Food Pantry Operations Manual — Website Copy

Section 1 — About Our Organization

1.1 Our History

The Food Pantry of Green Cove Springs was founded in 1989 by six local churches who recognized the urgent need for emergency food assistance in Clay County, Florida. What began as a small, faith-driven ministry has grown into one of the county's most impactful faith-based service organizations. Today, the Pantry is supported by 26 partner churches, civic groups, and local businesses, with more than 90 active volunteers serving the community year-round.

The Pantry is located in the historic Dunbar High School building — originally Clay County's school for Black students during the era of segregation. Through a long-standing partnership with the City of Green Cove Springs, the Pantry occupies a renovated wing of the building that was rebuilt specifically for Pantry operations. A federal grant administered through the City enabled the purchase of commercial refrigeration and freezer units, significantly expanding the Pantry's capacity to serve families with dignity and care.

In recognition of the Pantry's lasting impact on the community, the City of Green Cove Springs honored the organization through the naming of Wynema's Way — a tribute to the spirit of faithful service that has always defined this ministry.

The Pantry serves families across all of Clay County, including:

  • Green Cove Springs
  • Fleming Island
  • Middleburg
  • Penney Farms
  • Clay Hill
  • Maxville
  • Keystone Heights
  • Baldwin

In 2025, the Pantry served 15,098 Clay County residents. The table below reflects the breadth of neighbors we had the privilege of serving:

Population Served Count
Adults 8,852
Children 5,571
Homeless Neighbors 675
Total Residents Served 15,098

1.2 Our Mission

To provide emergency food for the working poor and to act as a stopgap in times of crisis — such as illness, injury, job loss, or financial hardship — meeting physical needs while nurturing hope through Christ-centered service.

1.3 Our Vision

A Clay County where no family goes hungry — where every neighbor, regardless of circumstance, is met with dignity, compassion, and the love of Christ.

1.4 Our Values — Wynema's Way

When we say “Wynema's Way,” we are not simply invoking a name — we are naming a standard. A way of serving. A way of loving. A way of treating every single person who walks through our doors with dignity, compassion, and grace. Wynema's Way is the culture, the heart, and the spirit of The Food Pantry of Green Cove Springs.

Wynema's Way is expressed in everything we do — and more importantly, in how we do it:

  • The way we welcome — Every guest, every donor, every volunteer, every partner is received with warmth and genuine care. No one walks through our doors and feels invisible.
  • The way we honor — We recognize and celebrate the supporters, churches, civic organizations, and partners whose generosity makes this ministry possible. They deserve our gratitude, our professionalism, and our faithfulness.
  • The way we care for our volunteers — Those who give their time and hearts to serve here are treated with deep appreciation and respect. We take care of the people who take care of this Pantry.
  • The way we steward this ministry — Every donation, every food item, every dollar, every hour is handled with integrity, intentionality, and accountability. We are guardians of a sacred trust.
  • The way we choose — Kindness over convenience. Patience over urgency. Humility over pride. Excellence in every detail — every single day, regardless of who is watching.

Wynema has taught us — and continues to show us — that ministry is not just what we do. It is how we do it. The manner in which we serve matters as much as the service itself. A smile, a kind word, a patient moment, a dignified interaction — these are not extras. They are the ministry.

When we say “Wynema's Way,” we are naming a legacy, a path, and a promise — a commitment to treat every person who enters this Pantry with the love, dignity, and compassion we would offer to Christ Himself.

“For I was hungry and you gave Me food.” — Matthew 25:35

Section 2 — Organizational Structure

2.1 Governance

The Food Pantry of Green Cove Springs is a 501(c)(3) nonprofit organization (EIN: 59-2985082) incorporated in the State of Florida. The organization is governed by a Board of Directors consisting of eleven (11) members — five officers and six directors — responsible for strategic leadership, financial oversight, and ongoing alignment with the Pantry's mission and values.

Category Examples
Shelf-Stable Groceries Canned goods, pasta, rice, beans, cereal
Canned Proteins & Vegetables Canned meats, canned vegetables
Fresh Produce Seasonal fruits and vegetables (when available)
Frozen Protein Frozen meat (when available)
Bread & Desserts Bread, pastries, dessert items (when available)
Dairy Milk, eggs (when available)

3.2 Food Sourcing

The Pantry maintains a robust and diversified food supply through both direct purchasing and community partnerships. Our sourcing model ensures a consistent, high-quality supply of food for every family we serve.

Primary Purchasing: The Pantry purchases canned and boxed food every two weeks approximately from Save-A-Lot.

Community and Partner Donations:

Partner / Source Contribution Frequency
Waste Not Want Not Bread, desserts, fresh fruit and vegetalesWeekly donations
Simon's House (Hastings) Meat donations As scheduled
God's Garden at CrossRoad Church Fresh produce As harvested/available
Community Food Drives Assorted non-perishables and household staples Ongoing / seasonal
Churches, Businesses & Individuals Donated food items of all types Ongoing
⚠ Important: Food Sorting Policy

All donated food must go through the sorting room before being placed in the storeroom. Donated food never goes directly to shelves without inspection and sorting. This policy protects our clients and maintains food safety standards.

3.3 Additional Ministries

Beyond our core food distribution program, the Pantry operates several specialized ministries to meet the full range of needs in our community:

Ministry Description Eligibility
Baby Cubbie Formula, baby food, and diapers provided when available Families with infants
Homeless Cubbie Snacks, hygiene products, and clothing for unhoused neighbors Homeless individuals
Pet Food Pet food available upon request Any family
Donated Clothing Some clothing available, stored at rear of building Homeless neighbors

Volunteers should familiarize themselves with these ministries and proactively refer clients when appropriate. Front Desk volunteers play a key role in connecting clients with the right resources during check-in.

Section 4 — Volunteer Roles and Responsibilities

4.1 — Chief Executive Officer (CEO)

The Chief Executive Officer is the senior leader of The Food Pantry of Green Cove Springs — appointed by and accountable to the Board of Directors. The CEO is responsible for the overall leadership, management, and mission integrity of the organization. This is not merely an administrative role. It is a calling — to steward this ministry with wisdom, faith, and the servant heart that Wynema's Way demands of every person who serves here.

Role Overview

The CEO provides executive leadership across all areas of Pantry operations — strategic, financial, programmatic, and relational. The CEO ensures that the organization operates in alignment with its mission, its values, and the directives of the Board of Directors. The CEO is the primary point of accountability for all staff and volunteer leadership roles, and serves as the Pantry's chief spokesperson, relationship builder, and mission champion in the community. All leadership roles within the Pantry report directly to the CEO. The CEO reports directly to the Board of Directors.

Reports To

The Chief Executive Officer reports directly to the Board of Directors of The Food Pantry of Green Cove Springs. The CEO is evaluated annually by the Board and operates under the authority of the Board's policies and directives.

Key Responsibilities

  • Strategic Leadership — In partnership with the Board of Directors, develop and execute the Pantry's long-term strategic plan. Ensure that every decision, initiative, and program is aligned with the mission, vision, and values of the organization. Lead with clarity, courage, and conviction.
  • Operational Oversight — Provide executive oversight of all Pantry operations — including food distribution, volunteer management, financial stewardship, facilities, partnerships, and community programs. Ensure that all roles and functions operate with excellence, accountability, and integrity.
  • Board Partnership — Serve as the primary liaison between the Board of Directors and the organization's day-to-day operations. Prepare and present regular reports to the Board on performance, financials, strategic progress, risks, and opportunities. Implement Board directives with faithfulness and diligence.
  • Financial Stewardship — In partnership with the Chief Financial Officer (CFO) and Bookkeeper, ensure the responsible management of all organizational finances. Oversee budget development and execution, financial reporting, audit readiness, and compliance with all applicable nonprofit financial standards and IRS requirements.
  • Staff and Volunteer Leadership — Recruit, develop, support, and hold accountable all leadership role holders within the organization. Foster a culture of excellence, compassion, and Wynema's Way values across every team and every shift.
  • Community and Donor Relations — Serve as the primary ambassador of The Food Pantry of Green Cove Springs in the community. Build and maintain strong relationships with donors, church partners, civic organizations, government agencies, food bank partners, and the media.
  • Mission Integrity — Ensure that the Pantry's Christian identity, values, and culture are preserved and lived out in every aspect of the organization's work. The CEO is the guardian of Wynema's Way — ensuring that how we serve is never compromised, regardless of operational pressure, growth, or change.
  • Crisis Leadership — Lead the organization through challenges and unexpected circumstances with calm, faith, and decisive action. Ensure that the Board is informed promptly of any significant risk or development affecting the organization's mission, reputation, or operations.
  • Compliance and Risk Management — Ensure that the organization operates in full compliance with all applicable laws, regulations, and nonprofit governance standards. Work with the Safety & Compliance Coordinator and legal counsel as needed to identify, assess, and mitigate organizational risk.
  • Annual Planning and Reporting — Lead the development of the Pantry's annual operating plan and budget. Prepare an annual organizational report for the Board and community partners summarizing impact, financials, strategic progress, and priorities for the year ahead.

Standards

  • The CEO is accountable to the Board of Directors at all times — no major decision, commitment, or direction change is made without appropriate Board knowledge and authorization
  • The CEO models Wynema's Way in every interaction — with volunteers, guests, donors, partners, and the community
  • The CEO never operates outside the boundaries established by the Board's policies and governance framework
  • Financial decisions above the Board-approved threshold require Board authorization before execution
  • The CEO maintains open, honest, and timely communication with the Board — no surprises

The CEO of this organization carries something rare and sacred — the trust of a community, the confidence of a Board, and the responsibility of a mission that feeds thousands of families every year. Lead with humility. Lead with faith. Lead the way Wynema showed us — because it is not what you do. It is how you do it.

This section describes each volunteer role at the Pantry. Every role is essential to our mission. Volunteers are asked to arrive on time, wear appropriate attire, follow all food safety protocols, and treat every client and fellow volunteer with kindness and respect — always in the spirit of Wynema's Way.

★ A Note on Our Standards

Whatever your role — whether you're greeting a family at the front desk or stacking boxes in the warehouse — you are representing the heart of this ministry. Every action, every word, and every interaction should reflect the values of Faithfulness, Dignity, Compassion, Unity, and Stewardship.

4.1 Front Desk — Client Services

First point of contact for every family who visits the Pantry

The Front Desk is the first point of contact for every family who visits the Pantry. Volunteers in this role set the tone for the entire client experience. Warmth, professionalism, and dignity are essential. A welcoming front desk is not merely a logistics function — it is a ministry unto itself.

A smooth, consistent opening sets the tone for the entire day. Every front desk volunteer arriving for their shift must complete the following steps before the Pantry opens for service:

  1. Unlock the front and back gates.
  2. Deactivate the alarm using the security code.
  3. Take the phone off call forwarding by dialing 73.
  4. Turn ON the Open sign
  5. Sign the attendance book — all volunteers must sign in at the start of every shift.
  6. Check the bulletin board and/or the volunteer portal for any important announcements or updates before beginning your shift.

Before leaving, every front desk volunteer must complete the following closing steps carefully. Do not leave until all steps are done:

  1. Turn off the printer and computer.
  2. Turn OFF the Open sign
  3. Turn off all lights and unplug the fan.
  4. Activate call forwarding by dialing 72, then (904) 316-0258. Wait for the call to connect before hanging up.
  5. Lock the front and back gates.
  6. Lock all doors — front door, storeroom, courtyard, and back door.
  7. Place any monetary donations received during the shift in the Jean Cosby Folder.
  8. Set the alarm.

Never leave the building without confirming every step on this list is complete. If you are unsure about any step, contact your team lead before departing.

  • Greet every client warmly and respectfully upon arrival
  • Verify client identity using a valid photo ID / Passport / Embassy or government Issued ID
  • Check client records to confirm eligibility (Monthly interval, 9-month limit; homeless clients are exempt)
  • Register new clients and update existing records as needed
  • Record visit date, family size, and household composition for reporting purposes
  • Communicate with distribution volunteers regarding family size so the correct quantity of food is prepared
  • Answer basic client questions about the Pantry's programs and ministries
  • Maintain client confidentiality at all times — no personal information is shared
  • Keep the front desk area clean, organized, and welcoming
  • Refer clients to the Baby Cubbie, Homeless Cubbie, or Pet Food ministry as applicable

Every guest who visits the Pantry must be checked in through our Food Bank Manager system. Follow these steps carefully and in order for every visit. Accuracy in check-in is essential for eligibility tracking, reporting, and serving our guests well.

  1. Search by PARTIAL LAST NAME — enter only a few characters of the last name.
  2. If not found, search by ADDRESS — enter only the house number or the street name.
  3. If still not found, search for the guest as a HOUSEHOLD MEMBER on another guest’s record.
✓ GUEST FOUND Click on the guest’s name to open their record. CHECK NOTES — Review the notes panel on the right side of the screen for any important information about this guest. CHECK ELIGIBILITY — Look for red text that reads “Exceeds Uses.” “Exceeds Uses” IS displayed → Guest is NOT eligible for food. See the override process in the handbook. “Exceeds Uses” NOT displayed → Guest IS eligible. Continue to next step. Check the appropriate boxes — select “Homeless” if applicable, or check the appropriate household/visit type checkboxes. Click SAVE VISIT. Click PRINT REQUEST. COPY the guest’s ID on the back of the printed request form. Place the printout on a clipboard and give it to the guest. Ask them to: Provide any missing or incorrect information Complete the Reason for Assistance field Sign and date the disclosure statement Return the completed form to the volunteer Process the visit and send guest to distribution. 🔍 GUEST NOT FOUND COPY the guest’s Driver’s License on the back of a blank New Guest Information Form. Place the form on a clipboard and give it to the guest to complete in full. When the guest returns the completed form, CREATE A NEW GUEST record in Food Bank Manager using the information provided. SAVE the new guest’s information. Check the appropriate boxes — select “Homeless” if applicable, or check the appropriate household/visit type checkboxes. Click SAVE VISIT.

★ Special Note — Homeless Guests

For homeless guests, have them use the Homeless Guest Needs Assessment checklist (see Section 4.3) to indicate what items they need to receive during their visit. Complete this checklist before sending them to distribution.

  • Friendly, patient, and compassionate demeanor
  • Ability to handle sensitive situations with discretion
  • Basic computer or record-keeping skills helpful
  • Bilingual volunteers are especially valued

4.2 Receiving — Food Intake and Sorting

Managing all incoming food to ensure safety, accuracy, and quality

The Receiving team manages all incoming food — whether purchased deliveries from Save-A-Lot or donated items from community partners and food drives. This role is critical to maintaining inventory accuracy and food safety across all Pantry operations.

  • Receive and unload food deliveries and donated items
  • Inspect all incoming items for damage, expiration dates, and food safety compliance — discard any items that are expired beyond guidelines, damaged, or unsafe
  • Sort all donated food in the sorting room prior to placement in the storeroom — donated food never goes directly to shelves without sorting
  • Categorize and organize items by type (canned goods, dry goods, produce, meat, bread, baby items, etc.)
  • Record received weight accurately for tracking purposes
  • Notify your team lead of any shortages, surpluses, or items requiring refrigeration
  • Maintain cleanliness and organization in the sorting area and loading zone
  • Follow all food safety handling procedures (gloves required, proper lifting techniques)
  • Coordinate with Simon's House, Waste Not Want Not, and God's Garden deliveries according to schedule

Every donor who walks through our doors deserves to feel genuinely appreciated. They are partners in our mission, and how we receive them reflects the heart of the Pantry. Follow these steps every time a donor brings a contribution:

  • Assist with Unloading — Immediately help every donor unload their contribution. Do not wait to be asked — step up, be present, and make the process easy for them. If time permits, take a photo of the donation as a meaningful keepsake and for the Pantry’s records.
  • Make Them Feel Valued — Thank each donor sincerely and personally. Let them know the difference their contribution makes to Clay County families. A warm, genuine expression of gratitude leaves a lasting impression and encourages continued giving.
  • Complete the Donor Form — Have every donor fill out a donor form in full, including their full name, mailing address, phone number, and email address. This information is essential for issuing proper receipts and maintaining donor records.
  • Always Provide a Receipt — Do not ask a donor whether they would like a receipt — always provide one. Every donor receives a copy of their receipt, every time, without exception. This is a matter of professionalism, trust, and good stewardship.
  • Sign the Donor Form — The receiving volunteer must sign the donor form before filing it. An unsigned form is an incomplete form.
  • No Anonymous Donations — All donations must be recorded with the donor’s full name, phone number, and mailing address. Do not record any donation as “anonymous.” If a donor is hesitant, kindly explain that the information is used only for their receipt and our records, and is kept strictly confidential.

Accurate sorting is the foundation of a well-organized pantry. Every item that comes through the door must be sorted correctly so that food reaches families in the right category, in the right quantity, and in the right condition. Follow these guidelines every time donations are sorted:

  • Follow the Hanging Signs — Sorting guidelines are posted on hanging signs throughout the sorting area. Always refer to these signs when categorizing items. Categories are specific — for example: broth does not go with soup, chicken does not go with meat, and spaghetti sauce does not go with tomato sauce. When in doubt, check the sign before placing an item.
  • Place Giveaways in the Assigned Banana Box — Items designated as giveaways must be placed in the assigned banana box — not on the shelves and not in standard food bags. Keep the giveaway box clearly identified and in its designated location at all times.
  • Know What Goes in the Giveaway Box — Certain items are always directed to the giveaway box and are never packed into standard family orders. These include: milk, cranberry sauce, pumpkin, Jello, and baby food. If you are ever unsure whether an item belongs in a regular order or the giveaway box, check the hanging signs or ask your team lead before placing it.
  • Physical ability to lift and carry boxes (up to 40 lbs)
  • Attention to detail and strong commitment to food safety
  • Organized, efficient, and dependable
⚠ Food Safety Reminder

No donated food item may bypass the sorting room. Expired, opened, or damaged items must be discarded immediately. When in doubt, throw it out. Client safety is always the priority.

4.3 Warehouse — Storeroom Management

The backbone of the Pantry's supply chain

The Warehouse team maintains the Pantry's storeroom and cold storage, ensuring that food is properly organized, rotated, and accessible for distribution days. This role is the backbone of the Pantry's supply chain and requires strong organizational skills and physical stamina.

  • Organize and maintain the storeroom, including shelving, cold storage, and freezer areas
  • Implement FIFO (First In, First Out) inventory rotation to minimize waste — older items always go to the front
  • Restock shelves and distribution stations before and after each distribution day
  • Monitor inventory levels and flag low-stock items to leadership for reorder
  • Ensure proper temperature maintenance in commercial refrigerators and freezers
  • Keep the warehouse clean, organized, and compliant with food safety standards
  • Manage storage of Baby Cubbie and Homeless Cubbie supplies separately and with care
  • Store pet food and donated clothing in designated areas (rear of building)
  • Conduct periodic inventory counts to support monthly and annual reporting
  • Report any equipment issues (refrigerators, freezers, shelving) immediately to your team lead

Proper shelf stocking keeps the warehouse organized, safe, and efficient for every distribution day. Follow these standards every time shelves are restocked:

  • Use Flats Between Layers — When stacking canned goods, always place a flat (cardboard divider) between each layer of cans. This keeps stacks stable, prevents cans from rolling or toppling, and protects the integrity of each item. Use uniform-size flats throughout to maintain consistency and a tidy, professional appearance on the shelves.
  • Always Pull Oldest Stock First — When retrieving food from the back room for shelf restocking or distribution, always start with the oldest dated items first. Rotate stock so that items with the earliest dates are always at the front and used before newer inventory. This practice — known as First In, First Out (FIFO) — minimizes waste and ensures the freshest possible food reaches every family.
  • Physical stamina and ability to lift and move boxes
  • Strong organizational skills and attention to detail
  • Familiarity with basic food safety and storage practices

4.4 Preparation of Carts — Pre-Distribution Setup

Setting the stage for fast, fair and accurate distribution

This is a behind-the-scenes role that directly impacts the speed, accuracy, and fairness of each distribution. All carts must be prepared according to standardized 4 bag family or 2 bag single — consistency is essential to ensure every family or guest receives the same quality and quantity of food.

  • Bread — Give each client sliced bread according to their family size and the supply available. When additional bread varieties are on hand — such as bagels, swirl bread, English muffins, or similar items — offer those as well. Availability will vary by distribution day.
  • Dessert, Meat, Fruit & Vegetables — When available, provide each client with a dessert item, a meat item, fruit and vegetables. These are distributed based on supply at the time of service and should be given generously and fairly across all families being served that day.
  • Hygiene Items — Hygiene products are available upon request only. Do not add hygiene items to every order automatically — offer them only when a client specifically asks. This ensures supplies remain available for those who need them most.
  • Ability to follow detailed written quantity lists precisely
  • Physical stamina for lifting and moving food items
  • Strong teamwork and communication with bagging and warehouse teams

4.5 Bagging — Food Distribution Stations

Serving families face-to-face with speed, accuracy, and dignity

Bagging volunteers work at one of the Pantry's four packing stations to assemble each family's food supply. This is a high-energy, high-impact role that puts volunteers in direct contact with the families we serve. Accuracy is the priority.

  • Double Bag Every Order — All orders are packed in double bags to ensure safe, sturdy handling for every family.
  • Bag Count by Household Size — Family orders receive 4 bags (doubled); single-person orders receive 2 bags (doubled). Size is communicated by the Front Desk.
  • Label Every Bag — Using a black marker, write the date, bag number (#1, #2, #3, or #4), and your initials on each family bag. For single-person orders, label “A” and “B” bags using a red marker with your initials. Clear labeling ensures accuracy and accountability at every station.
  • Pack Cans on Their Sides — Place canned goods on their ends (sides) within the bags for stability and even weight distribution.
  • Heaviest Items on the Bottom — Always place the heaviest items at the bottom of each bag to distribute weight evenly and prevent damage to lighter or more fragile items.
  • Check Dates and Food Condition — Before packing any item, note the date printed on the packaging and inspect for dents and rust. Understand the difference between shelf date, best-by date, and expiration date — food is often safe and good for 1 to 3 years beyond a printed date. When in doubt, refer to the reference list posted on the shelf unit in the back room. Exception: Baby food dates must be followed strictly — never distribute baby food that is past its date under any circumstances.
  • Do Not Add Extras While Packing — Giveaways, meat, bread, and any additional items are never placed in bags during the packing process. These items are added personally when the client is being served. This ensures fairness and freshness for every family.
★ Remember: You Are the Ministry

For many families, the bagging station is their most direct human connection at the Pantry. A warm smile, a kind word, and genuine care can transform a difficult moment into an experience of grace. That is Wynema's Way.

  • Always Use a Reusable Bag — All homeless guest orders are packed in a reusable bag, not disposable bags. This is both practical and a sign of respect for our neighbors.
  • Be Mindful of Bag Size and Weight — Many of our homeless guests are traveling by bike, walking, using a walker, carrying a cart on a bike, or living out of their car. Before packing, always ask the guest about their transportation and pack accordingly. A guest on a bicycle cannot carry the same load as a guest with a car. Adjust the size and weight of what you pack to fit what they can realistically carry. Their answer to the Guest Needs Assessment (below) will guide you.
  • Guests May Request What They Need — Homeless guests may ask for any item we have in stock. If we have it, we provide it. Do not limit their requests without good reason. Use the Guest Needs Assessment checklist below to understand what each guest needs that day.
  • Serve with Warmth and Without Judgment — Our homeless guests are our neighbors. Greet them by name when you know it, make eye contact, and treat every interaction as an opportunity to show the love of Christ in action. Never rush a homeless guest or make them feel like a burden.
  • Complete a Guest Needs Assessment at Every Visit — Use the form below to gather the information needed to pack the right items in the right quantities for each guest’s unique situation. This ensures every guest is served thoughtfully and efficiently.

Complete the following assessment with every homeless guest at the time of their visit. This information helps us pack appropriately and serve them well.

Section A — Transportation

What transportation do you have today?

☐ Car ☐ Bike ☐ Walk

Section B — Living Situation

Are you able to cook? ☐ YES ☐ NO
Do you have refrigeration? ☐ YES ☐ NO

Section C — What Do You Need?

What do you need? (Check all that apply)

☐ Beef Stew ☐ Paper Plates / Plastic Silverware
☐ Ravioli / Canned Pasta ☐ Socks
☐ Canned Chicken ☐ Soap
☐ Tuna ☐ Toilet Paper
☐ Peanut Butter ☐ Water
☐ Jelly ☐ Bread
☐ Pork and Beans ☐ Fried Chicken
☐ Soup ☐ Sweets
☐ Ramen Noodles ☐ Snack Bag
☐ Fruit ☐ Can Opener

Other:

Serving our homeless neighbors is not a task — it is a calling. These guests often have no one else. When they walk through our doors, they are trusting us with their dignity. Let us never take that lightly. Be patient, be generous, be present. In the spirit of Wynema’s Way, every homeless guest who visits The Food Pantry of Green Cove Springs should leave feeling seen, valued, and cared for.

4.6 — Team Lead

The Team Lead is the operational backbone of every shift at The Food Pantry of Green Cove Springs. This role exists to ensure that volunteers are supported, informed, and working in alignment with the standards set forth in this Operations Manual — every single shift, every single day. The Team Lead is not simply a coordinator; they are the keeper of the mission on the floor.

Role Overview

The Team Lead serves as the primary point of communication between the Board of Directors, organizational leadership, and the volunteer team. On any given shift, the Team Lead is the highest-ranking person on the floor and is responsible for the smooth, consistent, and dignified delivery of the Pantry's services.

Key Responsibilities

  • Team Communication — Serve as the central communication hub for the entire volunteer team on each shift. Relay updates, announcements, procedural changes, and Board directives to all volunteers before, during, and after the shift.
  • Operational Compliance — Ensure that all volunteers follow the procedures outlined in this Operations Manual at all times. Politely but firmly correct any deviation from established procedures. This includes opening and closing procedures, food safety standards, client check-in procedures, sorting protocols, and all other guidelines.
  • Volunteer Coordination — Assign and adjust volunteer roles at the start of each shift based on attendance and operational needs. Ensure no station is left unmanned during active service.
  • Briefing and Debriefing — Lead a brief team huddle at the start of every shift to share announcements, review any procedural reminders, and set the tone for the day. Conduct a brief end-of-shift debrief to capture any issues, observations, or feedback to relay to leadership.
  • Problem Resolution — Be the first point of contact for any issue that arises on the floor — whether operational, interpersonal, or guest-related. Resolve issues calmly and professionally. Escalate to the Board or organizational leadership when necessary.
  • Guest Experience — Ensure every guest interaction reflects the values of Wynema's Way — warmth, dignity, patience, and compassion. Address any guest concerns promptly and with care.
  • Emergency Authority — In the event of a medical emergency, safety concern, food safety incident, or any urgent situation, the Team Lead is empowered to take immediate action to protect guests, volunteers, and the integrity of the Pantry.
  • Confidentiality Enforcement — Ensure all volunteers maintain strict client confidentiality throughout the shift. Address any breach immediately and report to leadership.
  • Override Authority — The Team Lead is the only person authorized to initiate the eligibility override process for guests who show "Exceeds Uses" in Food Bank Manager. All override decisions must be documented and reported to leadership.
  • Reporting — Complete a brief written or digital shift report at the end of each shift documenting: volunteer attendance, any guest incidents or concerns, any operational issues, and any items that require leadership follow-up.

Leadership Standards

The Team Lead role is a position of trust, responsibility, and servant leadership. It requires a person who:

  • Knows this Operations Manual thoroughly and can apply it under pressure
  • Communicates clearly, respectfully, and consistently with all volunteers — regardless of experience level
  • Leads by example — modeling Wynema's Way in every interaction
  • Remains calm under pressure and resolves conflicts with grace
  • Is committed to the mission of food distribution above all other priorities
  • Earns and maintains the trust of volunteers, guests, and the Board

What the Team Lead is NOT

The Team Lead role is a position of coordination and accountability — not authority over the organization's strategic decisions. The Team Lead:

  • Does NOT override Board decisions or organizational policy
  • Does NOT make financial commitments or approve expenditures
  • Does NOT represent the Pantry publicly or to media without Board authorization
  • Does NOT act as a disciplinary officer — personnel matters are escalated to the Board

Every volunteer deserves a shift where they feel supported, informed, and empowered to do their best. That is the Team Lead's greatest responsibility — not managing a shift, but enabling a team. In the spirit of Wynema's Way, the best Team Lead is the one who makes every volunteer feel like they couldn't do it without them.

4.7 — Purchasing

The Purchasing role is responsible for maintaining a consistent, cost-effective, and mission-aligned supply of food and essential items for the Pantry. This role ensures that the organization always has the inventory needed to serve families, homeless guests, and additional ministries — without overspending, over-ordering, or compromising on quality.

Key Responsibilities

  • Inventory Monitoring — Conduct regular inventory checks of all food, supplies, and ministry items. Identify shortages, overstock, and expiring items and report findings to the Team Lead and Board.
  • Procurement — Source and purchase food and essential supplies in accordance with the Board-approved budget. Primary purchasing is conducted bi-weekly at Save-A-Lot. Additional purchases are coordinated as needed.
  • Budget Compliance — All purchases must fall within the approved budget. Any purchase exceeding $500 requires prior approval from the Chairman or Treasurer. Purchases over $2,000 require full Board approval.
  • Vendor Relationships — Maintain professional and productive relationships with all food vendors, grocery suppliers, and donation partners. Communicate delivery schedules and any sourcing changes to the Team Lead promptly.
  • Donation Coordination — Work with the Receiving team to track all donated food items and factor donations into purchasing decisions to avoid duplication and waste.
  • Documentation — Maintain accurate purchase receipts and records for all expenditures. Submit all documentation to the Treasurer following every purchase.
  • Food Safety Compliance — Ensure all purchased items meet food safety and quality standards. Never purchase damaged, recalled, or near-expiration food without Board authorization.
  • Reporting — Provide a purchasing summary to the Treasurer and Board at each quarterly meeting, including total expenditures, inventory status, and any upcoming procurement needs.

Standards

  • All purchasing decisions must serve the mission first — prioritize what families and guests need most.
  • Never purchase items for personal use or on behalf of individuals outside of authorized Pantry programs.
  • Coordinate with the Operations Manager to align purchasing with program needs and capacity.

Good stewardship of the Pantry's resources is an act of ministry. Every dollar spent wisely is a dollar that feeds one more family. That is the spirit of Wynema's Way.

4.8 — Operations Manager

The Operations Manager is responsible for the day-to-day administrative and logistical health of The Food Pantry of Green Cove Springs. While the Team Lead manages the volunteer floor, the Operations Manager ensures that the systems, processes, facilities, and records that support the Pantry's mission are running smoothly, efficiently, and in full compliance with organizational standards.

Key Responsibilities

  • Operational Oversight — Monitor all aspects of the Pantry's daily operations and ensure they are running in alignment with this Operations Manual. Identify inefficiencies, gaps, or procedural breakdowns and recommend solutions to the Board.
  • Facilities Management — Oversee the condition and cleanliness of all Pantry facilities, including the main distribution area, sorting room, warehouse, refrigeration and freezer units, and outdoor areas. Coordinate maintenance, repairs, and cleaning schedules.
  • Equipment Management — Maintain an inventory of all Pantry equipment (refrigerators, freezers, computers, printers, carts, etc.). Coordinate repairs or replacements as needed and report equipment issues to the Board.
  • Record-Keeping and Compliance — Ensure that all operational records — including volunteer logs, client visit records, Food Bank Manager data, and inventory reports — are accurate, up-to-date, and stored securely in compliance with the Pantry's confidentiality standards.
  • Volunteer Support Systems — Work with the Volunteer Recruit and Scheduling role to ensure sufficient volunteer coverage for all shifts and programs. Identify staffing gaps and escalate to the Team Lead or Board as needed.
  • Policy Implementation — Serve as the primary resource for ensuring that organizational policies are understood and consistently applied across all volunteer roles and shifts.
  • Vendor and Partner Coordination — Coordinate with food sourcing partners, delivery schedules, and external service providers to ensure smooth operations. Communicate changes or disruptions to the Team Lead.
  • Board Liaison — Provide the Board with a regular operations report covering facilities status, compliance observations, staffing, and any operational issues requiring Board attention.
  • Continuous Improvement — Proactively identify opportunities to improve the Pantry's operations, reduce waste, increase efficiency, and better serve guests — and bring recommendations to the Board with supporting documentation.

Leadership Standards

  • The Operations Manager serves the mission by serving the systems that make the mission possible.
  • Must have a thorough knowledge of this Operations Manual and all organizational policies.
  • Works closely with the Team Lead, Purchasing role, and Board to maintain organizational alignment.
  • Communicates proactively — does not wait for problems to escalate before reporting.

Behind every family served with dignity is a system that was thoughtfully managed. The Operations Manager is the reason the Pantry can do what it does — every single day.

4.9 — Event Planning

The Event Planning role is responsible for organizing, coordinating, and executing all Pantry events — from community food drives and fundraisers to volunteer appreciation gatherings, partner recognition events, and holiday distributions. Events are powerful expressions of the Pantry's values and an important tool for community engagement, donor cultivation, and volunteer morale.

Key Responsibilities

  • Event Coordination — Plan and manage all Pantry events from inception to completion, including logistics, venue, supplies, volunteer assignments, and guest experience.
  • Board Approval — ALL events — whether internal or public-facing — must receive prior written approval from the full Board of Directors before any planning commitments are made. This includes dates, venues, budgets, and promotional materials.
  • Budget Management — Develop a detailed event budget for each event and submit it to the Treasurer for approval. All event expenditures must be documented and receipts submitted after the event.
  • Volunteer Coordination — Work with the Volunteer Recruit and Scheduling role to secure sufficient volunteers for each event. Provide clear role assignments and instructions to all event volunteers in advance.
  • Promotional Materials — Design or coordinate the creation of all event flyers, social media content, and printed materials. All promotional materials must be reviewed and approved by the Board before distribution or publication.
  • Vendor and Partner Coordination — Coordinate with any outside vendors, food donors, community partners, or church groups involved in an event. Maintain clear communication and written agreements for all external commitments.
  • Community Engagement — Ensure that all events represent the Pantry's mission, values, and brand with excellence. Every event is an opportunity to build trust with the community, deepen donor relationships, and expand the Pantry's reach.
  • Post-Event Reporting — Complete a written post-event report for the Board including: attendance numbers, volunteer participation, budget vs. actual spending, community feedback, and recommendations for future events.
  • Food Drive Management — Coordinate all community food drives, including drop-off locations, promotion, logistics, and proper intake of all collected donations through the Receiving team's sorting process.

Standards

  • No event may be publicly announced until the Board has given written approval.
  • Events must NEVER interfere with the Pantry's primary food distribution operations. Distribution days are sacred — events are scheduled around them, not the reverse.
  • All event activities on Pantry premises must comply with parking, safety, and facility guidelines.

Every event is a chance to show the community who we are — not just what we do. Plan with excellence, serve with warmth, and let every event be a reflection of Wynema's Way.

4.10 — Volunteer Recruit and Scheduling

The Volunteer Recruit and Scheduling role is the engine that keeps the Pantry's volunteer force strong, consistent, and mission-aligned. This role is responsible for finding, welcoming, onboarding, and scheduling volunteers across all roles and shifts — ensuring the Pantry always has the people it needs to serve its guests with excellence.

Key Responsibilities

  • Volunteer Recruitment — Actively recruit new volunteers from partner churches, civic organizations, schools, businesses, and the broader community. Represent the Pantry at community events, church presentations, and volunteer fairs as needed.
  • Outreach and Promotion — Create and distribute volunteer recruitment materials (with Board approval) including flyers, social media posts, and church bulletins. Maintain a compelling and up-to-date description of volunteer opportunities.
  • Onboarding — Welcome all new volunteers personally and ensure they complete orientation, receive this Operations Manual, and are connected to the appropriate Team Lead before their first shift.
  • Scheduling — Maintain a complete and current volunteer schedule for all shifts, roles, and programs. Ensure every position is covered for every operating day. Communicate the schedule to volunteers and Team Leads in advance.
  • Shift Coverage — Proactively identify and fill scheduling gaps. Maintain a list of on-call or flexible volunteers who can step in when absences occur. Notify the Team Lead immediately if a shift cannot be fully covered.
  • Volunteer Retention — Build relationships with existing volunteers and monitor engagement levels. Recognize volunteer milestones, birthdays, and service anniversaries. Alert the Team Lead or Board when a volunteer has become inactive.
  • Training Coordination — Work with the Team Lead and Operations Manager to ensure all new volunteers complete required training before serving independently. Track training completion for every volunteer.
  • Volunteer Records — Maintain accurate and up-to-date records of all active volunteers, including contact information, role assignments, shift history, and training status. All records must be stored securely and in compliance with the Pantry's confidentiality policies.
  • Board Reporting — Report volunteer recruitment numbers, scheduling metrics, and retention trends to the Board at each quarterly meeting.

Leadership Standards

  • Every new volunteer deserves a warm, personal welcome — first impressions set the tone for long-term service.
  • Scheduling is a ministry — a well-covered shift means more families served.
  • Proactive communication prevents gaps. Never wait for a shortage to become a crisis.
  • Collaborate closely with the Team Lead and Operations Manager to align volunteer capacity with operational needs.

Volunteers are the heartbeat of this Pantry. Recruiting and caring for them well is one of the most important acts of stewardship this organization can perform. In the spirit of Wynema's Way — every volunteer who walks through our doors should feel like they belong here.

4.11 — Public Relations (PR)

The Public Relations role is the voice and face of The Food Pantry of Green Cove Springs to the outside world. This role is responsible for building, protecting, and advancing the Pantry's public image through strategic communication, community outreach, media engagement, and social media presence. Everything communicated publicly under the Pantry's name must reflect the values of Wynema's Way — with professionalism, warmth, accuracy, and integrity.

Role Overview

The PR role works closely with the Board of Directors and organizational leadership to ensure that the Pantry's story is told well — and told truthfully. Every press release, social media post, public statement, photograph, and community announcement is an opportunity to build trust, inspire generosity, and deepen the Pantry's roots in the Clay County community.

Key Responsibilities

  • Board Approval for All Public Communications — No press releases, public statements, media interviews, social media campaigns, or official communications may be published or distributed without prior approval from the Board of Directors. All content must be reviewed and authorized before release.
  • Social Media Management — Manage and maintain the Pantry's official social media accounts (Facebook, Instagram, and any other approved platforms). Create and schedule content that reflects the Pantry's mission, celebrates volunteers, highlights community impact, and promotes events and food drives. All content must be Board-approved before posting.
  • Media and Press Relations — Serve as the primary point of contact for all media inquiries, journalists, and news outlets. Draft and distribute press releases for major milestones, events, and announcements. Coordinate media visits and photography on Pantry premises with Board approval.
  • Storytelling and Impact Reporting — Capture and share the Pantry's story through compelling, mission-aligned content — including volunteer spotlights, guest impact stories (with full anonymity and written consent when required), partner highlights, and program updates.
  • Community Outreach — Represent the Pantry at community events, church presentations, civic organization meetings, and public forums as authorized by the Board. Build and maintain relationships with community leaders, local businesses, churches, and media contacts.
  • Brand Consistency — Ensure that all public-facing materials — flyers, banners, social media graphics, email newsletters, and printed handouts — are visually consistent with the Pantry's branding (logo, colors, fonts, tone). Maintain a library of approved brand assets.
  • Donor and Partner Communication — Collaborate with organizational leadership to craft thank-you communications, donor recognition content, and partner acknowledgments. All donor communications must be handled with discretion, accuracy, and gratitude.
  • Crisis Communication — In the event of a public relations crisis, negative media coverage, or reputational concern, the PR role works exclusively with the Board to prepare an official response. No statements are made to the public or media without full Board authorization.
  • Photography and Visual Content — Coordinate the capture of high-quality photos and videos of Pantry operations, events, and community impact (with appropriate permissions). Maintain a library of approved visual content for use in communications.
  • Reporting — Provide the Board with a quarterly PR report including: social media engagement metrics, media coverage summary, community outreach activities, and upcoming communications priorities.

What the PR Role is NOT

The PR role is a communications and community-building function — not a decision-making authority. The PR volunteer or coordinator:

  • Does NOT make organizational commitments or policy statements on behalf of the Pantry
  • Does NOT speak to media without Board authorization for that specific interaction
  • Does NOT post on official Pantry social media accounts without prior content approval
  • Does NOT share guest information, photos of guests, or any identifying client details under any circumstances — even with good intentions
  • Does NOT act independently during a crisis — all crisis responses are Board-directed

Guest and Volunteer Privacy in Public Communications

The privacy of every guest and volunteer must be protected in all public communications. The following rules are absolute and non-negotiable:

  • Guest identities must NEVER be shared publicly — no names, photos, or identifying details — without explicit written consent from the individual.
  • Volunteer information may only be shared publicly with the volunteer's knowledge and agreement.
  • Any photos taken on Pantry premises must be handled in accordance with the Pantry's confidentiality standards and may not be posted without appropriate authorization.
  • When in doubt — do not post. Ask the Board first.

How we tell our story matters as much as the story itself. The world sees the Pantry through what we say, what we post, and how we show up in the community. Let everything we put out into the world reflect the heart, the excellence, and the love that defines Wynema's Way.

4.12 — Marketing Director

If you are someone who thinks big, builds relationships naturally, and has a passion for communicating what makes a cause truly worth fighting for — this role is for you. The Marketing Director is a visionary who leads with love and executes with excellence.

Role Overview

The Marketing Director is the senior leadership voice for all external communications, brand strategy, and community presence of The Food Pantry of Green Cove Springs. This role sets the overall vision, strategy, and long-term direction for how the Pantry presents itself to the world. The Marketing Director works directly with the Board of Directors and the Operations Manager, and provides senior direction to all marketing team roles.

Reports To

The Marketing Director reports directly to the Board of Directors and works in close collaboration with the Operations Manager. All marketing team roles — including Social Media, Public Relations, Event Planning, Donor Outreach, and Food Drives Coordinator — report to the Marketing Director.

Key Responsibilities

  • Communications Vision and Strategy — Develop and own the Pantry's overarching communications and marketing strategy. Define how the Pantry presents itself publicly — its voice, its story, its priorities — and ensure every channel and team member reflects that vision consistently.
  • Board Partnership — Serve as the Board's primary advisor on all matters of public communications, brand, and community perception. Bring marketing insights, community feedback, and recommendations directly to Board meetings.
  • Marketing Team Leadership — Provide senior leadership and strategic direction to the marketing team. Set team goals, review performance, and cultivate a culture of excellence and mission alignment.
  • Brand Ownership — Own the Pantry's brand at the highest level. Ensure the organization's name, logo, messaging, and public image are protected, consistent, and always worthy of the community's trust.
  • Major Campaign Leadership — Lead the development of major annual campaigns — Thanksgiving, Christmas, summer hunger, volunteer recruitment, and significant fundraising initiatives.
  • External Partnerships and Media Relations — Build and maintain relationships with key community leaders, media contacts, major donors, civic organizations, and faith community leaders. Represent the Pantry at community events as authorized by the Board.
  • Crisis Communications — In any situation involving reputational risk or media scrutiny, the Marketing Director leads the response strategy in coordination with the Board. No public statement is made without the Marketing Director's involvement and Board approval.
  • Annual Marketing Plan — Develop and present a comprehensive annual marketing and communications plan to the Board each year, covering campaigns, channels, budget needs, team goals, and success metrics.
  • Board Reporting — Present a quarterly Marketing Director Report to the Board covering brand health, campaign results, community engagement highlights, team performance, and upcoming strategic priorities.

Marketing Director vs. Marketing Manager

These two roles are complementary, not competing:

  • Marketing Director — Sets vision, strategy, and direction. Works at the Board and community leadership level. Long-term and strategic.
  • Marketing Manager — Executes the strategy day-to-day. Oversees the team's content, scheduling, campaigns, and deliverables. Operational and tactical.

The best outcomes happen when the Director and Manager work in close, trusting partnership.

Leadership Standards

  • Never makes public commitments or statements without Board authorization
  • Models Wynema's Way in every interaction — with team members, community partners, media, and donors
  • Leads the marketing team with clarity, encouragement, and accountability
  • Protects the Pantry's reputation as one of its most valuable assets
  • Is transparent with the Board — sharing both successes and challenges honestly

The world needs to know what this Pantry does — and more importantly, who we are. The Marketing Director makes sure that story is told beautifully, honestly, and in a way that invites the whole community into this mission. Tell it with passion, lead with love, and let every message reflect the excellence of Wynema's Way.

4.13 — Food Drives & Community Collections Coordinator

The Food Drives & Community Collections Coordinator is the person who makes sure the Pantry's shelves stay full — not by waiting for food to come to us, but by going out into the community and actively bringing it in. This role is responsible for organizing and managing all food drives, as well as any and all collection activities — including donation barrels placed at community locations, school and workplace collections, church campaigns, civic group collections, and any other initiative designed to gather food and essential supplies for the families we serve. This is an outward-facing, energetic, relationship-driven role that directly impacts how much we can give.

Role Overview

Food and supply donations are one of the most critical and consistent ways the Pantry is able to serve Clay County families. The Food Drives & Community Collections Coordinator takes a proactive, organized approach to maximizing those donations — building a network of collection partners across the county, keeping barrel and drop-off programs running smoothly, and launching targeted food drive campaigns throughout the year. Every can collected, every barrel filled, and every drive completed is food on our shelves and meals on someone's table.

Key Responsibilities

  • Active Prospecting for New Collection Opportunities — Continuously identify and pursue new locations, organizations, and partners willing to host food drives or place donation barrels. Prospects include grocery stores, pharmacies, churches, schools, gyms, HOA clubhouses, healthcare offices, civic clubs, libraries, barbershops and salons, real estate offices, and any high-traffic community location. No lead should go unfollowed.
  • Donation Barrel Program — Manage the Pantry's donation barrel program end to end. This includes identifying and securing host locations, delivering and placing barrels with clear signage and instructions, scheduling regular collection visits, transporting collected donations back to the Pantry, and maintaining a clean, organized barrel inventory. Every barrel in the community is a year-round ambassador for the Pantry's mission.
  • Food Drive Planning and Execution — Plan, coordinate, and execute food drives of all sizes — from a single-classroom school drive to a county-wide community campaign. Serve as the primary point of contact for every host organization. Provide everything needed for a successful drive: promotional materials, collection guidelines, drop-off logistics, pickup scheduling, and follow-up communication.
  • Workplace and Corporate Collection Campaigns — Approach local businesses and employers about hosting internal food drives and supply collections among their staff. Provide simple, turnkey kits that make it easy for any workplace to participate. Track results and recognize top corporate contributors.
  • School and Youth Organization Drives — Partner with schools, youth sports leagues, scout troops, and faith-based youth groups to organize student-led food drives. These campaigns build a culture of generosity in the next generation while bringing in meaningful donations.
  • Civic and Community Group Collections — Engage with Rotary clubs, Lions Clubs, neighborhood associations, HOAs, and other civic organizations to organize collection events, themed drives, and seasonal campaigns.
  • Seasonal and Annual Campaigns — Plan and lead the Pantry's major seasonal collection campaigns — including Thanksgiving, Christmas, back-to-school, and summer hunger drives. These are among the highest-impact collection events of the year and require early planning, broad community outreach, and maximum visibility.
  • Promotion and Awareness — Work with the Marketing Director and Social Media Coordinator to promote all active food drives and barrel locations through the Pantry's official channels. All promotional content must be Board-approved before distribution.
  • Collection Logistics and Transportation — Coordinate the physical collection and transportation of all donated food and supplies from drive locations and barrel sites to the Pantry. Ensure all incoming donations are delivered to the Receiving team for proper sorting before being placed on shelves. Never bypass the sorting process.
  • Host Partner Acknowledgment — Ensure that every food drive host and barrel location partner receives a sincere, personalized thank-you following their drive or collection period. Provide host partners with an impact update — how many pounds were collected, how many families it helped — so they can see the difference they made.
  • Tracking and Reporting — Maintain accurate records of all collection activities including: locations served, pounds collected per drive and per barrel, number of participating organizations, and seasonal campaign totals. Use this data to identify top partners, recognize growth opportunities, and demonstrate community impact.
  • Board Reporting — Provide the Board with a quarterly Food Drives & Collections Report covering: drives completed, barrels in service, total food and supplies collected, new collection partners added, upcoming campaigns planned, and overall inventory impact on the Pantry.

Donation Barrel Program — Standards

The donation barrel program represents the Pantry's most consistent, year-round community presence outside our walls. Standards for managing the program well:

  • Every barrel location must have a signed host agreement reviewed by the Operations Manager before placement
  • All barrels must be clearly labeled with the Pantry's name, logo, and a brief description of accepted items
  • Barrels must be collected on a regular schedule — at minimum every two weeks, or sooner if full — to keep hosts happy and donations fresh
  • Accepted items for barrels: non-perishable canned and boxed food, sealed dry goods, unopened hygiene items, and baby supplies. Post a clear accepted items list on or near every barrel
  • No perishable food, opened items, damaged packaging, or expired products may be accepted from barrel collections
  • Hosts should always be treated as valued partners — prompt, professional, and grateful communication is expected at every interaction

How to Approach New Collection Partners

The best approach to recruiting a new food drive or barrel host is simple — be genuine, be brief, and make it easy:

  • Lead with the mission and the local impact — share how many Clay County families the Pantry served last year and what the need looks like in our community
  • Make participation simple — provide a ready-to-use drive kit or barrel with everything the host needs from day one
  • Be flexible — some partners want a one-time drive, others want a permanent barrel. Meet them where they are
  • Follow up within 48 hours of every initial conversation — most partnerships take more than one touchpoint
  • Never pressure — an enthusiastic, willing partner will give more and stay longer than a reluctant one

Coordination with Other Roles

The Food Drives & Community Collections Coordinator does not work alone. This role works closely with:

  • Receiving Team — All collected donations must go through the Receiving team's sorting process before being placed on shelves. Coordinate drop-off timing and volume in advance so the Receiving team is prepared.
  • Transportation & Delivery Coordinator — For large-volume pickups or multiple barrel collection routes, coordinate with the Transportation Coordinator for vehicle support and scheduling.
  • Marketing Director & Social Media Coordinator — For promoting active drives and barrel locations through official Pantry channels.
  • Donor Outreach — Share new collection partners discovered through prospecting who may also be candidates for monetary giving relationships.
  • Operations Manager — Communicate all new barrel placement agreements, upcoming drive logistics, and scheduling needs proactively.

Every barrel you place, every drive you organize, and every partner you bring into this mission puts food in the hands of a Clay County family. Go after every opportunity with enthusiasm, follow through with excellence, and build every relationship with the warmth and gratitude that is Wynema's Way.

4.14 — Grant Writer & Seeker Coordinator

If you have a gift for writing, a love of research, and a passion for finding resources that fuel a mission — this role is for you. The Grant Writer & Seeker Coordinator is the person who opens financial doors that most organizations never even knock on. Every grant secured is more food, more capacity, and more families served.

Role Overview

The Grant Writer & Seeker Coordinator is responsible for identifying, pursuing, writing, and managing grant opportunities for The Food Pantry of Green Cove Springs. Grants represent one of the most powerful and often untapped revenue streams available to nonprofit food pantries — funding from foundations, government agencies, corporate giving programs, and faith-based funders that exists specifically to support organizations like ours. This role reports directly to the Board of Directors and works in close coordination with the Treasurer and Operations Manager to ensure that all grant activity is financially accurate, organizationally aligned, and mission-centered.

This is not just a writing role — it is a seeking role. The Grant Writer & Seeker Coordinator actively hunts for new funding opportunities, builds relationships with funders, and ensures that the Pantry is always pursuing the resources needed to grow, sustain, and strengthen its work in Clay County.

Reports To

The Grant Writer & Seeker Coordinator reports directly to the Board of Directors. All grant applications must be reviewed and approved by the Board before submission. The Treasurer must be consulted on all budget narratives and financial documentation.

Key Responsibilities

  • Grant Research & Prospecting — Continuously research and identify grant opportunities from all available sources — including private foundations, community foundations, federal and state government programs (USDA, HHS, FEMA food programs, CDBG), corporate foundations, faith-based funders, and local philanthropic organizations. Maintain a live prospect list with funder names, grant amounts, eligibility criteria, deadlines, and notes on fit.
  • Grant Calendar Management — Maintain a master grants calendar tracking every opportunity in the pipeline: prospects being researched, applications in progress, submitted applications, awards received, reporting deadlines, and renewal dates. Proactively alert the Treasurer and Board of upcoming deadlines with sufficient lead time to prepare.
  • Application Writing — Write clear, compelling, accurate, and mission-aligned grant proposals and applications that tell the Pantry's story powerfully and demonstrate measurable community impact. Every application must present the Pantry as a well-managed, results-driven organization worthy of investment.
  • Board Approval Process — Every grant application must be reviewed and formally approved by the Board of Directors before submission. No application may be submitted without documented Board authorization. Bring applications to the Board with sufficient time for review — never at the last minute.
  • Budget Narratives — Work directly with the Treasurer to develop accurate, detailed, and compliant budget narratives for every grant application. Grant budget narratives must reflect actual organizational expenses and projected needs — never inflated or fabricated.
  • Funder Relationship Building — Develop and maintain professional relationships with program officers, foundation staff, and grant administrators. Attend funder information sessions, webinars, and community foundation events. A relationship with a funder is often the difference between a funded and an unfunded application.
  • Grant Compliance & Reporting — For every awarded grant, ensure full compliance with the terms of the grant agreement. Track all required deliverables, outcomes, and financial reporting requirements. Submit all funder reports accurately and on time. Non-compliance with grant requirements puts both current and future funding at risk.
  • Award Stewardship — Work with the Treasurer to ensure that all grant funds are received, recorded, and expended strictly in accordance with the grant agreement. Grant funds are restricted resources — they must be used only for their designated purpose.
  • Impact Data Collection — Work with the Operations Manager and Team Lead to gather the data needed to support grant applications and reports — including families served, pounds of food distributed, volunteer hours, geographic reach, and program outcomes. Strong data tells a strong story.
  • New Funding Source Development — Continuously explore emerging funding opportunities — including USDA food program expansions, state nonprofit capacity grants, emergency food assistance programs, and corporate social responsibility initiatives. Bring new funding ideas and opportunities to the Board proactively.
  • Record Keeping — Maintain complete, organized, and audit-ready files for every grant including: the original application, all correspondence with the funder, the award letter and agreement, all financial documentation, and all submitted reports.
  • Board Reporting — Provide the Board with a quarterly Grants Report covering: prospects being researched, applications submitted, awards received, grants lost (with feedback and notes), active grant compliance status, upcoming deadlines, and total grant revenue year-to-date.

Types of Grants to Pursue

The Grant Writer & Seeker Coordinator should actively pursue opportunities across all of the following categories:

  • Federal Food Assistance Programs — USDA Emergency Food Assistance Program (TEFAP), USDA Community Food Projects, FEMA Emergency Food and Shelter Program (EFSP), HHS nutrition programs
  • State and County Government Grants — Florida Department of Agriculture, Clay County government community benefit programs, state emergency food programs
  • Private and Community Foundations — Local foundations, the Community Foundation for Northeast Florida, national food security funders (Feeding America network grants, No Kid Hungry, etc.)
  • Corporate Foundation Grants — Publix Charities, Walmart Foundation, Target Foundation, Sam's Club Foundation, Winn-Dixie Foundation, local corporate giving programs
  • Faith-Based Funders — Denominational mission funds, diocesan grant programs, individual church endowment grants
  • Capacity-Building Grants — Nonprofit infrastructure, technology, volunteer training, and organizational development grants that help the Pantry grow

Grant Writing Standards

Every grant application submitted by the Pantry must meet the following standards:

  • Accuracy — All statistics, program descriptions, budget figures, and outcome data must be accurate and verifiable. Never fabricate, exaggerate, or estimate data in a grant application.
  • Mission Alignment — Every application must clearly connect the grant to the Pantry's core mission of food distribution and community service. Do not pursue grants that would require the Pantry to operate outside its mission.
  • Clarity — Write for a reader who does not know the Pantry. Use plain language, avoid jargon, and make the community need and the Pantry's impact unmistakably clear.
  • Timeliness — Applications must be submitted before the deadline — preferably several days in advance. Late submissions are never acceptable.
  • Board Approval — No application is submitted without full Board review and documented approval.

What the Grant Writer & Seeker Coordinator is NOT

  • Does NOT make financial commitments or accept grant funds independently — all awards are processed through the Treasurer and documented by the Board
  • Does NOT submit applications without Board approval — even if a deadline is imminent
  • Does NOT use grant funds for any purpose other than what was stated in the approved application
  • Does NOT build funder relationships in the Pantry's name without Board awareness

Every grant you find and every proposal you write is a direct investment in the families of Clay County. The work happens in quiet — in research, in writing, in relationship — but the impact shows up in every bag of food that goes home with a family. Do it with excellence, do it with integrity, and do it in the spirit of Wynema's Way.

4.15 — Chief Financial Officer (CFO)

This role is for someone with a head for numbers and a heart for the mission. The Chief Financial Officer (CFO) brings financial leadership and oversight to The Food Pantry of Green Cove Springs — ensuring that every dollar we receive is accounted for, every expense is justified, and the organization remains financially healthy and fully trustworthy in the eyes of its donors, partners, and community.

Role Overview

The Chief Financial Officer (CFO) serves as the senior financial leader of the organization, working directly under the authority of the Board of Directors and in close partnership with the Treasurer. While the Treasurer is a Board officer who holds legal and fiduciary responsibility for the organization's finances, the Chief Financial Officer (CFO) provides the day-to-day financial management, analysis, planning, and oversight needed to keep the Pantry operating with excellence and integrity.

This role is distinct from the Bookkeeper (Section 4.16). The Chief Financial Officer (CFO) focuses on financial strategy, planning, compliance, and reporting — the big picture. The Bookkeeper handles transaction-level record keeping — the daily detail. Together, they form the Pantry's complete financial management team.

Reports To

The Chief Financial Officer (CFO) reports directly to the Board of Directors and works in close collaboration with the Treasurer. The Bookkeeper (Section 4.16) reports to the Chief Executive Officer (CEO).

Key Responsibilities

  • Financial Oversight and Management — Maintain a clear, current, and accurate picture of the Pantry's complete financial position at all times. Monitor income, expenses, cash flow, and fund balances. Alert the Board and Treasurer to any financial concern, irregularity, or risk immediately.
  • Budget Development and Management — Lead the annual budget development process in partnership with the Treasurer and Board. Present the proposed annual budget to the Board for approval. Monitor actual income and spending against the approved budget throughout the year and report variances.
  • Financial Reporting — Prepare and present accurate financial reports to the Board at each quarterly meeting, including: income and expense statement, balance sheet, budget-to-actual comparison, cash flow summary, and any significant financial notes or concerns.
  • Internal Controls — Establish and maintain appropriate internal financial controls to protect the organization from fraud, error, and misuse of funds. Ensure that no single individual has sole control over any financial transaction — all significant financial activities require dual oversight.
  • Purchasing Policy Compliance — Ensure that all purchasing activity throughout the organization complies with the Purchasing Policy (Section 8). Work with the Operations Manager to identify and address any compliance gaps.
  • Grant Financial Management — Oversee the financial tracking and reporting for all active grants. Work with the Grant Writer & Seeker Coordinator to ensure that grant funds are spent in strict accordance with each grant agreement and that all financial reports to funders are accurate and timely.
  • Tax and Compliance Filings — Coordinate with the Board and any external accountants to ensure that all required tax filings (including IRS Form 990), state nonprofit registrations, and financial compliance requirements are completed accurately and on time.
  • Banking and Account Management — Oversee the Pantry's banking relationships and accounts. Ensure that all account signatories are current and Board-authorized. Monitor for any unauthorized activity.
  • Audit Readiness — Maintain the organization's financial records in a state of continuous audit-readiness. If the Board determines that an independent financial review or audit is needed, the Chief Financial Officer (CFO) leads the preparation process.
  • Financial Planning and Sustainability — Proactively identify financial risks and opportunities. Advise the Board on financial sustainability, reserve building, and long-term fiscal health. Recommend financial policies and practices that strengthen the organization.
  • Team Oversight — Supervise the Bookkeeper role (Section 4.16). Ensure that all bookkeeping records are accurate, current, and maintained in accordance with established financial standards.

Chief Financial Officer (CFO) vs. Treasurer — Understanding the Difference

Both roles are essential — but they serve different functions:

  • Treasurer — An elected Board officer who holds legal and fiduciary responsibility for the organization's finances. Sets financial policy with the Board, signs checks and legal documents, and represents the Board on financial matters. A governance role.
  • Chief Financial Officer (CFO) — A volunteer management role focused on day-to-day financial management, analysis, reporting, and oversight. Implements the financial policies set by the Board and Treasurer. An operational role.

The Treasurer and Chief Financial Officer (CFO) work as a team. The Treasurer provides authorization and Board-level accountability. The Chief Financial Officer (CFO) provides expertise, management, and day-to-day execution.

Standards

  • All financial decisions of significance must be authorized by the Treasurer and/or Board — the Chief Financial Officer (CFO) never acts unilaterally on financial matters.
  • The Chief Financial Officer (CFO) must disclose any actual or potential conflict of interest to the Board immediately.
  • All financial records are strictly confidential — never shared outside the organization without Board authorization.
  • The Chief Financial Officer (CFO) models financial integrity in every action — the community's trust depends on it.

Good financial stewardship is an act of faithfulness — to our donors, to our guests, and to the mission. The Chief Financial Officer (CFO) ensures that the generosity of this community is honored in every transaction, every report, and every decision. Do it with excellence, do it with transparency, and do it in the spirit of Wynema's Way.

4.16 — Bookkeeper

This role is for someone who finds satisfaction in accuracy, order, and knowing that every number is right. The Bookkeeper is the person who makes sure that every dollar in and every dollar out is properly recorded — creating the financial foundation that the entire organization depends on. It is a quiet role, but one of the most essential in the Pantry.

Role Overview

The Bookkeeper handles the transaction-level financial record keeping for The Food Pantry of Green Cove Springs. While the Chief Financial Officer (CFO) manages the big picture of the Pantry's finances, the Bookkeeper takes care of the daily detail — recording every donation received, every purchase made, every expense incurred, and every receipt filed. This role ensures that the Chief Financial Officer (CFO) and Treasurer always have accurate, up-to-date financial records to work from.

The Bookkeeper does not make financial decisions — they record them. This role is about precision, consistency, and reliability. The Pantry's financial integrity starts here.

Reports To

The Bookkeeper reports directly to the Chief Executive Officer (CEO). All bookkeeping practices and records are reviewed by the Chief Financial Officer (CFO) on a regular basis.

Key Responsibilities

  • Transaction Recording — Record all financial transactions accurately and promptly in the Pantry's financial ledger or accounting system. This includes every donation received (cash, check, online, in-kind), every purchase made, every operational expense, every event revenue or cost, and every grant disbursement. No transaction should go unrecorded.
  • Receipt and Documentation Collection — Collect, organize, and file all financial receipts, invoices, and documentation from every role that handles Pantry funds — including Purchasing, Event Planning, Food Drives, and any other activity involving income or expense. Every transaction must have supporting documentation.
  • Donation Recording and Processing — Accurately record all incoming donations as they are received — including cash donations deposited through the Jean Cosby Folder, checks, online giving, and in-kind gift valuations provided by the Donor Outreach role. Coordinate with the Treasurer for deposit processing.
  • Donation Acknowledgment Letters — Coordinate with the Donor Outreach role to ensure that all donors receive timely, accurate, IRS-compliant donation acknowledgment letters. Letters must be issued within a reasonable timeframe following each gift and must comply with 501(c)(3) requirements.
  • Accounts Payable Tracking — Track all approved invoices and vendor payments. Ensure that all bills are recorded accurately when received and paid promptly when due, in accordance with the Purchasing Policy and Treasurer authorization.
  • Bank Reconciliation Support — Assist the Chief Financial Officer (CFO) and Treasurer with monthly bank account reconciliation. Compare all recorded transactions against account statements and identify any discrepancies immediately.
  • Grant Expenditure Tracking — Maintain separate, detailed tracking for all grant-funded expenditures. Every dollar spent from a restricted grant fund must be coded to the correct grant and documented with receipts. This tracking is essential for grant reporting compliance.
  • Financial Report Support — Provide the Chief Financial Officer (CFO) with accurate, current bookkeeping records to support the preparation of quarterly Board financial reports. Ensure that all records are closed, reconciled, and ready for reporting by established deadlines.
  • Records Maintenance and Filing — Maintain all financial records in an organized, secure, and audit-ready filing system — whether physical or digital. Financial records must be retained in accordance with nonprofit record retention best practices (generally 7 years for financial documents).
  • Confidentiality — All financial records and donor information are strictly confidential. Bookkeeping records are never shared outside the organization without authorization from the Chief Financial Officer (CFO) or Board.

Bookkeeper vs. Chief Financial Officer (CFO) — The Key Distinction

To be clear about how these two roles work together:

  • Bookkeeper — Records what happened. Enters every transaction, files every receipt, reconciles every account. Detail-oriented, transactional, and consistent. This is the foundation.
  • Chief Financial Officer (CFO) — Analyzes what the records mean. Prepares reports, monitors trends, manages compliance, and advises the Board. Strategic, analytical, and forward-looking. This is the structure built on that foundation.

A great Bookkeeper makes the Chief Financial Officer (CFO)'s job possible. A great Chief Financial Officer (CFO) makes the Bookkeeper's work matter.

Standards

  • Every transaction must be recorded within 7 days of occurring — receipts and documentation submitted within the same window per the Purchasing Policy.
  • No transaction is recorded without supporting documentation — if there is no receipt, there is no reimbursement.
  • Bookkeeping records are never altered retroactively without authorization from the Chief Financial Officer (CFO) and written justification.
  • If the Bookkeeper discovers any discrepancy, missing funds, or suspicious transaction, it must be reported to the Chief Financial Officer (CFO) immediately and in writing.

Behind every accurate financial report, every clean audit, and every grant that gets renewed is a Bookkeeper who got every entry right. The work is precise, it is steady, and it matters deeply. In Wynema's Way, we take care of the details — because the details take care of the families.

4.17 — Training Coordinator

This role is for someone who loves helping people grow — who finds joy in watching a nervous first-time volunteer walk in uncertain and walk out confident. The Training Coordinator is the person who makes sure that every single volunteer at The Food Pantry of Green Cove Springs knows exactly what they are doing, why it matters, and how to do it with excellence. A well-trained volunteer team is the foundation of everything we do.

Role Overview

The Training Coordinator is responsible for designing, delivering, and continuously improving the training experience for all volunteers at The Food Pantry of Green Cove Springs. This role ensures that no volunteer ever steps onto the floor feeling unprepared — and that every returning volunteer stays sharp, informed, and aligned with any changes in procedures or policies.

Training at this Pantry is not a one-time orientation — it is an ongoing commitment to excellence. The Training Coordinator builds the learning culture that makes Wynema's Way a lived reality, not just a written one.

Reports To

The Training Coordinator reports directly to the Operations Manager and works in close coordination with the Team Lead, all role supervisors, and the Board of Directors. When training content involves policy or procedure changes, the Training Coordinator works with the relevant role lead and the Operations Manager to ensure accuracy before delivering the training.

Key Responsibilities

  • New Volunteer Orientation — Design and deliver a comprehensive new volunteer orientation for every person joining the Pantry. Orientation must cover: the Pantry's history, mission, and values; Wynema's Way; an overview of all volunteer roles; food safety and hygiene standards; guest confidentiality; parking and facility procedures; emergency procedures; and how to use this Operations Manual. Every new volunteer should leave orientation feeling welcomed, informed, and excited to serve.
  • Role-Specific Training — Develop and deliver tailored training for each individual volunteer role — Front Desk, Receiving, Warehouse, Cart Preparation, Bagging, Homeless Guest Services (Section 9), Team Lead, and all specialized roles including Marketing Director, Grant Writer, Chief Financial Officer (CFO), Bookkeeper, Food Drives Coordinator, and others. No volunteer should serve in any role without first completing role-specific training for that position.
  • Operations Manual Training — Ensure that every volunteer is trained on the relevant sections of this Operations Manual that apply to their role. The Manual is the foundation of all training content — if the Manual is updated, training must be updated to match.
  • Onboarding Coordination — Work with the Volunteer Recruit and Scheduling role to coordinate the onboarding process for new volunteers. Ensure that training is scheduled promptly after a new volunteer joins — no volunteer should wait more than two weeks from sign-up to complete their orientation.
  • Ongoing and Refresher Training — Schedule and deliver periodic refresher training sessions for existing volunteers — especially when procedures change, new policies are adopted, new equipment is introduced, or the Board identifies a training need. Refresher training keeps the team sharp and ensures that good habits never fade into bad ones.
  • Training Materials Development — Create, maintain, and regularly update all training materials — including handouts, visual aids, checklists, quick-reference cards, videos, and any digital training tools. All training materials must accurately reflect current procedures and be reviewed for accuracy whenever the Operations Manual is updated.
  • Training Records — Maintain accurate and complete records of every volunteer's training history — including which training modules they have completed, the date of completion, and any certifications earned. Coordinate with the Operations Manager to ensure that no volunteer serves in a role they have not been trained for.
  • Leadership Development Training — In partnership with the Operations Manager and Team Lead, identify volunteers who show potential for leadership and develop a training pathway to prepare them for Team Lead and coordination roles. A strong Pantry grows its own leaders from within.
  • Food Safety Training — Ensure that all volunteers who handle food receive and understand food safety training appropriate to their role — including proper handling, temperature awareness, expiration date checking, hygiene standards, and what to do when food safety concerns arise. Coordinate with the Safety and Compliance Coordinator if that role exists.
  • Training Evaluation and Improvement — After every training session, gather feedback from participants to assess what worked well and what could be improved. Use this feedback to continuously strengthen the training program. Report training completion rates, volunteer feedback summaries, and training program updates to the Board quarterly.
  • Cross-Role Training Support — Support other role leaders when they need to train volunteers in specific procedures. The Training Coordinator does not need to be the subject matter expert for every role — but they are the expert in how to teach effectively, and they bring that expertise to support whoever is doing the training.
  • Board Reporting — Provide the Board with a quarterly Training Report covering: new volunteers trained, roles trained, refresher sessions conducted, training materials updated, and any gaps or concerns in the training program.

What Great Training Looks Like at This Pantry

Training at The Food Pantry of Green Cove Springs is not a lecture — it is an experience. Great training at this Pantry:

  • Is warm, welcoming, and unhurried — volunteers learn best when they feel safe to ask questions
  • Is practical, not just theoretical — whenever possible, training happens on the floor with real equipment and real scenarios
  • Connects every procedure to the mission — volunteers who understand why they do something do it better and more consistently than those who only know how
  • Is reinforced by the Team Lead and role supervisors on every shift — training does not end in the classroom
  • Treats every volunteer as a capable, intelligent adult who deserves to know the full picture of what they are doing and why it matters

Standards

  • No volunteer serves in any role — including a single shift — without completing both general orientation and role-specific training for that position
  • Training records must be updated within 48 hours of any training session
  • All training content must be reviewed and approved by the Operations Manager before delivery
  • If a volunteer is observed performing a procedure incorrectly on the floor, the Training Coordinator — or any Team Lead — should address it gently and immediately, treating it as a training opportunity rather than a disciplinary issue
  • All training materials are Pantry property and must reflect current, Board-approved procedures at all times

Every volunteer who walks through our doors is doing something remarkable — they are giving their time, their energy, and their heart to feed their neighbors. The least we can do is make sure they know exactly how to do it well. Train with patience, teach with joy, and build a team that reflects the excellence and the love of Wynema's Way.

4.18 — Social Media Coordinator

This role is for someone who understands that social media is more than a marketing tool — it is a ministry platform. The Social Media Coordinator tells the story of The Food Pantry of Green Cove Springs to the world — celebrating our volunteers, sharing our mission, engaging our community, and inspiring the generosity that keeps our shelves stocked and our doors open.

Role Overview

The Social Media Coordinator manages the Pantry's presence across all social media platforms, including Facebook, Instagram, and any other platforms the Board approves. This role is responsible for creating, scheduling, and publishing content that reflects the Pantry's mission, values, and culture — always in alignment with Wynema's Way. The Social Media Coordinator is the Pantry's public voice on social media and must represent the organization with professionalism, warmth, and integrity in every post, comment, and interaction.

Reports To

The Social Media Coordinator reports to the Marketing Director (Section 4.12) and works in close coordination with the Public Relations role (Section 4.11) and the Operations Manager. All content must be approved by the Marketing Director before posting. Any content involving guests, sensitive topics, or significant announcements must also be reviewed by the Board before publication.

Key Responsibilities

  • Content Creation and Scheduling — Create engaging, mission-aligned social media content on a consistent schedule. Content may include: volunteer spotlights, food drive announcements, event promotions, donation appeals, behind-the-scenes glimpses of Pantry operations, community partner features, and inspirational posts rooted in the Pantry's values. Maintain a consistent posting rhythm — at minimum two to three posts per week.
  • Platform Management — Monitor and manage all official Pantry social media accounts. Respond to comments and messages promptly, warmly, and professionally. Escalate any sensitive, negative, or complex interactions to the Marketing Director immediately — never engage in public disputes or negative exchanges on behalf of the Pantry.
  • Photography and Visual Content — Coordinate with volunteers and leadership to capture photos and videos that reflect the Pantry's work. All photography involving guests requires explicit consent — no guest may be photographed or filmed without prior written permission. Maintain a library of approved photos and graphics for ongoing content use.
  • Guest Confidentiality on Social Media — This is a non-negotiable standard: no guest may ever be identified, photographed, tagged, or referenced on social media without their explicit written consent. Any post that could identify a guest — even indirectly — must be cleared by the Marketing Director before posting. When in doubt, leave it out.
  • Community Engagement — Actively engage with community partners, donors, local businesses, and supporters on social media. Like, share, and comment on relevant community content that aligns with the Pantry's mission and values. Build relationships online the same way we build them in person — with warmth, authenticity, and purpose.
  • Analytics and Reporting — Track basic social media performance metrics — reach, engagement, follower growth, and post performance. Provide a quarterly social media report to the Board summarizing activity, growth, and recommendations for improvement.
  • Campaign Support — Support the Marketing Director and Event Planning role in promoting specific campaigns, events, food drives, and fundraisers through targeted social media content. Coordinate timing and messaging with all relevant roles to ensure consistency.
  • Brand Consistency — Ensure all social media content is consistent with the Pantry's approved brand identity — including logo usage, color scheme, tone of voice, and messaging. No content that conflicts with the Pantry's values, mission, or Board-approved messaging may be posted.

Standards

  • All posts must be reviewed and approved by the Marketing Director before publication
  • No guest may be identified, photographed, or referenced without explicit written consent — ever
  • Social media accounts are the property of The Food Pantry of Green Cove Springs — login credentials must be shared with the Marketing Director and Operations Manager at all times
  • The Social Media Coordinator never engages in public disputes, negative responses, or controversial commentary on behalf of the Pantry
  • Personal opinions, political views, or religious commentary may never be posted from Pantry accounts

Every post we share is a window into who we are. When someone scrolls past our page and pauses — drawn in by a photo, a story, a moment of warmth — that is an opportunity to invite them into this mission. Tell our story well. Tell it truthfully. Tell it with the love and excellence of Wynema's Way.

4.19 — Donor Outreach Coordinator

This role is for someone who understands that donors are not just financial supporters — they are partners in the mission. The Donor Outreach Coordinator builds and nurtures the relationships that make everything else possible at The Food Pantry of Green Cove Springs. Every donor who gives — whether a dollar or a thousand dollars — deserves to feel seen, valued, and connected to the impact of their generosity.

Role Overview

The Donor Outreach Coordinator is responsible for cultivating, maintaining, and growing the Pantry's relationships with individual donors, corporate partners, church partners, civic organizations, and community supporters. This role spans the full donor relationship lifecycle — from initial outreach and acknowledgment, to ongoing engagement, to stewardship and renewal. It works in close partnership with the Bookkeeper (Section 4.16) on acknowledgment letters, with the Grant Writer (Section 4.14) on funding strategy, and with the Marketing Director (Section 4.12) on donor communications and campaigns.

Reports To

The Donor Outreach Coordinator reports to the Operations Manager and works in close coordination with the Board of Directors, the Bookkeeper, the Grant Writer, and the Marketing Director. Any donor commitments, agreements, or recognition arrangements must be approved by the Board before being communicated to donors.

Key Responsibilities

  • Donor Relationship Management — Build and maintain warm, personal relationships with the Pantry's donor community. Know our donors by name. Know what they care about. Know what connects them to this mission. Relationship is the foundation — everything else is built on it.
  • Donation Acknowledgment — Work with the Bookkeeper to ensure that every donor receives a timely, personal, IRS-compliant acknowledgment letter for every gift. Acknowledgment letters must go out within two weeks of any donation. For significant gifts, a personal phone call or handwritten note from the Donor Outreach Coordinator or a Board member is strongly encouraged.
  • Donor Prospecting and Cultivation — Research and identify new potential donors — individuals, businesses, churches, civic clubs, and community organizations — who may be interested in supporting the Pantry's mission. Develop and execute thoughtful cultivation plans to introduce them to the Pantry and build connection before making any ask.
  • Annual Giving Campaigns — Plan and execute the Pantry's annual giving campaigns in coordination with the Marketing Director and Board. This includes end-of-year campaigns, spring campaigns, and any special fundraising appeals. Draft compelling appeal letters and coordinate donor outreach for each campaign.
  • Corporate and Community Partnership Development — Identify and pursue relationships with local businesses and community organizations that can support the Pantry through financial donations, in-kind contributions, employee volunteer days, or cause-marketing partnerships. Manage these partnerships with professionalism and deep gratitude.
  • Donor Recognition — Ensure that donors at all levels feel genuinely appreciated. Develop and maintain a donor recognition program — including public recognition (with consent), personal thank-you communications, and milestone acknowledgments for long-term supporters. Recognition must always be proportionate, authentic, and approved by the Board.
  • Donor Database — Maintain an accurate and current donor database including contact information, giving history, communication preferences, and relationship notes. This database is strictly confidential and is never shared outside the organization.
  • Event Engagement — Work with the Event Planning role to identify and engage donors at Pantry events. Donor events — such as behind-the-scenes tours, volunteer appreciation events, or donor appreciation gatherings — are powerful relationship-building opportunities. Coordinate these in partnership with leadership.
  • Reporting — Provide the Board with a quarterly donor report covering: new donors acquired, retention of existing donors, total dollars raised through direct outreach, campaign results, and relationship status of key donors and partners.

Standards

  • Every donor communication must be warm, personal, and authentic — form letters are a last resort, not a first choice
  • Donor information is strictly confidential — never shared outside the organization without Board authorization
  • No fundraising commitment, naming opportunity, or recognition arrangement may be made without Board approval
  • All donation acknowledgment letters must comply with IRS 501(c)(3) requirements — the Bookkeeper reviews all letters before they are sent
  • The Donor Outreach Coordinator never makes a financial ask without first consulting with the Operations Manager or Board

Every person who gives to this Pantry has made a decision to trust us with something they earned. That trust is sacred. The Donor Outreach Coordinator honors that trust by making every donor feel what they truly are — not a source of funding, but a partner in feeding families. Do this work with gratitude, with integrity, and with the warmth of Wynema's Way.

4.20 — Transportation Coordinator

This role is for someone who understands that a guest who cannot get here cannot be served. The Transportation Coordinator ensures that distance and lack of transportation never stand between a family in need and the food that is waiting for them. This is quiet, practical, essential ministry.

Role Overview

The Transportation Coordinator manages all transportation-related needs of The Food Pantry — including guest transportation assistance, volunteer driver coordination, food pickup and delivery logistics, and any other transportation needs that arise in Pantry operations. Clay County is a large, rural county. Many of our guests do not have reliable access to a vehicle. The Transportation Coordinator works to bridge that gap.

Reports To

The Transportation Coordinator reports to the Chief Executive Officer (CEO). All transportation activities involving guests must comply with the Pantry's Guest Confidentiality policy. All volunteer drivers must be approved before transporting any guest or food on behalf of the Pantry.

Key Responsibilities

  • Guest Transportation Assistance — Identify guests who face transportation barriers and connect them with available resources — including community transportation programs, church van ministries, 211 transportation services, and Pantry volunteer drivers when available.
  • Volunteer Driver Program — Recruit, vet, and coordinate a team of volunteer drivers. All drivers must have a valid license, current insurance, a clean driving record, and must complete the Pantry's driver approval process before serving.
  • Food Pickup Coordination — Coordinate transportation for food pickups from BEAM, food banks, grocery store partners, food drives, and any other food source requiring Pantry-arranged pickup.
  • Mobile or Home Delivery Support — When the Pantry operates a home delivery or mobile pantry program, manage all logistics — routes, schedules, driver assignments, and delivery documentation.
  • Safety and Liability — Ensure all transportation activities are conducted safely and in compliance with applicable laws and the Pantry's insurance requirements. Any incident must be reported to the CEO immediately. Guest privacy must be protected in all transportation activities.
  • Community Resource Navigation — Stay informed about transportation assistance programs available in Clay County so guests can be connected with the right resources even when the Pantry cannot directly provide transportation.
  • Reporting — Provide a quarterly report to the CEO covering guests assisted, food pickups completed, driver program activity, any incidents, and recommendations for improvement.

Standards

  • All volunteer drivers must be approved before transporting any guest or food — no exceptions
  • Guest privacy is paramount — drivers may never share a guest's name, address, or circumstances with anyone
  • All transportation incidents must be reported to the CEO immediately

Getting here is the first step — and for some of our guests, it is the hardest one. Every ride coordinated, every pickup arranged, every resource found is an act of service that makes everything else possible. Do this work with care, with reliability, and with the dignity that Wynema's Way demands.

4.21 — Volunteer Recognition Coordinator

This role is for someone who believes that gratitude is not optional — it is essential. Volunteers are the heart and hands of this Pantry. Without them, nothing happens. The Volunteer Recognition Coordinator makes sure that every volunteer who gives their time to this mission knows — genuinely, personally, and often — how much they are valued and appreciated.

Role Overview

The Volunteer Recognition Coordinator designs and implements the Pantry's volunteer appreciation and recognition program. This role ensures that no volunteer feels invisible, unacknowledged, or taken for granted. Recognition at this Pantry is not a once-a-year event — it is a continuous, thoughtful, personal practice woven into the fabric of how we treat the people who make this work possible.

Reports To

The Volunteer Recognition Coordinator reports to the Chief Executive Officer (CEO) and works in coordination with all role supervisors, the Training Coordinator, and the Board of Directors. Any recognition event, gift, or expenditure must be approved by the CEO and budgeted in advance.

Key Responsibilities

  • Ongoing Appreciation — Ensure that volunteers receive regular, genuine expressions of appreciation — thank-you notes, birthday recognition, anniversary recognition for service milestones, and spontaneous expressions of gratitude throughout the year.
  • Volunteer Milestone Recognition — Track and celebrate service milestones including first shift, 6-month, 1-year, and 5-year anniversaries. Recognition should be personal and meaningful, not generic.
  • Annual Volunteer Appreciation Event — Plan and execute an annual Volunteer Appreciation Event in coordination with the Event Planning role and the Board. This event is the Pantry's formal expression of gratitude to the people who make everything possible.
  • Volunteer Spotlight Program — Coordinate with the Social Media Coordinator to feature volunteer spotlights. Every volunteer featured must give explicit consent. Spotlights should be personal, warm, and genuinely reflective of that volunteer's contribution.
  • New Volunteer Welcome — Ensure every new volunteer feels genuinely welcomed from their very first shift — including a personal welcome note, an introduction to the team, and a check-in after their first few shifts.
  • Volunteer Feedback and Wellbeing — Regularly check in with volunteers to gauge their satisfaction and ensure they feel supported. If a volunteer is struggling or burning out, bring it to the CEO promptly.
  • Reporting — Provide the Board with a quarterly Volunteer Recognition Report covering milestones celebrated, events held, volunteer feedback themes, retention observations, and recommendations.

Standards

  • Every volunteer receives acknowledgment for their first shift within one week
  • No volunteer spotlight or public recognition may be shared without explicit consent from the volunteer
  • Recognition expenditures must be pre-approved and within the Board-approved budget

Every person who puts on our volunteer t-shirt and steps onto this floor is giving something that cannot be replaced — their time, their energy, and their care. They deserve to know that it matters. They deserve to feel it. That is your calling in this role. Do it with the same heart that Wynema's Way puts into everything we do.

4.22 — Safety & Compliance Coordinator

This role is for someone who understands that keeping people safe is one of the most loving things we can do. The Safety & Compliance Coordinator ensures that The Food Pantry operates in a way that protects our guests, our volunteers, and our organization at all times — physically, legally, and ethically. Safety is not bureaucracy. It is care made practical.

Role Overview

The Safety & Compliance Coordinator is responsible for establishing, maintaining, and monitoring the safety and compliance standards that govern the Pantry's operations — including physical safety, food safety standards, volunteer conduct compliance, regulatory compliance, emergency preparedness, and insurance and liability requirements.

Reports To

The Safety & Compliance Coordinator reports directly to the Chief Executive Officer (CEO) and works in close coordination with the Board of Directors and the Operations Manager. Any safety concern, compliance violation, or regulatory issue must be reported to the CEO immediately.

Key Responsibilities

  • Physical Safety — Conduct regular safety walkthroughs of the Pantry facility. Identify and address hazards promptly. Maintain a safety issue log. Any hazard that cannot be immediately corrected must be reported to the CEO the same day.
  • Food Safety Compliance — Ensure all food handling, storage, and distribution practices meet applicable food safety standards. Monitor for temperature compliance, expiration date management, proper FIFO rotation, and pest prevention.
  • Emergency Preparedness — Develop, maintain, and regularly review the Pantry's emergency response plan — covering medical emergencies, severe weather, fire, active threat situations, and utility failures. Conduct at least one emergency procedure review per year with the full volunteer team.
  • Volunteer Safety and Conduct Compliance — Monitor the Pantry floor to ensure all safety standards are being followed. Address safety violations promptly and document them in writing.
  • Regulatory and Nonprofit Compliance — Stay informed about applicable local, state, and federal regulations — including health department requirements, food bank partner compliance, nonprofit operating regulations, and any required permits or licenses.
  • Incident Documentation and Reporting — Maintain complete records of all safety incidents, near-misses, injuries, or compliance concerns. Every incident must be documented in writing the same day it occurs.
  • Annual Safety Review — Conduct a comprehensive annual safety and compliance review of all Pantry operations. Present findings and recommendations to the Board in writing.

Standards

  • Any safety hazard posing an immediate risk must be corrected immediately — or operations in that area must pause until it is safe
  • Every incident must be documented in writing the day it occurs — no exceptions
  • Food safety concerns are never deferred — they are addressed the same day they are identified
  • All safety and compliance records are maintained for a minimum of seven years

The families who come through our doors trust us with something precious — their wellbeing. The volunteers who serve here trust us to keep them safe. Do this work with diligence, with courage, and with the conviction that safety is not just a requirement — it is an expression of the love and excellence at the heart of Wynema's Way.

4.23 — IT Director

This role is for someone who understands that the systems and technology behind our operations are just as much a part of this ministry as the food we distribute. The IT Director ensures that every tool, platform, and system the Pantry relies on works well, is properly managed, and serves our mission — so that our volunteers can focus on what matters most: the people in front of them.

Role Overview

The IT Director is responsible for the management, maintenance, training, and oversight of all technology systems used by The Food Pantry of Green Cove Springs. This includes the Food Bank Manager (FBM) system, reporting and data management, volunteer and donor databases, communication platforms, hardware, software, and any other digital tools used in the Pantry's operations. The IT Director ensures that all systems are reliable, current, properly backed up, and used consistently and correctly by all relevant volunteers. This role also serves as the primary point of contact for any technology issues, vendor relationships, and system upgrades.

Reports To

The IT Director reports to the Chief Executive Officer (CEO) and works in close coordination with the Operations Manager, the Chief Financial Officer (CFO), the Bookkeeper, and any role that relies on technology systems to perform their responsibilities. Any significant system change, software purchase, or technology investment must be approved by the CEO and the Board of Directors before implementation.

Key Responsibilities

  • Food Bank Manager (FBM) System Administration — Serve as the primary administrator of the Food Bank Manager system — the Pantry's core operational platform for managing guest records, inventory, distributions, reporting, and compliance. Ensure that the FBM system is properly configured, up to date, and used consistently and correctly by all trained volunteers. Manage user accounts, access levels, and permissions. Coordinate with the FBM vendor on updates, troubleshooting, and support tickets. Maintain all system documentation and standard operating procedures for FBM use.
  • Reporting and Data Management — Generate, review, and distribute all system-based reports required by the Pantry's operations, leadership, and partner organizations — including BEAM, food bank partners, grant funders, and the Board of Directors. Reports include but are not limited to: monthly distribution reports, guest counts, inventory reports, demographic summaries, USDA compliance reports, and any custom reports requested by the CEO or Board. Ensure data integrity at all times — accurate data entry standards must be established, communicated, and enforced across all roles that interact with the system.
  • Volunteer Training on Systems — Develop and deliver training for all volunteers who use the Pantry's technology systems — including FBM, intake software, email platforms, and any other digital tools. Work with the Training Coordinator (Section 4.17) to integrate system training into new volunteer onboarding and ongoing training programs. Create written guides, quick-reference cards, and video walkthroughs as needed to support volunteer learning. Provide refresher training whenever systems are updated or changed.
  • Software Management — Manage all software used by the Pantry — including licenses, subscriptions, renewals, and vendor relationships. Maintain an up-to-date inventory of all software tools in use. Evaluate new software solutions and make recommendations to the CEO when upgrades or replacements are warranted. Ensure that all software is properly licensed and compliant with applicable terms of service.
  • Hardware and Device Management — Manage all Pantry hardware — including computers, tablets, printers, scanners, barcode readers, label printers, and any other devices used in operations. Ensure that all devices are properly maintained, updated, and functioning. Coordinate repairs or replacements through the CEO and within the approved budget. Maintain a hardware inventory log updated at least annually.
  • Data Security and Backup — Ensure that all Pantry data — particularly guest records, financial records, and donor information — is properly backed up, securely stored, and protected against loss or unauthorized access. Implement and maintain appropriate data security practices in line with nonprofit best practices. Report any data breach, security incident, or data loss to the CEO immediately. Guest and donor data must be treated as strictly confidential at all times.
  • Email and Communication Platforms — Manage the Pantry's email accounts, mailing lists, and any communication platforms used by staff and volunteers. Ensure that all accounts are properly set up, maintained, and accessible to the appropriate people. Manage email distribution lists for volunteer communications, donor communications, and partner updates. Coordinate with the Social Media Coordinator (Section 4.18) on any digital communication tools used for public outreach.
  • System Troubleshooting and Support — Serve as the first point of contact for all technology issues experienced by volunteers. Resolve issues promptly and document recurring problems. When issues cannot be resolved internally, coordinate with vendors or external technical support. Establish a clear process for volunteers to report technology issues so that nothing falls through the cracks.
  • USDA and Compliance Reporting — Ensure that all required data reports for USDA compliance, food bank partner requirements, and grant reporting are generated accurately and submitted on time. Work with the CEO, CFO, and Grant Writer to ensure that all technology-based reporting meets funder and regulatory requirements.
  • Technology Planning and Budgeting — Work with the CEO to develop an annual technology plan and budget covering software renewals, hardware needs, training investments, and any planned system improvements. Proactively identify technology needs before they become urgent. Present technology recommendations to the CEO and Board with clear rationale and cost estimates.

Standards

  • All FBM data must be entered accurately and in real time during distribution — the IT Director is responsible for establishing and enforcing this standard
  • Guest, donor, and volunteer data is strictly confidential — the IT Director ensures it is protected at all times and never shared outside authorized channels
  • Any system outage, data loss, or security incident must be reported to the CEO immediately — same day, no exceptions
  • No new software, platform, or technology system may be adopted without CEO and Board approval
  • All software must be properly licensed — unlicensed or unauthorized software may never be used on Pantry systems
  • Technology purchases above the Board-approved threshold require Board authorization before execution
  • The IT Director maintains current documentation for all systems — no volunteer should be unable to access a system because the knowledge exists only in one person's head

Behind every meal we distribute is data that tells the story of who we served, how much we gave, and how well we are fulfilling our mission. The IT Director makes sure that story is told accurately, completely, and in a way that helps us serve better tomorrow than we did today. Do this work with excellence, with precision, and with the understanding that good systems are an act of service — every bit as much as the food we pack and the guests we welcome.

Section 5 — General Volunteer Guidelines

5.1 Conduct and Expectations

All volunteers are ambassadors of the Pantry's mission and values. The following standards apply to every volunteer on every shift:

  • Always wash hands thoroughly before handling any food
  • Wear gloves during all food repackaging or food break down activities
  • Never distribute expired (beyond guidelines), damaged, or unsealed food items
  • Report any food safety concerns immediately to your team lead
  • Follow proper cold storage protocols — refrigerated and frozen items must be handled and stored at appropriate temperatures at all times
  • When in doubt about the safety of any food item, do not distribute it — discard and notify your team lead
⚠ Non-Negotiable: Food Safety Comes First

There are no exceptions to food safety standards. Every family who visits the Pantry trusts us to provide food that is safe to eat. Protecting that trust is a matter of both ethics and responsibility.

5.3 Client Confidentiality

Every client's personal information — including name, address, family size, visit history, and any personal circumstances shared — is strictly confidential. Volunteers must never share, discuss, or reference client information outside the scope of their volunteer role.

Client confidentiality is not merely a policy. It is a matter of dignity, trust, and legal obligation. Volunteers who breach confidentiality may be asked to step down from their role.

  • Do not discuss clients by name in public areas or outside the Pantry building
  • Do not share client information with other clients, community members, or on social media
  • If you are unsure whether sharing information is appropriate, do not share it — ask your team lead
  • Protect all written and digital records with the same care as verbal information

5.4 Emergency Procedures

The safety of our clients, volunteers, and staff is always the top priority. All volunteers should be familiar with the following emergency procedures:

Situation Required Action
Medical Emergency Call 911 immediately. Notify your team lead without delay. Do not attempt to provide medical treatment beyond your training.
Fire or Evacuation Follow posted evacuation procedures. Exit the building calmly and direct clients to the nearest exit. Do not re-enter until cleared by authorities.
Conflict or Disturbance Do not engage directly. Notify your team lead immediately. Maintain a calm demeanor and ensure the safety of other clients and volunteers.
Food Safety Incident Remove the affected food from distribution immediately. Notify your team lead. Document the incident.
  • Know the location of the nearest first aid kit before beginning your shift
  • Know the location of the nearest fire exit from your assigned area
  • Do not attempt to handle any situation beyond your training — always escalate to your team lead

Section 6 — Volunteer-Led Ministry Guidelines

The Food Pantry of Green Cove Springs deeply values the heart and dedication of volunteers who feel called to serve our guests beyond their assigned roles. We actively encourage this spirit of ministry — it is central to who we are. At the same time, we have a responsibility to protect our guests, preserve the integrity of our operations, and ensure that every activity carried out under the Pantry's roof — or in its name — reflects our mission and values. The guidelines in this section apply to all volunteer-led ministries, outreach efforts, support services, or programs connected in any way to the Pantry or its guests.

6.1 Board Approval Required

No volunteer-led ministry, program, outreach effort, or external service may operate on Pantry premises, in connection with Pantry guests, or under the Pantry's name without prior written approval from the full Board of Directors. This applies to both new initiatives and any significant changes to previously approved activities.

To request approval, submit a written proposal to the Board that includes:

  • A clear description of the ministry or service
  • How it will benefit guests and advance the Pantry's mission
  • How and where it will operate
  • What information, if any, will be collected from guests
  • How the ministry will be staffed and supervised

The Board will review all proposals and communicate a decision in writing. Verbal permission from an individual board member or volunteer leader is not sufficient — full Board approval is required.

6.2 The Mission Comes First — Always

Every approved ministry or volunteer activity must be evaluated against two non-negotiable priorities, in this order:

  • #1 — Does it better serve our guests?
  • #2 — Does it advance the mission of The Food Pantry of Green Cove Springs?

If the answer to both is yes, and Board approval has been granted, the ministry is welcome. However, no side ministry, program, or volunteer initiative — regardless of how well-intentioned — may ever take precedence over the Pantry's core mission of food distribution.

Food distribution is the primary work of this organization. It must be carried out with the highest level of attention, urgency, and care at all times. Any activity that competes for volunteer attention, physical space, or guest time during active distribution will not be permitted to continue.

6.3 Guest Privacy and Information Handling

Our guests trust us with their most sensitive personal information. That trust is sacred, and it is non-negotiable. All volunteer-led ministries must strictly comply with the following data privacy standards:

  • All guest information — including names, addresses, family details, visit history, and any information collected through additional ministry forms — is the exclusive property of The Food Pantry of Green Cove Springs and must remain under Pantry supervision and custody at all times.
  • No volunteer, ministry leader, or outside organization may collect, retain, copy, photograph, or share guest information for any purpose other than direct Pantry operations without explicit Board approval.
  • Any forms used to gather information from guests through a volunteer-led ministry must be reviewed and approved by the Board prior to use. Completed forms must be submitted to Pantry leadership and stored securely on Pantry premises — never taken off-site.
  • Guest participation in any volunteer-led ministry must always be fully voluntary. Guests must never feel pressured, obligated, or conditioned to participate in any additional service in order to receive food.
  • Violations of guest privacy will result in immediate suspension of the ministry and may result in removal of the volunteer from service.

6.4 Communication and Email Standards

All communication related to Pantry operations, guest services, or any approved volunteer-led ministry must be conducted using an official Food Pantry of Green Cove Springs email address. Personal email accounts, personal social media profiles, or unofficial communication channels must not be used for any Pantry-related correspondence.

This standard exists to:

  • Protect the professionalism and reputation of the Pantry
  • Ensure all communications remain within Pantry oversight
  • Safeguard guest information and organizational records

Contact Pantry leadership to request an official Pantry email address before launching any approved communication effort.

6.5 Flyers, Literature, and Promotional Materials

Approved ministries may distribute flyers, informational handouts, or printed materials to guests, subject to the following guidelines:

  • All printed materials must be reviewed and approved by the Board before distribution.
  • Distribution of materials must never disrupt or delay the flow of food distribution operations. The check-in line, bagging stations, and exit pathways must remain clear and unobstructed at all times.
  • Materials may be made available on a designated table or display area — they may not be handed out in a manner that creates congestion or interrupts the service of guests.
  • No materials may solicit donations for any entity other than The Food Pantry of Green Cove Springs while on Pantry premises.
  • No materials may contain messaging inconsistent with the Pantry's values of dignity, compassion, and Christ-centered service.

6.6 Outdoor Activities and Parking

Any approved volunteer-led ministry that operates in outdoor areas — including the parking lot, courtyard, or surrounding grounds — must adhere to the following standards:

  • Outdoor activities must never block, reduce, or interfere with guest parking. Guests arriving by car, bike, or on foot must always have clear, safe, and convenient access to the building.
  • No vehicles, tables, tents, displays, or equipment associated with a ministry may be placed in a manner that impedes traffic flow, emergency access, or guest entry and exit.
  • Outdoor activities must be coordinated in advance with Pantry leadership to ensure scheduling does not conflict with distribution days, deliveries, or other Pantry operations.
  • Volunteers leading outdoor ministries are responsible for setup, breakdown, and cleanup of their area — leaving no trace after their activity concludes.

6.7 A Word of Encouragement

We see your heart, and we are grateful for it. The willingness of our volunteers to go above and beyond — to serve not just with their hands but with their whole selves — is what makes The Food Pantry of Green Cove Springs a place of genuine transformation, not just food distribution.

These guidelines are not meant to limit your calling. They exist to protect the guests you love, to preserve the trust this community places in us, and to ensure that everything done in the name of this Pantry reflects the dignity and excellence they deserve.

If you have an idea for a new ministry or service, bring it to us. We want to hear it. We want to say yes whenever we can. Let's build something beautiful together — in the spirit of Wynema's Way.

Section 8 — Purchasing Policy

This Purchasing Policy governs all procurement activities at The Food Pantry of Green Cove Springs. It applies to every volunteer and role that handles, requests, approves, or processes any purchase made on behalf of the organization. This policy exists to protect the Pantry's financial integrity, honor the trust of our donors, and ensure that every dollar spent is used wisely and in direct service of our mission.

Purpose

The Food Pantry of Green Cove Springs is a 100% volunteer-run, donor-supported nonprofit organization. Every financial decision we make is an act of stewardship. This Purchasing Policy ensures that all purchases are:

  • Mission-driven — directly supporting food distribution, Pantry operations, or approved programs
  • Authorized — approved at the correct level before any commitment is made
  • Documented — supported by receipts and records submitted promptly to the Treasurer
  • Transparent — visible to the Board and consistent with the organization's values

Authorization Levels

All purchases must be authorized at the appropriate level BEFORE the purchase is made. Purchasing without prior authorization is a violation of this policy.

Level Amount Who Must Approve Documentation Required
Level 1 Up to $100 Team Lead or Operations Manager Verbal or written approval. Receipt to Treasurer within 7 days.
Level 2 $101 – $500 Chairman or Treasurer Written approval (email or text) before purchase. Receipt within 7 days.
Level 3 $501 – $2,000 Chairman AND Treasurer (both must approve) Written approval from both before purchase. Receipt and description within 7 days.
Level 4 Over $2,000 Full Board of Directors Board meeting approval or written majority vote required. No commitment until fully documented.

General Purchasing Rules

  • Mission Only — All purchases must directly support the Pantry's mission and operations. Personal purchases of any kind using Pantry funds are strictly prohibited.
  • Receipt Submission — All receipts must be submitted to the Treasurer within 7 days of purchase, no exceptions. Receipts are required for all purchases regardless of amount.
  • Approved Vendors — The Pantry maintains relationships with approved vendors. Any new vendor relationship requires Operations Manager approval before a purchase is made.
  • Competitive Consideration — For any purchase over $500, compare at least two options before purchasing to ensure responsible stewardship of donated funds.
  • Payment Method — Debit card, credit card, or check payments with proper documentation are preferred. Cash purchases should be avoided whenever possible and must always be receipted.
  • No Unauthorized Reimbursement — Volunteers who make purchases without prior authorization do so at their own risk and may not be reimbursed.
  • Grant-Funded Purchases — Any purchase funded by a specific grant must comply with the terms of that grant in addition to this policy. The Grant Writer and Treasurer must be consulted before grant funds are spent.

Food and Supply Purchasing Specifics

  • Primary grocery purchasing is conducted bi-weekly at Save-A-Lot in accordance with the approved budget
  • All food purchases must meet food safety and quality standards — no damaged, recalled, or near-expiration items without Board authorization
  • Incoming donations must be factored into purchasing decisions to avoid overstocking or waste
  • Hygiene items, baby supplies, pet food, and ministry supplies may be purchased when budgeted and Board-approved

Policy Review

This policy is reviewed and approved by the Board of Directors on an annual basis. Authorization thresholds may be updated at any time by Board vote. Always confirm current limits with the Treasurer before making a significant purchase.

Every dollar that passes through the hands of this organization was given by someone who believed in our mission. Spend it like it matters — because it does. That is Wynema's Way.

Section 7 — Contact and Location

For questions about volunteer scheduling, operations, donations, or partnerships, please contact us through the information below.