Food Bank Operations - Amazon Web...

Humanity First

Food Bank

Operations

Contact:

600 Bowes Rd, Unit-40, Concord, ON, L4K 4A3

Tel/Fax: 416-440-0346

Email: [email protected]

Website: www.humanityfirst.ca Humanity First is a registered non-profit charitable organization offering disaster relief

and human development programs in Canada and across the globe. Charity Registration No. 87254 1040 RR0001

Food Bank Operations

Humanity First of 31



Table of Content

1. Introduction: Vision & Mission Statement 5

2. Food Bank Programs: 5

2.1. Feed A Family Program 6

2.2. Feed the Homeless Program 6

3. Food Bank Infrastructure 8

4. Facility Requirement 9

5. Personnel Requirement 9

5.1. Intake Coordinator: 9

5.2. Inventory Coordinator 9

5.3. Delivery Coordinator 11

5.4. Delivery Volunteer Team: Delivery Volunteer Code of Conduct 11

6. Fundraising and Food Drives 13

6.1. Fundraising / Food Drive within Community 13

6.2. Fundraising / Food Drive from other Sources 14

6.3. Food Drives 15

7. Food Bank Operations 17

7.1. Client Registration 17

7.2. Food Sorting and Packaging 17

7.3. Delivery System 18

7.4. Delivery Follow-up 18

8. Volunteer Management 19

9. Publicity and Awareness 20

10. Annexure 22

10.1. Annexure 1: Feed a Family - Client Registration Form 23

10.2. Annexure 3: Most Needed Items for Food Drives 24

10.3. Annexure 3: Volunteer Registration Form 25

10.4. Annexure 2: Guidelines for Collecting Funds/Issuing Receipts 30



1. Introduction:

Our Vision: Humanity First dreams of a future where no one is without

shelter, no one sleeps hungry and no child goes to school without breakfast.

Until then Humanity First continues to help people living below the poverty

line by putting food on their table!

Our Mission: Humanity First strives to alleviate poverty and reduce hunger

by providing food support to those in need, and creating awareness on issues

related to hunger within the community.

2. Food Bank Programs: Humanity First provides emergency and short term support to the low-income

individuals and families by providing the following:

Monthly Food Security: Monthly food hampers will be provided to walk-

in clients, as well as, food will be delivered to those for whom reaching

the food banks is a barrier.

Culturally appropriate food is available for clients from various ethical

backgrounds

Supplementary Support: Providing supplies of basic needs such as,

clothing and accessories, school supplies, healthy snacks for school

going children, used computers, etc.

Under the above mandate, Humanity First Food Bank located in the city of

Vaughan is offering the following two programs to support the less privileged

struggling for their daily sustenance:

1- Feed A Family

2- Feed the Homeless

Humanity First is offering these programs to residents of York Region

communities and GTA areas.



2.1. Feed A Family Program:

Humanity First provide food hampers containing non-perishable food items

to families and individuals, once a month or depending on their need. The

food hampers contain items such as, canned food, pasta, flour, rice, sugar,

cereal, juices, tea, coffee, and some snacks. The program recipients are

from the following categories:

low-income families

people on ODSP or on Social Assistance (Ontario Works)

new immigrants / refugees

seniors

students under debt

people ill-equipped for regular employment

people without stable shelter, battling abuse or other handicaps, or

anyone going through vulnerable circumstances and seeking help

Clients are also referred by various public service agencies and social

workers.

Food Delivery Service: Humanity First offers delivery of food hampers to

those who are unable to come to the food bank due to any limitation, such

as physical handicaps, or unavailable transportation. This service increases

the accessibility of the service and is unique in nature.

Clients with transportation facility are attended at the food bank within the

operational hours by booking appointments.

2.2. Feed the Homeless Program:

Each year before the New Year begins; Humanity First reaches out to

homeless individuals and delivers hot meals in the spirit of giving during the

holiday season in the month of December.



Theme: The theme of this service is named as “Fighting

Hunger - One Pizza at a Time!”

Dates and Area: The volunteer teams cruise in downtown Toronto

with food loaded vehicles to locate homeless in the

wide neighbourhood of Yonge and Dundas area on

December 24 and 25.

Public Awareness: This event is introduced to public through mass email

messages and press releases.

Meeting Location: Humanity First coordinators and volunteers meet at

Allen Gardens in downtown Toronto. Each team with

a team lead is dispatch with food loaded vehicle to

various streets. Each team is provided with a map of

streets they should be covering for food distribution.

Food: Usually Pizza slices are served to the homeless and

needy people. The food package contains two pizza

slices in paper boxes with juice and water in a plastic

bag.

In a spirit of giving back to community, the volunteers from various

communities and backgrounds join Humanity First and step out in freezing

cold to participate in this good cause when families are enjoying holidays in

the warmth of their homes. The two days service lasts for a maximum of 5

hours each day.



3. Food Bank Infrastructure:



Facility Requirement: Humanity First Food Bank is equipped with the following resources:

3.1. Telephone helpline for:

clients to call and make a request for food support OR

various agencies to call on behalf of their clients for food support

3.2. Computers and internet

3.3. Photocopier, printer, fax machine

3.4. Client Database Application or any other system

3.5. Operating Hours: The Food Bank operates 7 days a week with the

following operational hours:

Monday to Friday – 10am to 5pm

Saturdays and Sundays – 11am to 2pm

4. Personnel Requirement: One main program coordinator is required to administer the Food Bank’s

programs and activities.

Three assistant(s) coordinators are required to carry out general operations

and services. For delivery services, a team of delivery volunteers is established

in each city/branch or neighbourhood where Food Bank’s clients are

populated.

Personnel Required:

1. Intake Coordinator

2. Inventory Coordinator

3. Delivery Coordinator

4. Teams of Delivery Volunteers

Food Bank staff / volunteers work collaboratively to help each other in areas

wherever and whenever additional help is required.



4.1. Intake Coordinator:

Intake Coordinator manages clients’ requests, prepares volunteer

schedules, and maintains daily records. Responsibilities are as follows:

1. Attending phone calls taking messages, notes if required.

2. Checking voicemails, conveying messages to concerned individuals,

Returning calls.

3. Entering client’s food requests in the application database. Upon

attending clients, in person or over the phone, ensuring all information

of all clients is complete and accurate.

4. Informing clients of the date and time of the delivery.

5. Booking appointments for clients’ walk-ins.

6. Preparing delivery lists for Delivery Coordinator and teams of each

area. These lists should be sent for the upcoming delivery day.

7. Forwarding new delivery list to packaging coordinator for finally

getting the food boxes ready.

8. Maintaining each clients file folder with records provided by the clients

while registration.

9. Maintaining database of food suppliers / grocery stores / food

companies to contact for donations and purchasing if advised by the

program director.

10. Housekeeping of the facility, garbage / recycle disposal

4.2. Inventory Coordinator

Inventory Coordinator deals with food inventory: merchandizing,

warehousing, food sorting and organizing and preparing food

hampers/boxes. Responsibilities are as follows:

1. Organizing food pantries, sorting food, shelving, labelling etc

2. Replenishing shelves with inventory from the storage area. Keeping

the storage and working area in proper order.



3. Preparing food boxes according to the delivery list of the day. Marking

food boxes with clients’ names and locations.

4. Organizing food boxes for pickup at the main entrance with list and

maps of deliveries for drivers.

5. Attending walk-in clients

6. Preparing rice and flour small bags out of the large sacks. Replenish

the food pantries.

7. Monitoring food inventory, notifying immediately to main coordinator

of items reaching end of stock

8. Housekeeping of the facility, garbage / recycle disposal

4.3. Delivery Coordinator

Delivery Coordinator administers delivery system in terms of: recruiting

delivery volunteers and scheduling them for delivery service in those areas

where Food Bank’s clients are residing. This service is done on weekly basis;

however additional deliveries are sent based on the nature of the need of

the client.

4.4. Team of Delivery Volunteers:

The delivery coordinator establishes a network of delivery volunteers.

Delivery Volunteers are scheduled on each Saturday for delivering food to

the client’s residence. They

Guidelines for delivery volunteers are listed below:

Note: All recipients are informed of their delivery date and time. Recipients have also

been notified that volunteers will leave the food delivery at their door-steps, in

case if there is no response to the volunteer’s phone call or door bell. This

discretion is obtained while registering the clients. Volunteers are obliged to keep

recipients information confidential. Volunteers are also encouraged to bring all

concerning matters to the attention of Delivery Management Coordinator and

the Food Bank Coordinator.



A- Upon Arriving at the Food Bank, the Delivery Volunteers Should:

1. Check the recipients list of their area, name, phone#, addresses, and

buzz codes.

2. Check for any special comments for any recipient.

3. Count the food boxes and match the number with the list.

4. Some boxes may have additional items outside the box (rice and

flour bags, etc); they will have the recipient’s name and box number

on it.

5. Sign-in at the office before leaving with your contact information so

Food Bank staff can follow up with you for any delivery related

concerns.

B- For Apartment Buildings:

1. Upon Arriving:

a. Call the recipient, introduce yourself as Humanity First Volunteer

b. Ask the recipient to come and bring any ID to confirm the name of

the person requested the food hamper

c. Remind them to bring any cart, if they have any, to carry back the

food.

2. For People with Physical Disability:

a. Park the vehicle

b. Call, introduce yourself and then confirm the name of the person

requested the food hamper

c. Go to their apartment and ask them where they would like you to

drop the food, outside at the door step or inside. If the recipient

has no one else to receive the delivery and is unable to come to

the door, take the food inside with recipient’s permission.

d. A small dolly or cart can be helpful in delivering the food in

apartment buildings.

3. Special Instructions for Volunteers with No Cell Phones:

a. Park the vehicle



b. Go to the entrance, ring the buzzer and inform the recipient of

your arrival. Then follow the above directions whichever apply.

c. If there is no answer to your call, leave the door at the door step.

You may ring the management buzzer and ask if the food delivery

can be left with them.

d. For any deliveries for which there was no answer to your call,

inform the Food Bank coordinator to report for the deliveries left

at the door.

C- For Houses:

1. Follow the same as Section A, part 1, a to d

2. If there is no answer to your call, leave the food at the side of the

door step.

D- Report:

1. Report to the concerned food bank staff after completeing the job.

2. If there are any concerns, change of information of the clients, or any

food hamper not delivered, inform the staff immediately so

necessary measures can be taken acordingly.

5. Fundraising and Food Drives:

5.1. Fundraising/ Food Donations within Community:

One representative is appointed in each branch, community or

organisation who keeps a receipt books and collects monetary or

food donations. This representative is required to attain

comprehensive information of Humanity First projects and programs,

especially of Food Bank.

Each resource body holds their own food drives and makes

arrangements of depositing food donation to the Food Bank. They

can also call Humanity First office for pick up.



For monetary funds collection, representatives are required to follow

“Guidelines for Collecting Funds/Issuing HF Receipts”. (See attached

Annexure 3)

5.2. Fundraising / Food Donations from Other Sources:

Agencies

Food Companies

Grocery Stores

5.3. Food Drives

Humanity First organizes number of food drives all across Canada every

year. They are categorized as follows:

1. Neighbourhood food drive

2. Educational and Business institutions’ food drive

3. AMJ Youth Organisation’s Annual large scale food drive

A list of most needed items is provided to all sources running food drives

for Humanity First Food Bank. (Refer to Annexure 3)

1. Feed a Family Food Drive – Neighbourhood

1. Select a date for the food drive.

2. Choose a neighbourhood to conduct the

food drive.

3. Go to http://maps.google.ca/ and finalize

the main intersection and the adjacent

blocks in which teams will go for food

drive.

4. Print the map and divide the area into

sections to assign to each team.

5. Highlight the streets that border and fall

within each section assigned to teams.



6. Contact Humanity First National Team to coordinate on advertising the

food drive in the selected neighbourhood. Such as:

a. posting of food drive signs on street corners

b. distribution of flyers to each house (Flyers indicate date and time

frame for Food pick up, and also advise donors that they may

place the food in a box or bag and mark it with ‘HF’ and leave the

box/bag on the porch on the day of pick up)

7. Get volunteers to go door-to-door and distribute flyers to each house in

the selected neighbourhood.

8. On the scheduled date, which should be a few days after the flyer

distribution, volunteers should go again and collect the donated items

from each house. (It is mandatory to go with Humanity First

merchandise, which includes wearing t-shirts with logo, tote bags,

receipt books, HF brochures and pens. Volunteers are strictly advised not

to go inside the house for collection even if the household invites.)

9. Drop off all donated items to the Food Bank. Food Drive coordinators

must arrange transportation vehicles for collecting food from the streets

and transferring to the Food Bank.

10. Volunteers at the Food Bank will then sort the food and will dispose of

expired donations.

11. Volunteers at the Food Bank will be responsible for further sorting by

category (e.g. soups, vegetables, fruits, instant meals, sauces, juice, etc.)

and replenishing shelves with newly donated items.

2. Feed a Family Food Drive – Educational Institutions

1. Prepare a proposal letter for the school admin, school council, or

student council. (sample letters are available upon request)

2. Decide a Date / Time Frame (one or two weeks, or more)

3. Team Building

4. Marketing & Promotion of Humanity First Food Drive:



Get a flyer ready for posting, distribution and emailing. (sample

flyers are available with Food Bank Staff)

Announcements in the school

Blurb in newsletters

5. Get the bins ready at the set locations within the facility.

6. Collection of Food

7. Evaluation of Winners: Organizers can also conduct a competition

among student groups or classes to maximize the collection. The grade

or class scoring highest food collection then receives an award of

outstanding achievement.

8. Awards Distribution: Humanity First certificates / awards are presented

to school administration and students.

3. AMJ Youth Association Annual Large Scale Food Drive

Every year AMJ Youth Organisation launches a massive food drive all across

Canada to support Humanity First Feed a Family Program in the month of

December. This initiative under this organisation is mainly planned and

administered through their head office in Maple, Ontario.

This organisation not only runs neighbourhood food drives in every branch

/ city, but also raises monetary funds to purchase food stocks on large scale

from suppliers.

The organisation holds competitions among their branches in each region

and sets targets to motivate the volunteers to exceed in their efforts. Their

food drive teams set out in freezing cold temperature to go door-to-door to

collect food for Humanity First Food Bank.

Approximately 500 youth participate in this initiative on an average and

strive hard to surpass their projected collection goals.

In 2009, they collected a total of 165,000 lbs of food, exceeding their initial

target of 140,000 lbs.



6. Food Bank Operations

6.1. Client Registration:

Individuals and families in need of food support register with Humanity

First Food Bank by contacting via:

In Person: 600 Bowes Road, Unit 40, Concord, ON, L4K 4A3

By Tel: 416.440.0346 ext. 0, 2

By Email: [email protected]

There are no requirements for first time food requests; however for

subsequent requests proof of I.D for all recipients is required:

Any type of I.D

Any type of proof to determine family size

Clients are registered using the “Clients’ Registration Form” available in the

Food Bank Application. All clients are informed about the Food Bank’s

Disclaimer notice.

(Sample Registration Form is attached in Annexure)

6.2. Food Sorting and Packaging:

1. At Humanity First Food Bank, food sorting and packing is a routine

activity taking place on weekly basis, mostly by the weekend volunteers.

However at a time when food donation arrives or any food stock is

nearing the expiry date, food sorting is performed on priority basis. Food

is sorted and organized properly in shelves making it ready to pack for

the clients.

2. Packing of generic boxes for delivery purpose also takes place in

advance and around 30 to 40 family boxes are packed and stored in the

storage area for weekly deliveries.

3. A list of most commonly used food items is created and is provided to

the packing team to prepare generic family boxes.



4. Later on, the staff /volunteers customize each box when final delivery

list is ready before the delivery day by checking the special needs or

preferences of the client who requested for food. For example, if a client

has peanut allergy, the person customizing the box will ensure there is

no item packed with peanut products.

5. The food package is prepared while keeping the family size and special

need in view.

6.3. Delivery System:

1. Food Bank Coordinators inform the clients of their food hamper’s

delivery date and time when clients call and place their request for food

assistance.

2. Food Bank Coordinators also prepare area based delivery lists with client

residential information for each city/ neighbourhood and email them to

Delivery Coordinators prior to the scheduled delivery day.

3. Rout maps are also printed for each location and are attached to the list

for drivers’ convenience.

4. The Delivery Coordinator plans and administers food delivery services in

areas of need. He is responsible for recruiting and appointed volunteer

teams to deliver food hampers to those recipients’ residence for whom

coming to the food bank is a barrier.

5. Delivery schedules are made for weekly delivery service. Humanity Food

Bank delivery day is every Saturday of the month.

6. Volunteer drivers come to the Food Bank on every Saturday from

various regions to pick up their boxes and then are dispatched to the

areas assigned to them for delivery.

7. Delivery volunteers are advised to sign-in upon their arrival to Food

Bank follow the guidelines mentioned above

6.4. Delivery Follow-up:



1. Once the deliveries are done, the Food Bank staff follow-up with the

volunteer drivers for any concerns or problems they may have in

executing the job.

2. Routine follow-up is also done with those clients who called for missing

deliveries or who show any other concern.

3. Clients’ survey is also conducted over the phone occasional to ensure

their satisfaction with the service that Humanity First is providing to

them.

7. Volunteer Management:

Humanity First targets schools and local community population providing

incentives such as volunteer hours certificates, community service and

training opportunities.

7.1. Volunteer Sources:

1. Student Volunteers:

Students from local schools who need community hours are

scheduled during daily operating hours.

Students are also given co-op positions at the food bank.

2. Community OR Agency Referred Volunteers:

Individuals looking for community service and experience are given

various assignments at the facility, or outside the facility. (Such as:

fundraising, research, marketing, compilation of database etc.)

By policy, every individual seeking volunteer opportunities with Humanity

First is required to get registered by completing a Volunteer Registration

Form. (See attached, Annexure 3)

In order to run daily general operations throughout the week, a volunteer

schedule is created on a monthly basis.



A volunteer log is maintained on a daily basis in order to record volunteer

information and their hours of service.

7.2. Volunteer’s Responsibilities at the Food Bank:

Volunteers, individuals or groups, are responsible for the following:

Food sorting, disposing expired food items

Organizing the warehouse

Restocking shelves/replenishment

Packing food hampers for families

Assisting with clerical duties, such as answering incoming phone calls,

data entry, filing, etc.

Divide bulk food bags into smaller packages, making it suitable for

food hampers distributed to families. (Such as: rice, sugar, flour)

Maintaining cleanliness: Vacuum food storage areas, garbage

disposal.

Volunteers also participate in food drives, held in neighbourhoods or within

various institutions.

8. Publicity and Awareness:

8.1. Flyers/Brochures: Flyers/brochures are created and distributed for

public awareness and for promoting Food Bank services in all

community centers and agencies.

8.2. Media Articles and Press Releases: Media articles and press

releases are released throughout the year on special event, activities

or as needed. However Food Bank activities are covered regularly in

quarterly published Humanity First Newsletter.



8.3. Reports: Brief reports are prepared on monthly basis. Food Bank

annual report is prepared at the end of the year and is included in

Humanity First Annual Report of the year.



Annexure



Feed a Family - Client Registration Form

Full Name: Date of Request:

Address: Street Address: City:

Postal Code: Apt. #: Buz. # (If any):

Phone: Home: Cell:

Employment Status: Unemployed: Employed: Full Time: Part-Time:

Source(s) of income: Social Assistance, EI, ODSP, CPP, OAS, Child Support, or any other:

Name and contact information of the worker /contact person from your financial assistance agency:

Do you own your residence or rent? Rent: $ Mortgage: $

Family Size (Number of dependants in your immediate family):

Please provide family detail below. Attach extra sheet if required.

Full Name Relationship to Applicant

Age Status Details: student, employed, unemployed, senior, stay-home, etc

1.

2.

3.

4.

5.

Allergies or dietary restrictions due to any health issue or religion:

How did you learn about Humanity First:

Documents Required:

Please provide a latest copy of the following:

1- Proof of income, if employed or receiving income support

2- Rental agreement / rental receipt

3- A copy of the picture ID

4- Copy of health cards of the immediate family members or dependants of the applicant

Humanity First is not responsible for quality or quantity of food given out. We only pass on upon request what is received as donation. Humanity First does not guarantee any specific quantity or availability of any specific food item. Clients receiving any item from Humanity First are themselves responsible to check the product and suitability for use. If they are in doubt, they must not use the food and discard it. Use of any food item is solely on client's personal discretion. Checking for allergy and avoiding any specific food is solely client's responsibility. Humanity First does not bear any liability what so ever in this regard. By completing this form, the client agrees to accept help and support from Humanity First on these terms and completely and unconditionally indemnify Humanity First in all respects from any liability.

Applicant’s Signature: ______________________________________________ Date: __________________

Annexure 1



Most Needed Items for Feed a Family Program

No. Items

1

Canned Vegetables:

Potatoes

Peas & carrots

Corns

Mushrooms

Olives

green beans etc.

2 Canned Fruit (Pineapple, fruit cocktail, peaches, etc)

3 Juices: Apple, Orange, Mango, fruit drinks

4

Soups and Meals (small and medium cans, heat and serve):

Vegetable

Chicken Vegetable

Chicken Noodle

Beef Vegetable

Beef Ravioli

5

Canned Meat:

Tuna

Salmon

Sardine

Corned beef etc. Note: Items containing pork are not accepted.

6 Pasta

7 Rice, Flour, Sugar – medium bags

8 Side dishes, quick to make – mac & cheese

9 Cereals, oatmeal, and pop tarts for breakfast

10 Snacks/Dessert: (Cookies, Crackers, Jello, Pudding, pop corns etc.)

11

Bread Spreads:

Jams

Peanut Butter

Nutella

Honey, etc

12 Tea / coffee /Evaporated Milk cans

13 Condiments: Ketchup, salad dressings, pasta sauce

14 Oil

Annexure 2



Humanity First Volunteer Registration Form

Annexure 3



Instructions for Issuing Receipt to Food Bank Donors

In order to issue correct receipts and maintain an accurate donor database, the

receipt book holder or the person issuing the receipt at the spot MUST follow the

instructions outlined below. This is to ensure that donors have received a proper

receipt for tax purposes, and it makes the data entry process smooth and

accurate.

1. ALL fields must be completely filled out for all donors

DATE: Full Day, Month and Year

PROJECT: Indicate which HF project the donation is going

towards

NAME: Full First Name and Last Name

ADDRESS: Full address (Street Name, Number, City, Postal Code,

Branch)

PHONE #: Full Phone Number with area code

DONOR ID #: This number refers to the individuals Donor ID

(member code); if Donor ID is unknown, all fields

MUST be accurately filled out

CVD Code: The CVD code and the card expiry date MUST be

recorded when issuing receipts for donations made

by Credit Cards

EMAIL: If you can provide the donors email address,

please do so, so we may contact them about

future Humanity First projects and events

2. Businesses/Organizations – Put the organizations name in the ‘First Name’

field, and put Inc. in the ‘Last Name’ field. Complete all of the fields and

include the organizations contact person’s name and phone number in the

comments section.

3. Issuing Receipts:

White Copy – Goes to the donor

Annexure 4



Yellow Copy – Goes with the donation money batch

Pink Copy – Stays in the receipt book

4. Depositing or Submitting Donations – Donations collected should be

deposited on a weekly basis, or at least by the 29th of every month. You

may submit the donations by depositing it into the Humanity First account

at any RBC Bank location, or you can submit it in person to the Humanity

First Office.

DEPOSIT TO RBC – If you have a Deposit Slip book, please fill out the

information and submit it with the donation money at RBC Bank

(deposit slips are available at the bank as well). If you don’t have any

deposit slips, you may still deposit the batch at an RBC Bank branch

by presenting the Humanity First Transit and Account Number

(Transit #: 00192 / Account #: 1085349). After depositing the money

into the account, you must make a photocopy of the deposit slip and

submit it along with the yellow receipts to the HF Office, via mail or

in person. (Please send yellow receipts to the ‘Attention of: Dr. Aslam

Daud’)

IN PERSON - To submit your donation collection, you may choose

from the following options:

Drop off the donation to the Humanity First Office

Call 416.440.0346 to request for pickup of the donation

collection

For any questions or concerns, contact via telephone or email at:

Tel/Fax: 416.440.0346 or

Email: [email protected].

mailto:[email protected]

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