members’ guide to Thoughtful Foods Co-op 

Part 2 - Shop information and procedures   1. Opening Hours   2. Products 2.1 Organic fresh fruit and vegetables   3. Ordering   4. B.Y.O. Containers   5. The Pricing System   6. Rostering   7. Things to do during your shift   8. Diary/Message Book   9. Membership 9.1 New Membership 9.2 Pay as You Go members 9.3 Reclaiming Shares 9.4 Change of Address/Wrong Address 9.5 Membership Cards   10. Cash Register Use 10.1 If you make a mistake 10.2 If the cash register plays up 10.3 Change   11. Petty Cash   12. Scales   13. Procedure if the next person doesn’t arrive for their shift   14. Opening Shift 14.1 Opening the cash register (Logging on)   15. Closing the Shop 15.1 Closing the register (Logging off)   1. Opening Hours The Shop is open: Monday to Thursday 10am to 6pm and Friday 10am to 4pm (providing the roster board has no gaps!). Out of session, the opening hours are restricted to one day only. Details are displayed on the door and members are notified via the e-mail list. 2. Products Thoughtful Foods stocks a range of products including: Grains and legumes – whole grains, refined grain, beans, rice etc. Herbs and spices. Dried fruit and nuts. Flours Teas and coffees. Oils and sauces. Pasta and noodles. Tofu and other refrigerated products. Green household cleaners. Sweets and snacks. Organic fresh fruit and veggies (see section 2.1 below for further information). 2.1 Organic fresh fruit and vegetables In 2001 Thoughtful Foods established an organic fresh fruit and vegetable service. Boxes of organic fruit and vegetables can be ordered in multiples of $10. Non-students and non-members pay an extra 25% more for their fruit and vegetable box. The boxes contain a variety of vegetables and fruit (mainly vegetables) selected by the Fresh Produce Coordinator; usually what is available and in season. Examples of what boxes may contain: eggplant, carrots, apples, pears, pumpkin, mushrooms, corn, zucchini, tomatoes and oranges. The produce is sourced from a supplier called Ecofarms. We request that vegetable boxes are pre-paid to ensure that the co-op isn’t liable if somebody forgets to collect their vegetables. Orders are placed by simply filling out one of the envelope (available in the shop) with a pencil so they can be reused, inserting the correct money and popping the envelope into the large metal box in the shop by Tuesday. The form is also available online here. Delivery of the fruit and vegetables is on Thursday morning and available for pick up from 2:00pm until 5:00pm. We take no responsibility for boxes not collected by 5pm Thursday. Contents of boxes remaining on Saturday morning will be given to needy students.   3. Ordering The factors that go into consideration when ordering food into the shop are: Organic: This is when the food is produced without the use of chemical fertilizers, pesticides and fungicides and with all the essential nutrients remaining in the soil. Not all our products are organic as they can sometimes be very expensive. Organic products are clearly labeled on the bucket. Australian: We aim to support Australian owned industry wherever possible. Locally produced foods require less fuel for transportation. Green: We like to support companies using ecologically considerate means of production, this is often synonymous with organic producers as the chemical s that we avoid for our bodies are also poisonous for our earth! Biodynamic: Biodynamic methods work toward the development of the farm or garden as a balanced and sustainable unit. They include organic practices such as crop rotation, recycling through composts and liquid manures, and increasing plant and animal bio diversity. Use of special plant, animal and mineral preparations stimulate and balance vital processes in soil and plants. The rhythmic influences of the sun, moon, planets and stars are recognised and worked with where possible. These methods lead to a natural reduction of pests and diseases in plants and animals, and an increase in the nutritive and health giving value of food produced. GMO free: Products that haven’t been genetically modified . Ordering is done by the Stock Management team so you won’t need to do this unless you are part of this team. If you do find that we have run out of something, please write the item on the ordering list on the Ordering clipboard. If you would like to request a product (or if a customer requests a product) write it on the ordering list. The items on this list will be considered by the Stock Management team but they won’t definitely be ordered. The Stock Management team will only order the item if they think it will sell and if we have space in the shop to display the item.  4. B.Y.O. Containers It seems almost impossible to purchase food without some form of packaging (if buying for big commercial food stores). Not only is most packaging wasteful and often useless, consumers are paying extra money for it. By re-using your old jars, bread bags, and other containers when shopping, you are paying for the food, the whole food and nothing but the food. As well as being cheaper and reducing environmental impact this bulk-food system allows customers choice as to the exact amount of their purchase.  It is recommended that you bring your containers with you whenever you do your shopping, however if you forget there are glass jars, pre-used plastic bags and new paper bags (the latter cost 10 cents each) in the shop that you may use.  If you have spare glass jars at home please leave them at Thoughtful Foods only if there is room on the containers shelf. For health all glass jars arriving in the shop should be sterilized before placing them on the shelf (see the note above the sink for instructions on how to sterilize a container). If you don’t have time to sterilize them yourself, please leave a note on the To Do Board so that the next person can do it during their shift.  5. The Pricing System All shop products are marked with the standard price, which is marked up 80% on the wholesale price (see table below). All Thoughtful Foods members receive a discount of 10% of the marked price of the product. All members who contribute at least an hour of work to the Co-op (doing a shift in the shop, attending a meeting, typing up meeting minutes, making signs for shop, publicity runs, article writing etc.) that week receive a 25% discount off the marked price of products. If you haven’t done your one hour of work for that week you do not qualify for the Extra Discount. All members who contribute at least two hours of work that week receive a 40% discount (i.e. wholesale price). To receive a discount, please show your membership card to the person on shift when you make a purchase.       Discount Markup on cost (cost is wholesale plus 10% to factor in maintenance and wastage) Qualifier Standard None 64% Non-members Discount 10% 47% Non-working members Extra Discount 25% 23% Working members (min. 1h/week) 2hr Discount 40% -2% Working members (min. 2h/week) Superweeds Shop credit n/a Working members (min. 3h/week) NB If you haven’t paid your annual membership fees at the beginning of the year you do not qualify for a discount. Members of Thoughtful Foods also receive a 10% discount at Alfalfa House, a food co-op in Newtown (Enmore Rd) the UTS Food Co-op, and Sydney Uni Food Co-op. You must show your Thoughtful Foods membership card.   6. Rostering As a Thoughtful Foods member you are encouraged to do at least one regular one-hour shift in the shop each week. In doing so you will qualify for the Extra Discount of 30% off the price marked on products. Feel free to put your name down on the roster board for a time that is convenient for you. Ideally two people should work during each one hour shift. If you would like to do a regular shift (preferred) write your name in green chalk. For one-off shifts write your name in white chalk. It is recommended that you attend an Intro Night before attempting a shift. If there are no Intro Nights scheduled soon, start your Thoughtful Foods working career by writing your name in white chalk beside somebody written in red chalk. These "red" people are experienced members and they will be able to give you a one-on-one training session during the shift. When you have learnt the ropes (say after two or three shifts with a "red person") and feel confident enough, you can then move to a vacant shift on the roster board. The roster will also be emailed to the list at the beginning of each week, although the roster is subject to change throughout the week. After your shift put a smiley face stamp next to the relevant shift on the form attached to the bench near the register so that the Human Resources Manager knows that you have turned up. This is important as members sometimes forget that they have put their name down on the roster board and don’t turn up for their shift, which means the shop doesn’t open. In such instances the Human Resources Manager can jump on the phone and remedy the situation – but they don’t want to be calling people unnecessarily.  If you cannot make it to your shift please try to find a replacement (i.e. send a message to the food-co-op e-mail list or ask other members in the shop if they can cover for you). If you don’t succeed please let the Human Resources Manager know.  Please try not to be late for your shift as the person on before you may need to leave on time to get to a lecture etc. If you cannot avoid being late it is polite to inform the person on shift before you by calling the shop (9385 6097). They may decide to lock the shop for several minutes until you arrive (see section 13 – Procedure if the next person doesn’t arrive for their shift).  7. Things to do during your shift Be of assistance to customers coming into the shop. The time of your shift determines what tasks need to be done. See the shift duties board in the shop. A sample has also been included below. Tick off the duty in the appropriate box when they have been done. Check the diary for things which need doing. Educate yourself: Feel free to go through the files, read the minutes from previous meetings (these can be found on the Meetings clipboard) and have a look through the diary (kept on the counter) to find out what has been happening. Learn about your co-op and how it operates. Don’t forget to pit a smiley face beside your name on the list of the bench for each hour of work you do. Time Shift Duties Mon Tues Wed Thurs Fri 9-10 Open Store           Get Muffins           Clean Floor, Wipe down surfaces           Change Tofu water           10-11 Sterilise Jars           Do washing up 1           11-12 Stock shelves           Make mixes           12-1 On the go packs           1-2 On the go packs           2-3 Put away dry washing up 1           Tidy jars           Do washing up 2           3-4 Tidy fridge           Catch up on duties missed during the day           4-5 Closing duties           Put everything away neatly for next day           8. Diary/Message Book The diary/message book can always be found on the counter. If you would like to voice an opinion or release some creativity (!) or if you have any problems, questions or ideas please write them down in the book. Similarly, if you are able to answer any of the questions presented in the book, feel free. It’s your Co-op. The Co-ordinator monitors this book to ensure that information that needs to reach the Management Committee is reported during Management Committee meetings. Feel free to browse through the diary/message book during your shift to find out what’s been happening in the shop since your last shift. 9. Membership If you are on shift and somebody come into the shop demanding to be a Co-op kid, smile nicely and do the following: 9.1 New Membership Ask new member to fill out a membership form. Accept the correct membership fee (Trial $4, New $20, Renewing $10, Household $40) and put in cash register under "Membership". Write a receipt in the "Co-op 2002" receipt book and give the new member their copy. Write the receipt/membership number in the "membership number" box at the bottom of the membership form. The member ship number is the year followed by the receipt number. e.g. 200234. Place membership form on the membership clipboard. Fill out a membership card with the name and membership number. Advise the new member that the card must be stamped with a smiley face when doing a shift and shown to receive 25% discount. Congratulate new member on joining Thoughtful Foods and help them sign up for a training session and/or a shift with an experienced member. 9.2 Pay as You Go members If someone cannot afford to pay entire membership up front they can become a ‘Pay as you Go’ member. Membership form is filled out as usual. On the membership board there is a list of Pay as You Go members. Each time they make a purchase the equivalent of the 25% discount of their purchase is written down until membership amount is reached. Till Procedures for Pay as You Go Members Ring up order as normal. Apply the 25% discount as usual. Note the amount of the discounts. Ring that amount up as membership. The new total should now be the same as the original pre-discount total. Write down the amount of membership paid under the star members name on the board. 9.3 Reclaiming Shares If you no longer wish to be a member of Thoughtful Foods and would like to reclaim your share, please leave a note on the Membership clipboard and we will send you a cheque. If you don’t reclaim your share within one year of the lapse of your membership your share becomes the property of Thoughtful Foods. 9.4 Change of Address/Wrong Address If you aren’t receiving newsletters or your address changes please leave a note with your correct address on the Membership clipboard. 9.5 Membership Cards Membership cards are issued to all new members and re-issued to existing members each year. When you complete your shift please stamp your card with a smiley face for each hour that you work in the relevant week. You will be required to show your membership card with stamps to obtain an extra discount. Use your membership card at Alfalfa House, the UTS Food Co-op, and Sydney Uni Food Co-op to obtain a 10% discount. If you do not have a membership card and are a member, please leave a note for the Membership manager. 10. Cash Register Use Please note, you must not ring up your own sales on the cash register. Ask another member to do this for you.  Enter the price (don’t use the decimal point button). Enter the type of product using the appropriate button (e.g. Pasta/Rice, Herbs/Spices, etc). Continue 1. and 2. Until all products have been entered. Then press ST for subtotal. The display screen will tell you how much money is due. Round the amount to the nearest 5 cents (e.g. $5.67 becomes $5.65 and $16.68 becomes $16.70). Key in the amount of money received from the customer. Then press AT/TL. The cash draw will fly open (watch out for it!) and the amount of change to be returned to the customer comes up on the display. After closing the cash draw the register is ready to accept the next sale. 10.1 If you make a mistake If the mistake is made before entering the product type press C. The amount in the display screen only will be canceled. To cancel the last item after entering the product type press item corr. To cancel a previous item in the list, type in the amount again, but not the type of product. Then press RTN MDSE. Then press the product type and the previously entered product will be canceled. The display screen will show the price of the product with a negative in front of it. You can also void a sale as long as the ST button has not already been hit. Type VOID, the price and the product type, then press ST. If you have made a mistake and you are unable to fix it, please leave a note on the docket which feeds through the cash register (open the case on the top left-hand side of the register to access the docket) so that the person on closing shift knows why the figures don’t add up at the end of the day. 10.2 If the cash register plays up If the cash register is being temperamental the first thing to do is read the manual and see if you can resolve the problem. If you are unable to work it out, call the people from whom we purchased the machine – their number is taped to the cash register. They will usually be able to talk you through the problem. If this is unsuccessful, the register may require a service. In this case, keep a hand written record of all sales during your shift. Leave a message in the message book to let everyone know what’s happening. 10.3 Change If the register is low on change try to change some notes at any of the nearby businesses – the Vegetarian Shop next door, the Uni Bar, the Union retail outlet etc. (To open the cash register press NS). Don’t be disappointed if they refuse to change the notes for you – they may be having their own change problems! 11. Petty Cash If you need to buy something using cash, please don’t take cash from the register! Please take cash from the petty cash bag in the green tin in the filing cabinet under the bench. Leave a receipt and a note if it is not obvious what the receipt is for. The Accounts Manager will regularly record all the receipts in the Petty Cash ledger and top up the Petty Cash when it runs low. 12. Scales Before using the scales make sure that the display says ‘0.00’. If it doesn’t, switch off the scales at the power point above the bench. Turn them on again and wait for a couple of minutes until the display returns to ‘0.00’. If the customer is using a glass bottle or any other container which weighs a significant amount ask them to put it on the scales before filling it. Press "T" for tare which sets the weight of the container on the scales at zero. In doing so the customer won’t be paying for the weight of the container. Place the full container on the scales and type in the appropriate price. Check that the correct price has been registered by the scales. If you don’t punch in the price fast enough, some of the numerals may disappear. The screen on the scales will display the price of the product in the ‘price to pay’ window.   13. Procedure if the next person doesn’t arrive for their shift Stay calm – don’t panic! Get the Shop Key from out of the cash register. Leave a note on the door saying "Back soon". Leave a concealed note addressed to the next person due to do a shift telling them they can get a key from the Union Reception. Lock the door (give it a wobble to ensure it’s locked properly). Slide the Shop Key under the door. 14. Opening Shift Collect the muffins from Greg at Badabagan (upper campus near the Central Lecture Block). Collect the Thoughtful Foods key from the Union Reception. Return the key to the Union Reception. This is very important as the next day’s opening person won’t be able to get in. Turn on the lights. Turn on the hot water wall unit. Turn on the scales and log on to the cash register (see instructions below). Put out the clothing exchange and the milk crates. Make sure the shop looks presentable. 14.1 Opening the cash register (Logging on) Turn the key in the cash register to the reg position. Enter 1 2 3 Log/Receipt on the cash register. The till draw will fly open – watch out! Count a $50 float from the green money tin and place in the till. Close the till drawer. The till is now ready for trading!! 15. Closing the Shop Around 5:45pm, close the door and tidy up the shop. Check that all the lids of the stock bins are closed properly. Turn off the boiling water. Leave the insect catcher with blue UV light ON. Mop the floor. Bring in the clothing exchange and milk crates. Try to keep them tidy. Close the register (see instructions below). Switch off the register, scales and tape recorder at the switch located above the bench. Switch off the lights and lock the door behind you (push the door so it opens outwards, place the doormat in the doorway and then shut the door – it keeps leaves and rain from coming in). The Thoughtful Foods key is kept in the till. If you can’t find a key, run over to the Union Reception where a spare key is kept. Place the Thoughtful Foods key under the door of the Co-op. If there is a second key around return it to the Union Reception if you borrowed it from there before 5pm. 15.1 Closing the register (Logging off) Type 0 the Log/Receipt. Turn the register to Z position. Press Alt/Till. Remove money from the till and count. Tear off the receipt in the register and stick the final section with the total daily takings into the accounts book. Write in the accounts book "actual takings" followed by the amount of money in the till minus $50 for the float, add the date and sign your name. Place the money in the green tin which is kept in the top draw of the filing cabinet. Leave the till open so people can see there is no money in it. Turn the key to the off position. The register is now officially closed!! >> Part 3 - Other information about Thoughtful Foods