1. 1 How To Make The Most of Food Bank Resources 3/16/2012

2. 2 Presenter: Mark Kokoletsos Second Harvest Food Bank Agency Relations Manager 650-610-0800x402 Mkokoletsos@shfb.org How To Make The Most of Food Bank Resources 2

3. 3 Your Agency Relations Managers  Shirley Chang, based in Santa Clara County. Territory includes San Jose, South, West and Northern Santa Clara County. 408-266-8866x272, schang@shfb.orgschang@shfb.org  Tometrius Paxton, based in Santa Clara County. Territory includes Southern San Mateo County, Palo Alto and East San Jose. 408-266-8866x421, tpaxton@shfb.orgtpaxton@shfb.org  Mark Kokoletsos, based in San Mateo County. Territory includes all of San Mateo County excluding, Redwood City, Menlo Park, and East Palo Alto. 650-610-0800x402, mkokoletsos@shfb.org Contact Information

4. 4 New Shopper Orientation. Allows you to pick up from the Food Bank, Produce Markets and to order online Annual Food Safety Training Current certificate of general liability insurance. Make Second Harvest Food Bank a certificate holder. Use proper address. In addition, the monthly report of individuals served is due by the 7 th of every month. Response to bi-annual monitor report Minimum Requirements Agency partners must have and/or attended the following to be in compliance and receive food:

5. 5 New Shopper Orientation is the 1 st and 3 rd Friday of every month from 10-11:00 Food Safety Training schedule is sent out at least once a month. This is a yearly requirement that all agencies need to fulfill. Insurance is updated once a year for all agencies Monthly individuals served report is due monthly by the 7 th Monitor is held at agency sites at least every two years including satellite sites. Minimum Requirement Details

6. 66 New Shopper Orientation & Monitor Response Contact your Agency Relations Manager Authorization letter on letterhead designating the new shopper is required. Please include agency numbers Food Safety Training Contact Lynn Lovely, llovely@shfb.org Monthly Individuals Served Report Link Online process, http://reports.shfoodbank.com/http://reports.shfoodbank.com/ Online Ordering Link www.agencyexpress3.org/agencyexpress30/newlogin.aspx How Do I Fulfill Those Requirements?

7. 77 Contact Agency Relations Manager for: –Regular monthly delivery for orders over 20 cases –Grocery Rescue: picking up donations at local grocery stores –Donations of equipment and supplies Produce Markets (Hubs). Schedule sent out weekly by email. –Email Lynn Lovely to be added to the list: llovely@shfb.orgllovely@shfb.org CalFresh (aka: SNAP, Food Stamps): Staff/volunteer pre-screener training, Application Clinics. Visit resource table at Resource Fair. What Other Resources Do We Have?

8. 88 Food Connection: Computerized listing of Pantry’s, Soup Kitchens and Shelters in San Mateo & Santa Clara Counties. 1-800-984-3663 Nutrition Dept: Spanish speaker available for your agency, can provide on site training. Nutrition resource room with nutrition materials available at Curtner and San Carlos. Contacts: –Madoka Gaspar, mgaspar@shfb.org or Janet Hung, jhung@shfb.orgmgaspar@shfb.orgjhung@shfb.org USDA Food for Pantries, Soup Kitchens and Shelters –Eligibility requirements and forms available from your Agency Relations Manager What Other Resources Do We Have?

9. 9 Special holiday food & gift cards. –For Pantry’s, Soup Kitchens and Shelters only Donated gift cards. Contact Agency Relations Manager What Other Resources Do We Have?

10. 10 Monday Jefferson Elementary School, 19 Hill Street, Daly City, 9-9:45 a.m. Robin Hood Lodge, Bloom Lane and Main Street, Half Moon Bay, 12:15-1:00 p.m. Tuesday First Presbyterian Church of San Mateo, 194 W. 25 th Ave., San Mateo, 9:00-10:00 a.m. Onetta Harris Community Center, 100 Terminal Avenue, Menlo Park, 11:00- 12:00 p.m. Wednesday AfternoonFriday Morning San Carlos Warehouse 12:30-1:30San Carlos Warehouse 7:30-8:30 San Mateo County Hub Locations

11. 11 Thursday Salvation Army, 359 N. 4th Street, San Jose, 8:30-9:30AM Tuesday San Jose Food Bank Warehouse 7:30-8:30 &12:30-1:30 Wednesday San Jose Food Bank Warehouse 7:30-8:30 Hub Locations in Santa Clara County

12. 12 See your Agency Relations Manager for current USDA forms. The current forms list includes:  2011-12 Income guidelines in English and Spanish  Alternate Pick Up forms in English and Spanish  EFAP Certificate of Eligibility (aka: efa-7)  Distribution Site Report of Congregate Feeding Agencies- (Soup Kitchens)  Distribution Site Report of Household Participation- (Pantries)  USDA reports due by the 7 th of the month USDA Forms

13. 13 Ordering link: www.agencyexpress3.org/agencyexpress30/newlogin.aspxwww.agencyexpress3.org/agencyexpress30/newlogin.aspx Orders must be submitted by noon the day before pick up or delivery Request additional logins through Agency Relations Manager. The shopper will need to have an email account and have attended New Shopper Orientation. Online Ordering

14. 14 Having your own login with related email address is important. This way you will receive the order confirmations when order is released Contact your Agency Relations Manager with any questions or changes You may edit your order after submitting but before noon the day before pick up or delivery AE3, Online Ordering

15. 15 Agency Express 3 Login Page

16. 16 AE3 Shopping List

17. 17 AE3 Checkout Make sure quantities in Order Qty boxes are equal to or less than amount in Available Qty box

18. 18 AE3 Order Management Go to this page after you have submitted your order to see that it was submitted and to edit the order. When you submit order successfully the system will automatically take you to this page. Your current order is on top of the list.

19. 19 AE3 Order Management & Editing Click on pencil to edit order. Click on red circle with white x to cancel order. Click on printer to see order.

20. 20 AE3 Scheduler All of your appointments for the month are located on this page. Make sure to look at the type: Pickup or Delivery

21. 21 Forgot to submit cart Attempt to submit cart with quantity error Can not see the appointment. Change Pickup/Delivery box to Pickup or Delivery mode to see the appointment. Refresh screen to see new data. F5 button or Green up & down arrows at top of screen AE3 Common Mistakes

22. 22 How allocations work—each time you order you will see the maximum available The list will change daily, order what you need when you see it Review the entire list, don’t filter to your favorites, you will miss something Order each type of canned vegetable or fruit Don’t forget to look at the USDA items, if you’re agency is eligible. They may replace purchased or donated items that you need but are not seeing Contact your Agency Relations Manager if you are not getting enough or need special items. We will try to accommodate you. AE3 Shopping List Tips

23. 23 No produce available online. Produce will only be available at Produce Hubs and through direct produce deliveries. See schedule pages 10 & 11 PUSH: We will deliver a variety of produce to your agency each scheduled delivery during a specified time window. Produce will come in bins, on pallets, and in special reusable plastic containers (RPC) that must be returned. As your program moves forward, we will adjust the amount delivered as you learn about your capacity and client needs. Minimum of 100-150 families. Distribution days can be Monday-Saturday. Changes AT SHFB

24. 24 New Warehouse Hours San Jose: Monday: Warehouse opens at 7:30, closes at noon for lunch. Reopens at 12:30 and closes at 3:00. Last agency orders are scheduled for 11:30 & 2:30 Tuesday: Warehouse opens at 7:30 for Produce Hub until 8:30. Open 8:30-12:00 for order pick up, closes at noon for lunch. Reopens at 12:30 for Produce Hub until 1:30. Open1:30-3:00 for order pickup. Last agency orders are scheduled for 11:30 & 2:30 Wednesday: Warehouse opens at 7:30 for Produce Hub until 8:30. Open 8:30-12:00 for order pick up, closes at noon for lunch. Reopens at 12:30 and closes at 3:00. Last agency orders are scheduled for 11:30 & 2:30 Thursday: Warehouse closed in the morning. Open 12:30-3:00 for order pick up. Friday: Warehouse opens at 7:30, closes at noon for lunch. Reopens at 12:30 and closes at 3:00. Last agency orders are scheduled for 11:30 & 2:30 San Jose Warehouse Time Changes

25. 25 New Warehouse Hours San Carlos: Monday: Warehouse is Closed Tuesday: Warehouse closed in the morning. Warehouse open for order pick up 1-3:00. Wednesday: Warehouse opens at 7:30, closes at noon for lunch, reopens at 12:30 for Produce Hub until 1:30. Reopens for order pick up 1:30-3:00. Last agency orders are scheduled for 11:30 & 2:30 Thursday: Warehouse opens at 7:30, closes at noon for lunch. Reopens at 12:30 and closes at 3:00. Last agency orders are scheduled for 11:30 & 2:30 Friday: Warehouse opens at 7:30 for Produce Hub until 8:30. Open for order pick up 8:30- 12:00. Closes at noon for lunch. Reopens at 12:30 and closes at 3:00 for order pick up. Last agency orders are scheduled for 11:30 & 2:30 San Carlos Warehouse Time Changes

26. 26 Questions? Q & A