Canteen Policy Support Document
The Canteen Committee
1. Membership of the Canteen Committee
· The committee shall consist of the following number of elected representatives:
· __________ parents
· __________ staff
· __________ students
· Principal (ex officio)
· Canteen Manager (ex officio)
· These representatives are elected by their respective organisations.
· The Canteen Manager shall be invited to report to the Canteen Committee meeting and to answer any questions, but will not have voting rights.
· All parent representatives shall average one day a month assisting in the school canteen.
· Should any member be absent for more than three consecutive meetings, without reasonable cause, their position shall be declared vacant. Such a vacancy is to be filled at the next meeting of the absentee's representative body.
2. Committee Meetings
The committee shall:
· Meet on ______________________ of each month during school term
between the hours of ________________ in the ____________________.
· Have a quorum of ______________ members at each meeting.
· The committee, at the written request of at least three members, can be called to a special meeting. Seven (7) days notice of any such meeting (stating the business of the meeting) shall be given to all members of the committee.
3. Election of Office Bearers
Office bearers shall be elected at the committee meeting following the sponsoring body’s annual general meeting (see point 1).
· Chairperson __________________________________
· Vice - chairperson _____________________________
· Secretary ____________________________________
· Treasurer ____________________________________
· Assistant treasurer _____________________________
· Manager of volunteers __________________________
· Promotions officer ______________________________
· Office bearers shall be limited to a three (3) year consecutive term in the one office.
· The Principal/Deputy Principal shall be the returning officer.
· All candidates shall be nominated and seconded, and if there are a greater number of candidates than are required the election shall be decided by secret ballot.
· Tellers (independent of the Committee) shall be appointed by the returning officer prior to the ballot.
The Canteen Manager
a. Shall be given a job description.
1. Conditions of employment
The canteen manager, assistant(s) shall be:
a. Appointed by, and if necessary dismissed by an executive of the sponsoring body in consultation with the executive of the canteen committee and principal.
b. Paid the current state award, or a salary negotiated and approved under an enterprise agreement (maximum award conditions must apply).
c. Have ______% of wage paid into a superannuation trust in the name of that employee.
d. Subject to review annually.
2. Responsibilities of the Canteen Manager
Shall report on canteen activities to each canteen committee meeting.
Shall be responsible:
a. To the canteen committee for the efficient management of the canteen.
b. For immediately reporting to the canteen committee chairperson any equipment malfunction or safety issue that arises.
c. For reporting to the canteen committee chairperson immediately any injury that has been incurred by personnel within the canteen or outside the canteen when related to products sold by the canteen.
d. For making appropriate price changes as they become necessary. These changes need to be agreed to by the committee at their next meeting.
e. For purchasing and selling foods in line with the aims of this policy.
f. For any new food item introduced that needs to be ratified by the committee at their next meeting.
g. With the assistance of two (2) committee members for completing an annual stock take at the end of each term.
Canteen Operation
1. Pricing Policy
· The average percentage mark-up shall be: _________________________
2. Trading Hours
· The canteen committee shall decide opening times and at which times particular lines will be sold.
3. Occupational Health and Safety
· The committee shall provide essential, safe equipment and ensure that it is well maintained, in good repair and used correctly.
· The committee shall report to the Principal any structural defect/s within the canteen.
4. Promotion
· New foods will be advertised to students, staff and primary school parents.
· Taste tests, menu boards, competitions and displays will be used to promote the choice and sale of healthy foods.
· Health theme ‘days’ and/or ‘weeks’ will be used to promote certain healthy foods.
5. Insurance
· A worker's compensation insurance policy shall be obtained to cover all paid employees.
· The premium payable shall be made from canteen funds.
· Volunteer workers to be covered by an appropriate policy held by the sponsoring body.
6. Special Activities
· The canteen committee shall decide when the canteen should cater for school functions and determine the arrangements.
· Canteen stock should not be sold during these functions, unless it is sold at the regular price and all money raised is kept by the canteen.
· If the canteen is used a canteen committee member or the canteen manager shall be present during opening hours.
· The canteen manager’s attendance at these functions is additional to the hours of employment.
7. Food Safety and Hygiene
· A copy of the Food Safety Standard (3.2.2 Division 4) will be on permanent display in the school canteen. (Download from www.healthy-kids.com.au)
· According to the legislation:
a. The canteen manager (paid or unpaid) will provide evidence of appropriate safe food and personal hygiene skills and knowledge.
b. The canteen as a food business in NSW will notify its details to the NSW Food Authority.
c. The canteen will have food handling procedures consistent with the Food Safety Standard.
d. Volunteers and staff will have appropriate training commensurate with their duties.
8. Voluntary Workers
· Will be given a job description.
· New volunteers shall be given an orientation program covering hygiene, routines, O H and S procedures, insurance and food prices. This will also be provided in a written format.
On rostered day each volunteer worker:
a. Will be supplied with clean pocketless aprons.
b. Shall sign the canteen attendance book.
c. Will be provided free, one sandwich or roll and a tea/coffee.
d. Will work as part of a team.
9. Monies
a. All money from the canteen shall be deposited in the name of
_____________________ at _________________________________.
b. All accounts are to be paid by cheque. Cheques are to be signed by the treasurer and any one of the following committee officers:
Chairperson
Vice-chairperson
Secretary
Assistant treasurer
· Two persons will count the money at the end of each working day. A float of $_____________ shall be counted and retained in a secure location. The same float shall be maintained each day.
· Monies taken daily to be banked within 24 hours.
· Accurate records shall be kept of the monies received and expended.
· The treasurer will present a written report at each committee meeting (copy to be glued into the minute book). A reserve fund to cater for long service leave, sick leave and holiday payments and equipment maintenance shall be kept.
· All surplus funds shall be transferred to the sponsoring body.
10. Auditor
· An auditor shall be appointed at the annual general meeting of the sponsoring body (or in the case of a Principal run canteen, by the Principal).
· The auditor shall not be a member of the sponsoring body or the committee, the Principal or a relative of a member of the school community.
· The auditor shall at all times have reasonable access to the books, accounting records and other documents of the committee.
· The auditor shall be supplied with all the following items relating to the financial period being audited at least twenty one (21) days prior to the canteen sponsoring body’s annual general meeting.
a. Income and Expenditure Ledgers.
b. Cheque vouchers and accompanying invoices.
c. Petty Cash vouchers and the Petty Cash Record.
d. Cheque book stubs and any current cheque books that contain stubs relating to the financial period being audited.
e. Stocktake records.
f. Bank reconciliation.
g. All bank statements from the period and the canteens bank deposit book.
h. Wages book.
i. Investment accounts (passbooks or statements) if relevant.
j. Equipment depreciation record.
k. Mark-up schedules.
l. Financial reconciliation showing all the money that is owed to and by the canteen.
Annual General Meeting of the Sponsoring Body
The following items will be presented to the sponsoring body AGM:
a. Annual Report from the Canteen Committee
b. Auditors Report
Last Amended on_________________________________________
(Day, date, year)___________________________________________
Signature of canteen committee’s chairperson
________________________________________________________
Signature of the president of sponsoring body/ Principal
________________________________________________________