Trent University



Foodservice Advisory CommitteeAgendaOctober 18, 2018Meeting NotesAttendance: Jessica Becking, Traill; Corine Bolton, CUPE 3205; Shannon Brockbank, Housing; Matilda Fenech, Champlain; Jessica Brooks, Neil Dolman, Chartwells; Tina Fridgen, College Principals; Aaron Graab, Otonabee and TCSA; Lori Johnston, Conferences, Ceilie, Starbucks; Mark Murdoch, Food Services (Chair); Shelley Strain, Sustainability Office; Hasmet Uluorta, TUFA; Paige Young-Lowe, Ambassador; Lauryn Seguin, Gzowski.Review minutes of September 28The Emergency Food Fund was launched two weeks ago. We will have some preliminary data for the next meeting.The Gzowski dining hall is having some minor fitments to elevate the space to a three star Green Restaurant rating.Confirm Terms of ReferenceConfirmed as amended.Mark will circulate to CASSC and post on web site.Working Group Reports:Operations and Marketing – meeting notes of October 10 attachedSustainability and Fair Trade - meeting notes of October 10 attachedBudget – meeting notes of October 11 attachedCatering – no reportDining Room Redevelopment Group – meeting notes of October 11 attachedContract review updateThe Board of Governors has approved the extension of the operating agreement between Chartwells and the University for a five-year term, May 2019 to April 2024.General Discussion and Q and AThe new “Skip the Line” program in Champlain has take out meals packed in plastic. Can dishes or eco-trays be used instead? Chartwells will look at some options. This program is brand new and is still under review if it will be maintained or not, so we don’t want to make any new/additional investment until that is known.Is there an alternate container to the large plastic soup container at Thai Express? Unfortunately, we need to follow the Thai Express brand standard for this. Two members commented that across campus the frontline staff are doing a fantastic job of communicating the options (and preferred solutions) for dishes.Do we know how many plastic utensils we purchase per year? What options are available? 136 cases. Chartwells and the Ceilie are investigating the use of common items like clamshells and compostable utensils. This may help streamline the sorting process for customers. If we can get ti working we will leverage The Planet as well.The Sustainability Office is working to develop common standards for recyclable items, for example cold cups, to make waste separation easier.Chartwells is conducting a survey, go to dineoncampus.ca/trentNext Meeting – November 22, 2018 10:30 – 12:00 Location TBATrent Food Services Advisory CommitteeTerms of Reference – Proposed September 28, 2018 Membership:Trent Food Services Director (Chair)TCSA President or designateTGSA President or designateTUFA designateStudent Representative from each College Cabinet (5 total) Student Representative from Trent InternationalTrent Market GardenTrent Vegetable GardenFirst People House of LearningSustainability Committee representativeTrent Director of HousingTrent Director of Conference ServicesChartwells General ManagerChartwells CUPE staff memberCeilie Pub ManagerSeasoned Spoon ManagerPlanet North ManagerThe Trend ManagerStarbucks ManagerMeetings:Monthly during the fall and winter semesters, summer as required. Meetings are open and minutes will be posted online. Mandate:To provide feedback and recommendations regarding the Trent food services operationsTo identify specific food needs of individuals and the community, and to ensure they are being metTo review financial, sustainability, wellness, education and community outreach key performance indicatorsTo review dining plan structures and cost for the following year To determine short-term and long-term food service goals and advise on planning and future directionsTo communicate with the broader Trent community about food services issues and operationsTo identify partnerships and initiatives to educate and support the Trent and Kawartha region communities, including educating students about food issuesTo assist all campus foodservice providers in developing a top-tier food service operation that is a national model for quality and sustainabilityDecision MakingThe committee is advisory in nature and will normally make decisions on a consensus basis. Typically, the only item that will be voted on will be the approval of the annual budget for Trent University Food Services and the related fees for Dining Plans for the following year. Only the representative from the TCSA and residents from each of the Colleges will participate in this vote. Sub CommitteesSub committees and working groups, both regular and ad hoc may be established to address specific matters, for example: Operations and MarketingSustainability and Fair TradeBudgetRole of Sub CommitteesOperations and MarketingThe role of this sub-committee is to identify the operational elements of the foodservice program that can be changed or corrected in very short time frames to create an immediate impact for customers, with a specific focus on residents. For example, the committee may recommend improvements to signage as an immediate item. The renovation of a foodservice facility would not be considered by this sub-committeeSustainability and Fair TradeThe role of this group is to plan and execute small and targeted activities, in the two week to one month time frame, that create immediate changes in sustainable behavior, with a goal of establishing longer term habits in on campus consumers.BudgetThe committee will advise the Director, Trent Foodservice in the development of the annual operating budget for the University department. This budget is limited to Trent Foodservice and does not consider the budget of Chartwells or other on-campus foodservice providers. The group will make a recommendation to the Food Services Advisory Committee regarding the budget for Trent University Foodservice for the next fiscal year (May – April). The recommendation to FSAC, is approved, is forwarded to CASSC and then the Board of Governors for final approval.CateringThe Catering Working Group is a subcommittee of the Food Services Advisory Committee that meets to discuss items that are unique to the users of catering services.Trent University FoodservicesFood Services Advisory CommitteeOperations and Marketing Working GroupOctober 10, 3:00 – 4:30MEETING NOTESIn attendance: Corine Bolton, CUPE 3205; Jessica Brooks, Neil Dolman, Chartwells; Adam Call, Otonabee; Matt Clark, Champlain; Owen Faulkner Nolan, TCSA; Lori Johnston, Conferences; Shaun McCracken, Housing; Mark Murdoch, Foodservices; Jessie Woodrow, Lady Eaton.Role of the committeeThe role of this sub-committee is to identify the operational elements of the foodservice program that can be changed or corrected in very short time frames to create an immediate impact for customers, with a specific focus on residents. For example, the committee may recommend improvements to signage as an immediate item. The renovation of a foodservice facility would not be considered by this sub-committeeReview meeting notes from March 13Changes to OCAX Dining Plan – based on student input the dining plan at Otonabee College Annex (formerly Gzowski College Annex) was changed for this year to reduce the number of mandatory meals per week and reduce the cost of the on-site foodservice program, leaving the additional funds in the students account to spend elsewhere in the foodservice system.Thai Express review – delayed pending opening of Bata. The delay in the reopening of the Bata Building has put this item on hold. Once Bata reopens the affect on sales in Champlain will be reviewed. If the additional hours cannot be supported they will have to be cancelled. It is highly unlikely that there will be any affect prior to the end of the semester.TrentU Card Survey – two services have been added for this fall;TaxiOsmow’sContract review – the Board of Governors has approved the extension of the agreement with Chartwells for a five-year term, May 2019 through April 2024.Bata Library- potential development – while it had originally been thought that a food service location would not be developed in the old food service space in the Bata building, Foodservices is reconsidering that position. It would require a significant investment, likely $100,000 to $200,000 and would require a series of consultations and approvals. A Tim Hortons will not being going back in this space. It will likely take until September 2019 before a facility opens in this location.Other businessWhile there has been a lot of focus on sustainability, we may have lost our focus on healthy and balanced eating. It is possible that when the dining plan was opened up to all on campus providers the focus on balanced eating was lost, as Chartwells was no longer solely responsible for feeding residents. When it became every provider’s responsibility, it dropped through the cracks. A greater focus on functional eating with a focus on specific vitamins is required.These two items is could be partially resolved by relaunching WEBTRITION and using QR codes to provide quick access to the menu information.How can food services leverage the services of the on-campus nutritionist to better serve students?What can we do to speed up the pasta bar at Gzowski? It is a made to order service so it will be slower. The addition of a quick serve pasta has helped. A quick serve merchandiser, referred to as “Skip the Line” has been installed at Champlain to help speed up service. Chartwells is planning a few fun pop-ups before and after reading week. A pop up featuring “alternate protein sources” will operate the week of October 29.Next meeting November 19, 10:30 – 12:00, CCK1 Exam and end of semester hoursFoodservice Advisory CommitteeSustainability and Fair Trade Working GroupWednesday October 10, 2018 1:30 – 3:00MEETING NOTESIn attendance: Danielle Britton, Ceilie; Jessica Brooks, Neil Dolman, Chartwells; Iain Leitch, Gzowski; Joanna McMurchy, Champlain; Ana Morias, TCSA; Mark Murdoch, Foodservices; Lily Raus, Lady Eaton; Christina Steinecke, Otonabee; Shelley Strain, Tia Bankosky, Sustainability Office; Role of the working group – the group works on items of a short term nature that will create immediate impact on the behaviors of customers and the operators of the locations to improve sustainability practicesReview of March 12 meeting notes – items addressed later in the meetingPriorities – these are only listed to start the conversationReducing single use take out and beverage – update provided in section 4Can we find a replacement for the On the Go containers as these are a waste product?What can we do about plastic cutlery? The current product used by Chartwells is not compostable. Compostable alternatives are very expensive.Can Chartwells produce information about the total cost of replacing dishware, glassware and cutlery and maybe highlight the cost of a few items, for example a plate costs $3.76 (the price is made up for demonstration purposes only).Can we incorporate dish collections stations at more points across campus?Is there an opportunity to coordinate purchases so that everybody is using the same take out containers, and policies? This could include bulk purchasing and/or allowing smaller users on campus to purchase part cases from Chartwells.Reducing utility consumption – an ongoing process Local procurementIncreased utilization of on property farmsUpdates:Eco-tray – use of eco-trays has increased 50% over the first five weeks of operation. Use of travel mugs has increased 65% at Tim Hortons. Other indicators are provided below.Fill-it-forward – this program has had very little success. We are working with the provider of the product to relaunch the program during the week of October 29. Cupanion, the owner of the program has committed to a six step process for supporting the relaunch.Straws – we have eliminated about 80% of the straws being used on campus. In the next few weeks we will learn more about how Trent will participate in the trial of Starbucks new compostable straw. We also hope to learn more about Tim Hortons strategy after the fall franchisee meetings.The Gzowski Dining Hall has been designated as a Green Certified Restaurant, the only one between Whitby and Ottawa, and the only retail higher education dining room in Canada. We hope to be certified at the 3 star level in the next few weeks.General discussion and Q and AIs there an opportunity to conduct an energy use audit of food service spaces with an eye to further reducing utility consumption?Are all of the exhaust hoods connected to the building automation system to control usage?During the campus waste reduction week, Oct 29 to Nov 2, the Sustainability Office will be using posters, social media and a few other tactics to reinforce the need to move to refillable hot and cold beverage cups and eliminate single use containers.Will Food Services provide about 100 free coffee coupons for this week, to be awarded to people using a travel mug? Yes. There was a dialogue about the role of the Trent Vegetable Growers and the Trent Market Garden. Each agencies has a different mandate and funding model. How can the on campus food service operators support and better coordinate the work of these two farm initiatives? A meeting with TMG is planned to make sure each party understands the needs and capabilities of the others.Next meeting – November 19, 2018, 1:30 – 3:00 CCK1Foodservice Advisory CommitteeBudget Working GroupOctober 11, 9:00 – 10:30Meeting NotesIn attendance: Mark Murdoch, Foodservices; Nikki Kuzoff, Housing; Deondrae Thompson, Lady Eaton; Alicia Halhed, Champlain and TCSA.Welcome, Introductions and Attendance.Role of the Working GroupThe committee will advise the Director, Trent Foodservices, in the development of the annual operating budget for the University department. This budget is limited to Trent Foodservice and does not consider the budget of Chartwells or other on-campus foodservice providers. The group will make a recommendation to the Food Services Advisory Committee regarding the budget for Trent University Foodservice for the next fiscal year (May – April). The recommendation to FSAC, if approved, is forwarded to the College Residence Council, CASSC and then the Board of Governors for final approval.Review of October 16 and November 20 meeting notesThe key messages related to the development of the Trent University Foodservices Budget:Trent Foodservices is a not for profit ancillary operation of the University. Over time, the department should “breakeven” once it has covered the costs of all operations, overhead and an appropriately level of accrual for future investments or projects.We attempt to keep retail prices at or below the national average, based on an annual survey conducted by the Canadian College and University Food Service Association.Trent students greatly value the ability to “carry forward” any unused dining plan balances at the end of the year.Student value the tax-exempt status of the dining plans.The development of dining plans should be simple and easy to understand.A comparison of several dining plans at Ontario schools is provided below.An additional O-week meal was added for this fall in the form of the Food Truck Festival. Food Services, Housing, TCSA, Card Office and Orientation sponsored this event. If we hope to have this even tin the future it will need to be entirely funded from the allotment for O-week meals.“Emergency Food Fund”The Emergency Food Fund has been set up and is operational. This is not really a “budget” issue, as it has no direct impact on the finances of food services. Revised DRAFT 2019 – 2020 BudgetThe preliminary draft budget for 2019-2020 was reviewed with a look at the major blocks of income and expenses. As we get greater clarity about the number and location of beds, utility costs and other expenses the budget will be further developed.General Discussion and Q & ACurrent Dining Plan Models, fall 2018PlanTraditionalSuiteCost$4,325$2,500Overhead$ 600$ 300O-Week Meals$ 125$ 125Value$3,600$2,075Special Plans:Plan:Gzowski College AnnexTraillCost$4,325$4,325Value (see above)$3,600$3,600Trent Cash$1,500All you can eat plan 210 meals$1,500Declining Balance$2,100$2.100Tax Exemption. To be tax exempt a Dining Plan must meet a number of criteria established by the Canadian Revenue Agency. One of these requires that the plan provides for meals over the duration f the plan (30 weeks for two semesters) and a minimum of 10 meals per week at the “average” cost of a meal on campus.For Trent the math is; 30 weeks X 10 meals X $7.42 = $2,226.The Declining Balance value of the Suite Style and Traill Dining Plans will have to be increased by $125, plus any increase in the overhead amount, meet future tax exempt requirements. Current Dining Plan balances:Median of Traditional Dining Plans:$3,236Target balance this week$2,900Lowest balance$2,307Highest balance$3,562Number of students below target 117Number of students within oneweek of target ($2,780 to $3,020) 217 (23%)There was a question about the possible redevelopment of a food service space in th Bata building. Food services would like to see that happen and is working on a plan, subject to normal approvals, for that to occur. It is unlikely there will be any new operation in that space prior to fall of 2019.Next meeting – November 19, 9:00 – 10:30, Champlain K1DRAFT 2019-2020 BUDGETTrent UniversityDining Room Redevelopment GroupMeeting Notes, October 11Attendance: Mark Murdoch, Foodservices; Matt Clark, Champlain; Lori Johnston, Conferences; Stephanie Muehlethaler, Otonabee.A quick update was provided for the Gzowski project. The big proof that this redevelopment was successful is that the room is always full of students, relaxing, working and enjoying the space. Outstanding items: High top tables along north wall, stump tables in the fire place area, Harvest tables(s) in the center of the room, glass frosting along lower half of windows, walkway to connect patio to pathway.Budget: Unknown, will seek and update for next meeting. (Jen T)Lady Eaton ProjectThe scope of the project will be limited to the entrance stairway and the current open areas of the dining room and music room. It will not include the pit or the servery. The walls are mostly windows and poured concrete, which we understand cannot be painted, so the opportunity to introduce colour is limited.There are heritage concerns related to the flooring, tables and chairs that must be addressed so that the work plan can be completed. (Michael E)The work will include a thorough cleaning, removal of all redundant wiring and unused speakers, cleaning old tape and waxy residue.Funding for the project will have to be addressed with the Provost following the rearrangement of the Colleges structure. (Mark M)Is there an opportunity to add window coverings, some soft furniture, ceiling fans or other ventilation improvements?Next meeting - TBA ................
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