Annual Update Forms
In January, Care and Share will send out the
new Agency Agreement 2019 and Annual Agency
Information Update Form 2019. Please complete
these forms and send them back no later than
January 15th, 2019. While completing the Annual
Agency Information Update form, please include
the most current information for your agency. If
you have questions while filling out these forms, please email firstname.lastname@example.org.
The forms can be:
Faxed - 719-528-5833
Emailed - email@example.com
Mailed - 2605 Preamble Point, Colorado Springs, CO 80915
Care and Share distribution centers in both Colorado Springs and Pueblo will be closed for shopping Friday, December 28th through Wednesday, January 2nd for the New Year's holiday and our semi-annual inventory. Shopping or pickups will not be available during this time. At 3:00 p.m. on Thursday, December 27th, Agency Express will be closed for ordering and submitting monthly clients served reports. Agency Express will be reopened on Wednesday, January 2nd. Deliveries to outlying agencies will occur as scheduled during this time.
On Martin Luther King Day, Monday, January 21st, due to a large number of volunteers, the Colorado Springs distribution center will be closed for shopping, but deliveries will go out as normal. The Pueblo distribution center will be open as normal.
In the beginning of the New Year, please remember your sign-in sheets at your food
pantry also need to restart. Each neighbor in need who visits your pantry the first time you distribute food in 2019 will be counted as a first time visitor. They will only be counted as a first-time visitor once each calendar year, whether their first 2019 visit is in January or later in the year. You can find copies of the sign-in sheets and the Agency Reporting Guidelines on the Agency Portal.
Mobile Food Pantry Events at Care and Share
We are seeing excess amounts of food for The Emergency Food Assistance Program (TEFAP) Program. We would normally distribute this food to our partner agencies that distribute TEFAP as bonus product. However, we are receiving more than our partner agencies can handle. For the next few months, we are going to continue receiving this bonus product.
To make sure this great food makes it into the hands of our neighbors in need, we will start distributing it from the Colorado Springs distribution center on selected Fridays as a drive-thru Mobile Food Pantry distribution. If you are in El Paso County, we need your help distributing the flier and getting the word out to our neighbors in need.
If you are outside of El Paso County and would like to help, please email Steven@careandshare.org for more information on how your organization can further support the efforts to get this great food into your local community.
Food Safety Guide
We created the Food Safety Guide to provide basic food safety training to all volunteers and staff who handle food. The Food Safety Guide can be used when new volunteers and staff come on board to help our neighbors in need. After someone completes the Food Safety Guide, they can take the Food Safety Guide Quiz and submit answers to firstname.lastname@example.org for grading.
The Food Safety Guide provides information about safely receiving, transporting, sorting, storing, and repackaging food items.
The Food Safety Guide is intended to provide food safety knowledge and is not in lieu of the food safety certification requirements for partnership.
Proper Turkey Thawing
November brings Thanksgiving, which means you may be distributing frozen turkeys to our neighbors in need. We want everyone to have a safe and happy holiday, especially when it comes to food safety. Did you know there are three ways to properly thaw a frozen turkey?
- Place turkey in a container to prevent juices from dripping on other foods.
- In a refrigerator set at 40 degrees or below, allow 24 hours for every 5 pounds of meat (10 pound turkey would be 48 hours).
- Your turkey can be held in the refrigerator for up to 48 hours after thawing, but may lose quality if not cooked immediately.
Cold Water Thawing
- Wrap turkey in a leak-proof plastic bag to prevent cross-contamination and to prevent the turkey from absorbing water.
- Submerge the wrapped turkey in cold tap water. Change the water every 30 minutes.
- Allow 30 minutes of thawing per pound of turkey (10 pound turkey would be 5 hours).
- Your turkey should be cooked immediately after thawing.
- Microwaves are only suggested for thawing small turkeys (4-5 pounds or smaller). Use the defrost setting or manufacturer's suggestion in your owner's manual for thawing.
- Plan to cook your turkey immediately after thawing.
Service Animals Policy
All organizations serving the general public are required to provide services equally to everyone, regardless of disabilities or other factors. While animals are not encouraged in your food pantry or food service site for health and safety reasons, under the ADA (Americans with Disabilities Act), governments, businesses, and organizations that serve the general public must allow service animals to accompany people with disabilities in all areas of a facility where the public is normally allowed to go.
Service animals are trained to perform a specific job, such as:
- pulling a wheelchair
- alerting/protecting a person with severe seizures
- guiding people who are blind
- alerting people who are deaf
- reminding people with mental illness to take medication
- calming people with PTSD during an anxiety attack
Service animals are different from support animals because they are trained to take specific action, where a support animal is there for companionship.
You may ask clients:
- If their animal is required because of a disability
- What work or task the dog has been trained to perform
You cannot require a person to produce documentation of a disability or identification of their animal as a service animal.
If a service animal is behaving aggressively or the handler is not keeping control of the animal, you may deny access to the animal, but must ensure that the client can still access your services. (e.g.: Have a volunteer assist a visually impaired person.) For questions, you may contact the ADA hotline at 800-514-0301.
Food for Neighbors Experiencing Homelessness
We know there is a need for readily accessible food items for our neighbors experiencing homelessness. Below is a list of “easy-to-eat” meals that you can find on the shopping list, in addition to the free fresh produce and bread we offer to our partners. Products are in limited quantities and change from week to week.
Cans with pop-tops
80503 Mac and Beef
80513 Beef Stew
80532 Spaghetti O’s
81215 Sweet Corn
80536 Spaghetti and Meatballs
81200 Pinto Beans
80107 Corn Flakes
80136 Toasted Oats
80146 Honey Rings
80147 Cocoa Drops
80148 Frosted Flakes
80149 Raisin Bran
80150 Fruity Wheels
80151 Cinnamon Toasters
55688 Assorted Fruit Snacks
55689 Luna Rica Assorted Nut
55690 Potato Chips Sea Salt
55690 Potato Chips Cheddar
55693 Fruit Gushers
81531 Strawberry Fruit N Grain
81600 Apple Cinnamon Chewy
81601 Oats and Honey Chewy
81604 Apple Cinnamon Fruit N Grain
55650 Propel Sports Drink
55694 VitaCoco Sparkling Water
55695 VitaCoco Sparkling Water
55696 Steaz Cactus Water
56004 Cleansing Facial Wipes
86004 Shampoo and Bodywash
55670 Extra Chewy Mints
80907 Peanut Butter
Agency Relations Conference 2018
Thank you to everyone who was able to attend the Agency Relations Conference this year. We received a lot of positive feedback from all of you.
We started the day learning about Care and Share's strategic plan and the impact we made in our fiscal year 2018. Paul provided a refresher course on Agency Express. Agencies could choose between Funding - Creating the Perfect Pitch, Cooking Matters Healthy Pantry Toolkit, and a Round Table Discussion with Operations and Food Sourcing in the morning breakout session. We had guests from 2-1-1 Resources present during our lunch. Agencies could choose between Recruiting and Placing Volunteers, Food Safety Best Practices, and Round Table Discussion with Programs and Agency Relations in the afternoon break-out sessions. We had a representative from Psychology 1st Aid in the afternoon. Throughout the conference, we were able to give out 10 door prizes.
If you were unable to attend the conference this year, no worries. If you did attend the conference, but were unable to attend a break-out session, no worries. We have update the Agency Conference 2018 link on our website with all of the fliers and presentations from the conference.
We hope to see you next year!
U.S. Fair Packaging and Labeling Act
The U.S. Fair Packaging and Labeling Act prohibits the distribution of any food item (except fresh fruit and vegetables) without a label.
Labels shall contain:
Common name of the product
Name and address of manufacturer, packer or distributor
Quantity of the contents
Common name of each ingredient
Products with labels are acceptable when name of product, manufacturer, ingredients and quantity are legible.
If ingredients are missing, you must dispose of product.
Many people are on restricted or specialized diets. Some people are allergic to individual foods. The ingredients list helps avoid products that may cause allergic reactions.
I would like to introduce one of our valued volunteers, Deb. Deb has been volunteering with Care and Share Food Bank for a long time. Among the many tasks Deb completes, is the compilation of the data for the clients served reports. She has been processing the clients served reports for almost a year and is eager to take the next step. Deb will be sending correspondence to agencies for a variety of reasons. Her email address is Deb@careandshare.org. She will be sending email reminders to agencies who have not reported for the month. She will also be following up with agencies when the numbers they report are unusual for any reason. We are grateful to have Deb to help us with this. If you miss the deadline for your clients served reports, you will still need to send the reports to Tabi@careandshare.org.
We create a monthly Thrifty Pickle for our agencies to highlight items on the shopping list. The first page of the Thrifty Pickle displays core items to supplement nutritious food you may not receive through food donations. The first page always displays a soup, pasta, peanut butter, a fruit, a vegetable, and macaroni and cheese. The second page of the Thrifty Pickle is where we feature bonus items or special buys. If we reduce prices on items, we would notify partner agencies on the second page of the Thrifty Pickle. For questions about the Thrifty Pickle, please email email@example.com.
- If the seal is pierced
- There is visual evidence of product contamination
- Glass jars with dents on the lids
- Jars with a raised center that may not spring back right after being depressed
- Severely damaged cans when the crease is folded onto itself
- Cans with dents deeper than a thumb nail or with sharp corners
- Cans if the dent is so deep it deforms the end of the can causing it to wobble
- Cans where rust remains after wiping
- Cans with the crease or dent is over a can seam
- Swollen cans
Acceptable to Keep:
- If the seal is slightly damaged but shows no evidence of tampering
- Cans with a flat dent on a seam no more than 1/4 inch (unless the dent is tipped inward)
- Pull-top can lids with dents can only be kept if the contents are dried foods with no leakage
- If the band is broken and the pop-up seal is intact
- Care and Share Food Bank recommends that unsafe items be disposed of in a lockable dumpster. If this is not available, open and pour out products or place in a black trash bag to ensure food is not available for consumption.
The Agency Portal on the Care and Share website is full of information and resources for our partner agencies. We are continually working to improve the website to provide more information. Currently, you can find Agency Express training, all food recalls, and food safety information. Our Development team updates information they find about funding opportunities. You can see the current Thrifty Pickle and review the topics covered in the Agency Relations Newsletters. Fliers we create to help our families find food are also available. You can find the sign-in sheets and reporting forms. Almost anything you will need can be found on the Agency Portal. We want to provide you with all of the support and service you need. For questions about the Agency Portal, please email firstname.lastname@example.org.
Transporting Cold Foods
Transporting cold foods safely during the summer months is important to reduce food waste and contamination that could lead to food borne illness. If you do not have a refrigerated vehicle, make sure to transport the cold foods in a cooler or covered with freezer blankets, keep drive times to 30 minutes or less, and check the food temperatures when you arrive at your pantry.
Care and Share purchases freezer blankets through Samco FreezerWear to help keep cold food safe. As a partner agency, you can receive special pricing through Feeding America if you purchase a freezer blanket through Samco. When calling to place an order, confirm that you are a Care and Share partner agency, and the pricing will be adjusted for you.
Sometimes the food you receive from Care and Share may have an expired date on the packaging - but that doesn't mean it needs to be discarded. Product dating isn't required by federal regulations. Baby food, baby formula, mayonnaise, and yeast cannot go past the expiration date. Care and Share has created a reference sheet for determining how long to keep general categories of products past their expiration dates. If these lists are posted on pantry shelves or near client sign-in sheets, volunteers and clients can easily decide whether an expired food is still safe to distribute or eat.
New Pest Control Log
Care and Share requires each agency to maintain a formalized pest control program in each facility. Agencies can either have a pest control company who provides services regularly or they can fill out a pest control log. Upon review of the pest control logs we were providing, we decided to make some changes to ensure the form is more user friendly. The new pest control log can be found on the Agency Portal.
Feeding America Needs Your Help
Congress is working on reauthorizing the Farm Bill this year, and we are concerned that the federal nutrition programs are at risk. The House Agriculture Committee is poised to release a Farm Bill draft in the next few weeks, and rumors are that the bill will propose deep cuts to the Supplemental Nutrition Assistance Program (SNAP). SNAP is an effective first line of defense against hunger for millions of Americans. The program has been shown to improve food security and contribute to better health outcomes for participants. SNAP also provides the equivalent of 12 meals for every 1 meal distributed by the Feeding America network. Significant cuts to the program would hurt people who are already struggling to make ends meet and put overwhelming pressure on our network and partners. Now is the time to make our voice heard in support of the programs like SNAP that are essential building blocks to a better life for people facing hunger.
Please help us get to our goal by signing on the Farm Bill Letter by our deadline of Monday, April 9, so when we share this letter with Members of Congress, they know that we’re standing together in opposition to harmful cuts that would increase hunger in communities all across the country
In the event of an emergency, such as a wildfire, you can turn to Care and Share for assistance. We're here to help you if a crisis causes an increased need for client resources and emergency food.
Recently, the Carson Midway fire evacuated over 250 families and destroyed 3,300 acres. Care and Share provided a Mobile Food Pantry to the community affected by the Carson Midway Fire.
Calibrating Infrared Thermometers
Do you use a an infrared thermometer to take temperatures of your cold food and cooling units? To ensure it's working properly, you need to calibrate your thermometer monthly. Calibrating just means you need to test your thermometer's accuracy against a verifiable standard. An ice bath is the most common test recommended by the USDA, and what we use at Care and Share. To test your infrared thermometer using an ice bath:
1. Fill a large glass or jug with ice.
2. Add enough water to fill 1/2" below the ice level (Ice should be at the bottom of the container, not floating. Pour off excess water if needed.)
3. Stir the ice and water and leave to sit for 1-2 minutes.
4. Point the laser into the ice mixture to take the temperature. It should read 32°F.
For additional information on infrared thermometers, please visit the Agency Portal.
When it comes to making sure the food you distribute to clients is safe and the best quality, one of the most important things to remember is keeping your cold storage at the correct temperatures. Refrigerators should be kept between 32º to 40ºF, and freezers must be at a temperature between -10º to 0ºF. One thermometer must be kept in each unit to monitor the temperature. To ensure your freezers and refrigerators are at the correct temperatures, Care and Share requires our partners to keep temperature logs and record the temperature of each of your cold storage units weekly. These logs must be kept on file for at least three years to verify correct food temperatures in case of recalls or food borne illness outbreaks.
New Monthly Recipe
From time to time, Care and Share may have products that are new or unfamiliar to you and the people you serve. We know that it is difficult sometimes to try new things. To encourage partners and clients to try or take more products that may be new and unfamiliar, we are posting delicious monthly recipes from the Cooking Matters Team at Care and Share. The Cooking Matters Team focuses on nutrition education, so the recipes will be very nutritious for our clients. For this month, our recipe is Mashed Potatoes and Broccoli because we have an abundant amount of potatoes.
Care and Share's website includes a locator that allows clients to search for food resources available in their area. Please visit the food locator webpage, type in the address of your pantry, and verify the address, hours, service area, and contact information for your site is correct. If you find any errors, please contact Paul Boyd, email@example.com or Tabi Rackley, firstname.lastname@example.org to update your agency's information.
Shopper Etiquette and Guidelines
1. Sign in and out of the Distribution Center.
Please sign in as soon as you enter the distribution center. Please make sure to sign out prior to leaving the distribution center so we have an idea of who is still in the building.
2. Please remember to bring your badge.
The badges are intended to identify who you are and what role you have at your agency. It is important to make sure you have the correct badge to help the volunteers identify who has been trained on safety on the shopping floor. If you forget your badge, the volunteers will assist you in getting a temporary badge while signing in. Please make sure to turn in all temporary badges when you sign out.
3. Please be on time.
We know that life and schedules can be challenging sometimes. We realize that some days you may be late or may not be able to make your appointment. If this is the case, please call Steve, Tabi, or Stasia.
4. Communicate with your shoppers.
If you are placing an order for your shoppers, please provide them a copy of their appointment information so that they can arrive at the specified time and have an idea of what they are picking up.
5. Helpers are helpers, not additional shoppers.
Helpers are only allowed to move the product and help load it. Please remember this is for everyone’s safety and to ensure we are running the shopping area in the most efficient way possible. Thanks for helping us in this way by having shoppers shop and helpers help.
6. Let’s all get along.
Lately we’ve had a few instances of shoppers not working well with other shoppers or our Care and Share volunteers. We know that the work you do can be stressful. We are here to support you! Let’s do our best to treat one another how we would like to be treated.
7. Take less. Give more. Share.
Please remember the amount of food we have to offer is limited, and that every agency needs this food. We try very hard to provide variety and enough food for everyone, but supplies are not unlimited. If one agency takes more than their fair share, someone will go hungry somewhere else. No one wants that to happen so please, please share with your other partner agencies.
8. Tell us what you think.
We want to hear from you. If you have a concern or question while shopping, please let us know. Most issues are best handled at the time they come up . Please provide feedback to Scott, Steve, Tabi, or Stasia.
9. Order-only pickups
If you are picking up an order and not intending to shop, you can go immediately to the volunteers and let them plan for the pickup. Thanks for being patient while our staff finish up with other agencies who may have been ahead in line.
10. Let’s Recycle
You are welcome to bring your cardboard boxes back to Care and Share. We will recycle them for you! Soft plastics too. It’s helpful for us if you breakdown your boxes and have the banana boxes with lids and bottoms.
11. Please make sure the refrigerator door is closed.
The refrigerator door is very heavy and sometimes it does not get shut all the way. If you are having any issues shutting the refrigerator door, feel free to ask a volunteer or staff person to help you close the door.
When scheduling an appointment to pick up an order from the Pueblo or Colorado Springs distribution centers, 3:00 p.m. is the time to remember! All orders placed before 3 p.m. will be available two business days after the order is placed, excluding holidays. For example, if you place an order before 3:00 p.m. on a Tuesday, the earliest pick-up date you can select is Thursday to pick up your order. If an order is placed after 3:00 p.m. on a Tuesday, the next available pick-up date you can select is Friday. Agencies that receive deliveries should place orders no later that 3:00 p.m. 7 business days before the delivery date, excluding holidays. Open Shopping hours without an appointment are on Friday mornings between 10:00 a.m. and noon, but all shopping must be completed by noon.
If you haven't fully submitted your order, it has not been received for processing at Care and Share. Any items you have added to your cart have not been reserved. You will receive a warning message when you leave Agency Express after an hour. We will also follow up with you the following day. To ensure your cart is submitted, you can click Order Options, then Order Management links on Agency Express and verify that the order status says "Acknowledged".
New Design for Newsletter
In 2018, Care and Share will continue to update the Agency Portal to provide the best resources and information to our partner agencies. The Agency Relations team will add valuable information from the monthly Agency Relations Newsletters into the Newsletter link option on the Agency Portal of the Care and Share website. Currently, the Agency Portal has several resources available, but agencies may be unaware of this convenience. You can access the training needed to report clients served and ordering on Agency Express. This resource has safety information, shopping floor closures, commonly used forms, the current Thrifty Pickle, food recalls, grant opportunities, and a new bulletin board.
As a partner agency, you are among a specialized group who can access Care and Share food to feed our neighbors in need. You may not share or transfer Care and Share food to any organization who is not a Care and Share partner. You have been trained to handle food safely, but other organizations may not have this training. We want to assure our donors that food is safely being delivered to the needy, so we can continue to serve our communities through their generosity!
Shopping List Item Descriptions
Item descriptions on the Agency Express Shopping List have a new look to help you find products more easily! Items are now grouped by category and will appear together if you sort items by category. You’ll find more detail in the descriptions including the brand names of products.
SNAP Outreach Ideas
SNAP benefits allow families to purchase more nutritious foods, like whole grains, low-fat and fat-free milk products, fruits, and vegetables. With SNAP, low-income families and individuals are better able to access healthy food, right in the communities where they live, work and play.
Here are some ways you can help get the word out:
- Partner with your local SNAP office and discuss outreach opportunities you can assist with, such as helping clients fill out applications. Contact Kelly at Care and Share Food Bank 719-434-5723 or email@example.com.
- Staff a SNAP information table to give out information and pre-screen for SNAP eligibility during a food distribution. Use the pre-screening tool available at http://www.snap-step1.usda.gov/fns/
- Host a food tasting, cooking demonstration, or health fair with healthy, easy to prepare recipes. Give out recipe cards that contain nutrition information and the national (1-800-221-5689) or local SNAP toll free number.
- Include SNAP information with every bag of groceries you distribute.
- Order free USDA SNAP outreach materials at fns.usda.gov/snap/outreach.
- Educate all staff about SNAP and how clients can get more information about applying for benefits. Have a train the trainer SNAP event! Contact Kelly at firstname.lastname@example.org for more information.
- Encourage local elected officials to speak about the positive economic impacts of SNAP benefits for community residents and the local economy. For example, every $1 of federal SNAP benefits coming into the economy generates $5 in local economic activity.
- Encourage local food retailers to be active partners by printing the national or local SNAP toll free number on grocery bags, receipts, and in weekly circulars and bulletins.
- Put SNAP information in all bulletins, newsletters, or other items given or mailed to the community. Order free materials from coloradopeak.gov.