A Comprehensive Examination of the Cost, Logistical and Fulfilment Barriers to Incorporating Organic and Locally Grown Products Into An Existing School Lunch Program
Program Coordinator: Hanna Hameline
1. Introduction
In partnership with the Queen Elizabeth Elementary School (QEES) Home & School Association, the PEI Certified Organic Producers Cooperative (PEI COPC) worked with the Lunch Program Manager at the school, to develop a cost-effective and sustainable model for inclusion of of local and organic food products into their established lunch program. This project examined:
- existing food costing and sourcing processes to determine where efficiencies could be introduced to reduce cost differentials that are anticipated to come from the introduction of (potentially higher cost) local and organic food sources.
- opportunities to overcome known barriers for local and organic product distribution logistics.
- possible barriers for producer fulfilment
2. Overview
Major Project Activities and Timelines
Activity Description – Start Date (YY-MM-DD) to End Date (YY-MM-DD)
Organic Veggie Box Fundraiser – ( 2017 – 12 – 01 ) to ( 2017 – 12 – 19 )
- Organic veggies from local farmers sold in a Christmas time fundraiser to raise money for the Queen Elizabeth home and school program.
“Local Lunch” Program – ( 2018 – 01 – 22) to ( 2018 – 02 – 28 )
- Involved integrating proposed program changes into the already existing lunch program and closely monitoring the program over the course of a one and a half month period.
After School Program – ( 2018 – 02 -01 ) to ( 2018 – 02 – 28 )
- An after school program focused on food skills and literacy for students at Queen Elizabeth Elementary.
CFSFE Result Sharing and Identifying Next Steps Event – (2018 – 04 – 15)
- Four CFSFE program projects presented their pilot findings to various internal and community stakeholders interested in designing a school food system on PEI.
Wrap Up and Analysis – ( 2018 – 04 – 01 ) to ( 2018 – 04 – 20 )
- Feedback, evaluation, and final report completed and submitted.
Key Findings
- Identified that fulfillment of local, organics for school lunch menus such as QEES is not a barrier to incorporating local, organics into the school food system.
- Identified that a distribution system is necessary for local, institutional buying of organics to be a competitive option within school food systems.
- Identified that the cost of buying local, certified organics when the menu permits it, is a feasible option for this particular school lunch program because of location, access to a distribution service, and a well organized, committed staff person: Bev Campbell.
- Students and parents are highly interested in food skills and cooking classes for students at QEES.
- There is both school and community interest in organic veggie boxes as a school fundraiser at QEES.
- Based on our findings, we feel that the QEES school lunch program is a valuable resource for research and has sustainable elements, but due to its reliance on a single individual (lunch program manager Bev Campbell) and its particular location and infrastructural resources, the program is not a replicable model for other island schools.
Other learnings
- The challenge of language/literacy surrounding organics with children
- Perception that children will only eat certain things (primarily highly processed foods), therefore, we must only feed them those things within school food programs
- Distribution services as well as storage space are essential to the convenience and therefore entrance of organics into institutions such as schools and beyond.
Areas For Future Research
- Identifying a “vision” for school food that is inclusive and adoptable by multiple stakeholders.
- Hiring a project coordinator and implementing a pilot at three schools at various secondary levels: elementary, junior high, and high school to capture specifics unique to each of those inevitably different settings.
- Identifying possible distribution systems for local organics in order to supply local institutions including schools.
3.Project Activity Results
Christmas Dinner Veggie Box Fundraiser for QEES Home and School Board
From December 1st to 15th students at QEES sold tickets for an organic “Christmas dinner” themed veggie box. The purpose of the veggie box was twofold: one, a fundraiser for the QEES Home and School Board and two, an opportunity for students to be introduced to the idea of local food, organic food, and the farmers within their community.
A total of 125 veggie boxes were sold over the two week sale period. After paying producers for their product, each vegetable box sold for $30.00, generated a $10 profit, therefore raising a total profit of $1200.00 for the QEES Home and School Association.
Veggie boxes were primarily organic, with the exception of parsnips, cranberries, and summer savory which were provided by local, conventional farmers. These items were not available from a local, organic producer but seemed important items to include in a Christmas themed vegetable box. Organic vegetables were sourced from Red Soil Organics, Soleil’s Farm, Seaspray Organics, Jen and Derek’s Organic Farm, Craig’s Potatoes, Crystal Green Farms, Schurman Family Farm, and Doucette Organics. Non-organic veggies were provided by Brookfield Gardens, Montgomery Summer Savory, and Lighthouse Cranberry Company Inc. (see bios that were shared with public and students in folder labelled “Farmer Bios”). On December 19th producers delivered their product to the school for the “Veggie Box Pick Up Party” where those who purchased veggie boxes could come to pick up their veggie boxes between the hours of 3-7 pm. The class that sold the most boxes received a field trip to Island Hill Farms in the spring of 2018. The Home and School Association would like to continue this fundraiser annually and possibly even bi-annually at QEES.
The fundraiser event was promoted and publicized via PEI COPC social media platforms, which includes instagram and facebook. Other partners involved in the project also promoted the event digitally. The project was promoted in the County Line Courier (local Kensington weekly news publication). Hanna Hameline included mention of the fundraiser in a Salty article that she wrote on PEI COPC’s Community Food Security and Food Education Project. Find the article and the digital promotion accompanying this report.
Veggie Box Fundraiser Planning Group:
In addition to the veggie box fundraiser that happened in December, COPC took part in a result sharing meeting with The Good Food Box to discuss the issues and successes of each project and create a sustainable working model of a food box fundraiser program.
Lunch Program:
The lunch program was the primary focus of this pilot project because it allowed COPC to identify and test barriers for PEI’s organic industry’s entrance into local institutional markets.
COPC explored three commonly identified barriers for the institutional buying of locally produced organics on PEI. These three barriers include:
- Cost
- Fulfillment
- Distribution
Beginning January 22 (with the exception of Wednesdays which are designated baked potato day because a local farmer donates potatoes to the school on that day year round) the organic lunch program began with Lee Clarke of “Plate It!” organic distribution service delivering the first order of organic veggies to QEES. Lee delivered potatoes from Craig’s Potatoes, onions from Jen and Derek’s Organic Farm, and turnips and carrots from Red Soil Organics and garlic from Soleil’s Farm directly to QEES doors. A total value of $522.75 was spent on the product and delivery of the lunch program’s local, organic replacements to feed 78 students daily, approximately ¼ of the QEES student population. This number would vary on “pizza day” when it is estimated that approximately ⅔ of the student body purchases lunch rather than ¼. In addition, it is estimated that approximately 15% of the student population do not purchase school lunch as a result of a financial barrier. Of that estimated 15%, approximately 1-5% are considered highly food insecure students who are provided a lunch daily by the lunch program manager.
1. Cost
Based on a crude cost breakdown it was recognized that increasing the amount of localized, organic food on the menu would likely take more labour and require more fresh ingredients therefore, having a higher monetary expense than the original menu the lunch program manager provided. Cost of a more fresh, local ingredient menu is a topic that would require a more in-depth analysis with more time and resources.
The following cost comparison table displays the local, certified organic product replacements made on the QEES lunch menu and the cost difference per pound for those products.
| Product | Original | Organic |
| Carrot | 0.66 /lb | 1.30 /lb |
| Potato | 0.20 /lb | 1.00 /lb |
| Turnip | 1.00 /lb | 1.20 /lb |
| Garlic | 4.80 /lb | 5.00 /lb |
| Onion | 1.00 /lb | 1.00 /lb |
| Average $ /lb | 7.66 | 9.50 |
The cost of organics is comparable to the original menu which did not source a high amount of fresh, local food. The organic price also includes delivery. The original price is formed without delivery incorporated into the cost due to the lunch program manager not using a delivery system and also, not recording her travel expenses.
Given the fairly processed, non-seasonally focused nature of the menu, COPC was able to adequately fulfill the QEES menu order for organic produce during the winter months of January and February. The product ordering was lower than we expected due to the higher quantities of processed (non fresh) and non local and/or seasonal priority of this menu. The menu ingredients are chosen to keep meal costs low (around $2-3 dollars). The meals made are also culturally relevant and described as meals that children will eat.
COPC recommends that there be an increase in education and curriculum integration of agriculture at QEES. COPC would also recommend that this education be accompanied with student engagement in the menu creation.
2. Fulfillment
To fulfill the local, organic, fresh aspects of the school lunch menu was achievable for our organic producers and distributors. Due to the fairly processed nature of the menu combined with the low demand of seasonally available local products on the menu, organic products were abundantly available for delivery. Incorporating more local and organics is still possible but would require more planning and preservation through freezing, canning, storing etc., of foods. Proper storage space; shelving, freezer, fridge, etc., is also identified as a key element to a sustainable local and seasonal school food program.
COPC acknowledges that fulfillment of local, organic proteins and dairy would not be possible on PEI due to our industry’s low volume of organic livestock and protein producers and complete lack of organic dairy. These organic products, therefore, may be identified as an opportunity for the local, organic industry in the future.
3. Distribution
COPC and QEES used PLATE IT! distribution service because it is the only organic delivery system on the island and QEES is within its delivery route. Having food delivered to the school kept costs controlled and organized. It was consistent and efficient because the crops being delivered could sit in storage (cole crops esp). In the fall and other months, delivery may need to be more consistent because you are dealing with vegetables that will wilt and degrade more quickly. Investment is an important point that Plate It! owner/operator, Lee Clarke identified for success. According to Clarke, buyers need to first support and invest in the local supplier/distributor and eventually the market and product availability will grow. In addition, seasonal/localized menus with fresher ingredients will create opportunity for potential distributors.
In conclusion, this project was heavily reliant on its lunch program manager Bev Campbell as well as a number of other variables unique to the QEES school and community, including: multiple organic farmers in the area, adequate storage/infrastructure for food prep at the school, existing in a small, tight-knit community with volunteers committed to one another and food security, and being on the already existing delivery route for the only organic distribution system (Plate It!) on PEI. COPC, therefore, reports that although this school is ideal for testing barriers and revealing key elements to success of a sustainable school food model (ideal as pilot), it is not a replicable model for other island schools to adopt.
After School Cooking Classes:
QEES lunch program manager Bev Campbell offered an after school culinary class to 14 students from Tuesday, February 6 – Tuesday, March 6 with none on February 20. Each class ran for 1 hour. Each week the group prepared and enjoyed a different meal. The first day the class focused on sanitation, hygiene, basic kitchen rules, and equipment – snack of the day was organic veggie sticks and dip. The next week the group focused on the stovetop; and how to make sandwiches – snack was a grilled cheese sandwich. Week three Bev and the students learned about the oven by preparing and baking tortilla pizzas. The last week the group focused on using the oven and basic baking skills via cupcakes.
At the end of the four weeks Bev provided a small binder for each student containing the recipes and lessons they covered for continued practice at home.
Price of this after school program $20 per student. All fees went towards cost of food and materials associated with the class. There is interest in continuing this after school class in some capacity in the future at QEES.
4. Project Results Sharing and Next Steps Event
Four CFSFE projects involved in school food program projects presented project findings. Project partners and those who are involved in similar projects were invited to provide valuable feedback and identify a vision for school food on PEI. Various stakeholders involved in creating a school food program also attended. This list included: educators, community organization members, organic farmers, organic distribution system, PEI Home and School Board, a food product development agency. The event, promoted and hosted by the PEI COPC in collaboration with Morgan Palmer, was hosted at the PEI Farm Centre March 15th.
The next step identified by the group is to hold a task oriented event that focuses in on a clear, shared vision for school food on Prince Edward Island. Stakeholders that we recommend be involved in this action oriented meeting include, but are not limited to: educators, provincial government from various departments (agriculture, health, education), community organization members, organic farmers, organic distribution systems (existing or potential), PEI Home and School Board, parent/guardians, students, PEI COPC, local school food catering outfits, etc.
In addition to this collaborative task group, it is recommended that a school food pilot project be implemented at three secondary school levels, namely: consolidated, junior high, and high school. This will ensure that contextually relevant issues to each age group and school level be adequately explored and identified in each pilotted school.