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Agency Contract Basics: A Guide to Good Shepherd Food Bank Policies

This guide covers the rationale behind the new agency contract, FAQs, recommended best practices, policy changes, and communication challenges. Topics include agency release, non-profit status, operational requirements, food safety, service requirements, monitoring, and non-compliance. FAQs address issues like food for volunteers, proselytizing expectations, client screening, inter-agency food sharing, and client donations. Recommended practices for minimizing barriers and efficient food distribution are also highlighted.

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Agency Contract Basics: A Guide to Good Shepherd Food Bank Policies

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

  2. What we’ll cover… • Rationale • New Agency Contract • Frequently Asked Questions and “Gray areas” • Some recommended best practices • Open session for your questions

  3. New Agency Contract • Some policy changes • More user-friendly • Universal application

  4. Communication challenges • Confusing contract • Too much legalese from National Network and Government • Staffing restrictions

  5. Preamble • Unity • Collaboration • Professional Support

  6. Section 1: Agency Release • Let’s be friends • Let’s be safe

  7. Section 2-B: Nonprofit Status • Nonprofit status • Mission alignment • No selling of food • Accessibility to those in need • Accelerated deduction incentive

  8. Section 2-C: Operational Requirements • Shared maintenance fees • Donor stipulations • Records • Number of people • Amount of food in and out • Distribution hours

  9. 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

  10. Section 2-E: Service Requirements • Confidentiality • Fairness • Dignity • Accountability

  11. Section 3: Monitoring • Pre-monitor • Regular monitoring (once a year) • Site visits (sporadic) • Announced or unannounced

  12. Section 4: Non-compliance • Probation • Suspension • Termination • Grievance

  13. 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.

  14. 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.

  15. 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.

  16. 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.

  17. 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.

  18. 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

  19. Questions?

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