Are You Ready for Your Community’s Next Emergency 

July 17 – 2:45 PM

Mary Beth Flowers, SNSFood Distribution DivisionFood and Nutrition Service

Marion Hinners, MSFood Safety SpecialistFood and Nutrition Service

Dan Ellnor C.P.‐F.S.Coordinator; Equipment, Specifications, ProcurementJefferson County Public Schools, KY

Presenters

Food and Nutrition Service Disaster Assistance

USDA Foods: Congregate Feeding

USDA Foods: Household Distribution

Disaster Supplemental Nutrition Assistance Program (D-SNAP)

USDA Foods Disaster Feeding Authorities 

Situations of Distress

vs.

Presidentially Declared

Situation of DistressCongregate Feeding

State Agencies have authority to use USDA Foods  from nutrition assistance program inventory for congregate feeding for up to 30 days.

Child Nutrition Programs• The Emergency Food Assistance Program

Situation of DistressCongregate Feeding

State Agencies have authority to use USDA Foods  from nutrition assistance program inventory for congregate feeding for up to 30 days.

Child Nutrition Programs• The Emergency Food Assistance Program

Presidentially DeclaredCongregate Feeding

State Agencies have authority to use USDA Foods  from nutrition assistance program inventory for congregate feeding. 

Child Nutrition Programs• The Emergency Food Assistance Program

Presidentially DeclaredCongregate Feeding

State Agencies have authority to use USDA Foods  from nutrition assistance program inventory for congregate feeding. 

Child Nutrition Programs• The Emergency Food Assistance Program

Using USDA Foods for Disaster Response

• Participate in the Emergency Management Team in your district

• Provide USDA Foods to  Disaster organizations

• Provide congregate meals to survivors

How can schools be involved?

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What Starts the Process?

Disaster Feeding Organizations Request USDA Foods through the State:

• Red Cross• Salvation Army• Southern Baptist Men• Other Voluntary Organizations

In the early stages of a disaster, MRE’s and other “quick” foods are usually preferred over USDA Foods.

Request and Use of USDA Foods

Voluntary Organizations

send request for USDA Foods to

State

State approves (congregate)

FNS approves (HH feeding)

Local Inventories

State Inventories

Federal Inventories

USDA Diversions & Purchases

USDA Foodstaken from:

Local SitesProvide Food

Order of Access toUSDA Foods for Disaster Feeding

Emergency Procurements

Diversion of Shipments

Rapid Food Response States

Neighboring State or Multifood Warehouse

Local/State

USDA Foods Disaster Approval Process

• Local Emergency Management Team contacts Disaster Organizations; may include an Emergency Feeding Organization (EFO)

• EFO determine the survivors’ needs

• EFO purchases meals or contacts local SFA and/or State Distributing Agency for assistance with food and/or food services.

Information needed for Congregate Feeding  Applications Submitted to Distributing Agencies By Disaster Organizations: the official agency name projected timeframe for feeding number of persons to be served number & location of feeding sites    foods needed   

USDA Foods Disaster Approval Process

Congregate Feeding Role of State Agency 

• Reviews and approves applications• Provides technical assistance• Submits USDA Foods claims for reimbursement

USDA Meal Programs Helps Families in Disasters

• National School Lunch Program, SBP, CACFP• Displaced children are considered homeless• New meal application may change their meal 

status• USDA Disaster Assistance with USDA Foods 

• Can reduce cost of EFO meals• Extends EFOs finacial ability to help more 

survivors for a longer period of time•U

Commonly Used USDA FoodsCanned Fruit*• Peaches• Pears • ApplesauceFresh Fruit• ApplesCanned Vegetables*• Corn• Peas• Green beans• Spaghetti sauce• Vegetarian beansCanned Juice*• Apple • OrangeEggs• Dried egg mix*

Pork•Pork crumbles•Canned pork*Chicken•Frozen fajita strips•Frozen cooked breaded chicken•Canned chicken*•Frozen cut-up chicken•Frozen diced chickenTurkey •frozen deli breast•Frozen hams•Frozen roastsGrain*•Rice •Flour•Cereal•Macaroni and cheese•Pasta

* Shelf stable products

Beef• Beef crumbles• Canned beef*• Canned chili without

beans* • Canned beef stew*Peanut and Oil*• Peanut butter• Vegetable oilMilk Products• UHT fluid milk*• Cheddar • Mozzarella

Infant foods*• Infant formula• Baby foods• Electrolyte solutions

Other USDA Foods…

• Fresh Fruits & Vegetables from DoD

• Proof of DoD purchase must be provided

•Processed USDA Foods • Only bulk USDA Foods can be reimbursed

Other Foods…• Commercially purchased foods are not

reimbursed by USDA• Negotiate a per meal rate with EFO• Put in a claim to FEMA Area Coordinator for reimbursement

• USDA Foods lost due to power outages are not reimbursable by USDA• File insurance claim

Who Can Be Fed during Disaster Congregate Feeding?

•Disaster Survivors• Food Service Workers• Emergency Relief Workers

Who Cannot Be Fed during Disaster Congregate Feeding?

•Disaster Survivors already receiving D‐SNAP or Household Disaster Food Package

•Meal operation cannot only be for Emergency Relief Workers

How soon can you start feeding survivors?

•Right away but you MUST contact your State Agency as soon as practical.

If Your District is the Emergency Feeding Organization

• Contact your State Agency• Keep track of:

• Number of meals served• USDA Food used

How to Get Prepared…

• Review FNS SFA Guidance• Find out who your district emergency management contacts are

• Request to be added to the Emergency Response Team

• Create and maintain an emergency 24/7 contact roster

For More Disaster Information

Contact your State Distributing Agency

FNS Disaster Websitehttp://www.fns.usda.gov/disasters/disaster.htm

Food Distribution Programs Disaster Websitehttp://www.fns.usda.gov/fdd/programs/fd‐disasters/

Questions?

Questions?

When the Disaster is a Recall

2. Every entity involved in distributing and serving food needs to be able to trace food at least one step forward and one step back!

1. By definition, a recall is for food already in commerce!

3. No two recalls are alike, and no two responses to recalls are alike!

Communication:Food Sources

Who will notify me about recalled food?

Well, that depends on who supplied the food.

Communication:Food Sources

0%

80%

20%

0

School Meal Programs:Food Sources

Commercially Purchased Foods

USDA Foods

FNS administers the school meals programs through which USDA Foods are distributed.

AMS and FSA purchase USDA Foods in the commercial 

market.

Source: 2011 School Food Purchase Study, USDA FNS

Communication:Commercial Purchases

• USDA FNS has no way of knowing which foods SDAs and SFAs purchase from the commercial market.

• It is your responsibility to know where your food is coming from and to monitor recall alerts.

Communication: Methods

• Contact your suppliers and distributors! Find out how they plan to notify you about food recalls.

• Contact your SDA or SFA! Find out how they will communicate with you when a food is recalled.

• Sign‐up for free recall alert notifications from FSIS and FDA at www.foodsafety.gov/recalls.

The FoodSafety.gov recall widget is featured on the FNS 

food safety webpage!www.fns.usda.gov/food_safety

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Traceability is Crucial

Know:• what is in inventory – easy to identify

• where it is stored

• to whom product was sent

• who picked-up product

Source: 7CFR 250.14

35

Product IdentificationSpecific to each hold or recall, information must be provided

by manufacturer:

• Company name• Brand name• Product name• Case markings, ex. Manufacturer name and address• Establishment number (meat, poultry or egg products)

• Product markings

• Can codes• Lot numbers• Product dating, ex. Sell-by date, use-by date

• UPC alone is not enough

36

Records are Key

• All agencies – SDA or RA must:• Record what they received

• SDAs must:• Record what they distributed and to whom• Know what USDA Delivery Order went to Further Processing• Show receipt of reimbursement funds and• Disbursement of funds to SFA or Further Processor 

Source:  7CFR 250.16

USDA Foods Recalls: Federal Agency Responsibilities

• FNS will work with the regulatory agencies (FSIS and FDA) and procurement agencies (AMS and FSA) to determine which SDAs may have received recalled USDA Foods.

• FNS will alert those SDAs about recalled USDA Foods through WBSCM

USDA Foods Recalls:State Agency Responsibilities

• Notify SFAs and other direct recipient agencies as well as In‐State processors. Confirm receipt of notifications.

• Report back to FNS on inventory.

USDA Foods Recalls:School Food Authority Responsibilities

• Notify individual schools and serving sites as well as further processors for redirected foods. Confirm receipt of notifications.

• Report back to SDA on inventory.

USDA Foods Recalls:Processor Responsibilities

• Notify distributors, SDAs, SFAS and schools (that received recalled USDA Foods directly from them). Confirm that notifications are received.

• Report back to SDA on inventory.

USDA Foods Recalls:Distributor Responsibilities

• Notify SFAs and schools (that received recalled USDA Foods from them). Confirm that notifications are received.

• Report back to processor, and vendor, on inventory.

Communication:USDA SENS

The USDA State Emergency Notification System (SENS) allows SDAs to rapidly notify recipient agencies about recalls and other food emergencies relatedto USDA Foods.

Communication:USDA SENS• Available to SDAs only!

• Limited to recall alerts and food safety emergency messages related to USDA Foods.

• For more information, send an email to the USDA FNS Office of Food Safety at foodsafety@fns.usda.gov. Please type USDA SENS in the subject line.

Recall Resources• NFSMIResponding to a Food Recall:Procedures for Recalls of USDA Foodswww.nfsmi.org

• State/Local Health Departments www.fsis.usda.gov/FSIS_Recalls/State_Departments_of_Public_Health

Recall ResourcesInventory Management and Tracking Course and Reference Guide 

Identify inventory management best practices

Provide tools for inventory management Introduce traceability and tracking systems Advance traceability practices in school 

nutrition programs

http://www.nfsmi.org/ResourceOverview.aspx?ID=431

Recorded wind gusts 9-14-08

National Weather Service

Damage Over a hundred locations without power

Lines down on propertyCampuses inaccessible

Roof leaksPhones down

Internet down

• School Called off for a week.• Over $100,000.00 in food loss at 49 locations.• On going equipment issues.

• Weeks of clean‐up in neighborhoods.

When all was said and done……

Ice Storm 2009

•67 schools without power•Food loss in 32 schools• 5 days out of school•12 buses stuck in ice first day Back, 2 stuck in down telephone Lines.

Ice Storm

Ice Storm 2003

Ice Storm 2009

Ice Storm 2009• School Cancelled Monday

• Major Power Outage Across Lexington

• Paul L Dunbar Designated Relief Center

• Center Activated Wednesday Afternoon

• Gymnasium Designated Area (showers/restrooms)

• Divided into Two Major Areas

• Community Side & Medical Side

• Dinner Served Wednesday

PRIMARY GOAL

HOTMeals

Ice Storm 2009

CHAMPIONS • FEMA• Red Cross• Volunteers• Health Department• Risk Management• High School (Principal, Custodial Staff)• Food Service• Dietetic Intern• Family

HOT MEALS

Meal Service

• Community/Volunteers

• Wednesday Dinner 50+

• Thursday B/L/D   170+/100+/170+

• Friday B/L/D  150+/80+/180+

• Saturday B/L/D 80+/40+/60+

• Sunday B/L 40+/30+

• Sunday Dinner Box Meal Prep 35, Fed 0

• Snacks/Beverages (Red Cross)

• Medical: juice, crackers, pbj uncrustables

• microwave set‐up

Other Factors To Consider

• All Ages in Large Room

• All Socioeconomic Statuses

• Various Medical Conditions

• Entertainment (newspapers, tv)

• Tickets to HS Nutcracker

• Socialization (games, puzzles)

• No Privacy

• Someone to Listen

Put Yourself in Their Shoes!

Lessons LearnedDetailed Tracking of:

Food, Supplies, LaborInvoices, Timesheets

Reimbursed $$:75% Federal13% State12% District Absorbed

Lessons Learned

CommunicationCommunicationCommunication

•Get Plant Operators Cell numbers•Get Manager and Assistant managers cell numbers•Establish a record keeping system to record information coming in.

Lessons learned Cont……

• Logistics•Can you move food?• When to move food?•How will you get  back up and running?•To donate or not to donate?

•Getting back up and running•Menu changes.•Clean up.•Record keeping, Insurance claims, FEMA

Lessons learned Cont……

• Disaster planning

•If you don’t have a committee, get one.•Who should be on it?•When should you meet?•Have a plan work your plan

•Form partnerships•Other support departments ie., supply services, housekeeping, safety•Get a contact with local utilities

Who am I…………

Dan Ellnor C.P.-F.S.

Coordinator; Equipment, Specifications, Procurement

Jefferson Co. Public Schools

daniel.ellnor@jefferson.kyschools.us

502-485-3449