Food Purchasing for Child Care Mary Lynn Jackson, SNS National Food Service Management Institute

Clear out Your Hard Drive 1st Assignment Clear out Your Hard Drive Let’s clear out our hard drives Clear your minds of the things that are floating around in your minds that are not needed for today’s workshop. Index card or Index cards Envelope – Address your envelope to yourself Place in the middle of the table for later For example, the items that are weighing on your mind, getting Junior to his ball game on time, picking up Mom’s medications, the dog, the cat, your husband needs a pressed shirt, what you need to p/u at Wal-Mart when we are done here.

Section 1: Introduction Food Purchasing for Child Care Centers Section 1: Introduction Introduce self.

Provide guidance to child care centers in food purchasing procedures Purpose of Course Provide guidance to child care centers in food purchasing procedures The purpose of this workshop is to provide guidance to child care centers regarding food purchasing procedures. There is so much more to purchasing food for child care centers in the Child and Adult Care Food Program (CACFP) than just the act of buying food. This resource is designed to prepare centers to be cost efficient and meet government guidelines for purchasing food for their programs. We are going to visit Sections 1 – 3 for Utah We are going to visit Sections 1 – 4 for Oregon $$

Lesson Objectives The learner will be able to state the four goals of successful food purchasing, identify the audience for which this manual has been developed, So…at the end of Section 1 we will be able to: See this slide and next for LESSON OBJECTIVES - read

Lesson Objectives The learner will be able to state three food purchasing policies the board/owners of a center should adopt, and identify the eleven steps in the food purchasing process.

Four Objectives in Food Purchasing Obtain food that is high quality Obtain food that is nutritious Obtain food that is safe Purchase at a cost-effective price There are 4 major goals when purchasing food for a child care center: Obtain food that is high quality Obtain food that is nutritious Obtain food that is safe Purchase at a cost-effective price Do you agree? (Instructor: give audience a chance to comment) Do You Agree?

Audience Small independent centers serving up to 150 meals a day to children and caregivers Child care centers are diverse, both in size and organizational structure. How many of you work with independent centers? How many of you are part of a sponsoring organization? What about size? How many of you have an enrollment of less than 50? From 50-100? From 100-250? Over 250? Some sponsoring organizations have been in business for many years, operate many centers, and have sophisticated management systems. During the development of this resource, NFSMI had to designate their target audience and identified small independent centers serving up to 150 meals ad day to children and caregivers.

Three Types of Information All centers and sponsoring organizations Small centers and sponsoring organizations Large centers and sponsoring organizations However, there is information in the resource that applies to all three of these groups: All centers and sponsoring organizations Small centers and sponsoring organizations Large centers and sponsoring organizations.

Manual Guide Section of the Manual Audience Section 1: Introduction All Section 2: Menus All Section 3: Grocery List All Section 4: Quantities All Let’s look back at the Manual Guide you have in your handout. You can turn to Page 2 and follow along. (review each section and applicability to specific audiences) Section 5: Purchasing Rules All Section 6: Ethics All Section 7: Vendor Choices All

Manual Guide Section of the Manual Audience Section 8: Most Efficient Place to Purchase All Section 9: Quality Standards Pages 75–88: All Pages 89–94: Large centers and sponsoring organizations

Manual Guide Section of the Manual Audience Section 10: Prices and Awards Pages 95–97; 106: All Pages 98–101: Small centers and sponsoring organizations Pages 102–105: Large centers and sponsoring organizations

Manual Guide Section of the Manual Audience Section 11: Final Steps All Section 12: Management Issues All

Board/Owner Actions Authorize positions to purchase Establish standards of conduct Approve budget In order for a center to meet the purchasing goals of obtaining high quality, nutritious, and safe food, along with purchasing at a cost effective price, its board or owner will need to develop appropriate purchasing policies and procedures. It is recommended that the board or owner take the following actins pertaining to food purchasing policies and procedures. These actions are also listed on page 3 of the participant manual. One of the first actions the board/owner should take is to decide which staff positions should be authorized to make purchases of food and supplies. Two staff members should always be authorized. It is recommended that these two position be: The center director The employee responsible for going to the selected grocery store or placing orders with the approved wholesale vendor. The board/owner should also establish a standard of conduct for the employees involved in purchasing. There is a Federal regulation that requires centers to maintain a written standard of conduct for employees who work with the award and administration of contracts. (Volume 7, Part 3019.42 of the code of Federal regulations) STANDARDS OF CONTACT ARE IN SECTION 6 AND SECTION 12 The board/ owner should approve a budget that provides adequate funds. BUDGETS ARE EXPLAINED MORE FULLY IN SECTION 12

Board/Owner Actions Approve purchase plan Approve vendors and bids Develop internal control policies Board/Owner should approve a purchase plan that is written by the staff positions authorized to make purchases. COVERED IN SECTION 12 – how to write a purchase plan. Board/Owners should approve the vendors recommended by the staff. Center staff should be required to Complete an annual market basket for all retail vendor recommendations and Summit the results to all bids or proposals to the board/owners for approval and award of the contract. SECTION 12 CONTAINS MORE INFORMATION ON APROVING VENDORS SECTION 10 EXPLAINS MARKET BASKETS IN DETAIL. Board/Owners should develop internal control policies. “internal control” means separation of duties. No position should have control of all tasks. Person who places the food order should not be the one signing the checks. The better the control the less possible stealing will occur. Internal controls also protects purchasing staff. In the case of a legal problem, no one person will be responsible. (Explained more in Section 12)

Steps in the Food Purchasing Process Many Steps in the Food Purchasing Process There are 11! Plan menus Develop a list of the foods needed to prepare the menus Estimate the quantity of each food needed Analyze the market area FOOD PURCHAING INVOLVES MANY STES, BEGINNING WITH PLANNING THE MENUS AND ENDING WITH FOOD PREPARATION. There are 11 steps in the food purchasing process. Food Purchasing for Child Care Centeres covers all 11 steps. Page 4 of the participant manual lists these 11 steps and the section in which they are discussed. THIS SLIDE – The first four steps are: on the screen.

Steps in the Food Purchasing Process Develop quality standards for each food Obtain price quotes Award a contract to a business or make a recommendation to the board of directors/owners Place orders

Steps in the Food Purchasing Process Receive food or go to the store to purchase food Store food Prepare meals

. . . is the only thing about food purchasing that remains the same. Change . . . . . . is the only thing about food purchasing that remains the same. CHANGE IS THE ONLY THING ABUT FOOD PURCHASING THAT REMAINS THE SAME. The market area and food products constantly change. PLEASE GIVE ME SOME EXAMPLES. Examples: New products, size of products, trans fats are gone, It is necessary to continuously update policies, procedures, the purchase plan, and quality standards. Policies, procedures, the purchase plan, and quality standards should always represent what you are doing at the present time.

ON TO SECTION 2 Menus (Step 1)