Covid-19 Mobile Food Distribution 

Updated 3.30.20 

SITE HOST HANDBOOK

EXAMPLE: ELEVATION CHURCH SITE

Thank you for being willing to partner with Second Harvest Food Bank, The Ministers Conference of Winston-Salem & Vicinity (MCWSV), Love Out Loud (LOL) and many, many others as we all work collectively to provide essential nutritional resources to surrounding communities through a network of organizations and the faith community. 

 

Site:  ***

Location: ***

Host: Emily Angell | xxx.xxx.xxxx | xxxxxx@xxxxxxxx.com

 

Distribution Time: Monday – Friday, 02:00 – 03:30 PM : Beginning Monday, March 23, 2020

Setup will begin at 1:30 pm | Volunteer Shift 1:30 - 4:00 PM

 

Partnership Expectations:

  • Have a SITE HOST designated and on-site for each shift.
  • Have SITE SUPPLIES available for each shift
  • Manage Volunteers on site
    • Volunteer List Provided by: Emily Angell, Elevation Church | xxx.xxx.xxxx | xxxxxxx@xxxxx.com
  • Communicating Any Changes with Core Team Contact: Desirae Starnes | xxx.xxx.xxxx | dstarnes@loveoutloudws.com

 

Site Supplies:

  • 4 - 6, 6ft tables for food distribution
  • Tent/Covering (in case of inclement weather)
  • Chalk, tape and/or cones (to mark “social distancing guidelines”)
  • Hand Sanitizer for Volunteers
  • Gloves for Volunteers
  • Disinfectant Spray & Cloths or Wipes for Tables
  • Small First Aid Kit

If available:

  • Cones for traffic direction
  • Face Masks for volunteers

Overall Logistics:

Prior to the event you should perform a walk through of the site and all areas you where you will be working. Understanding that each site is unique, consider the following during the walk through:

  1. Determine the flow of traffic entering and exiting the parking lot. If cars arrive early, will they be blocking any parked cars? Will the drive-thru line spill over onto ongoing traffic? The flow of traffic should keep all cars on the right side of the road. Consider posting a volunteer at the street entrance to welcome and direct guests.
  2. Determine the placement of the Second Harvest Food Bank truck. Meals will be distributed from the truck to the staging areas, so it should not be far from those. Make sure volunteers do not have to cross traffic when moving meals.
  3. Secure TWO AREAS for staging meals: “Drive Up” Distribution and “Walk Up” Distribution

DRIVE UP:

  1. This area should be curbside and within a few short steps of where the vehicle will be parked. You may also want to consider cover; a tent canopy may be helpful.
  2. If available, utilize the use of cones to help with traffic and/or drive-thru line formation.
  3. If available, provide signage leading towards mobile distribution area (A-Frames or Yard Signs)
    1. Provide drivers with instructions: “Stop Here & Pop Trunk”

 

WALK UP:

  1. Create social distancing indicators (using tape, cones, or chalk) where walk-up guests can stand 6 ft away from the distribution area and each other.
  2. This area should be located where individuals will not cross or be in the way of vehicle traffic flow
  3. Determine an indoor area where supplies will be stored. (NO MEALS WILL BE STORED AFTER DISTRIBUTION)

NOTE: STAY AT HOME ORDER 

We are in close contact with the Mayor’s office as well as our local COVID-19 response task force. An initial conversation last evening affirmed that we should continue to do this important work as it is covered under Section 3.I.D: “LEAVING THE HOME FOR ESSENTIAL ACTIVITIES IS PERMITTED. For purposes of this Amended Declaration, individuals may leave their residence only to perform any of the following Essential Activities:”….Item 5: “To take care of others. To care for a family member, friend, or pet in another household, and to transport family members, friends, or pets as allowed by this Amended Declaration.” The Task Force has in front of them both the map of our sites as well as the health guidelines in place for their review. Our current understanding is that volunteers (if asked) will be able to simply state that they are volunteering on this effort, but we are in conversations as to whether (at this time) some kind of documentation would be needed.

 

Daily Checklist

(include as a separate document for daily use)

STAGING:

  • Volunteers should wash hands or use hand sanitizer upon arrival
  • Remove supplies (tables, cleaning supplies, etc) from storage location
  • Tables should be set up in two distribution locations “WALK UP” & “DRIVE UP” as laid out in logistic plan
  • Tables should be wiped down with disinfectant spray and a clean towel or wipes before any food is staged
  • Volunteers should sanitize hands after setting up staging area

TEAM PREPARATION:

  • Huddle with the host and all volunteers.
    • Leader to explain vision and logistics for the day.
    • Go over health and safety guidelines with new volunteers.
    • Go over the site map together.
    • Determine roles for each volunteer:
      • Parking/Traffic Control - 1-2 people (Makes sure cars are following flow of traffic)
      • Staging - 2 people (Unloads and stages meals from truck onto tables. Works with food bank rep to tally the number of meals.)
      • Delivery/ “Runner” - 2 people (Communicates with staging volunteers the number of meals at each car.)
    • While physical contact has been removed from our expression of love and care, eye contact and verbal affirmation are still powerful tools...use them profusely!
    • Ask for questions.

DELIVERY/ARRIVAL OF FOOD:

  • Upon arrival of Second Harvest NWNC Food Vehicle:
    • Second Harvest Employee will take food temperature then direct volunteers to remove food from truck and move to staging area
    • Food packages should not be tampered with or opened
      • Food that looks to be tampered with or open should be discarded
    • Site Host or Volunteer will be assigned to tally all meals distributed each day and turn in to Core Team Contact: Desirae Starnes | xxx.xxx.xxxx | dstarnes@loveoutloudws.com

DISTRIBUTION

  • During Distribution:
    • Gloves should be worn by volunteers distributing food
      • Gloves should be removed and changed when an individual uses the restroom, washes hands, or if gloves become torn or soiled
    • Volunteers should distribute ONE meal per child under 18 in the household. (no ID or paperwork necessary, children DO NOT need to be present)
    • Volunteers should maintain social distancing as much as possible
    • Meals can be placed in the backseat or trunk of the community member’s car or handed to them directly.
    • Volunteers should remain courteous and kind toward other volunteers and community members.
      • Greet Guest/Community Members and ask how many meals they would like
      • Use words like “please” and “thank you;” make individuals feel appreciated.
      • Share a sincere smile and make eye contact with guests.
      • Allow your interactions to be short, but personable.

 

IF YOU HAVE ADDITIONAL MEALS AFTER DISTRIBUTION: 

Please text Liz #336-618-0149 or Chuck #336.416.2067) 

Meals MUST be distributed within 4-hours of drop off at site (distributed = out of our hands; this can include handing off to a community partner and distributed or refrigerated for a later distribution they host.) 

  • Talk to the site host – the church pastor or site director may have distribution points or families they would like to distribute to.


  • Talk to the volunteers – about their community or families they know that may be quarantined that they are able to make a drop off.* (see DROP OFF PROCEDURE) 


  • We have curated a list of community partners that are willing to take additional meals. 

o    Winston Lake YMCA has a partnership with theRolling Hills Community that has kids that are typically fed by YMCA programs that are not currently happening. We’re hoping to get them extra meals at the end of each day to help fill this gap.

o    FaithHealthNC supports individuals dealing with health crisis in the community. They are helping distribute leftover meals to individuals that are quarantined and unable to go out to receive food for themselves or family members.

o    First preference should go to organizations that serve children. If the above organizations are at capacity for received meals or are not available. Or an organization that serves children is not able to receive meals, they may be distributed to other supporting organizations.

  • If a Second Harvest representative is still on site, they may choose to take un-opened boxes of meals to the following distribution site. They cannot take boxes of meals once they’ve been opened.


  • Leftover meals that are not distributed within the 4-hours must be discarded. (we don’t want this to happen with any!)

*DROP OFF PROCEDURE 

 If they are leftover meals at a site that you or a volunteer would like to drop off to a community member that is quarantined or home-bound, please follow this procedure:

  1. Pre-Bag Meals / Separate meals before leaving the distribution site.
  • Make sure you bring gloves and hand sanitizer for yourself
  1. Contact the individual to ensure what time they are able to receive meals
  2. When you arrive at the location and park, sanitize your hands and put on gloves.
  3. Obtain meals from your vehicle and walk them up to the doorstep, set meals on doorstep, porch, or hang on the handle.
  4. Knock on the door, ring the doorbell, or go back to your car to call an individual.
  • If you are waiting at the door from them to answer, ensure you are standing at least 6ft away from the door.
  1. When you return to your car, remove gloves and dispose of them and sanitize hands before entering your vehicle.
  • If you need to call individuals to let them know their meals have arrived, do so after your hands have been sanitized.


IF YOU RUN OUT OF MEALS DURING DISTRIBUTION:

  • Apologize to community members
  • If your distribution time is 2:00 - 3:00 pm or 3:30 - 4:30 pm ; tell community members about remaining sites they would be able to receive meals.
  • If your distribution time is 5:00 - 6:00 pm ; call other current sites to see if meals can be set aside if a community member is able to come pick them up from that location.

 

TEAR-DOWN:

  • Huddle with the host and all volunteers.
    • Thank your volunteers for serving.
    • Prayer over the families served and the community
  • Wipe down all tables and surfaces with disinfectant before putting away
  • Sanitize or wash hands after putting away supplies
  • Send Tally Sheet as well as number of additional meals or individuals turned away to core team leader at the end of each distribution
    • If any supplies are getting low or equipment is broken, please notify the site host and core team leader as soon as possible to set up the next team for success.

Site Map & Flow:

[add map of site with flow of traffic, key stations and other information to orient volunteers ahead of time and map out the plan.]

 

Volunteer Sign Up Hosted BY: ELEVATION CHURCH

At: [add volunteer sign-up link]

 

Event Description for Volunteer Sign-up Website:

Partner with The Ministers Conference of Winston-Salem and Vicinity, Love Out Loud, and Second Harvest Food Bank to help distribute "Grab & Go" meals to our communities through nine local churches beginning Monday, March 23.

Volunteers will help with the setup and traffic flow for a drive-through distribution/low touch. Volunteers must be 16-60, wear closed-toe shoes, and bring their own water. Parking is available on-site.

Due to current concerns surrounding the coronavirus (COVID-19), we are encouraging anyone who feels sick, is elderly, or may have a preexisting condition to not participate in this event. We value your individual health greatly. See Volunteer Guidelines Here (volunteer.loveoutloudws.com/covid/volunteer)

 

Sample Reminder Email to be Sent 1 day out from volunteer shift:

When you arrive, please report directly to the organization staff/lead volunteer. They will point you in the right direction for setup. You and your team will help support the distribution of ‘to-go’ meals. Cars will pull up to the designated area and you will put them in their trunk. This will feel like a curbside pickup.

Due to current concerns surrounding the coronavirus (COVID-19), we are encouraging anyone who feels sick, is elderly, or may have a preexisting condition to not participate in this event. We value your individual health greatly. View Volunteer Guidelines at: volunteer.loveoutloudws.com/covid/volunteer

If you have any questions, please call xxx.xxx.xxxx.