Tuesday, September 19, 2017

Coffee Hour Guidelines

Here's an overview of HROC's coffee hour "procedures." We're pretty informal, but this summary describes the general way our fellowship meals are provided.

Please let me (Susan) know if you have any comments or questions about this information!
----------------
Like any kitchen should be in a home, the HROC kitchen should be a place of warmth, fellowship, and safety. While all are invited to participate in helping to prepare and serve food, we need to do so with a certain amount of organization to prevent kitchen crowding and accidents, and promote food safety.

Much of this is common sense and already being observed, but for the sake of clarity and consistency we decided to summarize the guidelines here.

Health and Safety

During regular Sunday morning Liturgies, the food service is provided by the Coffee Hour Team assigned for that week. As much as possible, people not on the team for that week should avoid being in the kitchen during food prep, serving, and cleanup. And unless something is obviously burning or boiling over, no one else should handle the food that is on the stove or in the oven during Liturgy. This ensures that the food is prepared the way the Team intended and enhances food safety.

Children should be reminded not to come into the kitchen while adults are in there working unless they ask first. We've had occasional close calls when handling hot dishes.

For the sake of your fellow parishioners, please do not prepare and/or serve food if you are ill. Just call one of your team members to let them know and we will all make do with what we have for food, and will pray for your recovery!

Of course, please wash your hands before doing any work with the food. We also have a box of disposable gloves that you can use while doing food prep or washing up, which can protect your hands as well as the food!

Work Flow and Responsibilities

Coffee and Tea: are usually made by Mat. Cindy (coffee) and Mat. Galina (tea). A couple of extra pots of coffee are made towards the end of Liturgy by Alex K. or Cindy. Coffee hour teams don’t have to worry about making these unless asked.

Food prep: As mentioned above, while the food is being prepared or served, others should try to avoid being in the kitchen so that the Team for that week has ample room to work.

Serving: Unless we have an unusually small attendance, it is wise to serve the hot food to the parishioners to ensure that everyone gets at least a small portion. There are clergy and laity upstairs performing various post-Liturgy duties, and they are often the last people to come through the line, so we want to make sure there is some food left for them! Once everyone, including the upstairs workers, have had a first serving, then the remaining food can be left for people to have second helpings.

Leftovers: Once everyone has had the opportunity to eat, including second helpings, then any leftover food should be packaged up. Always check first with the person who brought the food to see if they want to take it home, and if not, offer it to others. There are containers back in the furnace room.

Cleanup: The Coffee Hour team for that week is responsible for cleaning the kitchen, parish hall, and bathrooms. They may of course enlist any others to help them if needed, but people not on that week’s team should try to stay out of the kitchen as much as possible to allow the team to work efficiently.

Once the food is served, a dishpan to collect dirty dishes can be set up on the small table.

See the Cleanup Checklist (at the end of this) for more details on cleaning the kitchen and bathrooms. Note that a team member should take dirty towels and dishcloths home, wash them, then bring them back the next week.

Refrigerator: PLEASE do not leave any perishable items (i.e., anything other than condiments or beverages with a long shelf life) in the refrigerator UNLESS there is a specific purpose for them. For example, you know that they will be used a few days later at another meal. If you are doing this, make sure the item is clearly labeled with the contents, the date, and how/when it is to be used. Similarly, do not leave items in the chest freezer in the furnace room unless they are well packaged and labeled.

Food: Each Coffee Hour team is welcome to prepare whatever they feel like making! In general, though, simple food is encouraged. There is no expectation of expensive or special food. We don’t want people to experience time or financial stress because of their participation in coffee hour!

There are anywhere from 50 to 70 individuals on an average Sunday morning. In general, it is good to have main dishes, fresh fruit, fresh vegetables (salad or veggies and dip), and dessert. The main dishes can be meats, casseroles, soups, and/or sandwiches. Please observe any Lenten restrictions. If you need any further guidance on food selection, please see Susan. (More Meal Suggestions below)

Pantry items: We keep condiments in the fridge and various dry foods such as crackers, chips, and cookies in the cabinets of the serving island. There is no particular person in charge of these things, so feel free to keep an eye on any needs and contribute as you wish. 

Paper supplies: Most of the extra paper supplies are stored on the shelf above the coat closet. The eco-friendly paper plates are in boxes in the furnace room. If you think we are running low on something, please tell Susan or Margaret.


Coffee Hour Meal Suggestions

These guidelines are for the meals following our Sunday Divine Liturgies.  Other meals, such as following Saturday Vespers or a weekday service, are done as pot-luck (people who would like to stay for the meal are asked to bring something to share).

The three main categories of coffee hour meals:
Lenten - no meat/dairy/eggs, very simple meals, smaller quantities (sometimes fish is allowed)
Festal - no restrictions at all, more elaborate or special dishes
Ordinary - there are no particular restrictions, but the meals should be simpler compared to festal days - “everyday” cooking

An “Ordinary” Sample Menu
Note - these are guidelines, not rigid rules!  We just want everyone to keep in mind the basic goals of plentiful but economical food that is reasonably simple to prepare with minimal stress.

The following should be provided by the coffee hour team:

- Main dishes: Casseroles, soups, chilis, stews, plates of sandwiches, etc.  The type can vary with the season, from a hearty chili in the winter to a cold pasta and chicken salad in the summer.  Normally you will need to double or triple a typical recipe.  They should be made ahead and warmed up (if needed) during the service.  The key is to be as economical as possible, while providing an adequate amount for everyone.  These should be your “everyday” recipes - not those that you normally save for a special occasion.

- fruit

- raw vegetables (either a salad or veggies and dip)

- sweets (cookies, sweet bread, etc.)

Most coffee hour teams are made up of 3 or 4 individuals or families. One way to divide up the food is for most members to bring a main item and a side item. 

For example:

Member 1: a casserole (one extra large or two regular-sized pans) and fruit
Member 2: meat, 5-6 lbs. (meatballs or kielbasa, for example) and a large salad
Member 3: trays of sandwiches and dessert
Member 4: a couple of side dishes, such as bread/butter, chips/dip, raw veggies.

Financial help: we do have donations available to help any team member purchase ingredients. Just speak with Susan if this would be helpful for you.

Work Checklists

Setup Checklist

  • Unload dishwasher, if needed
  • Tea and/or coffee - if normal preparers are absent, someone must fill in
  • Fresh hand towels in the kitchen and bathroom
  • Hang a plastic grocery bag on the closet doorknob to collect dirty towels
  • Fill water dispenser with filtered water
  • Napkins on the tables
  • Paper plates and cups on counter
  • Milk in the pitcher

Cleanup Checklist
(note: there is a paid cleaning crew that does deeper cleaning once a month. Aside from clearing food and dishes, Teams just need to give the place a decent surface cleaning.)

  • Load mugs, flatware, bowls, etc. into dishwasher
  • Wipe down tables, counters, and red trays
  • Hand wash items that can’t go in the dishwasher
  • Bathrooms - wipe down sink, toilet, and floor (as needed), empty trashcans, restock toilet paper and paper towels
  • Refill napkin holders on tables
  • Sweep/vacuum coffee hall floor and stairs
  • Empty and rinse out coffee and tea dispensers
  • Empty and rinse out Bunn coffee pots and filter baskets (don’t forget decaf pot!)
  • Empty water dispenser and leave open to air dry
  • Start dishwasher
  • Collect any used towels and dishcloths from the kitchen and bathroom (take home to wash)
  • Take garbage to dumpster
  • Put fresh bags in trash cans
  • If you notice any paper or cleaning supplies are low, please inform Susan or Margaret