MODUL 1: FOOD SURPLUS

Past practices and habits in the production and consumption of food have resulted in large amounts of food waste. Worldwide, up to a third of the food produced is thrown away. For this reason, food waste is considered one of the most important problems that need to be solved in order to achieve sustainability in food production and consumption.

Food surpluses occur at every point along the food supply chain, from farm to fork, and are described as the quantity, availability, and nutritional requirements of food that exceed the real demand for food. The resulting surplus of food usually becomes food waste, which has been recognised as one of the global problems of our time, as shown in Figure1.

Redistributing food surplus improves the availability of food for those who have difficulty accessing nutritious meals, leading to improved health and wellbeing and reducing food waste. Collaboration between food producers, distributors, retailers, consumers and humanitarian organizations improves the efficiency and organization of the food supply chain. Such partnerships promote innovative approaches to using and redistributing food surplus, optimizing resource use and minimizing food waste. Establishing such links improves the overall efficiency (utilization) of resources within the food supply chain. Tackling the problem of redistributing food surplus requires a holistic approach and the cooperation of all stakeholders within the food supply chain. The problem is the complexity of the whole process, as it is not possible to accurately predict the amount of surplus food that will be produced. By identifying businesses that have surplus food, it is possible to create targeted plans for the recovery of surplus food, redistribution and reduction of waste.

The management of donated food is very important to ensure efficient distribution and the reduction of waste. Partnerships with food banks, charities and other relevant organizations are essential for effective coordination.

In addition, the company/organisation should establish standard operating procedures (SOPs) for the handling, storage and distribution of donated food and implement robust mechanisms to monitor and evaluate the quantity, quality and use of donated food. Finally, an assessment of the impact of reducing food waste and the efficiency of the process of distributing donated food should be carried out. The most common reasons for food surplus in meal preparation are overproduction, miscalculation, quality control and human error. The above factors point to deficiencies in planning, coordination and accuracy in meal preparation. Proper meal planning can therefore significantly reduce the occurrence of food surplus.

Food surplus should be categorized by type, e.g. fruit, vegetables, dairy products, cereals or ready meals. This categorization helps to better understand the nature of food surpluses and facilitates targeted redistribution. The most common types of surplus food from the Ho.Re.Ca. sectors, supermarkets and other food chains are: perishable food, non-perishable food, ready meals, bakery products, surplus ingredients and surplus stock.

A systematic method of identifying, communicating purpose, and selecting the company is used to successfully engage companies that have surplus food and are willing and able to contribute to food surplus redistribution activities. This collaborative strategy helps build a strong network of surplus food businesses and ensures a more equitable, sustainable and waste-free food system while reducing hunger and helping to protect the environment.

The responsibility for identifying companies that have surplus food in the Ho.Re.Ca. sector, supermarkets and food chains usually lies with charities, food banks, non-profit government organizations (NGOs) or other actors involved in food recovery and redistribution. One of the most important factors in selecting companies that have surplus food available is compliance with strict food safety and hygiene regulations to ensure the quality and safety of the donated food. Transparency is also required regarding the manufacturing processes, the origin of the ingredients and the additives and preservatives used.

To ensure the safety and acceptability of donated food, it is crucial to identify and map the quality criteria for surplus food from the Ho.Re.Ca. sector, supermarkets and other food chains. By implementing robust processes to identify and record quality parameters, charities, food banks and non-governmental organisations can ensure that surplus food from the Ho.Re.Ca. sector, supermarkets and other food chains meet the required safety and quality standards for redistribution to those in need.

Food safety is fundamental to its quality and was introduced as a term to increase consumer confidence in the food they consume. It refers to the conditions and procedures for handling, preparing and storing food in a way that prevents its contamination and thus reduces the possibility of foodborne illness.

Moving beyond food security through the pursuit of food security, which refers to the need for all people to have access to food. At the World Economic Forum on Nutrition in Rome in 1996, it was concluded that food security is achieved when all people at all times have sufficient quantities of safe and nutritious food to meet their nutritional needs and lead active and healthy lives.

Food is considered safe for human consumption if it has no adverse effects on human health when consumed as intended. The first step is to develop comprehensive quality guidelines that describe specific parameters for assessing the quality of surplus food. Important factors include appearance, texture, odour, taste, package integrity, expiration date and any legal requirements. The creation of quality guidelines requires collaboration with food safety experts, regulators and sector/industry stakeholders to establish robust and relevant quality parameters. To protect the interests of consumers and ensure the best possible information, various mechanisms are used, such as legal regulations, frequent controls, clearer food labeling, and the introduction of an insurance system, all with the aim of improving food quality.

Quality assurance and food safety systems can be mandatory (e.g. HACCP – Hazard Analysis and Critical Control Points) or voluntary (ISO 22000 – International Organization for Standardization, IFS – International Food Standard and BRC – British Retail Consortium). HACCP is an internationally binding, systematic method for identifying, assessing and controlling food hazards that is integrated into all other food quality and safety systems. The ISO 22000 series of standards arose from the need of the food industry to create an international standard that is accepted and recognized in all countries and that deals with the management of food safety in the entire chain “from field to fork”. The IFS standard was developed by German, French and Italian retail chains to control the manufacturers of major retail chain brands. It combines the principles of HACCP with the requirements of the quality management system and hygiene requirements. The BRC technical standard was developed to help retailers meet their legal obligations to protect consumers. The global umbrella organization responsible for food safety is the Codex Alimentarius Commission (CAC).

To ensure that the food distributed by NGOs is safe, nutritious and of good quality, quality management is essential. By implementing sound quality management, NGOs can improve the safety, nutritional value and overall quality of the surplus food they distribute.

Food donors can donate food through intermediaries in the surplus food donation chain or directly to the end consumers, as shown in Fig. 2.

The key factors for quality management in non-profit organizations that distribute surplus food are:

Preparation of food safety protocols

Food safety protocols must be established and implemented in accordance with applicable regulations and recommendations. This includes ensuring that surplus food is properly handled, stored and transported to prevent contamination and ensure the safety of surplus food.

Carrying out a supplier evaluation

Supplier evaluation involves the assessment and selection of producers and dispensers of surplus food based on their compliance with food safety standards, quality assurance processes and regulatory compliance.

 Carrying out quality controls

Establishing a quality control procedure to verify the surplus food received may include visual inspections, temperature monitoring and sensory evaluations to detect signs of spoilage, contamination or quality problems.

Proper storage and handling as a priority

Proper food storage and handling should be practiced to prevent food damage or decomposition. Adequate storage facilities and equipment must be provided, and it must be ensured that food is stored at the correct temperature, properly organized and protected from pests, cross-contamination and other factors that could affect its quality.

Keep track of expiry dates and best-before dates

Regular monitoring and management of shelf life and expiry dates (Fig. 3) of surplus food/raw materials is essential. Prioritise distribution based on remaining shelf life to ensure recipients receive food that is still within the acceptable consumption period.

Creation of standard operating procedures (SOP)

It is important to develop standard operating procedures (SOPs) for various aspects of food surplus distribution, including the receipt, sorting, storage and distribution of food. SOPs can help maintain consistency and provide guidance to volunteers and staff involved in the distribution.

Training and education of staff and volunteers

Comprehensive training of staff and volunteers in food safety, quality management and proper food handling practices can help ensure that everyone involved in the distribution process understands their roles, responsibilities and best practices.

Maintaining documentation and traceability

It is important to keep detailed records of surplus food transactions, including information about the donor, quantity received, distribution date and recipient information. This documentation enables traceability and allows potential problems or recalls to be resolved.

Feedback from the recipients

Mechanisms should be put in place to obtain feedback from recipients on the quality and suitability of the surplus food supplied.

Who is responsible for the donated food? The food donor is responsible for food safety until the food is collected by an intermediary in the food donation chain or, in the case of direct donation, by the final recipient. The intermediary in the food donation chain is responsible for food safety from the moment the food is collected from the donor until it is distributed to the final recipient.

Determining the target population and geographic area where food collection and distribution will take place is a key strategy in the charity project’s activities. Food charities are non-profit organizations that provide food assistance to people experiencing food insecurity or hunger. The selection of the target population and geographic areas depends on the mission, vision and available financial resources. Some food aid organizations focus primarily on serving specific groups of people, such as children, the elderly, refugees, the homeless, people with low incomes or people with disabilities. The heterogeneity of the target population puts additional pressure on charities.

There are different ways to organize the redistribution of food surpluses within the EU, but they can be broadly divided into two categories: “backline” and “frontline” organizations (Fig. 4). It should be noted that some organizations may combine elements of both categories. Backline organizations act as a bridge between the food supply chain and “frontline” organizations. They collect donated food from various sources, adhering to rules and regulations on food hygiene, safety and consumer information. They then distribute it free or at low cost to a network of qualified and registered partner charities. Volunteers sort the food, check its date and quality and pack it for distribution. Frontline organizations have direct contact with people in need of food assistance and can also collect donated food from a variety of sources, following the same rules and regulations as backline organizations. These organizations may provide food that can be cooked at home (e.g. pasta, vegetables, canned goods, etc.) or ready-to-eat/prepared meals.

Charitable organizations often use various methods to provide food assistance, such as food banks, food pantries, soup kitchens, meal programs, etc. In addition, successful and adequate funding for these organizations is very important. The most common problem that charities face in relation to food assistance is the inability to secure sufficient funding. To this end, charities can also work with external agencies to make their initiatives viable and/or overcome the uncertainty of their funding.

Standards for food safety and transfers

The Food Transfer Standard 1 for food safety covers general nutritional needs ensuring that the dietary requirements of those in need are satisfied. Food Transfer Standard 2 for food safety refers to acceptability and suitability. In order for the food to be utilized successfully and efficiently in the homes, it must be appropriate and acceptable to the recipients. Food quality and safety or Food Transfer Standard 3 means that the food supplied is of sufficient quality and suitable for human consumption. Supply chain coordination/management falls under Food Transfer Standard 4 as systems that are timely, transparent and unbiased help to effectively manage commodities and the associated expenditure. The Food Transfer Standard 5 addresses distribution and targeting with regard to food safety. Targeted food distribution is a quick, efficient, transparent, safe, dignified, and situation-appropriate approach.

Food use is covered under Food Transfer Standard 6 Food is handled, prepared, and consumed in a responsible and safe manner. All 6 standards are shown in Fig. 5.

Transport logistics in the food donation process

Transport logistics in the food donation process includes the planning, coordination and execution of the transportation of donated food from the donors to the recipient organizations. Evaluating the most efficient and cost-effective method is the first step in planning the transportation of donated food. Planning should consider various factors such as quantity and type of food, distance, delivery schedules and available resources.

Considering the quantity and type of food, you need to select the appropriate vehicles. For example, perishable food requires refrigerated vehicles, while non-perishable food may be transported using regular vehicles.

The distance between pick-up points, distribution centres and end consumers requires route optimization. If possible, a partnership with delivery services is more than welcome. Food banks and relevant organizations (food distributors) involved in food recovery and redistribution may face different challenges related to food transportation depending on geographical location and delivery range, management objectives, timeframe and frequency of demand. Food transportation efficiency is a key factor in network design issues that affect large areas. Food distribution decisions are also influenced by the correctness and quality of the food that reaches the recipients.

Donations are often irregular and insufficient to meet demand. Therefore, food distributors have to make a trade-off between equity (ensuring that everyone in need has an equal chance of being served) and efficiency (serving as many people in need as possible). Furthermore, one of the difficult and important tasks of food distributors is to divide up the heterogeneous supplies they receive.

The storage and preservation of donated food plays a key role in the long chain of food donation activities. Proper storage of donated food ensures the safety and quality of the food and thus the efficient distribution of healthy food to end consumers. Key practices include proper temperature control, maintaining hygiene, rotating stock according to the FIFO (first-in, first-out) principle and adhering to expiration dates. Techniques such as categorization, labelling and coding of food products enable accurate tracking of selected stocks.

To summarize, food donation, collection and distribution operators must take the following important steps:

• Ensure that appropriate hygiene and quality standards and practices are in place at the warehouse.
• Explain to the donor organization all relevant information required by EU legislation on food information to consumers, in addition to any applicable national laws.
• Consider accepting non-chilled, chilled and frozen food as long as the food can be safely stored, transported and delivered in accordance with applicable food hygiene and safety regulations.
• Ensure adequate hygiene and safety standards for delivery vehicles and ensure that they are capable of maintaining a cold chain.Legal regulationA thorough understanding of the relevant national and EU regulations and directives relating to the donation, collection, transportation, storage and distribution of food is essential to start the appropriate activities.The General Food Law Regulation – adopted in 2002 as Regulation (EC) No 178/2002 – lays down general legal obligations and requirements for food safety in the Member States. It also lays down criteria for determining whether a food is “safe” or not, prescribes traceability and places responsibility for compliance with food safety regulations on operators. In January 2006, the EU introduced a new set of food safety regulations.The EU and national documents relevant to most businesses can be found under the following links:EUEuropean Commision: Food DonationEU Platform on Food Losses and Food Waste: Recommendations for Action in Food Waste PreventionSerbiaZakon o donacijama i humanitarnoj pomoćiZakon o porezu na dodatu vrednostCroatiaZakon o hraniZakon o poljoprivrediPravilnik o doniranju hrane i hrane za životinjeOdluka o donošenju plana sprječavanja i smanjenja nastajanja otpada od hrane Republike Hrvatske za razdoblje od 2023. do 2028. godineObavijest komisije o smjernicama upravljanja sigurnošću hrane za djelatnosti maloprodaje hrane, uključujući donacije hranehttps://eur-lex.europa.eu/legal-content/HU/TXT/?uri=uriserv:OJ.C_.2017.361.01.0001.01.HUN&toc=OJ:C:2017:361:TOC#ntr62-C_2017361HU.01000101-E0062Commission Notice providing guidance on food safety management systems for food retail activities, including food donations 2020/C 199/01 C/2020/2941https://eur-lex.europa.eu/legal-content/HU/TXT/?uri=uriserv:OJ.C_.2020.199.01.0001.01.HUN&toc=OJ:C:2020:199:TOCHungaryA guide to preventing food waste in the food industryhttps://portal.nebih.gov.hu/documents/10182/1218772/maradeknelkul_utmutato_ELELMISZERIPAR_webes.pdf/580e6f4d-b9b9-4756-02ce-0481970c3e05A guide to preventing food waste in the commercial sectorSince the adoption of the EU guidelines, a number of changes have been made to EU food hygiene rules to facilitate the transfer of more food. For example, Commission Regulation 2021/382 clarifies how the “use-by” date and “best-before” date should be used, especially when food is donated. The EU guidelines set out food safety obligations that apply to all businesses involved in the redistribution of food. In contrast to the guidelines, which have no legal force, regulations have the force of law. In addition to the EU directives, the redistribution of food is subject to national food safety legislation.A standard operating procedure (SOP) is a document that provides clear and detailed instructions for the uniform and efficient performance of a specific task or operation. SOPs are important to ensure consistency, avoid misunderstandings, comply with legal requirements and increase productivity and safety.Appropriate SOPs address food safety, handling procedures, food temperature control, food traceability and specific documentation requirements. Strict implementation of prepared SOPs related to food safety according to national and EU regulations is ensured through hygiene controls, HACCP principles, traceability systems, allergen management and proper handling techniques to prevent foodborne illness and ensure the most important aspect – the complete safety of donated food.Available materials:Standard Operating Procedure Example (Primjer standardnog radnog postupka)Standard Operating Procedure Template (Predložak standardnog operativnog postupka)

Glossary

Bakery products – include bread, rolls, cookies, pies, pastries, and muffins, are usually prepared from flour or meal derived from some form of grain.

Best before expiry date – the day or month before which food or drink should be eaten or drunk; the date after which food or drink begins to lose its quality or taste (Cambridge dictionary)

Charity – an organization whose purpose is to give money, food, or help to those who need it, or to carry out activities such as medical research that will help people in need, and not to make a profit (Cambridge dictionary)

Donation – money or goods that are given to help a person or organization, or the act of giving them (Cambridge dictionary)

Expiration date – the date printed on the container of an item for sale, especially food or medicine, after which the item can no longer be sold and should not be used (Cambridge dictionary)

HACCP – A hazard analysis and critical control point (HACCP) is a system that identifies, evaluates and controls hazards to food safety.  It is implemented by food businesses to ensure safe production, storage and transport of food. (EFSA definition)

Perishables (perishable foods) – are foods that spoil easily, decay, or become unsafe to eat if not kept at a certain temperature. These foods should be stored properly and kept in the refrigerator or freezer. Perishable foods can also be called fresh foods or foods that need to be kept cold, and foods that need to be stored right away. Perishable foods include meats, poultry, fish, dairy, and even cooked leftovers. (Cambridge dictionary)

Non-perishable foods – are able to be stored in a pantry or at room temperature without having to worry about impending spoilage. Non-perishable foods can also be called foods that are long-lasting, shelf foods, or foods that do not need to be kept cold.   foods include peanut butter, rice, canned fruit and vegetables, crackers, and jarred pasta sauce. (Cambridge dictionary)

Ready-to-eat food – Food intended by the producer for direct consumption without the need for cooking or other processing (EFSA definition).

Recipient – a person who receives something (Cambridge dictionary)

Shelf life – the length of time that a product, especially food, can be kept in a shop before it becomes too old to be sold or used (Cambridge dictionary)

Surplus – (an amount that is) more than is needed (Cambridge dictionary)

Traceability – The ability to track the journey of a foodstuff or ingredient through all stages of production, processing and distribution (EFSA definition).

Use to – a date that is printed on a container of food, medicine, etc. to show that it may not be safe to use it after that particular date (Cambridge dictionary)

Volunteer – a person who does something, especially helping other people, willingly and without being forced or paid to do it (Cambridge dictionary)

Literature

EU Platform on Food Losses and Food Waste (2019). Recommendations for Action

European Commission (2018). EU guidelines on food donation (2017/C 361/01), Official Journal of the European Union

European Commission. (2019). Study on food donation and food waste prevention in the EU. https://ec.europa.eu/food/sites/food/files/safety/docs/fw_eu-actions_study_food_donation_2019_en.pdf

European Commission. (2020). COMMISSION NOTICE providing guidance on food safety management systems for food retail activities, including food donations (2020/C 199/01). Official Journal of the European Union, 57.

European Commission. (2020, June 12). 2020/C 199/01 – Commission Notice providing guidance on food safety management systems for food retail activities, including food donations. Official Journal of the European Union, 63. Retrieved from https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=OJ:C:2020:199:FULL&from=EN

European Commission. (2022, September 16). Commission Notice on the implementation of food safety management systems covering Good Hygiene Practices and procedures based on the HACCP principles, including the facilitation/flexibility of the implementation in certain food businesses 2022/C 355/01. Official Journal of the European Union, 65. Retrieved 8 11 2023 from https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=OJ%3AC%3A2022%3A355%3AFULL

European Committee for Standardization. (2020). EN 12875:2020 – Foodstuffs – Determination of nitrite content. https://www.en-standard.eu/csn-en-12875-foodstuffs-determination-of-nitrite-content/

Food and Agriculture Organization of the United Nations. (2018). Food loss and waste reduction: A guide for foodservice establishments. http://www.fao.org/3/i8294en/I8294EN.pdf

Food and Drug Administration. (2020). Food Safety Modernization Act (FSMA). https://www.fda.gov/food/food-safety-modernization-act-fsma

Food Banks BC . (2018). Perishable Food Recovery: A Step-by-Step Guide. Retrieved from kamloopsfoodbank: https://www.kamloopsfoodbank.org/wp-content/themes/food-bank/pdf/food-recovery-manual.pdf

Food Waste Reduction Alliance. (2016). Best practices and emerging solutions toolkit: A guide to reducing food waste through donation. https://fpra.ca/wp-content/uploads/2019/08/FWRA-Toolkit.pdf

FoodDrinkEurope, EuroCommerce, FEBA . (2016). Every Meal Matters: Food Donation Guidelines. Retrieved August 11, 2023, from https://www.fooddrinkeurope.eu/wp-content/uploads/2021/09/6194-FoodDrink-Europe-Every_Meal_Matters-1.pdf

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Garcia-Garcia, G., Woolley, E., Rahimifard, S., Colwill, J., White, R., & Needham, L. (2017). A methodology for sustainable management of food waste. Waste and Biomass Valorization, 8(6), 2209-2227. https://29september.eurofoodbank.org/wp-content/uploads/2020/09/Infographics_EN.pdf in Food Waste Prevention https://food.ec.europa.eu/system/files/2021-05/fs_eu-actions_action_platform_key-rcmnd_en.pdf

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International Organization for Standardization. (2020). ISO 9001:2015 – Quality management systems – Requirements. https://www.iso.org/standard/62085.html

Ministry of agriculture of Croatia – https://poljoprivreda.gov.hr/istaknute-teme/hrana-111/sprjecavanje-nastanka-otpada-od-hrane/222

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Nitzsche, P., Simba, A., & Gourmelon, G. (2020). Analyzing the drivers of food waste generation in the hospitality sector: A case study of hotel restaurants. Sustainability, 12(9), 3586. doi:10.3390/su12093586

Ockerman, H. W., & Basu, L. (2017). Encyclopedia of meat sciences (2nd ed.). Academic Press.

Oragui, D. (2023, August 6). How to Create an Effective Standard Operating Procedure (SOP). Retrieved from Helpjuice: https://helpjuice.com/blog/standard-operating-procedure

World Resources Institute. (2019). The business case for reducing food loss and waste: Catering and restaurants. https://www.wri.org/research/business-case-reducing-food-loss-and-waste-catering-and-restaurants

Presentation

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