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Are You Ready for Your Community’s Next Emergency
July 17 – 2:45 PM
Mary Beth Flowers, SNSFood Distribution DivisionFood and Nutrition Service
Marion Hinners, MSFood Safety SpecialistFood and Nutrition Service
Dan Ellnor C.P.‐F.S.Coordinator; Equipment, Specifications, ProcurementJefferson County Public Schools, KY
Presenters
Food and Nutrition Service Disaster Assistance
USDA Foods: Congregate Feeding
USDA Foods: Household Distribution
Disaster Supplemental Nutrition Assistance Program (D-SNAP)
USDA Foods Disaster Feeding Authorities
Situations of Distress
vs.
Presidentially Declared
Situation of DistressCongregate Feeding
State Agencies have authority to use USDA Foods from nutrition assistance program inventory for congregate feeding for up to 30 days.
Child Nutrition Programs• The Emergency Food Assistance Program
Situation of DistressCongregate Feeding
State Agencies have authority to use USDA Foods from nutrition assistance program inventory for congregate feeding for up to 30 days.
Child Nutrition Programs• The Emergency Food Assistance Program
Presidentially DeclaredCongregate Feeding
State Agencies have authority to use USDA Foods from nutrition assistance program inventory for congregate feeding.
Child Nutrition Programs• The Emergency Food Assistance Program
Presidentially DeclaredCongregate Feeding
State Agencies have authority to use USDA Foods from nutrition assistance program inventory for congregate feeding.
Child Nutrition Programs• The Emergency Food Assistance Program
Using USDA Foods for Disaster Response
• Participate in the Emergency Management Team in your district
• Provide USDA Foods to Disaster organizations
• Provide congregate meals to survivors
How can schools be involved?
10
What Starts the Process?
Disaster Feeding Organizations Request USDA Foods through the State:
• Red Cross• Salvation Army• Southern Baptist Men• Other Voluntary Organizations
In the early stages of a disaster, MRE’s and other “quick” foods are usually preferred over USDA Foods.
Request and Use of USDA Foods
Voluntary Organizations
send request for USDA Foods to
State
State approves (congregate)
FNS approves (HH feeding)
Local Inventories
State Inventories
Federal Inventories
USDA Diversions & Purchases
USDA Foodstaken from:
Local SitesProvide Food
Order of Access toUSDA Foods for Disaster Feeding
Emergency Procurements
Diversion of Shipments
Rapid Food Response States
Neighboring State or Multifood Warehouse
Local/State
USDA Foods Disaster Approval Process
• Local Emergency Management Team contacts Disaster Organizations; may include an Emergency Feeding Organization (EFO)
• EFO determine the survivors’ needs
• EFO purchases meals or contacts local SFA and/or State Distributing Agency for assistance with food and/or food services.
Information needed for Congregate Feeding Applications Submitted to Distributing Agencies By Disaster Organizations: the official agency name projected timeframe for feeding number of persons to be served number & location of feeding sites foods needed
USDA Foods Disaster Approval Process
Congregate Feeding Role of State Agency
• Reviews and approves applications• Provides technical assistance• Submits USDA Foods claims for reimbursement
USDA Meal Programs Helps Families in Disasters
• National School Lunch Program, SBP, CACFP• Displaced children are considered homeless• New meal application may change their meal
status• USDA Disaster Assistance with USDA Foods
• Can reduce cost of EFO meals• Extends EFOs finacial ability to help more
survivors for a longer period of time•U
Commonly Used USDA FoodsCanned Fruit*• Peaches• Pears • ApplesauceFresh Fruit• ApplesCanned Vegetables*• Corn• Peas• Green beans• Spaghetti sauce• Vegetarian beansCanned Juice*• Apple • OrangeEggs• Dried egg mix*
Pork•Pork crumbles•Canned pork*Chicken•Frozen fajita strips•Frozen cooked breaded chicken•Canned chicken*•Frozen cut-up chicken•Frozen diced chickenTurkey •frozen deli breast•Frozen hams•Frozen roastsGrain*•Rice •Flour•Cereal•Macaroni and cheese•Pasta
* Shelf stable products
Beef• Beef crumbles• Canned beef*• Canned chili without
beans* • Canned beef stew*Peanut and Oil*• Peanut butter• Vegetable oilMilk Products• UHT fluid milk*• Cheddar • Mozzarella
Infant foods*• Infant formula• Baby foods• Electrolyte solutions
Other USDA Foods…
• Fresh Fruits & Vegetables from DoD
• Proof of DoD purchase must be provided
•Processed USDA Foods • Only bulk USDA Foods can be reimbursed
Other Foods…• Commercially purchased foods are not
reimbursed by USDA• Negotiate a per meal rate with EFO• Put in a claim to FEMA Area Coordinator for reimbursement
• USDA Foods lost due to power outages are not reimbursable by USDA• File insurance claim
Who Can Be Fed during Disaster Congregate Feeding?
•Disaster Survivors• Food Service Workers• Emergency Relief Workers
Who Cannot Be Fed during Disaster Congregate Feeding?
•Disaster Survivors already receiving D‐SNAP or Household Disaster Food Package
•Meal operation cannot only be for Emergency Relief Workers
How soon can you start feeding survivors?
•Right away but you MUST contact your State Agency as soon as practical.
If Your District is the Emergency Feeding Organization
• Contact your State Agency• Keep track of:
• Number of meals served• USDA Food used
How to Get Prepared…
• Review FNS SFA Guidance• Find out who your district emergency management contacts are
• Request to be added to the Emergency Response Team
• Create and maintain an emergency 24/7 contact roster
For More Disaster Information
Contact your State Distributing Agency
FNS Disaster Websitehttp://www.fns.usda.gov/disasters/disaster.htm
Food Distribution Programs Disaster Websitehttp://www.fns.usda.gov/fdd/programs/fd‐disasters/
Questions?
Questions?
When the Disaster is a Recall
2. Every entity involved in distributing and serving food needs to be able to trace food at least one step forward and one step back!
1. By definition, a recall is for food already in commerce!
3. No two recalls are alike, and no two responses to recalls are alike!
Communication:Food Sources
Who will notify me about recalled food?
Well, that depends on who supplied the food.
Communication:Food Sources
0%
80%
20%
0
School Meal Programs:Food Sources
Commercially Purchased Foods
USDA Foods
FNS administers the school meals programs through which USDA Foods are distributed.
AMS and FSA purchase USDA Foods in the commercial
market.
Source: 2011 School Food Purchase Study, USDA FNS
Communication:Commercial Purchases
• USDA FNS has no way of knowing which foods SDAs and SFAs purchase from the commercial market.
• It is your responsibility to know where your food is coming from and to monitor recall alerts.
Communication: Methods
• Contact your suppliers and distributors! Find out how they plan to notify you about food recalls.
• Contact your SDA or SFA! Find out how they will communicate with you when a food is recalled.
• Sign‐up for free recall alert notifications from FSIS and FDA at www.foodsafety.gov/recalls.
The FoodSafety.gov recall widget is featured on the FNS
food safety webpage!www.fns.usda.gov/food_safety
34
Traceability is Crucial
Know:• what is in inventory – easy to identify
• where it is stored
• to whom product was sent
• who picked-up product
Source: 7CFR 250.14
35
Product IdentificationSpecific to each hold or recall, information must be provided
by manufacturer:
• Company name• Brand name• Product name• Case markings, ex. Manufacturer name and address• Establishment number (meat, poultry or egg products)
• Product markings
• Can codes• Lot numbers• Product dating, ex. Sell-by date, use-by date
• UPC alone is not enough
36
Records are Key
• All agencies – SDA or RA must:• Record what they received
• SDAs must:• Record what they distributed and to whom• Know what USDA Delivery Order went to Further Processing• Show receipt of reimbursement funds and• Disbursement of funds to SFA or Further Processor
Source: 7CFR 250.16
USDA Foods Recalls: Federal Agency Responsibilities
• FNS will work with the regulatory agencies (FSIS and FDA) and procurement agencies (AMS and FSA) to determine which SDAs may have received recalled USDA Foods.
• FNS will alert those SDAs about recalled USDA Foods through WBSCM
USDA Foods Recalls:State Agency Responsibilities
• Notify SFAs and other direct recipient agencies as well as In‐State processors. Confirm receipt of notifications.
• Report back to FNS on inventory.
USDA Foods Recalls:School Food Authority Responsibilities
• Notify individual schools and serving sites as well as further processors for redirected foods. Confirm receipt of notifications.
• Report back to SDA on inventory.
USDA Foods Recalls:Processor Responsibilities
• Notify distributors, SDAs, SFAS and schools (that received recalled USDA Foods directly from them). Confirm that notifications are received.
• Report back to SDA on inventory.
USDA Foods Recalls:Distributor Responsibilities
• Notify SFAs and schools (that received recalled USDA Foods from them). Confirm that notifications are received.
• Report back to processor, and vendor, on inventory.
Communication:USDA SENS
The USDA State Emergency Notification System (SENS) allows SDAs to rapidly notify recipient agencies about recalls and other food emergencies relatedto USDA Foods.
Communication:USDA SENS• Available to SDAs only!
• Limited to recall alerts and food safety emergency messages related to USDA Foods.
• For more information, send an email to the USDA FNS Office of Food Safety at [email protected]. Please type USDA SENS in the subject line.
Recall Resources• NFSMIResponding to a Food Recall:Procedures for Recalls of USDA Foodswww.nfsmi.org
• State/Local Health Departments www.fsis.usda.gov/FSIS_Recalls/State_Departments_of_Public_Health
Recall ResourcesInventory Management and Tracking Course and Reference Guide
Identify inventory management best practices
Provide tools for inventory management Introduce traceability and tracking systems Advance traceability practices in school
nutrition programs
http://www.nfsmi.org/ResourceOverview.aspx?ID=431
Recorded wind gusts 9-14-08
National Weather Service
Damage Over a hundred locations without power
Lines down on propertyCampuses inaccessible
Roof leaksPhones down
Internet down
• School Called off for a week.• Over $100,000.00 in food loss at 49 locations.• On going equipment issues.
• Weeks of clean‐up in neighborhoods.
When all was said and done……
Ice Storm 2009
•67 schools without power•Food loss in 32 schools• 5 days out of school•12 buses stuck in ice first day Back, 2 stuck in down telephone Lines.
Ice Storm
Ice Storm 2003
Ice Storm 2009
Ice Storm 2009• School Cancelled Monday
• Major Power Outage Across Lexington
• Paul L Dunbar Designated Relief Center
• Center Activated Wednesday Afternoon
• Gymnasium Designated Area (showers/restrooms)
• Divided into Two Major Areas
• Community Side & Medical Side
• Dinner Served Wednesday
PRIMARY GOAL
HOTMeals
Ice Storm 2009
CHAMPIONS • FEMA• Red Cross• Volunteers• Health Department• Risk Management• High School (Principal, Custodial Staff)• Food Service• Dietetic Intern• Family
HOT MEALS
Meal Service
• Community/Volunteers
• Wednesday Dinner 50+
• Thursday B/L/D 170+/100+/170+
• Friday B/L/D 150+/80+/180+
• Saturday B/L/D 80+/40+/60+
• Sunday B/L 40+/30+
• Sunday Dinner Box Meal Prep 35, Fed 0
• Snacks/Beverages (Red Cross)
• Medical: juice, crackers, pbj uncrustables
• microwave set‐up
Other Factors To Consider
• All Ages in Large Room
• All Socioeconomic Statuses
• Various Medical Conditions
• Entertainment (newspapers, tv)
• Tickets to HS Nutcracker
• Socialization (games, puzzles)
• No Privacy
• Someone to Listen
Put Yourself in Their Shoes!
Lessons LearnedDetailed Tracking of:
Food, Supplies, LaborInvoices, Timesheets
Reimbursed $$:75% Federal13% State12% District Absorbed
Lessons Learned
CommunicationCommunicationCommunication
•Get Plant Operators Cell numbers•Get Manager and Assistant managers cell numbers•Establish a record keeping system to record information coming in.
Lessons learned Cont……
• Logistics•Can you move food?• When to move food?•How will you get back up and running?•To donate or not to donate?
•Getting back up and running•Menu changes.•Clean up.•Record keeping, Insurance claims, FEMA
Lessons learned Cont……
• Disaster planning
•If you don’t have a committee, get one.•Who should be on it?•When should you meet?•Have a plan work your plan
•Form partnerships•Other support departments ie., supply services, housekeeping, safety•Get a contact with local utilities
Who am I…………
Dan Ellnor C.P.-F.S.
Coordinator; Equipment, Specifications, Procurement
Jefferson Co. Public Schools
502-485-3449