Concession Policies & Procedures

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CONCESSION STAND POLICIES & PROCEDURES GUIDE 2017 Concession Policies & Procedures The purpose of the policy is to assist the facility user in safeguarding public health and ensuring that food

1 CONCESSION STAND POLICIES & PROCEDURES GUIDE 2017 Concession Policies & Procedures The purpose of the policy is to assist the facility user in safeguarding public health and ensuring that food products stored, prepared, distributed and sold on Township property is done in accordance with regulations by the Pennsylvania Department of Agriculture, provisions set forth in Chapter 46 of the Pennsylvania Food Code, and Silver Spring Township. Section 1. Compliance No outside vendors or concessionaires are permitted to operate the concession stand without prior written approval from the Parks & Recreation Manager. This includes subleasing. At least one authorized representative must be present during concession operations Individuals under the age of 16 are NOT permitted in food prep area while food is being prepared The Park Maintenance staff reserves the right to remove any items that may cause concern for safety Doors to the concession must remain closed when food is being prepared Appliances and facility lights must be turned off when the concession is not in use The concession stand must be locked when not in use. This includes rolled windows and cabinets with locks. A minimum free clearance of thirty-six (36) inches shall be maintained inside the concession area during use Facility users shall comply with current Silver Spring Township policies, procedures and ordinances, the Pennsylvania Department of Labor & Industry Labor Laws and the regulations set forth by the Pennsylvania Department of Agriculture. Section 2. Food Prep All food preparation & storage must be in accordance with Chapter 46 of the Pennsylvania Food Code Oil for the fryer shall be supplied by the facility user. Do not fry fish or seafood products in the fryer. Preparing and serving food and drinks must be done in a clean, safe, sanitary manner and in compliance with local, county, state and federal statutes Do not handle ice without using clean and sanitized utensils Section 3. Cleaning & Sanitizing All appliances and equipment in the concession must be clean, including the interior and exterior of the ovens, grills, microwaves, refrigerators, freezers Clean all floors and counters in and around the concession as needed Remove and/or replenish oil at the end of the use or as needed. To clean, remove oil, fill fryer with water and add small amount of dish liquid or degreaser. Turn on and let water boil for 5 minutes. Baskets should be lowered to be cleaned at the same time. Drain water and fill again to rinse out. Clean covers on fryers, replace oil (not hot) and set baskets above. Please inform Township staff if you need assistance. When cleaning the grill, scour the surface when it s warm, with a pumice brick, coating the surface with a thin layer of oil afterwards to prevent rust. Do not clean the surface with water. Pumice bricks are provided Empty and clean the drip trays, grill hood and/or walls surrounding Remove grease from the floor using an abrasive scrub brush, soap, and warm water Section 4. Loading/Unloading Small motorized vehicles such as golf carts, utility carts, and so forth are not permitted in areas with frequent pedestrian traffic, grass when frozen or too wet, spectator seating areas, outside restrooms, athletic fields, and playgrounds. It must be noted on the concession application if you intend to use motorized vehicles for concession use. Vehicles such as cars, trucks, SUVs, etc. are not permitted in any area other than designated parking lots or clearly marked loading/unloading zones ALL motorized vehicles may not be idle for more than 20 minutes at one time, while loading or unloading supplies for the concession Section 5. Facility Keys At the signing of the concession agreement, the Facility User must complete a key authorization form Keys must be returned within 4 weeks of the concession agreement end date Only authorized key holders noted on the application are permitted to lock/unlock the concession Making copies of facility keys and/or installing locks of any kind on Township facilities is prohibited Lost and/or unreturned keys will be replaced at the cost of the user. This includes changing of locks, if warranted. Damages or loss to the facility during the intended use, as a result of lost keys, may be incurred by the Facility User

2 Section 6. Equipment, Supplies, Storage The refrigerator temperature shall be set to 34 F and the freezer temperature shall be set to 0 F No outside equipment is permitted in the concession stand without prior written approval from the Parks & Recreation Manager Do not place food, beverage, or excess stock directly on the ground. Items shall be stored on a skid or in a locked cabinet The Facility User must provide their own locks for cabinets Do not store anything on top of refrigerators, freezers, ice machines, etc. The Township is not responsible for food spoilage that results from equipment failure. The storage of food or beverages in freezer/cooler unit, cabinets or any other area in the concession building is at the risk of the user. Outdoor grills are not permitted in the park without prior written approval from the Parks & Recreation Manager Propane and/or gas tanks cannot be stored in the concession stand for any reason Section 7. Restrooms If restrooms need to be unlocked during the regular season, call the police non-emergency line; Restock toilet paper, paper towels, soap and sanitizer as needed for larger games or tournaments Requests for toiletries must be made 2 weeks prior to large games or tournaments Section 8. Trash & Recycling Remove trash in and around the concession facility on a weekly basis. This should be done daily on warmer days Dispose trash and recyclables in the appropriate dumpster, at least once or twice a week All supplies shall be kept in an enclosed container and placed on a shelf or in a cabinet. All users must provide their own trash bags for high-volume events such as games and tournaments Small animals, bugs or insects may enter the facility and can cause damage to supplies if not stored properly Section 9. Damage & Repair Report damage, equipment failure, pest concerns, etc. to parkinfo@sstwp.org or leave a message for the Rec Office; If equipment is damaged by the Facility User, the Township will assess the cost of repair or replacement and charge the applicant accordingly If the fire suppression system is discharged by the Facility User, Silver Spring Township will assess the cost of clean-up and system recharge, and charge the applicant, known as the Facility User accordingly Section 10. Termination of Use Silver Spring Township reserves the right to terminate the use of any concession facility by any organization, group, or agency Upon termination, issued keys must be returned within 7 days of the date of termination. Keys must be returned to the Township Administrative Office, 8 Flowers Drive, Mechanicsburg, PA 17050, between 8am and 4pm, Monday-Friday. Keys can be dropped into a locked box after regular business hours. This locked box is located along the sidewalk to the Police Station, 5 Willow Mill Park Road, Mechanicsburg, PA Upon termination, all supplies and equipment brought into the facility must be removed and the facility must be cleaned and sanitized within 7 days of the date of termination. Section 11. Application Process Concession Applications shall be submitted a minimum of 21 days in advance of the intended use. Applications submitted less than 21 days may be denied. If approved, both parties will review and sign the Concession Agreement included in the Concession Manual Section 12. Terms of Agreement The Agreement is valid for the term limits set forth in the concession agreement; however, use privileges can be terminated at any time if user is in violation of this policy At the end of use, an inspection of the facility will be conducted by Township staff The Facility User must remove all supplies and equipment at the end of the agreement terms The security deposit will be returned after the agreement term ends, as long as the facility passes an inspection by staff. Section 13. Food License The Facility User must provide proof of their current Pennsylvania Food License. The license must cover the dates shown on the Concession Agreement. In most cases, sports organizations are exempt from paying a fee for this license. This can be obtained each year from the Food Sanitation Division, PA Department of Agriculture Region 6 Office: (Stan Shivell).

3 Section 14. Certificate of Insurance Approved applicants must maintain policies of general liability insurance providing coverage against any and all claims arising directly or indirectly out of the Concession Agreement and the services to be provided by the Facility User. Coverage must include food, beverage, product, operations, and general liability. Such insurance policies shall provide limits of not less than One Million Dollars ($1,000,000) per occurrence and shall be maintained in effect throughout the term of the Concession Agreement. Silver Spring Township shall be named as additional insured and certificate holder on the policies. Certificates of insurance shall be provided to Silver Spring Township prior to operating the concession stand. Section 15. Concession Rental Fees Fees are assessed per day of use during park hours. A security deposit is held for the intended period of use. Concession fees do not apply on practice days. A. Paul Walters Memorial Park Concession Stand Security & Damage Deposit (refundable)...$ Tournament/Round Robin...$ Games...$ B. Stony Ridge Park Concession Stand Security & Damage Deposit (refundable)...$ Tournament/Round Robin...$ Games...$ Sub-leasing of the concession stand is strictly prohibited without prior written approval from the Parks & Recreation Manager. Cancellations made thirty-one (31) days or more prior to the term of the agreement, will receive a refund for the amount paid, minus a 25% administrative fee. Cancellations made thirty (30) days or less prior to the term of agreement, will receive a 50% refund of their daily concession fee. SUBMISSION CHECKLIST Submit the below information to Silver Spring Township, Attn: Recreation, 8 Flowers Drive, Mechanicsburg, PA or parkinfo@sstwp.org Rental Deposit and Fees Rental Application Provide 1 Copy of Liability Insurance Certificate with a $1,000,000 limit - List Silver Spring Township additional insured Provide 1 Copy of Food Permit License (displayed for the public in the concession) The concession agreement will be signed between both parties prior to the intended use.

4 Concession Rental Application SUBMIT ONE APPLICATION PER SEASON FOR EACH FACILITY Facility User (Individual/Organization): Name of Applicant: Daytime Phone: Evening Phone: Address: City/State/Zip: Facility Requested: Paul Walter Memorial Park Concession Stony Ridge Park Concession Games/Tournaments/Round Robins: # of Games: # of Tournaments/Round Robins: Hours of Operation: from to (include AM or PM) Additional Notes: Practice Days: Monday Tuesday Wednesday Thursday Friday Saturday Sunday Hours of Operation: from to (include AM or PM) Facility Operation Representatives 1. Authorized Representative: Phone: 2. Authorized Representative: Phone: 3. Authorized Representative: Phone: Authorized Vehicles for Loading/Unloading (include golf carts, utility carts, etc.): 1. Make/Mode: License # 2. Make/Mode: License # 3. Make/Mode: License # 4. Make/Mode: License # LIABILITY WAIVER: The undersigned agrees to comply with and be bound by all Silver Spring Township rules and regulations, which are expressly made part of the Concession Policies & Procedures and Concession Application, and accepts full responsibility for all food, property, and persons involved in the concession operation. The undersigned agrees to indemnify and hold harmless Silver Spring Township, its agents, officers, officials and employees from any and all liability, claims, actions, demands, damages and expenses, including, without limitation, reasonable attorney s fees incurred by or on behalf of any of them, arising out of injury or damage of any kind, to persons or property, in any way connected with participation as a concessionaire on Township property. Signature of Applicant Today s Date

5 Concession Rental Agreement This agreement is made and entered into this day of, 2017, by and between Silver Spring Township, 8 Flowers Drive, Mechanicsburg, PA 17050, hereinafter called Township and, hereinafter called Facility User. Terms of Agreement This agreement is valid on the following dates: TERMS AND CONDITIONS: The Facility User shall comply with all provisions of the current Silver Spring Township Concession Stand Policies and Procedures Guide. TERMINATION: The Township and/or the Facility User shall reserve the right to terminate this Agreement without cause with five (5) working days prior written notice. This Agreement may also be terminated by the Township upon failure of the Facility User to comply with the terms and conditions of the Concession Policies and Procedures Guide. Improper use and management of the concession stand, or unreasonable conduct toward participants, spectators, or staff shall be cause for termination. Failure to abide by park rules and regulations may also be cause for termination of this Agreement in the sole discretion of the Township. In the event of termination, the Facility User shall pay for the use of the concession up to the date of termination. HOLD HARMLESS AND INDEMNIFICATION: The Facility User shall hold harmless from and indemnify the Township, its officials, employees, agents, successors and assigns, against any and all claims, demands, actions, causes of action, suits and damages, including attorney fees, based upon or arising out of any activities performed by the Facility User and its employees, volunteers, subcontractors, agents, successors and assigns under this Agreement, and shall, at the request of the Township, defend any and all such actions, claims, demands, causes of action and suits brought against the Township. Facility User duty to indemnify and hold harmless the Township shall extend to and include any and all Township attorney fees and costs in any proceeding brought by the Township to enforce the provisions of this Paragraph. IN WITNESS WHEREOF, the parties hereto, intending to be legally bound hereby, have caused this Agreement to be executed the day and year first above written. ATTEST: Witness TOWNSHIP OF SILVER SPRING Signature of Township Representative ATTEST: Witness FACILITY USER Signature of Applicant/League Representative

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