Letting Go of the Spatula CCCA Philadelphia 11/29/06 Joe K. Wilson email@example.com Letting Go of the Spatula Why you might want to consider turning over your kitchen to a guest group that is interested in doing its own cooking, and how to protect property, inventory, and people in the process. Reactions & testimonials Why some camps have “let go” Safeguards needed Examples of forms & policies Weigh pros and cons Letting Go of the Spatula: Reactions Once when a group was renting the kitchen, I came in and they had cardboard spread out over the floor near all the ovens and fryers (gas flames and all). They were preparing some sort of cabbage based concoction on the floor (on the cardboard). The same place they were walking through. When I tried to inquire what exactly was happening, no one in the kitchen spoke English or French or any other language that I could try. I had to leave, write it down, and hope for the best. Mike, LA Letting Go of the Spatula: Reactions “Health department frowns” “Preserve your reputation” “Lots of liability” “Can only house one group at a time” “Need a licensed cook overseeing group” “Dangers of poor food prep skills” “Differing Definitions of „Clean!‟” “No control over food quality and safety” “Lock the pantry!” Testimonials: New York Testimonial 1: “We don‟t allow our retreaters to use our kitchen. The NY State Health Dept. states that no food can be prepared and served on our premises other than by our own staff. Our groups aren‟t even allowed to bring food prepared at home and brought here to be served and eaten here.” Sue, Camp Pinnacle, Voorheesville, NY Testimonials: New York Testimonial 2: “All camps must hire our head cook to be present in the kitchen but not necessarily to cook. We place a “Covenant Acres” label on all our stock. We post a blank paper to list items used from our stock. All camps must purchase the three soap and rinse containers for the dishwasher. We tell each camp they are renting our facility, not our supplies. Our county health department will be notified and they will inspect the kitchen during the week for all children‟s camps.” Tom, Pike, NY Good Morning! We have changed our policy on using our kitchen a couple of times. This is what we are currently doing and it works well: 1.) All camps must hire our head cook to be present in the kitchen but not necessarily to cook. 2.) Prior to any of our camps arrival, we place a "Covenant Acres" label on all of our stock. Everything frozen has a black permanent marker of "CA" on it. 3.) In the kitchen on the cupboard, we post a blank paper to list items used from our stock 4.) All camps must purchase the three soap & rinse containers for the dishwasher. 5.) We tell each camp that they are renting our facility, not our supplies, which includes toothpicks, spices, garbage bags, toilet paper, etc. If they use any supplies at all, we mark it on the list in the kitchen and they are charged for it when they leave. 6.) They are responsible for keeping the kitchen clean, according to our standards, and leaving it in the same condition as they found it. A cleaning guideline sheet is given to each camp. All damaged items must be replaced with a new, not used, one or they are billed for each item. 7.) Our county health department will be notified and they will inspect the kitchen during the week for all children's camps. They do not need to inspect family camps. 8.) A copy of their insurance policy naming us as a third party for a minimum of one million dollars must be given one week prior to camp. They must carry their own liability insurance. 9.) Prior to their camp, we do a walk through and again at the end of the camp. Each camp is notified of anything that may not be working properly or has some damage to it. 10.) We do not make exceptions to any of the above. I always have to remind them that we must be good stewards of our property. Hope this helps. If you need anything more, feel free to ask. Good luck. Tom Thomas W. Bartz Executive Director Covenant Acres Ministries, Inc. 7037 Albro Road Pike, N.Y. 14130 (585) 493-2220 www.covenantacres.org Testimonials: Indiana Testimonial 3: “We give our groups the options to cook for themselves. And most of them do. We don‟t have problems with groups stealing our food. And we haven‟t had any trouble with broken/damaged equipment.” Mike, Ray Bird Ministries, Indiana Testimonials: Idaho Testimonial 4: “We are just getting started in rental and allow guests to use our kitchen. Right now we require a food handlers certificate and try to orient the rental cooks as to equipment and food storage.” Ed, Shiloh Bible Camp, Donnelly, Idaho Testimonials: California Testimonial 5: “In California with all the regulation on health standards we do not rent out our kitchen. The liability of untrained people using our equipment, and bringing in food is not worth the risk.” Tom, ECCO, Oakhurst, CA Testimonials: California Testimonial 6: “We are a small camp in the Sierra Nevadas. We rent the kitchen, which is a full commercially equipped facility, for $75 per day or $5 per camper per day. My wife has her safe serve course, so she is the one who makes sure that they are observing the basics. The kitchen can serve about 200 at a time. We have not had any major problems and many groups like to have their own ethnic food.” Tom, Pilot Lake, La Porte, CA Testimonials: Texas Testimonial 7: “…NO GO here in Galveston County. We are informed by the local and state health board inspector that our kitchen can‟t be used for cooking without a current health licensed cook.” Mr. J, Camp Good News, TX Testimonial 8: “The state regulations state that they must be licensed by the health services, supervised by a licensed person, and must be a camp employee.” Camp Arrowhead, TX Testimonials: Texas Testimonial 9: We are a bit unique in that we make our facilities available free of charge to guests groups. We have five different sites, each with their own commercial kitchen which we allow groups to use. One group per site. We require each group to give us a Certificate of Insurance documenting that they have named us as “Primary Additional Insured” on their Commercial General Liability (CGL) insurance policy and we require each group to give us a certificate of insurance documenting that they have a camper accident/illness policy in force for their event.” John Worden, H.E. Butt Foundation, Kerrville, Texas Testimonials: Texas Testimonial 10 We do allow other groups to use our kitchen. We charge a $200 kitchen use fee and it must be left clean. We have never had a problem with anything. The other groups bring their own inventory. They may use some of our seasonings, but have never used enough to notice. It just hasn‟t ever been a problem for us. Donna, Camp Peniel, Marble Falls, TX Testimonials: Minnesota Testimonial 11 All groups have to prepare their own food. We have a capacity of 180 beds. We also will have a cook supervisor to oversee the use of the kitchen. This person supervises the use of the kitchen and will help with the cooking. You will still need people to help with kitchen duties. The camp does not provide any food. Doug, Grindstone Lake Bible Camp, Sandstone, MN Letting Go of the Spatula: Reaction Summary “Don’t Go There!” Why Some Camps DO Go There Residential Kitchens No Year Round Kitchen Staff Groups “Grandfathered” In Ethnic Groups Camps With “Old” and “New” Kitchens Unusual Meal Situations Financial Motivation By Choice Safeguards: Health Department Certification Your staff supervise the 4 S‟s* Service Safety Security Sanitation Require certified guest leader *Greg Hodgson, InterVarsity @ Toah Nipi, Rindge, NH Safeguards: Health Department Varies by jurisdiction City, County, State may all differ Conflicting CCCA responses within a state Do your homework Separate kitchen may negate the issue Safeguards: Liability Require Certificate of Insurance Camp named as “Primary Additional Insured” on CGL $1,000,000 liability Medical insurance proof Denominations share Require Cleaning Deposits Health Department Certification Clear Rental Contracts Spell out specifics No surprises Safeguards: Testimonial Email I cook at our camp during the summer and here is how we handle rental of our kitchen. We (I belong to one of 5 owning churches of our camp) run 5 weeks of camp each summer the rest of the year our camp is available for group rentals. During our 5 weeks of camp our food is in a pantry. At the end of the summer if there is leftover food it is left in the pantry and is locked. The rental groups do not have access to a key. There is some equipment that we reserve for ourselves and that is placed in the pantry also at the end of our summer. As far as the other equipment goes, we have our camp caretaker do a check-in and out everytime a rental group uses the facility. Of course we do loose a few things from time to time but so far it hasn't been anything major. Our refrigerators and freezers are cleaned out at the end of our camping season so that is not an issue. When we rent out the camp the kitchen and dining hall is included in the cost of the rental. Chris McKaughan Grace Baptist Church firstname.lastname@example.org Safeguards: Testimonial Email Dan Hamilton here at Pleasant Valley Christian Camp. We are one of the few camps in the State of Washington who still allows groups the option of doing their own food service. The different county's health dep. Require that the kitchen be run by a certified cook who is under the supervision of a lead person for the facility. In some county's the health department also requires the camps to submit there menus for revue. The governing officials seam to need a job telling everybody what to do and how to do it for the "public good". Our county officials seam to be under funded and have enough on their plates to keep them busy. So for now we can still offer the choice to the different rental groups. Joe, I have been here for 21 years and in those years I have never had to worry about a group damaging the equipment or running off with the camp's goods. The groups we rent to are Christian and besides a mess of two, have conducted themselves with honesty. I even offer the groups the openness of our supplies in case they have forgotten anything. I just ask that they keep a record of it and let me know after the rental and it will be added to there bill. Now and then you may get a broken plate or two but that is to be expected in any commercial kitchen. We want the group's return business, for many years, so we open our house and treat them like we would want to be treated. We have had groups return here every year that I have been here and in the long run that much return business more than pays for anything that may have been forgotten or broken. I bill for vandalism and destruction but not for where and tear. Most kitchen equipment can take whatever can be dished out. It is built tough to last and that is why it cost so much. If equipment keeps braking with use then it is time to get good new commercial equipment and leave the donated cast off's behind. Your donor base will pony up for good kitchen equipment. Now I know that doing the cooking for the different rental groups makes good money, but we have found that one of the attractive draws to this camp as opposed to the "carpet on the floors" camps down the road, is the option for them to do their own cooking. We got to pay for keep this place open year around and we can not do that very well if no one is renting. Groups want options and that is what we give them. Thanks, Dan It is a pain in the toenails to keep our kitchen program Safeguards: going. Yes, we allow some groups to continue cooking for themselves -- primarily groups that are grandfathered in. Testimonial We have an inventory of everything in the kitchen posted (we really do not check each item) -- we also keep a locked cupboard with our really expensive knives and pots for our Email own groups cooking only). The list seems to be a deterrent in things going home and frankly, sometimes people do not know what they brought and it helps. All of our pots and bigger items have camp name engraved with a electric writer. We also literally have every drawer labeled with what goes where -- they are really cute labels that a creative cook completed (they are also covered with protective plastic ) - - they are small, and unobtrusive, but they really help when folks are putting things away. We require the PIC (Washington State Designation for Person In Charge -- or lead cook) to arrive first and go through camp procedures with camp staff. We also require that folks working in the kitchen post certifications on our bulletin board(food handler cards) and leave copies for our files. We also have cooking temperatures hanging in strategic places near food temp probes. Each year I feel that our liability and risk goes up. Age limitations are not always observed/enforced and sometimes our dishwasher takes a hit. We have an agreement that if anything is damaged they pay. We also have a cool notebook with the procedures for running the kitchen that is easy access and left for the PIC and others. We have detailed operative instructions hanging over dishwasher, mixer, and other items that need details. This is probably all repetitive but I send it as a way of supporting your attempt and as a review for us. Oh yeah -- when the group departs, I remind them how much it would cost if we did the cooking and gathered the staff and had the groceries already here so they did not have to transport all of it. We also require them to remove all food from the premises including leftovers, condiments, and unused foods. Nothing is carried over or left as a favor for us. Anita M. Pittman, Executive Dir., Camp Bethel, Washington Safeguards: Liability Post Rules Kitchen equipment operation Age requirements Commercial strength & speed Basic food handling requirements Gloves Hair restraint Food storage Hands-on kitchen tour Demonstrate equipment Review posted rules Checkout walk through Examples 1. Dishroom procedure 2: Coffee machine 3: Shiloh page 3 Part V Rental Payment 4: Shiloh Camp rental rates 5: Camp Phillip retreat group checklist 6: Kitchen inventory 7: Kitchen orientation for cooks* 8: Rental group cleaning for kitchen* 9: Standards for sanitation at NGYC* *David Green, Northern Grace Youth Camp Dishroom Procedure Close door and make sure drain plug is in before turning on machine Turn on machine 20 minutes before meal to heat up booster 1) Fill utensil bucket with hot water and a little liquid soap 2) Fill up sponge bucket with warm soapy water for washing tables 3) As plates come in, scrape thoroughly and put in racks with large dishes in back. 4) Over the drain, spray off excess food etc. 5) Push rack into machine, and close door (machine starts automatically). Wait for wash and rinse cycle to complete before opening the door. This, takes about one minute. 6) Pull out rack, and allow to dry, and cool a bit before stacking. 7) Plastic cups need to have a rack over them to keep them from blowing around. 10) Place silverware into rack and run through. We usually dry with clean towel, on kitchen counter. 11) After running all dishware through, shut off machine before draining out water CAUTION WATER IS HOT!! 12) After draining, clean all surfaces, squeegee, and wash again, and wipe down with “409” or “Fantastic” 13) Silverware water goes into pre-rinse drain not into dish machine. 14) Sponges get wrung out, put into small rack and water drained into sink. 15) Please do not leave water in machine between meals 16) If alarm sounds on the machine, please call Gove Hill Staff 17) Please make sure machine is off and clean before exiting dish room Thank you! Examples: Forms & Signs COFFEE MACHINE PROCEDURE 1. Make sure machine is plugged in. 2. Place filter into clean basket. 3. For coffee, put three (3) rounded scoops of coffee into filter basket. 4. Put clean, empty pot under basket before pouring water through. 5. Fill plastic bucket up to black line and pour into top of “BUNN”. 6. For decafe, and water, use the orange handle pots. For regular coffee, use Brown handle pots. 7. For tea water, put filter into clean basket, fill plastic bucket just under the black line so as not to over flow pots. 8. Please, Do not pour any liquid into machine other than clear water 9. WHEN WARMING BURNERS ARE NOT IN USE, OR AT THE END OF THE EVENING, PLEASE BE SURE TO TURN OFF THE WARMING BURNERS. 10. For assistance or questions, please see Gove Hill Staff. Examples: Forms & Signs V. RENTAL PAYMENT & INSURANCE A. Renters MUST furnish medical insurance for each person on the grounds, In addition the Renter must furnish a $1,000,000 liability policy. A letter from your agent giving the extent of the coverage for your campers and naming Shiloh Bible Conference as additionally insured must be sent to the camp prior to the first day of your camp each year. B. Payment must be made prior to leaving the camp, unless prior arrangements have been made with the Shiloh Staff representative. Shiloh Bible Conference Examples: Forms & Signs CAMP RENTAL RATES We have a minimum daily requirement of $100 for each guest group. Winter Rates- Minimum Deposit $100 non-refundable Sept.15 to May 15 Basic Rate:..........$9/person per 24 hour period Drop in Rates......2-6 hours in ½ rate, over 6 hours full rate Children: under 1 yr-free; 1-6 yrs. ½ rate, 7 and up, full rate Summer Rates- Minimum Deposit $100 non-refundable, May 16 to Sept. 14 Basic Rate:..........$5/person per 24 hour period Drop in Rates......2-6 hours in ½ rate, over 6 hours full rate Children: under 1 yr-free; 1-6 yrs. ½ rate, 7 and up, full rate Normal weekly rental is from Sunday 3P.M. to Friday 1:30 P.M. Normal weekend rental is from Friday 3P.M. to Sunday 1:30 P.M. The Deposit of $100 is non-refundable. There is a $100 damage fee and $100 cleanup fee. The Deposit is due with a signed rental contract before camp dates are confirmed. The $200 damage and cleanup fee will be due upon arrival. If there is no damage and the camp is clean then the $200 fee will be refunded or applied to the rental fee for the camp. The rental fee will be due at the close of camp. Shiloh Bible Conference reserves the right to establish special rates for some groups. Shiloh Bible Conference Examples: Forms & Signs Examples: Forms & Signs Examples: Forms & Signs Kitchen Orientation for Cooks Walk-in Cooler: Show that meats are kept on bottom shelf. Show where other items (dairy, produce, etc.) are generally kept. Explain how to rotate milk. They can remind SCRUBS to do this when getting milk out for meals. Nothing should be placed on the floor of the cooler. Light should be kept off and door shut tight whenever possible. Point out signs on cooler door--including the one to the left of the door re: cooking temps for meats. Clear Refrigerator Most condiments are kept here. Leftover desserts and other “raidable” foods can be put in here for late nights. Please label any foods “Do not eat” that you are saving for another meal so they do not get eaten by staff/counselors/helpers. Kitchen Chores List & Brooms Point out this list underneath the clock. If they have any questions about when or how to do these things, they can ask you. Point out brooms and dustpans to the right of the clear fridge. Commercial Toaster Demonstrate usage. Point out knobs for darker and lighter toast. It‟s usually set at about 3.5 for toast. The first 2 to 4 pieces will come out darker than the rest. For cleaning, it doesn‟t come apart, so wipe it down as well as you can with hot soapy water. Then spray with sanitizer and let air dry. Hobart Mixer Point out On/Off switch and the 3 different speeds. Always start on the lowest speed and work your way up to higher speeds when necessary. Show where attachments are and how to put them on and off. Demonstrate how to put the bowl on (the little knob needs to fit into the hole in the back) and pull the arm up to lift the bowl. Baking Ingredients Point out the flour and sugar bins. Also show where brown sugar, salt, spices, etc. are located. Microwave Ovens Explain how the “ancient” microwave works. This microwave does NOT have a turntable, so be sure to remember to rotate the dishes around when nuking for more than a couple of minutes. Show where the newer one is. This one DOES have a turntable. Slicer Examples: Forms & Signs Rental Group Cleaning for Kitchen 1. Please make sure all dishes are clean, dried and put away. 2. Wipe down all counters and the rolling carts. 3. Wipe out microwaves (if used). 4. Clean griddle (if used) with griddle cleaner and scrub pad. Rinse with clean water and rag. NOTE: The griddle is quite warm even when it is off because of the pilots. Please be careful not to burn yourselves. Slide the grease catcher out (it‟s on the right side of the griddle) and rinse out with the sprayer and dish soap. Dry it and slide it back on. (This can be a gross job. Wear a brown waterproof apron if you like.) 5. Wipe down burner area (on stove top) as reasonably well as you can. 6. Wipe out sinks, and wipe walls behind sinks (they tend to get food stuck on them). 7. Move mats outside in a pile (if good weather). Otherwise, pile them in the dining hall. Also, move rolling carts, garbage cans, mixer stand, stools, and “cookie sheet cart” into the dining hall area. Sweep the kitchen very well, and remember to sweep underneath the serving line. 8. Mop with the big mop, using the yellow bucket and wringer. Use floor cleaner according to directions. Turn on the fans to make the floor dry more quickly, then (once dry) put carts and the like back, and then the mats. While you‟re waiting for the floor to dry, you can take the garbages out to the dumpster. Please pay attention to which dumpsters are recycling, and which one is for trash. From left to right it goes: COMMINGLED RECYCLABLES (glass, aluminum, and plastic), PAPER (clean cardboard and office paper), TRASH (everything else). Please take care to use the correct dumpster, or else someone from our staff has to go “dumpster diving” to sort it all out. Thanks! 9. By law, our dirty mop water cannot go down the sinks in the kitchen or outside. Please dump it in the mop sink. Thank you so much for your help. Your work in cleaning enables us to rent our facilities at the lowest price possible. We appreciate your efforts. Standards for Sanitation & Cleanliness at NGYC: Kitchen Examples: Forms & Signs 1. Dishes shall be scraped, pre-washed, rinsed and sent through dishwasher. 2. All dished must be air dried except large cooking vessels as necessary. All pots, bowls and pans, etc. should be stored upside-down except those in enclosed cupboards. 3. Sinks, dish pans, dish tables and carts must be cleaned after dishes are washed. 4. Counters and work tables shall be wiped and sanitized after every meal or between contact with meat and vegetables. Use spray sanitizer. 5. Slicer shall be disassembled, cleaned and sanitized after each use or between slicing meats and vegetables. Mixers shall be cleaned after every use. 6. All food ready-to-eat (no further cooking such as: raw vegetables, breads, cooked foods, drink mixes) must be handled with gloved hands or utensils. 7. Perishable foods (such as meats and cooked foods) must be kept hot (above 140F) or cold (under 40F) until served or refrigerated. 8. The griddle must be scrubbed and cleaned (including grease tray) after each use. 9. Spills in ovens, on stove-top, and in microwaves must be cleaned up after each use. 10. Mats must be taken up and floor mopped each day. Mats should be scrubbed and washed or sent through the dishwasher twice per week. CCCA Camp Resources H.E. Butt Foundation http://hebuttcamp.org/FoundationCamps/UseRequirements.asp http://hebuttcamp.org/FoundationCamps/SuppliesCKList.asp CCCA Camp Resources H.E. Butt Foundation http://hebuttcamp.org/FoundationCamps/UseRequirements.asp http://hebuttcamp.org/FoundationCamps/SuppliesCKList.asp CCCA Kitchen Use Data Base Internet http://www.fightbac.org/ for free posters CCCA Camp Resources CCCA Camp Resources Cons of “Letting Go” Health Department Liability Can only house one group at a time Sanitation Food quality Theft and breakage Income loss from prepared food sales Managing and enforcing contracts Pros of “Letting Go” Keep historical group relationships alive Fewer kitchen staff needed in off season Give staff holiday weekends off Increased housing sales Increased ethnic group use Encourage smaller groups to attend Groups minister to each other by cooking Reduce money tied up in food inventory Letting Go of the Spatula: Summary Individual camp‟s choice Sound reasons on both sides of argument Might consider “old kitchen/new kitchen” model Realize the limitations Consider the advantages Don’t Be Afraid to Let Go of the Spatula!
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