2025 Membership Renewal/Year End Survey

Section I : Food Pantry General Information
Food Pantry General Information

We understand that for many of you this information does not change often. We rely on this information when referring guests and updating our Food Connect Map. Therefore we request that you answer the questions in their entirety.
1. Pantry Program Name*
2. How would you like to be listed on our public listings and marketing? (I.E pantry name/organization if different from above) Please mark N/A if the same*
3. Pantry Physical Address*
4. Mailing Address (if different than above)*
5. Pantry Phone*
6. Pantry Contact Name*
7. Pantry Contact Title*
8. Pantry Contact Email*
example@example.com
9. Is the pantry contact a paid staff or volunteer?*

PaidVolunteerOther
10. How long has the pantry coordinator been with the pantry?*
11. Food Delivery Contact Name and Phone Number (ie Food Express and Food Shuttle. Sometimes this is different than the main pantry contact, please let us know so we can keep our drivers informed and make deliveries as seamless as possible)*
Name
*
Phone Number
12. In case Food Express and Food Shuttle deliveries needs to be rescheduled/cancelled due to severe weather- who is the best person to contact? We will likely need to contact this person after hours. A personal home or cell phone is recommended. This will only be used for cases of severe weather. *

Name
Phone Number*
Please enter a valid phone number.
13. Organization's Chief Officer/Leader Name*
14. Title of Chief Officer/Leader*
15. Chief Officer's/ Leader's email address*
example@example.com
16. Would the Chief Officer/Leader like to be included on all Food Pantry emails?*

YesNo
17. Would you like to list an additional contact person? (To be included in all emails and communications) (Not Required)
Name
Title
Email
Phone
18. Additional Contact Person 2 (Not Required)
Name
Title
Email
Phone
19. Days/Hours of Pantry Operation: Please be specific, this is how we refer clients to you. Write in CLOSED on days you are closed (ex if you are open the second Monday of the month; 2nd Monday of month, 10-2)
Monday*
Tuesday*
Wednesday*
Thursday*
Friday*
Saturday*
Sunday*
20. How many times per month can a guest utilize your pantry?*
21. Please select the current scheduling procedure for your pantry*
If other please elaborate
Current Guest Pick up Method*
Any additional comments on current distribution procedures?
22. Please list any holidays and/or days that your pantry is scheduled to be closed in 2025 (if any) *
23. Do you/will your pantry serve clients when your pantry is closed?*

YesNo
Does this include weekends?*

YesNo
If yes, how does the client arrange that with you? Please be as detailed as possible.
24. Would you consider providing weekend services in the future?*

YesNoWe already do
If no please elaborate
25. Do you feel there is a need for home deliveries in your service area?*

YesNoOther
26. Do you offer the choice of home delivery services at your pantry*

Always offer choice of deliverySet assessment that if guests meet criteria will deliver toGuest who meet certain criteria can request and only if the pantry can coordinateNo Delivery
27. If you provide any type of deliveries, what is your delivery service area? (Some pantries have a different delivery service area than their pantry service area)? (Put N/A if you don't provide delivery)*
just for delivery wise not service area of the pantry
28. What specific needs does you food pantry have to begin offering/providing or expanding routine home delivery?*
ie more volunteers, drivers, vehicles etc
29. Is your pantry a member of the Regional Food Bank?*

YesNo
30. Does your pantry participate in mass distributions with the Regional Food Bank?*

YesNo
If yes, Please provide: Day(s), Time(s), Open to public (y/n) (If no put N/A)*
31. Please provide any additional information you believe we should have about your pantry and its programming.
Section II: Pantry Volunteer Information
32. How many volunteers assist your pantry on a regular basis?*
33. Do you have a volunteer application form?*

YesNo
34. Do you have a training program for new volunteers?*

YesNo
35. Do you have a volunteer code of conduct, contract, or other volunteer documents you require your volunteers to sign/review?*

Volunteer Code of ConductVolunteer ContractNoneOther
36. Do you accept volunteers under the age of 18?*

YesNo
If yes, what are the procedures that need to be followed? (NA if no)
37. The Food Pantries receives volunteer applications from community members looking to volunteer. Would you like us to contact you if we receive an application from an individual?*

YesNo
What about group volunteers?*

YesNo
If yes please put in who you would like us to contact for volunteer

Name
Email
example@example.com
38. Would you be interested in a 15 minute meeting with Curt to discuss your pantry volunteer needs?*

YesNo
For any questions or volunteer requests please contact Curt LeClair CLeClair@thefoodpantries.org. Or fill out the online request: https://form.jotform.com/211733559550154
Section III : Year End Statistics for 2025

The Food Pantries will compile this information based on the Monthly statistical information provided in Oasis Insight. Please note as of 2024 we will no longer be accepting paper monthly reports. Given this, you no longer need to provide/email/scan them to us . Any questions or concerns please contact Program Coordinator Libby Miller. Libby Miller will contact you for any errant reports.
Section IV : Organizational Information
39. Is your pantry a not for profit 501(c)(3)?*

YesNo
40. If yes, what year were you incorporated? (If no please mark N/A)*
41. If No, please list the the 501(c)(3) that sponsors your pantry. (Put NA if it doesn't pertain to your pantry)*
42. Does your pantry regularly have pet food available to your clients?*

YesNoOther
If yes, how do you obtain it?
43. Does your pantry have produce days-exclusive from pantry day? (These days are separate from pantry days, solely dedicated to distributing fresh produce)*

YesNo
If yes, Please provide: Day(s), Time(s), Open to public (y/n) (Please put NA if no)*
44. Other services provided: Please list out the days and hours of operation and any other information that would be helpful to have listed in the county resource guide. (If none please put N/A)
Community Meal/Soup Kitchen*
Holiday Meals*
Children and Youth Programs*
Senior Center*
Senior Services*
WIC/SNAP Assistance*
Housing*
Transportation*
Furniture*
Clothing*
Other*
Other
45. Additional Information on your other services provided (If none please put NA)*
46. Please provide your Mission Statement of your organization ONLY IF it has changed from last year or this is your first year filling out this survey. If it hasn't changed or is not applicable to your organizations, write N/A*
If you are in need of a computer please visit https://www.computerrehab.org/ to apply for a free/cost reduced computer
47. Does your pantry conduct outreach through any of the following social media?*

FacebookTwitterInstagramLinkedInOther
48. Please review and list any corrections you would like made about you pantry on our Food Connect Map which can be found https://map.thefoodpantries.org/ (If you have no corrections please put none or NA)*
49. What geographical location does your pantry serve?*
50. Which of the following would you classify your pantry as?*

UrbanSuburbanRuralOther
51.. Have there been any changes to your service area in 2024?*
If yes please explain
Any other information about your service area?
52. How do you make referrals and communicate to other pantries and service providers?*
53. What other organizations/pantries does your program collaborate with?*
54. Is your organization participating in any referral platforms?*

YesNo
55. If your organization is participating in any referral platforms please list which one(s) (Ex Healthy Together/Unite US)*
56. Are you currently or are you planning to participate as a service provider under the 1115 waiver in New York State (Healthy Alliance)?*

YesNoUndecided
Section V : Pantry Intake Process/Client Information
57. What documentation do you require from clients when registering?*

IDPiece of MailProof of each person in householdSocial Security CardInsurance CardBirth CertificateNoneOther
58. Do you ask if individuals/families are receiving SNAP benefits?*

YesNo
59. If families are not receiving these benefits do you help enroll them?*

YesNo
If yes please list how your enroll or refer them*
60. Did you observe a change in your service levels in 2024?*

IncreaseDecreaseNot sureNo
If you saw an increase/decrease please elaborate
If you experienced /are experiencing an increase in need please share what resources you need to best support your services.
61. Are your pantry clients requesting additional food and/or visits above and beyond your normal monthly service allotment?*

YesNo
If yes, can you estimate the percentage of clients requesting more?
62. In 2024 did you turn away guests for any of the following?*

Lack of FoodLack of fundingHours of OperationOut of geographic locationScheduling issue (appointment/procedure not followed by client)No guests were turned away in 2024Other
63. Do your clients have a need for transportation and/or bus passes?*

YesNo
If yes, which ones
64. Does your pantry/organization provide*

Bus PassesVolunteers providing transportationCommunity care-giversCirculation/Ride health via Healthy Together/Unite usRoutine DeliveryCase By Case DeliveryEmergency DeliveryNoneOther
65. Do you feel that there may be a service gap in your area?*

YesNo
(If, yes, please specify) If No please put N/A*
66. How many meals per person per visit does your pantry provide?*
Section VI : Pantry Budget Information
67. What is your food pantry's total annual budget, in dollars (including staffing, food, and overhead) for 2025?*
* 68. What is your total annual food budget for your pantry for 2025? Please make sure to include your HPNAP and Food Pantries for the Capital District Allocations in this number.
Total Pantry Food Budget*
* 69. How was your food pantry funded in 2024? (please answer in percentage)
HPNAP ( administered through Regional Food Bank)*
HPNAP (Direct Contracts)*
The Food Pantries*
Events/Fundraisers*
Grants*
Individual Donations*
Sponsoring Organization*
Other (please describe)
Other (please describe)
Other (please describe)
70. Will your annual food budget increase in 2025?*

YesNoNot Sure
If yes, by how much (in dollars and percentage)?
71. Do you feel your 2025 approved budget will be adequate to meet your food needs?*

YesNo
72. If there will be an increase in your food budget what is the reason?*

73. Approximately how much of your budget is spent on: (If possible please answer in dollars and percentages. One answer per row is required)*

	$	%
Food (not fresh produce)
Fresh Produce
Liability/Insurance
Utilities
Transportation
Staff and Fringe Benefits
Rent/Mortgage
Supplies
Personal Hygiene Items
Household Items- Laundry Detergent, Dish Detergent etc
Pet Products
Equipment
IT/Technology
Other

74. Does your pantry currently receive New York State funding directly through any of the following?*

Direct Hunger and Prevention and Nutrition Assistance Program (HPNAP) (Not through RFB)Nourish New YorkNew York Food For New York Families (NYFNYF)NoneOther
75. Has your pantry received funding in the past from any of the following?*

Hunger and Prevention and Nutrition Assistant Program (Directly not through RFB)Nourish New York (NNY)New York Food for New York Families (NYFNYF)NoneOther
76. Would your pantry be interested in receiving New York State Funding for any of the following in the future?*

Hunger Prevention and Nutrition Assistant Program (HPNAP)Nourish New York (NNY)New York Food For New York Families (NYFNYF)NoOther
Section VII : Pantry Resource Information

77. Below are some examples of common food sources for pantries. Please indicate which sources you acquire food from by providing the approximate percentage of food from each source. If you do not acquire food from the specific source please put "0"*

	Donated	Purchased
Grocery Stores
Retail Partnerships
Food Drives donated directly to you pantry
Private Donations
Food Donated through The Food Pantries for the Capital District
Regional Food Bank
Farms or local gardeners
Other

If other (Please specify)
78 What staple items does your pantry typically depend on having available to order at RFB?.*
79. Are there specific food items you need help acquiring?*

ProduceMeatsFishOther proteinsCanned VegetablesCanned FruitsSpecial Dietary Food (gluten free or diabetic)Dry FoodsNoneOther
80.. What about non-food items?*

Health/HygienePet foodHousehold ItemsNoneOther
81. If you selected a broad topic need above (Health/Hygiene, Household etc) please list your exact needs*
82. Do you need help acquiring any equipment?*

RefrigerationFreezerShelvingStorage CabinetsN/AOther
83. Do you purchase/provide milk cards or milk coupons?*

We purchase and then distributeMilk cards/coupons are donated and then distributedNo
If you would like to know more information or to purchase milk/egg cards outside of allocations please reach out to Donations@stewartsshops.com
84. Do you currently participate in Just Say Yes to Fruits & Veg?*

YesNo
If you would like to participate please reach out to:

Lily Magnotta
JSY Program Coordinator
Lily.Magnotta@health.ny.gov
518.402.7326
85. Do you currently work with the Cornell Cooperative Extension in your County?*

YesNo
If you would like to work with Cornell Cooperative Expensive in your county please reach out to the following:

Albany County:

Crystal Davis
Community Nutrition Educator
cjd236@cornell.edu
518-765-3500

Rensselaer County

Kim Mullen
Nutrition Resource Educator
kap12@cornell.edu
(518) 272-4210 ext 113

Saratoga County:

Gianna Pennacchia
Nutrition Resource Education
gmp88@cornell.edu
518-885-8995 ext. 2220

Schenectady Count

Deborah Griswold
Community Educator
djg294@cornell.edu
(518) 372-1622
86. Do you currently work with your county's NOEP? (Nutritional Outreach and Education Program/SNAP Outreach)*

YesNo
If you are interesed in connecting with your counties NOEP please reach out to the following

Albany County:

Cherise Bollers
(518) 689-6327
cbollers@lasnny.org

Rensselaer County:

Karen McKenzie
(518) 274-2607 x4108
KMcKenzie@unityhouseny.org

Saratoga County:

Deborah DeLosa
518-587-5188 x412
ddelosa@lasnny.org

Schenectady County:

Louise Novak
(518) 374-2427
lnovak@cathcharschdy.org
87. Does your food pantry provide special meals, baskets, toys, etc for any of the following: (Please put n/a if you don't have these programs)
Thanksgiving*
Holiday (i.e Christmas, Kwanza, Hanukkah etc) Food*
Holiday Gift/Toy*
Back to School*
Summer Meals*
Easter*
Other
Other
Other
Other
Section VIII: Program Needs
88. Please list the programs offered by The Food Pantries in order of importance for your pantry's needs - 1 being most important (If you don't utilize the program please put 0)
Food Shuttle (Donation truck mixed with perishables and nonperishables)*
Food Drives (Food Drives coordinated by TFP ex; CANstruction)*
Food Express (Delivers Food Orders from RFB)*
Infant Needs Program (free diapers and formula)*
Food Funding (Food Bank Allocations; milk cards, grocery store cards, etc)*
Service Coordination (Member Meetings, bringing pantries and community partners together)*
Information and Referrals (Food Connect Map, Referrals from the Referral Team)*
Volunteer Placement*
89. Do you have suggestions/thoughts about other programming needs? if yes, please share your idea(s)
Section IX: The Food Pantries Infant Needs Program
90. Are you currently serving families that request or express interest in infant needs?*

YesNo
91. Do you regularly stock formula?*

YesNo
If so how do you acquire formula?*

TFPDonationsWe don't stock thisRegional Food BankWe don't serve families with infantsOther
92. What is the most requested formula from your guests? (If you don't serve infants write N/A)*
93. Do you regularly stock diapers?*

YesNo
If so how do you acquire diapers?*

TFPDonationsWe don't stock thisRegional Food BankWe don't serve families with infantsOther
94. What are the two most requested diaper sizes from your guests? (please select up to two)*

Size 2 (s)Size 3 (m)Size 4 (l)Size 5 (XL)Size 6 (XXL)2T-3T3T-4T4T-5T
95. The Food Pantries For the Capital District has limited funds for Infant Needs. If you had to pick between formula or diapers (keeping in mind that diapers are occasionally available at the Regional Food Bank), which would you prefer The Food pantries offer?*

DiapersFormula
Section X : The Food Pantries Food Express Program

(Orders from the RFB)
96. Are you currently on the Food Express Calendar?*

YesNo
Any comments about the Food Express Program?
97. If your pantry is already on the Food Express calendar does your pantry have a need for additional Food Express deliveries/slots?*

YesNoNot on the Food Express Calendar
98. If you are not already participating, would you like to learn more about the Food Express Program?*

YesNoAlready Participating
99. If you are already participating in Food Express do you send volunteers to the Regional Food Bank for additional pick ups?*

YesNoN/A
If yes, please provide additional information (i.e. how many additional times a month you visit the RFB, what items are you picking up most often, how many additional pounds do you pick up, how do you organize/arrange the pick up, etc.)
Section XI : The Food Pantries Food Shuttle Program

(Mix of perishable and non-perishable donations)
100. Are you sourcing donations (bread, produce...) from other sources If yes, please select all that apply. If no select NA*

The Food PantriesHannafordPrice ChopperAldisRetail PartnershipNAOther
101. Are you interested in learning more about the Food Shuttle Program?*

YesNoAlready Participating
Section XII : The Food Pantries Membership Meetings and Members Section of Our Website
102. It is A REQUIREMENT for membership with the coalition that a representative from each member pantry is present at Member Meetings-please designate a representative for your pantry below. (You may provide multiple names if necessary)*
* Please note it is expected for whoever is designated to the member meeting to be able to report back and share information with other staff members and organizational leadership.
103. Are there topics you would like to discuss at Member Meetings?*
104. Are there any additional resources you would like to have in the Members Only section of our website that would make it more useful for you and your pantry? (If no please put n/a)*
To access the member website go to http://memberpantries.weebly.com/
and password is Nohunger32
Any additional information
Section XIII : Oasis Insight
105. Please list who at your pantry uses Oasis Insight*
106. If you are using Oasis do you have a need for any additional trainings?*

RefresherReportingNew Staff trainingN/ANoOther
107. Do you have any suggestions or topics that should be covered in the Oasis user group?
108. If you enter pantry information into more than just Oasis (ie you enter data into two locations) what is the name of the other system?*
109. Are there any challenges with using Oasis or accessing (internet) Oasis that you are facing?*
110. If you are using Oasis, is there something that you wish Oasis could do or record for your pantry? Please elaborate
111. If you are using Oasis, is there any type of report or data you wish you could pull from Oasis? Please elaborate
Section XIV : Engagement and Participation
It is an expectation for members to participate in at least one activity for the benefit of the coalition, throughout the year.
112. Please check off ways that your pantry can commit to helping the coalition in 2025:*

Harvest Evening Celebration-We need volunteers to serve on the planning committee, solicit silent auction items, and assist with administration tasks, related to the event. And of course attend the event the night ofSign up to serve on the Board of DirectorsSign up to serve on the Membership committee (gathers four times a year to go over pantry updates and any issues that might arise)Sign up to serve on the Allocations Committee (Group that meets once a year to go over the allocation formula that is used to determine food funding)Outreach/Street Team-we are always in need of volunteers to assist with outreach at community eventsAdditional special projects: SEFA, canisters, etcSharing information about programs and initiatives at coalition meetings and/or the Food SummitProviding testimonials from your clients about services provided to them at your pantryWriting testimonials for The Food Pantries ProgramsBe interviewed for TV/RadioFor social media campaigns (ex social media/video)Host public representatives/elected officials on pantry/organization toursHelping with communications campaigns by providing short videos, video testimonials and/or picturesMentor other pantriesI'm interested in learning more about other volunteer opportunities
Section XV : Membership Guidelines
Food Pantries for the Capital District, Inc. (The Food Pantries or TFP) is a coalition of food pantries in the Capital District, working in a spirit of cooperation to do together what no one of us could do alone. Our mission is to address hunger by serving those in need through member food pantries. We support our pantries by funding, purchasing, collecting, and delivering food. We provide a forum for networking, coordination of services, education and training. We are a voice for those who are hungry.
CRITERIA AND GUIDELINES FOR FULL MEMBERSHIP
Food Pantries for the Capital District, Inc. (The Food Pantries or TFP) is a coalition of food pantries in the Capital District, working in a spirit of cooperation to do together what no one of us could do alone. Our mission is to address hunger by serving those in need through member food pantries. We support our pantries by funding, purchasing, collecting, and delivering food. We provide a forum for networking, coordination of services, education and training. We are a voice for those who are hungry.

The objectives, as excerpted from our By-Laws, shall include but not be limited to, the following:

1.       To support the functioning of, and services provided by, member food pantries;

2.       To engage in food procurement activities designed to supplement and enhance the efforts of the member pantries;

3.       To provide documentation of hunger and nutritional problems in the Capital District;

4.       To support the efforts of other emergency food providers and hunger organizations;

5.       To encourage emergency food providers in the Capital District to work cooperatively with each other, serve recipients, governmental agencies and other organizations involved with hunger-related issues, or who serve those in need in other ways;

6.       To increase awareness of, access to, and participation in food and nutrition programs and self help projects;

7.       To foster networking among local service providers;

8.       To provide information and technical assistance for self help projects which may alleviate the need for emergency food;

9.       To foster community awareness of hunger.

Full Members of the Food Pantries for the Capital District play an important role in the coalition. Member involvement is critical to our planning and development. Your role, as a Full Member of the coalition includes, but is not limited to the following:

·       Attendance at monthly meetings

·       Submission of monthly stats

·       Coalition Participation -please refer to point 7 under criteria and guidelines for examples of participation

·       Completion and Submission of the Annual Satisfaction Survey*

·       Completion and Submission of the Annual Year End Needs Assessment*

·       Signed Submission of Annual Member Renewal

*We utilize the information and feedback from these surveys to inform us of pantry needs, trends, challenges, to prioritize our planning and to assist us in our decision making.

Members are encouraged to make recommendations for meeting topics, bring ideas, issues or concerns to TFP throughout the year. Members can raise questions and concerns to the Membership Committee, TFP staff, and/or at monthly member meetings.

Membership Types:

Full Membership: A food pantry that is a full member will be eligible to benefit from all projects and programs of The Food Pantries. This includes, but is not limited to, receipt of baby formula and diapers, food collected by the Food Shuttle and through food drives, delivery of food-by-Food Express, and Food Funding Allocations. Members will be provided with opportunities to meet with and share information with representatives from other pantries and community organizations that serve our neighbors in need.

We strive to ensure services will be provided so that each member receives a fair share of the resources available. Delivery schedules are based on pantry need and by the storage available. Funds allocated for food purchase at the Regional Food Bank, milk cards, egg cards, etc are determined by The Food Pantries. Quantities of food and delivery schedules are determined by The Food Pantries.

Each full member pantry has one vote on any issues that come before the membership.

Full members must also meet and adhere to the guidelines listed below.

Associate Membership: A food pantry that is an Associate Member has begun the process of becoming a full member of the coalition. An Associate Member has completed our Membership application, has had a site visit and has been approved by our Membership Committee for Associate Membership. Associate Members must actively engage in the coalition for 6 months. Abide by set guidelines and submit monthly statistics. Following 6 months of Associate Membership-vote goes to Membership Committee to submit to the Board of Directors for approval of Full Membership and finally, to the full coalition for vote.

CRITERIA AND GUIDELINES FOR FULL MEMBERSHIP:

1.       Organization must be a private, not for profit agency (or sponsored by a qualified not-for-profit organization). The pantry or its sponsor must be designated as a 501c3. Pantries must provide documentation of their 501c3 status.

2.       For each initial monthly visit, food pantries must offer emergency food assistance of no fewer than nine meals per month to each person served. Repeat visits, within the same month, may result in fewer meals, i.e. partial service however this is at the discretion of the pantry. In an emergency situation, if a pantry is not able to meet the minimum requirement, it is the responsibility of the pantry to make arrangements for the client to be served at a neighboring pantry. The Food Pantries should be notified ASAP for referral purposes.

3.       Food pantries will be open at regular and scheduled hours during each month. A system allowing clients to telephone ahead for an appointment is acceptable.

4.       Member pantries will have in place a registration process for new clients and will maintain records for all clients served that will include household size, identification, client address, and date(s) of service. Pantries will make a reasonable effort to confirm that the information collected is verified.

5.       Member pantries will submit monthly statistics to The Food Pantries no later than the tenth of the following month. Year- end Needs Assessment and Annual Membership Renewal will be submitted on a date determined by the Membership Committee and TFP staff. All statistics will be submitted on the most current forms/platforms provided by TFP.

**Pantries will be notified in writing when statistics are missing or incomplete. Programs with, up to 3 months of, delinquent statistics, and/or late survey submissions may not be eligible to receive services or food from TFP until required documentation has been properly submitted.

6.       Member pantries are required to notify The Food Pantries of changes in their operation and/or policies. This includes changes of address, hours, administration and/or services provided. This includes temporary (i.e. vacation changes) as well as long term changes.

7.       Each member pantry is expected to participate in activities benefiting The Food Pantries (activities may include build and take-down of CANstruction, our Harvest Evening Celebration, etc.). Current needs are addressed at our membership meetings and recorded in the minutes. Volunteer opportunities are also available with TFP office.

Please consider participating on one of our Member Committees:

·       Membership Committee-Members collaborate with TFP staff regarding Membership, Membership issues, concerns, program development and strategic planning

·       Allocations Committee-Members collaborate with TFP staff to examine and decide upon the formula for the distribution of our Food Funding Allocations.

·       Ad Hoc Committee(s)-Committees that are formed to address specific projects i.e. Software Development/Database

8.       Each member pantry is required to have its own funding. The Food Pantries provides a supplement to this and will provide technical support for programs seeking funding.

9.       All members agree to cooperate in serving geographical areas and special populations in order to maximize resources for both the pantry and community members.

10.     Member pantries will not discriminate for any reason on the basis of race, religion, income, ethnic background, marital status, disability, sex, national origin, political belief, or age. Pantries are encouraged to post the Bill of Rights for Food Pantries and the Bill of Rights for Food Pantry Guests (available from TFP office).

11.     Members will be committed to ensuring that proper sanitary standards for food storage and handling are in place and that appropriate record keeping methods are in use. Members will be committed to providing food that meets the local, state, and federal standards for food safety. Pantry Coordinators will ensure that volunteers food safety training is up to date.

12.     Members are required to ensure that all foods and/or products that are distributed by the pantries are done so in an ethical manner; meaning that no food should be sold nor should clients provide any service in exchange for products provided to them by pantry/pantry members.

13.     Each member will allow for on-site visits and/or inspections to ensure that guidelines for membership are being fulfilled and that appropriate records are being kept.

14.     Attendance at monthly membership meetings is expected. If the pantry coordinator is not able to attend, please send someone as a representative from your organization. If no one is available, please inform the Program Coordinator at The Food Pantries. If a member misses three consecutive Membership meetings—a review regarding commitment to membership will be conducted by The Food Pantries’ Associate Executive Director. Membership meetings are scheduled on a monthly basis excluding July, August and December. There are 4 full coalition meetings-1 annual meeting and 4 county meetings.

**Proposals concerning policies and procedures made at the meetings will be reviewed by the Board of Directors before enactment.

Items that require a vote and/or input from the membership regarding program development, procedural changes, feedback, etc. will be brought to the membership through various platforms. These include but are not exclusive to: Annal Satisfaction Survey, Annual Year End Needs Assessment, Membership Meetings, etc. This excludes operational decisions.

Policies and procedure changes that impact the membership will be vetted first by the Membership Committee and if determined to be in the best interest of the membership will be brought to the Board of Directors for approval and then to full membership for vote.

The Member Meetings provide the opportunity for food pantry coordinators/directors and other volunteers to network with other members. We invite speakers from other service organizations in the community to share information about programs that help enhance the quality of life for those we serve.

15. Full Members of the coalition are expected to abide by the Food Pantries Software Guidelines. Members that have been a part of the coalition on or before July 1st 2021 are expected to implement Oasis by January 1st 2022. New members after January 1 2022 are expected to implement Oasis within six months after becoming a full member. Please refer to The Food Pantries Software Guidelines for further details.

16.     The Food Pantries reserves the right to suspend, or terminate, membership due to non-compliance of guidelines. Please refer to the Grievance Process form for further details.

PROCEDURES FOR FULL MEMBERSHIP:

A.   Submit a completed application form.

B.   Meet with the Program Coordinator and/or Associate Executive Director.

C.   Allow for on-site inspection.

D.   Approval of Associate Membership by the Membership Committee.

E.    Actively engage as Associate Members for 6 months. Abide by set guidelines and submitting monthly statistics.

F.    Following 6 months of Associate Membership-vote goes to Membership Committee to submit to the Board of Directors for approval of Full Membership.

G.   Be approved by vote of the membership.

MEMBERSHIP RENEWALS:

Memberships are renewed on an annual basis. Members are expected to return their completed renewal forms on or before the date requested on the form. Your signature on the renewal form allows us to raise funds on your behalf. Programs that do not renew will be considered terminated from membership.
Delivery Services Agreement
General Guidelines (Food Express, Food Shuttle, and Home Delivery):

If you are placing an order with The Food Pantries for infant diapers and/or formula, to be delivered with your next delivery, please submit the completed order form 3-5 days prior to your scheduled delivery date. -Please be aware that diapers are not kept on the premises and must be collected from a neighboring location
We will make our best effort to pick up or deliver food on a consistent timeframe. The vehicles will be on a regular schedule but there are several variables that will determine its exact arrival time. These include: The size of the orders loaded ahead of yours, additional stops on the truck route, potential delays with loading, road conditions and traffic. The time of delivery WILL CHANGE when we have drivers out or a truck off the road for any reason.
If you know in advance that you will not be receiving or packing an order on a given day, please notify The Food Pantries at least a week in advance.
For Food Express, this is particularly important during the holiday season so we can reallocate your slot for that day to another pantry in need.
For Home Deliveries, this is important so that we can find an alternate pantry to pack for families.
Please be sure to review the monthly calendar and report any errors to The Food Pantries office. If you receive a calendar that you believe to be in error, please let us know ASAP so we can try to correct the problem in a timely manner.
Pantries that have time slots on the calendars that they are not using may be required to relinquish the slots to a pantry on the waiting list.
You are expected to be ready when the driver arrives. Please make every (legal) attempt to have an area clear for the vehicle to park. If no one is available, attempts will be made to contact the Pantry Coordinator
For Food Express and Food Shuttle, if there is no one there to receive the order, we will NOT leave it. If no contact can be made re-distribution will be left to the discretion of The Food Pantries and the financial responsibility will remain with the pantry that placed the order
For Home Deliveries, if there is no one available we will reschedule the home deliveries and discuss with the pantry if they are able to continue with the home delivery program.
You are expected to have adequate help to load or unload the truck when it arrives. Our drivers cannot be responsible for unloading the truck.
Ideally, you will want at least 1 able bodied individual per 1,000 pounds of product ordered/to be unloaded. Failure to consistently provide adequate support for delivery services may result in restrictions/reassessment of services provided.
In case of inclement weather, the decision to take the trucks off the road for the day will be made by 7:30 in the morning. You will be contacted before 8:00am and notified that the truck will not be coming. Pantries should also notify, before 8:00am, the Operations Coordinator or the Operations Manager if they will not be able to accept a delivery due to weather. We may decide to delay the trucks for one to two hours if the storm has stopped and roads are being plowed. If the trucks are taken off the road, we will make arrangements with the Food Bank to get your order to you as quickly as we reasonably can. You have been invited to provide a personal phone on year-end reports and summary sheet.    That number will be held as confidential however we will use it to contact you regarding delays or cancellations. If you have questions about whether trucks will be on the road and there is no answer at the office, please feel free to call the Fleet Administrator, Ken Logan, at 518-268-3372, or call the Program Manager Malachai Hendrix

Food Express Guidelines

Food orders will be delivered to pantries on a regularly scheduled basis. A calendar of deliveries will be provided to participating pantries in advance of the delivery date. Please note that the times noted on the Food Express Calendar are pick-up times (time slots allotted to our vehicle to pick-up at the Regional Food Bank). These are NOT delivery times.
Orders from the Regional Food Bank must be placed no more than five and no less than three business days before the scheduled delivery date. The Food Bank cannot accommodate late orders.
Minimum Orders for Food Express are 1,000 lbs. If your order is larger than 3,000 pounds, you must notify our office prior to delivery. Orders over 3,000 pounds often necessitate additional planning. Your notification will provide us with the time needed to plan accordingly.
You must check your order as it comes off the truck using the invoice that the Food Express driver will provide for you. If there are any issues with product – the driver will fill out a Missing, Damaged, Returned form, which has full instructions on the back. The TFP office team will submit this to the Food Bank so that the invoice can be corrected. A corrected invoice will be sent to the Food Pantries office team to share with the pantries. For questions on the TFP side of the process, please contact Ken Logan at 518-458-1167 x 107. For questions or follow up on the Regional Food Bank side, please contact Debbie Gundrum at 786-3691x297. If a pantry does not check off their order at the back of the truck, neither The Food Pantries nor the Regional Food Bank will be held responsible for missing or damaged items.
Some best practices:
It should take 30-45 minutes to unload your Food Express Delivery.
Please be sure to have adequate equipment to assist with unloading: flatbed cart, hand truck, etc.
Please have an adequate number of volunteers to assist with unloading
Please be sure to review the invoice from the Regional Food Bank and use this form to check your order as the product comes off the Food Express truck.

Food Shuttle Guidelines

The Food Shuttle program is a donation-based program meaning that the amounts and types of product can vary from day to day, week to week, and season to season.
All product that is picked up on the shuttle is distributed equitably amongst pantries. Pantries are expected to take some of each type of donation and cannot cherry-pick donations.
Pantries are encouraged to provide excess items from the food shuttle to their guests as either extras to their standard package or by setting them on a “free table.”

Home Delivery Guidelines

For those pantries that are a part of the Home Delivery program where The Food Pantries does the delivery, the method for adding home deliveries to the home delivery schedule is to make a self-referral so that the guest shows up on the end of day report. For questions on this process, please contact Matt Cuevas at mattc@thefoodpantries.org
The TFP driver will make at least three attempts to contact the guest for delivery. For food safety reasons, the TFP driver is unable to leave food unattended at guests home unless directed to do so by the guest. If no contact is made with the guest, the TFP driver will pass the food onto another family on the route.
The Food Pantries Software Agreement
Overview
In 2016 the Food Pantries for the Capital District, Inc. (“The Food Pantries” or “TFP”) began the search for a “Food Connect” Digital Pantry System. After months of research, Simon Solution’s Oasis Insight (“Oasis”) was determined to be the best option. The purpose of this system is as follows:

To improve operational support of the food pantry system (i.e. coalition-wide reporting and client intake) so that the most up-to-date information is available to TFP and the member pantries for data informed decisions.
To facilitate service coordination that ensures dignified and streamlined access for our neighbors in need throughout Albany, Rensselaer, Saratoga and Schenectady Counties.
To connect clients to additional resources with the goal of increasing self-sufficiency.

The food pantries responsibilities and guidelines
The Food Pantries will cover the cost of the annual license fee for each member pantry. In order to maintain the security of Oasis, members must have a unique login for each user. Use of a shared login is not allowed. Member pantries are generally limited to five users per pantry, but more can be granted on a case-by-case basis.

1.      Client information entered into the system by member pantries will remain private and accessible only to authorized users who have been registered in the system.

2.      Support will be offered to member pantries, either by The Food Pantries, Simon Solutions or a third-party partner. This support will cover the transition to incorporating Oasis Insight into each member pantry program, training and technical support.

3.      The Food Pantries will manage the relationship between Simon Solutions and the Members to help resolve any functionality questions or issues that may arise.

4.      The Food Pantries, at the discretion of staff, will pay for the upload of historical data into Oasis Insight.

5.      Since The Food Pantries will be the only agency able to view all data collectively in the system, The Food Pantries will be responsible for creating coalition-wide reports.

6.      If The Food Pantries believes that client information is being misused or mishandled, The Food Pantries reserves the right to restrict access to the system for the member pantry in question.

Member pantries responsibilities and guidelines
1.      Member pantries are expected to incorporate Oasis Insight into their Food Pantry program. New members after January 1st, 2022, are expected to implement Oasis Insight within six months after becoming a full member.

2.      Members are not to use the database to prevent a person or family from accessing food pantry services.

3.      Member pantries are responsible for entering or updating client data by the following deadlines:

a.      All client services (pantry visits where food assistance is provided) by the 10th of the following month so that monthly reports can be completed.

b.      Household information (i.e., address, household members…etc.) at least once a year for clients. This could be coordinated with annual TEFAP form requirement.

c.      For clients willing to release their information, ROI’s need to be signed by the client. ROI’s are valid for 30 years. Pantries can work with The Food Pantries to upload paper ROI’s into Oasis Insight. Once uploaded, paper ROI’s no longer need to be kept on site. Members will know if a guest needs to sign an ROI by the yellow bar at the top of the client’s profile. Guests that do not wish to sign an ROI can have their profile marked private.

4.      Information entered into the system will be as complete and accurate as possible.

5.      Members will follow the “minimum required” rule when accessing client information. This rule states that members will only use Oasis Insight to access the minimum amount of information required to record a guests visit. Users are forbidden from searching for information that isn’t pertinent to serving their guests.

6.      Member pantries will ensure the safe and proper handling of all clients’ personal information. This includes taking precautions such as:

a.      If member pantry’s computer is in a public location, logging out of Oasis Insight when not in use.

b.     Not giving your Oasis Insight login information to unauthorized users.

c.      Pantries will use their best judgement to determine which volunteers and staff that will be given access to the system.

7.      Members will not share client information to any party outside of those covered in the Release of Information.

8.      Members will release and hold harmless TFP from any liabilities, claims or obligations resulting from the member’s own use of Oasis Insight.

9.      Members will communicate/respond in a timely manner with TFP regarding any issues that arise from use of the system.

10.   Members will contract with TFP and pay for additional user site licenses if more than five authorized users are needed at their site.

general Policies
Member Pantry Concerns about TFP use of Oasis Insight
If a member pantry suspects that The Food Pantries is misusing client data, the following steps should be taken:

1.      The member pantry should notify The Food Pantries of their concern.

2.      Once notified of the concern, The Food Pantries will immediately commence an investigation into the concern. A response will be provided to the member pantry no later than 5 business days after the commencement of the investigation. The member pantry has the option to suspend entering their data during the course of the investigation.

a)      If at the conclusion of the investigation The Food Pantries determines that there has been a misuse of data, The Food Pantries will notify all members and will immediately begin to address the issue. While the issue is being addressed, member pantries will have the option to suspend use of the system until the issue has been addressed. Once addressed, members will be notified and will be expected to resume entering data immediately.

b)     If at the conclusion of The Food Pantries investigation there is no misuse of data, the member will be informed. The Food Pantries will explain it’s reasoning as to why no misuse has occurred. If the member accepts the explanation, then the member will resume entering data immediately.

3.      If the member continues to have concerns, the member can object to the explanation and submit their concern to the Membership Committee for review.

4.      If the Membership Committee determines that the concern is warranted, a recommendation will be made to the Board of Directors that a review committee be formed. The recommendation will be made by the Board of Director’s representative to the Membership Committee. The review committee will be composed of board members, member pantries and the Executive Director, provided the Executive Director is not involved in the issue of concern.

5.      The Food Pantries will notify the members of the concern and members will have the option to suspend use of the system while the concern is being addressed. Once the review committee determines that the concern has been sufficiently addressed, member pantries will be notified and will be expected to resume entering data immediately.

general Policies
Data Ownership
The Food Pantries owns all data that is entered into Oasis.

·        Member Requests for a Copy of Data

A member pantry can request a copy of their data by filling out the Oasis Insight “Data Release Form” and submitting this to The Food Pantries. Once approved by TFP Program Director, the request will be sent to Oasis Insight and a copy of the data would be provided to the member pantry.

·        A Pantry is no longer a Member of the Coalition

Member access to Oasis will be terminated effective the date that they are no longer a member of the coalition. At the discretion of The Food Pantries, former members have 30 days to request a copy of their data.

Release of Information
In order for client information to be shared, a client must sign a Release of Information (ROI) for their household. The ROI can be signed digitally or on a paper copy. The guest can also provide verbal consent. If a paper copy is signed, the member has the option of uploading the ROI or keeping the ROI in a secure location at their pantry for the duration that the Release of Information is covered.

Client Refuses to sign the Release of Information (ROI)

Clients have the option to not release their information. Their information can still be entered into Oasis Insight, but it should be marked private. TFP reports can still be run on all clients in the system.

Member Pantry does not have on-site Internet Access
Pantry coordinators can access Oasis from any computer. Many coordinators or their volunteers will enter information into Oasis from a home computer if the pantry does not have internet access. If a pantry needs a computer, the coordinator should reach out to TFP staff to see what resources are available.

The Oasis Insight Bulletin Board
Oasis Insight has a “bulletin board” feature to share information with all members in the coalition. This “bulletin board” is intended for the sharing of announcements such as upcoming events or for a pantry to share excess food. Client information should not be shared on the bulletin board.
THE FOOD PANTRIES MEMBERSHIP RENEWALS:
Memberships for the Food Pantrie for the Capital District are renewed on an annual basis. Members are expected to return their completed renewal forms on or before January 29, 2025. Your signature on the renewal form allows us to raise funds on your behalf. Programs that do not renew will be considered terminated from membership.

As a member of The Food Pantries the name of your program will be added to our membership list. It will be included in all advertising and fund raising efforts made by The Food Pantries.
113. By signing below I agree to abide by the Delivery Services, Software, and Membership Guidelines therefore renewing my Pantry Membership with the Coalition*
114. Please write in any comments/suggestions, etc.
115. If you would like a copy of this completed survey to be sent to you or someone else please provide the appropriate email.
example@example.com
The Alliance For A Hunger Free New York
As a result of our 2020 strategic planning you, our members, indicated/felt strongly that we should prioritize advocacy on ending hunger in NYS. As a result the Alliance for a Hunger Free New York was developed. Please note that by being a member of TFP you are automatically a member of the Alliance as well. Therefore you are enrolled in emails to keep you up to date on advocacy and learning opportunities from across New York State.
Should be Empty:

Section I : Food Pantry General Information

Section II: Pantry Volunteer Information

Section III : Year End Statistics for 2025

Section IV : Organizational Information

Section V : Pantry Intake Process/Client Information

Section VI : Pantry Budget Information

Section VII : Pantry Resource Information

Section VIII: Program Needs

Section IX: The Food Pantries Infant Needs Program

Section X : The Food Pantries Food Express Program

Section XI : The Food Pantries Food Shuttle Program

Section XII : The Food Pantries Membership Meetings and Members Section of Our Website

Section XIII : Oasis Insight

Section XIV : Engagement and Participation

Section XV : Membership Guidelines

CRITERIA AND GUIDELINES FOR FULL MEMBERSHIP

Delivery Services Agreement

The Food Pantries Software Agreement

THE FOOD PANTRIES MEMBERSHIP RENEWALS:

The Alliance For A Hunger Free New York