Monitoring Visits

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

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 the main contact and/or program director be present during these inspections. Normal monitoring visits include basic information collection to ensure the most accurate data is being kept on your agency. The following documentation is to be kept for five years and must be present for review at the annual site inspection: USDA/TEFAP Forms (Food Pantries only), temperature logs, pest control logs, copies of your monthly reports, and invoices.

PLEASE REMEMBER: All forms must be kept for a minimum of 5 years (effective 2016) and are subject to review by representatives of the Foodbank, food donors and appropriate government agencies.

During your annual monitoring visit, your agency will need to sign a current Partnership & 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 Partner Agency Monitoring Form as well.  Copies of all the completed paperwork will be sent to the agency via email. 

The Akron-Canton Regional Foodbank also reserves the right to inspect an agency at any time to ensure compliance standards are being met. Policy violations and misconduct include, but are not limited to; discrimination, improper handling and storage of food, and selling, exchanging or using for personal gain any product provided by the Foodbank.