Mfbn agency policy manual updated 9 23 14

Montana Food Bank Network

Agency Policy Manual

March 2014

Montana Food Bank Network

5625 Expressway

Missoula, MT 59808

406-721-3825

mfbn.org

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Jeff Gutierrez, Montana Food Bank Network | updated 5.30.2014

Table of Contents

Section 1: Introduction to Montana Food Bank Network

Section 2: Partnership Guidelines

Section 3: Types of Partner Agencies

Section 4: Client and Community Relations

Section 5: Record Keeping Requirements

Section 6: Monitoring Visits

Section 7: Safe Food Storage and Handling

Section 8: Use of Montana Food Bank Network Donated Product

Section 9: Religious Proselytizing

Section 10: Client Contributions

Section 11: Communicating Agency Updates

Section 12: Programs and Training

Section 13: Operations, Orders, and Deliveries

Section 14: Finance

Section 15: Probation, Suspension, and Termination of Partnership

Section 16: Amendments and Revisions to this manual

Section 17: Agreement

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APPENDIX

This manual references an Appendix that provides additional information on the various topics

presented. To keep the manual clean and easy to read we have not included the Appendix here, but

made it available in the ‘Library’ section on www.insidemfbn.org or by contacting the Agency Relations

Department.

Documents in the Appendix include:

REPORTS AND FORMS:

Monthly Activity Report

Client Intake Form

Monitoring Form

Best Practices Checklist

Nondenominational Church Tax Designation Form

PROGRAMS:

BackPack Program Memorandum of Understanding

School Pantry Program Brochure

Summer Food Service Program Fact Sheet

Summer Food Service Program Report Card

School Breakfast Fact Sheet

School Breakfast Report Card

Get Help Brochure

Bill Emerson Good Samaritan Food Donation Act

TEFAP:

TEFAP Description and Checklist

TEFAP Eligibility Determination Form

TEFAP 150% of Poverty Guidelines 2014

TEFAP Client Intake Form

TEFAP Food Storage Guide

FOOD SAFETY:

Food Keeper Brochure

USDA Food Product Dating

Montana Meat and Poultry Processing Guidelines

Montana Vehicle-killed Wildlife Salvage Information and Permit

USDA CFR Title 21

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SECTION ONE

INTRODUCTION TO MONTANA FOOD BANK NETWORK

History

Founded in 1983, the Montana Food Bank Network (MFBN) is a 501(c)(3) nonprofit that works to end

hunger in Montana through food acquisition and distribution, education, and advocacy. As a statewide

food bank, MFBN solicits, sorts, repackages, warehouses, and distributes donated and purchased food

to charitable programs that directly serve hungry Montanans. From a main warehouse and office in

Missoula, MFBN distributes emergency food across the state through a network of nearly 200 Partner

Agencies.

Each year the Montana Food Bank Network programs distribute approximately 8 million pounds of

food around the state. MFBN partners with local emergency food programs to feed those who may

otherwise go hungry, including women and children, the elderly, people with disabilities and the

working poor. MFBN delivers food across the 150,000 square miles that comprise Montana, from

larger towns to remote communities and Indian Reservations that often rely on MFBN to provide 100%

of the food they distribute. MFBN also offers Partner Agencies ongoing support, services, and a variety

of tools to help strengthen their programs.

Montana Food Bank Network also distributes food through a variety of programs designed to “fill the

gaps” by targeting specific needy groups of individuals such as children and those in underserved rural

areas. Programs like BackPack, School Pantry, and Summer Food Service Program help ensure that

children receive food at times when school is not in session. During the school year, MFBN works to

encourage schools to adopt public programs like Free and Reduced-Price School Meals and School

Breakfast to keep Montana students fed and ready to learn. The Mobile Food Pantry and Mail-a-Meal

programs provide improved access to food in underserved rural areas by bringing the food to the

people who need it, by truck with Mobile Food Pantry and directly to a client’s home with Mail-a-Meal.

In addition to providing emergency food, the Montana Food Bank Network works to end hunger in

Montana through public policy solutions at the local, state, and federal levels. MFBN works continually

with legislators, government officials, and the hunger-relief community to make ending hunger in

Montana a priority. The goal of this work is to increase awareness of and access to public nutrition

programs such as SNAP and WIC by providing outreach materials to agencies around the state working

with low-income clients, offering outreach and application assistance webinars to service providers,

and providing assistance to those interested in applying for public nutrition programs.

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Mission

The Mission of the Montana Food Bank Network is to end hunger in Montana through food acquisition

and distribution, education, and advocacy.

Vision

The Vision of the Montana Food Bank Network is a Montana free from hunger, where everyone has

equal access to nutritious food.

Feeding America

MFBN is the only fully privileged Montana member of Feeding America, the national hunger fighting

organization. Feeding America is the nation's leading domestic hunger-relief charity. Through 200

member food banks and 58,000 feeding programs, the Feeding America network serves 3.25 billion

meals to 46.5 million Americans each year.

Food Sources

Montana Food Bank Network sources both bulk and non-bulk food from over 20 local and national

food manufacturers and commodity brokers, including local Montana companies such as Pasta

Montana and Cream of the West. Whenever possible, MFBN secures food in bulk, truckload quantities

and utilizes its food repack room to repack into family sized quantities.

Retail food donors include: Albertsons, Big Lots, CVS, Costco, Kroger, Safeway, Sam's Club, Supervalu,

Target, Walgreens, Walmart, Sheehan Majestic, Pasta Montana, Cream of the West, Pepsi, Bishop's

Storehouse, ConAgra, Kelloggs, Starbucks, Campbells, General Mills

Websites

The public website – www.mfbn.org – provides basic organization and program information on

Montana Food Bank Network.

The Partner Agency intranet – www.insidemfbn.org – allows active Agencies to place orders, submit

monthly distribution reports, check food recalls, request training and information, and read the

Partner Agency newsletter, The Affiliate.

MFBN also has a site specifically designated for information on upcoming special events –

www.mfbnevents.org.

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SECTION TWO

PARTNERSHIP REQUIREMENTS

Agencies of Montana Food Bank Network are required to be incorporated as a non-profit

organization exempt from tax under Section 501(c)3 of the IRS Code for a purpose related to serving

the ill, the needy and infants, or is required to be operated as a wholly owned program of such an

organization.

The Agency must provide a current IRS letter of determination as documentation and maintain its tax-

exempt status

Fiscal sponsorship arrangements may be allowed in which an Agency that is unqualified for tax-exempt

status utilizes the sponsorship of a qualified 501(c)3 organization with a related mission. In such cases

the sponsoring organization must:

� Provide its 501(c)3 determination letter and Articles of Incorporation.

� Provide a letter describing the relationship between the organization and the Agency.

� Agree in writing to be fiscally, programmatically, and legally responsible for the MFBN product

handled by the Agency.

� Pay MFBN shared maintenance fees and Partner Agency dues.

Churches may also be eligible for partnership and must complete and submit Church Self Certification

form (see Appendix).

In addition to meeting 501(c)3 tax exempt criteria Partner Agencies shall:

*Required practices are marked with an asterisk. Unmarked points are encouraged best practices.

1. *Pay annual partnership dues of $75.00 ($150.00 for two or more sites) for each fiscal year that

services are received from MFBN. Payments will be made no later than June 30th each year.

2. Participate regularly in MFBN training opportunities such as the annual Montana Hunger Relief

Forum, webinars, videoconferences, and other workshops.

3. *Provide MFBN with at least one active e-mail address for your Agency.

4. *Provide MFBN with timely updates to contact information for Agency staff, volunteers, and

board of directors.

5. *Provide MFBN with a copy of at least one current food safety training certificate for staff or

volunteer currently handling food at your Agency.

6. *Agree to support MFBN with a per pound shared maintenance fee, delivery fee, and value

added processing fee, when applicable.

7. *Agree to never barter, sell, or transfer food bank product in exchange for money, property or

services, or to otherwise allow items to re-enter commercial channels, per IRS guidelines.

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8. *Maintain a facility sufficient to safely and efficiently receive, store, and distribute food and

grocery products according to MFBN standards. (Refer to attached Best Practices Checklist and

Food Keeper guidelines in Appendix.)

9. *Assume any and all responsibility for food product liability once the Agency assumes

possession. The original donor, MFBN, and Feeding America are released from any liabilities

resulting from donated goods and offer no express warranties in relation to the gift of goods,

except to the extent caused by MFBN’s or Feeding America’s negligence or willful misconduct.

(See Bill Emerson Good Samaritan Food Donation Act in Appendix for more information.)

10. *Comply with and follow adequate food safety procedures as they relate to transportation of

food product received from MFBN, Feeding America, TEFAP, grocery rescue programs, and all

private food donations.

11. Have adequate paid and/or volunteer staff to maintain effective operations and a board of

directors that meets regularly and accepts responsibility for compliance with these policies and

generally accepted ethical standards for a non-profit organization.

12. *Designate one staff or volunteer to serve as primary point of contact for MFBN.

13. *Use an appropriate client intake form and have an established process for collection and

retention of these forms.

14. *Maintain product record keeping and inventory control systems and maintain a file of all

MFBN packing slips and invoices for one calendar year.

15. *Submit accurate distribution statistics to MFBN each month according to established

deadlines. This includes Monthly Activity Reports and all food rescue program reports. If the

Agency fails to submit, is delinquent, or provides inaccurate reporting for 3 or months in a

year the Agency’s ordering privileges may be suspended until reporting issues are resolved.

16. *Maintain financial records that comply with generally accepted accounting practices.

17. Maintain insurance coverage as required by state and local governments.

18. *Not use Feeding America’s name for purpose of solicitation, fund development, or public

relations

19. *Comply with any and all donor stipulations or restrictions placed on product as indicated by

MFBN. (Follow Section 170(e)(3) of U.S. Internal Revenue Code unless otherwise specified.)

20. Maintain professional and cooperative relationships with each other and other Network

Agencies consistent with and supportive of their shared mission.

21. Respond to requests for information or assistance in a timely manner.

22. *Use MFBN product only in a manner related to its exempt purpose and solely for the feeding

of people in need as stated in Agency application and according to IRS guidelines.

23. *Operate in accordance with all established laws, rules, policies and applicable program

requirements, including but not limited to The Emergency Food Assistance Program (TEFAP),

Temporary Assistance to Needy Families (TANF), BackPack, all grocery rescue programs. (Refer

to Appendix for specific guidelines.)

24. *Allow MFBN to inspect the Agency’s operations every two years or sooner, if necessary.

Agency will make available such information and access to such records as is needed to conduct

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the inspection including materials listed on the Monitoring Form (see Appendix) and names and

addresses of current Board members.

25. *Assure MFBN that all of its program sites comply with these policies.

26. Contact MFBN if a major disaster occurs within the Agency’s service area, or if the Agency has

been alerted to the possibility. In a major disaster, the Agency agrees to allow MFBN to

coordinate relief efforts per agreements with Montana Voluntary Organizations Active in

Disaster (VOAD) and Feeding America.

27. *Agree to hold harmless MFBN, the original donor, and Feeding America from and against any

claims related to matters contained within this manual except to the extent caused by MFBN's

or Feeding America's negligence or willful misconduct.

28. Provide clients with information on the SNAP program and other available programs and

resources.

29. Participate in public policy and advocacy efforts to strengthen and improve the emergency food

system except to the extent prohibited by law or regulation.

30. *Agree that all product donations are accepted in “as is” condition.

Any violation of the required policies listed above or those below may result in Agency suspension or

termination.

� Charging for food bank product.

� Failing to meet Health Department or MFBN food safety standards.

� Allowing substantial balances to accumulate with MFBN and/or insufficient funds.

� Carrying a balance past 90 days.

� Failure to be available for two consecutive monitoring visits.

� Using food products for any reason other than their designated purpose.

� SELLING, BARTERING, OR EXHANGING FOOD BANK PRODUCT FOR PERSONAL USE, PROFIT OR

GAIN.

� Disclosing confidential client information.

� Falsifying client or distribution records.

� Lack of security or oversight that leads to food bank product being lost or stolen.

� Violation of antidiscrimination policies and/or mistreatment of food recipients.

� Habitually late or inaccurate Monthly Activity Reports.

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SECTION THREE

TYPES OF PARTNER AGENCIES

Food Pantry: an emergency food distribution program that provides food boxes on a regular schedule

to those in need in their community.

Kitchen: Agency that serves prepared meals to clients on-site and on a regular schedule.

Home: residential programs serving specific clients.

Rehab: Agency that provides rehabilitation services to developmentally or physically disabled clients.

Senior Center: Agency that provides on-site services for the elderly, including congregate meals and

health-related programs.

Shelter: Agency that provides prepared meals on-site as well as emergency housing and other services.

Youth: Agency that provides services to school-age children after school hours, including meals/snacks,

tutoring, and activities.

Multiservice: Agency that provides clients a combination of services (e.g.: pantry/daycare or

kitchen/pantry).

Other: Agency that does not fall into the above categories. Eligibility of such Agencies will be evaluated

on a case-by-case basis.

SECTION FOUR

CLIENT AND COMMUNITY RELATIONS

Agencies will assess the need in their community and establish service hours accordingly. Whenever

possible, Agencies should be an established food center in the community with regular hours displayed

to the public and upheld.

Rules and expectations of clients must be in writing and should be posted in a visible place for the

reference of clients. These policies should be approved by the Agency’s board of directors.

Agencies will not engage in discrimination, in the provision of service, against any person because of

race, color, citizenship, religion, sex, national origin, ancestry, age, marital status, disability, sexual

orientation including gender identity, unfavorable discharge from the military or status as a protected

veteran.

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SECTION FIVE

RECORD KEEPING REQUIREMENTS

All Agencies and programs are required by the IRS to accurately track the total amount of product

received and distributed by the Agency from all sources.

All Agencies and programs are required to track distribution statistics and submit accurate, on-time

Monthly Activity Reports (MAR’s) to MFBN by the 15th of each month. Failure to submit accurate,

timely reports for three months in a calendar year may result in the suspension of ordering privileges

until reporting issues are resolved.

Agencies participating in grocery rescue programs are required to track donations from participating

stores and submit monthly reports by currently established deadlines. Failure to submit accurate,

timely reports may affect the Agency’s participation in grocery rescue programs and MFBN ordering

privileges.

Monetary donations must be receipted and records must be kept that comply with generally accepted

accounting practices. Agency will adhere to all applicable state and federal requirements.

MFBN invoices and packing slips must be kept for one year.

Intake forms must be filed and kept for three years.

Social Security numbers are never to be requested or used for client tracking purposes. The risk far

outweighs the benefit. Agencies must use other processes when conducting client intake and

screening.

Agencies are expected to respond and furnish information for periodic Agency surveys in a timely

manner.

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SECTION SIX

MONITORING VISITS

All active Partner Agencies will be monitored at least once every two years. The purpose is two-fold: to

ensure that the standards of MFBN, Feeding America, and donors are being followed at the Agency;

and to provide valuable one-on-one time with an Agency Relations staff member to share questions

and concerns about MFBN services and points of pride related to Agency operations.

Agencies will generally be contacted at least two weeks prior to the requested monitoring date to

confirm that it is a convenient time. Agencies in and around Missoula may not be planned as far in

advance but every effort will be made for reasonable accommodation.

Montana Food Bank Network reserves the right to conduct unannounced visits to Agencies.

Appropriate Agency representation is expected and required at scheduled visits. The staff member or

volunteer present during the monitoring must be able to speak to all items related to Agency

operations and provide access to such records as is needed to conduct the inspection.

Agencies are expected to provide MFBN with 24-hour notice of any changes in availability. Please be

advised that MFBN incurs costs for these visits and we ask you to be respectful of our time and money.

Agency dues are kept to a minimum, but additional expenses may result in reevaluation of dues and

fees. Agencies not present at the agreed upon time for monitoring visits without communicating

changes may not receive orders until a successful monitoring visit has been conducted or MFBN

expenses have been covered.

MFBN staff will review Agency operations including safe food storage, records, food preparation areas

(for meal programs), and intake procedures. See MFBN’s Best Practices Checklist (Appendix) for a

categorized list at what to expect during a monitoring visit. Agencies participating in programs such as

TEFAP, grocery rescue, and BackPack will have applicable program practices reviewed at the time of

monitoring.

Agencies will be provided with a written monitoring report at the time of the site visit documenting all

findings. The Agency Relations staff person conducting the monitoring will outline the schedule of

corrective action. Depending on the areas of noncompliance, the Agency may be placed on probation

or a follow-up visit may be requested to ensure the problem(s) have been corrected.

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SECTION SEVEN

SAFE FOOD STORAGE AND HANDLING

Agencies are required to maintain a facility sufficient to safely store and distribute food and grocery

products in a matter appropriate given the nature of the food product. All products must be

identifiable and an inventory tracking system must be in place that includes noting product “use-by”

dates. The points below are basic guidelines and are not all-inclusive. Please refer to the Best

Practices Checklist and Food Keeper brochure (see Appendix) for detailed checklist.

Dry Storage

� All food must be stored at least six inches off the floor and three inches away from walls, per

DPHHS guidelines.

� Pest monitoring system must be in place.

� First-In, First-Out (FIFO) method of inventory must be used.

� Dry storage areas must be between 50°F and 70°F.

Cold Storage

� All cold storage units must have thermometers and temperature logs must be present and kept.

� First-In, First-Out (FIFO) method of inventory must be used.

� Refrigeration units must be between 32°F and 40°F.

� Freezers must be at 0°F or below and free of ice build-up.

Meal Programs

� Health Department must review the facility annually.

� Safe food handling certificate must be posted on-site.

� All proper safe food handling practices must be followed in the course of food preparation,

cooking, cleaning, and sanitizing. Refer to the Best Practices Checklist and Food Keeper

Brochure (see Appendix) for specific procedures.

Transportation of Product

� All grocery rescue product must be transported according to the program’s guidelines.

� Active or passive temperature control must be used for transport of refrigerated and frozen

food items.

� Staff or volunteers involved in grocery rescue pick-up must have completed food safety

training.

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Repacking and/or Processing Product

� Distinct rules and licenses apply to the practices of repacking and processing food product, per

FDA Food Code, USDA Safe Food Handling, DPHHS Montana Food Service Rules, and County

Health Departments.

� All Agencies that salvage vehicle killed wildlife must obtain the appropriate permit. See

Appendix for more information. Note: Funds from the Hunters Against Hunger program may

not be used for processing of vehicle killed wildlife.

� All Agencies operating either bulk repack or processing programs must comply with the legal

requirements of federal, state, and local laws including, but not limited to, Title 21 of the US

Code of Federal Regulation Part 110 (21CFR Part 110). See Appendix or contact MFBN for more

information.

� Agencies must consult the local health department regarding specific requirements associated

with operating food processing facilities and incorporate procedures and standards necessary

to safely and legally repack bulk foods.

SECTION EIGHT

USE OF MONTANA FOOD BANK NETWORK DONATED PRODUCT

The Agency agrees that it will only distribute donated products to recipients who qualify as ill, needy,

and/or infant (minor children 0-18 years old) as defined by IRS Code section 170(e)3. The Agency also

agrees that it will not distribute donated products to people who do not qualify to receive the products

as defined by IRS Code section 170(e)3.

The Agency agrees that it will not sell or use donated products in exchange for money, other property

or services, including using donated products for the purpose of fundraising programs and events. The

Agency also agrees that it will comply with the restrictions on the use and transfer of donated

property, as described in IRS Tax Code Section 170(e)3 and any amendments to the Code (see the

Federal Register/Vol. 47, Nol. 21/Monday, February 1982/Rules and Regulations, pp. 4509-4512).

The Agency agrees that it will not barter, sell, or use for fundraising purposes any donated products

obtained from Montana Food Bank Network. This includes use in prepared foods and as “prizes”.

The Agency agrees that it will adhere to any donor stipulations placed on donated products, per IRS

guidelines.

Non-food items may be used in an Agency’s standard operations and facility upkeep. However,

Agencies must monitor the use of such products and this practice may be evaluated during monitoring

visits.

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Product acceptance: the Agency has the right and responsibility to refuse any product that could result

in noncompliance with these policies or donor stipulations.

Product withdrawal: the Agency agrees that donors have the right to recall donated product at their

discretion. The Agency will cooperate with the donor, regardless of passage of title or the Agency’s

affiliation. The Agency is not obligated to pay the costs of such withdrawal.

The consumption by staff of all donated product designated for the purposes of serving the ill, needy ,

or infants is never permitted, except in the following circumstances:

� Only donated beverages may be pulled from inventory for consumption on-site by

volunteers, per IRS guidelines. Donated beverages may be used by staff for business

meetings, but not for any meetings where fundraising is being conducted.

� Volunteers and/or staff whose income leaves them legitimately “needy” may take home

donated goods in emergency circumstances, not as a regular supplement, which could be

construed as compensation. All such distributions must be tracked and reported according

to established guidelines.

� Agency staff and volunteers may consume donated product for the purpose of tasting and

testing for the purposes of advising clients, developing uses/recipes, or determining fitness

for consumption. This practice should not be used regularly or by all staff and volunteers

and such use must be documented in the Agency’s inventory tracking system.

The Federal Bill Emerson Good Samaritan Food Donation Act:

On October 1, 1996, President Clinton signed this act to encourage donation of food and grocery

products to non-profit organizations for distribution to individuals in need. This law:

* Protects you from liability when you donate to a non-profit organization;

* Protects you from civil and criminal liability should the product donated in good faith later cause

harm to the recipient;

* Standardizes donor liability exposure. You or your legal counsel do not need to investigate liability

laws in 50 states; and

* Sets a floor of "gross negligence" or intentional misconduct for persons who donate grocery

products. According to the new law, gross negligence is defined as "voluntary and conscious conduct

by a person with knowledge (at the time of conduct) that the conduct is likely to be harmful to the

health or well-being of another person." (See Appendix for more complete text of bill.)

Agencies should make all reasonable efforts to distribute donated product according to IRS Code

170(e)3 guidelines before it spoils. In the event that the product is no longer fit for human

consumption it is no longer subject to these guidelines. In such instances it is preferential that another

501(c)3 be sought for disposal of the product prior to utilizing a non-501(c)3 business.

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The practices outlined in this section (Section 8) may be revisited by MFBN at any time if acceptable

practices are taken too far or not monitored by Agencies. Agency records will be checked during

monitoring visits and any practices that MFBN feels have been unfairly abused can and will be

prohibited for all Agencies.

SECTION NINE

RELIGIOUS PROSELYTIZING

Agencies are prohibited from discriminating against clients on the basis of religious preference or

status.

Agencies cannot require clients to pray, participate in or receive religious messages as a condition of

receiving food. Clients may be given the option to participate in religious services, but their decision

must be respected.

SECTION TEN

CLIENT CONTRIBUTIONS

The Agency agrees that it will distribute the donated products (food and non-food items) obtained

from MFBN free of charge (monetary, volunteer hours, services or otherwise).

Clients must not be asked to perform work or make donations in exchange for food.

Anonymous donations may be made but Agencies must avoid any semblance of suggesting or

encouraging clients to make donations as it could be construed as payment for food boxes/meals.

SECTION ELEVEN

COMMUNICATING AGENCY UPDATES

Agency will notify MFBN within 30 days of any changes in programs, personnel, hours of service,

facilities, or any other changes in operations that may affect ordering or deliveries.

Agency will always communicate changes in shoppers or primary contacts for your Agency. This helps

ensure authorized food orders and updated points of contact for MFBN business and important

information such as food recalls.

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SECTION TWELVE

PROGRAMS AND TRAINING

Please note that any and all programs - private or federal - that utilize Montana Food Bank Network

product are held to the same standards of product use outlined in Section 8. All Montana Food Bank

Network programs are subject to program review and availability of resources. Please visit mfbn.org

for an up-to-date list of active programs.

Montana Food Bank Network Programs

Food Safety Training

� Agencies must provide MFBN with an up to date copy of at least one food safety training

certificate obtained by a staff or volunteer member.

� MFBN will provide two ServSafe Food Handler Online food safety trainings per Agency each

year at no cost. Additional online or in-person trainings for Agency staff and volunteers are

encouraged, but are the responsibility of the Agency.

� Agencies are encouraged to have one staff or volunteer with food safety training present during

all food distributions.

Grocery Rescue

� Agencies participating in grocery rescue programs with retail establishments are required to

follow the established guidelines of the individual programs.

� At least one Agency representative involved in the daily grocery rescue operations must have

completed food safety training.

� If there is no active temperature control device for transport, passive temperature control is

being used.

� Vehicles and temperature control devices must be cleaned and well-maintained.

� Drivers that pick up grocery rescue product shall have a current copy of their organization’s

501(c)3 available for presentation upon request.

� Grocery rescue numbers are submitted accurately to MFBN by the established deadlines – the

5th of each month for Albertsons, Walmart, Target, Sam’s Club stores, and the 4th of each month

for Smith’s stores.

BackPack

� The mission of the BackPack Program is to meet the needs of hungry children by providing

them with nutritious and easy-to-prepare food to take home on weekends and school vacations

when other resources are not available.

� BackPack bags are discreetly distributed to referred students at the end of each week.

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� All BackPack sites must be operated by a nonprofit Agency or have a nonprofit fiscal sponsor for

fundraising and IRS purposes. This provides a valuable outlet for community partnerships

between emergency food providers, schools, and other area nonprofit organizations.

� See Appendix for BackPack MOU and additional program information.

School Pantry

� The mission of the School Pantry Program is to meet the needs of hungry students and their

families by providing them with food and community assistance at school.

� There are various school pantry models and ways to identify students in need of assistance.

MFBN works with individual schools to identify the need in their community and develop

appropriate program practices.

� School pantries are treated as Partner Agencies and carry the same food safety, training, and

reporting requirements.

� See Appendix for additional program information.

Mobile Food Pantry

� The purpose of a Mobile Food Pantry is to provide emergency food assistance and services to

food insecure individuals in rural areas of Montana that may be underserved or lacking in local

food pantries and full service grocery stores.

� Montana Food Bank Network works with local community volunteers to establish a regular

schedule at a centralized location and supplies complete food box contents through a farmer’s

market style distribution, or as a pre-packed food box.

� Mobile Food Pantry distributions give communities the ability to provide solutions to hunger

issues for free and without establishing a brick-and-mortar food pantry.

Mail-a-Meal

� Mail-a-Meal (MAM) is a MFBN program designed to reach food insecure Montanans in rural,

remote, low population areas without access to emergency food assistance or fresh, quality

food.

� Food box recipients submit a short one-page application to MFBN and each month boxes are

shipped to a centralized location for distribution to identified families.

� Each box contains approximately 50 pounds of shelf-stable product and information on how to

access other public nutrition programs.

Federal Programs

The Emergency Food Assistance Program (TEFAP)

� TEFAP is a federally funded program through the U.S. Department of Agriculture. Each state

receives an allotment of food and administrative funds through this program.

� Agency uses the current 150% of poverty guidelines.

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� Agency uses proper TEFAP client intake form.

� The client must sign each time they receive food.

� TEFAP food is stored separately from other product and labeled (cold and dry storage).

� “Justice for All” poster is on hand and displayed for all.

� See Appendix for additional TEFAP program information.

TANF Food Program

• TANF food is available to MFBN Agencies at no cost, provided that proper client intake and

reporting procedures are used to track the number of households with children served at the

Agency. As long as the Agency serves at least one household with children and keeps

appropriate records per MFBN guidelines this resource is available to them.

• TANF food cannot be used for disaster relief or any use other than regular operations serving

families and individuals in need.

Summer Food Service Program

� The Summer Food Service Program (SFSP) was created in 1975 as a way to serve nutritious

meals to all children through age 18 during the summer months at approved meal sites in low-

income areas.

� SFSP is a federally funded program administered through the U.S. Department of

Agriculture. The Montana Office of Public Instruction administers the program at the state

level.

� SFSP helps low-income families bridge the gap in the summer months when their children do

not have access to Free and Reduced-Price School Meals. By providing free, nutritious meals

and opportunities for continued social and physical development during the summer, SFSP

helps kids return to school healthy and ready to learn.

School Breakfast Program

� The School Breakfast Program provides cash assistance to states to operate nonprofit breakfast

programs in schools and residential childcare institutions.

� The Food and Nutrition service administers the School Breakfast Program at the federal level.

The Montana Office of Public Instruction administers the program at the state level, and local

food authorities operate the program in schools, correctional facilities, children’s transition

homes, and camps.

� The program currently serves 25,000 kids at Montana schools every day.

� OPI School Nutrition Programs’ goal is to offer the Breakfast Program at 100% of Montana

schools and encourage alternative breakfast models such as Universal School Breakfast,

Breakfast in the Classroom, Breakfast After the Bell, and Grab ‘N’ Go programs.

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SECTION THIRTEEN

OPERATIONS, ALLOCATIONS, ORDERS, AND DELIVERIES

MFBN operates on a 6-week delivery cycle. Shopping lists and delivery schedules are released on a

Friday and are due back to MFBN the following Friday. Orders submitted after the due date may not be

able to be filled.

Additional orders may be available mid-cycle and will be handled on a case-by-case basis.

MFBN strives for fair and equitable allocations of all Shopping List products to all Partner Agencies.

Allocations are not completed on a first-come, first-served basis, but based on an Agency’s overall

capacity, distribution numbers, and recent ordering history.

MFBN deliveries are made using a truck with sleeper compartment and standard 53-foot trailer.

Agencies must notify MFBN of any issues or conditions that may prevent or complicate access to the

delivery site or pose a risk to MFBN equipment or personnel, including but not limited to tree

branches, snow/ice, parked vehicles, fences/gates, etc.

*Please note that upon request MFBN has the ability to make special deliveries using smaller

vehicles such as straight trucks and cars. These deliveries will be arranged through the COO and

assessed delivery fees on a case by case basis.

If dangerous conditions are present MFBN reserves the right to deny delivery until the issues are

resolved.

Agencies will be contacted two weeks prior to the delivery of their route to confirm the delivery

schedule.

Agencies must arrive on time to receive deliveries. MFBN drivers typically make multiple deliveries

each day and we ask that you are respectful of their time and that of other Agencies. If an Agency does

not pick up its order, the MFBN driver will take the food back to MFBN.

Agencies will receive copies of MFBN invoices and itemized packing slips at the time of delivery to

check the order’s accuracy.

*Note - If you prefer to check your order against your packing slip while unloading we request

that you please be respectful and use an organized system that minimizes the amount of time

the MFBN driver spends at your Agency.

Handling Fees

• Shared Maintenance: the cost of transporting and warehousing donated food from the donor

to the MFBN warehouse. This fee shall not exceed the ceiling set by the Feeding America Board

of Directors. The current SMF is 19 cents per pound.

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• Delivery: MFBN may charge a delivery fee if:

1. The receiving entity chooses the delivery option and agrees to the amount of the fee;

and

2. The delivery fee is listed as such and billed separately.

3. The fee shall not exceed the ceiling set by the Feeding America Board of Directors

• Value Added Processing – In addition, MFBN may charge a repacking or processing fee if:

1. The receiving entity agrees to accept MFBN Value Added Product; and

2. The fee is listed as such.

3. The fee may be equal to the actual value added processing (VAP) costs. Examples

include: bulk product that has been processed or repackaged, salvage that has been

sorted and is ready for distribution, or products that have been labeled or relabeled.

• Guidelines for Warehouse Pickup

1. MFBN warehouse hours are between 8:00-4:00pm Monday through Friday.

2. Non-shopping list items such as bread and produce are available on a first-come, first-

served basis. Agencies are encouraged to call ahead for product availability.

3. Missoula Agencies will be called when their orders are packed and ready for pick up.

4. Agencies transporting refrigerated or frozen product from the MFBN warehouse must

use adequate temperature control for the product.

5. Agencies unable to meet the requirements of warehouse pick-up will need to receive

deliveries and will incur the appropriate fees.

SECTION FOURTEEN

FINANCE

Agencies are expected to pay MFBN balances in a timely manner. Agencies with balances accrued for

longer than 90 days may face suspension.

Agencies should include a copy of their invoice(s) with their payment. If no invoice is available the

Agency may include written communication as to which invoices the payment is covering.

Agencies will be responsible for any fees related to returned checks.

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SECTION FIFTEEN

AGENCY PROBATION, SUSPENSION, AND TERMINATION OF PARTNERSHIP

MFBN strives to maintain healthy, respectful, productive working relationships with all Partner

Agencies and to provide quality service. However, when partnership requirements are not met or food

safety violations are witnessed, an Agency may face disciplinary action.

All changes in partnership status will be communicated to Agencies in writing and include a description

of the violation(s), an explanation of what must be done to rectify the issues, and a timetable to

achieve compliance. There are three possible actions MFBN may take: probation, suspension, and/or

termination.

Probation:

Agencies may be put on probation for violations of MFBN policies or state or federal law. The purpose

of the probationary period is for the Agency to return to compliance, or face suspension. Agencies on

probation retain all of the rights and privileges of partnership provided that they are working back

towards compliance. Probation periods will not exceed three months and will be determined on a

case-by-case basis. If an Agency does not rectify the violation(s) it may have its probationary period

extended or be suspended. This will be determined by the Agency Relations Manager, COO, and CEO.

Violations that may result in Agency probation include:

� Persistent delinquent payments.

� Improper storage or transportation of product.

� Inadequate recordkeeping.

� Not being open to the public or not screening to qualify recipients.

� Being unavailable or unresponsive to monitoring requests.

� Violation of state or local statutes and regulations.

� Failure to communicate with MFBN in a timely manner.

Suspension:

Agencies may be suspended indefinitely for major, multiple, or habitual violations of MFBN policies, or

failure to correct noncompliant areas during the probationary period. Agencies may also be suspended

if placed on probation three times during any twelve month period. Suspended Agencies lose the rights

and privileges of partnership including the ability to place orders from MFBN shopping lists. The

Agency’s suspension period ends when the identified violations have been corrected to the satisfaction

of the Agency Relations Manager, COO, and CEO. Violations that may result in Agency suspension

include:

� Exchanging donated product for money, property, or services.

� Using donated product for private use.

Page | 21


� Using donated product in a manner not related to its tax exempt purpose.

� Failure to pay outstanding balances within 90 days.

� Three or more missing MAR’s in a calendar year.

� Disregard for MFBN policies, MFBN staff, or other Agencies.

� Violations of food safety standards.

� Gross violations of state or federal law.

Termination:

MFBN or Agencies may terminate the Contract without cause by providing written notice of the

decision of its board of directors to the other party at least thirty days prior to the effective date.

MFBN may terminate the Contract for violations that have not been rectified. Terminated Agencies will

be provided written notice through certified mail and lose all rights and privileges of partnership.

Agencies may reapply for MFBN partnership no sooner than one year following termination. All

application materials and procedures must be included and followed at the time of reapplication. The

decision to reinstate a Partner Agency will be made by the Agency Relations Manager, COO, and CEO.

SECTION SIXTEEN

AMENDMENTS AND REVISIONS TO THIS MANUAL

This manual will be reviewed annually. MFBN may also modify this manual periodically without

advance notice to Partner Agencies. Amendments will be communicated in writing from MFBN to

Agencies in a timely manner. Upon receipt of any amendments or revisions, a Partner Agency has

thirty days during which time it may withdraw its membership. Thereafter, it will be subject to the

amendments/revisions.

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SECTION SEVENTEEN

RECEIPT OF AGENCY POLICY MANUAL AND

PARTNER AGENCY AGREEMENT

I have received a copy of the Montana Food Bank Network (MFBN) Agency Policy

Manual and have shared it with key personnel in my organization.

I understand the policies and procedures contained therein.

I agree that my Agency will abide by the requirements presented in the manual.

Agency Name

Signature of Agency Director

Date

Print Name of Agency Director

Signature of Montana Food Bank Network CEO

Date

Print Name of Montana Food Bank Network CEO