Transcript Feeding Powerpoint 6-5-15 - American Red Cross Mid

MASS CARE
Sheltering
Bulk Distribution
Feeding
Safe and Well Linking
June 3-6 2015
American Red Cross Mission
The American Red Cross prevents and
alleviates human suffering in the face
of emergencies by mobilizing the
power of volunteers and the
generosity of donors.
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LET’S TALK
FEEDING
PLAN
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WHAT IS FEEDING?
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Giving food or nourishment
Feeding is when the Red Cross provides
food, drinks and snacks to those affected
by and responding to disaster events
ranging from single family home incidents to
larger events
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WHO DO WE FEED?
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Feeding is offered to all who need it during
a disaster event whether they are clients,
first responders, or others who are
assisting in the relief effort including
partners, utility workers, and other relief
agencies
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HOW DO WE DISTRIBUTE FOOD?
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Canteening serves first responders
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Mobile Feeding uses emergency response
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Fixed Feeding takes place at designated
assisting with disaster response efforts,
shelter residents and others who need
hydration and food
vehicles (ERVs) and other vehicles to
distribute prepared food to clients in their
neighborhoods
locations in and near the affected area
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WHERE DO WE GET THE FOOD?
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Prepared in a shelter with assistance of the facilities
food service staff
Local vendors/caterers
Red Cross Mobile or Fixed kitchens
Partner Agencies
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Prisons
Meals on Wheels/Food Banks
Soup kitchens
Non-profit Organizations
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HOW DO WE DETERMINE OUR BEST
OPTION(S)
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History-what have we done in the past
What are our needs now-demographics,
special dietary and cultural needs
*Feeding Matrix for Disaster Response
–Developed for guidance in decisionmaking
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MATRIX PARAMETERS
Start-up Time: the measure of how quickly this option can usually be
executed, from decision to delivery of the first meal to clients;
• Event Duration: the anticipated duration of the Mass Care disaster
response (how long will Red Cross need to feed);
• Cost: the approximate cost per meal (prices may vary geographically);
• Meal Requirements: the estimate of the number of meals needed per
meal serving period (i.e. breakfast, lunch, dinner, etc.);
• Pros, Cons and Comments: the other information for consideration for
each option;
• Procurement Method: the recommended method for acquiring meals;
• Staffing: the estimated number of staff required for implementing this
meal option;
• Resource Requirements: the statement of resources needed to support
this meal option.
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TASK
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You have 8,000 people to feed in the community:
What do you need to know?
How/Where do you get the information?
Determine:
Best option(s) for feeding
Best method of distribution
Who do you need to work with to accomplish your task?
How long will it take to set your plan in motion?
What tools have you used to develop your plan to feed
the clients?
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LOCAL VENDOR/CATERERS
CHAPTER CONTRACTING PROCESS
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*Chapter Catering Non-Binding Letter
*Chapter Catering Quotation Template
*Restaurant Capability Survey Template
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Chapter Contract Prohibition: Memorandums of
Understanding (MOUs), Statements of Understanding
(SOUs) and any type of written “Agreement” are
considered “Contracts” as defined in the American Red
Cross Procurement and Contracting Policy (Procedure
ID #1011, August 15, 2014, section 4). For all
contracts, comply with this policy and ensure these
contracts are executed by someone within Supply
Chain Management. Unlike MOUs and SOUs, the
quotation templates, non-binding letter and survey
do not contain Red Cross commitments,
obligations or signatures, and can therefore be
used without going through the contracting
process.
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*Memorandum of Understanding
between
The American National Red Cross
and
The Southern Baptist Disaster
Relief of
The North American Mission Board
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The purpose of the Memorandum of
Understanding (MOU) is to document the
relationship between the American
National Red Cross (Red Cross) and the
Southern Baptist Disaster Relief (SBDR)
of The North American Mission Board
(NAMB). This MOU provides a broad
framework for cooperation between the
two organizations in providing feeding
services. Both the Red Cross and NAMB
are a “Party” under this MOU.
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*Southern Baptist Activation &
Food Procurement
Standards and Procedures
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The purpose of this Standards & Procedures
document is to detail the process of activating
feeding services with the Southern Baptist Disaster
Relief (SBDR). Depending on the scope and scale of
the disaster, feeding services may consist of
activation of a SBDR Feeding Unit (mobile) or use of
a SBDR church kitchen (fixed). This document serves
to give detailed instructions and considerations that
must be followed as the disaster response
partnership is activated and food procurement is
managed, both during the activation process and
during the on-going response to a disaster.
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STANDARDS AND PROCEDURES CONTINUED
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This Standards & Procedures document is specific
to Red Cross supported feeding activities. It should
not restrict collaboration on smaller feeding activities
that are self-supported by the SBDR.
This document serves as a detailed companion
document to the Memorandum of Understanding
between the SBDR and the Red Cross.
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PARTNERSHIP
American Red Cross & Southern Baptist Disaster
Relief
Standards & Procedures Overview
*INITIAL MASS CARE FEEDING PLAN
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Developed to be used with the
Standards and Procedures
Used by regions for Southern
Baptist Activation
Complete and send to the Divisional
Disaster Director
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QUESTIONS?
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HOW TO SET UP AND OPERATE A
KITCHEN SITE
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Contents
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Getting Started
Types of Kitchen Sites
Kitchen Site Selection
Set-Up and Preparation of
Kitchen Site
Sample Kitchen Site Plan
Kitchen Site Personnel
Staffing and Assignment
Descriptions
Daily Operations Issues
Feeding Forms
Food Safety, Inventory and
Menu Planning
 Mobile Feeding Operations
 Kitchen Site Close Down
 Closing the Operation
 Appendix A Initial Sample Snack
Order
 Appendix B Serving Portion Sizes
 Appendix C Sample Menus
 Appendix D Kitchen Site Action
Steps Checklist
 Appendix E Southern Baptist
SOU/SOP Abstract
 Appendix F Cambro Liner SOP
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*KITCHEN YARD EQUIPMENT
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Wall tent for outdoor operations and crew assembly (20x40) (with sides depending on weather)
Wall tent for smoking area
Folding tables (20) and Folding chairs (60)
Butane Heater w/blower and propane tank for tent
Extra food cambros (100)
Steps for each access door to all storage trailers
Keyed alike locks for all storage trailer doors (10)
Wood pallets (50) to begin
Fork lift-(1) if site hard surfaced, (2) if site not hard surfaced.
Pallet jacks (1) if site not hard surfaced, (3) if hard surfaced
Hand trucks-dollies, vertical (2), horizontal (2)
Yard bags (400) 40-50 gal. heavy duty 1.3 mil or better
Chain and lock 25 ft. to secure power washer and/or pull pallets, Tow strap, 30 ft. to pull pallets
Shrink wrap
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Insect repellent and Sunscreen
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Refrigerator thermometers for reefer
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Spare refrigeration unit for thawing or food storage
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Kitchen Yard Equipment
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Continued
Cambro wash area equipment
Weather proof tent/canopy (10x15)
Steam cleaner
Pressure washer
Hand pump sprayer
Five gal. buckets (8),includes (4) for tempering
Water hose -50 ft.
Water hose splitter
Hose nozzle
Long handle scrub brushes (2)
Short handle scrub brushes (2)
Kitchen scrub pads (1case)
Clorox (1case)
Liquid detergent (1case)
Box fan
Mops and brooms
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How do we procure needed equipment?
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Assess needs by location
Complete 6409 and submit to logistics
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Determine local resources
Found locally—YEAH!
Not found locally- next steps
Working with External Relations connect with
local, state or federal government to meet the
needs
Inventory, sign, document the when and where,
track and release when operation closes
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TASK
o
You have 186,000 clients to feed in shelters:
What do you need to know?
Where do you get the information?
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Determine:
Best option(s) for feeding
List 5 major kitchen equipment items needed
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Who do you need to work with to accomplish your task?
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What tools have you used to develop your plan to
feed the clients?
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FACILITY AGREEMENTS, KITCHEN
YARD EQUIPMENT, KITCHEN
SUPPORT TRAILER,
COMPLETING A 6409
PROCUREMENT AND SUPPLY
LOGISTICS PRESENTER
PATRICK BOS
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FORMS AND REPORTS
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MEALS PREPARED, *SERVED,
WASTED
*INVENTORY
*5266 DATA COLLECTION TOOL
*CONFERENCE CALLS
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MEALS PREPARED, SERVED, WASTED
Meals prepared will be reported daily. This information
will be used to determine what % of meals are not
being used. It will also help determine when a
community is recovering and a kitchen site may be
closed
Meals/Snacks served are reported on the *Mass Care
Mobile Feeding Unit Daily Activity Report, by
County/Parrish
HOW DO WE COUNT MEALS? SNACKS?
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*INVENTORY/INVENTORY CONTROL
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The importance of inventory accuracy and tight
controls has been a key factor in the operation of
feeding units. Proper meal planning and supply
orders are heavily dependent on this process in
order to maximize efficient utilization and cost
control
Controls are maintained by restricting only
authorized yard crew members to add or remove
items from storage
Reporting by unit measure is very important to this
process due to variation of packaging quantities of
the same items
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*5266 DATA COLLECTION TOOL
The Data Collection Tool is a working
document that can be used throughout
the day to collect information for the
Form 5266. This document is intended
for ALL size operations from Level 1 to
7. This tool is intended to make data
collection for the Form 5266 easier,
not meant to create additional or
duplicate work.
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*CONFERENCE CALLS
Mid-Atlantic Division
Region / Division Conference Call Format
Conference Call Instructions
Roll Call
Opening comments and brief overall situation briefing
Agenda: Initial conference call regions/DRO leadership
Current/Planned Actions-focus on five initial actions
Sheltering, Feeding, Government and nonGovernment Partners, Public Affairs and Fundraising
Closing Comments/Questions
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*CONFERENCE CALLS
Mid-Atlantic Division
Region / Division Conference Call Format
Conference Call Instructions
Roll Call
Opening comments and brief overall situation briefing
Agenda: On-going conference calls- Regions/DRO
leadership
Information & Planning, Operations, Logistics, External
Relations, Finance & Administration
Closing Comments/Questions
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Possible District TO
District One
Feeding
Manager
Kitchen
Support Area
One
Kitchen site
managers
Kitchen
Support Area
Two
Kitchen site
managers
Kitchen
Support Area
Three
Kitchen site
managers
Kitchen
Support Area
Four
Kitchen site
managers
Possible Division Level TO
District One
Director
District One
Mass Care
Lead
District One
Feeding
Manager
Division AD of
Operations
District Two
Director
District Two
Mass Care
Lead
District Two
Feeding
Manager
Mass Care
Generalist
Manager
District Three
Director
District Three
Mass Care
Lead
District Three
Feeding
Manager
Feeding
Manager
CLOSING THE OPERATION
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What triggers the closing of a kitchen site?
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Clients are back in their homes
Clients are returning to work
Stores are open
Recovery is underway
What’s to eat?????????????
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Return of Equipment/Food Product
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Determine with Logistics if the product will be
returned, sent to another kitchen or donated to a
non-profit partner
Assure all food product is inventoried, palletized and
shrink wrapped
Provide copy of inventory to Logistics
IT MAY BE NECESSARY TO VISIT KITCHEN SITE
TO ASSIST WITH CLOSING PROCESS
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Return of Equipment/Food Product
Coordinate with Logistics the process for return of
kitchen site equipment
Assure facility is ready for inspection
Coordinate with Logistics the final inspection process
Assure all paperwork is returned to the Feeding
Manager
Complete Workers’ Performance Evaluations
RELEASE STAFF-DO NOT RELEASE STAFF UNTIL
KITCHEN SITE HAS BEEN RETURNED TO OWNER
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QUESTIONS?
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CONTACT INFORMATION:
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
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THANK YOU
FOR
ATTENDING
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