Great Plains Food Bank : Our Partners : Partner Agency Resource Center

COVID-19 UPDATES

CLICK HERE for a list of Funding Opportunities

NEW Updates

We will be launching a NEW order and delivery calendar starting in January 2021. Areas will order and receive deliveries based on the weeks of the calendar month instead of the current rotating 4 week schedule. Adjustments may be made for holidays, weather, inventory schedules, or the size of the orders. This is a change that many partners have asked about and we are excited to put it into motion to bring some increased consistency to our operations. See notes below and view the calendar HERE. Please note the updates to the order and delivery schedule for DECEMBER.

The 1st week of the month will be defined by the 1st falling on a Sunday through Wednesday.
The 5th week will be defined as the last day of the month falling no later than a Wednesday.
Area 1 -
- Order Friday of the 3rd full week of the month through Wednesday of the 4th full week of the month
- Delivery Call Friday of the 4th full week of the month
- Delivery 1st full week of each month
Area 2 -
- Order Friday of the 4th full week of the month through Wednesday of the 1st full week of the month OR Wednesday of the 5th week of the month.
- Delivery Call Friday of the 1st full week of the month
- Delivery 2nd full week of each month
Area 3 -
- Order Friday of the 1st full week of the month through Wednesday of the 2nd full week of the month
- Delivery Call Friday of the 2nd full week of the month
- Delivery 3rd full week of each month
Area 4 -
- Order Friday of the 2nd full week of the month through Wednesday of the 3rd full week of the month
- Delivery Call Friday of the 3rd full week of the month
- Delivery or Pick Up 4th full week of each month

Join us for a virtual Partner Summit on November 9th, 2020! Thank you to those who joined us! View the recording HERE! Password: AvTy5j5q

The CDC just released guidelines for food pantries and food distributions sites. View those HERE!

Soon we will be updating our weekly email communication to a platform called Constant Contact. When this change happens, there will be a general email that goes out weekly directing you to the PARC for all updates and to find your order time on the order and delivery calendar. We HIGHLY RECOMMEND that you put your ordering dates in your planner, phone, calendar, etc. so your timeframe isn’t missed since the email will not specifically state when the order time is!

Past Updates -

Social Security Update - Despite challenges government and businesses face at this time, we want people to know we remain ready and able to help them by phone with most Social Security matters. Your clients can speak with a representative by calling their local Social Security office or our National Number. We also provide local office phone numbers conveniently online with our Social Security Office Locator. Attached is a flyer/poster that you can customize with the local office number. Although our offices are not providing service for walk-in visitors, we may be able to schedule an appointment for limited, critical issues if we cannot help someone by phone and if they cannot get the information they need or conduct their business online. Please encourage your clients to call or take advantage of our secure and convenient online services to: Apply for Retirement, Disability, and Medicare benefits, Check the status of an application or appeal, Request a replacement Social Security card (in most areas), Print a benefit verification letter, and more.

What to expect in the coming months - Through our continued conversations with Feeding America and USDA we are learning more about what the future of the impact COVID will have on the economy as well as what our charitable feeding network will look like.

While many of our partners have actually seen some dramatic decreases in clients over the last few months, we are being told to expect clientele numbers to increase in August/September when some of the additional benefits end. While we don’t want folks to panic, we do want to prepare for potential increases in clients in the fall.
With the anticipated increase in clients, a decrease in our food streams at the end of December is predicted. Right now we have Trade Mitigation (extra product through TEFAP) scheduled through end of December, and we have been told it will not be extend. Additionally the extra TEFAP dollars through COVID legislation will also end by December. In January, we could experience a sharp decline of donations – both produce and shelf stable. We are working closely with legislatures to request more funding for TEFAP. We along with the Feeding America network of food banks are working to put mindfulness into what our purchasing budget looks like, how we maintain our food streams and acquire funding to do this while trying to have a minimal impact on our partners.

North Dakota Hunger Free Garden project - By participating, your pantry will be pinned on the Hunger Free Garden map and you will be mailed documents, including the "We accept produce donations" flyer. Please report the weights of produce donations you receive in the Hunger Free Garden row in the statistics entry page and we will send those to Jamie. This is only for our North Dakota partners. Additional information can be found on their website. If you are intersted in participating, please send your responses to the questions below to Jamie at jgood@nd.gov so you can be included in the project!

Agency Name:
Agency Representative:
County:
Our organization is interested in receiving and offering fresh produce at distributions throughout the harvest season. (Y/N)
Does your organization have a refrigerator or cooler to store temperature sensitive produce? (Y/N)
Please list the specific fruits and vegetables that clients request most or those that you don't receive enough of through donations.
Please list any specific fruits and vegetables that are more difficult to distribute to clients either because clients aren't as interested in them or because they are harder to keep fresh until your next distribution.
Please list the best days/times that growers could drop off produce.
Describe any special instructions for growers who are dropping off produce (ie, certain door to enter, who to ask for, etc).

North Dakota SMART RESTART Protocols - From ndresponse.gov: We encourage North Dakotans to embrace this ND Smart Restart plan as a roadmap to a better, safer and healthier tomorrow for employers, employees and customers alike. This applies not only to those businesses affected by executive orders, but to all businesses as we enter this new normal. Find more information HERE and download a list of standards for all industries HERE.

WE ARE LOOKING FOR CLIENTS STORIES - We want to show the impact of those in need. If you have a client who may be interested in sharing their story, please email Jared at jslinde@greatplainsfoodbank.org for more details. This is an incredible opportunity to lift up the important work that’s being done in ND.

WIC is open to working and non-working families, including those who are recently unemployed. Participants in programs like Medicaid, TANF or SNAP are automatically income eligible. Families may qualify for WIC by meeting the income guidelines for the household (for example, a family of four, can earn up to $47,638 a year, or $3,970 per month and qualify). Individuals who are pregnant, have a new baby or children under age 5 might also be eligible for WIC.” https://ndresponse.gov/news/wic-open-business

SNAP - If you are looking for more ways to help people access food during this difficult time, connect them to SNAP! SNAP, formerly known as the food stamp program, is the nation’s largest federal nutritional assistance program. It assists single people and families with little or no income to buy food. Our SNAP Outreach Coordinators will help them through the application process. Many people who have not accessed food assistance before are coming to pantry’s for help and might not be aware of where to go for additional assistance. Please consider adding the flyer attached below to the boxes you are prepacking or handing it out to those coming to your sites! Supplemental Nutrition Assistance Program (SNAP) Flyer

Retail Rescue - The GPFB is continuing all Retail Food Rescue pickups at this time. We encourage those of you that do food rescue to do the same as you are able. Please use caution and best practices as advised by CDC and health department on sanitizing/washing hands, using gloves, and maintaining safe distances. Agencies that pick up at retailers on behalf of the GPFB, please keep us updating on changes you are seeing at the stores. If you are unable to do pickups, please let your retail partner know as soon as possible, and let us know as well and we can see if another partner in your community is able to pick up.

GPFB Updates -

GPFB will continue to provide general order and delivery schedules with our feeding network. GPFB will also continue regularly scheduled Mobile Food Pantries with proactive guidelines in place to protect the health and well- being of staff, volunteers and clients.
GPFB is asking all volunteers in the warehouse and on Mobile Food Pantries to wear masks. Agencies that pick up orders from the warehouse are also asked to wear masks and we also encourage partners who are receiving orders to wear masks.
GPFB is limiting volunteer group sizes both in the warehouse and out in the field on Mobile Food Pantries.
GPFB is not allowing additional orders outside of your order time. With the uncertainty of the virus, we are being cautious to ensure we maintain product for all partners should there be disruptions in the supply chains. We have purchased additional food that is available on the order guide at no cost.
Per Feeding America, we are accepting food donations as we normally do. Feeding America has not placed any restrictions on food donations or said that we need to hold food for a holding period. We encourage you to wear masks and gloves while handling donations and wash your hands when you are finished.
ND TEFAP – we have obtained a signature waiver for North Dakota TEFAP. During the pandemic situation, you do not need to collect signatures from clients.
MN TEFAP - income guidelines have changed to 300% poverty and there are new documents to post at your site. Visit Hunger Solutions website for more information and resources.

Partner Updates and Suggestions -

Please take some time to take care of yourselves and your volunteers. It is likely that the effects you will feel on your services will last for months. Remember, you cannot help others if you aren't healthy!
Consider having two or more “sets” of volunteers for your operations. If someone gets sick within Group A, then (after a lot of sanitizing) Group B volunteers can step in allowing you to keep your doors open. These two groups should not interact with each other at all. If your current volunteers aren’t able to continue helping, try reaching out to local businesses as many are paying employees to volunteer right now, or putting a call out on Facebook, newspaper, or radio.
Consider changing your distribution model! You could try pre-packed boxes, appointment based systems, delivery services, or drive through distributions. All of these options will decrease large groups and contact with others. Call you're regional service manager if you want to talk through the options!
There is lots of food available, use it! We have a lot of TEFAP available, so think about ways to order and distribute more food. Help the individuals and families you serve prepare to be isolated by giving out extra supplies now so they have to go out less often for supplies.
With the new CDC guidelines, we are encouraging the use of cloth masks for your staff and volunteers. Put a call our to your community for someone to make you cloth masks! The cloth face coverings recommended by the CDC are NOT surgical masks or N-95 respirators, which are critical supplies that must continue to be reserved for healthcare workers and other medical first responders.
If you change your hours, post the change on your social media profiles, put posters around town and on your pantry door, update your voicemail message, and let your Regional Service Manager know.
Use local media outlets and social media to let your community know what you are doing in response to COVID!

Resources: Use the trusted sources below for information and guidance.

Centers for Disease Control (CDC): https://www.cdc.gov/coronavirus/2019-ncov/index.html
North Dakota Department of Health (NDDH): https://www.health.nd.gov/diseases-conditions/coronavirus
Minnesota Department of Health (MDH): https://www.health.state.mn.us/diseases/coronavirus/index.html

Nancy Carriveau - (701) 476-9126 ncarriveau@greatplainsfoodbank.org (Program Director)

Anna Johnson – (701) 361-1004 ajohnson@greatplainsfoodbank.org (Eastern N.D.)

Rachel Monge – (701) 390-2513 rmonge@greatplainsfoodbank.org (Western N.D.)

Upcoming Events

November 26 & 27 - GPFB Closed
December 24 & 25 - GPFB Closed
January - NEW Delivery Calendar Starts!
January 1 - GPFB Closed

Announcements

2021 Order and Delivery Calendar - includes December 2020!
Not sure who to contact at the Food Bank with a question? Click HERE for a contact list!
Click HERE to download GPFB Holiday Schedule.
Milk Crates – if you have received TEFAP milk in crates they will need to be returned to the Great Plains Food Bank. Please return with your next delivery or per other arrangements made with your Regional Services Manager.

CLICK HERE TO GO TO PWW

Place order
- Incorrect Orders: email or call John Stone, Inventory Manager at jstone@greatplainsfoodbank.org / 701-476-9124 noting the product number and quantity of items needed or missed.
- Second Orders will now be placed in PWW. Only 1 second order will be accepted and it must be entered by the end of your order timeframe.
- Cass/Clay Partners who PICK UP – the time and date you select when placing your order is when you will be scheduled for pick up. At your scheduled date and time, please come into the volunteer entrance of the warehouse and ring the doorbell. Someone will come and assist you.
- Cass/Clay Partners who get DELIVERY – please email Anna (ajohnson@greatplainsfoodbank.org) with your requested delivery date and time. We CANNOT schedule deliveries through PWW.
Enter statistics
- NEW for 2020! Voucher Reporting - To better capture the great work our partners are doing community by community, we are asking you to report on voucher programs in partnership with local grocery stores. Currently these innovative partnerships to connect families with fresh and perishable food is not being captured, and we feel it is important information in sharing the story of how together we are ending hunger. When reporting your monthly statistics, there is a line at the very bottom for reporting the dollar amount given in vouchers that month. We do not need information about who your partnership is with or what product the vouchers are for with this reporting, though we would love to hear about it to share with our network. Interested in learning more about voucher programs community partners have established with their local grocery store? Contact your Regional Service Manager to learn more!
Enter Retail Food Rescue receipts
- Preferred weekly
- Receipts should be entered by the last work day of the month
Access invoices and statements
- Under My Docs Tab
- As of February 2020, we have gone paperless! Statements will no longer be mailed out monthly.
- Balances and unpaid invoices can be found in the My Agency tab in the upper right corner of PWW. Then click on Open AR.
Click HERE for PWW directions.

Recalled Item Log

CLICK HERE TO VIEW
View recalls and sign up to receive email updates through the USDA HERE.
FDA hand sanitizer recall list and updates HERE

Partner Agency Resources

Sample Documents

Partner Agency Retail Rescue

N.D. TEFAP

Minn. TEFAP

Hunger Solutions Minnesota partners with the U.S. Department of Agriculture (USDA), the Minnesota Department of Human Services-Office of Economic Opportunity (OEO), food banks and food pantries to administer Minnesota’s TEFAP program.

Click here to find resources and forms.