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PALM BEACH COUNTY FOOD BANK

Food Recovery & Distribution

Partner Agency Handbook

Effective 1/15/2017

of 30 Last updated: 12/5/2016

Dear Agency,

Thank you for being a partner agency with the Palm Beach County Food Bank (PBCFB)!

The Partner Agency Handbook is a guide for agencies that explains the roles and

responsibilities of a partner agency. Partner agencies are expected to fulfill their

responsibilities and adhere to the rules explained in this handbook. In turn, PBCFB is

dedicated to improving the collection and distribution process to make it easier for our

partner agencies who take on the daily responsibility of serving the hungry.

Again, thank you for becoming a partner agency and working with the Palm Beach

County Food Bank. If you have any questions, please feel free to contact the Agency

Relations team by phone at (561) 670-2518, extension 304 or by email at

[email protected].

Thank you,

Cady Sandler

Programs Manager

Palm Beach County Food Bank

mailto:[email protected]


Partner Agency Handbook Table of Contents

Section 1. The Palm Beach County Food Bank ............................................................ 4

1.1 How We Work ................................................................................................. 4

1.2 Service Area .................................................................................................... 4

1.3 Hours of Operation .......................................................................................... 4

1.4 Contact Information ......................................................................................... 4

1.5 Holidays .......................................................................................................... 5

1.6 Emergency Closures ......................................................................................... 5

Section 2. Becoming A Partner Agency ....................................................................... 6

2.1 Application Process .......................................................................................... 6

2.2 Application Timeline ......................................................................................... 6

2.3 Assigned Numbers ........................................................................................... 6

2.4 Agency Sizes ................................................................................................... 7

2.5 Pickup Times ................................................................................................... 7

2.6 Seasonal Partner Agencies ................................................................................ 7

Section 3. Active Partner Agencies ............................................................................. 8

3.1 PBCFB Partner Agency Requirements & Policies ................................................. 8

3.1.1 Required Documents .................................................................................. 9

3.1.2 Site Visits .................................................................................................. 9

3.1.3 Monthly Reporting ................................................................................... 10

3.2 Communication .............................................................................................. 12

3.2.1 Methods of Communication ...................................................................... 12

3.2.2 Point of Contact ....................................................................................... 12

3.2.3 Pickup Changes ....................................................................................... 13

3.2.4 Other Correspondence ............................................................................. 14

3.3 Receiving Food .............................................................................................. 14

3.3.1 Pickups from the PBCFB Warehouse .......................................................... 14

3.3.2 Belle Glade and Pahokee Distribution ........................................................ 15

3.3.3 Special Events ......................................................................................... 15

3.3.4 Seasonal Changes .................................................................................... 15

3.4 Food Safety ................................................................................................... 15

3.4.1 Basic Food Safety .................................................................................... 15

3.4.2 Food Safety Certification .......................................................................... 18

Section 4. Agency Compliance and Inactivity ............................................................ 19

4.1 Inactive Agencies ........................................................................................... 20

4.2 Grievances..................................................................................................... 20

4.2.1 Complaints against Partner Agencies ......................................................... 20

4.2.2 Complaints against PBCFB ........................................................................ 21

Section 5. Appendices ............................................................................................. 22

5.1 Handbook Acknowledgement Form ................................................................. 22

5.2 Agency Site Visit Form .................................................................................... 23

5.3 Temperature Log ........................................................................................... 27

5.4 Monthly Report Forms .................................................................................... 28


Section 1. The Palm Beach County Food Bank

1.1 How We Work

The Palm Beach County Food Bank (PBCFB) rescues and collects food donated by

local farmers, distributors, retailers, and restaurants. The food is brought back to

the PBCFB warehouse, where it is sorted and distributed to our partner agencies.

We are the only locally-led and governed food bank in Palm Beach County that

distributes food to agencies at no cost.

In true service to the community, there is no expectation for any monetary or in-

kind compensation “tips” to any PBCFB team member. While we appreciate any

generosity extended, this gesture can be interpreted as a conflict of interest with our

policies as a non-profit organization.

1.2 Service Area

PBCFB’s service area covers all of Palm Beach County, the largest county in Florida

in geographic size. Every donation made to the Palm Beach County Food Bank stays

in Palm Beach County.

1.3 Hours of Operation

PBCFB’s administrative offices are open Monday through Friday from 8:30 a.m. to

5:00 p.m.

PBCFB’s warehouse is open Monday through Friday from 9:00 a.m. to 12:00 p.m.

and 1:00 p.m. to 4:00 p.m.

1.4 Contact Information

PBCFB can be reached by email, telephone, or in person during administrative office

hours:

PBCFB Office Phone: (561) 670-2518

Agency Relations Office: (561) 670-2518, extension 304

Agency Relations Mobile: (561) 412-5344

Address: 525 Gator Drive, Lantana, FL 33462

Email: [email protected]

Website: www.pbcfoodbank.org

mailto:[email protected]

http://www.pbcfoodbank.org/


PBCFB also has several social media accounts. Follow us on YouTube, Facebook,

Twitter, and Instagram:

YouTube: PBC FoodBank

Facebook: Palm Beach County Food Bank

Twitter: FoodBankPBC

Instagram: pbcfoodbank

1.5 Holidays

PBCFB will be closed on the following holidays:

New Year’s Day

Martin Luther King Jr. Day (third Monday in January)

Memorial Day (last Monday in May)

Independence Day (4th of July)

Labor Day (first Monday in September)

Thanksgiving Day

Day after Thanksgiving Day

Christmas Day

Day after Christmas Day

Please see the section on pickup changes on page 14 for more information about

how holidays impact partner agency pickups. A PBCFB calendar, which includes

holiday closure information, can also be found on the PBCFB website.

1.6 Emergency Closures

In the event that PBCFB is closed for an emergency or inclement weather, Agency Relations will inform partner agencies of the closure, and will alert agencies again when PBCFB reopens. Partner agencies will most likely be alerted via mass email and are asked to check email as frequently as possible. Although PBCFB is not associated with the County government, for safety reasons, PBCFB follows the County’s closure policy. This means that if Palm Beach County public schools and government offices are closed due to an emergency or inclement weather, PBCFB will also be closed. Please pay close attention to closures, which are often broadcast on the news and radio. Please see Section 3.23 on page 14 for more information about how emergency

closures impact partner agency pickups.


Section 2. Becoming A Partner Agency

2.1 Application Process

PBCFB requires any organization interested in becoming a partner agency to

complete an application process. A completed application, along with a copy of a

501(c)(3) status (or equivalent letter of affirmation from the IRS), DR-14 tax exempt

form, food safety certification, proof of pest control, and proof of food distribution

for at least six months are required before an entity can be considered to become a

partner agency. Agencies will need to complete a site visit and an orientation before

applications receive their final review and approval.

Orientations will take place quarterly, on the second Monday of March, June,

September, and December. Prospective Agencies must sign up to attend an

orientation, which lasts around an hour. Agency representatives must be present

for the entire orientation in order to get credit for attending.

PBCFB partner agency applications are reviewed twice per year, in August and in

February. Prospective Agencies must complete all steps in the application process

by January 31st or July 31st in order to be considered for review.

2.2 Application Timeline

The following shows a simplified version of the timeline an organization must follow

to apply to become a partner agency. This process usually takes two to three

months:

2.3 Assigned Numbers

PBCFB partner agencies are each assigned a unique agency number. New partner

agencies will be assigned an agency number after they have been confirmed as a

partner agency. It is important that partner agencies know and can provide their

agency number to PBCFB team members. Many agencies have similar names, and

the agency number helps to quickly identify an agency.

Agency

submits

application &

mandatory forms

Agency Relations

conducts

site visit

Agency attends

New

Agency Orientation

Agency Relations

reviews

application

Agency

becomes a PBCFB

Partner

Agency


2.4 Agency Sizes

PBCFB partner agencies are assigned agency sizes, which is determined by the

number of clients an agency serves, as reported in their monthly reports. All food

allocations are based on an agency’s size. Any changes in agency size will be

determined by Agency Relations. Agency sizes will be reviewed twice a year, in

January and July. Any changes to an agency’s size will occur then. Agencies

concerned about their agency size due to variables such as a large seasonal

population may request a review outside of the twice yearly standard reviews.

2.5 Pickup Times

PBCFB partner agencies choose a recurring date and time to pick up each week from

the PBCFB warehouse. Pickup dates and times will be based on what times are best

for the partner agency, as well as PCBFB availability. Pickup times are available

Monday through Friday from 9:00 a.m. to 12:00 p.m. and from 1:00 p.m. to 4:00

p.m. in 15 minute intervals.

Agencies that pick up less frequently than weekly (every other week, once a month,

etc.) must submit a list of their pickup dates in writing to Agency Relations. These

dates must be submitted at least 30 days in advance of the pickup date.

Please see Section 3.23 on page 14 for more information about how to change a

partner agency’s pickup time.

2.6 Seasonal Partner Agencies Seasonal partner agencies are agencies that receive produce only from PBCFB during the agricultural season, which typically runs from January through May. Seasonal partner agencies are subject to the same application process and rules as regular partner agencies, with a few exceptions:

Seasonal partner agencies do not need to have been distributing food for at least six months to apply.

Seasonal partner agencies will receive produce only from PBCFB. Produce availability is not guaranteed.

Seasonal partner agencies will receive notice from Agency Relations when produce is available and will have a limited time frame to respond that they are interested in picking up produce. Upon response, agencies will be given a timeframe to pick up produce.

Seasonal partner agencies will be eligible to apply as regular partner agencies after completing their time as a seasonal partner agency.


Section 3. Active Partner Agencies

3.1 PBCFB Partner Agency Requirements & Policies

Agencies must agree to certain requirements in order to become a partner agency

and remain an agency in good standing. Partner agencies must maintain

documentation of non-profit status, agree to an annual site visit, and turn in

completed monthly reports each month.

In addition to the requirements included in the Partner Agency Application,

requirements include notifying PBCFB of changes in pickup schedule and/or

authorized pickup persons, and appropriate conduct during pickup, site visits, and/or

other interactions with PBCFB team members.

PBCFB partner agencies may be open to the general public, or closed to certain

populations depending on the type of agency; for example, residential facilities

generally only provide food to residents living in the facility. However, whether a

partner agency is an open or closed agency, the agency must not deny access to

donated product provided by PBCFB on the basis of race, creed, national origin,

religious affiliation, sex, sexual preference, age, or handicap.

Food that is received from the PBCFB is intended only for the agency that is picking

up food and must not be distributed to other agencies without approval. Agencies

must distribute or serve food directly to their clients. Food or other products

provided by PBCFB must not be sold, traded, bartered, or given in exchange for

donations or compensation in any circumstance. While we understand that hunger is

not bound by county lines, and agencies cannot control where clients come from,

food that is provided to PBCFB partner agencies is intended for Palm Beach County

residents and may not be distributed outside of Palm Beach County.


Failure to comply with these requirements will result in a partner agency being

placed on the inactive list, and the agency will not be allowed to pick up food.

PBCFB partner agency requirements are explained in more detail below.

3.1.1 Required Documents

PBCFB requires that partner agencies maintain and provide updated copies of the

following documents to Agency Relations:

Letter of 501(c)(3) status (or equivalent non-profit status) from the IRS

DR-14 tax exempt form from the State of Florida

Food safety certificate

Proof of pest control

Contact information

Photo Release Forms

3.1.2 Site Visits

PBCFB partner agencies are required to agree to at least one site visit each year.

Site visits are a time for the Agency Relations team to tour a partner agency and

check the facility for food safety compliance and observe food distribution

practices. Site visits are also a designated time for partner agencies to provide

feedback to the Agency Relations team. Generally, the Agency Relations team will

schedule a day and time to conduct a site visit. However, PBCFB reserves the

right to conduct unannounced site visits if necessary or appropriate.

On the day of the site visit, please allow 15 minutes from the scheduled site visit

time for the Agency Relations team’s arrival. Multiple site visits are often

scheduled on the same day, and there may be delays due to traffic.

Site visits usually last for one hour and will include time to sit with the partner

agency’s primary contact person to answer questions, as well as a period of

observation of food distribution. If possible, please have a quiet space available

where the Agency Relations team and the agency’s primary contact person can

hold their interview.

During your site visit, please be prepared to show Agency Relations the following

documents:


Signed handbook agreement form

Signed invoices from PBCFB

Copies of sign-in sheets

Copies of pest control

Copies of temperature logs

Copy of the most recent Florida Department of Health inspection (if

applicable)

The Agency Relations team will also need to view the following areas:

Food distribution area

Dry storage

Cold storage, including transportation cooler/freezer blanket (if applicable)

Kitchen or food preparation facilities (if applicable)

In an effort to learn more about the people being served by PBCFB, Agency

Relations may talk with clients who are present for food distribution. Agency

representatives as well as clients will also be asked to take photographs to be

featured on the PBCFB website and other marketing materials. Agency

representatives or clients who agree to pictures will need to sign a photo release

form.

The Agency Relations team will end the site visit by noting any concerns or

changes that need to be made. If necessary, a follow-up site visit will be

scheduled.

3.1.3 Monthly Reporting

PBCFB requires agencies to turn in complete, original copies of monthly reports by

the 7th of the following month (for example, September reports are due by

October 7th). If the 7th of the month falls on a weekend or a holiday, the monthly

reports will be due the following business day. Mailed reports must be postmarked

by the 7th. Agencies may also scan and email monthly reports in place of original

copies, if the scans are in color. PBCFB does not accept faxed monthly reports.


Monthly reports provide valuable information to the Palm Beach County Food Bank

and help us better serve partner agencies. The monthly report is made up of two

forms: the sign-in sheet and the monthly distribution sheet. The forms, and

examples of completed forms, can be found on the PBCFB website. If no food was

given out for a certain month, the report must still be submitted and with an

explanation about why no food was given out that month.

Instructions for how to fill out the monthly reports are below:

Sign-In Sheet:

Check the box in the top right hand corner to indicate whether your agency is

a food pantry or soup kitchen. Residential agencies should check the

residential box AND the type of feeding program that best applies to their

agency. Agencies that are both a food pantry and soup kitchen will

need to fill out sign-in sheets for both.

Please have each person picking up food print their name legibly on the

Sign-In Sheet and record the total number of people in their household (for

food pantries) or the total number of meals they are receiving (for soup

kitchens). The total number of people in the household/total number of

meals should not include the person who is signing in.

At the bottom of each Sign-In Sheet provide the total number of names and

the total number of household members/meals.

Monthly Distribution Sheet:

Check the box in the top right hand corner to indicate whether your agency is

a food pantry or soup kitchen. Residential agencies should check the

residential box AND the type of feeding program that best applies to their

agency. Agencies that are both a food pantry and soup kitchen will

need to fill out monthly distribution sheets for both.

Include the name of the person filling out the monthly report, and certify that

food given out by your agency was distributed to Palm Beach County

residents.

For each distribution date your agency had this month, write the date, total

number of names, and total number of people in a household/meals.

At the bottom of the Monthly Distribution Sheet, you will need to put a

monthly total for number of distribution dates, number of names, and

number of household members/meals.


Please note: Partner agencies are responsible for downloading and printing the

monthly report forms from the PBCFB website. Agencies must make copies of

reports for their files and turn in the original reports to PBCFB. PBCFB cannot

make copies of the monthly report forms for Partner Agencies.

3.2 Communication

3.2.1 Methods of Communication

Agency Relations will make every effort to contact partner agencies in a variety of

ways, including phone calls, e-mails, letters, and in-person. However, it is the

responsibility of partner agencies to make sure the Agency Relations has the most

up to date contact information, including phone numbers, mailing addresses, and

email addresses, and that these methods of communication are checked regularly

for messages and mail. It is especially important that agencies check their email

regularly. PBCFB serves over 100 food recovery and distribution agencies, and the

easiest and fastest way to reach a large number of agencies at once is through

email.

PBCFB is not responsible for missed communications by partner agencies that do

not regularly check their mail, voicemail, or email.

3.2.2 Point of Contact

The Agency Relations team is the point of contact at PBCFB for partner agencies.

Any questions or concerns about food distribution, mandatory documents, or

monthly reports should be addressed with Agency Relations. In addition, any

changes to pickups, authorized pickup persons, or contact information should be

communicated directly to Agency Relations. Partner agencies must not ask the

PBCFB warehouse team to communicate changes to Agency Relations; partner

agencies are responsible for reaching out to Agency Relations about any questions

or concerns they may have.

Significant changes, such as authorized pickup persons, contact information, and

non-emergency pickup changes must be communicated to Agency Relations in

writing.

Information about how to contact the Agency Relations team can be found under

Section 1.4 on page 4.


3.2.3 Pickup Changes

Any requested changes in pickup, including changes of times, dates, or persons

authorized to pick up food, must be communicated to Agency Relations. Partner

agencies must also provide a reason for the change to Agency Relations (for

example, transportation issues or volunteer availability).

PBCFB recognizes three types of pickup changes:

Last Minute/Emergency Changes: these types of changes are

unpredictable and partner agencies will most likely not be able to let PBCFB

know about these changes in advance. These changes should be

communicated to Agency Relations within 30 minutes of pickup time.

Communicating emergency changes to Agency Relations ensures that

partner agencies will not be penalized for missing pickups. Changes may

also occur due to emergencies or inclement weather. In the event that

PBCFB is closed due to an emergency or bad weather, the Agency Relations

team will communicate with partner agencies to determine alternate pickup

times.

Special Changes/Holidays: these types of changes are predictable and

usually are a one-time change. They may occur when an authorized pickup

person is unavailable for a specific pickup date. These changes should be

communicated to Agency Relations at least 7 days prior to the change. No

pickups will be available on the holidays listed under Section 1.5 on page 5

of this handbook. Agency Relations will contact partner agencies prior to

each holiday and provide agencies with alternative dates for pick up.

Partner agencies must confirm an alternate date and time for pick up in

order to receive food.

Permanent Changes: these types of changes usually take place when a

Partner agency’s authorized pickup person has a change in schedule. These

changes should be communicated to Agency Relations at least 14 days prior

to the changes being made. Communicating these changes with advance

notice will allow PBCFB to prepare for the changes.

Agencies that miss their scheduled pickup date and time and do not inform Agency

Relations will not be allowed to pick up food on a different day. Agencies will have

to wait until their next scheduled pickup to receive food.


3.2.4 Other Correspondence

Occasionally, Agency Relations will send out correspondence that is not directly

related to the work of PBCFB. Unless otherwise noted, these communications are

for informational purposes only. Agencies should contact the organization that the

email is being sent on behalf of for more information.

Partner agencies that have events or news they would like to share may forward

the information via email to Agency Relations. If appropriate, Agency Relations

will send out the information to all partner agencies.

3.3 Receiving Food

3.3.1 Pickups from the PBCFB Warehouse

Partner agencies are assigned a recurring pickup date and time when they

complete their orientation. Partner agencies who do not pick up every week (for

example, twice a month, or every third week) will need to submit a list of dates

the agency plans to pick up, in writing, to Agency Relations. This list should be

provided to Agency Relations at least 30 days in advance. Partner agencies are

expected to bring volunteers of their own to help load food quickly and efficiently.

The PBCFB warehouse team will not be able to help partner agencies load food.

Open vehicles (such as pickup trucks) must have a tarp to cover food. In order to

protect the quality and integrity of perishable food, agencies without refrigerated

vehicles must also bring a cooler large enough to fit their allocation of perishable

product. Larger agencies may use a freezer blanket if they receive too much

product to fit into a cooler.

Partner agencies should arrive within five minutes of their scheduled pickup time

and must check in with a member of PBCFB’s warehouse team in order to be

served. Agencies are also asked to be patient; during busy pickup times, it may

take several minutes for a member of the warehouse team to bring out an order.

Agencies must sign invoices for their food before leaving PBCFB premises.

Agencies who repeatedly leave without signing their invoices may be placed on the

inactive list, and will not be allowed to pick up food.

PBCFB does not currently micro sort the product that is received. This means that

while PBCFB tries to accommodate partner agencies as best as possible, PBCFB

cannot guarantee specific product requests.


3.3.2 Belle Glade and Pahokee Distribution

PBCFB only drops off to partner agencies located in Belle Glade, Pahokee, and

South Bay. Agency Relations will send a weekly email reminder to western county

agencies at the beginning of each week. Agencies must call or email Agency

Relations by 5:00 p.m. on the Thursday prior only if they are not planning to

receive food the following week.

Currently, the western county drop offs occur each Tuesday at 11:00 a.m. at the

Community United Methodist Church. The church is located at 401 SW 1st Street

in Belle Glade. Agencies are expected to arrive on time with volunteers ready to

load vehicles with food. Open vehicles (such as pickup trucks) must have a tarp to

cover food. In order to protect the quality and integrity of perishable food,

agencies without refrigerated vehicles must also bring a cooler large enough to fit

their allocation of perishable product. Larger agencies may use a freezer blanket if

they receive too much product to fit into a cooler.

3.3.3 Special Events

PBCFB does not fulfill requests for food for partner agency special events.

Occasionally, PBCFB will receive donations that are better suited to special events,

and Agency Relations will inform partner agencies of donation availability. Partner

agencies must be in good standing to receive special event products.

3.3.4 Seasonal Changes

PBCFB relies heavily on donations and the generosity of community members. As

with many other industries in Florida, there are times of the year when PBCFB

receives a greater influx of food (the agricultural season) and a lesser influx of

food (the summer months). PBCFB always welcomes feedback, but asks that

partner agencies are patient during slower months when there is traditionally less

food available for distribution as well as during the agricultural season where they

may be an overabundance of produce.

3.4 Food Safety

3.4.1 Basic Food Safety

All PBCFB partner agencies are required to have at least one staff member or key

volunteer that is food safety certified, (please see Section 3.4.2 below about food

safety certification), but it is also good to have a list of basic food safety rules to

refer to. Please note that these safety tips do not replace the need for a partner

agency to complete food safety certification requirements.


Food Labeling: All food (excluding loose, fresh produce) that enters a

partner agency’s storage facility should be marked with the month and year

it entered a facility. Agencies should practice ‘first in, first out,’ meaning

that food with the oldest receiving date is distributed before newer product.

This ensures that older product is used before newer product, and helps

eliminate food waste. For more about food labeling and dating, please see

the United States Department of Agriculture (USDA) website:

http://www.fsis.usda.gov/wps/portal/fsis/topics/food-safety-education/get-

answers/food-safety-fact-sheets/food-labeling/food-product-dating/food-

product-dating. Agencies should not maintain food stockpiles for longer

than three months. For example, in September, Agencies should not have

product with a receiving date older than July.

Food Storage: All doors, windows, and roofs of storage areas should be

well sealed to prevent pests from entering and any water damage from

inclement weather. Food should be stored at least six inches off of the

ground, six inches away from the ceiling, and away from walls. Storing food

off of the ground helps prevent pests from getting into food and water from

contaminating food in the event of flooding. Storing food away from walls

also helps prevent pests from getting into food and facilitates proper air

flow and circulation in storage areas. Food may be stacked to effectively

use available storage space, however, stacks should not be taller than the

majority of an agency’s employees or volunteers. Heavier products should

be stacked at the bottom and lighter products should be stacked at the top

to avoid food being crushed and becoming unusable. Food storage should

have aisles wide enough to be easily accessible for inspection of and pulling

of products. Non-food items, such as cleaning supplies, should be stored

separately from food, if possible. If non-food items must be stored in the

same area as food, they should be stored on a bottom shelf below food

products to avoid food contamination.

Storage Temperatures: Storage temperatures should be recorded as

frequently as an agency is open (for example, if an agency is open twice a

week, temperature should be recorded twice a week). Dry storage areas

should be between 50°-78°F. If a dry storage area is not air conditioned,

there should be a thermometer present to record temperatures.

Refrigerator storage areas should be between 33°-40°F and freezer storage

areas should be below 0°F. Refrigerator and freezer storage areas that do

not have built in thermometers will need to have a thermometer present to

record temperatures. Basic food service thermometers cost around $5 and

http://www.fsis.usda.gov/wps/portal/fsis/topics/food-safety-education/get-answers/food-safety-fact-sheets/food-labeling/food-product-dating/food-product-dating




can be found at most hardware or home improvement stores. Agencies

that prepare and serve food will also need food-grade thermometers to

check the temperatures of prepared foods. Cold prepared foods should be

kept below 40°F and hot prepared foods should be kept at 135°F or higher

until it served.

Storage Cleanliness: All storage surfaces, including floors, shelves, and

pallets, should be cleaned regularly. Cleaning may involve sweeping,

dusting, or mopping. Cleaning on a regular basis helps prevent cross

contamination due to spills or leaks and removes food scraps or crumbs

that may attract pests. Refrigerator and freezer storage areas should also

be cleaned regularly to avoid mold and mildew buildup, which in unsafe for

food storage.

Pest Control: Partner agencies must maintain a regular pest control

system. Agencies cannot use pest control methods that use poison, as this

can pose the possibility of cross contamination with food, and would make

food unsafe to eat. Whether agencies choose to have a licensed pest

control firm or to handle pest control internally, records must be kept of the

dates of pest control, the methods used, and the name of the person in

charge of the pest control.

Food Preparation Facilities: Agencies that prepare and serve food need

to be aware of additional food safety precautions. All food preparation

surfaces and utensils must be clean, sanitized, and well-maintained.

Employees and volunteers must wash their hands with soap and hot water

before and after preparing or serving food, and after handling raw meat,

dirty dishes and utensils, garbage, or using the restroom. Employees and

volunteers should also wear gloves and hair nets when appropriate and

should avoid touching their faces or bodies when preparing or serving food.

Employees and volunteers must not smoke while food is being prepared, or

taste food that is being prepared.

Damaged/Recalled Product: Partner agencies that received damaged

food products should contact Agency Relations immediately. PBCFB

encourages agencies to look at product while it is being loaded, so any

issues can be resolved before agencies leave PBCFB premises. If damaged

product is found after the agency leaves PBCFB premises, please inform

Agency Relations immediately and send pictures of the damaged product.

Partner agencies are also strongly encouraged to sign up for food recalls.

Food recalls can occur when a product is mislabeled or when a product is

unsafe. PBCFB receives alerts about food that has been recalled, and if it is

product that has been distributed through our warehouse, we will alert


partner agencies about the recall. However, PBCFB cannot track every

single product that comes through the warehouse. Therefore, PBCFB highly

recommends that agencies sign up for recall alerts from FoodSafety.gov,

and relay messages about recalled food to community members. Food that

is recalled should not be eaten or given to pets. In the event that your

agency has food that has been recalled, please dispose of it immediately.

To sign up for recalled food alerts and view past recalls, please visit the

FoodSafety.gov website:

http://www.foodsafety.gov/recalls/alerts/index.html.

3.4.2 Food Safety Certification

At least one representative from each partner agency must complete a food safety

certificate. It is the responsibility of the certified agency representative to educate

other agency employees and volunteers about proper food safety techniques.

There are two main types of food safety certifications:

Food Handler Certification: Food handler certifications provide basic

food safety techniques and education, including food storage, food

handling, and some food preparation and serving components. Food

handler certification courses must be renewed every one to three years.

Food handler certifications are an acceptable food safety certification for

any of PBCFB’s partner agencies. The Florida Department of Health

(FLDOH) has approved several online test providers:

o 360Training.Com: http://www.360training.com/food-beverage-

programs/food-handler-certificate/florida-food-handler-certificate

o National Registry of Food Safety Professionals:

http://www.nrfsp.com/en/Food%20Handler.aspx

PBCFB will accept a passing food handler certification from either of the

FLDOH-approved providers, as well as other reputable food safety test

providers.

ServSafe Certification: The ServSafe certification provides more in-depth

food safety techniques and education, and may be better geared towards

agencies that prepare and serve food, such as soup kitchens and residential

facilities. ServSafe certifications must be renewed every three to five years.

ServSafe certifications are also an acceptable food safety certification for

any of PBCFB’s partner agencies:

o National Restaurant Association:

http://www.restaurant.org/Restaurant-Careers/Training-

Education/ServSafe

http://www.foodsafety.gov/recalls/alerts/index.html

http://www.360training.com/food-beverage-programs/food-handler-certificate/florida-food-handler-certificate

http://www.360training.com/food-beverage-programs/food-handler-certificate/florida-food-handler-certificate

http://www.nrfsp.com/en/Food%20Handler.aspx

http://www.restaurant.org/Restaurant-Careers/Training-Education/ServSafe

http://www.restaurant.org/Restaurant-Careers/Training-Education/ServSafe


Section 4. Agency Compliance and Inactivity Agencies who fail to comply with PBCFB policies, including, but not limited to, the

policies outlined in this handbook may be placed on the inactive list. Agencies placed

on the inactive list will not be allowed to pick up food. Agencies may be placed on the

inactive list for the following reasons:

Failure to provide PBCFB with updated documents, including, but not limited to,

501(c)(3) letters, DR-14 tax exempt forms, photo and video release forms, food

safety certificates, pest control, and updated contact information.

Failure to take action on corrective items identified during site visits.

Failure to turn in monthly reports. Agencies will be issued a warning when they

do not turn in reports for two consecutive months. Agencies who do not turn in

reports for three consecutive months will be automatically placed on the inactive

list. Agencies who turn reports in infrequently may also be placed on the

inactive list.

Failure to submit accurate and original monthly reports. Agencies must submit

original copies of their monthly reports to PBCFB and make copies to keep for

their own files. In the event that monthly reports are submitted electronically,

the electronic copies must be in color, and agencies must retain the original

copies. PBCFB requires original sign-in sheets for the monthly reports to help

ensure that food is not being sold, traded, or distributed to anyone other than

agency clients. Agencies found to be submitting false reports, whether they are

copied and re-used sign-in sheets or forged sign-in sheets, will be automatically

placed on the inactive list.

Failure to pick up food without informing Agency Relations. Agencies will be

issued a warning when they do not pick up food for two consecutive scheduled

pickups. Agencies who do not pick up food for three consecutive scheduled

pickups will be automatically placed on the inactive list. Agencies who do not

pick up consistently may also be placed on the inactive list.

Failure to comply with policies as outlined in this handbook and the application,

including non-discrimination and distribution policies.

Please note that this is not a complete list, and PBCFB may place an agency on the

inactive list for other reasons as appropriate.


4.1 Inactive Agencies

Partner agencies may be placed on the inactive list for voluntary reasons (for

example, the office is closed for the summer) or for involuntary reasons (for

example, failure to turn in an updated DR-14 form). Agencies that are inactive for

over six months, whether for voluntary or involuntary reasons, will need to reapply

to become a partner agency.

Agencies moving from the inactive list back to the active list for voluntary reasons

must provide Agency Relations with at least a 30 day notice of when the agency

plans to become active again, and pass a site visit, if necessary. Agencies moving

from the inactive list back to the active list for involuntary reasons must submit all

missing and/or updated paperwork. Agencies will become active again 30 days after

all paperwork is submitted and after passing a site visit, if necessary.

PBCFB will make every effort to get in touch with partner agencies regarding out of

date documents, missing reports, and any other requirements that may impact the

partner agency’s ability to pick up food. However, it is the responsibility of each

partner agency to provide PBCFB with updated contact information, and to reply to

emails, phone calls, letters, etc. If PBCFB is unable to get in touch with a partner

agency after repeated attempts, the agency will be placed on the inactive list, and

they will not be able to pick up food.

Agencies that are placed on the inactive list multiple times, or are placed on the

inactive list for fraudulent activities, may be permanently suspended from picking up

food from PBCFB and may not be able to reapply for membership as a partner

agency.

4.2 Grievances

4.2.1 Complaints against Partner Agencies

A client who visits a PBCFB partner agency and would like to lodge a complaint

may call the Agency Relations team to inform PBCFB of their grievance. PBCFB

partner agencies must supply clients with information about how to contact

Agency Relations and PBCFB if it is requested.


When a client contacts Agency Relations, they must alert Agency Relations of the

partner agency they are submitting a complaint about, and the nature of the

complaint. Agency Relations will communicate with the partner agency and may

conduct an unannounced site visit, if necessary and appropriate, within two weeks

of the initial complaint. The client who filed the grievance may request follow-up

after the Agency Relations team’s inquiry and/or site visit.

4.2.2 Complaints against PBCFB

Partner agencies may also lodge complaints against PBCFB in the form of a written

grievance. Any grievance against PBCFB must be submitted in writing to the

Programs Manager. The written grievance must include the nature of the

complaint, any relevant facts or information, and what the partner agency believes

to be an acceptable resolution of the grievance. The Programs Manager will

provide a written reply, including a decision, to the partner agency’s grievance

within two weeks.


Section 5. Appendices

5.1 Handbook Acknowledgement Form

PARTNER AGENCY HANDBOOK ACKNOWLEDGEMENT FORM

As a partner agency of the Palm Beach County Food Bank, I understand that our

agency, _______________________________, must adhere to the rules and guidelines

of being a partner agency. The rules and guidelines are outlined in the Partner Agency

Handbook, which I certify that I have read and understood. I understand if I have

questions about any aspect of being a Palm Beach County Food Bank partner agency, I

should contact the Agency Relations team.

I, _____________________________, acknowledge that I have read the Handbook

Acknowledgement Form on behalf of ______________________________ in order to

participate as a partner agency with the Palm Beach County Food Bank. I commit to

sharing the information with the appropriate staff members and/or volunteers at my

agency.

_______________________________ _____________________ Signature Date


5.2 Agency Site Visit Form

Type of Site Visit: Initial Annual Follow-up Announced Unannounced

Type of Program: Food Pantry Soup Kitchen Residential Other: ______________________________

Agency Name: _____________________________________________________ Agency #: ____________________

Date & Time of Site Visit: _________________________ Conducted By: ___________________________________

Days & hours of operation: ______________________________________Agency Size: _______________________

501(c)(3) DR-14 Proof of food distribution Food safety Pest control

AGENCY PROCEDURES

1. Does the site have a written agreement with PBCFB? Yes No

2. Does the site have signed receipts for the type and quantity of food they receive? Yes No

3. Is the program open to the general public? Yes No

If no, who do they distribute to? ______________________________________________________________ 4. Does the program accept referrals? Yes No

5. Do recipients receive food or products free of charge? Yes No

If no, please explain:________________________________________________________________________ 6. Is home delivery available? Yes No

7. Does the site maintain eligibility documentation? (sign-in sheets) Yes No

8. Does the intake/distribution process treat recipients with respect and dignity? Yes No

9. Do recipients receive food regardless of participation in religious services? Yes No

10. Is food given based on race, creed, nationality, religion, sex, sexual preference, age or handicap?

Yes No 11. Is the program or agency a client of any other food banks or other food sources? Yes No

If yes, what are the other sources? ____________________________________________________________ If agency is a FSF client, does the agency receive USDA? Yes No

12. What type of vehicle is used for food pick-up? ____________________________________________________

13. Is the vehicle refrigerated? Yes No

14. Does the agency distribute to other agencies? Yes No

If yes, please explain: _______________________________________________________________________ 15. List the names of food safety certified personnel and certificate:

a. Name:_______________________________ Certificate:________________ Exp.:__________________

b. Name:_______________________________ Certificate:________________ Exp.:__________________

c. Name:_______________________________ Certificate:________________ Exp.:__________________

FACILITY & GENERAL CLEANLINESS

16. Is lighting sufficient to make all areas easily visible? Yes No

17. Are walls in good condition, with no visible damage or holes? Yes No

18. Are walls and ceilings clean and free of visible soil and grease? Yes No

19. Are floors clean and sanitary, including free of excessive cracking? Yes No

20. Are food contact surfaces clean and sanitary, including free of excessive chipping and breaks? Yes No

21. Are floors under tables and racks clean and clear of debris? Yes No

22. Is shelving clean and free of debris? Yes No

23. Are all areas free of standing water? Yes No

24. Are garbage cans clean? Yes No

25. Is garbage can covered by a lid? Yes No

26. Is the outside perimeter of the building free of excessive debris? Yes No


27. Is the trash or dumpster area outside the building free of any waste on the ground? Yes No

28. Is the facility free of any evidence of droppings, bodies or live pests? Yes No

29. Pest control maintained by (please provide contract & schedule):

Self- Spray Name: ______________________________ How often: _______________________ Professional Name: ______________________________ How often: _______________________

DRY STORAGE

30. Is there a thermometer in the dry storage area? Yes No

31. Is it at correct temperature? (ideal temp. is between 50°F - 78°F) Yes No Temp.: _____________

32. Are temperatures recorded regularly? Yes No

33. Is all non-perishable food kept 6” off the floor and stored on pallets, platforms, or shelves? Yes No

34. Is there room to move between aisles of storage? Yes No

35. Are all non-perishable foods or products labeled with the date they entered the facility? Yes No

36. Does agency observe practice of rotating stock of non-perishables; “first in, first out?” Yes No

37. Are open non-perishable food containers covered in a way that will prevent contamination? Yes No

38. Are toxic items and chemicals stored away from food items? Yes No

REFRIGERATORS & FREEZERS

39. Does agency have refrigeration space for food storage? Yes No If yes, how many:

a. Home: __________________ Description: _____________________________________________

b. Commercial: ______________ Description: ____________________________________________

c. Walk-in: _________________ Description: ____________________________________________

40. Does agency have freezer space for food storage? Yes No If yes, how many:

a. Home: __________________ Description: _____________________________________________

b. Commercial: ______________ Description: ____________________________________________

c. Walk-in: _________________ Description: ____________________________________________

41. Is the food stored properly in the cooler? Yes No

42. Are all perishable products labeled with the date they entered the facility? Yes No

43. Are open containers covered to prevent contamination? Yes No

44. Are the refrigerator(s) and freezer(s) clean and sanitary, inside and out? Yes No

Recorded Temperatures Refrigerators should be between 34°F – 40°F. Freezers should be 0°F or below.

1 2 3 4 5

Refrigerator Freezer

RESIDENTIAL PROGRAMS

45. How does your residential program provide food to your residents?

Groceries (go to food pantry section) Hot meals (go to soup kitchen section) Other (please explain): __________________________


FOOD PANTRIES

46. How often are households allowed to receive food assistance? _____________________________________

47. Does the agency use bags or boxes to distribute their food?_______________________________________

48. What food items does the agency include in its food bags/boxes?

Non-perishables Produce Dairy Meat Bakery Goods Infant Formula Non-Food Items

SOUP KITCHENS

49. Are plastic or vinyl gloves (not latex) worn when product that does not need to be cooked prior to serving is

handled? Yes No

50. Are food preparers prohibited from smoking while preparing food? Yes No

51. Are cutting boards in good condition and free of excessive deep cuts or other openings that would allow for

bacterial growth? Yes No

52. Is a hand washing sink located near the food preparation area? Yes No

53. Is liquid soap readily available by the hand washing sink? Yes No

54. Is a single-towel dispenser or blow dryer available to dry hands? Yes No

55. Is hot water readily available in the sink(s) and hot within 20 seconds? Yes No

56. Is there a separate sink used for food preparation, not used to wash dishes or hands? Yes No

57. Are utensils clean and sanitary, with no visible food debris? Yes No

58. Is can opener clean and sanitary, with no visible food debris? Yes No

59. Is the inside of the microwave clean and free of food deposits? Yes No

60. Are hood and exhaust systems clean and free of large deposits of grease? Yes No

61. How is product thawed? Foods thawed in the microwave must be cooked immediately after thawing.

Under cold running water In refrigerator In microwave 62. Is perishable food kept out of the “food danger zone” (41°F-130°F)? Yes No

63. Has the facility been inspected by the FLDOH? Yes No

If yes, is the FLDOH certification displayed? Yes No a. Pass/Fail: ________________________

b. Date of Inspection: ___________________

64. Is there a limit on the number of meals a person may receive? ____________________________________


COMMENTS/CORRECTIONS TO BE MADE

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

Will a follow-up site visit be needed to address concerns? Yes No If yes, please complete below:

Follow-up site visit will be conducted within ________ days. Follow-up site visit will be: Announced Unannounced

If a follow-up site visit is needed, the next visit will be scheduled (if announced) within 5 business days of today’s site visit.

PBCFB Signature: _________________________________________________ Date: _________________________ Agency Contact: __________________________________________________ Date: _________________________

Please sign: PBCFB Signature: _________________________________________________ Date: _________________________ Agency Contact: __________________________________________________ Date: _________________________

A copy of this site visit will be retained in the PBCFB’s agency file. A copy of this report will be emailed to the agency’s primary contact person within 7 days.


5.3 Temperature Log


Temperature Log

Agency Name/Number: ________________________________

DATE FREEZER (0°F or below)

REFRIGERATOR (40°F or below)

DRY (78°F or below)

INITIALS

FOOD PANTRY SOUP KITCHEN RESIDENTIAL

Last updated: 12/5/2016

5.4 Monthly Report Forms

AGENCY MONTHLY REPORTS

Monthly reports are made up of the sign-in sheets used by partner agencies to track the number of people they serve each month. Please make sure you check the appropriate box to indicate whether you are a food pantry, soup kitchen, or residential facility.

Make sure your agency name and number is on every sheet.

Sign-In Sheet:

Check the box in the top right hand corner to indicate whether your agency is a food pantry or soup kitchen. Residential agencies should check the residential box AND the type of feeding program that best applies to their agency. Agencies that are both a food pantry and soup kitchen will need to fill out sign-in sheets for both.

Please have each person picking up food print their name legibly on the Sign-In Sheet and record the total number of people in their household (for food pantries) or the total number of meals they are receiving (for soup kitchens). The total number of people in the household/total number of meals should not include the person who is signing in.

At the bottom of each Sign-In Sheet provide the total number of names and the total number of household members/meals.

Monthly Distribution Sheet:

Check the box in the top right hand corner to indicate whether your agency is a food pantry or soup kitchen. Residential agencies should check the residential box AND the type of feeding program that best applies to their agency. Agencies that are both a food pantry and soup kitchen will need to fill out monthly distribution sheets for both.

Include the name of the person filling out the monthly report, and certify that food given out by your agency was distributed to Palm Beach County residents.

For each distribution date your agency had this month, write the date, total number of names, and total number of people in a household/meals.

At the bottom of the Monthly Distribution Sheet, you will need to put a monthly total for number of distribution dates, number of names, and number of household members/meals.

Make copies of all sheets for your records and return the originals (or scanned color copies) by

the 7th of each month to:

Attn: Agency Relations Palm Beach County Food Bank

525 Gator Drive Lantana, FL 33462




SIGN-IN SHEET

DISTRIBUTION DATE:

AGENCY NAME/NUMBER:_____________________________________________

One person per family must print their name and fill in the number of people in their household or total number of meals they are receiving. The total should not include the person signing in.

Name: # of People in Household/Meals:

Name: # of People in Household/Meals:

1. 17.

2. 18.

3. 19.

4. 20.

5. 21.

6. 22.

7. 23.

8. 24.

9. 25.

10. 26.

11. 27.

12. 28.

13. 29.

14. 30.

15. 31.

16. 32.

TOTAL # OF NAMES: ______ TOTAL # OF PEOPLE IN HOUSEHOLD/MEALS: _______

NOTE: Food provided by the Palm Beach County Food Bank (PBCFB) is intended for Palm Beach County residents. PBCFB agrees to uphold and maintain the confidentiality of the information supplied by your agency which includes but is not limited to, client lists of information.




MONTHLY DISTRIBUTION SHEET

MONTH/YEAR:_____________________

AGENCY NAME/NUMBER:

To the best of my knowledge, food provided by the Palm Beach County Food Bank was provided to Palm Beach County residents (please certify by signing below).

FORM COMPLETED & CERTIFIED BY:

Distribution Date: Total # of Names: Total # of People in

Household/Meals:

MONTHLY TOTALS:

NOTE: Food provided by the Palm Beach County Food Bank (PBCFB) is intended for Palm Beach County residents. PBCFB agrees to uphold and maintain the confidentiality of the information supplied by your agency which includes but is not limited to, client lists of information.