To Be a Partner Agency

Types of Food Programs
The Atlanta Community Food Bank (ACFB) categorizes food programs into two basic types:

• Food Pantry—community based, nonprofit food assistance program most often found at churches, synagogues, mosques and social service agencies. Food pantries provide a limited amount of food to individuals and families facing either food emergencies or ongoing food needs. 

• On-site Program—A partner agency that serves food in its facility to low income persons, such as child care centers, shelters, residential treatment programs.  They are also referred to as ‘on-premise’.

Please note:  With rare exceptions, agencies cannot operate the food program out of a home or store ACFB product at a home .  Any food from ACFB can only be used for the approved program.  The agency must have transportation to and from ACFB to pick up food orders.

Community Need
There must be an established need in your community for a new food program.  ACFB reserves the right to review the concentration of agencies in your community.  If a food program already exists in your neighborhood, then it may be more beneficial to collaborate with them.  Upon request, ACFB will provide a list of other agencies in your area that you may contact to discuss community-specific needs.  These agencies may also offer opportunities for you to learn about food program activities in you community via network meetings.

501(c) (3)
In order to be considered for partnership with ACFB, your agency must be designated a 501(c) (3) tax exempt organization by the Federal Government.  An official copy of your organization’s 501(c) (3) determination letter must be submitted with your application.  Further explanations will be required if the letter submitted with your application is under a different organization’s name, such as an explanation of affiliation.  For more information, visit the IRS website at: http://www.irs.gov/app/pub-78/.

Georgia Secretary of State
Your agency must also be registered with the Georgia Secretary of State as a registered nonprofit organization and be in good standing and in compliance.  For more information, visit the Georgia Secretary of State’s website at:  http://www.sos.state.ga.us/corporations/.

A Basic Business Plan

Each agency must have a basic business plan.  This plan should include the following:

• Mission Statement: An agency must have a written, clearly defined mission statement.  The statement should explain your intentions and it should support the need for a food program in your community.  Here is an example of a basic mission statement: “The mission of the Country Harvest Pantry is to distribute food to the needy and refer them to community organizations for social services.”

• Food Program Budget:  Given that there are food costs, staffing costs, rent, etc., ACFB partner agencies  must have a current budget for their food program.  The Food Bank distributes food to agencies for a share maintenance fee of no more than $.16 per pound.

• Criteria for Client Eligibility: Your food program must have written guidelines for food program participation which state your requirements for participation, as well as guidelines for refusing service to clients.  An agency must practice a nondiscriminatory policy.  Agencies that serve specific populations (such as people living with HIV/AIDS or seniors) are exempt from this requirement.  If you are interested in serving a specific population at your agency, please be sure to indicate this on your membership application.

For further information on developing a business plan for nonprofit organizations you can visit: http://www.ehow.com/list_6890008_non_profit-business-plan-basics.html

Please understand that no matter what type of food program you establish, you are expected to serve individuals regardless of their race, color, ethnicity, national origin, ancestry, creed, religion, sexual orientation, physical appearance, disability status, age, pregnancy, or any group membership.

Food Program Hours of Operation

All ACFB partner agencies are required to follow a weekly schedule throughout the year.  An agency must be open during the days and hours reported to ACFB.  Temporary changes to the days and hours of operation are permitted, but the agency must report those changes in writing as soon as possible to ACFB.  The procedure is the same for an agency that wishes to change permanent distribution days and times.

Pantry programs must have regularly scheduled food distributions at least twice a week, for a minimum of two hours.

Hot meal programs must have regularly scheduled meal times at least once a week. 

Public Outreach

The agency must post a sign that indicates both the presence of the food program and the days and hours of operation.  This sign must be clearly visible to the public.  It may be part of a church marquee or the days and hours of operation may be written on poster board that is at least 8.5”x 11”.  In addition, a sign must be placed on the outside door that clients use to access the pantry so they know which entrance to use.

The agency must visibly publicize its presence and days and hours of operation in its community by distributing flyers or by listing its location, telephone number and days and hours of operation in a local newspaper or library.  Agencies that serve only specific populations (such as those serving clients living with HIV/AIDS) are exempt from this requirement.  We strongly encourage agencies to list with United Way’s 211 First Call For Help Line.  Agencies do not necessarily have to use the 211 Help Line, as there may be other ways to publicize.  If you need assistance, ACFB can make suggestions. 

Food Sanitation Certificates

If your agency is an on-premise/onsite feeding program and inspected by the Health Department, you are required to have one safe food handler’s certificate.  ACFB requires two certified safe food handlers in case the primary certified safe food handler is unable to supervise food preparation and meal service for some reason.

Equipment and Storage Requirements
The following equipment is required for all food programs:

• 18 cubic feet of dedicated refrigerator space (for use only by the food program)
• 18 cubic feet of dedicated freezer space
• All units must have a cold storage thermometer in each compartment.
• Temperatures must be maintained between 35°F and 40°F for refrigerators.
• Temperatures must be maintained between -10°F and 0°F for freezers.
• Dry foods must be stored at least 6” off the floor in a room that is between 50°F and 70°F.
• Humidity levels between 50% and 60%
• A hand washing sink must be accessible by food program staff and volunteers.
• The storage space must be secure and accessible only by food program staff.
• The agency should have containers with tight fitting lids.  These containers are used to aid in the prevention of pest infestations for items such as beans, rice, grains, etc.
• A working telephone located in the same area as the food program is required.
• A computer and email address must be accessible by the food program manager.

Program Specific Requirements:

Food Pantry Programs:

• Food pantry programs must be open a minimum of 2 hours twice a week and serve 25 or more households per month.
• The agency must have operated a food pantry or an on premise feeding program at least 6 months prior to the date on the application.
• The agency must post signs that indicate both the presence of the food program and the days and hours of distribution.
• The agency must be willing and able to provide food to those in need without requiring the recipient to pay, pray, or work in order to eat or gain admission to the food distribution setting.
• The agency must post a sign that states there is no fee or donation recommended or required, to obtain food assistance.  ACFB will provide this sign.
• The agency must adhere to all ACFB policies, as delineated in the Partnership Contract.

On Premise Programs:

• Personal Care Homes must provide a copy of their DHR license.
• Residential programs must provide a copy of an Occupancy Permit, DHR license and current client contracts.
• Childcare programs must provide a copy of their DHR license.
• Please provide a copy of your County Health Department Report, if applicable.
• Please provide any Safe Food Handler’s certificate recognized by county.
• The agency must have operated a food pantry or an on premise feeding program at least 6 months prior to the date on the application.
• Prepared meal programs must have meal times that occur at least once a week.
• The agency must be willing and able to provide food to those in need without requiring the recipient to pay, pray, or work in order to eat or gain admission to the food distribution setting.
• The agency must have at least two food handlers with certificates in safe food service.
• The agency must have a stove with a hood (vent) to ensure proper air ventilation.
• The agency must have an industrial dishwasher or a three-step dishwashing sink.
• The agency must have a separate hand-washing sink from dishwashing sink.
• The agency must have one dial stem thermometer to measure the temperatures of refrigerator, frozen and re-heated hot foods.
• The agency  must adhere to all ACFB policies, as delineated in the Partnership Contract.

Pest Control Requirements

ACFB partner agencies must have a pest control plan, a current contract with a licensed professional exterminator, and extermination logbook.  The extermination logbook will hold your contract and receipts for each visit.  This must be available for review when an ACFB representative visits your site.  ACFB recommends monthly exterminator visits although some sites may require more frequent visits.