Community Partner
Manual
Edited May 2021
1
Contents
Our Service Area ..................................................................................................................................................... 3
Georgia .................................................................................................................................................................... 3
South Carolina ........................................................................................................................................................ 3
Our Mission: Feeding Lives Together .................................................................................................................... 4
Our Vision: Healthy Change One Meal at a Time ................................................................................................. 4
Our Values ............................................................................................................................................................... 4
Our History .............................................................................................................................................................. 5
A Closer Look at What We Do ................................................................................................................................ 5
Useful Food Bank Terms ........................................................................................................................................ 6
Programs ................................................................................................................................................................. 7
Becoming a Community Partner .......................................................................................................................... 11
Standard Days & Hours of Operation to Include Evenings & Weekends ......................................................... 13
Training ................................................................................................................................................................. 13
Food Safety ........................................................................................................................................................... 15
Transporting Guidelines ....................................................................................................................................... 16
Good Samaritan Act ............................................................................................................................................. 17
Community Partner (Agency) Fees ...................................................................................................................... 18
What is Shared Maintenance Fee (SMF)? .......................................................................................................... 19
Accounting Guidelines .......................................................................................................................................... 20
Returned Check Policy ......................................................................................................................................... 20
Understanding Your Invoice ................................................................................................................................. 21
Grant Opportunities .............................................................................................................................................. 22
Community Partner (Agency) Marketplace General Guidelines ........................................................................ 22
South Carolina Community Partner (Agency) Marketplace Guidelines ............................................................ 22
Warehouse Policy ................................................................................................................................................. 23
Order Verification Process ................................................................................................................................... 24
Golden Express: Our Online Ordering System .................................................................................................... 25
Client Intake .......................................................................................................................................................... 30
Community Partner Monitoring Review .............................................................................................................. 32
Suspension Policy ................................................................................................................................................. 32
Termination Policy ................................................................................................................................................ 33
Monthly Reporting ................................................................................................................................................ 33
Retail Rescue Reporting ...................................................................................................................................... 34
Recertification ...................................................................................................................................................... 35
Community Partnerships Team ........................................................................................................................... 36
2
Dear Community Partner,
Thank you so much for your faithful commitment to feeding the hungry! I am so proud to stand beside you,
as is the entire Feeding America network as you become one of our partner agencies.
Golden Harvest Food Bank was founded in 1982 by a group of local leaders who sought to answer the
Gospel call to provide struggling community members with a basic need: food. This spiritual call still forms
the heart of our mission of ‘Feeding Lives Together.’
‘Feeding Lives’ means that we not only work to feed the bodies but also seek to nourish the hearts of those
who struggle with hunger in our area. We do this by serving them with compassion and respect, and by
providing access to food that promotes increased financial stability and hope for a better future.
We can only do all this ‘Together!’ We could never feed the thousands in need across our 25 counties
without partners like you. We try to maximize every dollar, resource, volunteer, and food donation so that
we can be as effective and efficient as possible in providing nutritious food for organizations like you that
are on the front line. It is truly an honor to be part of your work.
We know that this work is not easy. Fundraising, managing daily operations, and paperwork are just the tip
of the iceberg in ministering to a person’s basic need for food and the deeper needs of their hearts.
Please know that all of us here at Golden Harvest pray for you and stand ready to serve alongside you. My
door is always open, and our team is available to assist you along the way. We are truly all in this together
and I would love to hear from you as you journey with us. Thank you for your commitment to touch the lives
and hearts of our neighbors in need. I know that you will be richly blessed in the process.
Grace and peace,
Amy Breitmann
Executive Director
Golden Harvest Food Bank
3
Our Service Area
We partner with more than 275 Community Partners throughout our 25-county service area. We
are pleased to provide service to the following counties:
Georgia
: Burke, Columbia, Elbert, Emanuel, Glascock, Greene, Hancock, Jefferson, Jenkins,
Johnson, Lincoln, McDuffie, Putnam, Richmond, Screven, Taliaferro, Warren, Washington, and
Wilkes
South Carolina
: Aiken, Allendale, Bamberg, Barnwell, Edgefield, McCormick
4
Our Mission: Feeding Lives Together
Feeding Lives Together is what we do every single day of the year, alongside you, our partner
agencies. We are joined in this important work by our donors, volunteers, staff members, and
each person in our communities who cares about feeding the hungry.
Our Vision: Healthy Change One Meal at a Time
We know that getting enough to eat is only one step toward breaking the cycle of poverty in our
communities. It is our goal at Golden Harvest to nourish the whole person through healthy meals
and compassionate service, providing them with the nutrition they need to build a better life.
Our Values
These are the traits that Golden Harvest Food Bank strives to live out every day, in every
interaction. We hope you come alongside us to provide only the best service to families in need.
Faith
Our faith in Christ inspires us to live out Jesus’ teachings by feeding the hungry in our
communities. This mission unites us with people of every creed in a movement of compassion,
service and positive change.
Health
We value the health of each person we encounter, and strive to provide safe, nourishing food to
those we serve. We believe that healthy lives are not possible without healthy food, a healthy
environment and healthy communities, so we work to build all three to break the cycle of poverty
and hunger.
Service
We work with kindness, openness, and joyful generosity to meet the individual needs of each
person we encounter. We serve all people without judgement in a spirit of compassion and
sensitivity. We listen to the story and needs of each person so that they know they are seen, heard
and valued in a world where they may often feel invisible.
People
We respect the inherent worth and dignity of every person and treat all with justice, equity, and
understanding. We honor the lives, ideas, concerns, and stories of those we serve to ensure they
are treated with dignity in their time of need. We value our donors’ gifts and honor their intended
purpose. We cherish our volunteers and strive to ensure positive, impactful experiences each time
they give their time to our cause.
Community
We collaborate to change our community through strong relationships with individual community
members, our partner agencies, community partners, businesses and local government. Our
shared mission of ‘feeding lives together’ drives us to be open, cooperative, and transparent to
harness the power of a community in unison.
5
Our History
Golden Harvest Food Bank was founded in 1982 by a group of concerned citizens to address the
problems of poverty and homelessness in Augusta, GA. Today, Golden Harvest Food Bank has
grown to supply emergency food across a territory covering more than 11,000 square miles
spanning 2 states and has distributed over 279 million pounds of food since its founding. Golden
Harvest Food Bank is a 501(c)3 nonprofit organization and a proud member of Feeding America,
the national food bank network. We support a regional network of hunger relief agencies including
emergency food pantries, shelters, rehabilitation centers, soup kitchens and youth programs. We
also provide food through direct services to those in need through our internal programs such as
our Master’s Table Soup Kitchen, Senior Nutrition Programs, Child Nutrition Programs, SNAP
Outreach and the Mobile Market Program.
A Closer Look at What We Do
Golden Harvest Food Bank’s distribution centers collect, sort, and distribute food to other local
hunger relief organizations, as well as operating direct service programs for those in need. We
purchase and receive donated food from corporate donors, state and federal organizations,
retailers, and food drives. In addition, as a member of Feeding America, we are able to take
advantage of opportunity purchases and make available items at a lower cost than purchasing
retail for our partner agencies.
Purchased and donated food is transported to our 2 distribution centers in Augusta, Ga., and
Aiken, where it is sorted and stored. Our partner agencies can then order and pick up the food
from our 2 warehouse locations. We also deliver food orders to rural and local partner agencies.
Our community partners in turn provide the food to those in need in our communities through
their hunger-relief programs.
6
Useful Food Bank Terms
An array of products packed under the same category. The item may contain
different brand names, sizes, etc.
No inner packing of product. (i.e. “Cookies, Bulk 10 lbs., means you will receive a
10-pound case containing one large bag of cookies.)
Commodity Supplemental Food Program available to eligible agencies in select
counties in South Carolina
Product that is acquired through private donations, food drives, and retail vendors.
Georgia Nutrition Assistance Program-Designated for GA agencies that serve
children under 18. (60% of clients must be under 18)
Person living at the same address, whether they are related or not.
An itemized list of products picked up or delivered to a community partner. The
invoice also lists the total cost of the order.
Product that is obtained to keep shelf stable and non-food items on hand in
inventory when donated product is not readily available.
Eligible agencies pick up items donated by GHFB’s Retail Partners
United States Department of Agriculture – TEFAP and CSFP are administered
under this department.
The Emergency Food Assistance Program-Commodities available to eligible
agencies. Also referred to as USDA
Shared Maintenance Fee
* Prerequisites to participate in these programs
7
Programs
The Master’s Table Soup Kitchen
Golden Harvest Food Bank owns and
operates a soup kitchen in downtown
Augusta, Georgia that serves the hungry
and homeless of our community. In 1982,
Golden Harvest Food Bank responded to
the overwhelming need in the area by
founding The Master’s Table as its first
outreach program. We understand the
challenges our partners face every day to
meet the needs of those we serve. The
Master’s Table is supported by a staff of
less than six, yet daily, between 18-20
volunteers arrive to serve and support the
mission. The Master's Table staff
prepares and serves a free, noontime
meal to those in need 365 days a year with the help of our dedicated volunteers. In addition to
providing a daily nutritious meal, The Master's Table serves as a place for those struggling in our
community to gather for fellowship. Our staff also provides guests with resources and references
for other local assistance programs. Behind the soup kitchen, a 40 raised bed urban farm, tended
by volunteers, yields hundreds of pounds of produce that go directly to The Master’s Table kitchen
to create delicious and nutritious meals.
Child Nutrition Programs
The term “childhood hunger” conjures up images of “elsewhere,” but childhood hunger is right
here in our neighborhood. Golden Harvest Food Bank continues to provide weekend meals
through the BackPack program and is expanding School Markets, a client-choice food shopping
experience in schools to provide food assistance to the entire families. These markets prioritize
nutritious foods that meet MyPlate guidelines such as fruits, vegetables, lean meats, whole grains,
low-fat dairy and 100% juice. Additionally, families will be provided with healthy recipes, nutrition
tips, and occasional cooking demonstrations to empower them to make healthy choices.
8
The BackPack Program
meets the needs
of children at risk of hunger by providing
them with nutritious and easy-to-prepare
food to take home on weekends and
school vacations. At these times, students
do not have access to the free and
reduced-price school meals, or their
households might not have food that
participants can easily access.
A
School Market
is a “mini grocery store”
within a school that helps alleviate child
hunger through the provision of food to
children and their families at a commonly
visited location. This model is available for schools that have the storage capacity and desire the
flexibility for students to obtain food throughout the week.
Summer On-Site
is for organizations feeding children throughout the summer through summer
camps/programs. It is an opportunity to maximize their budget by partnering with Golden Harvest
Food Bank during the months of May-August.
After-School Program
provides kids who do not have enough to eat with healthy meals and snacks
at after-school programs across our service area.
Our Child Nutrition programs are supported by private foundations, individual donors, civic groups
and local businesses. Each year, Golden Harvest Food Bank’s staff reapply and solicit donors for
funds to keep the programs going. If you or your organization are interested in learning more
about how our Child Nutrition Programs can help youth in your community through partnering,
volunteering, or donating to support our programs, please contact Kimberly Jackson, Community
Partnerships Programs Manager at [email protected]
9
Senior Nutrition Programs
The Commodity Supplemental Food
Program
(CSFP) is a USDA Nutrition
program provided to SC seniors and
provides monthly nutrition education and
nutritious food to income eligible Seniors
over age 60. The program is currently
serving Allendale, Bamberg, Barnwell,
Edgefield and McCormick counties in
Golden Harvest Food Bank’s service area.
The program is administered at the federal
level by the U.S. Department of
Agriculture’s Food and Nutrition Services.
Golden Harvest Food Bank works with
partner agencies and the SC Department of Agriculture to improve the health of senior citizens by
providing them access to nutritious, healthy USDA foods. For information regarding this South
Carolina program, please contact Grace Renken, Aiken Warehouse Manager at
[email protected]
The Senior Food Box Program
- Focuses on meeting the needs of hungry senior adults over the
age of 60 throughout our service area by providing them with a monthly box of supplemental food.
This food is specially selected for nutritional value and meal-readiness so that those we serve can
easily prepare it.
Home Delivered Meals
- Golden Harvest partners with local non-profit and government agencies
including Area Councils on Aging, housing authorities, senior homes and shelters, and churches to
identify homebound seniors facing hunger and enroll them in a home delivered meals program so
they are able to get balanced, nutritious food. This program is limited to the number of clients
enrolled.
If you or your organization are interested in learning more about how our Senior Programs can
help seniors in your community through partnering, volunteering, or donating to support our
programs, please contact Kimberly Jackson, Community Partnerships Programs Manager at
[email protected]
10
Mobile Market Program
Golden Harvest Food Bank works diligently
to provide food to the hungry throughout
its 25-county service territory in Georgia
and South Carolina. Serving families in
need is more of a challenge in parts of our
largely rural territory. The lack of financial
resources in our rural counties makes it
more difficult to establish and sustain food
distribution programs.
Every quarter, Golden Harvest sends out
Mobile Markets to areas in our service
territory that do not have access to
supplementary food. Each Mobile Market
delivers 5,000-12,000 pounds of food and provides a mixture of fresh produce, baked goods, and
non-perishable items. Each Market provides up to 200 individuals or families with 25-50 pounds
of emergency food.
Supplemental Nutrition Assistance Program (SNAP) Advocacy
Golden Harvest Food Bank has added SNAP Advocacy to help families in our community get
additional access to food. Our SNAP Advocacy staff helps connect individuals in need with the
Federal Supplemental Nutrition Assistance Program and can assist individuals in navigating the
application process. A SNAP Coordinator is available at 1-800-766-7690 ext. 207.
The GHFB GA SNAP Advocacy Program can now assist clients with several other programs. Carolyn Free is
available to take referrals if you have clients that may need assistance with applying for the
following programs.
• Food Stamps (SNAP)
• Child Care and Parent Services (CAPS)
• Medical Assistance
• Temporary Assistance for Needy Families (TANF)
• Women, Infants, and Children (WIC)
For information or assistance, please contact:
Casey Cochran
[email protected]
(706) 736-1199 x207
For information or assistance with SC Thrive (SC SNAP Advocacy), please contact:
LaQuandra Hammond
lhammond@goldenharvest.org
(803) 642-2912 office
(803) 293- 8888 cell
11
Becoming a Community Partner
Over the years, the face of hunger food insecurity has changed significantly. Food insecurity has
no boundary, no border, and no socioeconomic class. This last year has magnified this even
more. Many food insecure individuals are working part-time jobs, looking for jobs or even working
multiple jobs with erratic hours to make ends meet. For this reason, we must meet their needs
when they need them met. The Food Bank seeks partner agencies that will be responsive to the
needs of the client struggling in their community. We must feed people whenever and wherever
they can receive the blessing.
To close the gap, as we welcome new partners into our service family, we will ensure that we
minimize the duplication of services in each of our communities and seek innovative partners that
will serve to meet these challenging new opportunities and continue to support our faithful current
partners. This will entail consistent evening and weekend operations; consistent emergency or
home deliveries for those with transportation issues; and/or non-traditional “Just in Time”
Partnerships that strictly handle Large rotating Mobile Markets in a variety of counties.
You are serving well, and we are here to adapt to the changing needs with you.
Your heart of service to feed those in need in your community is such a blessing.
Steps to Become A Community Partner
To partner with Golden Harvest Food Bank, an organization must meet certain requirements set
forth by Feeding America, the IRS and our Food Bank. All partners must agree to the guidelines
provided through this manual and any trainings conducted by Golden Harvest Food Bank. To
assure compliance and accountability, there is an application and service are assessment of
needs process for organizations seeking partnership.
To partner with Golden Harvest, an organization must:
• Provide verification of 501(c)3 or equivalent status
• Complete all required pre-application electronic survey’s
• Have access to high-speed internet service to send reporting in monthly and to receive
critical communication from GHFB on a routine basis
• Notify Golden Harvest Food Bank, in writing, in advance, of planned change of their location
or days/hours of service to clients, changes in agency contacts, clients served, or type or
size of food program. Planned changes in location, type or size of food program will require
additional inspection by Golden Harvest Food Bank staff prior to implementation of the
change.
Submit a non-refundable $50 application fee
• Attend the mandatory orientation class
• Shall have a staff member or volunteer who is consistently present during operations, who
has successfully completed Golden Harvest Food Bank required training for services
provided
• Meet the service assessment needs for your county
o Some counties have specific service needs based on existing Community Partner saturation and
food insecure demographic statistics. Your Community Partnerships Coordinator will work with
you to identify the specific needs of the food insecure in your area
An organization must also be ONE of the following and provide appropriate documentation:
12
• A current 501(c)3 determination letter from the IRS verifying its non-profit corporate
status and verifying that it is not a private foundation. The Corporation name must
match the name that the Partner is known by in the community.
• If the Community Partner’s name does not match the corporation’s name listed on the
501(c)3 determination letter, the Partner is required to submit current official and
verifiable documentation regarding the Partner’s ability to use the 501©3 verification
letter proving their non-profit status. For more information, visit the IRS website at
http://www.irs.gov/app/pub-78/).
Support and Assistance
Golden Harvest Food Bank values the work each partner does in their community and strives to
support your success in many ways. Your Community Partnership Coordinator is available to meet
and discuss strategies for success. Please explore a few resources available within the
Seeds for
Success Toolbox
at: goldenharvest.org
Community Partner Categories
Client Choice Market
A Community Partner that distributes non-prepared foods and other
grocery products to the ill, needy, or infants. Foods is then prepared and
used where they live. Food is distributed on a short-term or emergency
basis until clients are able to meet their food needs.
Soup Kitchen/Direct
Service/On-Site
A program that provides prepared meals on-site to clients in need who do
not reside at the partner’s premises.
Shelter
(Emergency Shelter, Homeless Shelter) A charitable program whose
primary purpose is to provide shelter or housing on a short-term or
temporary basis to needy clients and typically serves one or more meals a
day.
Rehabilitation Center
On-site programs specializing in a specific area regarding client needs.
Examples are substance use disorder recovery houses, homes for people
with mental disabilities, and facilities for troubled youth. Clients live on site.
After-School Program
A program where children are given hot meals and/or snacks after school.
Other
These Community Partners do not fall into the above categories. Whether
these agencies become Food Bank partners will be handled on an
individual basis according to the guidelines set forth by Feeding America
and GHFB.
13
Standard Days & Hours of Operation to Include Evenings & Weekends
• Hours of operation for your food organization MUST be distinctly separate from any
religious activity such as a worship service or Bible study.
• Your services must be offered a minimum of twice per month and one of these must
include an evening or weekend. Service must include some form of emergency or
consistent home delivery service within a reasonable service area of the partners
operation.
o Partners established prior to 2020 are not required to fulfill this operational
standard until Recertification renewal year 2021-2022.
Training
We are here to help! Golden Harvest Food Bank is committed to assisting and supporting our
Partner Agencies in their mission to feed the hungry in any manner that we can on an ongoing
basis.
As your food program grows and you are faced with challenges, we are here to help! Your
Community Partnership Coordinator is available to provide ongoing support and training to assist
you in the mission of feeding lives together.
Agency Re-entry Training:
Agencies that report late or do not report 3 months in a fiscal year
(October – September) have indicated a need for retraining and all services will be put on hold
until the Community Partner re-enters the program through orientation and re-training.
The organization should contact their Community Partnerships Coordinator to arrange for
re-training and support.
• Trainings are handled differently according to geographic area
o Georgia are held 4 times a year only. Dates are posted on goldenharvest.org
• At any time during the year, additional training support is available to you and your
volunteers in several ways!
o On-site personal training at your organization (Virtual training during COVID)
o On-site training at Golden Harvest Food Bank with your Community Partnerships
Coordinator
o You can call us during business hours, and we can walk you through any
process while you are on the computer
o Email us with you questions or needs
. We are here for you and want to support you.
New Community Partner Training:
This training is for new community partners and current partners that have internal changes in
leadership and/or key volunteer roles
. All partners that have changes within their food pantry
administration are required to attend this training for a refresher course.
One-on-One Training:
Perhaps your organization needs individual training and a large setting is intimidating. We will be
happy to sit down with you and provide you with any training that is needed.
14
Required Annual Training:
All Community Partners are required to attend training at least once a year. We generally offer
these trainings in the fall. These trainings include, but are not limited to:
• Food Safety – Focuses on safe handling standards of the FDA, CDC, and the food
service industry and is implemented by the National Restaurant Association
• TEFAP – The Emergence Food Assistance Program
• Retail Donation Program – This training is geared to agencies that participate in this
program and we provide guidelines for receiving food donations directly from retail
food handlers and grocery stores.
• GNAP – Georgia Nutritional Assistance Program
• Civil Rights - ensure that individual civil rights are respected and that no members of
our service area face barriers when receiving food through a GHFB partner agency.
At least one representative from your agency will need to attend the required annual trainings.
15
Food Safety
Food Safety is not just a requirement, but an
assurance to clients that we ensure that the
food they receive is healthy and safe to
consume. Our online Food Safety course
covers a wide variety of measures to take
that are practical not only at our facilities,
but in our everyday lives.
To maintain its quality, all food obtained
from Golden Harvest Food Bank must be
stored at the proper temperatures in a clean
environment. In-depth annual training is
provided in this area. Here are some of the
key standards of food safety:
General Food Storage/Safety Guidelines
• Store food at least 6 inches off the floor, 4 inches from the wall, and 2 ft. from the
ceiling
• Maintain a cool, clean, dry, place for storing food
• The Community Partner should rotate products at facility. Remember, FEFO (First
Expired, First Out)
• Food must be stored in a locked and secure facility to protect against theft or
tampering
• Food received from Golden Harvest Food Bank may NEVER be stored at a private
residence and can only be kept at an approved location
• Store cleaning supplies in a separate area or on the bottom shelf to prevent
contamination
• Do not stockpile products obtained from Golden Harvest Food Bank. All food and or
non-food items should be distributed in a timely manner
• All freezers, coolers, and refrigerators must contain a thermometer
• Temperatures should be checked and logged weekly. Some programs may require
more frequent checking.
• Baby food and infant formula cannot be distributed after the expiration date
• Refrigerators should run at 40 degrees Fahrenheit or below, and freezers should run at
0 degrees or below
• Separate and properly label all applicable commodities- GNAP, TEFAP(USDA), and other
product received from Golden Harvest Food Bank to include donated/purchased goods
and retail
16
Transporting Guidelines
For the health & safety of your client families, Golden Harvest Food Bank will ensure that all
products are handled within the required guidelines for each product. Outlined below are the
requirements for our partner agencies and the different transportation methods available. Frozen
and perishable items are to be transported in a method that will maintain proper food
temperatures year-round.
When Partners are picking up warehouse orders or utilizing the Marketplace, include frozen
and/or perishable products, the following criteria must be met:
• Must transport frozen or perishable items in insulated coolers, under freezer blankets, or in
a refrigerated vehicle
• Truck beds, trailers, and vehicles must be free of debris (i.e. leaves, dirt, lawn equipment,
gas canisters, anti-freeze/chemicals, etc.)
• Food product must be safely secured on the vehicle to prevent loss or damage of
commodities
• Food product must be properly covered during inclement weather
Please keep these guidelines in mind when acquiring and transporting items from Golden Harvest
Food Bank. If one of our staff members determine the vehicle and/or equipment does not provide
a safe and secure transport of food products, then your order will not be released.
Below is a list of retailers that supply freezer blankets, coolers, and tarps:
• Legion Safety http://www.legionsafety.com/insulated-covers-and-blankets.html
• Coleman http://www.coleman.com/Products/8500/coolers
• Rubbermaid http://www.rubbermaid.com/en-US/coolers
Pest Control
This should be administered at your organization quarterly and repeated upon any sign of
infestation. Documentation of when the service was administered must be kept at the facility and
will be reviewed during Golden Harvest Food Bank site monitoring with your organization. Pest
control can be self-administered or by an outside vendor.
Food Handling Guidelines
• Always wash your hands before, during and after handling food
• Use disposable gloves when appropriate. Change gloves when they get soiled or
contaminated. Cover all cuts and use gloves
• If you are sick, please do not work with food
• No smoking, eating, or drinking in food storage and or prep area
• Please alert Golden Harvest Food Bank of any damaged product that is received. If the
damaged contents exceed a case, your organization will receive like product or a credit
for damaged items
Food Keeper
Food Keeper is an interactive database provided by the Food Marketing Institute and gives users
information on how long products can be kept before it is discarded:
http://www.fmi.org/consumer/foodkeeper/
17
Recalls
Your organization is required to handle a food recall or food safety issue. Golden Harvest Food
Bank will notify our Partners via email of recalls. Please check your inventory for products that are
listed on the recall notice(s) and post the recall notice in an area visible to clients and notify
clients that they might have received the product(s).
Good Samaritan Act
The Federal Bill Emerson Good Samaritan Food Donation Act
On October 1, 1996, President Clinton signed this act to encourage donation of food and grocery
products to non-profit organizations for distribution to individuals in need.
The Good Samaritan law protects citizens, businesses, volunteers, and non-profit organizations
that proceed in good faith to donate, recover, and distribute excess food. It limits liability to acts of
gross negligence or intentional misconduct. With the absence of these acts, donors shall not be
subject to civil and criminal liability arising from the nature, age, packaging, or condition of the
seemingly wholesome food of the
apparently fit grocery products
received as a donation.
The Good Samaritan Act is designed to
encourage donations of food and
grocery products by providing a
uniform, national standard of liability
for donations. In order to maintain
compliance with this act, please
contact Golden Harvest Food Bank
immediately if food does not appear
wholesome or fit for consumption due
to age, freshness or if it shows signs of
infestation.
18
Community Partner (Agency) Fees
Application Fee $50
Agencies seeking partnership will be assessed a non-refundable pre-application fee due prior to
review of the application. If application is accepted, this will be credited toward the first years
Annual Agency Fee.
Annual Community Partner (Agency) Fee $50
The annual membership fee is $50.00. This is due during annual recertification.
Returned Check Fee
A $35 returned check fee will be assessed to any checks that are returned to Golden Harvest
Food Bank. Returned check fee must be paid with a money order or cashier’s check. Any
Community Partner with a returned check will not have access to any food or product until the
balance is paid in full. Any Community Partner that has three returned checks in one service year
may be subject to termination of service contract.
Shared Maintenance Fee (SMF)
Fees that are incurred through the online ordering process or through the Community Partners
(Agency) Marketplace.
Delivery Fee
Delivery fees range from $0.00 to $0.05 per pound with a minimum of 1000 lb. order. For more
information please contact Craig Garner at [email protected].
19
What is Shared Maintenance Fee (SMF)?
Shared maintenance fees (SMF) are a cost-effective way for agencies to access grocery
product in volume by partially supporting the centralized product solicitation, administration,
warehousing, and distribution activities undertaken by Golden Harvest Food Bank. SMF are
charged by weight and are never related to the value of the product. For example, the fee
per pound is the same for a case of Stouffer’s frozen dinners as it is for a case of potato
chips or breakfast cereal. The SMF is up to $0.19 cents per lb.
Why is it necessary?
While 63 percent of the food Golden Harvest Food Bank distributes is donated, we incur costs
associated with every aspect of handling it. Everything from pumping fuel in the truck to keeping
the food cold in the cooler is an expense. Our partner agencies offset some of the cost of receiving
and distributing product through their participation in shared maintenance fees.
Shared maintenance fees constitute less than 1 percent of the total operating costs to secure,
store and distribute the millions of pounds of food that we handle each year. Most funds needed
for the work we do are acquired from private donations and grants from the community,
foundations, and government programs.
Shared maintenance allows us to continue operating as our partner agencies “share” in the
expense to distribute needed food throughout our 25-county service area.
20
Accounting Guidelines
Golden Harvest Food Bank is committed to responsibly and sustainably stewarding the resources
that are so generously donated to us. Our commitment to fiscal responsibility helps ensure that
we can provide many more years of service to the hungry in our communities.
• Our system will email invoices automatically. It is important that we have an accurate email
on file to ensure the appropriate person(s) receives the invoice
• Community Partners must submit an organization check at the time of pick up. Personal
checks will not be accepted
• Community Partners that have been approved to receive deliveries must submit payment
within 15 days of delivery
o Be sure your shoppers deliver invoices to the person that is responsible for paying
the bills
• If you are picking up your order, then you will receive an invoice after your vehicle is loaded.
If your order is delivered to you, your invoice will be left with your representative
• Payments must be on an organization check; personal checks will not be accepted
• Payments should reference both the agency number and the invoice number(s) being paid
• Outstanding invoices
o 60 days: call for immediate payment request
o 90 days: shopping interruption. Account must be paid current before shopping
privileges are restored.
• Acceptable form of payment is an organization check. Cash, credit card, third party or
personal checks will not be accepted
• Community Partner statements are available upon request. Statements will be sent to all
partners that have outstanding balances at/over 60 days past due
Returned Check Policy
Any Community Partner with a returned check will not have access to any food or product from
Golden Harvest Food Bank until the balance is paid in full. All returned checks must be paid with a
money order or cashier’s check and must include the balance due on the account, plus a returned
check fee of $35.
Community Partners that have three returned checks in a 12-month period may be subject to
termination of their partner agreement
.
21
Understanding Your Invoice
Subtotal: The balance prior to any available grant is applied.
Grant Credit: Reflects the amount that will be applied from the grant.
Total: Reflects the shared maintenance fee for the items that were received
with this order and is the total amount that needs to be paid.
Note(s):
If your organization receives a delivery it will be included in your invoice.
22
Grant Opportunities
Golden Harvest Food Bank strives to support our Partner Agencies through various grant
opportunities that come available, including the National Emergency Food and Shelter Program
(EFSP) funding. Some grants target a specific service area, while others are available to all on a
first come, first serve basis throughout our 25 counties.
All grants that become available to our Partner Agencies need to be spent within 6 months of
receiving the grant award. There are exceptions to grants that are specific to capacity expansion in
which case the funds will be spent within 30 days.
We may ask our Community Partners to submit letters of thanks, statements of need, and or
impact statements. We will provide templates for formatting any written materials requested.
Below is an example of a grant that has been applied to an invoice.
Community Partner (Agency) Marketplace General Guidelines
Due to COVID 19, The Georgia (Agency) Marketplace is closed
South Carolina Community Partner (Agency) Marketplace Guidelines
• To allow all Agencies equal access to products, appointments are required for shopping in
the Community Partner (Agency) Marketplace.
Shelf-stable items are available in the Community Partner (Agency) Marketplace in cases.
Please do not open cases. If you need more information about a product in a case, please
ask a Golden Harvest Food Bank team member for assistance. Opening cases may lead to
your organization losing the privilege of shopping in the Market Place
• All orders that are placed online include 30 minutes to shop in the Community Partner
(Agency) Marketplace.
• If your organization does not have an order, you will need to choose an appointment online
to shop in the Community Partner (Agency) Marketplace and select
1111111
for the item
number
• Please arrive promptly for your scheduled appointment. All appointments are 30 minutes
in length, and you are only permitted to shop during your timeslot
Grant Applied
23
Aiken Appointments are available:
Monday - Thursday
8:30-11:30 am. & 1:30 – 2:30 p.m.
Aiken Agency Market Payment Methods
Community Partners must have a separate check for all Marketplace purchases. This check must
be an organization check; personal checks will not be accepted
Warehouse Policy
We want to ensure that our agencies receive effective and efficient service while complying with
all OSHA (Occupational Safety and Health Administration) requirements. Golden Harvest Food
Bank is a tobacco-free campus. Please do not use tobacco products in the warehouse or
anywhere in the building
Please adhere to the following guidelines when visiting the Golden Harvest Food Bank.
• All persons entering the warehouse must wear a shirt and closed-toe shoes. No sandals or
flip-flops are allowed.
• For your safety and the safety of our staff, please remain within the designated waiting
areas unless given permission by Golden Harvest Food Bank Management
• Upon arriving at the warehouse, please park in the designated parking area
• Check in at the registration desk
• Your organization name will be called when your order is ready for the tech to load your
vehicle
o If you arrive early, we cannot guarantee that we can load you early. We respect
everyone’s appointment times and will serve each with great care
o If you are on-site and miss your appointment time, there is a chance you will have to
reschedule your pick-up as we will honor the appointment times for those that are
present when called to load
• Sign your invoice
• Pay with an organization check; personal checks will not be accepted
24
Order Verification Process
All orders that are picked up or delivered must be verified the same day. Any discrepancies that
are found will need to be reported via email within 24hours of the delivery or pick-up. Any
overages will be picked up by Golden Harvest Food Bank unless the agency decides to keep the
items that were in excess. If the agency chooses to keep the overages, they will be billed for these
items.
Community Partners who did not receive an item and were billed for the item will receive an
agency credit for the missing item(s).
Items that were damaged upon pick-up or delivery must also be reported within 24hours. Please
take pictures of the items and send via email. The Community Partner may also return the
damaged item(s). If the damaged contents exceed a case, your organization will receive like
product or a credit for damaged items.
Forklift Loading
Forklift loading of orders is available. Please make sure your vehicle is appropriate for forklift
loading. If you are in doubt, please contact the Warehouse Manager to arrange an inspection of
your vehicle. Golden Harvest Food Bank is not responsible for damage to personal or organization
vehicles incurred by forklift loading.
Pick-Up
Partner Agencies are responsible for the safe handling and transportation of all products received
from Golden Harvest Food Bank or its affiliates. The Food Bank reserves the right to not allow an
inappropriate vehicle to be loaded or depart from the warehouse. Failure to transport products in
a clean, safe, and responsible manner may result in suspension of your partnership.
Delivery
Delivery is available if there are open slots on the route. All deliveries must be pre-approved.
Orders must be placed at a minimum of every 60 days and requires a minimum delivery of 1,000
lbs. Agencies are required to have volunteers and or staff to unload the products from the truck.
Drivers are not required to assist with unloading. The cost of delivery is based on weight of the
order and the distance from the Food Bank. This cost will be included with your order.
Agency Director will be the one point of contact with GHFB Operations department regarding
deliveries and will provide their cellular phone number and remain accessible to GHFB on the day
of delivery. The agency director is responsible for coordinating and communicating with staff and
volunteers assigned to delivery receiving.
25
Golden Express: Our Online Ordering System
Please ensure that your order is placed in a timely manner. If you are experiencing difficulties
placing your online order, please notify someone in the Community Partnerships Department and
we will be happy to assist you! Below follow the steps to ensure your order has been completed.
1. Go to www.goldenharvest.org and click on “Community Partners” then “Ordering”
2. Enter the agency number that has been provided to you for the user name, the password,
& program code followed by your agency number
User Name: ____________
Password: change12
Program Code: 0005p____________
3. To view items available on-line click on the “Order Options” tab and choose “Shopping
List”
26
Be sure to add items to your cart before you go to the next page.
Note:
The items you request will not automatically save, you must hit the “add to cart” icon
4. When finished shopping click on “check out”.
5. To finalize your order, you will need to fill out the “My Appointment” box.
a. In the “My Appointment” box choose “Pickup” if you are picking up from the
warehouse or choose “DELIVERY” if your order is being delivered. All deliveries must be
pre-approved
.
b. Click the calendar icon
27
c. Click on the highlighted date that you would like the order to be picked up.
All pre-approved deliveries have pre-determined delivery dates based on the
route for your area. Agencies that have been approved will be sent delivery
dates and a time to choose when placing orders
c. Click the clock icon and click on time.
6. When you are satisfied with order click on the “Submit Cart” icon.
Note:
A confirmation will appear that your order has been successfully submitted.
28
7. To go back and view orders that have been placed or to check the status of your order go
to the “Order Options” tab and click on “Order Management”.
8. In “Order Management” you can check the status of an order, weight, total cost and will be
able to reprint a copy of an invoice.
Note:
Your order has not been submitted to Golden Harvest until it shows up in Order
Management. Please go back and check the status of your order to ensure your order has gone
through and it has been
acknowledged
.
29
Status Codes:
Draft: Any order that has not been submitted
New Order: A recent order has been created by your agency
Sent to Food Bank: The order has been sent to Golden Harvest
Acknowledged: The order has been accepted and can be edited by your agency if
necessary. Please note that when editing an existing order, this could
affect the original order. Please contact us for assistance.
Rejected: The order has not been processed. Please contact Amanda Gaines at
(706) 736-1199 ext. 215 or Tonya Cowart (706) 736-1199 ext. 224
for assistance.
Released: Your order is ready for pick-up or delivery
Invoiced: The order has been picked up or delivered to your agency
How to Edit an Existing Order
Go to Order Management to check the status of your order.
Acknowledged means you have the opportunity to make changes to your order.
The pencil next to the reference number means you can edit your order.
Click on the pencil.
Before editing an order a warning message appears:
30
Click ok.
Add or delete items as needed.
Update your cart
Submit your cart.
You may continue to add or delete items using these steps as long as the pencil appears.
Missed Appointments
Community Partners must contact the distribution center in their area within 48 hours to
reschedule their missed appointment to avoid a change in their status and/or a restocking fee.
Any orders not picked up within 2 weeks (or before end of the month inventory) will be assessed a
restocking fee.
Client Intake
Asking for help is difficult, especially when it is for something as basic and personal as feeding
one’s family. When they get to you, your clients almost certainly will be frightened, frustrated, and
embarrassed. In addition to providing them with food, you can reach out to them with a kindness
and respect that can make all the difference in their lives. Oftentimes, a kind word means just as
much as a box of food.
As your organization is striving to assist the client, please be mindful that the client may need
additional food and is permitted to visit multiple agencies to receive food. This should not deter
the service that your organization is providing.
Here are some ways to make sure your clients feel respected, cared for, and helped as they
navigate a difficult time in their lives:
• Make your clients feel welcome
• Share additional resources that are available in the community
• During the interview process, be sure to offer assistance in completing the application and
ask questions that are relevant to the client receiving food.
o Name, Address, and Phone number (In case of a recall)
o How many people in the household?
o How many over 60 years of age?
o How many under 18 years of age?
Client Eligibility
As a Community Partner you agree to provide food assistance to clients the first time they visit,
with or without a valid ID.
Any Non-TEFAP participating Community Partner who desires to request additional information
from the client may do so if they adhere to the following:
• Request approval of the desired form of documentation from the Golden Harvest Food
Bank Community Partnerships Team
31
• Once the desired checklist of acceptable items is approved, the Community Partner must
post this in an area that is visible to the client and state it on their answering service or via
phone
• We reserve the right to approve or deny any document request IF we feel it to be
discriminatory or unreasonable
Note: Partner Agencies that request Social Security cards as a form of identification may not
refuse service if the client does not want to provide it.
32
Community Partner Monitoring Review
To ensure that we as a network are providing a high standard of excellence in our service to the
hungry, every Community Partner of the network is required to comply with a review by a Golden
Harvest Food Bank staff member. These site reviews are required by Feeding America and our
government partnerships. Golden Harvest Food Bank may also conduct unscheduled visits during
normal hours of operation. It is mandatory that your main contact and/or the program director be
present during scheduled monitoring reviews.
During our visit, we will discuss and view the
following:
• Posted Hours of Operation
• Storage area(s)
• Meal Preparation and or distribution method
• Pest Control
• Temperature logs
• Record keeping
All Partner
Agencies
All Partner
Agencies
TEFAP Participating
Agencies must also
provide and/or
display
GNAP
Participating
Agencies
must also
provide
and/or display
Retail
Participating
Agencies
must also
provide
and/or display
Interview Forms
(Food Pantries
Only)
Daily Log Sheet
(Food Pantries
only)
Justice for All Poster
GNAP Signage
Retail
Agreement
Menu (On-Site
Agencies Only)
Monthly Reports
Non-Discrimination
Statement
GNAP
Agreement
Poundage
Logs
Invoices
GHFB Agreement
TEFAP Agreement
Scale
Food Safety or
SERV safe®
Training
Volunteer
Training Log
Civil Rights
Training
Suspension Policy
There are rules and regulations we must follow to obtain food through Feeding America and from
our donors. There are additional requirements to participate in TEFAP and/or GNAP.
A Community Partner may be suspended for any of the following:
• Missed or late monthly reports
§ Agencies that do not report have opted out of their ability to obtain any food
or product from Golden Harvest Food Bank until reporting has been
submitted
§ Agencies that report late or do not report 3 months in a fiscal year (October
– September) have indicated a need for retraining & all services will be put
33
on hold until the Community Partner re-enters the program through
orientation and re-training
§ Agencies that do not report their retail rescue on the 28
th
of the month, opt
out of their privilege to purchase any product from Golden Harvest Food
Bank until their reports are submitted
• Unfavorable Community Partner Monitoring Review
• Non-payment or Returned Checks
• Missed Appointments
• Breach of the Community Partner Agreement
Suspensions are determined jointly by the Community Partnerships Director and the Community
Partnerships Coordinators. Upon being suspended, the Community Partner is notified via email or
a letter based on the current information provided to GHFB by the Community Partner.
Termination Policy
A Community Partner will be immediately terminated for any of the following:
• Loss of an IRS 501(c)3 or church exemption
• Selling, exchanging, bartering, or charging a fee of any kind specifically for product
received via Golden Harvest Food Bank
• Giving food or other products received via Golden Harvest Food Bank including the Retail
Donation Program, to any unauthorized organizations or people including staff for their
personal use and/or fundraising
• Discrimination
• Endangering food
• Three or more returned checks in a 12-month period
Terminations are determined jointly by the Community Partnerships Director and Golden Harvest
Food Bank’s Executive Director. Upon being terminated, the Community Partner is immediately
notified.
Monthly Reporting
We rely on our Partner Agencies to provide us with information in a timely manner. These reports
are extremely important to our ability to acquire funding to purchase food at significantly reduced
prices for our valued Partner Agencies. We are required to provide this data to Federal and State
entities and Feeding America. In addition, we provide the information from your reports to our
community – including donors -- to show the impact our partners are making in the many lives we
touch.
34
Monthly Report is due by the 1
st
of each month.
Submit report online via our website at
www.goldenharvest.org – This will include totals from your Partner organization’s distribution in
the preceding month.
For example, a May report would be due by June 1
st
. If your organization does not have a
distribution for that month, please submit a report reflecting 0’s in each reporting section.
• Late reports at any time, result in your organization opting out of the ability to obtain any
product or access to shopping areas until the report is received
o There will be a 3-day grace period before the report is deemed late.
o Monthly reports NOT submitted by the 3
rd
day of each month will result in
suspension of service access
• Agencies that report late or do not report 3 months in a fiscal year (October – September)
have indicated a need for retraining & all services will be put on hold until the organization
re-enters the program through orientation and re-training
• Agencies MUST submit Retail Rescue Reports BEFORE entering their Monthly Report
Retail Rescue Reporting
Retail Reporting for all retailers a community partner picks up for is due by the 28
TH
DAY of each
month
. Submit report online via our website at www.goldenharvest.org which will include totals
from your organization’s pick up for the previous month, from
each
retailer where your
organization picks up product.
o
Agencies MUST submit Retail Rescue Reports BEFORE entering their Monthly
Report
o Late reports at any time, result in your organization opting out of the ability to obtain
any product or access to shopping areas until the report is received
(THERE IS NO 3 DAY GRACE PERIOD FOR RETAIL RESCUE REPORT DEADLINE)
o Agencies that report late or do not submit report 3 months in a fiscal year
(October – September) have indicated a need for retraining & all services will be put
on hold until the organization re-enters the program through orientation and re-
training
35
Recertification
Each year, Partner Agencies pay annual recertification fee of $50.00 and complete a new
agreement. The new fiscal year for Golden Harvest begins Oct. 1 each year.
Recertification of a community partner is not automatic. It is a process by which each Community
Partner’s Agreement will be individually reviewed.
The Agreement must be submitted to the Community Partnerships Department with all required
documents by the stated deadline. The Agreement will not be approved until all required
documents are submitted and the partner has attended annual training. The Agreement will be
reviewed and signed by Golden Harvest Food Bank, scanned to our files, and emailed to you by
your Community Partnerships Coordinator. You will not receive a hard copy as we have converted
to a paperless system. Recertification documentation must be received by GHFB, in full by stated
deadlines for Community Partner’s status to remain active to be able to have access to food and
non-food items.
36
Community Partnerships Team
NAME
Job Title
Contact Info
Open Position
Director of Community
Partnerships
Georgia Coordinators
Kimberly Robinson
Community Partnerships
Coordinator/Trainer
706-736-1199 X 219
[email protected]
Kimberly Jackson
Community Partnerships
Programs Manager
706-736-1199 X 216
Casey Cochran
GA SNAP Coordinator
706-736-1199 X 207
[email protected]
South Carolina Coordinators
Rita Stevens
Community Partnerships
Coordinator
803-642-2912
[email protected]
LaQuandra Hammond
SC SNAP Coordinator
803-293-8888
[email protected]
Additional Staff Contacts:
NAME
Job Title
Contact Info
Amy Brietmann
Executive Director
(706) 736-1199 X 211
abrietmann@goldenharvest.org
Damien Curry
Director of Finance
(706) 736-1199 X 209
[email protected]
Norman Stafford
Director of Operations
(706) 736-1199 X 234
[email protected]
Craig Garner
GA Logistics & Warehouse
Manager
(706) 736-1199 X 205
[email protected]
Larry Newsome
Food Solicitor
(706) 736-1199 X 220
[email protected]
Anna Logan
Health & Nutrition Manager
(706) 736-1199 X 246
[email protected]
Tonya Cowart
Augusta Distribution Center
Coordinator
(706) 736-1199 X 224
[email protected]
Amanda Gaines
Agency Accounts Specialist
(706) 736-1199 X 215
Benita Garnett
Front Office Coordinator
(706) 736-1199 X 201
Tammy Jackson
Data Analyst/Grant Coordinator
(706) 736-1199 X 218
Grace Renken
Aiken Warehouse Manager/SC
Community Partnerships
Manager
(803) 642-2912
[email protected]