MASS CARESheltering

Bulk Distribution

FeedingSafe and Well Linking

June 3-6 2015

American Red Cross Mission

The American Red Cross prevents and alleviates human suffering in the face

of emergencies by mobilizing the power of volunteers and the

generosity of donors.

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LET’S TALK FEEDING

PLAN

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WHAT IS FEEDING?

Giving food or nourishment Feeding is when the Red Cross

provides food, drinks and snacks to those affected by and responding to disaster events ranging from single family home incidents to larger events

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WHO DO WE FEED?

Feeding is offered to all who need it during a disaster event whether they are clients, first responders, or others who are assisting in the relief effort including partners, utility workers, and other relief agencies

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Canteening serves first responders assisting with disaster response efforts, shelter residents and others who need hydration and food

Mobile Feeding uses emergency response vehicles (ERVs) and other vehicles to distribute prepared food to clients in their neighborhoods

Fixed Feeding takes place at designated locations in and near the affected area

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HOW DO WE DISTRIBUTE FOOD?

WHERE DO WE GET THE FOOD?

Prepared in a shelter with assistance of the facilities food service staff

Local vendors/caterers Red Cross Mobile or Fixed kitchens Partner Agencies

Prisons Meals on Wheels/Food Banks Soup kitchens Non-profit Organizations

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HOW DO WE DETERMINE OUR BEST OPTION(S)

History-what have we done in the past

What are our needs now-demographics, special dietary and cultural needs

*Feeding Matrix for Disaster Response –Developed for guidance in decision-making

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Start-up Time: the measure of how quickly this option can usually be executed, from decision to delivery of the first meal to clients;

• Event Duration: the anticipated duration of the Mass Care disaster response (how long will Red Cross need to feed);

• Cost: the approximate cost per meal (prices may vary geographically);

• Meal Requirements: the estimate of the number of meals needed per meal serving period (i.e. breakfast, lunch, dinner, etc.);

• Pros, Cons and Comments: the other information for consideration for each option;

• Procurement Method: the recommended method for acquiring meals;

• Staffing: the estimated number of staff required for implementing this meal option;

• Resource Requirements: the statement of resources needed to support this meal option.

MATRIX PARAMETERS

TASKo You have 8,000 people to feed in the community:

What do you need to know?

How/Where do you get the information?o Determine:

Best option(s) for feeding

Best method of distributiono Who do you need to work with to accomplish your task?o How long will it take to set your plan in motion?o What tools have you used to develop your plan to feed

the clients?

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LOCAL VENDOR/CATERERS

CHAPTER CONTRACTING PROCESS

*Chapter Catering Non-Binding Letter *Chapter Catering Quotation Template *Restaurant Capability Survey Template

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Chapter Contract Prohibition: Memorandums of Understanding (MOUs), Statements of Understanding (SOUs) and any type of written “Agreement” are considered “Contracts” as defined in the American Red Cross Procurement and Contracting Policy (Procedure ID #1011, August 15, 2014, section 4). For all contracts, comply with this policy and ensure these contracts are executed by someone within Supply Chain Management. Unlike MOUs and SOUs, the quotation templates, non-binding letter and survey do not contain Red Cross commitments, obligations or signatures, and can therefore be used without going through the contracting process.

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*Memorandum of Understanding

betweenThe American National Red

Crossand

The Southern Baptist Disaster Relief of

The North American Mission Board

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The purpose of the Memorandum of Understanding (MOU) is to

document the relationship between the American National Red Cross

(Red Cross) and the Southern Baptist Disaster Relief (SBDR) of The

North American Mission Board (NAMB). This MOU provides a broad framework for cooperation between the two organizations in providing

feeding services. Both the Red Cross and NAMB are a “Party” under this

MOU. 14

*Southern Baptist Activation & Food

Procurement Standards and Procedures

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The purpose of this Standards & Procedures document is to detail the process of activating feeding services with the Southern Baptist Disaster Relief (SBDR). Depending on the scope and scale of the disaster, feeding services may consist of activation of a SBDR Feeding Unit (mobile) or use of a SBDR church kitchen (fixed). This document serves to give detailed instructions and considerations that must be followed as the disaster response partnership is activated and food procurement is managed, both during the activation process and during the on-going response to a disaster.

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This Standards & Procedures document is specific to Red Cross supported feeding activities. It should not restrict collaboration on smaller feeding activities that are self-supported by the SBDR.

This document serves as a detailed companion document to the Memorandum of Understanding between the SBDR and the Red Cross.

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STANDARDS AND PROCEDURES CONTINUED

PARTNERSHIPAmerican Red Cross & Southern Baptist Disaster Relief

Standards & Procedures Overview

*INITIAL MASS CARE FEEDING PLAN

Developed to be used with the Standards and Procedures

Used by regions for Southern Baptist Activation

Complete and send to the Divisional Disaster Director

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QUESTIONS?

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HOW TO SET UP AND OPERATE A KITCHEN SITE

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Getting Started Types of Kitchen Sites Kitchen Site Selection Set-Up and Preparation of

Kitchen Site Sample Kitchen Site Plan Kitchen Site Personnel Staffing and Assignment

Descriptions Daily Operations Issues Feeding Forms Food Safety, Inventory and

Menu Planning

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Mobile Feeding Operations Kitchen Site Close Down Closing the Operation Appendix A Initial Sample

Snack Order Appendix B Serving Portion

Sizes Appendix C Sample Menus Appendix D Kitchen Site Action

Steps Checklist Appendix E Southern Baptist

SOU/SOP Abstract Appendix F Cambro Liner SOP

Contents

*KITCHEN YARD EQUIPMENT

Wall tent for outdoor operations and crew assembly (20x40) (with sides depending on weather) Wall tent for smoking area Folding tables (20) and Folding chairs (60) Butane Heater w/blower and propane tank for tent Extra food cambros (100) Steps for each access door to all storage trailers Keyed alike locks for all storage trailer doors (10) Wood pallets (50) to begin Fork lift-(1) if site hard surfaced, (2) if site not hard surfaced. Pallet jacks (1) if site not hard surfaced, (3) if hard surfaced Hand trucks-dollies, vertical (2), horizontal (2) Yard bags (400) 40-50 gal. heavy duty 1.3 mil or better Chain and lock 25 ft. to secure power washer and/or pull pallets, Tow strap, 30 ft. to pull pallets Shrink wrap Insect repellent and SunscreenRefrigerator thermometers for reeferSpare refrigeration unit for thawing or food storage

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Kitchen Yard Equipment Continued

Cambro wash area equipment Weather proof tent/canopy (10x15) Steam cleaner Pressure washer Hand pump sprayer Five gal. buckets (8),includes (4) for tempering Water hose -50 ft. Water hose splitter Hose nozzle Long handle scrub brushes (2) Short handle scrub brushes (2) Kitchen scrub pads (1case) Clorox (1case) Liquid detergent (1case) Box fan Mops and brooms

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How do we procure needed equipment?

Assess needs by location Complete 6409 and submit to logistics

Determine local resources Found locally—YEAH! Not found locally- next steps

Working with External Relations connect with local, state or federal government to meet the needs

Inventory, sign, document the when and where, track and release when operation closes

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TASKo You have 186,000 clients to feed in shelters:

What do you need to know?

Where do you get the information?

o Determine:

Best option(s) for feeding

List 5 major kitchen equipment items needed

o Who do you need to work with to accomplish your task?o What tools have you used to develop your plan to

feed the clients?

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FACILITY AGREEMENTS, KITCHEN YARD EQUIPMENT, KITCHEN

SUPPORT TRAILER,COMPLETING A 6409

PROCUREMENT AND SUPPLY

LOGISTICS PRESENTERPATRICK BOS

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FORMS AND REPORTS

MEALS PREPARED, *SERVED, WASTED

*INVENTORY *5266 DATA COLLECTION TOOL *CONFERENCE CALLS

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MEALS PREPARED, SERVED, WASTED

Meals prepared will be reported daily. This information will be used to determine what % of meals are not being used. It will also help determine when a community is recovering and a kitchen site may be closed

Meals/Snacks served are reported on the *Mass Care Mobile Feeding Unit Daily Activity Report, by County/Parrish

HOW DO WE COUNT MEALS? SNACKS?

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*INVENTORY/INVENTORY CONTROL

The importance of inventory accuracy and tight controls has been a key factor in the operation of feeding units. Proper meal planning and supply orders are heavily dependent on this process in order to maximize efficient utilization and cost control

Controls are maintained by restricting only authorized yard crew members to add or remove items from storage

Reporting by unit measure is very important to this process due to variation of packaging quantities of the same items

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*5266 DATA COLLECTION TOOL

The Data Collection Tool is a working document that can be used throughout the day to collect information for the Form 5266. This document is intended for ALL size operations from Level 1 to 7. This tool is intended to make data collection for the Form 5266 easier, not meant to create additional or duplicate work.

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*CONFERENCE CALLS

Mid-Atlantic Division

Region / Division Conference Call Format

Conference Call Instructions

Roll Call

Opening comments and brief overall situation briefing

Agenda: Initial conference call regions/DRO leadership

Current/Planned Actions-focus on five initial actions

Sheltering, Feeding, Government and non-Government Partners, Public Affairs and Fundraising

Closing Comments/Questions

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*CONFERENCE CALLS

Mid-Atlantic Division

Region / Division Conference Call Format

Conference Call Instructions

Roll Call

Opening comments and brief overall situation briefing

Agenda: On-going conference calls- Regions/DRO leadership

Information & Planning, Operations, Logistics, External Relations, Finance & Administration

Closing Comments/Questions

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Possible District TO

District One Feeding Manager

Kitchen Support

Area One

Kitchen site

managers

Kitchen Support

Area Two

Kitchen site managers

Kitchen Support

Area Three

Kitchen site managers

Kitchen Support

Area Four

Kitchen site managers

Possible Division Level TO

Mass Care Generalist Manager

Division AD of

Operations

District One Director

District One Mass Care

Lead

District One Feeding Manager

District Two Director

District Two Mass Care

Lead

District Two Feeding Manager

District Three

Director

District Three Mass Care Lead

District Three

Feeding Manager

Feeding Manager

CLOSING THE OPERATION

What triggers the closing of a kitchen site? Clients are back in their homes Clients are returning to work Stores are open Recovery is underway What’s to eat?????????????

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Return of Equipment/Food Product

Determine with Logistics if the product will be returned, sent to another kitchen or donated to a non-profit partner

Assure all food product is inventoried, palletized and shrink wrapped

Provide copy of inventory to Logistics IT MAY BE NECESSARY TO VISIT KITCHEN SITE

TO ASSIST WITH CLOSING PROCESS

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Return of Equipment/Food Product

Coordinate with Logistics the process for return of kitchen site equipment

Assure facility is ready for inspection

Coordinate with Logistics the final inspection process

Assure all paperwork is returned to the Feeding Manager

Complete Workers’ Performance Evaluations

RELEASE STAFF-DO NOT RELEASE STAFF UNTIL KITCHEN SITE HAS BEEN RETURNED TO OWNER

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QUESTIONS?

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CONTACT INFORMATION:

Beth.Fletcher@redcross.org

Roger.Hudson@redcross.org

Bob.Scheifele@redcross.org

Patrick.Bos@redcross.org

Karen.Radwanski@redcross.org

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THANK YOU FOR

ATTENDING

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