Association of Food & Drug Officials (AFDO) GrantCity of Dubuque
City Council Meeting
Consent Items # 4.
Copyrighted
December 20, 2021
ITEM TITLE: Association of Food & Drug Officials (AFDO) Grant
SUMMARY: City Manager recommending approval of a $1,082 Association of Food
& Drug Officials Grant for a data logging thermometer to be used on
inspections to verify cooling times and temperatures as well as cooling
rates to aid in determining if food needs to be destroyed of if food can be
rapidly cooled to meet cooling requirements.
SUGGESTED Suggested Disposition: Receive and File; Approve
DISPOSITION:
ATTACHMENTS:
Description
Association of Food & Drug Officials Grant-MVM
Memo
Memo to MVM AFDO Grant Agreement
AFDO Grant Application
AFDO Award Letter
Type
City Manager Memo
Staff Memo
Supporting Documentation
Supporting Documentation
THE CITY
DUOF
B TEE
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Association of Food & Drug Officials (AFDO) Grant
DATE: December 6, 2021
Dubuque
All -America City
IN
2007.2012.2013
2017*2019
Public Health Specialist Mary Rose Corrigan recommends City Council approval of a
$1,082 Association of Food & Drug Officials Grant for a data logging thermometer to be
used on inspections to verify cooling times and temperatures as well as cooling rates to
aid in determining if food needs to be destroyed of if food can be rapidly cooled to meet
cooling requirements. Similarly, the data logging thermometer would be used to ensure
cooking and reheating is meeting requirements as found in the Food Code.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
k�4
Mic ael C. Van Milligen
MCVM:jh
Attachment
CC' Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Mary Rose Corrigan, Public Health Specialist
THE CITY OF
DUB E
Masterpiece on the Mississippi
TO: Mike Van Milligen, City Manager
FROM: Mary Rose Corrigan, Public Health Specialist
SUBJECT: Association of Food & Drug Officials (AFDO) Grant
DATE: December 2, 2021
INTRODUCTION
Dubuque
AII•Aneriea Cif
2007.2012*2013
2017*2019
This memorandum provides information regarding a grant from the Association of Food
& Drug Officials (AFDO)
BACKGROUND
The Association of Food & Drug Officials offered funding opportunities for support with
Retail Program Standards, for which we applied for grant funds for a data logging
thermometer. The application process prior to council approval was an oversite on my
part since we have received this non-competitive grant in the past.
DISCUSSION
This funding of $1082 will allow staff to routinely use a data logging thermometer on
inspections to verify cooling times and temperatures as well as cooling rates to aid in
determining if food needs to be destroyed of if food can be rapidly cooled to meet
cooling requirements. Similarly, the data logging thermometer would be used to ensure
cooking and reheating is meeting requirements as found in the Food Code. This project
aligns with the Retail Program Standards by ensuring inspection staff can use actual
observation of temperatures of cooling, cooking, and reheating to verify compliance or
non-compliance with the Food Code requirements. This portion aligns with Standard 8
(a,b), and links with Standard 1(b) using Food Code Interventions and Risk Factors,
Good Retail Practices, and Compliance and Enforcement Administrative requirements.
Our agency policy and procedures require immediate onsite correction for foodborne
risk factors when possible.
BUDGETIMPACT
The FY22 budget funding of $1082 for a new data logging thermometer was not
anticipated.
RECOMMENDATION
It is respectfully recommended that the City Council approve the attached grant
application and agreement.
2
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FDA & AFDO Retail Program Standards
INSTRUCTIONS
Click on the Edit button to edit the form. Click the Save button to ensure your data will not be lost
before navigating away from the form. When you have completed the form, click Submit.
Category 2 - Inspection Equipment Needs
City of Dubuque Health Services
Org ID: 6711 FDA Unique ID: 38
G-MP-2108-09662 1 $1,082.00 1 Grant Year: Year 8 - 2021
Inspection Equipment Needs Data Logging Thermometer
FDA AWARD LETTER COMMENTS
To the grantee --below are comments from the FDA about the award.
♦ ADDITIONAL INFORMATION REQUESTED
To the grantee --please respond to additional requests for clarification as noted below.
Responses from Applicant:
ORGANIZATION INFORMATION
Organization : City of Dubuque Health Services
Primary Contact: Tim Link
Jurisdictional Level: Local
AUTHORIZING OFFICIAL INFORMATION
The Authorizing Official is the person in your organization who provides supervisory oversight for
this grant opportunity (often an organization's Financial or Grants Management Official).
Authorizing Official Title: Public Health Specialist
Authorizing Official First Name: Mary Rose
Authorizing Official Last Name: Corrigan
Authorizing Official Email: mcorriga@cityofdubuque.org
Authorizing Official Phone: 563.589-4181
PROJECT INFORMATION
Have you conducted a Self -Assessment of all nine Retail Program Standards?
Self -Assessment Conducted: Yes
Date of Most Recent Self -Assessment: 4/27/2017
https://retailstandards.fluxx.io/granted_requests/21661899?printable=1 1/5
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FDA & AFDO Retail Program Standards
INSTRUCTIONS
1. Click here to download a list of definitions of Standards - Elements to guide you in making your
selections.
2. Select from the Standards list below.
You can select multiple values (Standards) by holding your Ctr key on a PC or Cmd key on a
Mac.
Double click values or click the > arrow button to move your selections from the left to the
right side.
If you find you cannot make selections (i.e. selections are greyed out), please Save the
application then click Edit.
3. Review the Element selection boxes that subsequently appear, corresponding to each Standard
you have selected. Select the Elements that apply.
You can select multiple values (Elements) by holding your Ctr key on a PC or Cmd key on a Mac.
Double click values or click the > arrow button to move your selections from the left to the
right side.
If you find you cannot make selections (i.e. selections are greyed out), please Save the
application then click Edit.
Standards: Standard No. 8 - Program Support and Resources
Standard 8 - Elements: Element 2A, Element 2B
Please note the Project Title has a limit of 255 characters. The system will automatically truncate
text longer than this amount.
Project Title: Inspection Equipment Needs Data Logging Thermometer
Project Start Date: 8/6/2021
Project End Date: 3/31/2022
Amount Requested: $1,082.00
Project Summary:
1. The grant project if received will allow our agency to routinely use a data dogging thermometer
on inspections to verify cooling times and temperatures as well as cooling rates to aid in determining
if food needs to be destroyed or if food can be rapidly cooled to meet cooling requirements.
Similarly the data logging thermometer would be used to ensure cooking and reheating is meeting
requirements as found in the Food Code. This project aligns with the Retail Program Standards by
ensuring inspection staff can use actual observations of temperatures for cooling, cooking and
reheating to verify compliance or non-compliance with the Food Code requirements. This portion is
aligns with Standard 8 (a,b) however also links to Standard 1 (b) uses Food Code Interventions and
Risk Factors,Good Retail Practices, and Compliance and Enforcement Administrative requirements.
Our agency policy and procedures requires immediate onsite correction for foodborne risk factors
when possible. In the case of improper cooling food would be discarded if time and temperature was
found violation. Additionally, if time and temperature was still in compliance but improper cooling,
cooking, or reheating was taking place data could be used to assist establishment on corrective
action options. This also aligns with Standard 4 our agencies uniform inspection program by
interpreting laws and rules related to cooking, cooling, and reheating and inspection staff are
properly identifying violation of risk factors. Specific activities related to this project include
working with establishment to assist them in development of good cooling, cooking, and reheating
practices to gain long term compliance for cooking, cooling, and reheating. Use of the data from a
data logging thermometer can also allow for visual proof of cooling, cooking, and reheating time and
temperature. Our staff plan to rotate this data logging thermometer daily on inspections to assist in
our day to day inspections and better identify risk related improper temperature management. We
also plan to use a air temperature probe to address refrigeration performance issues over time.
Expected completion of grant would be March 31st, 2022 however our agency plans to use this data
logger on routine inspections and provide ongoing training of operators throughout the life of the
data logger. Responsible personnel are the two standardized inspections staff working for the City of
Dubuque Health Services Department, Resources needed are a data logging thermometer with a food
probe and an air probe and supporting software to load on computer to pink time and temperature
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FDA & AFDO Retail Program Standards
graphs. This would be a powerful tool to educate operators on cooling, cooking, and reheating. This
aligns with goals of the Retail Program Standards by providing needed equipment, assisting in
enforcement, education of regulated community by helping teach them better ways to manage
cooking, cooling, and reheating. This would also allow us to identify risk factors based on HACCP
principles as well as compliance and enforcement.
Project Outcomes:
Program standards will be advanced in our agency by this project by providing an comprehensive
look into cooling, reheating, and cooking as it relates to food. Moreover we can use information
taken from the data logger to train and discuss with establishments to assist them in developing
good practices and gaining long term control or risk factors related to temperature management of
temperature controlled for safety foods which is best for the establishment and well as our agency.
Most importantly, if will better allow us to protect the consumer from a potential foodborne illness.
Outcomes desired are better cooling, holding, cooking, and reheating practices by the food
establishments we regulate. Another project outcome would be to reinforce with inspection staff
the importance of properly identifying risk factors related to improper temperature management of
temperature controlled for safety foods. Our agency has worked hard to build a uniform program
while actively compliance with most all the retail standards and a grant such as this would allow for
a better way to identify risk factors related to cooking, cooling, holding, and reheating foods by
allowing placement of the thermometer and monitoring temperature over a longer period of time
while freeing up staff to perform other inspections.
Project Equipment:
Our agency has not had a data logging thermometer for use. Many years ago we had a data logger we
could borrow for brief periods when poor cooling practices were observed. I remember educating an
very high volume establishment on proper cooling by using a data logging thermometer and tracking
cooling of large roast beef roast. At that time I was able to demonstrate to establishment how much
roasts had to be reduced in size to obtain proper cooling in the walk-in cooler. This was
demonstrated by tracking cooling rate of whole, half, and quartered roasts through the cooling
process and printing the cooling curves and reviewing with the person in charge. As a result of using
the borrowed data logging on thermometer the establishment was able to modify it cooling
procedures for beef roast as well as many other items as they looked at cooling of all items which
led to a better understanding of the importance of proper cooling. This will improve our program by
providing better equipment to assist us in identification, correction, and training of operators
related to temperature management. The impact will not only be great to our department by
assisting us in temperature management decisions but also impact our regulated community, This
will also impact the safety by better control of risk factors for temperature management which will
lead to longer term control by operators by our continued use of the data logger.
BUDGET INFORMATION
Budget Worksheet
Budget Period " Budget Actual Variance
Project Budget: 8/6/2021 to 1,082 0 1,082
3/31/2022
Total 1,082 0 1,082
Budget Snapshot
Project Budget
8/6/2021to 3/31/2022
Budget Actual Variance
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Project Budget
8/6/2021 to 3/31/2022
Budget
Actual Variance
Personnel Costs
0
Contracts
0
Travel
0
Equipment
0
Supplies
0
Custom: Fluke53-2 Data logging thermocouple with tax
482
482
Custom: Fluke 80 PK air probe with tax
150
150
Custom: Fluke piercing probe with tax
150
150
Custom: FVF-SC2 Software with tax tax
280
280
Custom: shipping
20
20
Custom: 6
0
Custom: 7
0
Custom: 8
0
Custom: 9
0
Custom: 10
0
Total
1,082
0; 1,082
Budget Narrative (Maximum of 1,500 Characters):
Data togging thermometer cost is 482. with tax included, Air temperature probe is 150. with tax
included. Piercing food probe is 150. with tax included. Software to generate reports on laptop is
280. tax included. These will be ordered online. Actual cost may be lower depending on shipping
and
if tax is charged. Costs were estimated by an internet search of various distributors of the above
supplies.
VERIFICATIONS
You must create and save a Budget Worksheet before you can submit the form. After saving the
Budget Worksheet:
1. Click the checkbox below to verify you completed the Budget Worksheet.
2. A pop-up box will appear.
3. Optional: the pop-up box has a Note field. Leaving a note here is optional.
4. Click the Save button to save your checkmark--once checked, these cannot be unchecked.
I confirm that I have completed the Budget Worksheet.
DOCUMENTS
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FDA & AFDO Retail Program Standards
EST DOCUMENTS
Award Letter
Award Letter
Added at 12:13 PM on October 4, 2021
INSTRUCTIONS
Click on the Edit button to edit the form. Click the Save button to ensure your data will not be lost
before navigating away from the form. When you have completed the form, click Submit.
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VOLUNTARY NATIONAL RETAIL FOOD REGULATORY PROGRAM STANDARDS (RETAIL
STANDARDS) GRANT PROGRAM
6tv, � L \t`S_
ASSOCIATION OF FOOD
& DRUG OFFICIALS
SINCE 1896
October 4, 2021
Grant Number: G-MP-2108-09662
Project Title: Inspection Equipment Needs Data Logging Thermometer
Award Value: $1,082.00
Project Period: August 6, 2021 to March 31, 2022
Tim Link
City of Dubuque Health Services
1300 Main St
Dubuque, Iowa 52001
Dear Tim Link:
We have approved your application for Inspection Equipment Needs Data Logging Thermometer as part of
the Retail Standards Grant Program, funded by the United States Food and Drug Administration (FDA).
Approval is based on review of the application submitted by you on behalf of City of Dubuque Health
Services to the Association of Food and Drug Officials (AFDO).
As part of your application your agency has made an assurance that it will comply with all applicable Federal
statutes and regulations in effect during the grant period, including applicable parts of 45 CFR Parts 74 and
92. Acceptance of this award and/or any funds provided by the Retail Standards Grant Program
acknowledges agreement with all of the terms and conditions in this award letter.
16, 2022
Your award is based on the above -title project application, submitted to and approved by AFRO, and is
subject to the following terms and conditions:
• The grantee must complete the full scope of work and all tasks outlined in the approved grant
application by March 31, 2022 unless a written exception is granted by the AFDO Programmatic Point
of Contact for this grant award.
• Any changes to the scope, tasks, deliverables, or expenses of this project must be approved in advance
and in writing by the AFDO Programmatic Point of Contact prior to work being modified or
completed.
• The grantee must abide by the grant guidance for the program, available as a PDF file on the Retail
Standards Grant Program portal at http://afdo.org//grants/retailstandards. This portal is also the site
where you can find additional information/updates regarding this grant program, and where you can log
in for project status and submission of required reports.
• Per United States Department of Health and Human Services Grants Policy, expenses for food or
beverage are generally not allowed unless it is part of a per diem allowance provided in conjunction
with allowable travel.
• A Final Project Report must be submitted through the online grants portal no more than 45 days after
March 31, 2022. As part of the final report, the grantee must provide a full accounting of all
expenditures made with funds from this grant award, accompanied by the documentation specified in
the reporting section of the grant guidance.
• As a reminder, recipients of funding through this program are required to assure that project activities
achieve greater conformance with the FDA Voluntary National Retail Food Regulatory Program
Standards, available at: http://afdo.ore/grants/retailstandards.
The amount of $1,082.00 represents the full amount of funds to which you are entitled.
NOTE: Please read the award notice carefully. Some safety equipment has not been approved. Also,
purchase of head covers and/or safety equipment approved in this award does not include
personalization of these items. Grant funds cannot be used to pay for personalization of head covers or
other approved items. Personalization would include adding your jurisdiction name or logo to the
item.
Grant awards are made with the understanding that Retail Standards Grant Program staff may require
clarification of information within your application, as necessary, during the application, project, or reporting
periods. These inquiries may be necessary to allow us to appropriately carry out our administrative
responsibilities.
This project is supported by the Food and Drug Administration (FDA) of the U.S. Department of Health and
Human Services (HHS) as part of a financial assistance award U18FDO05850 totaling $2,400,000 with 100
percent funded by FDA/HHS. The contents are those of the author and do not necessarily represent the
official views of, nor an endorsement, by FDA/HHS, or the U.S. Government.
The Catalog of Federal Domestic Assistance (CFDA) number for this United States Food and Drug
Administration grant, awarded to the Association of Food and Drug Officials (AFDO) on 8/11/2016, is
93.103. Your grant is considered a sub award under this AFDO grant.
If you have questions about this award, please contact your AFDO Programmatic Point of Contact.
Additionally, the FDA Retail Specialist is an integral part of your jurisdiction's successful completion of
Retail Standards activities, and is available to assist with your funded project. Contact information for both
individuals is listed below.
We appreciate your ongoing commitment to achieving greater conformance with the Voluntary National
Retail Food Regulatory Program Standards.
Sincerely,
Steven Mandernach
Executive Director
Association of Food and Drug Officials
155 W. Market St.
3rd Floor
York, PA 17401
AFDO Programmatic Point of Contact:
Cathy Hosman
retailstaiidards@afdo.org
(717)814-9873
Follow the link below to obtain contact information for the FDA Retail Specialist assigned to assist
cc: Jenice Butler (ieiiiee,butler@fda.hhs.gov