to disassociate ourselves from those that do not abide by these established rules.

10. Also know that obtaining food under false pretense or for fraudulent purpose is in violation of the criminal code of the State of Alabama.

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A Hunger-Free Alabama FEEDING AMERICA

DONATED PRODUCTS PURCHASED PRODUCTS

MONTGOMERY AREA

FOOD BANK

PARTNER AGENCIES

CLIENTS

THE BIG

PICTURE:

FOOD PANTRY: These agencies provide food that the client takes home and prepares in their own place of residence. The food pantry can be either a “Client Choice” pantry or one in which the Agency workers choose and package the chosen food for the client.

“The mission of the Montgomery Area Food Bank is to solicit, collect, inspect, clean, process, warehouse, and distribute surplus, salvageable, and donated food and to redistribute that food to participating

To the right is the structure of how Feeding America, Montgomery Area Food Bank, and our agencies fit into the big picture with the ultimate goal of serving clients in need.

TYPES OF AGENCIES WE SERVE:

ON SITE FEEDING PROGRAM: These agencies prepare and serve the meals to their clients on-site, or deliver the prepared food to their clients homes (example: Meals on Wheels).

Being a member of Montgomery Area Food Bank offers many benefits to member agencies.

We are a partner to help you accomplish your mission of feeding the hungry.

We will help you accomplish your mission of feeding the hungry with the least possible expense.

We offer a variety of food and household products.

We offer daily updates on our website of products that are available.

You have a choice of Pick-up or Delivery of product.

You have access to our “Market Spot”.

You can order products online.

You are a member of a network working to reduce hunger in Alabama.

MISSION:

VISION:

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All agencies will be required to adhere to the following policies:

DO:

…...have a valid e-mail address that is checked daily. All agencies MUST give us an e-mail address. Information sharing and communication will be done electronically.

…...provide direct service to the hungry, low income, or underserved population. ……distribute food to those in need, ill, children and seniors …...serve all clients as respected colleagues or guests. ……distribute food to clients free of charge with absolutely no conditions levied, implied, or exchanged. …...refer clients to other agencies or other sources of assistance when they have a need you cannot meet.

DO NOT:

…...redistribute product to other non-profit entities. …...sell or use product from the Food Bank in exchange for money, property, or services. …...use product from the Food Bank for fundraising. …….solicit donations of any kind from your clients. …….make it difficult or embarrassing for individuals who are seeking help.

Only those authorized in writing by your Agency Pastor or Director may shop and pickup orders. Each agency is allowed up to 6 authorized shoppers (except in unusual circumstances… and must be approved) Adding a person’s name to the shopper’s list must be done in writing by the Agency Director. Forms available by on-line. Orientation for authorized shoppers is the 2nd Wednesday of each month, 2:00-4:00 P.M. (No class in December). The class is free. You must call and sign up to attend the class. No children allowed at this meeting.

Food Bank Food MAY be used:

When feeding a group of people where over 51% fit the poverty level criteria, it is ok to use Food Bank food for the meal. Special meals prepared by agencies for the hungry during the holidays also qualify. A meal prepared at this time and advertised as a charity meal to help those less fortunate would not normally be attended by people who don’t need the assistance.

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1. Make an Appointment

Our appointment schedule is set up as follows:

Monday - Thursday: 7:00, 8:00, 9:00, 10:00 - 4 appointments per hour

1:00 - 10 appointments available NO SHOPPING ON FRIDAY

OK, you have finished the approval process, and you are ready to go to the Food Bank for the 1st time. You went to Orientation, but you just can’t remember the exact process. Here are step-by-step instructions that will guide you through. Once you have shopped a few times, it will become very simple.

1. Make an appointment.

2. Place a pre-order if you need to.

3. Show up on time.

4. Shop for your food.

5. Take food back to your agency.

6. Feed the hungry!

Of course, there is a little bit more to it than that. This book will take each step and expand on how to accomplish it with as little fuss as possible. If a question occurs to you that is not answered here, please do not hesitate to call Vicky or Gretchen at the food bank. We are here to serve! Let’s go into a little more detail with the steps above!

You MUST make an appointment to shop.

You may call MAFB any time between 7:00 A.M. and 4:00 P.M. Monday-Friday. Anyone who answers the phone can help you make an appointment. During holiday seasons such as 4th of July, Thanksgiving, and Christmas the appointments fill up QUICK. Plan as far ahead as you can, and make appointments well in advance. You have a much better chance to get what you need by shopping several times than you will if you wait till the last minute and try to get in one big shopping trip. Regular appointments can be made at anytime. If you are going to place a pre-order, you must allow for a minimum of 3 business days between the time the order was placed, and the day of the appointment. This allows our warehouse staff adequate time to pull the order and have it ready for you. . You will need to make an appointment to pick up Senior Supplement boxes. If you wish to shop along with picking up your Senior Supplement boxes let the person taking your appointment know this.

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2. Place a pre-order (if you need to)! A pre-order is not required in order to shop. It is, however, the best way to take advantage of all the products available at the food bank. The products that are available for pre-order can be viewed on our web-site at any time, and are up-dated regularly. We can fax the list to you upon request. The catalog is e-mailed once a week on Fridays. Agencies interested in receiving this weekly e-mail, please contact us and give us your address. We will be glad to put you on the list.

PLEASE NOTE:

*ALL FOOD AVAILABLE FOR PRE-ORDER ARE IN CASE LOTS ONLY* *WE CANNOT PULL OR SAVE PERISHABLE ITEMS (FROZEN OR COOLER ITEMS)*

Pre-orders can be: Faxed in - 334-262-6 OR

Sent as an attachment in an e-mail to: orders@montgomeryareafoodbank.org

Placing a pre-order gives you a well rounded order because you will have selection of all things that we have to offer (to include the Market Spot, freezer, & cooler items when you come to shop). If you do not have time or do not wish to place an order you can call and make an appointment to shop the “Market Spot, Cooler & Freezer” only. This option is great for a quick visit to pickup for a special event or an emergency situation.

3. Show up for your appointment

DON’T FORGET TO TAKE A NUMBER!

BE ON TIME! If you are going to miss your appointment or be late, please notify us. If you are going to be more than 15 minutes late, you must re-schedule. The Market Spot system is well tuned, and it depends on everyone doing their part to keep things moving along. When you get to the Food Bank, go in the entrance that you went through during orientation. The “Samuel L. Schloss Agency Service Center” is to the left of the warehouse, to the right of the ramp.

1. Order freezer items. 2. Shop the “dry” area. 3. Proceed to the cooler. When you are finished shopping in the cooler it is time for weigh in.

PLEASE NOTE: After visiting the cooler there is no more shopping. 5. Once all items are weighed and recorded, return to Jo Ann to check out. 6. Payment is due at this time.

Agency checks are preferred. Money orders are accepted WITH CONDITIONS. We cannot accept cash. If it is difficult for your agency to get a signed check, ask Jo Ann about setting up a charge account.

When you have your number, take a seat, wait for Jo Ann to call your number. Once she has your paperwork in order, she will give you what you need, and you can go on into the Market Spot. Make sure you get everything you need from the “dry” area and from the cooler while you are there. Once you leave, there is no returning! This allows our guys the time to re-stock the shelves for the next batch of appointments, giving them equal access to what is available at that time.

Follow this sequence when shopping:

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Now, it is time to load your vehicle. Be sure to check off the products on your invoice as they are being loaded. Once everything is loaded sign the invoice. By putting your name on the invoice you are stating that you received EVERYTHING you were supposed to have. Do NOT sign until you have checked to make sure your order is complete.

4. Off you go to transport the food to your agency!

Once you have arrived at the location where you store your food, you will need another signature on your invoice. This signature can be anyone’s except yours. This is very important because it confirms that the food was delivered to the agency location. (Later, when we do a monitor on your agency, these 2nd signatures are one of the things we check for.)

5. Fulfill your mission

Make sure you have all your forms ready to go, and that everyone participating understands exactly what their responsibilities are. Be clear about the importance of treating everyone with respect. This mission, feeding the hungry, is not one to be approached lightly. You play an important role in our mutual desire to end hunger. As an agency, you are the hope that our mission can be fulfilled.

SHARED MAINTENANCE FEE

In accordance with Feeding America guidelines, MAFB charges our Partner Agencies a Shared Maintenance FEE (SMF) based on the product they receive from us. SMF is a handling fee contributed to MAFB by our agencies to help pay the expenses of the services we provide. The amount contributed by each agency is based on the type and amount of the product

received - but it is not payment for the product itself. The cost we are asking our agencies to share are associated with soliciting, procuring, transporting, loading and unloading, storing,

maintaining the integrity of, and distributing the product to our agencies - our operating costs. The MAFB must also maintain our facility, pay rent for additional needed warehouse space, staff

and equip the food bank, and pay considerable utility costs required to operate large freezers and coolers. SMF also helps to defray a portion of these costs.

So, when you communicate to others about how you share the cost of our partnership in reaching out to those in need, we ask that you not explain it by saying that you “pay for” or

“buy” the food from the MAFB as this distorts the true reason for the SMF.

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Explanation of the Eligibility Criteria Form (The 5 Tools to Help in Determining the Eligibility of Your Clients)

Here are 5 tools for you to use in determining, if the person seeking help is eligible to receive food and why.

The form is a self-declaration statement to be signed by the client. The signature is all you need as affirmation that what your client has stated is true. Check stubs, bills, bank statements and all related materials are not necessary and are not required to be collected, viewed, or copied at client intake.

Although intake of a new client presents an opportunity to get to know more about their situation, we are not judges or investigators.

If a person says they need help, fills out the eligibility criteria form and signs it - that is all the information that the agency is required to gather…. Period.

1. They are eligible to receive food stamps (SNAP). If your client checks this, it is a good idea to jot down the last 4 numbers of the card just so you will remember the tool you used and why.

2. They are eligible for aid to families with dependent children.

3. They are eligible for supplemental security income (SSI).

4. Income at or below the poverty level as indicated in the income chart. We use 130% of the poverty level. The chart is issued by USDA once a year. Be sure you are using the correct chart. They are dated and sent to you when they change.

5. Special circumstances. Explanation: Briefly, examples are fire, flood, injury, loss of job, extreme or ongoing medical needs, etc.

*Special note for the 5th and last criteria: *

This is a client’s “safety net”. Sometimes, people in “special circumstances” need help and may not fit into our

guidelines for eligibility. Do we turn them away? NO! They may be experiencing problems at the

time that are not typical. Examples given are just some of the instances when our help is really

needed due to unforeseen misfortune. We need to help these people to the best of our ability, the

same as anyone who does not have an adequate income.

**Always remember… Your mission is to HELP people – not to find ways for NOT helping them.**

*When do you ask for documentation? If you suspect that the client is abusing the system,

getting food when they really do not need the assistance; going from

agency to agency; selling the food they receive, etc., then you can refer to

the clause in the Eligibility Form: “Program officials may verify what I have certified to be true.” THEN, you can ask for proof to qualify them.

This is the exception – not the norm.

Last, but far from least: all agency programs must be handled by

compassionate, kind, empathetic, and sympathetic people who want to

help others. There is no room for helpers who are condescending or

who embarrass potential clients. It is very hard to ask for help.

Remember the Golden Rule at all times and practice it every day with

every client.

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A monitor is an on-site visit to your agency by an MAFB representative. We perform one every 18 months.

We will check:

Your storage area (s) -

The food must be off of the floor, and stored in cabinets, on shelves, tables, or pallets. Area must be clean, dry, rodent and insect free. Cleaning supplies and toxic substances may NOT be stored with the food. Food storage area must be secure. Food NOT from the food bank must be kept separate from Food Bank Food.

The Monitor is the perfect time for you to discuss any problems, questions or concerns that you have. Monitors give us the opportunity to get to know our agencies on a more personal level and to see what they have been doing first hand.

The next pages are forms, along with instructions for filling them in properly. We do not require you to use our forms as long as the form you use includes the same information we request.

Also, forms MUST include this non-discrimination statement: “No person shall be denied access to donated product on the basis of color, national origin, sex, age, or disability.”

Make as many copies of these forms as you need. They are also available for printing off of the MAFB web site: http://www.montgomeryareafoodbank.org/Agency-Corner.html

Keep the originals for future copies.

1. Invoices 4. USDA Inventory Records

2. Client Eligibility Forms, 5. Menus

3. Temperature Records 6. All Storage Areas

Obtain a scale to weigh the number of pounds issued to each recipient.

A simple bathroom scale will do just fine.

1. Fill out an Eligibility Criteria Form that documents:

2. Categorize their eligibility. If the household falls at or below the level in the chart corresponding to the number in the household, they are eligible to receive Food Bank Food. There are also other criteria, as well as your own judgment, that can be used to make sure those who ask for help receive it. Often temporary hardship can make it clear that they need assistance. The client’s signature on the form releases the agency from any responsibility.

3. The Eligibility Criteria form needs to be filled in once/year for each household. If/when they return during that time-frame, you need only fill in the date, the total pounds given, and get them to sign on the “Listing” sheet.

Name Address Telephone number

Number in family Number of pounds issued Their signature

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Eligibility Criteria Form

PLEASE NOTE:

FOOD RECIPIENTS CANNOT BE REQUIRED TO PAY ANY FEE OR DONATION.

Directions: Make copies of this form. Use ONE form for each head of household. Keep completed forms in a notebook in alphabetical

order. Each time the client returns, you only need to complete the Listing form, which contains the date, pounds and signature for that

visit. These two forms are to be kept together.

Name (Last, First, Middle)

Address

City, State, Zip

Last 4 of SS Number Phone Number No. in Family

HOW MANY OF EACH AGE GROUP IS IN THIS HOUSEHOLD?

0-12_____ 13-18 _____ 19-29_____ 30-39_____ 40-49_____ 50-59_____ 60-69____ 70 and above____

ELIGIBILITY DETERMINATION

(please check one

or more boxes

below to determine

eligibility)

If you checked the box above “Income at or below the poverty level. . . . .” use the following table.

This table is effective as of July 1, 2011 to June 30, 2012

I certify that my yearly gross household income is at or below the income listed on this form for households with the same number of

people as my household, OR that my household participates in the program that I have checked on this form. To receive USDA

product, I also certify that, as of today, my household lives in the area served by the Alabama Emergency Food Assistance Program.

Program officials may verify what I have certified to be true. I understand that making a false certification may result in having to pay

the State for the value of USDA commodities improperly issued to me and may subject me to criminal prosecution under State and

Federal law.

Signature

Date

Date

Household Size Per Year Per Month Per Week

1 $14,157 $ 1,180 273

2 19,123 1,594 368

3 24,089 2,008 464

4 29,055 2,422 559

5 34,021 2,836 655

6 38,987 3,249 750

7 43,953 3,663 846

8 48,919 4,077 941

For each additional Family Member, Add 4,966 414 96

My household receives food stamps

My household receives aid to families with

dependent children.

My household receives supplemental

security income (SSI).

My household income is at or below the

poverty

level (as indicated by the chart below).

My household has special circumstances

(example: fire, flood, injury, medical expenses)

Please explain special circumstances:

Note: In accordance with Federal law and U.S. Depart-

ment. of Agriculture policy, institutions are prohibited

from discriminating on the basis of race, color, national

origin, sex, age, or disability. To file a complaint, write

USDA, Director, Office of Civil Rights, 1400 Independence

Ave., SW, Washington DC 20250-9410, or call 800-795-

3272 (voice) or 202-720-6382 (TTY). USDA is an equal

opportunity provider.

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Date

Total

Pounds

Client Signature

Date

Total

Pounds

Client Signature

Listing (to be kept with Eligibility Criteria Form)

This form is to be attached to each Eligibility Criteria Form and is used as a running list for that particular client. Place

the date in the first column, total pounds of food received on that date in the second column.

The client is to sign in the third column.

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The on-site feeding forms can be used by agencies that care for individuals who are in a permanent

residential home , or for those who are only there during the day, and return home in the evening.

The same form is used for either program.

On-site feeding programs are not required to obtain individual information on the people who eat

there. Generally, able-bodied, working individuals who do not qualify for food assistance don’t stand

in line to get food from a soup kitchen. Seniors who qualify for Meals on Wheels automatically

qualify.

On site-feeding programs need to keep records of the following:

Date food is served

What food was prepared

Number of People Served at each meal

Which of the foods consumed came from the food bank

TIPS

The proven method for providing this information is through menus. A record of food served daily

that includes the above information is easy to keep.

Make at least enough copies of the menu form for a month, punch holes in it, and store in a

loose leaf notebook.

Keep the notebook in the kitchen, or somewhere handy to the food preparation area.

Make entries after each meal. If you wait till later, you will forget what was served.

Once a week have a “back-up” checker make sure the records have been kept up to date.

There are some situations where large groups of people would make it difficult to have eligibility

forms filled out. For these occasions please use the “Mass Give Away Form”

Use this form ONLY during these circumstances:

One-time distributions. - When all items are the same or weigh the same.

Off-site distribution of product.

The next two forms are to be used for on-site feeding and for mass give-away events.

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Menu (Meals or Snacks)

***Designate which foods are Food Bank foods, if food from

other sources have been used.***

Initials: _________________________

Day & Date (Number of People

Served)

Meal or Snack Prepared

Day & Date (Number of People

Served)

Meal or Snack Prepared

Day & Date (Number of People

Served)

Meal or Snack Prepared

Day & Date (Number of People

Served)

Meal or Snack Prepared

Day & Date (Number of People

Served)

Meal or Snack Prepared

Day & Date (Number of People

Served)

Meal or Snack Prepared

Day & Date Other items used

(This is for large containers opened that will be used over long

period of time)

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Day & Date (Number of People

Served)

Meal or Snack Prepared

Day & Date (Number of People

Served)

Meal or Snack Prepared

Day & Date (Number of People

Served)

Meal or Snack Prepared

Day & Date (Number of People

Served)

Meal or Snack Prepared

Day & Date (Number of People

Served)

Meal or Snack Prepared

Day & Date (Number of People

Served)

Meal or Snack Prepared

Day & Date Other items used

(This is for large containers opened that will be used over long

period of time)

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MASS GIVE AWAY FORM

Use this form for one-time distributions such as THANKSGIVING

PROGRAMS, CHRISTMAS FEEDING PROGRAMS, OR OTHER MASS

GIVE-AWAYS ONLY. Use only for off-site distribution of product when

all items are the same or weigh the same.

Date: Distribution Site: (Example: King Hill, Smiley Court Area, W. Jeff Davis area)

Type of Food Bank Product & Total Pounds:

Name Signature

1.

2.

3.

4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32.

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Name Signature

33.

34.

35.

36..

37.

38.

39.

40.

41.

42.

43.

44.

45.

46.

47.

48.

49.

50.

51.

52.

53.

54.

55.

56.

57.

58.

59.

60.

61.

62.

63.

64.

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The following form is to be used for USDA inventory ONLY!

How to fill out the USDA Physical Inventory Sheet —

TIP - After each shopping visit check your invoice for USDA items.

Column 1: The name of the product, such as corn or ground beef.

Column2: How many cases are you starting the month with?

Column 3: How many more cases did you get from the Food Bank this month?

Column 4: Add Columns 2 and 3 together. In other words, how many cases do you

have altogether after shopping?

Column 5: How many cases did you distribute?

Column 6: How many do you have left at the end of the month? *When you start

next month’s inventory sheet, transfer this to Column 2. It is what you

have left at the end of the month, so it will always be the number you

start next month out with.*

USDA Inventory needs to be done once per month. When you store your food, it

will help if you keep your USDA products together in the same area. USDA Product

comes in case-lots only, so if you arrange the cases on the shelf in a way that makes it

easy to see how many you have, inventory will be a breeze. Remember, you count FULL

cases ONLY. Once a case has been opened, and even a single item removed, it is no

longer counted into your inventory. Make sure you keep these records. We will be

checking them when we come for a monitor.

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COLUMN 1 COLUMN 2 COLUMN 3 COLUMN 4 COLUMN 5 COLUMN 6

USDA ITEM Starting

inventory Cases received

Total Cases

available

Cases

distributed Cases left

Agency:

Date: Signature:

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Dry storage area

Refrigerator

Freezer

During Orientation you will be given a ServSafe Safe Food

Handling Booklet to carry back to your agency. Make sure

everyone who participates in your food ministry has a

chance to read and understand it. You are free to make

copies and give it out as you need to.

The temperature record is what you should be using to

record the temperature in the different storage areas

you use, including:

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Temperatures MUST be checked regularly. We ask that

each day when someone is present they take a few moments to

document the temperatures. The Temperature Log can be

posted nearby for easy access.

Ø Frozen foods should be kept at a temperature of 0° or below.

Ø Refrigerated food should be kept at a temperature range of 35 to 42°.

Ø Dry storage areas should be kept at 45-70°F.

o Temperature should be measured by thermometers in all three of these areas and properly maintained.

Tips

o If an agency cannot control dry storage temperatures, especially in the warm months of the year, then care should be taken NOT to store perishable foods during these times. Once procured, they should be distributed quickly.

o Canned food will fare better and not be affected much by moderately warm temperatures, but grains will be greatly and negatively affected by periods of exposure to temperatures greater than 70°.

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Temperature Record

Post in a Convenient Location

Record at Every Visit to Location

Freezer (0 F or less) Refrigerator (35-42 ) Dry Storage (45-70 )

Date Temp. Checked by Date Temp. Checked by Date Temp. Checked by

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Our programs are diversified in the structure, but each one gets the food directly to those in need

at no cost to them and with no strings attached.

1. Our largest distribution program is the Emergency On-Site Food Pantry. A partner agency such

as a church or other non-profit 501(C)(3) provides accommodations within their establishment to

store and distribute the food they receive from us to those needy individuals and families who

come to them for assistance.

2. Our second program is the Senior Supplement Program. For $100 a year, an elderly citizen

receives a box each month, weighing 25-35 pounds, filled with nutritious food carefully packed

with the special needs of seniors in mind. November and December boxes include extra food

especially selected for holiday meals.

3. The third program we offer is our Mobile Pantry Program. A mobile pantry is deisgned to

distribute a truckload of nutritious product directly to the disadvantaged residents in a

neighborhood chosen by the sponsoring agency. One Mobile Pantry will generously assist roughly

150 families with 75-100 pounds of product each. Our Mobile Pantries are becoming a primary

means of expanding our outreach into rural and historically “underserved” areas.

4. Our Exercise, Nutrition, and Diet (E.N.D.) Program. These free seminars are offered to our

partner agencies as an added outreach to those they assist with food needs. By educating adults

and children in small ways - things like how to read a label, what a “portion” size is, as well as basic

information on nutrition and how to incorporate exercise into their busy lives - we believe we are

encouraging them to lead healthier and happier lives.

5. We provide food for Meals-on-Wheels Programs. Partner agencies prepare hot meals and,

through the efforts of volunteers, deliver those meals to needy, homebound, elderly, and disabled

people.

6. We provide food for On-site Feeding Programs. Partner agencies prepare meals, including holiday

meals, at their establishments for the homeless and greatly disadvantaged.

Program Name Contact Info

On-Site Food Pantry Vicky Manley vickymanley@earthlink.net

Senior Supplement Cheri O’Dell codell@montgomery areafoodbank.org

Mobile Pantry Jolene Kearns jolenekearns@earthlink.net

E.N.D. Program Gretchen Kindrick gkindrick@feedingamerica.org

OR, you may contact any one of the individuals above at MAFB: 334-263-3784

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On a final note, we want to welcome you to the Montgomery Area Food Bank, Our mission

would never be accomplished without you. On behalf of the Board of Directors and the staff,

we are glad to have you on-board. This is YOUR food bank. We want to give you the best

service possible to help you as you provide food for the hungry. If ever you are unhappy with

our service, please feel free to let us know.

We cannot make things right if we do not know that they are wrong.

Make sure any guidelines you adopt apply equally to EVERYONE.

Treat your clients with dignity and kindness. DO not judge them, and do not discriminate. When you give them food, give it unconditionally.

Your volunteers and those who work in your agency are your greatest assets. The agency could

not function without them. We encourage you to find each individual’s strengths, and place them into

a job that uses those strengths. Some may be best at organizing the food and storage area, some

may be good cooks, and some may be at their best when they are in direct contact with those who

come to you for help.

It is of utmost importance that those who work directly with food recipients are kind,

compassionate, empathetic./sympathetic, and do not feel the need to judge. Our responsibility is to

feed the hungry, and to do so with as much love as possible.

The food bank has many who call and ask to volunteer their time to us, especially during

Christmas and Thanksgiving. If you are planning an event that requires more volunteers than you

have on hand, please contact the food bank. We may be able to help you round some up!

The contact person for this program is:

Jaime Robards, 334-263-3784,

jrobards@feedingamerica.org

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Parke Hinman - Executive Director

Bill Havron – Deputy Director

Kathy Cope – Business Manager/Accountant

David Fata – Resource Manager

Jolene Kearns – Development & Programs Manager

Vicky Manley – Agency Relations Coordinator

Jo Ann Russell – Agency Service Coordinator/Inventory Assistant

Teressa Vigneault – PR/Events Coordinator & Office Support

Gretchen Kindrick – Programs & Publications Coordinator

Sherri Robinson – Direct Mail Coordinator/Accounting Assistant

Jaime Robards – Development & Volunteer Coordinator

Cheri O’Dell – Compliance Coordinator

Ruby Brown – Cook (Part time)

Carey Welch – Warehouse Manager

Willie Dorsey – Shipping/Receiving Manager

Tom Carmony – Receiving/Inventory Supervisor

James Douglas – Warehouse Customer Service Supervisor

Willie Bennett – Freezer/Cooler Coordinator

Willie McQueen – Salvage/Quality Assurance Coordinator

Eddie Green – Inventory Management Control Coordinator

John Foster – Vehicle Operations Coordinator/Driver

Bobby Freeman – Driver/Warehouse Asst.

Robert “Bob” Lohman – Driver/Warehouse Asst.

Courtney Barnes – Driver/Warehouse Asst.

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USDA DISCRIMINATION COMPLAINT PROCEDURE

In the event of a discrimination complaint,

please follow these guidelines:

The Food Distribution Program should try to work out the complaint with the person involved.

If the first step is not successful, the volunteer and person involved will go to the Food Distribution Program Coordinator to resolve the compliant.

If step two is not successful, the person alleging the discrimination can make a formal complaint in writing to:

Frank Speed, Administrator

Food Distribution Program

Department of Education

P.O. Box 302101

Montgomery, AL 36130-2101

If step three is not successful, a formal complaint in writing can be made to:

USDA Director

Office of Civil Rights

Room 326W, Whitten Building

1400 Independence Ave., SW

Washington, DC 20250-9410

~ ~ NOTE ~ ~

If a discrimination complaint should occur concerning race, color, national origin, sex, age or disability, in addition to using the "chain of command" protocol, the complaint must be reported to USDA (Alabama State office) within 3 days.

This applies only to the "six protected classes" listed above. All other complaints should follow the steps listed above, but they do not have to be reported to the USDA office.

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