Application for Partnership Updated Thank you for expressing interest in partnering with the Greater Cleveland Food Bank! Our mission is: Together with our community, we provide nutritious food and essential resources so our neighbors facing hunger can thrive. Our service area includes Cuyahoga, Lake, Geauga, Ashland, Ashtabula, and Richland counties. Applications will not be processed until all required information and documents have been submitted electronically. The process to become a partner agency may take 4-6 weeks. If an application is submitted October - December, you will receive a follow up response in January. We look forward to a great partnership! Partners of the Food Bank distribute food year-round. We are unable to support food donations for one-time activities, special events, annual programs or distributions for organizations that are not existing partners i.e. Thanksgiving turkey drives, basket giveaways etc. Please read the General Guidelines and Storage Requirements for becoming a Food Bank Partner Agency to determine if your organization meets the criteria for partnership and can operate within the guidelines and policies of the Greater Cleveland Food Bank. We invite you to submit an application only if you meet all requirements. If you have any questions regarding these guidelines, please call Agency Services at 216-738-2068. All organizations need to complete the application online in order to be considered for partnership. Our partnership priorities are Food Pantries that have the capability to serve their community at least twice per month, providing food to a minimum of 100 households per month, and are located in an underserved area where residents have limited or uncertain access to sufficient, nutritious, and safe food due to financial constraints or lack of availability. Priority areas for partnership identified during a community needs assessment per county reviewing socio-economic and health data include: Ashland County: the northwest portion of the county, Ruggles, Troy, and Clear Creek and portions of Orange Township Ashtabula County: portions of Ashtabula and Plymouth Townships Cuyahoga County: neighborhoods on the east (Buckeye-Woodhill, Central, Fairfax, Glenville, and west side (Bellaire-Puritas, West Boulevard) of Cleveland, and in the suburbs of Euclid and Garfield Heights Geauga County: Huntsburg and Middlefield Lake County: portions of Madison Township, Painesville City, Painesville Township, and Willoughby Richland County: Mansfield Applications for Food Pantries or Hot Meal programs will not be accepted if the Food Pantry or Hot Meal has been operating for less than 6 months and does not have dedicated storage space and equipment to store product such as freezers or refrigerators. Distributing only shelf stable items is not permitted as over 70% of the food we distribute is produce and perishable product. If your organization is new to food distribution, we encourage you to reach out to or visit a current partner of the Food Bank to shadow or learn more. A map of partners can be found here: https://www.greaterclevelandfoodbank.org/get-help/find-food. GCFB also operates a Market at the Community Resource Center at 15500 South Waterloo that is a great model of service to visit.General Requirements / Guidelines for Becoming a Food Bank Partner Agency The organization must maintain a 501(c)(3) status as determined by the IRS. Must operate a feeding program that directly serves the needy, ill, infants/children and the elderly, and use the Food Bank product only in a manner related to its tax-exempt purpose. Your organization must be located in an area of need. The Food Bank reserves the right to review the concentration of existing programs in your neighborhood and may make a recommendation to partner with an existing program. If applying to be a Food Pantry or Hot Meal, a minimum of 1 food distribution or meal is required a month. Priority is given to organizations hosting more than 1 distribution or meal per month. (Through gap analysis and research, the Food Bank will make recommendations for the best days/times to have your distributions or meals.) Emergency Feeding Partners (Ex. Pantry, Hot Meal, Shelters), must serve a minimum of 100 households or meals per month. All food must be stored, prepared and distributed at a site approved by the Food Bank. Locations not permitted include a personal residence or storage locker/unit. All partners who distribute federal commodities acknowledge that in accordance with Federal laws and USDA policy, we agree we will comply with Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq.), Title IX of the Education Amendments of 1972 (20 U.S.C §1681 et seq.), Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 794), the Age Discrimination Act of 1975 (42 U.S.C. § 6101 et seq.); all provisions required by the implementing regulations of the Department of Agriculture; Department of Justice Enforcement Guidelines, 28 CFR Part 50.3 and 42; and FNS directives and guidelines, to the effect that, no person shall on the grounds of race, color, national origin, political belief, sex, age, or disability, be excluded from participation in, be denied benefits of, or otherwise be subject to discrimination under any program or activity for which the program applicant receives Federal financial assistance from FNS. The member agency agrees to operate the program in accordance with requirements of 7 CFR 247, 250 , and 251 (where applicable), as well as the Ohio Department of Job and Family Services Food Programs Manual. Cannot require neighbors to pay a fee for meals or pantry bags of food. All products must be distributed at no charge, with no suggested or implied donation amount. Cannot require participation or attendance in religious service, ministry, or class of any kind in order to receive food or a meal. Cannot impose volunteer requirements for neighbors to receive food. In addition, volunteers and/or staff may access the services provided, but must meet guidelines for service and be served in a manner that is consistent with all other neighbors. Special treatment for staff/volunteers is prohibited. Must have the capabilities to use a computer and place orders online. If applying to become a pantry program, must have the ability to use an internet-based client intake system (requires internet capabilities and computer on-site). If applying to become a Meal provider program, at least one person providing oversight of the program must have an advanced food safety certification. Either "ServSafe Manager" level or equivalent, or certified in "Food Protection" with the Ohio Department of Health. The Ohio Department of Health details courses approved for meeting the requirements here: https://odh.ohio.gov/know-our-programs/food-safety-program/food-safety-certification/ The cost is approximately $180 per person. Your local health department is also an option that may provide in person classes. Food Bank product must only be distributed / used for the approved program's neighbors, it must not be distributed or sold to another person, agency, group or organization or used for any other purpose (ex: fundraisers, block parties, funeral meals). Must maintain regular, published hours of operation. If distributing federal and/or state commodities, programs must be open to anyone who meets income eligibility requirements and hours of operation must be posted and visible. If service hours change, the Food Bank must be notified. The Greater Cleveland Food Bank reviews agency service hours regularly and may request or encourage your site to adjust service times based on community need. Partner must have technological capabilities including use of a computer, reliable internet, ability to conduct online intake (applicable for pantry and mobile pantry programs), regular use of email, ability to order online, and report monthly distribution statistics. Partner must have administrative ability for record keeping and reporting requirements. Must be willing to provide the Food Bank with regular service statistics by submitting a monthly statistical report by the 5th working day of every month that summarizes how many people were served during the previous month. Monthly stats must be submitted electronically. Must maintain a filing system for paperwork that includes Food Bank invoices, monthly statistical reports, and client income eligibility forms (if applicable). All paperwork must be kept for 7 years plus the current year, and made available upon request. Must allow site-visits, sometimes without prior notification. Must have the capacity, willingness, and desire to help distribute nutritious foods, close dated product, and help the Food Bank meet its mission and organizational goals. The member agency must be financially viable with provisions in place to sustain agency operations. Payment to the Food Bank must be drawn from the 501(c)3 agency's checking account. Storage Requirements / Guidelines All Food Bank product must be stored at an approved location. Food storage area should be secure. If location changes during partnership, the site must be approved prior to moving any food bank product. Must have adequate storage space and refrigeration at the site of the distribution to ensure the integrity of the product until it is prepared or distributed. It is the Food Bank's expectation that agencies have the ability to store and distribute highly nutritious fresh produce and other perishable product. Each agency must have at least one refrigerator and one freezer. All food products must be stored according to safe food handling procedures. Dry products must be 6" off the floor and 18" from the ceiling, pallets and shelving may be used. This also includes walk-in coolers and freezers. Non-food items such as cleaning products must be stored separately from food. Must maintain appliances at proper temperatures and have thermometers in each storage area. Refrigerator: 32º to 36 º F; Freezer: 0 to -10 º F; Dry Storage: 50 º to 85 º F Temperature logs must be kept for the refrigerator, freezer and dry storage area to ensure proper storage. All appliances must be located at distribution site. All vehicles picking up food bank product from the GCFB must be clean and in good working order. If vehicle is not temperature controlled, all perishable product must be transported under passive thermal control, either through insulated Thermal Blankets or insulated, food-safe coolers that are clean, sanitary, and in good condition. Vehicles are subject to inspection and must adhere to basic food safety transportation standards. I certify that I have read and understand the General Requirements and Guidelines for Becoming a Food Bank Partner Agency.* Yes No Checklist for Submitting a Complete ApplicationPlease use the checklist below to make sure you have included all the information to make your application packet complete.Copy of the 501(c)(3) IRS determination letter. This is not your tax-exempt I.D. number, but a letter from the IRS stating that you are a charitable, non-profit organization. I understand CLICK HERE to view an EXAMPLE of an IRS 501(c)(3) Determination Letter. Please provide a letter of interest on your organization's letterhead that includes the following: brief description of the program you operate including the "who, what, when, where, why and how" information. Information must include how the program is funded, days and hours of operation, number of households served monthly, and how often a person may receive food. Please detail what screening information, if any, is used i.e. photo id, intake forms etc. Client choice is strongly suggested for pantry programs. I understand A list of Board of Directors names, addresses and telephone numbers. I understand Pantry or Hot Meal's 6 Months of Operation Documents (examples may include: 6 months of dated distribution sign-in sheets from individuals receiving food, 6 months of food receipts, 6 months of time stamped advertised distribution efforts i.e. social media posts, bulletins, e-newsletters, and staff/ volunteer work schedules). I understand If applying to become a Meal provider program, at least one person during service must have an advanced food safety certification. Either "ServSafe Manager" level or equivalent, or certified in "Food Protection" with the Ohio Department of Health. Food handlers or Person in Charge certifications does not meet the requirement.Basic level food safety certification is required for all other partners and provided by the Food Bank. Best practice is for at least two people to have certification regardless of program type. I understand CLICK HERE to view an EXAMPLE of a Manager Level food safety certification. (required for all meal provider applications) All above items must be included with your application. After reviewing your application and determining the level of need in your geographic area for your program type, we will contact you to make an appointment to visit your agency or to suggest partnering with an existing program. The purpose of the site visit is to confirm the program information you have provided, look at the food storage/food preparation areas, better understand your current distribution efforts, and answer any questions you may have. If your application is approved, you will be required to attend an in-person orientation, a basic safe food handling class before you become a member agency (excludes hot meal programs preparing meals onsite), and sign a partnership agreement. These classes are offered monthly with the exception of November and December. Pantry program contacts must also sign a confidentiality agreement to access the neighbor intake system, PantryTrak.General InformationOrganization Name:* Site Address* Street Address Address Line 2 City ZIP / Postal Code County:* Program Phone Number*Email Address:*Please note: Your agency MUST have the capabilities to use a computer and place your orders online to be considered for membership. Pantry Programs are required to use an internet-based client intake system. Statement Email Address*Please note: The Greater Cleveland Food Bank emails monthly billing statements to partner agencies. Is your organization an affiliate of another organization?* Yes No What type of program are you applying to be?* Pantry Program (providing at least 3 days supply of food for income eligible neighbors to take home for everyone in the household) On-Site Meal Providers – Preparing meals onsite- (providing prepared food for the general public to eat meals at your site or to go i.e. congregate meals, soup kitchens etc.) On-Site Meal Providers – Ordering meals from the Cleveland Food Bank Kitchen only - (providing prepared food for the general public to eat meals at your site or to go i.e. congregate meals, soup kitchens etc.) On-Site Meal Providers – Preparing meals onsite and ordering meals from Cleveland Food Bank Kitchen - (providing prepared food for the general public to eat meals at your site or to go i.e. congregate meals, soup kitchens etc.) Non-Emergency Pantry Program (pantry programs NOT open to the general public serving at least 100 households) Please note this program is only eligible for donated and purchased product. To receive federal and state product, you must serve anyone who is income eligible with posted hours of operation. Non-Emergency Meal Providers (meal providers NOT open to the general public providing meals ) Please note this program is only eligible for donated and purchased product. To receive federal and state product, you must serve anyone who is income eligible with posted hours of operation. What are your current days and hours of operation? How many households do you currently serve? Are you a healthcare facility?* No Yes Sources of Funding:* Donations Grants/Foundations Fundraising Events Other Explain your programs ongoing funding plan:*What percentage of your food is purchased?*What percentage of your food is donated?*On average, how much do you currently spend on food each month for your program?*Geographic service boundaries (if any):*Does your program have certain restrictions to participate in your program or receive food?*For example: bound by zip codes or city or only participants in your program are allowed to receive assistanceDoes your program make home deliveries?* Yes No If yes, please describe your process, if there are restrictions for delivery, if you use proxy forms, whether or not staff/volunteers are required to have background checks, and if passive temperature control measures are used.Please describe your organizations screening process for eligibility? Upload a sample screening/intake forms if in use.*Sample of Screening/Intake Form:Max. file size: 49 MB.Does your site location have internet and a computer to be used to complete client intake electronically?* Yes No Internet and computer is required for intake.Does your organization require income verification and/or neighbor identification? Please explain.*Do you charge a fee or require neighbors to work/volunteer in order to receive services?* Yes No It is prohibited to require neighbors to pay a fee or be required to work/volunteer for meals or pantry bags of food. All products must be distributed at no charge, with no suggested or implied donation amount.Do you have adequate transportation to pick up product from Food Bank?*Please note: If vehicle is not temperature controlled, all perishable product must be transported under passive thermal control, either through insulated Thermal Blankets or insulated, food-safe coolers that are clean, sanitary, and in good condition. Vehicles are subject to inspection and must adhere to basic food safety transportation standards. Yes No N/A If approved, what is your preferred day and time for a delivery? Deliveries are made Monday – Friday within a two hour window and subject to approval. Please provide two options. Deliveries can be adjusted based on capacity of the transportation department.*How many volunteers do you currently have to unload a delivery from the Food Bank? If you will not be receiving a delivery, put N/A.*Please note: Current delivery fees applies at a flat fee of $45 up to 750 pounds and 6 cents per pound thereafter. Do you have regular pest control from a reputable company?* Yes No What is the name of company?* What is the frequency of service?* How many volunteers do you have?* How many paid staff members do you have?* Do you have a collaborative partnership with any organizations that provide employment services?* Yes No If yes, what organizations do you work with?* Do you have a collaborative partnership with any organizations that provide housing assistance?* Yes No If yes, what organizations do you work with?* Do you have a collaborative partnership with any organizations that provide health and wellness services?* Yes No If yes, what organizations do you work with?* Please note: Your program must have at least 1 refrigerator and 1 freezer. Over 70% of the food distributed is fresh produce and perishable product. Distribution of shelf stable items only is not permitted.Indicate how many residential refrigerators your agency has:*012345+Indicate how many commercial refrigerators your agency has:*012345+Indicate how many commercial freezers your agency has:*012345+Indicate how many upright freezers your agency has:*012345+Indicate how many chest freezers your agency has:*012345+Indicate the number of storage areas your agency has:*012345+Please upload photos of thermometers in the following spaces: Dry Storage Areas Refrigerators Freezers Dry storage area thermometers*Max. file size: 49 MB.Refrigerator thermometers*Max. file size: 49 MB.Freezer thermometers*Max. file size: 49 MB.Please upload copies of temperature logs in the following spaces: Dry Storage Areas Refrigerators Freezers Dry storage area temperature logs*Max. file size: 49 MB.Refrigerator temperature logs*Max. file size: 49 MB.Freezer temperature logs*Max. file size: 49 MB.Please upload photos of where your distribution takes place, including storage areas, freezers, refrigerators, preparation areas, and neighbor intake, if applicable.*Max. file size: 49 MB.For pantries, which method of distribution do you currently provide?* Choice (neighbors choose items) Traditional (prepacked bags or boxes) Mixed (some choice is offered with prepacked bags or boxes) ConclusionProgram contact name:* Program contact work number:*Program contact cell or home number:*Program contact email address:* Director/Administrator/Pastor (if different than above): Director/Administrator/Pastor phone number:Please provide a backup program contact should you be unable to oversee food distribution efforts:Secondary Program contact name:* Secondary Program contact work number:*Secondary Program contact cell or home number:*Secondary Program contact email address:* Authorized people to place food orders at the Food Bank:All orders must be placed online (Up to 3 people) Person 1 Name:* Person 1 Phone Number:*Person 1 Email:* Person 2 Name: Person 2 Phone Number:Person 2 Email: Person 3 Name: Person 3 Phone Number:Person 3 Email: Authorized people to pick up food orders at the Food Bank (if different):(Up to 3 people)Person 1 Name: Person 1 Phone Number:Person 1 Email: Person 2 Name: Person 2 Phone Number:Person 2 Email: Person 3 Name: Person 3 Phone Number:Person 3 Email: Any other pertinent information:To the best of my knowledge the above information is correct:* Yes No Application completed by:* Completion of this application does not guarantee partnership. We will review your application to ensure it is complete and meets our organizational priorities. Upload Documents501(c)(3) File or Church Qualifier and Supporting Documents*Max. file size: 49 MB.CLICK HERE to view an EXAMPLE of an IRS 501(c)(3) Determination Letter. CLICK HERE to download a Church Qualifier Form. Letter of Interest File*Please note: The letter of interest must be signed by the Director or PastorMax. file size: 49 MB.List of Board of Directors File*Please be sure this list includes names, addresses and telephone numbersMax. file size: 49 MB.Food Safety Certification FileIf you already are certified, please upload your certificate.Max. file size: 49 MB.I currently do not have food safety certification, but if approved, will take the food safety course for food banking offered through the Food Bank.* I agree CLICK HERE to view an EXAMPLE of a Basic Level food safety certification. CLICK HERE to view an EXAMPLE of a Manager Level food safety certification. (required for all meal provider applications) Pantry or Hot Meal's 6 Months of Operation Documents*Proof of existence may include: 6 months of dated distribution sign-in sheets from individuals receiving food, 6 months of food receipts, 6 months of time stamped advertised distribution efforts i.e. social media posts, bulletins, e-newsletters, and staff/ volunteer work schedules Max. file size: 49 MB.Any additional documents you would like to include with your applicationMax. file size: 49 MB.Please ensure all documentation is uploaded and complete. Next steps after submission would be a pre-site visit of the facility, if approved.CommentsThis field is for validation purposes and should be left unchanged.
