The agency must agree to comply with the following criteria for membership with Second Harvest Food Bank of East Central Indiana:
1. Must have a 501(c) 3 tax-exempt status with the Internal Revenue Service.
2. Must not sell, transfer, barter or offer for sale the items supplied by the food bank in exchange for money, property or services, or otherwise allow the items to reenter commercial channels.
3. Must be an agency that serves the needy, ill or minors.
4. Must be an established agency and registered and approved with the food bank.
5. Must serve directly to its clients in the form of meals, snacks or food to prepare at home.
6. Must agree to serve the needy regardless of race, color, citizenship, religion, sex, national origin, ancestry, age, martial status, disability, sexual orientation including gender identity, unfavorable discharge from the military or status as a protected veteran.
7. Must provide transportation and personnel to pick up and load food at Second Harvest.
8. Must adhere to all donor stipulations.
9. Must accept the food “as is”.
10. Must have adequate facilities to handle food from Second Harvest:
• Adequate Transportation so that food is kept at safe temperatures and free from contamination.
• Adequate clean storage for all the food taken at one time, including dry storage, refrigerator and freezer space. All storage areas must have thermometers.
• For on-site cooking, kitchen facilities must be clean. The facility should have no holes in the walls, floors or ceilings. There should also be no gaps around the windows or along the floorboards.
• Food storage area or preparation area should be treated for pests routinely or as needed and in such a way that it is not contaminating to food.
• Food must never be stored on the floor.
• Non-food products such as detergents, cleaning solutions and pesticides should not be stored on the same area as food.
• Storage for Food Bank items must be separate from food used for other purposes, or labeled as such. For example, Second Harvest Food Bank products must be stored on a separate shelf labeled as such, or case items marked Second Harvest Food bank.
• Certificate of Health from the County Health Department or the State of Indiana Health Department, if applicable.
• All food handling and preparation must conform to local, state, and federal regulations.
11. Must be available to mandatory monitoring visits by food bank representatives.
12. Must agree to have established procedures for distribution and keep appropriate records as required by Second Harvest and must make these records available upon request to Second Harvest personnel. Must provide an account of number of clients served per month by completing the Monthly Agency Report, which must be remitted by the 10th day of each month. A report must be submitted for each month, even if there is no client activity. Must maintain the following files for three years + current year: Pantries: record of persons receiving food (number in household, date, and name); Shelters, Soup Kitchens, On-Site & Residential: record of dates, meals/snacks served, and number served.
13. Must be agreeable to supporting the operation of the food bank with the shared maintenance fee of 18 cents per pound for donated product received. This arrangement does not apply to our Purchased Food Program. A summary record showing pounds of food received and shared contributions received or due will be sent at the first of each month.
14. Must notify Second Harvest Food Bank in writing if the program is discontinued or changed in scope.
15. Must observe and implement any use-of-product restrictions placed on items by the request of the original donor.
16. Must establish a stock rotation system, ensuring food is distributed with first in - first out controls.
17. Must comply with the IRS eligibility requirements for receipt, transfer, and use of donated food under section 170(e)3.
18. Must use Second Harvest Food Bank a minimum of once every six months unless other terms are agreed upon.
19. Second Harvest Food Bank of East Central Indiana, Inc., Feeding America, and the original donor are released by the recipient agency from any liability resulting from the condition of received product, and further, Second Harvest Food Bank, Feeding America, and the original donor are indemnified and held free and harmless against any and all liabilities, damages, losses, and/or claims whatsoever arising out of or attributed to any action of said agency, or personnel employed by said agency, in connection with the storage or use of the received product.
20. Failure to maintain terms of this agreement may result in “product hold” status or closure as member agency.