COM 0384.000 2012-2014 - Laserfiche WebLink

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lfff fppDOA8I fI J Mang Islands flog Bank With this product being accounted for beforehand, COHEF participating agencies are able to order in advance and pick-up commodities more efficiently. Order forms are distributed to participants several weeks before the food is due to be picked up, staff prepares orders and places them in receiving when agencies indicate they are ready for pick-up. Much like USDA commodities, COHEF foods cannot simply be purchased at the whim of the agency. The agency must demonstrate both their capacity to safely store the amounts requested and that the amount requested correlates to the actual number of people served. This is demonstrated through the use of monthly reports detailing poundage and people number of persons served. Amounts allowed for purchase are adjusted based upon the number of meals and persons served, as needed. Because of the amount of agencies participating, please see the attached spreadsheet for details on poundage and number of persons served by agency. Purchasing T. Hara& Co. was selected as the provider because TFBI sought to engage with a locally owned wholesaler for the food purchases. Additionally, T. Hara did allow TFBI to purchase items and store a portion on premises until TFBI completed our move, which no other wholesaler would allow. This was necessary because of time constraints in spending the funds. Individual items for purchase were selected from commonly requested stock and in speaking to partner agencies. Nutrition and price were also factors; fruit and vegetables along with starches were also purchased in addition to highly coveted (and expensive)proteins. Checks were cut from specific COHEF accounts directly to T. Hara on an invoice-based disbursement system. Check cut reconciled with specific, itemized invoices to avoid confusion and maintain transparency in purchases. This arrangement also assisted TFBI in identifying and preparing inventory. Storage/Warehousing COHEF product pallets are individually labeled with the program identifier and the date of receipt. COHEF foods, like USDA materials, are stored apart from donated foods. Soft-sided goods or those packaged in paper are kept in wire cages to discourage rats and other large vermin. Because of the extreme influx of food coupled with the TFBI move, TFBI rented a warehouse at an additional$2,000/month to store overage. The gradual rate at which COHEF foods were distributed exacerbated this condition,and forced TFBI to rent the warehouse for a full year. Finances Two(2) accounts were opened specifically for the COHEF grants, one at Central Pacific Bank, and one at First Hawaiian Bank. County checks were deposited to the individual accounts representing the above- mentioned resolution and bill, and statements generated to record the transactions. As mentioned in the section "purchasing," disbursements were made based on invoices from the food wholesaler. Checks were cut based on these invoices. In the case of the invoice for$250,791.96, insufficient funds were available in the First Hawaiian Bank account. Therefore,two(2)checks were cut to pay the invoice, one from First Hawaiian Bank in the amount of$175,719.96 and one from Central Pacific Bank in the amount of$75,000. TFBI incurred costs of$275,012.33 and,to date, has received funds from the County of Hawaii in the amount$273,000. This resulted in a direct loss of$3;012.33 absorbed by TFBI. 3