Ordering Bulk Food Storage

 

First, an explanation:  Why would you want to go through the mass project of putting in your own grain order?  For those of you who live far from heavily LDS populated areas, you probably understand.  If you live in the middle of Salt Lake City what use could this be to you?  I grew up in Mesa, Arizona and sometimes it was more economical to get items straight from their source.  These instructions should make the ordering process less stressful.  Sometimes great deals can be found in bulk orders.  Adapt any portion of these instructions to your particular area or order and we’re confident you’ll be successful!

1. Find Interest

Distribute a survey.  Here is a sample:

“We are considering doing a bulk food storage order.  If you’d be interested in participating in this order, please check the box below and return to the representative you received this form from.

The more people involved, the better prices we will receive.  This is a good opportunity to start or enhance your food storage program.             

Would you be interested?              Yes   No”

Additionally, there are many organizations and non-members who would be interested.  Homeschool groups are a good source.  Often, those who participate the most may be non-members.  You may make this as large as you’d like, but remember, the bigger the order, the bigger place you’ll need for a drop off or storage place.  If your response is great, consider a Ward project rather than a Stake one.  Remember to protect the Church’s non-profit status by not using Church property unless authorized.  Keep business names off of flyers, price lists, etc. distributed on Church property, and not fund raising for your orders.  Stay in close contact with unit leaders (Bishops and Stake Presidents) and keep them informed.  They can give counsel concerning the above restrictions.

2. Find a Distributor  

There are many companies out there that sell food storage and preparedness items.  Find one that carries bulk grain and either freeze dried, dry packed food or MRE’s (military “meals ready to eat”).  It would be nice if the company you choose sells other preparedness items as well.  The company we’ve used for over 20 years is Rainy Day Foods formerly Walton Feed in Montpelier, Idaho .  We mention them specifically only because they carry all the items you’ll need, and because they have served us so well for so long.  Choose which ever company that will serve you best. Talk with the owner if possible.  Tell them what you’re doing and ask for their help or suggestions.  A good relationship with your distributor will make a great difference in service and the status of your current order.  Knowing your distributor will help work shipping and discounts.

3. Policies                                                                   

We established many different policies to help things to run smoothly over the years.  Some have worked well and others we dropped.  Each area will need different policies adapted individually and according to whoever is running the order.  Here are a few we use and feel are universal:                                                                         

Orders must be accompanied by payment.  Don’t wait until the order arrives or is distributed.  You may want to open a separate savings account for this money or keep it in a safe place.  You’ll need to pay the bill!

Orders must be in writing and on “official” order forms.  Make a simple order form on a computer.  This makes life easier for you when everything is uniform.  Make sure there is plenty of room on your form.                                                                        

We charge an unloading fee to all and then return it to those who help unload and inventory an order.  We’re reasonable though.  If someone will be out of town, or can’t help physically, we waive the fee.  Make the fee enough of an amount that people will make an effort to be there to help unload. This fee should be at least $20.00 or more to achieve this.  People will show up if they know they are saving money.

If returns are possible, make sure you give a deadline.  If there are mistakes in distribution, also give a deadline on switches.  This is work for you to figure out who has what and many times people procrastinate letting you know.  It’s harder to figure out what happened a month ago.

4. Drop-off Point

Usually this can be the home of someone participating in the order or your home.  Be sure there’s room (large driveway) and room for a tractor-trailer to maneuver.  It’s a good idea to have a covered carport or garage if some items need to be stored.  If someone involved has access to, or owns, a warehouse this would work well.  Be sure not to take advantage of someone concerning their employment or business.  Make sure they are comfortable with the use of their business.  Remember consideration if places of business are offered.

5. Advertising   

Remember the importance of not being a “for profit” venture.  Advertise as the “annual” or “bi-annual grain order”.  Flyers, posters, announcements, even local public cable access are good ideas if you’d like to include the community. We would recommend including the community if possible. 

6. Print and Distribute Price Lists

You can print your price lists and flyers yourself or ask someone to donate their copier if you supply the paper.  They should be able to write off any donation they give you so be ready with a receipt.  Your Ward or Stake may be willing to this, but be sure the unit leader is aware and has approved such an action.  Distribution can be mostly by hand, but you may have to mail a list to non-local participants.

7. Unloading and Storing

This is not a problem if delivery is in the evening.  Many carriers will be a little flexible with the time, but some need to move on to another delivery.  During the evening most people with orders can help unload.  If during the day, it may be more difficult to find help.  Most drivers can’t help because of company policies but can be paid to help unload.  We’ve had missionaries help from time-to-time but don’t do this too often.  That’s not their job, although they do need service hours each week.  Try to make other arrangements. 

Storing is not a problem with the right drop off point.  We have everyone pick up their orders after we inventory it and divide the items into orders.  This way there’s very little to store.

8. Inventory and Distribution

The order should come with an invoice.  As you unload, try to put similar items together (i.e. bags of wheat, buckets of wheat, etc.).  Then go through the invoice checking each item off.  Separate everything by orders after you inventory marking each with customers name on tape.  We try to fill the orders of those who are helping first.  Inventory and filling orders are easy if you have help.  If you need to refund money because certain items didn’t get shipped, do this at a later time.  Not during unloading and inventory.  Items you’ll need for inventory: scissors, knife, markers, masking and packing tape, and Sharpie-like pens.

9. Paying the Bill

If there are discrepancies with what actually came on the order and what the bill says, work this out quickly with the distributor.  Pay the bill as promptly as possible.  This promotes good will with your distributor and finalizes the order.

10. Prepare for the next order

Keep names, addresses, phone numbers, and e-mail addresses for contacts on the next order.  We have those who order fill out the order form’s information section completely for this reason.  It’s also a good idea to critique the order to see what can be improved for the next order.

We originally started our local grain order because we wanted our own food storage and wanted to cut costs.  Our order has fluctuated from about 5,000 pounds to 30,000 pounds. We’ve spread to other parts of our area but have helped others in other states.  We want to help as many as want or need the help.  We hope this will give y’all out there a good start.   

Prepare now!

Semper Paratus

Check 6

Burn.