Monitoring Visits

Representatives of the Akron-Canton Regional Foodbank will conduct at least one monitoring visit each year on all member agencies. These monitoring visits are required to remain an active member agency of the network. These monitoring visits, also known as site inspections, entail reviewing the building’s interior and exterior, inspecting refrigeration units, reviewing your agency’s receiving, inventory and distribution process and the accompanying record keeping.

We understand your time is valuable-however, we do expect you to designate one hour of undivided attention for your inspection at a mutually convenient time. It is very important that your main contact and/or program director be present during these inspections. Normal monitoring visits include basic information collection to ensure the most current data is being kept on your agency. Please have your USDA/TEFAP Forms completed by clients ready for review, temperature logs, copies of your monthly reports and any other pertinent materials ready for the inspections.

PLEASE REMEMBER:  All USDA/TEFAP forms completed by clients must be kept for a minimum of 3 years and are subject to review by representatives of the Foodbank, food donors and appropriate government agencies.

EFFECTIVE JULY 1, 2011 - During your annual monitoring visit, your agency will need to sign a current Membership & Liability Agreement and, if eligible for USDA and Ohio Commodities, a current USDA & Ohio Commodities Agreement.

After your inspection is complete, you will be asked to sign the Member Agency Monitoring Form. Copies of all the completed paperwork can be made at your facility or copies will be mailed to you at a later date.

If your agency does not pass the site inspection, you will be informed of what problems must be corrected within 90 days. At the end of the 90 days, a Foodbank representative will revisit your agency to confirm that the problems have been corrected. If the situation is unchanged, your agency may be placed on suspension.  

The Akron-Canton Regional Foodbank also reserves the right to inspect any agency at any time if there is justifiable evidence of policy violations or misconduct. Policy violations and misconduct include, but are not limited to, unfair discrimination, improper handling and storage of food, selling, exchanging or using for personal gain any product provided by the Foodbank.

Membership & Liability Agreement
USDA & Ohio Commodities Agreement

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