Crow’s Station Co-op Pick-up Procedure

These guidelines are to help expedite co-op delivery/pick-up, which occurs every 4 weeks. Suggestions are always welcomed.

As you will see, it isn’t a particularly complicated process, but because different things are happening at the same time, it can seem confusing. With minimal missteps, the entire process takes ~ 45 min. And “many hands make light work”, as they say, so if you are able to be present and on time at the pick-up, it can go much more smoothly and quickly when everyone pitches in. 

If you won’t be available to pick up your order, please order anyway. Everyone in the co-op benefits when our orders are larger, as our discount is maintained or can increase when the orders stay/reach a certain level. (We now receive 6% off nonsale items. If orders increase, we'll get 10% off.) Please make arrangements with Dana, Mark, or someone else, to get your order if you can’t come. Orders cannot be left at the pick-up site.

         Preparing the space

1.    Set up 1 or 2 tables for boxes of food designated for individuals.

2.       Set up a table near an electrical outlet for bulk items designated for "splits" or "multi" that must be divided and weighed before they're distributed.

3.       Set up a table for boxes of packaged items that are marked "splits" or "multi."

4.       Set up a table for “junk” boxes of unlabeled single items.

5.       Set up a table for "surplus”.

6.       For separating individual orders, arrange invoices alphabetically a few feet apart on the floor or on additional tables. (If someone has ordered 50# bags, put that invoice close to the exit.) The invoice for surplus items should be placed on the surplus table (surplus from previous orders will go on this table, as well).

Unloading the truck

It's our job to take items off as the driver sets them on the end of the truck bed. To verify that we've received everything ordered before the driver gets a check for the total, each case must be checked off on the master invoice as it comes off the truck. Call out the item number to the person checking them off and wait to hear acknowledgement that he/she has marked it as delivered. 

Items in the “junk” boxes (these contain unlabeled single items, such as shampoo or vitamins) must be checked off on the master invoice before any are distributed. One person calls out items on the master invoice, while others locate them and reply to indicate they've been delivered.

         Distributing orders

         Mark generates two copies of a Distribution List, which are in numerical order by product code.

After a bag/box/case is checked off, it will be distributed according to how it's labeled:

1.        Member’s name on the label (These can be placed directly near that member's invoice.)

2.       No label or "junk box" items. Look on a distribution list to see who gets which items.

3.       Labels that say “split” or "multi" (Note: occasionally boxes labeled “multi” are for one    member and are not to be divided.)

A.    Splitting Boxes of Packaged Items

Boxes that contain packaged items need to be opened. Then look on a Distribution List to see who gets how many.

Find the product on the list and distribute the entire case before moving on to another product. People can work together (one reading off the list who gets what, and others distributing the items). Some surplus items will be listed as “Mark de Araujo, Member #0000” and need to be put on the surplus table.

As you put the items next to a member's invoice or on the surplus table, check to see that the item and quantity on the invoice match.

B.     Splitting Bulk Items

Bulk items to be weighed and divided go to table near an outlet.

It is best when two or three people work together to weigh, bag, and distribute. This process also requires a Distribution List. The person handling the food should wear gloves, which are provided. Divide each whole bag or box before moving on to another item. One member can scoop into plastic bags, another can hold the bags open and weigh, and a third can distribute the items to compiled orders. Excess bulk amounts will be listed as “Mark de Araujo, Member #0000” and need to be put on the surplus table.

Again, verify the item and amount on an individual's invoices or surplus invoice before leaving the item in that pile.

 (Note: You may want to donate gallon-sized freezer bags; however, the 2% membership fee is used to cover the purchase of gloves and bags.)

    Surplus Items

If you want any items from the surplus table, write your name, the item, and how many you are taking on the back of the “Mark de Araujo, Member #0000” invoice. Items will be billed on the next month's invoice. The fixed fee listed at the bottom of your invoice is the total of surplus items and/or an unpaid balance from the previous month.

Almost Done

Before loading the order in your car, please verify that you have all items in the quantity listed on your invoice. Some items on your invoice (which are prepared in advance of delivery) may not have been delivered, in which case the price column show zeros.

Write a check made out to "Crow Station Co-op" for the total on your invoice. Give it to Mark de Araujo.

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