Agency Guidelines

Welcome to Birch Community Services

We’re grateful for your partnership in serving the community. Birch works with agencies that provide food, support, and hope to others, ensuring that nothing goes to waste. These guidelines explain how the Agency Program works, including expectations for shopping, payments, and participation. Please review them carefully and share them with anyone who shops on behalf of your agency.

Agency Commitments

To participate in the Agency Program, your organization agrees to:

Maintain active communication with Birch and submit an annual update form on your agency’s anniversary.
Notify Birch promptly if there are changes in leadership or management.
Pay monthly program dues on time.
Follow all shopping, warehouse, and safety guidelines.
Model Birch’s Cultural Values while on-site and in partnership.

If your agency needs to request a shopping helper for medical reasons, please submit a request through the Agency Portal.

Program Dues

Birch Community Services is primarily self-supporting. The families and agencies we serve contribute monthly dues that cover operating costs and allow us to serve more organizations.

Payment Details

Monthly program dues are $150.
Dues are paid in advance—for example, February dues are due by January 31.
Each agency may have two late payments in a two-year period; additional late payments will incur a $50 late fee.
Accepted payment methods: cash, check, debit card (with $5 fee), or recurring ACH through the Agency Portal.
Returned or rejected payments incur a $15 NSF fee and must be resolved before shopping that month.

If you have questions about payments, email bcs@bcsi.org

Shopping at Birch

Schedule and Check-In

Agency shopping is held Tuesdays and Thursdays, 9:00–11:00 a.m.
Check-in begins at 8:30 a.m.; all agencies must check in by 9:00 a.m. and attend the brief orientation at 9:00–9:05 a.m.
Do not begin shopping until a Birch staff member has addressed the group.
Please do not arrive before 8:30 a.m.
Return empty crates and other materials after 8:30 a.m.
Shopping must be completed and the parking lot cleared by 11:00 a.m.

Who Can Shop

Each agency should designate a consistent point person for shopping.
Anyone shopping for your agency must be trained and have a signed release form on file.
You may bring a second person once for training purposes.
Only one person per agency is allowed in the warehouse during shopping.
Up to 2–3 helpers may assist in the parking lot, but children are not permitted during agency shopping time.

Warehouse Expectations

Use Birch shopping carts to move items through the warehouse.
Keep the warehouse tidy: return signs, dispose of empty boxes, and clean up any spills.
Observe limit signs and only take what is designated for agencies and what your organization will use.
Weigh all product received and record the total weight at Door #3 before leaving.
Wear closed-toe shoes; open-toed shoes or heels are not permitted.
No smoking or pocket knives in the warehouse. Ask staff for a box cutter if needed.
Avoid phone use or earbuds while in the warehouse (one earbud is acceptable).
Always give warehouse equipment the right of way and remain aware of your surroundings.

Product Guidelines

Items received from Birch may not be sold or redistributed for profit. This protects our relationship with donors.
Agencies must maintain proper food safety practices when handling and distributing products received from Birch.

Danner Boots

Danner generously donates returned boots for distribution through approved agencies. These boots may have minor defects and do not include a warranty.

Key points:

Boots may only be distributed to staff or clientele listed on your approved Boot Request Form.
Forms must be submitted online via the Agency Portal by the head of the agency.
Boots are not to be sold or given to friends or family.
Any agency found selling or misusing boots will be removed from the program.
Boots are typically available 1–3 weeks after request submission, depending on inventory.

Exiting the Program

If your agency wishes to withdraw from the program, please email bcs@bcsi.org
Agencies that do not adhere to Birch’s Cultural Values or fail to communicate for one month may be removed from the program.

Please Note: If you wish to appeal a removal decision, email a written appeal to bcs@bcsi.org

Sharing about Birch

We welcome agency partners to share about Birch and the Sustainable Families Program.

You may refer families by directing them to the participant application on our website.
If you’d like a Birch representative to speak at an event, please email bcs@bcsi.org
To refer another agency, encourage them to apply online.