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Shepherd Village, the largest seniors community in Toronto, with over 252 capacity it has been committed to the welfare of its senior citizens, since 1961,

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Identify who is responsible: The kitchen manager, Chef Bo is responsible for overseeing the ordering process. In his absence, the relief Food Service Supervisors will take charge.

Software required: Gordon Food Services. (GFS) proprietary ordering software. This platform allows us to track inventory levels, place orders, and manage supplier communications efficiently.

Ordering days: Placed three times a week to maintain a fresh inventory: Monday, Thursday, and Friday.

On these days, the responsible staff will review inventory levels, check sales forecasts, and place orders through the GFS software.

Suppliers: Our primary supplier is Gordon Food Services (GFS). We also have secondary suppliers for specialty items, but the majority of our inventory comes from GFS to streamline our process.

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1. Delivery Days:

Deliveries from GFS are scheduled for Tuesday, Friday, and Saturday. This schedule ensures that we receive fresh supplies regularly and can restock before the weekend rush.

2. Receiving Procedure:

On delivery days, the kitchen staff are responsible for checking in orders.

The staff verifies the delivery against the purchase order, ensuring all items are accounted for and in good condition.

3. Staff Responsible for Putting Inventory Away:

Items are stored according to our organization system: perishable items in the refrigerators or freezers, and non-perishable items in the pantry.

The kitchen manager tracks the inventory management system to reflect the new stock levels.

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1. Types of Storage:

Dry Storage: Non-perishable items such as canned goods, grains, and spices are kept in the dry storage area. This area is maintained at room temperature and organized by category.

Refrigerated Storage: Perishable items such as dairy, fresh produce, and meats are stored in the refrigerators. These items are kept at temperatures below 40°F (4°C) to ensure freshness and prevent spoilage.

Freezer Storage: Frozen goods such as meats, vegetables, and pre-prepared items are kept in the freezer, maintained at temperatures below 0°F (-18°C).

2. Maintaining Storage Areas:

The Kitchen Manager, is responsible for overseeing the storage areas. Daily checks and cleaning are conducted by the kitchen staff.

Regular inspections ensure that all items are stored properly, labels are visible, and expiration dates are checked.

Dry storage, refrigerated storage, and freezer storage are located in designated areas of the kitchen.

Storage areas are checked daily, and deep cleaning is conducted weekly. Any expired or spoiled items are removed immediately.

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1. Main Prep Areas:

Vegetable Prep Station: Where all vegetables are washed, peeled, and cut.

Meat Prep Station: Dedicated to cutting and marinating meats, ensuring no cross-contamination.

Baking Station: Used for preparing doughs, batters, and other baking needs.

Sauce and Soup Station: For preparing all sauces, soups, and stocks.

2. Staff Involved:

Each station has a designated prep cook. The Vegetable Prep Station is managed by Niro, the Meat Prep Station by Ramon, the Baking Station by Ramon, and the Sauce and Soup Station by Ragavan.

All the kitchen staff, oversees all prep activities and ensures that everything is done according to the daily prep list.

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Preparation area/ Storage hot food items

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Preparation area/ Storage hot food items

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Major production equipment typically includes:

Commercial Ovens:

Stoves and Ranges:

Commercial Mixers:

Food Processors and Blenders:

Refrigeration Units:

Hot Holding Equipment:

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Large Pots and Kettles:

Baking Equipment:

Commercial Mixers

Baking Sheets and Racks: For baking and cooling baked goods.

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Staff Involved in Food Production

1. Head Chef/Kitchen Manager:

Manages kitchen operations, including meal preparation, cooking schedules, and staff supervision.

Ensures food quality, safety, and consistency.

2. Cooks

Prepare and cook meals according to the planned menus.

Responsible for different sections such as hot food preparation, cold food preparation, and baking.

3. Dishwashers:

Responsible for cleaning dishes, utensils, and kitchen equipment.

Maintain cleanliness and sanitation standards in the kitchen.

How Staff Know What and How Much to Cook

1. Menu Planning:

Menus are typically planned in advance by the the whole team lead: The kitchen manager and general manager of food and nutrition, and the food service managers. Menus are designed to meet the nutritional needs and preferences of residents, with options for various dietary restrictions.

2. Production Sheets:

Detailed production sheets are created based on the menu.

These sheets include quantities of ingredients needed, portion sizes, and specific cooking instructions.

3. Recipe Cards are done by the food service supervisors.

Standardized recipes are provided to ensure consistency in taste and portion sizes.

Recipe cards include detailed instructions on preparation and cooking methods.

4. Resident Census and Dietary Requirements:

The number of residents and their dietary needs are tracked based on changes to their care plan.

The food service supervisor ensures that the staff uses this information to adjust quantities and ensure that meals meet individual dietary restrictions.

5. Communication and Coordination:

Regular meetings and communication between the dietary manager, food service supervisors,  head chef, and kitchen staff ensure everyone is aware of the daily menu and any special dietary needs.

Staff meetings or briefings are held at the start of each shift to review the day’s tasks and assignments.

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There are three designates people working the belt-line. Each worker is responsible for adding specific food items to the trays, ensuring that each meal is complete and meets the dietary needs of the residents. This method allows for organized and timely meal service, essential for accommodating a large number of residents.

Corrective action for any deficiencies: The food service supervisors do audits to make sure it complies with the ministries’ standards. Create corrective actions when needed, train staff on new protocols, and continuously assess and adjust actions.

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Service: Example of prepared thickened fluids

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Service: Example of prepared thickened fluids

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How Residents Know What is Being Served:

Menus are posted in common areas like dining rooms and hallways. Residents receive printed menus in their rooms.  Dietary staff or nursing aides inform residents about meal options and take special requests.

How Staff Know What to Serve:

1. Production Sheets based on menus, specifying ingredients and quantities.

2. Recipe Cards/ Cardex: Standardized recipes with instructions on preparation and portion size

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Staff Involved with Meal Service:

1. Kitchen Staff: Assemble meal trays on the belt line, ensuring accuracy.

2. Servers/Food Service Workers: Deliver trays to residents' rooms or dining areas.

3. Nursing Staff: Assist residents who need help eating, monitor intake, and address dietary concerns.

4. Food Service Supervisor: Oversee meal service operations, ensure compliance with dietary requirements, and handle food safety issues.

Who Gets Which Items and Portion Size:

1. Dietary Restrictions: Special dietary needs are noted in the resident’s profile.

2. Tray Cards: Placed on each tray with the resident's name and specific dietary instructions.

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Regularly monitor and log food temperatures. Use separate utensils and surfaces for different types of food. Ensure staff maintain high levels of hygiene. Regularly clean and sanitize kitchen and equipment. Properly store food to prevent spoilage and contamination.

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Dishwashers: Perform the majority of the dishwashing tasks, from pre-rinsing to loading, running, and unloading the dishwasher.

Kitchen Staff: Assist with pre-rinsing and sorting, especially during busy times, to ensure an efficient flow of clean dishes back into use.