Steve Troxler, NC Commissioner of Agriculture Jan Holt, SE Field - - PowerPoint PPT Presentation

Steve Troxler, NC Commissioner of Agriculture

Jan Holt, SE Field Representative North Carolina Department of Agriculture & Consumer Services Food Distribution Division 2016

What is TEFAP?

 The Emergency Food Assistance Program  Implemented in 1981 as the Temporary Emergency

Food Assistance Program.

 Goal of reducing inventory and storage of surplus food

through distribution to low-income households.

Hunger Prevention Act of 1988

 As some foods held in surplus were depleted by 1988,

the HPA of 1988 authorized funds to be appropriated for the purchase of USDA foods specifically for TEFAP.

 Foods acquired with appropriated funds are in

addition to any surplus foods donated to TEFAP by USDA.

Under the 1990 Farm Bill, TEFAP was formally named

How much does TEFAP cost?

 In FY 2014, Congress appropriated $376.4 million

dollars for TEFAP.

 $327 million to purchase food  $49.40 million for administrative support to states &

local agencies

How does TEFAP work?

 USDA purchases food, including the cost of processing &

packaging, and makes it available to State Distribution agencies.

 NCDA&CS requisitions, receives, stores and distributes,

and accounts for all TEFAP foods & administrative funds within the state.

 The amount of food received is based on the number of

persons or households receiving Food & Nutrition (FNS) benefits.

Food is provided to NC TEFAP eligible agencies

 Food Banks such as the Food Bank of Central and

Eastern North Carolina, Second Harvest Food Bank of SENC, Manna Food Bank, and other Emergency Food Organizations

 Soup Kitchen Programs

Food Banks Distribute USDA foods to local pantries

 Amount received is based on economic need

identified in county (Number of persons/households receiving FNS benefits) Information received from NC

• Dept. of Health & Human Services

 FBCENC received a total of $5,061,975.11 in USDA

foods from July 1, 2014 through June 30, 2015.

TEFAP is a Supplemental Nutrition Program

It is designed to supplement the daily food needs for low-income households. It is not intended to be used as a household’s primary food source.

TEFAP Foods

 Vary depending upon US agricultural market  Must be nutritious  Have a long shelf life  Be in sufficient quantities for nationwide distribution  Be provided in package sizes that are suitable for

household use

What TEFAP foods are available?

 Canned, frozen & dried fruit  Canned vegetables  Fruit/vegetable juice  Meat/Poultry/Fish  Dried Beans  Pasta Products  Milk  Rice/cereal  Soup

USDA Food Facts Sheets

Product Description Pack Yield Storage Uses & Tips Nutrition and Food Safety Information

www.fns.usda.gov/tefap/tefap-usda-foods

AGREEMENT

 USDA requires that all TEFAP agencies have a

permanent agreement.

 The agreement is between NCDA&CS and agencies

that have had prior approval to receive USDA foods.

 The FBCENC has a permanent agreement with

NCDA&CS.

 Local food TEFAP pantries have an agreement with the

Food Bank of Central and Eastern North Carolina.

FBCENC Agreement

 Defines pantry operating requirements  Specifies recordkeeping responsibilities at the pantry

level

 Addresses distribution and monitoring requirements  Renewed annually in September

FBCENC Agreement-Recordkeeping

 All records must be maintained 5 calendar years  Participant files are confidential. After 5 years files

should be properly disposed to protect confidentiality

• f participants.

 Participants do not have to be US citizens.  TEFAP recipients “self-declare their eligibility. No

form of identification, social security numbers, EBT cards, or proof on income or residency is required.

FBCENC Agreement

 Requires agencies to turn in TEFAP Monthly reports by

the 1st of each following month. (Late after the 5th)

 Agencies that are missing monthly reports are not

permitted to pick up TEFAP foods until reports are current.

 If a pantry does not file two or more reports, it may be

removed from the program.

 Pantries are required to file a monthly report to the

FBCENC even if the agency did not distribute during a given month. (Record zero for the number of households/individuals served)

FBCENC Agreement

 Pantries that do not request TEFAP food on a

consistent basis may be removed from the program.

Qualifying Individuals/Households for TEFAP foods: The Application Process

 Individuals/Households currently receiving NC Food

and Nutrition Services (FNS) benefits OR

 Individuals/Households whose income meets the

Secretary of Agriculture’s income poverty guidelines based upon household size and income.

The Application Process

 Income eligibility guidelines are approved by Congress

annually.

 To receive TEFAP food, a participant’s income must be

at or below the approved income eligibility guidelines. (Applicants who self-declare income)

 Pantries must use currently approved FBCENC

• application. Agencies are not authorized to change the

FBCENC approved application without the written approval of the FBCENC.

Application Process

1

$23,544 $1,962 $453

2

$31,872 $2,656 $613

3

$40,200 $3,350 $773

4

$48,504 $4,042 $933

5

$56,832 $4,736 $1,093

6

$65,160 $5,430 $1,253

7

$73,464 $6,122 $1,413

8

$81,792 $6,816 $1,573

EACH ADDITIONAL FAMILY MEMBER

$8,328 $694 $160

INCOME ELIGIBILITY GUIDELINES FOR HOUSEHOLD ELIGIBILITY FOR USDA FOODS

Effective October 1, 2015 through September 30, 2016

Household Gross Income Must Be Below Level of Appropriate Size Household

HOUSEHOLD SIZE PER YEAR PER MONTH PER WEEK

The Application Process

 Agencies are not permitted to impose any additional

qualifications or condition of any kind that would preclude an otherwise eligible person from receiving TEFAP food. This includes asking a participant to show identification or proof of income.

Agencies that do not follow procedures outlined in signed agreement are at risk for removal from program!

The Application Process

It is the participants’ responsibility to provide accurate information on the TEFAP application. Their signature

• n the TEFAP application indicates an understanding of

the following statement: “I understand that any misrepresentation of need, sale, or misuse of the foods I have received is prohibited and could result in a fine, imprisonment, or both.

(Section 211E, PL 96-494, and Section 4C, PL 93-86 as amended)

The Application Process

TEFAP pantries may supplement TEFAP distributions with privately donated food as long as participants are not asked for ID or any additional information other than what is required on the TEFAP application.

The Application Process

QUESTION???????? Sandy Road Food Pantry distributes TEFAP, privately donated food and offers financial assistance to those in need in Aiken County. The pantry’s Board of Directors requires that participants show identification and provide personal information in order to receive additional privately donated foods and/or financial assistance. Is the pantry’s application process in compliance with TEFAP regulations?

The Application Process

If Sandy Road Food Pantry requires that participants show identification & complete a TEFAP application and an additional Sandy Road Pantry application at the same time, the agency is NOT in compliance.

The Application Process

Remember that participants self-declare their eligibility for TEFAP food. Agencies are not permitted to ask for identification or any other information other than what is required to make an eligibility determination on the TEFAP application.

The Application Process

The agency may ask for identification or other personal information for the distribution of privately donated food or for financial assistance, but not as one application process when TEFAP food is being distributed. **Keep the TEFAP application process separate from

• ther pantry application requirements.

The Application Process

Keeping the application process separate: Accept TEFAP applications and distribute TEFAP food on a different day from when privately donated foods are being distributed OR Allow participants to self-declare their eligibility for TEFAP

• food. Once TEFAP eligibility has been determined,

participants who desire additional pantry services may be directed to another location to complete any other information required by pantry to receive privately donated food or services.

The Application Process

Can two different applicants that reside at the same street address receive TEFAP foods as separate households? YES, if the two households are living as separate economic units.

The Application Process

Even though some individuals purchase and prepare meals separately, they should be considered one household:

• 1. Spouses living together or individuals representing

themselves as husband and wife to the community.

• 2. Individuals under 22 living with a parent.
• 3. Individuals under 18 under parental control or adult

living in the home;

• 4. Two unmarried adults living in the same home who

are the parents of a mutual child.

The Application Process

 If an individual/household is refused TEFAP foods,

the agency must document why the client was refused. Keep this information on file at your agency for 5 years.

The Application Process

 Participants may not be charged a fee, or be required

to provide services in exchange for food.

 Agencies may not require clients to pray or worship as

a condition for receiving food.

 Agencies may invite clients to stay AFTER food

distribution for religious services or other messages.

The Application Process

All TEFAP applications must contain:

1.

Name

2.

Address

3.

Number of people in household

4.

County of residence

5.

Client signature

6.

Basis of eligibility (FNS eligibility or income)

7.

Date of application

8.

Signature of agency representative

The Application Process

If a client is not receiving FNS benefits, and states that no income is currently being received, a “0” must be recorded in the income section or the application is considered incomplete. Remember that if a client’s household size or income changes, a new application form needs to be completed.

The Application Process

 Agency personnel may assist a client that has difficulty

writing, but the client must personally sign or mark form acknowledging the information is correct.

 “Marks must be duly executed and witnessed.” For

example “X” mark witnessed by Jane Smith.

The Application Process

Can someone other than the client pick up TEFAP food on his/her behalf? YES, if….

1.

The completed application specifically identifies who is authorized to pick up on the client’s behalf or

2.

The client sends a note indicating that the specified individual is eligible to pick up on his/her behalf. (This should be attached to the application.)

3.

The representative must sign on the line “Client Signature” on behalf of client. (Back of application)

The Application Process

The Distribution Process

TEFAP Foods must be provided to clients on a “first come, first served” basis. All clients must be treated fairly and equally.

The Distribution Process: Determining the Rate

 Once the TEFAP food has been received, it is

important that the distribution rate be pre-determined and clearly communicated to all volunteers.

 Do the math! It is important to treat participants fairly

and equally on a “first-come, first-served” basis.

The Distribution Process: Determining the Rate

XYZ pantry serves approximately 125 households per month. The following TEFAP allocation is received: 6 cs. applesauce – 24/#300 4 cs. ground beef – 40/1# 16 cs. blueberries – 8/3# 11 cs. chicken, canned – 12-15 oz. 6 cs. macaroni – 24/1# 5 cs. cranapple juice- 8-64 oz. 5 cs. grape juice – 8-64 oz. 5 cs. orange juice – 8-64 oz. 15 cs. peanut butter – 12/18 oz. What is the first step in determining the distribution rate?

The Distribution Process: Determining the Rate

Determine how many individual units you have available to distribute. Applesauce: 6 x 24 = 144 cans Ground Beef: 4 x 40 =160 packages Blueberries: 16 x 8 = 128 packages Chicken, canned: 11 x 12 = 132 cans Cranapple Juice: 5 x 8 = 40 bottles Grape Juice: 5 x 8 =40 bottles Orange Juice: 5 x 8 =40 bottles Macaroni: 24 x 6 = 144 packages Peanut Butter: 15 x 12 =180 jars

The Distribution Process: Determining the Rate

Do you have enough of each food item to provide each of the 125 households with one of each item received?

Applesauce: 6 x 24 = 144 cans Ground Beef: 4 x 40 =160 packages Blueberries: 16 x 8 = 128 packages Chicken, canned: 11 x 12 = 132 cans Cranapple Juice: 5 x 8 = 40 bottles Grape Juice: 5 x 8 =40 bottles Orange Juice: 5 x 8 =40 bottles Macaroni: 24 x 6 = 144 packages Peanut Butter: 15 x 12 =180 jars

The Distribution Process: Determining the Rate

Do you need to give each household one of each variety of juice? Cranapple Juice: 5 x 8 = 40 bottles

Grape Juice: 5 x 8 =40 bottles Orange Juice: 5 x 8 =40 bottles

If you provide each household with only 1 variety of juice how many households can receive 1 of each food item?

The Distribution Process: Determining the Rate

Only the first 120 families will receive one of each food item. Applesauce: 6 x 24 = 144 minus 120 = 24 Ground Beef: 4 x 40 =160 minus 120 =40 Blueberries: 16 x 8 = 128 minus 120 =8 Chicken, canned: 11 x 12 = 132 minus 120 =12 Cranapple Juice: 5 x 8 = 40 Grape Juice: 5 x 8 =40 Orange Juice: 5 x 8 =40 Macaroni: 24 x 6 = 144 minus 120 =24 Peanut Butter: 15 x 12 =180 minus 120 =60

The Distribution Process: Determining the Rate

What item(s) will run out first? Second? Third? Fourth? Fifth? Last? Could you have planned the distribution differently? Applesauce: 6 x 24 = 144 minus 120 = 24 cans Ground Beef: 4 x 40 =160 minus 120 =40 packages Blueberries: 16 x 8 = 128 minus 120 =8 packages Chicken, canned: 11 x 12 = 132 minus 120 =12 cans *Cranapple Juice: 5 x 8 =40 minus 40 =0 bottles *Grape Juice: 5 x 8 =40 minus 40 = 0 bottles *Orange Juice: 5 x 8 =40 minus 40 =0 bottles Macaroni: 24 x 6 = 144 minus 120 =24 packages Peanut Butter: 15 x 12 =180 minus 120 =60 jars

The Distribution Process: Determining the Rate

Pantries do have the option of providing more food to households with larger families, however, the distribution rate needs to be pre-established and clearly communicated to volunteers. Same foods that have a different package size or package type do not have to be considered as a separate food item for distribution, for example raisins, pork, chicken quarters, juice.

The Distribution Process: Determining the Rate

If any TEFAP food remains after a scheduled distribution, it should be safely and securely stored until the next scheduled distribution. DO NOT CHANGE THE DISTRIBUTION RATE ONCE IT HAS BEEN ESTABLISHED.

DO NOT GIVE PARTICIPANTS EXTRAS OF REMAINING TEFAP FOODS BECAUSE SOME FOOD ITEMS HAVE RUN OUT!

The Distribution Process: Determining the Rate Remember that households must be served

• n a first-come, first-served basis.

A household may receive TEFAP foods more than once per month.

The Distribution Process: Determining the Rate

Unallowable distribution practices:

• 1. Saving larger items, like whole turkey, or larger

packages of chicken for larger households.

• 2. Altering the USDA package size to extend
• distribution. (Opening frozen blueberries or dried

cherries and repackaging in Ziploc bags)

• 3. Holding back certain TEFAP items for different

distribution days.

• 4. Changing distribution rates once distribution has

started.

The Distribution Process

Remember that pantries should only provide TEFAP food to households that reside in the county where food is distributed. Refer out-of-county residents to a local pantry in the county where they reside. Contact your FBCENC Outreach Coordinator for assistance.

The Distribution Process

Is it legal for a TEFAP recipient go to multiple in county pantries to receive TEFAP food? There is no law that limits a family from obtaining TEFAP food from only one site.

Receiving Practices

 Pantries should verify the following before signing

invoice:

• 1. The product being delivered
• 2. The quantity being delivered
• 3. The condition of the product

Storage of TEFAP Food

Once TEFAP foods have been received from the FBCENC, the pantry is responsible for maintaining the food in a safe and sanitary manner.

Storage of TEFAP Food

 Food must be stored at the proper temperature:

Freezer: 0 degrees F. or below Refrigerator: 40 degrees F. or below Dry Storage: 50 degrees F. to 70 degrees F. It is required that all refrigerated and frozen food temperatures be monitored and recorded 7 out of 7 days a week when TEFAP foods are in storage. They should also be checked when known or potential power losses have

• ccurred. Use thermometer located inside unit to

monitor and record temperatures.

Storage of TEFAP Foods

It is also recommended that the dry storage temperatures also be monitored and recorded 7 out 7 days per week when TEFAP foods are in storage. Storage areas should be kept clean, neat, organized and secure. Regular pest control by an authorized licensed agency is required by the FBCENC and must be in place to ensure an environment free of pests. Monthly treatment is recommended, or more often if an infestation occurs.

Storage of TEFAP Foods

 Air circulation is important for frozen, chilled, and dry

storage areas.

 USDA foods should be stacked on pallets or shelves

with a minimum of 6” off the walls and floor, and at least two feet from ceiling.

 Foods should be stored so that foods with the oldest

pack dates (or BIUB dates) are in front and are used

• first. Follow “first-in, first-out” storage practices!

 If food is taken out of original case, the

cans/containers should be marked with the pack date. (BIUB date if pack date is not available.)

Storage of TEFAP food

Stacks of food should not be so high as to cause bursting or crushing of the bottom layers. Cases of TEFAP food should be cross-stacked to keep the stack solid in order to prevent accidents. Keep TEFAP foods away from heat or sources of steam. Store foods away from cleaning supplies and paper goods.

Food Losses

Losses of TEFAP food that occur after the FBCENC has delivered to a local pantry are to be reported to the food bank. When a loss of food of $500 or more occurs after delivery it must be reported to NCDA&CS. If the loss is due to negligence, a claim for the value of the food will be pursued by NCDA&CS and forwarded to USDA Food and Nutrition Service.

Training

It is recommended that training be provided to all TEFAP pantries before beginning program operations, and additional training be provided at least annually. Be sure to document training and keep the following on file:

• 1. Agenda or outline of training
• 2. Date of training
• 3. List of names of those attending training.

Don’t forget to plan training for those who missed regular training or new employees or volunteers!

NCDA&CS Reviews

 Field Representatives will visit 25% or more of

FBCENC pantries each year.

 Site & Civil Rights Reviews:

• 1. Review participant applications
• 2. Review distribution procedures
• 3. Review storage practices
• 4. Adherence to civil rights policies and procedures

NCDA&CS Field Representatives

Annual Civil Rights Training

Annual Civil Rights Training is required for all staff and volunteers who have direct contact with the TEFAP recipients! Be sure to document training and keep the training records on file.

Annual Civil Rights Training

Annual Civil Rights Training is now available 24/7 online at the NCDA&CS Food Distribution website.

http://www.ncagr.gov/fooddist/

Be sure to keep a roster of those completing the training

• n file!

Civil Rights

What are Civil Rights?

The nonpolitical rights of a citizen; the rights of personal liberty guaranteed to US citizens by the 13th and 14th amendments to the US Constitution and by acts of Congress.

Civil Rights

What is discrimination? Discrimination is defined as the act of distinguishing one person or group of persons from others, either intentionally, by neglect, or by the effect of actions or lack of actions on the protected classes.

Civil Rights

What are the six protected classes that apply to TEFAP? Race Color National Origin Age Sex Disability

Civil Rights

There are seven areas of Civil Rights compliance: Public Notification Data Collection Training Compliance Reviews Civil Rights Complaints Assurances Limited English Proficiency (LEP)

Civil Rights

Public Notification System The purpose of a public notification system is to inform applicants, participants, and potential eligible persons of the program availability, program rights and responsibilities, the nondiscrimination policy, and the procedures for filing a complaint. The 3 elements of Public Notification include:

• 1. Program Availability
• 2. Complaint Information (And Justice for All Poster)
• 3. Nondiscrimination Statement (And Justice for All Poster)

Civil Rights

Civil Rights

Routine compliance review questions… Do potentially eligible persons have an equal

• pportunity to participate?

Is the “And Justice for All” poster predominantly displayed where it can be readily seen by participants? Has civil rights training and complaint procedures been provided to all persons involved in the distribution TEFAP foods? Does the pantry publicize that it provides services to all persons without regard to race, color, national

• rigin, age, sex or disability?

Civil Rights

Be sure to include the nondiscrimination statement on all materials that describe TEFAP benefits including web sites. For radio or television public service announcements, the non-discrimination statement does not have to be read in its entirety. A short statement is sufficient.

“USDA is an equal opportunity provider and employer.”

Civil Rights

Complaint Handling Individuals have the right to file a complaint based on race, color, national origin, age, sex, or disability within 180 days of the alleged discriminatory action.

Civil Rights

 All civil rights complaints, written or verbal, shall be

accepted and forwarded to the FBCENC or directly to NCDA&CS.

 The FBCENC will forward any Civil Rights complaints

received to NCDA&CS.

Civil Rights

Contents of a Civil Rights Complaint: Name, address and phone number, or other means of contacting the individual making complaint. Name of agency and location of agency delivering the service or benefit. Nature of incident or action that led the individual to feel that discrimination was a factor.

Civil Rights

Assurances The Food Bank signs an annual agreement with NCDA&CS that it will operate in a nondiscriminatory manner. The Food Bank requires that all TEFAP agencies sign an annual agreement promising to do the same.

Civil Rights

Who are LEP Persons? Individuals who do not speak English as their primary language and who have a limited ability to read, speak, write or understand English. The TEFAP agency must take reasonable steps to provide program information in appropriate

• languages. Agencies that fail to provide services to

LEP persons, or deny them access to TEFAP may be discriminating on the basis of national origin.

Civil Rights

 Food For Thought…

Am I treating this person in the same manner that I treat others? Have I given this person the opportunity to clarify all relevant factors or inconsistencies? Have I told this person exactly what information I need to make a determination on the application? Have I provided the person with the information he or she needs to make necessary decisions?

Civil Rights

Test your Civil Rights knowledge- Where does the statement “USDA is an equal opportunity employer and provider” need to be included?

Civil Rights

A TEFAP pantry is not accessible to people in wheel

• chairs. What are some possible corrective actions?

Civil Rights

A pantry manager designates Wednesday as senior citizens day. She allows all people over the age of 65 to move to the front of the distribution line. Is this an allowable practice?

Civil Rights

What are some good ways to publicize the TEFAP program to people who may be eligible and benefit from receiving USDA foods?

Civil Rights

A TEFAP Manager is very angry that the person in the previous situation filed a discrimination complaint and took up a lot of her time and made her look bad. She tells the volunteers to watch out for this “troublemaker”. The next time the person visits, he encounters an “attitude” from volunteers. What are the Civil Rights violations described here?

Civil Rights

A pantry that distributes TEFAP food places religious literature in the food packages. Is this allowable under the faith based rules that prohibit discrimination against religious institutions?

Civil Rights

Representatives from a Hispanic community contact you and insist that you must provide ethnic foods or you are

• discriminating. Is this complaint legitimate?

Civil Rights

A local church contacts you before the holidays and asks for a list of Burmese people who are receiving your services so that their outreach ministry can contact

• them. What civil rights issues does this pose and how

should it be handled?

Civil Rights

Some people come to the pantry that do not speak

• English. You do not understand them and have no idea

what language they are speaking. What should you do?

Civil Rights

A pantry is asked to submit a report to the Food Bank identifying the number of people served by race/ethnic

• group. A pantry volunteer writes the information on the

top of each TEFAP application. Is this procedure allowable?

Civil Rights

What are the most important things to remember when dealing with participants’ civil rights?

Thank you for