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.

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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

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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, post-

harvest 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.

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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

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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.

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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 434-244-0625.

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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 434-244-3276.

Provide at least 2 weeks prior notice before expected harvest of a crop is due.

A purchasing email will be sent on Wednesdays for the following week. Please

respond at your earliest convenience via email 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.

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Receiving

Warehouse address: 556 Dettor Rd, Suite 108, Charlottesville, VA 22903

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.

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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 on-

farm 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.

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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

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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.

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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 22802

(540) 209-9130

Ivor

34591 General Mahone

Blvd. Ivor, VA 23866

(757) 859-6221

Lynchburg

4832 Tyreeanna Road

Lynchburg, VA 24504

(434) 200-9988

Warrenton

272 Academy Hill Road

Warrenton, VA 20186

(540) 316-6543

Wytheville

250 Cassell Road

Wytheville, VA 24382

(276) 228-7643

Water Sanitizing Solutions

Sanitizing solutions can help reduce the microbial contamination of fresh produce and food-

contact 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.

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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

www.millertechintl.com/prosan.htm

Source: http://www.microcide.com

Sanidate 5.0 (manufactured by BioSafe)

www.biosafesystems.com/Product-PH-SaniDate5.asp

Local sources: Helena Chemical Company, Seven Springs Farm (drop ship)

Tsunami 100 (manufactured by Ecolab)

http://www.ecolab.com/solution/produce-processing-wash-and-treat-solutions/

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.

Volume Hydrogen Peroxide Volume Water

Food-grade Hydrogen

Peroxide (35%) 1 part 11 parts

Local source: Countryside Organics in Waynesboro, http://www.countrysideorganics.com/

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 75-150 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.

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Chlorine is most effective in room temperature water with a pH 6.5-7.5

Care must be taken that chlorine does not mix with other chemicals that in

combination could produce lethal chlorine gas.