Food Pantry Best Practices March 28 2014 1

Food Pantry Best Practices March 28, 2014 1

Overview – Back to Basics • Online Ordering • Scheduled Appointments • Produce/SHFB Products – Monthly Reports – Clients and Hours and Intake (Oh my!) – Pantry Set up 2

Back to Basics Online Ordering – Order 2 days prior or before 12 the day prior – Double check the orders • Did you order a 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. 3

Back to Basics Scheduled Appointments – You are given a specific time – Unable to make your appointment? • Let us know. We are willing to work with you. Ø Best Practice • Have your shopping/order pick up day closer to your distribution day Authorized Shoppers – Must be authorized to pick up food orders, produce market, and shop • Must attend Agency Orientation (1 st & 3 rd Friday from 10 -11) • Letter, on agency letterhead, signed by agency’s supervisor – Keep an eye on your helpers 4

Back to Basics Food from SHFB – Produce Days • • Tuesdays & Wednesdays @ SHFB 7: 30 -8: 30 & 12: 30 -1: 30 Thursdays in San Jose, Salvation Army 8 -9: 30 Mondays in Daly City, Jefferson Elementary 9 -9: 45 Mondays in Half Moon Bay, Cetrella Restaurant 12 -12: 45 – Grocery Rescue • Produce, Dairy, Meat, Bread – Take enough to feed your clients – Unique Items • Provide clients with a variety. 5

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 • Grocery Rescue – Very important to turn in on time! 6

Clients and Hours and Intake (Oh my!) Hours of Operation – Are your hours posted? – Depend on Food Connection? • Let your community know you are available – Take your clients lives into account • Not sure? Do a client survey • Many folks in need of food are employed – Fridays, Saturdays, and Sundays are badly underserved in many communities. Try to fill the gap! Hours Changed? – Contact your Agency Relations Manager! 7

Clients and Hours and Intake (Oh my!) When Clients Enter 1. Make the client feel welcome – Wal-Mart Greeter concept 2. Serve clients promptly or provide reason for waiting time 3. Have a comfortable place for clients to sit 8

Clients and Hours and Intake (Oh my!) Interview – Keep it friendly • Sitting next to them vs. across – Keep the tone positive • “I just need to get some information to help us do our job better” – Ask for necessary information • Don’t collect: SSNs or Driver’s License #s 9

Clients and Hours and Intake (Oh my!) • Information you need: – Name, address, phone number – Count of number of people in household – Do they fall under the income guidelines? • Self declaration is the requirement • Other questions to ask: – Have you heard of Cal. Fresh(food stamps) do you know if you are qualified? – Do you have children under the age of 5? • Are you receiving WIC benefits? 10

Clients and Hours and Intake (Oh my!) Always Remember: • Equal Service to All – Civil Rights: not denying a person food based on their race, color, national origin, sex, age, disability – USDA Partners: Civil Right Poster must be posted 11

Clients and Hours and Intake (Oh my!) Always Remember: • No Bartering – Requesting clients to do this before receiving this (food) • No Proselytizing – Pray with us before receiving this food 12

Pantry Set Up 13

Pantry Set Up Food Safety – Always keep food off the ground – At least a pallet high – Milk crates work great as well Check for rodents – Be cautious of using pesticides – Traps / non-toxic chemicals are best 14

Pantry Set Up Food Safety Cont. • Pet food kept separately • Food preparation is not allowed – California State Food Safety Certification • Available online for $10 15

Pantry Set Up Do you have refrigerators and freezers? • Important, now, more than ever – Temperature Logs Safeway coming on board • Your opportunity to grow with us- together we can do more 16

Pantry Set Up Client Choice • What does it look like? – Respects dietary needs – Reduces waste – Empowers clients – Provide variety – Helps move those “odd” items 17

Together We Can Do More Questions? 18