Membership Basics

Guide to Good Shepherd Food Bank’s “Agency Contract” and policies.

What we’ll cover…

• Rationale

• New Agency Contract

• Frequently Asked Questions and “Gray areas”

• Some recommended best practices

• Open session for your questions

New Agency Contract

• Some policy changes

• More user-friendly

• Universal application

Communication challenges

• Confusing contract

• Too much legalese from National Network and

Government

• Staffing restrictions

Preamble

• Unity

• Collaboration

• Professional Support

Section 1: Agency Release

• Let’s be friends

• Let’s be safe

Section 2-B: Nonprofit Status

• Nonprofit status

– Mission alignment

• No selling of food

– Accessibility to those in need

– Accelerated deduction incentive

Section 2-C: Operational Requirements

• Shared maintenance fees• Donor stipulations• Records– Number of people– Amount of food in and out

• Distribution hours

Section 2-D: Food Safety

• Monitoring• Food Safety Training opportunities– This conference– One-on-one GSFB trainings– ServSafe Online certification– University of Maine, Cooperative Extension– Others

Section 2-E: Service Requirements

• Confidentiality

• Fairness

• Dignity

• Accountability

Section 3: Monitoring

• Pre-monitor

• Regular monitoring (once a year)

• Site visits (sporadic)

• Announced or unannounced

Section 4: Non-compliance

• Probation

• Suspension

• Termination

• Grievance

FAQ:

Can we give food to volunteers as a “thank you?”

• Nope• Goes against IRS laws• Goes against Labor laws

Best practice tip: Volunteers who are eligible for assistance should go through the same process as all others who are eligible. There are numerous alternatives to show your appreciation.

FAQ:

What are expectations around proselytizing?

• Participation cannot be mandatory and no discrimination

based on faith or lack thereof

• Our goal is to feed people, and to that end we aim to minimize

barriers

Best practice tip: Check restrictions from other food sources, such

as TEFAP. Consider only making literature available.

FAQ:

How must we screen our clients for eligibility?

• Within reason, it is up to you to establish eligibility

• We do not require you to check incomes/ residency/assets/citizenship or anything else

• A “statement of need” will suffice in most cases

Best practice tip: Use the TEFAP form.

FAQ:Can we give food to another agency or organization?

• No – this is a recent, but necessary change in our policy

• Food safety concern

• Accountability concern

– No similar contract between you and the other recipient

organization

Best practice tip: If you’re interested in sharing food with other

organizations, talk with Food Bank staff to explore options.

FAQ:

Can we accept donations from clients?

• Yes, but…• Donations must be truly voluntary– No solicitation– Collection cannot coincide with distribution – no

cans at the end of the line

Best practice tip: Don’t accept donations from clients unless they insist on their own.

Recommended Practices

Minimizing barriers to receiving food means more people can eat and less food gets wasted

• Client choice model• More scheduled distributions/meals• Recommend 5-7 days supply• Minimal screening

Questions?