ASUW Student Food Cooperative

Bulk Buying Storefront

Prepared for University of Washington Risk Management

By Co-Managers Gunnar Colleen and Erica Weisman
ASUW Student Food Cooperative
Table of Contents
Table of Contents
Letter of Intent
Progress and Projected Implementation Schedule
1) Risk Management
2) Monitoring, Evaluation, Quality Control
3) Labor and Personnel
4) Recruitment/Advertisement Plan
5) Logistics
6) Security
7) Sourcing
8) Payment System
9) Budget
10) Tasks and Sanitation Guidelines

Letter of Intent
Executive Summary
The ASUW Student Food Cooperative (SFC) proposes a cooperatively run Bulk Buying
Storefront, selling locally sourced, organic dried goods and cooking essentials. The Bulk Buying
Storefront will be run out of the slightly refurbished HUB 131 kitchenette. We seek to promote
sustainable living and eating practices here on the University of Washington campus by making
bulk buying and bulk goods accessible to students, staff, and faculty. Bulk buying is a more
sustainable way of eating because it requires less packaging, will be locally sourced (promoting
our local economy and requiring less transportation), is organically produced, and encourages
healthier eating. Buying in bulk is a much cheaper way to purchase high quality food products.
Furthermore, the food co-op mission statement and core values will be fully upheld as we set
about this endeavor. We will also fully uphold the mission statement and values of ASUW by
actively benefiting, serving and engaging the student body. The Co-op will support the
storefront as a hub for health and food interests, both for its students and staff and the campus
at large. The enterprise will provide healthy, sustainable, and affordable eating options while
utilizing student participation and creating opportunities for collaboration, education, and
leadership.

Need and Background:

The ASUW SFC was formed in 2009 to set up a cooperative caf space in the South Campus
Center. Although the final plan did not go through, the excited drive for a cooperative space in
which healthy food is provided for students by students was not lost. We are currently a
cooperatively-run ASUW entity that puts on numerous educational and food related events. We
have knowledge on cooking, recipes, and food safety. Below is our mission statement and
values:
We are first and foremost a group of students concerned about the environmental, social,
economic, and health impacts of our agro-food system. ASUW SFC members are a
diverse group of students from a wide variety of disciplines and backgrounds, whove
come together because we share a passion for improving our own health and the health
of our planet through food. We value student autonomy and ensure that all decisions
related to running the cooperative are made by students.

VALUES:
SUSTAINABLE
LOCAL
GROWING PRACTICES
VEGETARIAN
ETHICAL
COOPERATIVE

The co-op space will fill a few pertinent needs on campus. There is no food co-op that is
easily accessible to the university community of 50,000 + people, many of whom do not drive.
Students would now have the unique option of buying in bulk, for cheap right here on campus.
We will also be the most accessible, healthy snack alternative for students. Finally, the new
cooperative space will serve as a powerful educational tool for students to learn about the
power of collaboration and cooperatives, local food, sustainable practices, and responsibilities
of maintaining a storefront. Interest in food issues as it relates to urban agriculture, social and
food justice, environmentalism, and alternative agrifood movements is a quickly building
momentum on campus. Thus, by addressing popular food-related issues on campus, the
cooperative can be a magnet for student, faculty and staff activity.

It is important to note that currently the SFC is working with university admin on creating
the UW Food Pantry to address student, staff and faculty food insecurity at the University of
Washington head on. This is a safe space operated by students for UW faculty, staff and
students. We plan on open the food pantry through three pop-ups this early spring in different
rented rooms to test student appeal and figure out what works and what doesnt work in running
a pantry. We have the help of Sean Ferris, Denzil Suite, Marisa Herrera, and newly hired
graduate intern in implementing this plan. If successful the co-op may choose to absorb partial
responsibility for the pantry. We will once a month open up the bulk buying storefront as a
pantry from student, faculty and staff, and use whatever profits we make to sustainably fund this
endeavor. It is also possible that the University District Food Bank or Denzil Suite may also help
fund the pantry when fully established.
 The proposal below goes into detail as to how we will enact this plan. First we will update
the reader as to what we have already done through a sort of timeline. Next, this document will
delve into detailed resource management plans, budgeting, spatial logistics, sourcing plans,
employee management and much more.

Progress and Projected Implementation Schedule

Phase 1- Establishment, Visioning Completed
Winter, Spring 2015
SFC established as an ASUW entity
Initial Bulk Buying actions taken:
Seek out potential space: 131 kitchen
Begin to formulate budgeting, operational plans
Vision and decide as to whether Bulk Buying will be set in a permanent place or as a
system of ordering by demand and delivering on the spot
$1000 budget approved by ASUW budgeting to be used for Bulk Buying set-up
New budget plan approved to purchase bulk food items by HUB accounting

Phase 2- Research, Initial Action Steps Completed

Fall 2015
Research and logistics planning
ASUW BOD support
Full access to HUB 131 kitchenette gained
Meeting with Charles Easterberg and Abebe Aberra (UW Environmental Health and Safety)
Space approved to be used for dried goods not needing heating/cooling by EH&S
Proposal and plans over-viewed by EH&S and approved
Advise implemented to plan
Survey of student body, run

Phase 3- Continued Planning, Action Steps, Food Pantry In Progress

Winter 2016
Approached by Sean Ferris to work on UW Food Pantry
Initial planning stages
Food drive and public outreach
Setting up for three pop-ups in the spring
 Support from Co-Fed
Attended a cooperative conference, directly aimed at giving us the tools to develop and
build a strong co-op
Reviewed by Risk Management

Phase 4- Implementing Plan Changes, Consultations, Planning

Spring 2016
3 food pantry pop-ups: learn how to get volunteers, set up a food space, and run a food
space
Reassess plan after Risk Management assessment
Change plan as necessary
Meet with Risk Management and any other UW advisory boards as necessary
Seek out needed insurance plans
Finalize new budget for food purchases with HUB Finance and ASUW Budget Director
Meet with UNFI/Central Co-op for initial partnership plans
Finalize and create a name/design for the space
Pass storefront plan through ASUW BOD

Phase 5- Building, Promotion, Hiring

Fall 2016
Summer/Fall purchase needed additions for space
Work closely with custodial services to make any needed changes to the space (removal of
the fridge)
Initial promotional plans (discussed below)
Bulk Buying Storefront plan finalized
UNFI account set up
Internal co-op structure finalized and changed as needed to accommodate bulk buying
addition
Advertisement for and hiring for member positions to maintain storefront
Beginning of permanent, monthly Food Pantry held in HUB 131 kitchenette

Phase 6- Soft Start, Grand Opening

Winter 2017
Place food orders
Finalize setup of space
Put up signage in HUB
Member training; food handlers permits; rotation; ordering; food and co-op knowledge
Soft-start to gain promotional material and observe what does/doesnt work
 Grand Opening event

1) Risk Management
In order to ensure long-term sustainability, the Co-op has assessed the most likely causes of
failure and considered these endemic issues in defining its policies and procedures.

1.1 Employee Turnover

We realize that one of our greatest challenges to the operation of the SFC will be student
turnover, as we are leveraging primarily student volunteers to sustain the cooperative. Student
turnover will have several implications for the Co-op, but we acknowledge these challenges
early on and plan to institutionalize preventative measures. The constitution, bylaws, ongoing
trainings, and succession of officers, among other things, will help to ensure continuance of the
Co-op.

1.2 Consistency of Standards and Policies

We will maintain consistency of standards and policies through regional trainings
in Winter and Summer on the West Coast, hosted by CoFED and through in-
house trainings (see Labor section for more details). A volunteer manual will
outline critical information relating to volunteer responsibilities, food safety, shift
duties, and sanitation guidelines to ensure clarity of volunteer rules and roles.

1.3 Institutional Memory

The existence of all of our foundational documents will guide annual reflection
and comparison with peer cooperatives, while handbooks will serve to educate
our volunteers about employee procedures, organizational policies, and
Cooperative principles in general. Co-managers will orientate their successors on all issues
concerning the running of the Bulk Buying space. The ASUW SFC's SAO adviser will
furthermore provide long-lasting support for the project.

1.4 Traffic
The Bulk Buying space's relatively removed location in the HUB 131 suite will prove to be a
challenge in terms of attracting traffic. However, the ASUW Student Food Co-op will provide
high-quality food to a growing niche market of consumers. Bulk Buying will attract traffic by
offering a unique student culture and community space. After conducting field work regionally by
visiting other student food cooperatives, we consistently found the projects enjoy a magnetism
regardless of how strategic their location is.
1.5 Management Experience
The educational value of the Co-op is furthered by the new opportunities
that open in the wake of members who have moved on. Having a broad
and generational exposure to students will provide a large constituency of
University alumni an exposure to the cooperative business model. In addition to
having access to innumerable training resources, documents, and a volunteer
handbook, student orientation of the practices of ethical, participatory, and
financially stable management will be supported by an Advisory Board of
professionals and experts, CoFED consultants, trainers, and organizers.

1.6 High Cost of Goods Sold

The ASUW Student Food Co-op is able to offset the high Cost of Goods Sold
(COGS) by using primarily volunteer labor, and operating in the HUB 131 space free
of rent and utilities. This creates a higher margin for fluctuating revenue and
budget flexibility, compared with competitors.

1.7 Security
Since the ASUW SFC Bulk Buying store will be handling monetary transactions, security will be
a top priority. We will ensure safe-keeping and proper handling of funds by only allowing
electronic transactions using credit and debit. Workers will log all purchases, including price,
amount, and date. These records will accessible to all volunteer-workers and will be regularly
reviewed by the Operations Managers.

1.8 EH&S Takeaways:

We will be sourcing most of our product directly from UNFI, rather than most from Central Co-
op, because that will reduce the risk of food contamination. Food poisoning is a real issue and
sanitation rules and plans must be heavily enforced and implemented. We must sign up for
recall notifications through the USDA, WSDA, and FDA, to assure that we can react as fast as
possible to recalls.

2) Monitoring, Evaluation, Quality Control

To ensure the just and effective functioning of the Bulk Buying store, we will administer
and collect a host of feedback and evaluation forms every quarter and work to integrate new
workers as quickly as possible. Customers will be encouraged to contribute to a comment box
at the sales desk as well as an online evaluation form. These comments and evaluations will be
reviewed monthly by the ASUW SFC.

Following quarterly General Meetings, members and workers will be asked to submit
evaluations of ASUW SFC governance to the Bulk Buying Board comprised of Cooperative
members, Bulk Buying workers, and the ASUW SFC Co-managers.

A monthly fiscal evaluation will be carried out by the Bulk Buying Board. ASUW SFC Co-
managers will meet regularly with the entity's SAO adviser to keep a close watch of the stores
finances.

3) Labor and Personnel

New personnel will be orientated on daily tasks, and the proper procedures for monetary
transactions and sanitation. New personnel will furthermore be orientated on risks associated
with the work, such as pulling muscles when moving heavy boxes, and will be taught how
best to avoid injury. In case of any injuries, a first-aid kit will be provided along with a list of
emergency contacts.

Volunteers will be required to work a minimum of two, two hours shifts a week, signing in and
out of schedule books and filling out daily satation and organizational check lists. ASUW SFC
Co-managers shall regularly oversee volunteers to ensure proper service and adherence to
safety regulations. If volunteers fail to come to shifts without finding a replacement or notifying
their shift manager, the Co-manager may discontinue their volunteer status. Absences will be
reviewed on a case-by-case basis. Volunteers shall in return complete quarterly evaluations
regarding management structure, leadership, and food. The ASUW SFC shall conduct quarterly
evaluations of all. All volunteers and operational managers will meet on a monthly basis to
check in on ordering, promotion, sanitation, to voice opinions and ideas, and to connect with
each other.

The following are descriptions of the roles and responsibilities of the employed and internally
selected representatives of the ASUW Student Food Cooperative.
1. Organizational and Operational Managers:
1. Cooperative Co-Managers
2. Financial Officer
2. Committee Coordinators/Members: Visioning, Fundraising, Membership & Outreach,
Publicity, Education & Programming
3. Liaisons: UW Farm, ASUW, Central Co-op
4. Member Volunteers:
 1. Upkeep, daily tasks, monthly staff meetings

4) Recruitment/Advertisement Plan
As a new entity on campus, it will be critical for the Bulk Buying space to be widely publicized
and marketed around campus. To both recruit possible workers for the space and to attract
customers, the following recruitment plans will be enacted:

Media: social media, including Facebook, Twitter, and other platforms, will be used in
conjunction with traditional print media through the UW Daily spread word of the Bulk Buying
Club and what it stands for.
Active Recruitment: The ASUW SFC will actively recruit members to work in the Bulk Buying
Club through tabling, presenting in lectures, and partnering with various other campus entities
and student organizations. The ASUW SFC will also work closely with the Office of Volunteer
Opportunities to connect interested interested members of the UW community with the Bulk
Buying Club.
Grand Opening: a grand opening celebration for the space will be widely publicized, possibly
featuring music or other attractions. Either discounts or giveaways will be offered to a number of
the spaces first customers to incentivize interest.

5) Logistics
After a thorough tour of the kitchen, guided by Charles Easterberg (UW Environmental Health
and Safety Public Health Advisor), we gathered the following information:

Logistics of the Space

The unused HUB 131 kitchenette will be refurbished to be the Bulk Buying storefront. The
ASUW SFC Bulk Buying space should have: A) adequate shelving, both wall-mounted and on
the floor, to ensure all food containers do not come in contact with the ground and that their full
weight is safely supported. Shelving will be comprised of a mixture of pre-fabricated Dunnage
racks, and custom made shelving units built with the assistance of the Engineers Without
Borders RSO. B) Airtight and easily cleaned storage containers for dry bulk foods with a method
of reducing cross-contamination between food items. We will use 8-10 18 quart Cambro brand
storage containers with airtight lids and designated scoops for each container for flours and
other popular dried goods. 13 oz twist-operated bulk dispensing containers will be used for
dispensing nuts, granolas, and beans. C) A safe food take-away system. Small, sanitary plastic
bags with twist ties will be used as containers, only to be filled by workers wearing plastic gloves
and using appropriate scoopers. D) Appropriate sanitation equipment. A food safe cleaner, such
as Simple Green, along with Chix brand rags, spray bottles, a mop, and buckets, will be used to
maintain sanitary environment for selling foods. E) To provide a secure storage location for
valuables owned by the Bulk Buying Club, a locking cabinet is required. The existing cabinets in
the space can be retrofitted to securely lock. F) As customers will not be allowed inside the
store due to security and sanitation concerns, a sales desk will be positioned outside of the
store space where transactions will be completed.

Floor Plan
Space Dimensions:
Length: 17.42 ft/ 209 inches
Width: 8.71 ft/ 104.5 inches
Door width: 2.92 ft/ 35 inches

6) Security
To ensure security in the Bulk Buying space, a number of precautionary measures will be
practiced. Bulk Buying customers will not be allowed to enter the Bulk Buying space.
Transactions will take place at a desk outside the door of the store. Moreover, all transactions
will take place electronically, to reduce the security risks associated with handling cash. All
transactions will also be recorded in a logbook, including details on amount sold, price, and
date. Only students, staff, and faculty with a valid Husky ID can access the bulk buying services.
All valuable items (e.g. card reader) will be stored in a lockable drawer in the Bulk Buying space
before closing. As part of workers daily duties, they will lock the Bulk Buying space door when
closing.

7) Sourcing
Preliminary Menu
Based on the demand for various food choices from our Catalyst survey, we created the
following working menu for the Student Food Cooperative. 82 students responded to the survey,
giving us an accurate depiction of whats wanted and the amount of student support the space
already has.
Suppliers
Foods sold in the Bulk Buying space will be sourced directly from United Natural Foods
Incorporated (UNFI) and Central Co-op. Staple foods will be sourced wholesale from United
Natural Foods Incorporated while other niche items will be sourced from Central Co-op.
Deliveries will be ordered once a week or as needed. UNFI is one of the largest bulk and
organic foods distributor in the nation, with over 31 locations and 40 years of experience. UNFI
is the same supplier for all natural food stores and co-ops in the area, is extremely reliable, and
has many resources to aid our ordering system.

8) Payment System
To maintain accountability between members and to reduce risk, all bulk buying purchases will
be done electronically at the store, and only through debit and credit cards. Revenue will be
directed towards the ASUW Student Food Cooperative Bulk Buying Budget, that is in the
process of being set up separately from our ASUW Co-op Budget. Bulk Buying workers will
collect what foods are being bought while customers wait outside of the space and will be
required to log all sales, including price, item, amount, and date in a logbook.

A 20% upcharge will be placed on organic goods while a 30% upcharge will be placed on non-
organic goods. Student Food Cooperative members and Bulk Buying workers will have a 25%
discount on all bulk goods. All profits will be used for store maintenance and to fund operations
of the Universitys Food Pantry.

9) Budget
The ASUW SFC has a budget of $1000 set aside for bulk buying set the school year of
2015/16. We will have a budget of $1500 for bulk buying in 2016/17. This money will not be
used for buying bulk, dried goods; a new budget will be created to allow us to purchase food
items. In total, the SFC will have $2500 to spend on set up and other costs. Below is an
estimated budget:
 Name Price QTY Subtotal

Dunnage Racks $35.00 3 $105.00

Sturdy, industry standard shelving

Built Shelving $175.00 1 $175.00

Raw materials

Dispensers $32.00 6 $192.00

1 gallon, portioned dispensers, 1/2 mounted on
wall, 1/2 on counter

Cambros $20.00 10 $200.00

Industry standard, sealed, food safe storage

Scoops $10.00 10 $100.00

Plastic, industrial grade, food safe

Non-latex gloves, scale, bags $250.00 1 $250.00

First Aid Kit $30.00 1 $30.00

Sanitation Supplies $200.00 1 $200.00

Food safe cleaner, sanitation solution, cleaner
for storage bins, Chix brand rags (29 cents a
piece) Spray bottles (restaurant supply store)
2 buckets (restaurant supply store)

Broom/dust bin $30.00 1 $30.00

HUB Signage $150.00 1 $150.00

Promotional Materials $300.00 1 $300.00

Subtotal $1,732.00

Total $1,732.00

10) Tasks and Sanitation Guidelines

In order to maintain a high degree of cleanliness in the bulk buying space and to ensure smooth
operations on a day-to-day basis, the following list of tasks will be completed by workers daily
and placed visibly as a clear reminder of daily tasks and sanitation guidelines:

Opening tasks:
 Each employee must sign in/out of logbook
Make sure everything was properly cleaned from the day before
Fill up/set up sanitation bucket and rag for the day
Set up sales table outside of store
Double check stock of:
Bags, food items, backstock amounts
Date check-- is everything date-dotted? Is everything up to date?

Closing tasks:
Wipe counters down, area swept, 1/week mopped, table wiped off
Taking stock each day
Post if out of certain item
Double check that everything is labeled and dated
Containers are closed and restocked for the next day
Any containers that were emptied during the day: sanitized and washed out using
food-safe cleaner before closing
Take stock*
Rotate items
make sure cardreader is putaway and locked in drawer
lock door on way out

In addition, the following sanitation guidelines will be followed by all Bulk Buying workers:

Sanitation Guidelines:
Anytime a container is emptied:
Sanitize, wash out with food safe soap
Dry completely before stacking with others or refilling
Personnel guidelines:
Wear gloves when handling food
Only use scoopers for their designated containers to avoid exposing customers to
allergens
ALL MUST have Food Handlers permits

CONCLUSION
This concludes our Bulk Buying proposal. Thank you for reading. If you have any questions, co-
managers Gunnar or Erica are happy to answer them. Please email us at asuwsfc@uw.edu.