Master
Template
Mid-Ohio Foodbank Volunteer Manual
This table of contents will guide you through the sections of this
template. It is composed of common areas of essential information
that would address the needs of any pantry. You may need to create a
comprehensive table of contents to follow the path of your individual
operation guide. Remember to include any necessary information that
may be specific to your organization, if it is not covered in this
example.
Welcome Letter
01
About Your Organization
01
Mission & Vision of Your Organization
02
Organizational Values
03
How You Help
03
Food Procurement
03
Your Agency’s Commitment to Volunteerism
04
Staff and Volunteer Relations
04
Important Contact Information
04
Days & Hours of Operation
04
Service Area
04
Table of Contents
Staff Directory
App 43
Legal & Tax Information
App 43
Board Of Directors
App 44
When you see this symbol in the Table of Contents, you will
find a worksheet to help you catalogue information. Also, look
for helpful tips, examples, and reminders in boxes like this one
or the “post-it” notes throughout this document!
Food Pantry Operations & Responsibilities
05
Check-In Process & Required ID
06
Distribution Policy
06
Open To Close, Daily Operations
07
Orders & Inventory
09
eHarvest Orders
09
Inventory
11
Alternate Sources of Food
12
Shopping Visits & Emergency Boxes
13
Food Safety
13
Storage
15
Temperature Log
16
Floor Plan
17
Keeping Records
18
Tracking Statistics
19
Documenting Donations
20
Holiday & Emergency Plans
21
Table of Contents
Volunteer Management
24
Volunteer Agreement
24
Recruiting Volunteers
25
Training Volunteers
26
Volunteer Code Of Conduct
28
Tracking Volunteer Hours
29
Volunteer Appreciation
30
Finances & Budgets
31
Annual Budget
31
Assessing Financial Responsibilities
32
Bookkeeping
33
Fundraisers & Food Drives
34
Grant & Proposal Writing
35
Donor Thank You Letter, Sample
App 44
Table of Contents
PLAN: Pantries Learning to Assess Needs
36
Beyond Food: Services We Offer
36
Public Benefits
37
Building Relationships With Clients
38
Identifying Client Needs
39
Staying Committed To Your Organization
40
Nutrition Education
40
My Plate
41
Stocking Shelves & Offering Healthy Choices
41
Addressing Clients With Specific Dietary Restrictions
42
Community Garden
42
Appendix
43
Monthly Cleaning Checklist
45
Shelf Life Storage Guide
45
Food quality and expiration guidelines
46
Succession Plan
46
Table of Contents
1 | P a g e
Use this space to give detailed information and a brief history about your
organization. Give specific examples of the progress your agency has made
since it started.
About Your Organization
Example:
Mid-Ohio Foodbank was
originally known as the
Operation Feed Foodbank
until 1986. The doors
opened in 1980 and 60
member food pantries
were served. Mid-Ohio
become a member of
Feeding America in 1981.
In its first year 205,200
pounds of food was
distributed. Today Mid-
Ohio Foodbank has over
550 partner agencies and
distributes over 40 million
pounds of food
annually……
2 | P a g e
If your organization does not have a “mission” formally stated, take the
time to define your purpose. Summarize that information and convert it
into a statement. This is your mission.
Need a “vision” statement? The vision should show the desired future
state of the organization and/or an ideal picture of what the organization
wants to accomplish.
Our Mission:
Our Vision:
Mission & Vision of your organization
Example:
Mission
To end hunger one
nourishing meal at
a time and
co-create a
sustainable
community where
everyone thrives.
Vision
A hunger-free,
healthier
community
3 | P a g e
Use this space to recognize all of the important contributors to your
organization, for its insured and continued success.
Please describe the reason for this guide. It will help readers understand
how to implement the practices discussed, and give a clear look at how the
manual should be used.
Acknowledgements
Example:
Major donors,
sponsoring
organizations,
private
businesses,
volunteers,
staff, etc….
Purpose of the Best Practice Guide
Example: The intent of
this guide is to reveal
how to operate the
Kroger Community
Food Pantry, allowing
for a more sustainable
emergency feeding
program. It is designed
for staff and volunteers
to utilize in order to
gain an understanding
of daily responsibilities
and overall general
policies & procedures.
4 | P a g e
Fill in the hours of operation for your organization. Please fill in
“closed” for days that you are not open for business. You may
also want to make a standard holiday schedule listing the
holidays observed by this establishment, it is acceptable to leave
the actual dates out as some may change annually.
*Hours of operation must be posted for public display
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Days & Hours of Operation
Service Area
Add a picture!
An image is an interesting way
to add a visual representation of
the material you are covering.
Here, you can include a map of
the zip codes your organization
serves.
Does your organization serve anyone,
or do you have distinct zip codes that
you serve? Remember upon the first
visit regardless of stipulations clients
must be served for that visit, they can
then be referred to a different pantry.
Example: Service area for Mid-Ohio Foodbank
5 | P a g e
Do you offer a choice or traditional model pantry? What benefits are there
to the style mentioned?
Please explain individual responsibilities for the pantry director and pantry
coordinator. In the event of leadership transition, how would the
responsibilities transition? See the succession planning worksheet in the
appendix.
Director Responsibilities:
Coordinator Responsibilities:
Food Pantry Operations & Responsibilities
Example:
We are a choice
pantry because it
gives our clients
dignity to shop for
the items they need,
and it reduces waste.
We are a traditional
pantry due to limited
space. This
arrangement allows
for greater efficiency
when serving clients.
Example:
Coordinator is
responsible for
unlocking doors
and ordering
food from
eHarvest.
6 | P a g e
What is the check-in process for clients at your pantry? What documentation do
you require for clients to take food home? What is your proxy policy?
Age
Driver’s
License
State ID
Passport
Naturalization
Papers
School
Id
Health
Card
Over
18
Under
18
How often can a family receive food from your pantry for a full shopping visit? How many
times a week can they receive bread & produce only, or emergency boxes?
Check-In Process & Required ID
Example: A piece of mail must accompany new clients to
show residency.
Acceptable forms of Identification for this location are as
follows: photo ID, birth certificate for children under 18,
school ID, health insurance cards, passports…..
Distribution Policy
Pantries usually agree to serve clients depending on food supply, storage capacity, and
staffing. Please describe the current policy in place for your pantry.
Adjust the table below to reflect the types of identification you accept.
Remember:
All member agencies
must serve at least
three days of food
per household once a
month.
7 | P a g e
Each food pantry operates differently. Please take the time to catalogue
daily tasks and responsibilities performed by staff and volunteers. A
checklist may be the easiest way to guarantee all tasks are completed each
day.
Daily Task Opening Checklist
How do you get
your day started in
the pantry? What is
the first thing that
you do when you
come in? What
tasks need
accomplished
immediately? Are
there different
tasks for different
days? If so, make
lists specifically for
certain days of the
week!
Open to Close Daily Operations
8 | P a g e
You can make many more lists to identify important tasks that need
completed throughout the day. An opening and closing checklist will ensure
the most important things are done regularly.
Daily Task Closing Checklist
Open to Close Daily Operations
What is the last
thing that you do
before you leave?
How do you end
your day in the
pantry? Do you have
specific things that
need cleaned,
turned off, or
locked? Are there
different tasks for
different days? If so,
make a list
exclusively for those
days.
*See appendix for a
sample cleaning
checklist
9 | P a g e
As a Mid-Ohio Foodbank partner agency, you have the
ability to acquire food and grocery items directly through
the eHarvest online ordering system. It is a simple and
convenient way to restock your shelves. Inventory items
change frequently, it is best to check the inventory listing
very early. The system syncs daily, and new items are
added each morning between 7 am and 7:30 am. The
system may be temporarily unavailable until after the
synching process is complete. All placed orders are eligible
for pick up or delivery within Foodbank guidelines. Keeping
track of your own inventory will be beneficial when
re-ordering product.
The eHarvest online ordering system can be found
by typing http://mofb.sci-usa.com into your
internet web browser, as pictured below.
Orders & Inventory
eHarvest Orders
10 | P a g e
To access eHarvest you will need a Login ID, which is your agency number
without the preceding zeros. Include your agency number in your
guidebook for easy access; remember a password is also required for login.
Passwords are assigned through Mid-Ohio Foodbank. If you do not have a
password, one can be requested by emailing the Orders & Customer Service
Coordinator. Place your first name in the “ordered by” field, then click login.
The eHarvest homepage also displays important news and updates from
Mid-Ohio Foodbank. There are always printable versions of current forms,
the monthly newsletter, and a host of other useful resources to keep you up
to date on current policies and procedures. There is even a more in-depth
guide to walk you through the eHarvest ordering system!
Did you know?
You can request to have
your password changed
through the Orders and
Customer Service
Coordinator.
Just call (614)317-9426
eHarvest Orders
Pick-up orders are available at Mid-Ohio Foodbank:
3960 Brookham Dr. Grove City, OH 43123
When picking up an order, check-in with the Agency
Services front desk. Please observe all warehouse rules
and safety regulations. After orders have been loaded,
see the receptionist to sign an invoice.
11 | P a g e
Knowing what products you have in stock makes it convenient to order more
food when you can see exactly what items you may be out of, or to keep
track of what stock is running low. Having access to that information before
ordering will give you a scope of what to shop for, and how much space you
have for new items.
Shelf-Product
Inventory list
Date:
/ /
Date:
/ /
Date:
/ /
Date:
/ /
Date:
/ /
Beverages
Canned Meat/Soup
Cereal
Canned Fruit
Grains: rice, pasta, etc…
Protein-non meat
Canned Vegetables
Inventory
Inventory
Making a few spreadsheets to keep track of your inventory is easy.
You can group the categories and have a list for dry goods,
refrigerated/frozen items, and household products.
12 | P a g e
All agencies do not receive food solely from Mid-Ohio Foodbank. If your
organization receives food through other sources, document the details of
the relationship to ensure that the staff at your organization will be able to
anticipate deliveries or pick-ups that need maintained. You may also want to
create a standard list of main contacts, and even local gardeners that bring
you food regularly. Include names, address, whether food is picked up or
delivered, and phone numbers.
Company
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Example:
Kroger
3211 E.
Broad St.
Pick-up
3 pm
Ask For
David
Mid-Ohio
Foodbank
3960
Brookham Dr.
Produce
Wednesday
1-3:30pm
Alternate Sources of Food
13 | P a g e
To help manage inventory some pantries provide emergency or overnight
boxes for clients that do not have an appointment to shop at the pantry.
Typically these boxes contain enough food to feed a household for one to
three days. Having a packing chart makes it easy for volunteers to pre-pack
the boxes with shelf stable products. Make multiple charts to catalogue what
each box should contain. You can even use the same chart template to
determine how much food per family size is allotted during a full pantry
shopping visit.
Emergency Pack Selection Chart
Name of Packed Item
Ex. Canned Fruit
Family Size
1-3
4-6
7 or More
Number of choices
Pantry Shopping Visits & Emergency Boxes
Food Safety
It is vitally important for agencies to implement proper food
handling measures to ensure that any product being distributed
to clients is safe for consumption. All Mid-Ohio Foodbank
member agencies will need a representative of their organization
to undergo a food handling certification course every three
years. If the representative with the food safety certification
leaves the organization, a new representative will need to attend
the class within 3 months.
Please contact
Mid-Ohio
Foodbank for
Food Safety
training
opportunities.
14 | P a g e
The following food storage guidelines highlight some of the practices
member agencies should follow:
Baby food and formula should NOT be distributed after the expiration
date. All baby food and formula products stored that are beyond date of
expiration should be discarded and not distributed to clients.
A best by date is not an expiration date! Other food may still be eligible
for distribution past the best by or use by date. See the food quality
expiration guidelines in the appendix for more information.
Clean floors, pallets and shelving regularly.
Food must be stored and distributed so that cases
with the oldest receiving date are used first. Utilize
the first in, first out method.
Keep doors, windows and roofs well-sealed to prevent pest entry and
water damage.
There should be no smoking or eating in food preparation areas.
Maintain pest control systems; have a contract with a licensed pest
control firm.
Maintain equipment regularly; check freezer and refrigeration units for
temperature, leaks and malfunctions.
Food Safety
Did you know?
Many of the items on this list, as well as the information found under
“storage” are key areas that are checked during a monitoring visit.
15 | P a g e
Proper storage of food is an integral part of food safety. It insures that
the food you serve to clients will be healthy and safe to eat.
Store food and other products 6” off the floor (or a pallet) and 4” away
from the wall, and 4” from the ceiling.
Non-food items such as cleaning and maintenance supplies must be
stored separately from food.
Maintain proper temperatures in all storage areas; keep thermometers in
all cold storage units; maintain temperature logs.
Storage Method
Proper Storage Temperature
Refrigerator
41 degrees or below
Freezer
0 degrees or below
Dry Storage
50-70 Degrees
Storage
*For more information about the shelf life of food please see the
shelf life reference guide the appendix.
16 | P a g e
Here is a basic example of the daily temperature log that all food service
agencies should have. A thermometer should be in dry, refrigerated, and
frozen storage areas. Information should be updated every day the pantry is
operational.
Storage, Temperature Log
Did you know?
Copies of this
form can be
found on the
eHarvest
homepage!
17 | P a g e
Having a designated area for all of the items in your pantry is helpful to both
volunteers and clients. A smart layout can be great for traffic flow, as well as
mapping the areas that house particular items. It may even help you to
organize or rearrange your space. Use the grid below, or create your own
grid. Rearrange the boxes to correspond with your current layout. Arrows
can be used to draw traffic flow patterns. It is also a great way to identify
emergency exits!
Floor Plan
Waiting Room/Front desk
Reception
Refrigeration
Dessert
Snacks
Produce
Storage
Soup
Canned Fruit
Cereal
Canned
Vegetables
Bread
Grains
Enter
Exit
18 | P a g e
Keeping an accurate account of the people
served by your organization will lend easy
access to valuable statistics.
This can be particularly useful when writing
grants, contacting elected officials to advocate
for your program or funding, or even the
occasional unexpected media article about
your organization.
Knowing how many people you serve on a regular basis will also help with
placing orders.
There are various types of records that should be
tracked, including client eligibility forms, donations,
volunteer hours, invoices, and finances.
Keeping Records
Reminder!
Mid-Ohio Foodbank requires all partner agencies to keep copies of
client intake forms, temperature logs, agency monitoring
acknowledgement forms, civil rights training documents, client
statistics, and ordering invoices for three years.
19 | P a g e
Mid-Ohio Foodbank requires all program sites to report monthly service
records by the 10
th
business day of each month. There are a variety of
options when it comes to entering monthly statistics, but reporting online
through eHarvest is the most convenient and preferred method.
Here is a brief example of a statistics form distributed by Mid-Ohio
Foodbank.
If you are using
PantryTrak, it is
very easy to
capture statistics
for each month.
See the full
PantryTrak
manual for details.
Keeping Records, Tracking Statistics
20 | P a g e
The Good Samaritan Law is in place to “protect citizens,
businesses, and nonprofit organizations that proceed in good
faith to donate, recover, and distribute excess food. It limits
liability to acts of gross negligence or intentional misconduct
and, absent these, donors and others shall not be subject to
civil and criminal liability arising from the nature, age,
packaging, or condition of the apparently wholesome food of
the apparently fit grocery products received as donation.”
Describe the process for documenting donations that come into your
organization. Include instructions for monetary, food, and in-kind
contributions.
Name & Address of Donor
Date of
Donation
Donation Type
Amount of
Donation
John Doe 108 E. Street
Columbus, OH 41111
Food
Dry goods
126 lbs.
Keeping Records, Documenting Donations
Questions to Consider:
Is there a certain
area where large
food donations
should arrive?
Do you weigh all
food donations prior
to stocking them?
What is the salvage
process?
Do you have a
donation receipt
book?
What information
should be captured
from the donor?
*See the appendix for a
sample thank you letter to
donors.
21 | P a g e
What actions are taken to effectively shut down the facility for an extended
holiday? What is the plan for closing down for a level 3 emergency?
What resources are close to your facility that can aid in a disaster or emergency?
Resources
Name
Address
Phone
Rent a
generator
Buy dry Ice
Hospital
Fire station
Police station
Holiday & Inclement Weather Plans
Emergency Plan, Resources
Are these items
easily
accessible?
First Aid Kit
Flashlights &
batteries
Tools for
shutting off
gas/water
valves
Fire
extinguisher
Questions to
consider:
How do you
notify the public
that you will not
be operational?
What needs
turned off or
stored?
Who is on call
for fire/security
alarms while the
pantry is closed?
22 | P a g e
It is vital that staff, as well as volunteers are trained on how to handle
disasters and basic emergencies. Key staff should be assigned emergency
circumstance tasks. The chart below may help with identifying
fundamental personnel. Assigning responsibilities like this can be useful
even in minor emergencies such as extended power outages.
Position for staff
or volunteers
Description of responsibilities
Who carries out
responsibilities?
Strategic Incident
Organizer
Leads the overall response effort, organizes relief
effort plan
Manager
Operations
Workforce
Directs the carrying out of initial responsibilities,
and does initial work, may delegate additional
needs to other available staff/volunteers
Resource
Acquirement
Specialist
Responsible for obtaining resources for continued
functionality of the organization, and to ensure
safety
Finance
Supervisor
Tracking activities and costs, overseeing
documentation of all disaster related expenses for
insurance purposes. May take photos of property
damage.
Information
Communication
Expert
Keeps all outside resources, such as the supervising
organization, aligned with updates and information
about the situation at hand.
Emergency Plan, Staff
If your organization does not already have a disaster preparedness plan,
consider developing safety procedures and include a comprehensive
approach for dealing with various emergencies.
23 | P a g e
Evaluate the total number of clients that could be at your site in the case of a
disaster. Is there sufficient space to house clients? If not, what is the backup
plan?
What is needed in order to continue providing services after a disaster?
Emergency Plan, Clients
Questions to Consider:
What primary service
can you continue to
provide?
What critical
resources do you
need to maintain
operation?
Which neighboring
agencies can you
share resources with,
or refer clients to for
services?
Questions to Consider:
Without access to
transportation,
how many clients
would have to stay
at the facility?
Are there clients
who could need
assistance
evacuating the
facility?
24 | P a g e
Most nonprofits rely on the help of volunteers to keep their
organization running efficiently. Many pantries could not operate
without the wonderful group of volunteers that dedicate their time
and energy to support the mission of the organization. In order to
maintain a group of dedicated volunteers and positive continuous
relationships see that volunteers are well managed, expertly trained,
respected, and always appreciated.
Volunteer Management
If you don’t
already have one,
consider putting
together a
volunteer manual
and training
packet. Here is a
sample volunteer
agreement letter
that outlines
expectations and
release of liability.
25 | P a g e
Volunteer relationships are mutually beneficial. Although most
organizations appreciate a stable group of experienced core volunteers,
single instances of service can also be valuable to the organization. Anyone
can be a volunteer, and all skillsets should be respected. You may never
know how allowing someone to be a part of the work you do, will affect
them in the future. Also, creating group opportunities can be a great way to
get larger projects done, while incorporating team building activities and
strengthening relationships.
Where do you normally recruit volunteers? How?
Recruiting Volunteers
Places to find volunteers:
Clients of the food pantry
Local intramural sports
teams
Churches & other
religious institutions
Youth groups
High school & college
students, including staff
& faculty
Volunteer fairs, or even
job fairs
Young Professional
Associations
Civic/Fraternal
Organizations
Services like,
Constant Contact,
are online
resources that
will allow you to
stay in touch with
volunteers,
donors, board
members, and the
community.
Does your organization have a formalized way of communicating
with volunteers? Have you considered utilizing online volunteer
mobilization resources such as Volunteer Match or other sites that
connect volunteers to nonprofits? What about social media like
Twitter or Facebook? There are many benefits to using social media
to find volunteers for your program. Being a part of a social
network not only connects you to volunteers and funders, but also
makes you a visible part of the community.
26 | P a g e
Hosting an orientation is the best way to familiarize volunteers with the work
of your organization; it acts as an overview of your vision of volunteer
engagement. This is also a great way to talk about what you do, introduce
everyone, and give a tour of the facility. In addition, regular meetings for
volunteers can be helpful for explaining updates and exploring new projects
or ideas that may arise.
Describe the process for training new volunteers,
and providing current volunteers continuing training
opportunities. What is your orientation process?
Training Volunteers
Remember,
different people
enjoy different
tasks.
It is important to
match the right
volunteer to the
right job whenever
possible.
27 | P a g e
All pantries want to provide the opportunity for volunteers to undertake a
results-driven service opportunity, especially one designed to meet the food
access and hunger relief needs of the residents they serve. In doing this,
volunteers can see how their work supports food distribution to hungry
families through their work at the pantry. Remember to include civil rights
training as part of your overall education process.
Volunteer
Positions
Description of Responsibilities
How To Implement
Training
Front
Desk
Greet families and check clients in, fill out
eligibility forms, inspect identification, file forms,
assign numbers to waiting families, schedule
appointments
Shelf
Stocker
Help unload truck or pallets, moving product from
stock area to shelves and coolers, organizing the
storage area, keep storage area and pantry clean
Shopping
Assistant
Escort families through the pantry while helping
them make selections of various food items,
enforce compliance of the amount of food
received for household size, may need to load
carts and help elderly/disabled clients to vehicle
Box
Packer
Fill emergency boxes with non-perishable items in
specified quantities, assist shelf stocking team
when needed, help keep stock area and pantry
area clean
Training Volunteers, Responsibilities
Important points to consider when training volunteers:
Model good customer service; ensure all families are treated with respect.
Make sure volunteers understand the check-in and check-out process. Clearly
communicate the number of visits a family can come in to receive food each
month, how to schedule appointments, and whether walk-ins are allowed.
Give guidelines of how the shopping process occurs.
28 | P a g e
With all of the wonderful work volunteers do, you may not think that a
volunteer code of conduct is entirely essential. Implementing standards for
responsibly carrying out assigned duties, and outlining expectations may
actually be beneficial. Construct a system that identifies violations,
accompanied by clear consequences. This can also be used as an
opportunity to discuss the organization’s formal grievance policy.
Our Policies:
How we address violations:
Adhere to family size distribution
guidelines.
Volunteer will be reminded of guidelines; further action will
result in a transfer from shopping assistant to an alternate
position.
Questions to Consider:
Do you have set practices or policies in place that address missed volunteer shifts?
Is there a dress code (must wear nametags, or closed toe shoes)?
When are rest breaks?
What are the stipulations for volunteers shopping at the panty (should they be accompanied)?
Can volunteers be terminated? If so what is the dismissal procedure?
Volunteer Code of Conduct
29 | P a g e
There are a variety of reasons to keep an account of all of the hours
volunteers contribute to the success of your organization. Some may be
students that need to satisfy an educational obligation. Others may need to
fulfill community service requirements, whether court ordered, or through
an employer. No matter the circumstance the hours should be tracked so
that you have an accurate account for both the volunteer and your
organization. You may want to have them sign in and out of each shift.
Volunteer
Name
Week
1
Week
2
Week
3
Week
4
Total Hours
For January
2013
Example:
Ashley
Smith
4 Hours
None
5 hours
None
9 Hours
Total
Volunteer
Hours
Tracking Volunteer Hours
You may need to make your chart more specific. For larger organizations with a lot of
volunteers may need a more sophisticated database to track hours; some online
resources such as Volunteer Hub have a service to help you do just that.
30 | P a g e
It is clear that volunteers serve a special purpose when it comes to the
functionality of food pantries. Why not express how much they are
appreciated? Have a gathering or write a newsletter; you can list how
volunteers have helped the organization to reach goals, recognize all of the
work they have achieved, and explain why they are important to the
community you serve. This also improves volunteer retention!
Volunteer appreciation should start even before volunteers show up for
their shift. A welcome letter can really make new volunteers feel well
received into the organization, and should stress the importance of
volunteers in fulfilling the mission of the organization.
Example: Volunteer Welcome Letter
How does your organization strive to show volunteers they are appreciated?
Dear Volunteer,
Thank you for choosing to volunteer with Our Organization. We are thrilled to welcome you to our
team of volunteers. We believe volunteers are a vital part of supporting the mission of this
organization. We hope that you find the responsibilities of your volunteer duties to be fulfilling,
and that your experience with us is quite rewarding.
If you have any questions, please feel free to contact us at XXX-XXX-XXXX
Sincerely,
The Food Pantry
Volunteer Appreciation
Can volunteers
evaluate their
experience with
your
organization?
31 | P a g e
Effective management of finances can be crucial to
organizational success. It can outline the major costs and
give an overview of available resources. Donors also find it
useful when tracking their contributions to see how their
funds are being utilized. Having a comprehensive budget
can establish credibility with your donors, and provide a
clear view of goals that can be set for the following year.
Why is having an annual budget important?
It shows realistically what you can afford and where
gaps lie in funding, which might help with making tough
decisions about what programs to cut or expand.
It affords you the opportunity to plan to meet needs,
and to decide what you're actually able to accomplish
in a fiscal year concerning current and future endeavors
A budget can motivate you to be creative in seeking out
other sources of funding.
It facilitates discussion of the financial status of the organization.
It helps you avoid surprises and maintain financial control, which can help
you gage current annual income and set goals for annual increases in
funds raised.
Finances & Budgets
Annual Budget
Many organizations
will require the budget
to be approved by The
Board of Directors
before the beginning
of the fiscal year. Who
approves and
maintains your
budget?
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Budgets must be drawn to cover your fiscal year, and should be ready
before the beginning of each fiscal year. While any budget should be easily
understood, the amount of information needed may vary by organization.
Set reasonable projections of financial need, and account for any programs
that may be introduced during the fiscal year.
This table can be used to project annual need. You can incorporate
information to help you plan or create a budget for the upcoming fiscal year.
Show which funds are allocated, and which funds will be deducted from the
amount of money you currently have available.
Annual
Financial Needs
*Fiscal year 2014
Financial
Resources
Projected Dollar
Amount Required
Current Amount
Allotted
Amount We
Need to
Raise/Secure
Food
Paid staff
Facility Rent
Church,
government
grant, private
donation
$26,400/year
$2,200/month
$0
Facility Utilities
Office supplies
Miscellaneous
New Programs
Annual Budget, Assessing Financial Responsibilities
33 | P a g e
Implement an accounting system for your program that is
easy to use and understand. If your agency has a
computer, you may want to consider using a simple
accounting program, such as QuickBooks or Microsoft
Excel. Having your budget on the computer will make it
easier to generate reports for yourself and donors.
If your organization does not have access to a computer, you
can set up a manual bookkeeping system. You just need to keep an accurate
account of the amount of money that comes in and out of your program.
Basic bookkeeping is quite similar to maintaining a personal checkbook. It is
simply the recording of financial transactions including purchases, receipts,
and monetary donations.
Date
Check #
Memo
Check Amt.
Deposit Amt.
Balance
Bookkeeping
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Feeding hungry people is a priority; some organizations
may find it difficult to do this with a limited budget. A lack
of financial resources can sometimes stifle organizational
growth. You may need to host fundraisers or food drives
to keep your program running. Fundraisers and food drives
can be fun, and will engage the community in your
mission.
What types of fundraisers or food drives do you host?
Type Of
Campaign
Date/Duration
Of Campaign
Location Of
Campaign
Contact At
Collection
Site
Person In
Charge Of
Collection
Amount
Raised This
Year
Food Drive
Fundraiser
Fundraisers & Food Drives
You may need to make a more elaborate chart to detail your food drives and
fundraisers. Be sure to secure a collection method or provide materials for food
drive host sites, such as boxes to collect all of the food. You may want to
initiate friendly competition to drive up quantities. Remember almost anyone
can give something to help out another person in need, make it as easy as
possible for people to participate and donate.
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Identifying your audience and applying for grants that
support your specific mission can really improve your
chances of receiving a grant. Having accurate
documentation of your program and the people you help
will be a part of your application, always have this
information available!
Remember when writing a grant you want to paint a
picture of all the great work your organization has accomplished, and what
the grant will mean to the people you serve as you have continued success
alleviating hunger.
Most grant and proposal applications clearly state what information must be
submitted to be eligible for funding. Below is an outline of general
information most donors request.
Grant & Proposal Writing
Start
• Cover Letter
• Title Page
.
• Executive Summary
• Introduction/ Organizational Information
.
• Need Statement
• Goals and Objectives
.
• Methodology
• Evaluation
.
• Future Funding
• Budget
End
• Appendix
The government,
religious sources, and
private or corporate
foundations usually have
grants available. Before
you apply, make sure
your program fits the
funder’s guidelines.
Maintaining a
professional relationship
with funders will aid in
your success of securing
future grants. Does your
organization depend on
or apply for certain
grants annually? If so,
which ones?
36 | P a g e
Most clients of emergency food programs usually need much more than
food. What other services does your program offer? Do you offer financial
counseling or job training opportunities? Do you use other providers to
expand your services, or do you provide referrals?
PLAN: Pantries Learning to Assess Needs
Questions to consider:
Who is in charge of
each external
program, or who is
the main contact?
What is the training
process if the
program is offered
through pantry staff?
37 | P a g e
The following lists some of the most important programs that your clients
should know about, both food related and beyond. Some of the services can
even be accessed through the Ohio Benefit Bank!
Program
Description of Service
SNAP
Supplemental Nutrition
Assistance Program
Formerly the food stamp program, SNAP provides a monthly stipend for
food on an EBT (Electronic Benefit Transfer) card. SNAP is intended to
supplement users’ food budgets, encourage clients to come to the pantry
before using up their SNAP benefits to stretch their SNAP dollars.
WIC
Women, Infants
and Children
Provides healthy foods, nutrition information and referrals to health and
social services to pregnant, breastfeeding, and non-breastfeeding
postpartum women, and to infants and children up to age five.
CSFP
Commodity
Supplemental
Food Program
Provides monthly food and assistance to participants 60 years of age and
older.
Free/Reduced
School Lunch
Students from low income households qualify for free or reduced-price
school lunch. SNAP participants automatically qualify for free school meals.
Summer Meal
Program
Provides meals for children over the summer vacation
HEAP
Home Energy
Assistance Program
Pays part of winter energy bills for low-income renters and
homeowners.
Medicaid
Pays for medical care for some low-income and medically needy
people.
TANF
Temporary Assistance
for Needy Families
Provides temporary cash assistance to needy families with minor
dependent children.
Housing Assistance
Provides subsidized rents, public housing and homeowner education
and assistance.
Free Tax Filing
Provides free tax preparation services
Domestic Violence
shelters
Provides emergency housing and counseling to victims of domestic
violence.
Title XX
Child Care Assistance
Public Benefits
38 | P a g e
Does your pantry have annual giveaways like holiday baskets, or a
Thanksgiving turkey distribution? Do you make special birthday gifts to give
to clients, or their children? Do you give away school supplies at the
beginning of the school year?
List any special giveaway programs you host or participate in, and describe
the process of obtaining and distributing those items:
Building Relationships With Clients
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Serving each client with dignity and respect is a standard right that every
client should experience. All clients should be treated fairly and equally
when entering your establishment, and when distributing goods to each
household. Clients should be assured that their information is always kept
confidential.
If you have many clients that speak little to no English, try offering
information in their native language. Think about having someone on staff
or a volunteer that can communicate with clients with limited English skills.
If you serve a largely ethnic population consider ordering more food that is
appealing to those clients, try keeping cultural sensitivities and differences in
mind when serving all clients.
Some clients may have special diets due to health or religion; some may
have limited literacy or limited mobility. Other clients may have vision, or
hearing disabilities. Consider training volunteers, or having materials to
accommodate these specific needs.
What policies do you have in place that protect client’s rights and privacy?
Identifying Client Needs
Question to
Consider?
Do you have
someone that
conducts
outreach to offer
services or
resources to
eligible people
beyond the
clients that walk
through your
doors?
40 | P a g e
When you are feeling mentally, physically, or emotionally exhausted it can be
difficult to ensure high quality service for those who depend on you. Staying
positive and encouraging staff to be positive when encountering so much
despair on a regular basis can be hard. Try planning occasional staff and
volunteer events to relieve stress and strengthen relationships. Attempt to
restrain judgment of clients; you never know what situation caused them to
come into your pantry. Sometimes reaching out to clients can help you to
offer resources that can help them out of a bad situation.
What do you do to keep a positive work environment?
There here are many health concerns associated with food
insecurity. Some food insecure people may find it more
convenient to purchase high calorie, low-nutrient foods. Healthy
food choices are not always obvious. Choosing high calorie, low
nutrient foods can contribute to various conditions such as
diabetes, heart disease, stroke, and some cancers.
Nutrition Education
Staying Committed To Your Organization
Do you hold any
type of nutrition
education classes,
or give out
nutrition related
information or
recipes?
41 | P a g e
My Plate by the USDA is one way to encourage people
to eat well-balanced meals. The My Plate concept
shows proper proportions of food from each food
group. For example, half of every plate should contain
fruits and vegetables. Offering a lot of fruits and
vegetables in your pantry, along with displaying the
My Plate graphic can inspire people to eat healthier.
When shopping, encourage people to choose
whole grains. Explain how replacing sugary
beverages with water can be an extremely
valuable part of better health.
Highlighting “Healthy Options” by accenting your shelves can help people
see better food choices. What steps can you take to offer more healthy
options to your clients?
Food Group
Healthy Options
How We Offer More
Healthy Choices:
Fruit
Fresh fruit is great, but if you only have access to
canned try to find options with light syrup.
Vegetables
Look for fresh vegetables or low sodium canned
vegetables
Grains
Whole grains are the best option. Try offering more
whole grain pasta and bread.
Protein
Whether it is a canned protein option or meat find
low fat, low sodium options.
Dairy
Shelf stable 1% milk or non-fat dry milk is always a
great choice; try to find more low fat dairy products
to offer.
Nutrition Education, My Plate
Do you see sweets or an area for fatty
foods on the My Plate graphic? They
are omitted because they should not
be a part of every meal.
Stocking Shelves & Offering Healthy Choices
42 | P a g e
If many of your clients have diabetes, add more whole grain and high fiber
foods to your inventory and decrease the amount of refined grains and
sugars. To accommodate special religious dietary restrictions survey clients
to see if you need to offer more food that encompasses their needs.
A garden is a great way to expand resources, offer healthy food, and engage
the community. If you have a community garden describe your process for
planting each year and detail your garden plan.
How do you make sure the dietary restrictions of your clients are met?
Season
Month
Type of Seed Planted
Lbs. of Food Produced
Spring
Summer
Fall
Addressing Clients with Specific Dietary Restrictions
Community Garden
Addressing Clients with Specific Dietary Restrictions
Are most of your
clients elderly, or
mainly children?
How do you
choose items that
will serve that
population?
43 | P a g e
Legal and Tax Information
Staff Directory & Important Contacts
Food Pantry’s Legal Name
Federal Tax ID Number
Sponsor Agency’s Name & Federal Tax
ID Number
Title/Company
Name/Department
Phone/Email
Program Director
Pantry Coordinator
Mid-Ohio Foodbank
Mechanic
Pest Control Company
Liability Insurance Carrier
Bank
Volunteer
Appendix
44 | P a g e
Board of Directors
Donor Thank You Letter, Sample
By law, you must acknowledge in writing all gifts over $250, but every
donation should be acknowledged with gratitude. It is best if each letter has
a personal message of appreciation included!
.
Board Member’s Name
Title/Affiliation
Email Address
Appendix
Dear Donor,
Thank you so much for your generous gift to help with our mission. We are dedicated to
feeding hungry people in our community and truly appreciate your efforts to assist us in
turning dollars into nourishing meals. Our food pantry is a 501 (c) 3 approved
organization, and your contribution is tax-deductible to the full extent allowed by the law.
Please note that no goods or services were rendered in exchange for this contribution.
Thank you,
Your Local Community Food Pantry
45 | P a g e
Sample Monthly Cleaning Checklist
USDA Shelf Life Reference Guide
Cleaning
Duties
Jan
Feb
Mar
Apr
May
June
July
Aug
Sept
Oct
Nov
Dec
Wipe Down
Shelves
Wash All
Windows
Clean
Refrigerator
Defrost
Freezer
Clean Floors
Product
Estimated Shelf Life
When to Discard
Baby Food
Use by expiration date
Broken seal, expired
Bread/Bakery items
3-10 Days
Visible mold, package defect
Cans/Bottles
1-several years
Bulging, severe dents
Cereal
6 months-2 years
Stale, infestation
Crackers
1-2 years
Stale, infestation
Dry Beans
1-2 years
Infestation, mold, open
Freezer items
3 months-1 year
Freezer burn, malodorous,
previously thawed
Prepared Salad/Dips
Use by date
Past date
Refrigerated Juices
1-4 weeks
Mold, discoloration
Rice
1 year
Infestation, mold, open
Yogurt
1-3 weeks
Mold, open, malodourous
Appendix
46 | P a g e
Food Quality & Expiration Guidelines
Date Code
Description of Code
Expiration
Date
The date past which a product, such as food or medicine, must be sold or removed
from availability because it is no longer expected to be fresh or effective.
Sell by
Tells the store how long to display the product for sale. Retailers rotate stock to be
sure they sell the oldest first. The consumer can add days to this before eating it.
Best by
The product is at its highest quality, is freshest and tastiest by this date. The “Best
when used by” date is not a purchase or safety date. Most people would notice no
difference after the date is passed.
Use by
This is the last date for use of the product at peak quality. This date has been
determined by the manufacturer of the product.
Production
Date
Tells you when the product was produced. It does not tell you anything about the
quality or safety of the product, as it does not tell you anything about shelf life.
Production dates are used to track product, they are not meant for the consumer.
Succession Plan
Description of Duty
Person Currently Responsible
for Task
Person That Will Take Over
Responsibilities
Appendix
Who would carry out the responsibilities of running the pantry if you
were to retire, get sick, or had to relocate? A succession plan can give
clear direction to staff and volunteers concerning who will take over
each responsibility in the event of leadership change, or if unexpected
situations occur.
