Local Food Hub Grower s Manual 2017

Transcription

1 Local Food Hub Grower s Manual 2017 This document serves to outline the policies and procedures for partner producers working with Local Food Hub (LFH), as well as general product requirements for wholesale distribution through LFH. It should be used in conjunction with LFH product specifications, trainings, and staff input to adhere to all necessary requirements to maintain in good standing as a Partner Producer. Local Food Hub is a nonprofit organization that partners with Virginia farmers to increase community access to local food. It forges close relationships with its 60+ small family farms and provides essential services that lead to the direct distribution of fresh, high-quality food to institutions, retailers, restaurants, and schools. Located in Central Virginia, it offers training and technical assistance to growers to advance their economic vitality and promote stewardship of their land.

2 Table of Contents I. Background and Overview of LFH.page 2 II. Product Lines... page 3 III. Membership Requirements..page 4 New Partners Annual Renewal IV. Membership Benefits page 5 V. Product Requirements..page 5 VI. Policies and Procedures...page 5 Accounting and Insurance Production Planning Pricing Purchasing Transporting Receiving VII. Quality Assurance / Food Safety..page 8 LFH Tiered Quality Assurance and Cost Share Program On Farm Food Safety Plan Water Quality, Testing, and Sanitizers 1

3 I. Background and Overview Partnership Local Food Hub is a nonprofit organization that partners with Virginia farmers to increase community access to local food. As such, it relies on a strong and committed network of Partner Producers to ensure a consistent and high-quality supply of product. By joining Local Food Hub, Partner Producers have access to valuable services and market outlets, and in turn are expected to fulfill annual production commitments (barring unavoidable circumstances), adhere to specified procedures and guidelines, and actively work with LFH to ensure collective success in the marketplace. Purchasing and Sales Local Food Hub purchases locally produced fruits, vegetables, pastured meats and cheeses, free-range eggs, as well as value-added and shelf-stable products from over 70 farms and vendors throughout Virginia. The distribution staff facilitates the sale of these items to more than 200 customers, including schools, hospitals, caterers, restaurants, retailers, buying clubs, and other distributors. Grower Services Local Food Hub offers a range of services to its partner producers, with a special emphasis on quality assurance, food safety, and topics relevant to wholesale production. Services include our box purchasing program, a workshop series, one-on-one technical assistance, a cost-share program for GAP certification, as well as guidance on production planning, postharvest handling, and wholesale packaging. Infrastructure Local Food Hub s refrigerated warehouse in Ivy includes 3-zone cold storage, a walk-in freezer, and three loading docks. It is GAP/GHP certified and licensed by VDACS and PACA. Investment in inventory management software, cold-chain custody, and source-verified purchasing provide product traceability. Umbrella liability insurance allows for sales to institutional buyers, distributors, and large retailers. Refrigerated vehicles make deliveries throughout the region. 2

4 II. Product Lines Stock Items Vegetable: Asparagus Beans, Green Beets (bulk) Bell Peppers Green (GAP) Bell Peppers - Red Broccoli Brussels Sprouts Carrots (bulk) Cooking Greens * (Kale, Collards, Swiss Chard) Corn Lettuce Romaine Onions - Storage Potatoes A Gold, White (GAP) Potatoes Red Potatoes fingerling Salad Mix * Spinach * Spring Onions * Squash Yellow Straightneck (GAP) Squash Zucchini (GAP) Tomatoes Red Slicing Tomatoes Heirloom Slicing Mix Tomatoes Cherry Medley Sweet Potatoes Winter Squash (Butternut, Acorn, Delicata) Fruit: Apples (GAP) Berries Blackberries Blueberries Strawberries Cherries Grapes slipskin (GAP) Pears / Asian Pears Peaches / Nectarines Plums Watermelon seedless (GAP) Dairy and Eggs: Pastured Chicken Eggs Caromont Farm cheeses Meat: Edwards of Surry (pork) Seven Hills Meat (beef) The Rock Barn (pork) Value Added: Carpe Donut! Hungry Hill Wildflower Honey Falling Bark Hickory Syrup Steadfast Farm Black Beans Virginia Vinegar Works Woodson s Mill Stone Ground Flours Sugar Tree Country Store Maple Syrup Homegrown Virginia Products NOTES: Crops highlighted in bold MUST be GAP certified Crops * must have post-harvest handling process approved by LFH 3

5 III. Membership Requirements General Requirements Fulfill planned production with LFH each growing season (barring unforeseen circumstances) and provide LFH a preferential opportunity to purchase any available surplus. Provide consistent and timely communication regarding forecasted volumes and availability, including prior notice of any shortfalls or gaps in supply. Adhere to product specifications and quality assurance guidelines to produce a uniform, high-quality product, make adjustments to infrastructure and procedures as necessary to maintain compliance. Provide sample products as requested by LFH staff and promote the Local Food Hub brand in the marketplace. New Partner Producers Forms and resources are available to view and download on a password protected partner portal on Local Food Hub s website. Contact LFH staff for access instructions. Signed Membership Agreement Complete New Partner Producer Survey (via weblink or paper copy) Farm Visit conducted by LFH Staff Attendance at on-farm food safety training (through LFH, Virginia Cooperative Extension, or other) Submit food safety documentation as requested GAP certified farms must submit a copy of certificate or other verification Non-GAP certified farms must submit water testing reports and water assessment form (see section VII. For details) Submit other documentation as requested Copy of Organic Certification / CNG verification Copy of Permit of Poultry Exemption VA Form ST-10 (see appendix) Annual Renewal Submit updated food safety and other documentation annually Complete end-of-year LFH Partner Producer Survey Attend annual grower meeting and any required food safety / quality assurance training. 4

6 IV. Membership Benefits Consistent wholesale market access through planned production and purchasing providing year-round income opportunities. Increased exposure and marketing for your farm through LFH website, point-of-sale marketing materials, and farm identification on every box. Networking opportunities with an increasingly collaborative group of farms committed to improving regional food production, including an annual meeting in January. Box Purchasing Program to access bulk purchasing of produce boxes and packaging supplies. See Appendix for details and pricing. Workshop Series / Trainings with local and regional experts on a variety of topics are offered at no charge to partner producers. Cost-share Program for GAP audit expenses. V. Product Requirements All products must meet appropriate state and federal regulations and labeling requirements, including the presence of traceability codes on box labels for GAP certified products. All products must be packed in new, food-grade packaging and boxes. All products must arrive at the warehouse packed and graded per LFH product specifications. LFH is not authorized to do any re-packing. VI. Policies and Procedures Accounting and Insurance Local Food Hub has a staff accountant to process payments for products, invoices for box and packaging purchasing, and reimbursements for cost-share participation. New accounts must confirm business name, mailing address, and payee. A Form ST-10 (VA resale) is required for participation in the box purchasing program. See appendix. Purchase orders are confirmed upon delivery, checked against accompanying vendor invoice, and submitted for processing. Payments are processed Net 15. LFH maintains umbrella liability insurance as required by its customers, however it is recommended that vendors maintain their own liability insurance at the $1 million level. Please note that LFH Insurance coverage DOES NOT cover product liability for vendors. For questions, please call the LFH Administrative Office at

7 Pricing Local Food Hub maintains a pricing structure that prioritizes fair and competitive prices for farmers while working to establish a viable and sustainable business model for LFH distribution operations. Partner producers are provided with an expected price range during the production planning process at the beginning of the year, and notified of changes in pricing as part of the weekly purchasing process. Certain crops are more susceptible to fluctuations in market pricing, and opportunities for higher volume, or consignment, sales may be possible through special arrangement. Production Planning Local Food Hub conducts production planning sessions with most growers on an annual basis and updates these plans as needed. A priority will be placed on this process for high volume crops from growers with consistent supply. The written plan includes anticipated weekly quantities by month, and is used to generate sales opportunities. This plan is considered a commitment from the grower to deliver on planned production, barring unavoidable circumstances. Purchasing Correspondence: purchasing@localfoodhub.org or Provide at least 2 weeks prior notice before expected harvest of a crop is due. A purchasing will be sent on Wednesdays for the following week. Please respond at your earliest convenience via or phone with your availability. Orders will be placed by 4:00 PM two days prior to the delivery date when possible, and dock day and time will be confirmed. Grower must call before 8:00 AM on the day of delivery to with any changes for quantities and dock time. Transportation All products must be protected from contamination and exposure to excessive temperatures in transit to the warehouse. Transport product in an enclosed vehicle (preferable), or covered truck bed. Keep transport vehicle clean, and sanitize thoroughly if it is used to transport animals or farm inputs at any time prior to transporting finished product. Ideally, transport vehicle is used exclusively for finished product. If dealing with excessive heat, keep vehicle parked in the shade, run A/C before loading, and make delivery run during early morning hours. Any frozen product (meats) must be kept frozen. Eggs need to be kept at 33 F 44 F, and remain separate from other products. Non-food items should be kept isolated from food products during transport. 6

8 Receiving Warehouse address: 556 Dettor Rd, Suite 108, Charlottesville, VA Receiving hours: Monday Friday, 8:00 AM 4:00 PM Dock day and time must be scheduled in advance, and confirmed by calling the warehouse before 8:00 AM the day of delivery. Grower must provide an invoice with each delivery, including the farm name, date, each item and quantity. Product lot numbers are required on the invoice and box label for GAP certified crops. Distribution staff will check in delivery, inspect vehicle for cleanliness, and monitor product temperatures. Distribution staff will finalize purchase order: one copy is provided to the grower / delivery person, and one signed copy remains with the product for traceability and quality assurance purposes. Local Food Hub reserves the right to refuse product if it does not meet quality or packaging specifications, does not correspond to the product and quantities ordered, or has been damaged or otherwise compromised in transit. Any quality or grading discrepancies will be addressed with the grower as soon as possible, usually within 48 hours. The grower will have the opportunity to pick up and replace the product, otherwise the purchase order will be adjusted and credit issued to LFH. 7

9 VII. Quality Assurance / On-Farm Food Safety Local Food Hub is committed to marketing and distributing safe and healthy food from small, family farms in Virginia. Guided by Good Agricultural Practices (GAP), we set high standards for the health and safety of our products, our employees, our partner producers and our customers. The LFH warehouse maintains USDA Good Handling Practices (GHP) Certification, and Partner Producers adhere to Local Food Hub s multi-tiered quality assurance program. Entry-level Requirements All growers supplying Local Food Hub must meet basic requirements in the following areas: Attendance at on-farm food safety or GAPs training Local Food Hub frequently works with Virginia Cooperative Extension on food safety training opportunities. Please provide proof of attendance at a past training, or contact your local extension agent or Local Food Hub staff for information on upcoming training. Water quality and testing Information on water quality and testing can be found in this document, as well as on the password protected partner portal on LFH s website. Traceability LFH requires that all deliveries are accompanied by invoices, and that any GAP certified product is identified by lot numbers. On-Farm Food Safety Plan All growers not pursuing or maintaining GAP certification are encouraged to develop a streamlined and scale-appropriate food safety plan with materials and guidance from Local Food Hub. This can serve as a stand-alone quality assurance plan for on-farm production or as a transitional step to GAP certification. Trainings, manual templates, and technical support will be offered to assist in the completion of these plans. These plans consist of a combination of checklists and simple risk assessment exercises in the following areas: Worker Health and Hygiene Workers receive training in proper health and hygiene practices, and the basics of onfarm food safety. Individuals who are ill do not harvest or pack produce. Potable drinking water is available. Restroom and hand washing facilities are available. A stocked first aid kit is available. Smoking and eating are not permitted in harvest and post-harvest areas. 8

10 Water Quality Annual microbial testing of all harvest and post-harvest on-farm water sources. Only potable water is used for washing and post-harvest handling (including ice used for cooling and hand-washing). Any open-source water used in irrigation is run through a drip irrigation system, or in the case of overhead irrigation or spray tanks, water treatment and/or appropriate intervals to harvest are maintained. Soil and Manure Management The application of raw manure occurs at least 2 weeks before planting and a minimum of 120 days before harvest. Composted manure is verified through temperature and turning records. Manure and/or compost is stored in a location to avoid leaching or contamination of growing fields and water sources. Domestic Animals / Wildlife Efforts are taken to restrict animal entry into production, post-harvest processing, and storage areas. Fields and structures are monitored for potential sources of contamination. Harvest, Post-Harvest Handling, and On-Farm Storage All containers and tools used to harvest produce are cleaned before use and protected from potential contamination. Only potable water is used in harvest and post-harvest processes. Workers wash hands before harvest and post-harvest handling and no smoking or eating is permitted. Harvested crops are processed and stored in the appropriate temperature and humidity conditions as soon as possible. Packing facility is covered, kept clean and orderly, and efforts are made to restrict animal access. Packaging materials (boxes, bags etc.) are stored off the ground and protected from potential contamination. Crop specific harvest and post-harvest handling procedures are followed. (See LFH guidelines). Traceability Records are maintained to document the movement of a crop from the field to harvest to sale. Water Quality, Testing, and Sanitizers Why is water quality important? Water has widespread use on farms, throughout all stages of production and handling. Farmers often rely on multiple water sources, including open sources, e.g. ponds and streams, which may contain high levels of coliform bacteria and other harmful 9

11 substances. Contaminated water used in farm production and post-harvest procedures can transmit disease pathogens, resulting in foodborne illness. It can also negatively impact the shelf-life and viability of produce. How do water sources differ? How you test and treat your water depends on its source and how it is being used on the farm. Municipal water is considered the safest source for all aspects of food production and post-harvest processing. Localities test and treat on a regular basis, and you can request a current copy of these tests. Well water is appropriate for all farm processes, but may become contaminated, especially older wells with shallow casings. It is important to test well water and treat as needed to ensure that water is potable for both irrigation and post-harvest processing. Open source water is contaminated with naturally occurring bacteria, and any additional substances carried through run-off from neighboring fields or sources upstream. Although it may be vital for farm production, it is best suited for irrigation at the soil level (drip lines). Open source water used in overhead irrigation MUST be treated first and appropriate pre-harvest intervals maintained. What are LFH Water Quality Requirements? NOTE: Operations that undergo annual, third party audits / GAP Certification do NOT need to complete the water quality assessment form or submit water test results, however, LFH requires annual audit reports or certificates to be submitted. All Other Farm Operations: 1. Water Quality Assessment Form LFH requires that partner farms complete a one-time LFH water quality assessment form describing water sources, intended use, and delivery methods. This form should be updated if any significant changes are made to water systems. 2. Water Testing Harvest and Post-Harvest Water (including hand-washing) What should I test for? Bacterial analysis for the presence or absence of total coliform and E. coli, often referred to as the Colisure test, should be used for harvest and post-harvest water to verify that it meets EPA drinking water standards. It is important to specify which test you are ordering from the laboratory, and confirm ahead of time that the lab will be able to run the appropriate test. How often do I need to test? LFH requires annual water testing of all water sources used for harvest / post-harvest handling. 10

12 Pre-Harvest (ex. irrigation, spray applications, frost protection) Do I need to test pre-harvest water? LFH does NOT require testing of pre-harvest water as long as the water used is not likely to contact the harvestable portion of the crop, OR controls are put in place to mitigate any potential contamination if contact does occur specifically the use of a pre-harvest time interval between application and harvest, or treatment of water with an approved sanitizer. If pre-harvest water contacts the harvestable portion of the crop and sufficient controls are not put in place, LFH reserves the right to request that the farm test the associated water source for quantitative levels of E. coli and further action may be required depending on the results. What should I test for? The Colilert test provides a quantitative count of total coliform and E. coli, which is needed when testing open source water or agricultural wells used for pre-harvest purposes. It is important to specify which test you are ordering from the laboratory, and confirm ahead of time that the lab will be able to run the appropriate test. How often do I need to test? If LFH requests testing on pre-harvest water, required frequency will be determined in consultation with LFH staff and food safety experts within Virginia Cooperative Extension. Please contact LFH with any questions. Water Testing Laboratories: Private water testing laboratories are certified by the Virginia Division of Consolidated Laboratory Services (DCLS). If using a private lab, please ensure they are certified. VDACS offers low-cost ($20/sample) water testing to farmers at their five labs across the state: Harrisonburg 261 Mount Clinton Pike Harrisonburg, VA (540) Warrenton 272 Academy Hill Road Warrenton, VA (540) Ivor General Mahone Blvd. Ivor, VA (757) Wytheville 250 Cassell Road Wytheville, VA (276) Lynchburg 4832 Tyreeanna Road Lynchburg, VA (434) Water Sanitizing Solutions Sanitizing solutions can help reduce the microbial contamination of fresh produce and foodcontact surfaces in the packing shed, and during the post-harvest handling process. The following sanitizers are the most commonly used on small-scale farms. Not all produce requires a wash step and it is important to note that any time water is used, there is an increased chance of contamination and microbial growth. 11

13 Regardless of the sanitizing solution you use, make sure that the wash water is less than 10 F cooler than the produce. If the water is more than 10 F cooler, the solution can be readily absorbed into the plant tissues. If the produce is more than 10 F warmer than the wash water, hydro-cool in pure water before introducing your sanitizer solution. Commercial Sanitizing Products There are a variety of commercially available sanitizers that are considered New Generation Washes. They produce more uniform and effective results, and are biodegradable and safer to use. Although they are more expensive than chlorine or hydrogen peroxide, if used properly they can be a cost-effective component of post-harvest processing and result in a better quality product. Examples include: PRO-SAN LC Source: Sanidate 5.0 (manufactured by BioSafe) Local sources: Helena Chemical Company, Seven Springs Farm (drop ship) Tsunami 100 (manufactured by Ecolab) Hydrogen Peroxide Food-grade Hydrogen Peroxide can be used as a fresh produce disinfectant and is recognized as a safer alternative to chlorine, with a relatively low toxicity rating. A concentration of 3% has been proven to destroy pathogens. Care must be taken when preparing the solution, as concentrated Hydrogen Peroxide can be both explosive and corrosive. Food-grade Hydrogen Peroxide (35%) Volume Hydrogen Peroxide Volume Water 1 part 11 parts Local source: Countryside Organics in Waynesboro, Chlorine (sodium hypochlorite): NEW: ONLY FOOD GRADE BLEACH can be used in farm harvest and post-harvest practices. Source at big box stores or through restaurant supply stores. The ideal concentration for most produce is ppm. Damage can occur above 200 ppm for most produce and above 100 ppm for leafy greens. The concentration must be monitored with chlorine test strips (available at pool supply stores) as the effectiveness of chlorine declines with exposure to light and organic matter. 12

14 Chlorine is most effective in room temperature water with a ph Care must be taken that chlorine does not mix with other chemicals that in combination could produce lethal chlorine gas. 13