food pantry best practices

Food Pantry Best Practices

March 28, 2014

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– Back to Basics• Online Ordering• Scheduled Appointments• Produce/SHFB Products

– Monthly Reports– Clients and Hours and Intake (Oh my!)– Pantry Set up

Overview

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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.

Back to Basics

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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– Must be authorized to pick up food orders, produce

market, and shop• Must attend Agency Orientation (1st & 3rd Friday from 10-11)• Letter, on agency letterhead, signed by agency’s supervisor

– Keep an eye on your helpers

Back to Basics

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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.

Back to Basics

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• Due Date: 7th 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!

Monthly Reports

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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!

Clients and Hours and Intake (Oh my!)

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When Clients Enter1. Make the client feel welcome – Wal-Mart

Greeter concept2. Serve clients promptly or provide reason for

waiting time3. Have a comfortable place for clients to sit

Clients and Hours and Intake (Oh my!)

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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

Clients and Hours and Intake (Oh my!)

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• 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 CalFresh(food stamps) do you

know if you are qualified? – Do you have children under the age of 5?

• Are you receiving WIC benefits?

Clients and Hours and Intake (Oh my!)

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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

Clients and Hours and Intake (Oh my!)

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Always Remember:• No Bartering

– Requesting clients to do this before receiving this (food)• No Proselytizing

– Pray with us before receiving this food

Clients and Hours and Intake (Oh my!)

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Pantry Set Up

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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

Pantry Set Up

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Food Safety Cont.

• Pet food kept separately

• Food preparation is not allowed– California State Food Safety Certification

• Available online for $10

Pantry Set Up

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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

Pantry Set Up

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Client Choice• What does it look like?

– Respects dietary needs– Reduces waste– Empowers clients– Provide variety– Helps move those

“odd” items

Pantry Set Up

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Questions?

Together We Can Do More

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