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Agency News

Long Island Cares – The Harry Chapin Food Bank works in partnership with our member agencies. On this page, we post important information for programs to sustain and grow, working together to enable successful programs. If you have information to share, please contact Kristine ([email protected]).

The Monthly Dish | Agency Newsletter

Required for all potential agency partners.  Recommended for new staff at existing agencies.  Find out how Long Island Cares operates – including ordering procedures; delivery schedules; outreach program information; Gus’ Grocery.  Includes an overview of HPNAP grants; TEFAP opportunities; JSY; Food Safety and Sanitation; Nutrition Education workshops.

If you use the Agency Orientation Slide Show, please email Sonia Perez at [email protected] to let her know.

The next Agency Orientation Workshop is on Friday, December 16th at 9:00 am. RSVP to Jennifer McGuigan at [email protected]


Monthly Statistic Reports are required for all member agencies.  Back by popular demand, our On-Line Statistics Report is currently available!  You can easily access the report on our Daily Menus & Reporting page or follow this link:  www.licares.org/agency-support/daily-menus/reporting/   All monthly reports are due by the 5th day of the following month.


HPNAP Information

2021-2022 HPNAP Operation Support Expenditures Reporting Form
HPNAP Operation Support Reporting Form

Workshops and Trainings

Civil Rights Training

All programs that distribute TEFAP product must attend a Civil Rights training annually or complete the online training.  All staff and volunteers must be trained.

Please make sure that all staff has taken the training, which is a requirement of TEFAP.  This includes even data entry people.  Have a sign-in sheet or keep copies of certificates.

The USDA requires all recipients of USDA commodities to participate in mandatory Civil Rights Training on a yearly basis.

All staff and volunteer working with your agency (that participate in the food program you operate which receives USDA commodities, such as a pantry or cooking in a kitchen) must read the training document and then sign the USDA Civil Right Training Sign-In Sheet demonstrating they have completed this mandatory training.  One person per agency should also request a Civil Rights Training Certificate (per attached training power-point).

Anytime a new volunteer or staff joins your agency and participates in the program that benefits from the USDA commodities, they must complete this training. Best practice would be to incorporate USDA Civil Rights training into your new staff or new volunteer orientation.

Please note that you do not have to provide a copy of this training sign-in to Long Island Cares, Inc. but instead are required to keep your Sign-Off Attestation Sheet on file at your organization for three (3) years.

Online Training: Office of General Services Food Distribution Civil Rights Training

In Person Training:

RSVP: [email protected]

Include your agency name, your name,  and how many people will be attending with you.

There are currently no upcoming in-person training sessions available



LI Cares has a very large database of individuals looking for special projects or placement at pantries and meal programs. Do you have a special event coming up that will require additional volunteers?  Or are you looking for more volunteers to help with your existing program?  If so, please use our volunteer request form:  Volunteer Request Form    Remember – all responses will be sent to you.  LI Cares will not be screening any responses.  Email the completed form to Nancy:  [email protected]  

TEFAP Information

Reminder to all TEFAP Agencies – USDA requires that all programs that accept and use or distribute TEFAP commodities must attend Civil Rights training annually.   For more information, please contact Sheila Flythe at [email protected]


Not-for-profit organizations that receive over $750,000 per year in Federal awards for fiscal years beginning on or after January 1, 1990, are subject to OMB Circular A-133.  To help you meet this requirement, Long Island Cares has prepared a statement showing all of the commodities received by your organization in 2020.  This listing will show the item description; number of cases delivered; gross weight of items and USDA value.  This statement will be mailed to your organization.

Click here for more information OMB Circular A-133.  TEFAP regulations begin on page 99.

SPECIAL TEFAP NOTICE:  New TEFAP REQUIREMENT for all faith based organizations distributing TEFAP foods to clients.  Please read this immediately and post the flyer requested.

In accordance with Federal law and US Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis or race, color, national origin, sex, age, disability and reprisal or retaliation for prior civil rights activity.  (Not all prohibited bases apply to all programs.)

Program information may be made available in languages other than English.  Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print; audiotape, American Sign Language) should contact the responsible State or local Agency that administers the program or USDA’s Target Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.

To file a program discrimination complaint, a complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form, which can be obtained online, at:  http://www.ocio.usda.gov/document/ad-3027 from any USDA office, by calling (866)632-9992, or by writing a letter addressed to USDA.  The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory  action in sufficient detail to inform the Asisstant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation.  The completed AD-3027 form or letter must by submitted to USDA by:


US Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, DC 20250-9410

Fax:  (833) 256-1665 or (202) 690-7442

Email: [email protected]

This institution is an equal opportunity provider.

Important Documents for Agencies


Agency Orientation