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FeedingtheFutureofAmericaAVolunteer’sGuidetoLeadingaBlessingsinaBackpackProgramSite

WhenschooldismissesonFriday,morethan15millionchildrenwillleavetheirclassroom,uncertainwhethertheywillhaveenoughfoodtoeatthatweekend.OneinfiveAmericanchildrenfacefoodinsecurity-morethanthepopulationsofNewYorkCity,LosAngeles,andChicagocombined.Duringtheschoolweek,mostofthesechildrendependonthefederalfreeandreducedmealprogramtheirschooloffers.Sometimes,themealsatschoolaretheonlyonestheyget.WhentheschoolclosesitsdoorsonFridayafternoon,manyofthesechildrengohometoemptycupboardsandhungerpangsfor65hoursuntiltheyreturntoschoolonMondaymorning.Whowillfeedthemthisweekend?Wewill.ThankyouforconsideringleadingaBlessingsinaBackpackprogramsiteandmakinghunger-freeweekendsarealityforchildreninyourcommunity.Youarejoiningateamofdedicatedvolunteerswhoarepartofanationalteamthatprovidedmorethan3.2millionhunger-freeweekendstochildrenlivingwithfoodinsecuritylastschoolyear.InyourroleasProgramCoordinatoryouareresponsiblefor:

• Leadingthelocalvolunteerteamtoraisefundstocoveryourschool’sfoodexpense• ServeastheliaisonbetweenBlessingsinaBackpackandyourschool• Partneringwithalocalgrocertopurchasefoodandarrangepick-up/deliveryoffood• Packingbackpacksweekly

Duetothededicationofourvolunteersthroughoutthecountry,childrenlivingwithfoodinsecuritywillbenefitfrommorethan3.6millionhunger-freeweekendsthisschoolyear.Butweknowtheimpactofourworkgoesbeyondremovingfoodinsecurity.StudentsurveyresultsshowthatchildrenfedbyBlessingsinaBackpackexperiencethefollowingpositiveresults:

• 78%feelcaredforbytheircommunity• 71%feeltheyarehelpingtheirfamily• 60%exhibitimprovedbehavior• 59%finditeasiertolearnatschool

INTRODUCTIONBeforegettingintothedetails,belowissomegeneralinformationaboutBlessingsinaBackpackandourworktofeedthefutureofAmerica. MISSIONSTATEMENT:BlessingsinaBackpack(BIB)mobilizescommunities,individualsandresourcesto providefoodontheweekendsforelementaryschoolchildrenacrossAmericawhomightotherwise gohungry. VISIONSTATEMENT:Everyschool-agedchildinAmericahasthenourishmentneededtolearnand grow.Asaleaderinthemovementtoendchildhoodhunger,BIBstrivestoensurechildren don’tgohungryontheweekendsbyempoweringindividualsandcommunitiestotakeaction.Ifyouareinterestedinmobilizingyourcommunitytofeedchildrenwhoarelivingwithfoodinsecurity,pleasereviewthisentiredocumentandcompletetherequiredpaperwork.Welookforwardtopartneringwithyou!

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HOWMUCHDOESITCOSTSTOFEEDACHILD?Aslittleas$100feedsastudentfortheentire38-weekschoolyear.$90paysdirectlyforfoodtofillweeklybackpacksand$10isdedicatedtonon-foodprogramsupport.Eachyear,$5perstudentwillbedeductedfromyouronlineaccounteffectiveApril1andNovember1,basedontheheadcountsinplaceatthattime.STEPONE:FINDINGASCHOOLThefirststepistoidentifyaschoolinyourarea.Ifyoudonothaveaparticularschoolinmind,visitwww.localschooldirectory.com,andselectyourstate,thencity.Thisresultsinacompletelistingofschoolsintheselectedarea.Thewebsitelooksasfollows:Clickontheschoolnameandscrolldowntothe“FacultyDetailsandStudentEnrollmentsection.The“FreeLunchStudentEligibilityBreakdown”bulletgivesnumberofchildrenandpercentageofchildrenwhoqualifyforthefreeorreducedpricemealprogramatthisschool.Theexampletotherightshows110studentswith59.5%ofthestudentbodyqualifying.Thisistheneedatthisparticularschool.Ourgoalistofeedatleast50childrenperschool.STEPTWO:SCHOOLPROCEDURESAfterselectingatargetschool,makeanappointmenttomeetwiththeschoolprincipalorcounselortointroducetheBIBprogram.Explainourmission“BlessingsinaBackpackmobilizescommunities,individualsandresourcestoprovidefoodontheweekendsforelementaryschoolchildrenacrossAmericawhomightotherwisegohungry.”Manyschools,whichhavestartedtheBIBprogram,haveseenbettertestscores,improvedreadingskills,positivebehavior,improvedhealthandincreasedattendance.

Theschool’sroleistoidentifychildrentoparticipateintheBIBprogram.Someschoolswillselectchildrenwhoappeartobemostatriskwhileothersmaytargetchildreninaspecificgradeorlevel.Oncetheprogramisslatedtobegin,werecommendanOpt-OutLetterbesenthomewiththefirstbackpacksoffood.Pleaseseepage8intheattachmentsection.WerecommendyoucollaboratewithschooladministrationtodetermineifdrawstringbackpacksorplasticbagswillbebetterfortheBIBprogramattheschool.Ifusingdrawstrings,schoolstaffwillneedtocollecttheseonMondayssoyoucanrepackfoodforthefollowingweek.Plasticbagsaredisposableandwillnotneedtobereturned.BothareprovidedbytheNationalOfficeatyourrequest.Theschoolcandeterminehowtheydistributebagstostudentseachweek,andbelowarewaysotherschoolshavedoneit:

• Assignedstaffmembersplacefilledbagsinthechild’sbackpackinthechildren’scubbieswhentheclassroomisempty

• Childrenwalkthroughan“assemblyline”topickupfilledbags(thisisusuallydonewithlargerBIBprograms)

• VolunteersdeliverpackedbagstothedesignatedclassroomsforteacherstodistributeConfidentialityisaconcernforallschools.ThedecisionofwhichchildrenwillbeselectedtoparticipateintheBIBprogramismadeattheschoollevelandisnevercommunicatedtoavolunteerortheBIBnationaloffice.

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BIBandourvolunteerswillonlyneedtoknowthenumberofchildrenbeingfedataschool.Pleasereassuretheschoolthatallparticipantsandtheirfamiliesremainanonymous.Photographsofvolunteersandpackingeventsarewelcome—pleasesharethemwidelytogainsupportforthegoodworkyouaredoing.Photographsofchildrenarenotpermitted.TheBIBnationalofficehasimagesofchildrenthathavebeenapprovedfornationalrelease.PleasecontactyourProgramManager(PM)withyourrequests.Onceyouhavereceivedapprovaltostarttheprogram,pleasecompletethefollowingformslocatedattheendofthepacket:

• ProgramSiteInformationForm:Thisiscompletedonceyouhavereceivedschoolapproval.Pleaseprovideasmuchinformationaspossible.Oncewereceivetheseforms,youwillbeassignedaProgramManager(PM)toassistyouwithyouraccount.ThePMservesastheliaisonbetweenthenationalorganizationandthelocalschool.YourPMwillsendyoulog-ininformationtotheProgramCoordinatorToolkitontheBIBwebsite.Thispagecontainsformal“OptOut”and“OptIn”lettersaswellasourlogos,federaltaxIDnumber,andotherresourcesandtoolstomanageyourprogram.

• MemorandumofUnderstanding:ThisformisanagreementbetweenProgramCoordinatorsandtheBlessingsinaBackpacknationalofficethatyourecognizethisisathree-yearcommitmenttofeedthestudentsatyourdesignatedschool(s).Fundingforonesemester(19-weeks)mustbesecuredpriortothestartoftheprogram.

Theformscanbescannedandemailedtoanitaknazze@blessingsinabackpack.orgorfaxedto(502)259-9023.STEPTHREE:ENGAGEYOURCOMMUNITYBlessingsinaBackpack’suniquestructureallowstheprogramtobetailoredtoeachcommunity’sresourcesandneeds.Thisflexibilityandcommunity-levelfocushasfosteredrapidgrowththroughoutthecountry,resultinginmorechildrenreceivingweekendnutrition.Localvolunteerteamsfocusonraisingthesupportnecessarytocovertheircommunity’sprogramexpense.YourPMcanassistyouindevelopingaprogrambudgetforyoursitebasedonthenumberofchildrenyouareserving.Thelocalvolunteerteamisresponsibleforraisingfinancialsupporttocoverthefoodandaportionofnon-foodprogramexpenseforthechildrenparticipatinginBlessingsinaBackpackatyourschool.Werecommendyoubeginwithfeeding50children;youcanalwaysincreasethenumberatalatertime.Tobeginimplementingtheprogram,19-weeksoffundingmustbesecured.Forexample:50childrenx$100eachx3years=$15,000.Manyofourvolunteersholdfundraisingevents,researchandapplyforcommunitygrants,andsolicitprivatedonors,businesses,andorganizationsatthelocallevel.TheProgramCoordinatorToolkit,locatedonourwebsite,http://www.blessingsinabackpack.org,willhaveinformationandtoolsneededforfundraising.YourdedicatedProgramManagerwillprovidethelinkandlog-ininformation.

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DONATIONS Checks:AllchecksshouldbemadepayabletoBlessingsinaBackpackwithyourSchool’sNameonthememoline.Donationsthatnoteyourschool’snamewillbeplacedinyourschool’saccount.Whendonationsaremailedtothenationalofficeormadeonline,andincludesthedonor’scontactinformation,thenationalofficewillthankthedonorfortheirsupportwithaletterthatservesasacharitablegiftreceipt.Checksshouldbemaileddirectlytoourbank:

BlessingsinaBackpackLockbox POBox950291 Louisville,KY40295-0291Cash:ThesedonationscanbeforwardedtoourofficeviaamoneyorderorcheckfromtheProgramCoordinatorwiththedonor’scontactinformationalongwiththeamountdonated.Whenthedonor’scontactinformationisincluded,thenationalofficewillthankthedonorfortheirsupportwithaletterthatservesasacharitablegiftreceipt.DoNOTsendcashviagroundmail.CreditCards:ThosewhowishtodonateviacreditcardcangototheBIB’swebsitehomepagehttp://www.blessingsinabackpack.organdclickon“DonateNow”.PleasediscussanyothertypeofintendeddonationwithyourProgramManager.PleaseonlyaskfordonationstosupporttheprogramasdefinedbyBlessingsinaBackpackandasoutlinedinthefundraisingtoolsincludedinthePCToolkitonthewebsite.AnyfundsraisedforpurposesbeyondprovidingweekendnutritionforchildrenlivingwithfoodinsecuritymusthavepriorapprovalfromyourPM.Toensureyourdonorscontinuetogive,BlessingsinaBackpackrecommendsthatthelocalvolunteerteamcommunicatewithdonorsoutsideofaskingfortheirsupport.Stewardshipexamplesincludeayear-endprogressreportletter,athankyounotefromachild,orinvitingdonorstocomeseetheprograminaction.Ifyouwouldliketolearnmoreaboutengagingyourdonorstoensuretheirongoingsupport,pleaseaskyourPMformoreinformation.

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DONATIONREPORTSDonationreportsareupdatedonthe15thand30/31stofeachmonth.Itusuallytakesourfinancialteam7–10daystorecorddonationsintoouraccountingsystem.Ifyouwouldlikeacopyofyourdonationreport,pleasesendanemailtoyourProgramManager.Makesuretoindicatethenameofyourschoolinallcorrespondence.Wewillmakeeveryefforttogetyouthereportsrequestedwithin48hours.Weareworkingonasystemwhereyouwillbeabletoviewyourreportsreal-timeonline.ThisoptionshouldbeavailablebySpring2017.FINANCIALSTATEMENTSFinancialstatementsareautomaticallysenttoprogramstwiceperyear.Themid-yearreportissentmidtolateJanuaryandincludesasummaryofthedonationsandexpensesmadebetweenJuly1andDecember31.Theyear-endreportissentmidtolateJulyandincludesasummaryofalldonationsandexpensesmadebetweenJuly1andJune30.Financialstatementsarealsoavailableuponrequest.STEPFOUR:FINDINGAFOODVENDOR Afteryouhaveraisedthedesignatedfunds,youwillneedtosecureafoodvendor.ManyofourprogramsuseafooddeliverysourcesuchasSysco,USFoods,orthefoodproviderusedbytheschool.PleasecontactyourPMtodeterminewhetherthereareestablishedfoodvendorsinyourarea.Youmayalsochoosetoworkwithalocalfoodbankorgrocer.Thegoalistofindavendorthatwillbewillingtoworkwithyouonordering,delivery/pickup,andpricing.Ifyouchoosetoworkwithalocalvendor,pleasecallandarrangeameetingwiththemanagertoexplaintheBIBprogram.Youwillneedtoagreeuponasetmenu/pricingandarrangethepickupordeliveryschedule(weekly,bi-monthlyormonthly)aswellaspaymentoptions.IfyoudecidetoworkwithWal-MartorSam’sClub,BIBwillissueaBIBWal-Martcreditcard.Somegrocershavein-storeaccountoptionsthatarewillingtodirectlybilltheBIBnationaloffice;pleasemakesuretheyindicateyourschoolnameonallinvoicing.BIBcanalsopre-paythegroceroncethestoregivesyouthebalance.ThecheckshouldbemaileddirectlytotheProgramCoordinatorwhocanthentakethecheckwiththemwhenpurchasingthefood.BlessingsinaBackpackdoeshavesetmenuandpricingwithSyscoFoods,Meijer,OptimumFoodsandChampionFoodService.PleaseworkwithyourProgramManagertosetupanaccountwiththesevendors.Itemizedreceiptsmustbeprovidedforallfoodpurchases,programexpenses,andcheckrequests.

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MenuOptionsEachbackpackshouldcontainthefollowingfooditems:

• TwoEntréeItems• TwoBreakfastItems• TwoHealthySnacks

Themenubelowprovidesalistofapprovedfooditems.Wehighlyrecommendpurchasingstoreand/orgenericbrands,asthesepricesaremorecosteffective.Fooditemsshouldbesingleservingandeasytoprepare.Cannedfooditemsshouldhavepop-topsasnoteveryonehasaccesstoacanopener.Additionalfooditemsmaybeincludedinthebackpacksiffundingpermits.Pleasedonotincludecandy,gum,oranyfoodswithnuts.BlessingsinaBackpackhasapprovedmenusandpricingwithfoodvendorsincludingSyscoandMeijer.PrepackagedsolutionsarealsoavailablethroughOptimumFoodsandChampionFoodServiceinselectareas.PleasecheckthePCToolkitformoreinformationorcontactyourPM.ApprovedMenuItems

Breakfast Entrée HealthySnacks

BreakfastBars Soups FreshfruitOatmeal CannedMeats CannedfruitCerealBowls(singleserving) Raviolitypeproducts CheeseSticksGrits MeatSticks RaisinsGranolaBars CannedBeans AnimalCrackersFruit&GrainBars CannedVegetables Cheese&Crackers Non-PeanutSpread(Sunbutter,

WowButter)GrahamCrackers

FruitSnacks Pudding(2%Milk) Applesauce 100%Juice

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Parent Opt-Out Letter DearParent,YourchildiseligibletobearecipientoftheBlessingsinaBackpackprogramandoncetheprogramisimplementedwillreceiveabagofnon-perishablefoodeveryFriday.Thesewillbedispensedinadiscreetandcaringmanner.Thisprogramrunsthefull38-weekschoolyear.Ifyouwishforyourchildtoparticipateintheprogramyoudonotneedtodoanything.Thereisnocostassociatedtothisprogram.Ifyouchoosetooptoutofthisprogrampleasesignbelowandreturnthelettertotheschool.Thankyou!SignatureIdonotwantmychildtoparticipateintheBlessingsinaBackpackprogram.

(SpanishversionavailableonBIBwebsite)

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Parent Opt-In Letter

DearParent,TheBlessingsinaBackpackprogramisavailableatSCHOOLNAME.Theprogramisdesignedtoprovidenon-perishablefoodeveryFridaytochildrenthatwouldbenefitfromsupplementalnourishmentovertheweekend.Bagswillbedispensedinadiscreetandcaringmanner.Thisprogramrunsthefull38-weekschoolyear.Thereisnocostassociatedtothisprogram.Ifyouwishforyourchildtoparticipateintheprogrampleasesignbelowandreturnthelettertotheschool.Thankyou!SignatureIwantmychildtoparticipateintheBlessingsinaBackpackprogram.ForadditionalinformationregardingthisprogrampleasevisittheBlessingsinaBackpackwebsitehttp://blessingsinabackpack.org/

(SpanishversionavailableonBIBwebsite

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ProgramSiteInformationFormYourName: Address: Phone(H): Cell: Email: SchoolInformation SchoolName: Address: County: _________________________________________________________________Phone: Principal: Email: Numberofchildrentobefed: EstimatedStart/EndDateofProgram: ContactNameforSchool(ifapplicable)ContactName: Position: PhoneNumber: EmailAddress:

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GroceryInformationGrocery: ContactName: Position: PhoneNumber: EmailAddress:

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MemorandumofUnderstandingBlessingsinaBackpack,Inc.

andProgramCoordinator

ThisMemorandumofUnderstandingbetweentheProgramCoordinatorandBlessingsinaBackpack,Inc.(BIB)outlinestheresponsibilityanddutiesofeachpartnertoensurethattheBlessingsinaBackpackAdoptaSchoolProgramiscarriedoutinawaythatisconsistentwithBIBnationalpolicyandsupportivetotheProgramCoordinator.ThefollowingMOUwillcover:School: NumberofChildren: Forthefollowing3SchoolYears: 2016/2017,2017/2018and2018/2019 EffectiveDate: BIBwillsupporttheProgramCoordinatorbyprovidingatoolkittoassistwithstart-upandfundraising.BIBwillalsoassignadedicatedProgramManagertotheprogramthatwillmonitortheprogramtoensurecompliancewithBIBnationalguidelines,provideaccurateaccountingreportsontheprogram’sfundingtwiceperyearoruponrequest,processgroceryreimbursements/invoicesandensuredeliveryofbackpacksforeverychildintheprogramtoadesignatedlocation.Seepage13forfulllistofNationalServices.TheProgramCoordinatorwillworktobuildapartnershipwithagrocer,establishagreeduponpricingandascheduletoobtain,payfor,andtransportfood.Undernocircumstanceswills/heusegrocerymoneyforitemsnotincludedonthemenu.S/hewillensurebackpacksarepackedforeachchild,andenlistvolunteerhelptoachieveprogramgoals.TheProgramCoordinatorwillreturnformsinatimelyfashion,includingbutnotlimitedto:MOU,ProgramCoordinatorInformationform,groceryreceipts,etc.S/hewillapplyandsecurelocalgrantsandprovideapplicationinformationtoBIBnational.S/hewillproviderequiredfollow-upand/orreportsforgrantssecuredonbehalfoftheirprogrambythenationaloffice.MarketingmaterialsaretobeusedsolelyforthepurposeofachievingBIB’smission.TheProgramCoordinatormusthaveonesemesteroffundingbeforetheBlessingsinaBackpackprogramcanbeinitiatedinthedesignatedschool.ShouldfundsfallshortduringtheschoolyearitistheresponsibilityoftheProgramCoordinatortosecureorprovidefundsneededtocovertheshortfall.Intheunlikelyeventtheprogramcannotcontinue,anyremainingfundswillautomaticallybedistributedtothenearestBIBprogram.Blessingsnationalhasaninsurancepolicyinplaceintheeventoflitigation.Todatetherehavebeennoinstances.__________________________________________ PrintNameofProgramCoordinator __________________________________________ __________________SignatureofProgramCoordinator Date__________________________________________ __________________SignatureofBlessingsNationalProgramManager Date

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BlessingsNationalOfficeServicesProgramImplementationSupport

• DedicatedProgramManagerforyourprogram.• PCtoolkitavailableviatheBIBwebsite.• Providebags\drawstringsfortheprogram,atnocost.• Wal-Martinstorepurchasingcardsystem.• Assistswithgrocerarrangements.• NationalMenuswithMeijerandSysco(deliverywhereavailable).

MarketingandPublicRelations

• BrandawarenessbuiltbyNationalmarketinginitiativessuchasNationalBlessingsinaBackpackDay.

• HighlightlocalactivitiesontheNationalwebsiteandviasocialmedia.• Presstoolstohelpengagelocalmedia.• MaintainNationalorganizationwebsite.• Monthlyemailnewsletters.

AdministrativeSupport

• Maintain501c3(taxexempt)statusfordonations.• IndependentannualauditsandForm990’s,enhancingdonorconfidence.• Processfinancialtransactions–receivingandprocessingdonations,grocerpayments,

reimbursements,etc.Generatedonationreportsandprovideaccountbalancesuponrequest(availablethefirstand15thofeachmonth).

• GeneralLiabilityInsurancecoverage.• StateSalesTaxExemptionandSolicitationCertificates(selectstates).• Manageemployeematchinggiftrequests.

FundraisingSupport

• Providefundraisingtools,suchastemplatesforsolicitationletters,grantproposals,progressreports,andthankyouletters.

• Providefundraisingnewsletters,whichshareinsightsfromotherBIBvolunteersandfundraisingbestpractices.

• ProvideonlinedonationsystemwiththeNationalorganizationincurringallrelatedfeesandcharges.

• RecognizedonorsupportthroughacharitablegiftreceiptsentintheformofathankyouletterwiththeNationalorganizationincurringallpostageandprocessingexpenses.

• Acknowledgingdonorsthroughlettersofappreciation,taxreceipts,andothermethodsofrecognition.

• Eventinsurancepolicy(atcosttotheprogramevent).PleasecontactBlessingsinaBackpack,Inc.withanyadditionalquestions:Office:502-259-9952 TollFree:800-872-4366Fax:502-259-9023