Food Pantry

Volunteer Handbook

The Graham Crisis Center, Inc. (GCC) & Food Pantry (FP) are committed to fostering an environment where everyone has access to nutritious food. GCC & FP are dedicated to making a meaningful difference in the lives of those we serve. Together, we can create a brighter, healthier future for all.

The Graham Crisis Center (GCC) & Graham Food Pantry (FP) believes that volunteers play a vital role in our mission to feed and nourish those who experience hunger. Without the help of dedicated volunteers, that mission cannot be fully realized. Therefore, it is our pleasure to have you as a volunteer, today and into the future. The GCC & FP Team appreciates your valuable support, and we are happy that you are here.

This Volunteer Handbook is intended to provide you with the information needed to learn more about our organization. In it, you will become familiar with the GCC’s & FP’s Volunteer Program, opportunities, guidelines, and procedures/policies. We always encourage our volunteers to visit our website to become familiar with our organization. Thank you for your partnership, and we look forward to working with you.

About Us

Supporting independence and self-sufficiency

The Graham Crisis Center is a nonprofit organization located in Graham, Texas, committed to assisting families and individuals in crisis on their journey toward independence and self-sufficiency. Our primary focus is on early crisis intervention, enabling us to quickly initiate stabilization efforts.

Food Pantry services

In addition to our intervention programs, we operate a food pantry that provides essential groceries to those in need, ensuring that no one in our community faces hunger.

• Our pantry is stocked with a diverse selection of nutritious foods.
• It is open to anyone experiencing food insecurity.

With our self-serving system, we aim to ensure that community members only take home food they will actually use, helping to reduce waste effectively.

Our mission

To provide essential needs, addressing both physical and emotional aspects. Our services include shelter, food, life coaching, and various support programs to help families and individuals establish a solid foundation for thriving.

Our vision

To offer continuous support to individuals and families in our community by supplying essential resources for their well-being.

Our Values

Who We Are

Since 1983, the Graham Crisis Center & Graham Community Food Pantry have been dedicated to serving the community as a 501(c)(3) organization. Our mission focuses on providing nourishment to those facing hunger and supporting families and individuals in crisis, helping them achieve independence and self-sufficiency.

• We obtain food that is distributed free of charge to our neighbors through various programs and a network of community partner agencies.
• The success of our mission relies on the active compassion of our supporters.

We are sincerely thankful to all individuals, organizations, and businesses that generously contribute their time and resources. Together, we are creating a happier and healthier community for everyone.

Volunteer opportunities & hours of operation

Volunteers help sort, wipe, and organize non-perishable food donations in our Food Donation Processing Center. These shifts are available at our warehouse on the following days and times:

General Guidelines & Procedures

Scheduling

All volunteers must schedule their volunteer opportunity and complete their volunteer waiver in advance by filling out our form with Shylee in the GCC office. All volunteers must sign the waiver form prior to volunteering. Children under 16 should have a waiver signed by a parent or guardian unless they are performing volunteerism for a pre-approved program through the Volunteer Coordinator (Shylee).

1. Complete a volunteer application and sign the waiver at the end.
2. Review the calendar with Shylee in the GCC office for volunteer opportunities.
3. Schedule yourself for a shift that works for your interests and schedule.
4. If looking for group opportunities, send a request to shylee@grahamcrisiscenter.org.

Check-in

Upon arriving, volunteers are required to check in for their shift at the time clock located in the GCC office. Volunteers must check in to receive credit for hours.

Volunteers are expected to sign up for shifts in advance. If no sign-up occurred, we may not be able to accommodate you. Volunteers are expected to sign up for shifts, arrive on time, and stay for the entirety of the shift to maintain the Food Pantry work flow, unless pre-approved through the Volunteer Coordinator.

Parking & entrance

The GCC & FP office can be found at 601 Indiana Street, Graham, Texas 76450. You may enter the building through the Graham Crisis Center front door on the following days: Monday, Tuesday, Thursday, and Friday. Please ensure to park on the right side of the building.

Please be aware that the Graham Crisis Center, Nifty Thrifty & Food Pantry are not responsible for any issues that involve your vehicles.

Volunteers needing documentation of hours

Volunteers who need documentation of hours are responsible for maintaining a record of their volunteer hours and will be required to have these logged on their time card. We offer generic service-hours letters, but please give the Volunteer Coordinator notice of your documentation letter prior to beginning your shift.

Dress code

Volunteers are encouraged to dress in casual clothing and comfortable footwear, with closed-toe shoes being a requirement. Since volunteer work can sometimes be messy, we want to ensure your belongings stay protected, so please choose clothing that you won’t mind getting dirty. Volunteering at the Food Pantry is a family-friendly experience, so please avoid language and attire that contains harmful or suggestive language or pictures. We ask that you leave personal belongings at home or locked in your car. Necklaces and long earrings pose a safety concern, so please remove them if necessary. The Graham Crisis Center & Food Pantry will not be responsible for any missing personal belongings. There is a lost-and-found box located at the Nifty Thrifty register.

Large group accommodations

The GCC & FP welcomes group volunteers. We believe volunteering provides an opportunity for team building. Because of staffing logistics, we ask for a minimum of two hours of service to accommodate volunteer groups. Please email shylee@grahamcrisiscenter.org to create a volunteer group.

Accommodation

The Food Pantry requires all volunteers to be able to lift 30 pounds, stand for extended periods of time, and independently follow directions without assistance. If you require special accommodation for yourself and/or your group, or do not meet our requirements, please contact the Volunteer Coordinator (Shylee).

Court-appointed community service volunteers (CACS)

The Food Pantry does accept volunteers performing court-ordered or lawyer-recommended community service.

Volunteers who are performing this type of community service must disclose the nature of their conviction to the Volunteer Coordinator (Shylee) so she may schedule a time for you to volunteer with The Nifty Thrifty (NT) or the Graham Food Pantry (FP). The Nifty Thrifty & Graham Food Pantry will not accept volunteers who have been convicted of theft, violent crimes, crimes of a sexual nature, or cruelty to juveniles or animals. Registered sex offenders are not permitted to volunteer at the Graham Crisis Center, Food Pantry, or The Nifty Thrifty.

The GCC, NT & FP reserves the right to decline any volunteer or to limit which days or hours a volunteer can work.

Hydration

Hydration is essential, particularly during the summer months. To support this, water will be available for you in the GCC office. We also encourage and welcome volunteers to bring their own beverages, provided they have a lid. While food and drinks are not allowed in the Food Pantry area, you are welcome to enjoy them in the volunteer break room.

Smoke- and tobacco-free workplace

The GCC & FP is committed to providing a safe and healthy environment for staff and visitors. Smoking and the use of tobacco products or vaping are allowed only on approved breaks and in the designated areas outside of the building.

Important Policies

Volunteer safety rules

The following rules are enforced for all staff and volunteers in the Food Pantry. Failure to follow these rules may result in dismissal.

• Please maintain a professional attitude, with a firm stance against any form of hate speech. We are dedicated to serving others; we refrain from engaging in politics and do not judge or discriminate against clients or staff members.
• No person is permitted to volunteer while under the influence of drugs or alcohol.
• Horseplay is not permitted.
• Open-toe shoes are not permitted.
• Proper personal hygiene is expected. Clothing needs to be neat, clean, and without loose sleeves or dangling accessories.
• No eating, drinking, or using tobacco products in the building. Water will be provided in the designated areas only.
• Personal items and food should be stored in designated areas or in your personal vehicle.
• Follow all posted signs/instructions.
• Use proper clothing and safety gear or personal protective equipment provided for various jobs (gloves if needed).
• Use correct lifting techniques: bend with your knees when lifting.
• Riding on carts is not permitted.
• All spills need to be cleaned up immediately.
• The Food Pantry floors are to be maintained free of debris and spills.
• Report any damage to Food Pantry belongings immediately.
• Report all accidents and injuries immediately to the Food Pantry Manager (Stormy).
• Should you see an unsafe act or have any questions, immediately contact the Food Pantry Manager (Stormy) or the Volunteer Coordinator (Shylee).
• Certain portions of the Food Pantry are restricted to authorized personnel only. Please remain in the assigned areas only.
• Food safety is a top priority of the Food Pantry. When in doubt, throw it out.
• Food quality and safety are always more important than quantity.
• Do not stock shelves unless specifically instructed to do so by the Food Pantry Assistant, Megan.

Youth policy

• The minimum age for volunteers in the Food Pantry is 14 years old. Volunteers 14 years or older may volunteer if accompanied by an adult age 18 or older. A parent or guardian must sign a waiver for anyone under 16 years of age.
• Children aged 6 and older are permitted to tour the Food Pantry with the GCC Director or FP Manager.
• There must be 1 adult chaperone for every 2 youth volunteers.

Absence, Weather & Closures

Absence policy

Volunteers are expected to sign up for shifts in advance, arrive and check in promptly, and stay until the conclusion of their shift unless an exception has been made. Volunteers who cannot attend a scheduled shift are expected to notify us of their absence. Failure to attend a shift without notification will result in the documentation of a “no-show.” After 3 no-shows, the volunteer may be removed from all future volunteer shifts until contact has been made with the Volunteer Coordinator.

We have limited capacity and require all volunteers to be signed up for shifts, so it is important that if you cannot attend, you let the Volunteer Coordinator know so another volunteer can sign up for that slot.

Inclement weather plans

Should weather dictate the closing of the Food Pantry or other volunteer opportunities, the Volunteer Coordinator will contact volunteers by email, notifying them of the closure. Please note that Food Pantry closures align with the Graham Independent School District.

Updates are also shared on our Facebook page. Follow us on Facebook to stay informed and catch all the latest news.

Closure mandates

GCC, FP & NT will cease operations entirely if the local school district(s) are closed due to severe weather conditions, including winter storm warnings, watches, or precipitation, as well as extremely cold temperatures or icy road conditions.

GCC, FP & NT advises volunteers to remain in contact with the GCC Volunteer Coordinator to reroute clients and volunteers to a safe, clear space if an active distribution becomes interrupted by inclement weather conditions.

Additional Policies

Discrimination and anti-harassment policy

The GCC, FP & NT strictly prohibits discrimination of any kind. This includes, but is not limited to, race, color, sex, language, religion, political or other opinions, national or social origin, property, birth, or another status such as disability, age, marital and family status, sexual orientation, gender identity, health status, place of residence, and economic and social situation.

Food policy

All donated products (food, beverage, and otherwise) are to be used solely for the intended purpose of serving neighbors through appropriate FP channels (feeding our community). Staff and volunteers are prohibited from using any donated products for personal consumption. (If you are in need of food, please speak with the Food Pantry Manager, Stormy.)

The GCC is a non-profit, 501(c)(3) organization that receives donated products in accordance with IRS Code 170(e)(3), which defines the tax deduction that donors are eligible to receive if the donation is used according to the regulations, defines the organizations eligible to receive those donations, and defines allowable uses of those donations. All donated products (food, beverages, and otherwise) are to be used solely for addressing hunger. All products donated to the FP are considered as having been donated under the provisions of Section 170(e)(3) of the U.S. Internal Revenue Code unless the donor clearly provides verification to the contrary in writing.

The FP is committed to keeping high standards regarding the use of donated products. We have commitment and accountability to the neighbors who we serve and to our donors who make this work possible. Our community has bestowed a great amount of trust and good faith in our work and mission. Furthermore, personal consumption of food and beverages is not a benefit of employment or volunteering.

Volunteer dismissal policy

Volunteers are an invaluable resource to the GCC, FP & NT. Our primary aim is to encourage and support their contribution to our service area. However, it is also recognized that there may be times when a volunteer needs to be counseled and perhaps dismissed.

Volunteers may leave the organization at any time and may be asked to leave the organization at any time. Volunteers who do not adhere to the policies and procedures outlined below are subject to dismissal.

Conduct that the GCC, FP & NT finds unacceptable:

• Consistent failure to be on time or “no showing” for a shift.
• Unable to commit to the time requirement that was set forth in the position description.
• Inability to comply with any of the standards presented herein, including performance standards, policies, and guidelines found within the Volunteer Handbook.
• Failure to comply with staff decisions.
• Failure to be respectful to recipients, visitors, donors, volunteers, and staff.
• Distributing confidential information about recipients, volunteers, or staff.
• Use of the GCC, FP, or NT name or trademarks without prior permission from the appropriate authorized GCC staff.
• You are not permitted to resell any items purchased at Nifty Thrifty using an employee or volunteer discount.

Steps taken by GCC to enforce outlined policies:

1. The first infraction of the above policies will result in the staff member involved verbally addressing the situation with the volunteer, along with notifying the Volunteer Coordinator and Director of the GCC. The infraction will then be documented in the volunteer’s file.
2. If a subsequent infraction takes place, the volunteer can be asked to immediately relinquish their position as a volunteer with the Graham Crisis Center.

Uncontrolled volunteers will be escorted out of the building by the Graham Crisis Center Director. The GCC Director needs to be notified immediately of an uncontrolled volunteer. If the GCC Director is unavailable, the Volunteer Coordinator will assist with removing the uncontrolled volunteer.

Conduct that permits the immediate release of the volunteer:

The following is a list of inappropriate conduct that will result in the immediate cancellation of volunteer status. Even if a staff member does not personally see the below infractions take place, if a reasonable belief exists that the infraction occurred, it can result in immediate release of the volunteer. Examples cannot be listed to cover every situation; other offenses not specifically mentioned here may be deemed serious.

• Falsifying reports, records, or expenses
• Sexual harassment
• Physical or verbal harassment
• Negligent or willful damage to property
• Theft
• Unlawful discrimination
• Illegal or unethical behavior
• Negligent or willful endangerment of the safety of others
• Working while impaired by intoxicants — alcohol or drugs
• Insubordination
• Breach of conflict of interest

Volunteer Leaders

Volunteer Leaders are an invaluable resource to the GCC & FP; our primary aim is to encourage and support their contribution to feeding our 12-county service area. As a part of the FP team, the Volunteer Leader, led by the direction of the GCC & FP staff, provides volunteers with a positive experience so that they continue their journey of service while helping to carry out the mission of the GCC & FP. Volunteer Leaders are expected to support and assist in enforcing the policies and procedures of the GCC.

Time commitment

Volunteers are encouraged to contribute a minimum of 30 hours each month to earn a $40.00 Nifty Thrifty card as a token of appreciation for their dedication and time.

Requirements

Volunteer Leaders will be evaluated each January, based on the past year’s hours and participation. There will be an annual mandatory training course to go over any new requirements and review existing policies.

Volunteer Leaders must demonstrate the following:

• Uphold and adhere to all volunteer policies and procedures while setting and maintaining a high standard of Food Pantry regulations.
• Sign up and check in for each shift, and encourage all volunteers to do the same.
• Report all deficiencies that constitute an immediate threat to anyone’s health and safety.
• Support Food Pantry leadership by answering questions volunteers may have regarding sorting and unpacking, and ensuring all volunteers have a positive and safe experience.
• Invite and encourage volunteers to participate in future projects.
• Complete other tasks that are assigned by the GCC or FP staff or Volunteer Coordinator.
• Encourage all volunteers to fill roles based on ability and interest.
• Accept and embrace all people without judgment.
• Support individuals’ personal space and private lives by not asking personal questions.
• Respect the religious preference of all individuals and do not proselytize for any one faith or belief, and do not allow any other discriminatory actions of any sort.
• Respect others’ political and personal beliefs.
• Respect workplace etiquette when in the front office area and ensure all volunteers follow this policy.
• Report all FP issues directly to the Food Pantry Manager (Stormy).