Board of Trustees Procedure Manual Title: Stocking Shelves Date Adopted: January 9, 2017 Storefront shelves are stocked when there is room available if we have the items in the storeroom or the warehouse. Some volunteers specifically come to stock shelves. Storefront volunteers stock shelves if they have no clients to wait on during the store hours. How Shelves are Organized Starting at the left side of the store, the shelves around the perimeter have labels that correspond to the order of the food on the shopping lists to make it easy for clients to use the shopping lists. Do not move the labels. In most cases, food is arranged in cardboard trays, which helps to keep the shelves neat. Expiration Dates for Food Categories Most of the food offered by the Randolph Area Food Shelf comes as donations (or as “reclaim” products from the Vermont Foodbank) and most of the donated food is within the date code marked on the product. However, some products are older than the date code. The policy of the Food Shelf is that canned products can be offered to clients so long as they are not more than 18 months past the printed date code. This policy can still guide decisions about what to do with out of date products. The major exception to this policy is baby food. Baby food cannot remain on the shelf after the date printed on the jar or package. Baby food should be checked regularly and past-due jars and packages must be discarded as pig food. Volunteers may have questions about specific foods especially items that are not in cans. Based on recommendations from the Vermont Foodbank the following chart can be used to determine whether a product is acceptable and can be put on the shelf or whether it must be discarded. Note: Products without a printed date may be put on the shelves if they are intact. Time Past Printed Date on Product Item Is Still Acceptable And Can Be Offered To Clients 2 months Potato chips, graham crackers 4 months Cookies 6 months Mayonnaise, whole wheat flour, dried fruit, bagged nuts, oil, pretzels, flavored rice, pop tarts, instant breakfast, juice box, Ultra-high Temperature (uht) milk, soy and rice milk, baking powder 8 months Crackers, frosting, pancake mix, candy 1 year BBQ Sauce, salad dressing, dried beans, hot and cold cereal, casserole mixes, cornmeal, white flour, mac&cheese, microwave popcorn, instant potatoes, brown rice, dry pudding, shortening, stuffing, liquid coffee creamer, bean coffee, evaporated and dry milk, baking mixes, salsa 18 months Olives, spaghetti sauce, can or jar bullion, peanut butter, brown sugar, confectioner's sugar, canned juice, bagged tea, jams, jellies, ketchup, chili and cocktail sauce 2 years Canned fruit, pickles, sauerkraut, canned tomatoes, dry gravy mix, honey, chocolate, corn syrup, pancake syrup, dry pasta, popcorn kernels, white rice,sugar, 3 years Canned beans, canned fish and meat, canned vegetables, pie filling, uht products other than milk Try to keep each item in its assigned space. If the space is full, leave the rest of the items in the storeroom or warehouse. When the stock is low, shelves can be wiped before restocking. The Center Table The center table is for fresh produce. Produce can be displayed loose in bins or boxes or bagged in plastic. The produce needs to be checked for spoilage daily and the spoiled produce put into the Pig Food container in the warehouse. Move produce that is good to the store as needed. USDA Foods Dry goods for the USDA Supplemental Food Program are located in the storeroom on the shelves at the back right hand corner. These foods must be marked with an orange sticker before hey can be put on the shelves in the storefront. These foods are delivered on the 4th Friday of the month before the foods may be distributed. Be sure not to put next month’s foods on the shelves prematurely. Frozen foods for the USDA program are kept in a freezer in the warehouse. It is to the immediate left as you enter the warehouse from the storeroom. Senior USDA commodity boxes are stored in the part of the warehouse near the large overhead door. Many clients pick up their boxes on the day they arrive, but some pick them up later in the month. If you are getting one of the Senior Commodities boxes for a client, be sure to get the carton of cheese that goes with it out of the refrigerator there in the warehouse and add it to the box. Where food is kept The Storeroom Food is placed on the storeroom shelves in the same order as the storefront. If boxes or bins in the storeroom are dated, put out the oldest dated items first. The Warehouse Eggs and milk products are stored in the refrigerators in the warehouse. Boxes of frozen meats, prepared meals, and bread are in the freezers in the warehouse. Empty boxes to pack food in at check-out are also in the warehouse. Moving food from one area to another Most volunteers who stock shelves use carts or the dolly to move boxes, depending on how much food they need to refill on the store shelves. Always be careful when you lift boxes off the shelves and get help if you need it to move a heavy box or a box up high. The Shopping Experience The goal of the Randolph Area Food Shelf is to provide clients with a typical shopping experience. Keep in mind the attractiveness of the shelves as you stock. Keep the shelves as tidy as possible. Place products in cardboard trays before putting them on the shelf. Do not stack trays. Check to be sure that food labels are facing outwards.
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