Feeding the Valley Food Bank Agency Membership Agreement

This Basic Membership Agreement must be completed, signed by the Agency Pastor or Agency Executive Director and returned to the Food Bank no later than November 1 of each year.

Membership

• Each Agency will pay an annual membership fee before accessing FTV’s services. The fee is due by November 1 of each year, accompanied by a signed copy of this Basic Membership Agreement. The membership fee is $50.00 for each emergency food program site (pantry, meal site, shelter). Membership fees are non-transferrable and non-refundable.
• The member agency must be a public charity, non-profit, tax-exempt or religious organization with a 501(c)(3). The member agency may not be a private foundation and its sponsored programs may not be private foundations. The member agency must be incorporated for serving the ill, needy or infants (minor children).


Note: All agencies must actively maintain their 501c(3) statuses with the IRS. The IRS requires all non-church 501c(3) organizations to file an annual return or notice. Those that fail to do so for three consecutive years will have their 501(c)(3) statuses automatically revoked by the IRS. If status is revoked, your membership with the FTV will be suspended until evidence of IRS reinstatement is provided. All sponsors must have an ACTIVE 501(c)(3).
• The member agency assumes programmatic, financial and legal responsibility for all sponsored programs’ obligations with FTV.
• All shelters, daycares, group homes, residential services must have regulated facilities licensed by the Department of Regulatory and/or Family Services.
• The member agency will not engage in discrimination against any person on the grounds of race, color, citizenship, immigration status, religion, sex, national origin, ancestry, age, marital status, disability, sexual orientation, and gender identity, unfavorable discharge from the military or protected veteran status.
• There must be an established need in your community for a new food program. The FTV reserves the right to review the concentration of agencies in your community. If a food program already exists within five miles of another agency operating a similar outreach program, then FTV will suggest that the agencies collaborate to serve the community with a team effort. The applying agency may not be approved if providing the same service in close proximity to an existing member agency.

Note: Agencies that are not churches must actively maintain their 501(c)(3) status with the IRS. The IRS requires all non-church 501(c)(3) organizations to file an annual return or notice. Those that fail to do so for three consecutive years will have their 501(c)(3) status automatically revoked by the IRS. If status is revoked, your membership with FTV will be suspended until evidence of IRS reinstatement is provided.

Program Requirements

The Agency agrees to the following:

Receipt of Food

• Each member program must place an order with FTV at least once every 3 months. Programs that are unable to do so will be suspended or inactivated, and will not automatically receive annual membership renewal materials. Programs on suspension or inactive status must reapply for membership and will be considered according to regional needs determined by FTV. Renewal of membership is not guaranteed for programs with lapsed membership.
• Each Agency will contribute to the “shared maintenance” of FTV. This Shared Maintenance Fee (SMF) is assessed for every pound of donated food received by member programs. The SMF is set by FTV, but shall be no greater that 19 cents per pound. The SMF is subject to change and may be waived or reduced if deemed appropriate by FTV.
• Agencies will accept FTV food “as is” and will store it safely and securely at the program site. Food and products from FTV must be locked when not in use by the feeding program.
• FTV reserves the right to limit the amount of product available to each program and to change the method and policies for food distribution to member programs. Such changes will not warrant a refund of membership fees.
• The member agency will keep their receipts on file at the program site for three years plus the current fiscal year.
• All products from FTV must be transported directly to the program site, adhering to time and temperature food safety regulations in transit.
• The member agency agrees to adhere to donor requirements about all donated product.
• The member agency agrees to hold harmless the original donor, FTV and Feeding America from any claims or obligations in regards to the Agency or the donated Product.
• The original donor, FTV and Feeding America, offer no express warranties in relation to the product.

Distribution of Food

• Products from FTV will only be used to feed people in need of food assistance in a manner related to the tax-exempt purpose of the organization.
• Products from FTV will be distributed within two months from time purchased at FTV. Failure to do so will result in the program being suspended until the situation is rectified.
• Products from FTV will only be distributed to clients, not to staff or volunteers unless they go through the same qualifying and distribution process as other clients. Staff and/or volunteers who do qualify to access food will not be given preferential or priority treatment.
• Products from FTV may not be exchanged for money, property or participation in religious programs or other services (including volunteer service). The member agency agrees to provide meals, snacks, emergency food bags or non-food items received from FTV to its clients free of any direct or indirect charges
• Religious materials and activities (such as worship, proselytization and/or religious instruction) must be separate from food distributions in time or location.
• FTV products obtained for one food program site will not be shared with or redistributed to other program sites within the agency, nor shared with other agencies or organizations.
• The partner agency must be located in and distribute food in FTV service area. Our service area includes Calhoun, Chattahoochee, Clay, Dougherty, Harris, Lee, Marion, Meriwether, Muscogee, Quitman, Randolph, Schley, Stewart, Talbot, Terrell, Troup, Webster counties in Georgia and Russell in Alabama.
• Partner agencies cannot operate the food distribution program out of a personal residence.
• If distributing chilled or frozen product, the agency must have a refrigerator and freezer designed units for the food program.
• Product acquired from FTV for the purpose agreed upon in the Agency application, may not be used for any other programs. For example, if the Agency applies for membership as a Food Pantry, the agency may not use the food for other programs including, but not limited to, soup kitchens/meal programs, retreats, Sunday School, convents, Bible studies, Church fellowship functions, appreciation banquets, fundraisers or any other institutional uses.

Location, Communication and Hours of Operation

• Emergency feeding programs (pantries, meal sites, and shelters) must be available to clients by telephone at the number on file with FTV. FTV will share this number with the public.
• Emergency feeding programs (pantries, meal sites and shelters) must be open during the hours they have on file at FTV and must inform FTV in writing/email of any changes. Failure to do so will result in suspension until the situation is rectified.
• Products from FTV should only be distributed during posted hours at the location on file at FTV. Emergencies should be handled on a one on one basis.
• Emergency feeding programs (pantries and meal sites) must post their hours of operation on an external part of their program’s site.
• Emergency pantries or meal programs that change their location or days/hours of operation must have prior approval (written or electronic) from FTV.
• Programs that change the location of their food storage, preparation or distribution must first have that space inspected and approved by FTV.

Primary Contacts and Authorized Shoppers

• Agencies will name one individual at each program site as that program’s representative and primary contact with FTV.
• The primary contact may designate and terminate authorized pick-up personnel and online ordering contacts and must do so in writing. FTV reserves the right to approve or withdraw the privileges of any individual shopper.
• All primary contacts will maintain and use a valid email account, as email is the primary form of communication with FTV.

Reporting

• Agencies must submit reports monthly. Reports are due on the fifth working day of the next month.
• Agencies that have not submitted complete and accurate reports by the stated deadline will be suspended until their reports are brought up to date.

Site Monitoring

• Agencies will participate in a scheduled site-monitoring visit at least once every two years. FTV staff will interview program staff, review program’s records and receipts, inspect the program’s food storage site to ensure food safety and will provide on-site food safety guidance.
• Agencies that are not compliant with this requirement will be suspended until a site visit can be conducted.
• The feeding program Executive Director and Program Director must be present and available during the site monitoring visit.
• Programs will keep a copy of FTV invoices and monthly reports on file for a period of three fiscal years plus the current fiscal year.
• Failure of any agency partner missing more than two site monitoring visits can be subject to disciplinary restrictions or imposed suspension or termination.

Food Safety

• The Agency must have a system for securing donated product received and have adequate refrigeration/freezer space and dry storage at your distribution site to ensure the food safety.
• FTV will notify programs of recalled products via email, signs in the warehouse or phone calls. Member programs will remove all recalled products from their inventory, dispose of recalled products, notify their customers of product recalls and maintain records of removal and disposal of recalled products.
• Critical violations of food safety regulations may result in suspension or termination of the program’s membership with FTV.
• All food transported from FTV must be transported with a cover to protect the food.
• The Agency must agree to meet any applicable local, state and federal health and safety requirements regarding the safe and proper handling of donated food.
• All agencies must have one individual trained on the ServSafe Food Handler Course. This training is online and the certification is good for three years. To complete the training, go to www.servsafe.com. Go to the bottom of the page and click on ServSafe Food Handlers. Enter your state and then click on the online bundle for $15.00. Once completed, you will need to send a copy of the certificate to FTV. All current pantries must have training completed by November 1, 2022.

1. Shared maintenance fees and other fees may be paid in person at the time of service or can be charged to the program’s account.
2. FTV will provide monthly statements for each Agency.  Agency agrees to pay all charges within thirty days of the statement date and to keep its financial account with FTV in good standing.
3. The Agency agrees to make all payments in the form of a check from the Agency or its program. FTV cannot accept cash, money orders, personal checks or payments from third parties. FTV will charge a $30.00 fee for each returned check.
4. FTV reserves the right to limit services, restrict access to certain foods, and/or suspend the membership of Agencies (all of their sponsored programs) with overdue accounts and to place overdue accounts into collection.
5. Termination of Agency membership does not eliminate outstanding financial accounts with FTV.
6. FTV reserves the right to levy the following fees for service or violation of agreement

• Membership Fees: $50.00 due November 1 each year
• Returned Check Fee: $30.00 per incident
• Restocking Fee (for missed pick-up): $40.00 per incident

• To ensure the network’s ability to provide adequate support during an unplanned disaster, all emergency feeding programs should have a written disaster plan on
• In order to protect the privacy of the people visiting programs sites, programs will not provide personal identifying information to anyone outside of the emergency food network (Staff from FTV, officials from USDA, GNAP and Feeding America) may inspect records at the program site.

By signing below, the parties agree to the terms and conditions stated in this Basic Membership Agreement.

This signed agreement and the annual membership fee must be completed by July 1.