Policies and Procedures
Last updated: June 17, 2024
The use of the Austin Incubator Shared-Use Commercial Kitchen / our booking program constitutes an agreement to these policies and procedures.
I. Services Provided
The Austin Incubator Shared-Use Commercial Kitchen is a commercially licensed certified, shared-use kitchen space, which may be rented and used, along with the equipment and wares provided, to produce approved culinary products. A complete list of provided equipment and wares is available and may be requested from the Kitchen Manager.
II. Allergen and Usage Restrictions
The Kitchen is restricted to the manufacturing of products for human consumption only. The Kitchen, and the property in which it is housed, is a Nut, Latex, Fragrance, Smoke, Alcohol, and Drug-Free environment.
• Only products used for human consumption will be deemed appropriate for manufacturing in The Kitchen. Pet foods, skincare products, cosmetics, and housewares may not be manufactured in The Kitchen. Additional products may be deemed inappropriate by the Kitchen Manager on a case-by-case basis.
• The building is a NUT-FREE environment. No nuts or nut-related allergens are permitted at any time. For a definition of nuts and nut-related allergens, visit the U.S. Food and Drug Administration: www.fda.gov. Questionable ingredients must be examined and approved by the Kitchen Manager prior to entry. Nut or nut- related allergens found in The Kitchen will be immediately discarded. The responsible tenant will be charged a
$200 fine and considered in violation of their contract, which may result in immediate termination of tenancy.
• The building is a LATEX-FREE environment. No latex products or wares, including latex gloves, are permitted at any time. Latex items found in The Kitchen will be immediately discarded. The responsible tenant will be charged a $200 fine and considered in violation of their contract, which may result in immediate termination of tenancy.
• The building is a FRAGRANCE-FREE environment. Tenants and/or support staff smelling of perfumes will be asked to remove themselves from the building and will not be refunded for hours lost.
• The Kitchen, building, and property exterior are SMOKE, ALCOHOL, and DRUG-FREE. Tenants and/or support staff suspected of smoking or using alcohol and/or illegal drugs on the premises will be asked to remove themselves from the property and will not be refunded for hours lost. Alcohol and drugs, including drug bi- products, may not be used as ingredients in manufactured products within The Kitchen. Austin incubator Community Kitchen reserves the right to immediately terminate tenancy, and contact authorities, in the event of suspected use of these substances on the property.
III. Kitchen Application and Orientation
A. Tenant Application Form
Parties interested in renting The Austin Incubator Kitchen must complete and submit a request via email to
gsj@gsjcenter.org for review by the Kitchen Manager. The applicant will be contacted, in writing, within 10 business days of receipt, with a denial or tentative tenancy approval. If tentatively approved, the applicant must contact the Kitchen Manager, in writing, within 5 business days, to accept potential tenancy.
B. Kitchen Orientation and Facility Tour
Upon tentative approval, the Kitchen Manager will provide an orientation and facility tour, by appointment.
• The Kitchen Manager will schedule an orientation and facility tour with the potential tenant at a time approved by the facility staff.
• During the facility tour, the Kitchen Manager will provide the potential tenant with an overview of the shared equipment and wares, storage room, and general kitchen procedures.
• After the tour, the potential tenant will receive a checklist of all documents required to begin tenancy.
IV. Documents, Certifications, and Licensing Requirements
The tenant is responsible for adhering to and operating in accordance with all Federal, State, and Local business rules and regulations as they apply to their business. The Kitchen requires tenants to acquire, maintain, and submit the following documents, certificates, and licenses and provide copies to the Kitchen Manager prior to tenancy. Documents required: Allergens Certification, Food Handlers Certification, Food Service Protection Managers License, and City of Chicago FPSM License. Expired documents, certificates, and licenses will result in tenant suspension until renewals are submitted to the Kitchen Manager.
A. Request for Licenses
Tenant must provide required licenses to utilize the Kitchen. Users must provide a Shared Kitchen Users License for 90 days up to 2 years from the Business Affairs and Consumer Protection Office (312 744 6060) and a notarized letter of intent and notation of the Austin Incubator Kitchen located 1256 N. Waller Ave, Chicago IL 60651 as the business address (fees for the Letter of Intent is $50)
B. ServSafe and ServSafe Allergen Certifications
Tenants must acquire ServSafe Manager and ServSafe Allergen Certifications. For more information: https://www.servsafe.com/ss/sra/ma/
C. Board of Health Approval
The tenant must submit a signed Board of Health form from the City of Chicago's Health Department. The form must state the user has completed all Board of Health requirements. The user must submit copies of all documentation obtained through the Chicago Department of Health to the Kitchen Manager.
D. Liability Insurance
Tenant must provide proof of business liability insurance for at least $1 million dollars that names Austin Incubator Community Kitchen at 1256 N. Waller, Chicago IL 60651, as an additionally insured party. A certificate of insurance must be supplied by the tenant’s insurance company.
E. Letter of Reference
Tenants must submit at least one professional reference letter prior to initial tenancy. This letter should be from a previous kitchen manager or a current business client. If the tenant is a start-up business, the letter may be from a current or former employer. Letters from family members or friends will not be acceptable forms of reference.
The letter must be mailed to GSJ Family Life Center, Attention: Austin Incubator Community Kitchen Program,
1256 N. Waller Ave, Chicago, IL 60651 or emailed directly from the reference to gsj@gsjcenter.org.
F. Rental Agreement/Contract
Once the Kitchen Manager receives and reviews all required document submissions, and deems the applicant tenancy-ready, the tenant and AIK will sign a contract with the rental terms and conditions.
V. Costs of Services
A. Standard Hourly Rates
The Kitchen standard rental rates are $25.00 per hour Monday-Friday and Saturday, closed Sundays. Standard rates are based on hours reserved according to the Standard Monthly Pre-Scheduling procedures defined in Section VI.
B. Minimum Charges
There is a minimum kitchen charge of 6 hours per calendar month, or 10 hours per month if utilizing storage space.
C. Pay at time of Use
The tenant will pay the fees prior to their rental date.
D. Access to the Kitchen
The tenant will obtain access to the Austin Incubator Kitchen via the Kitchen Manager, or another assigned GSJ Family Life Center Staff member. GSJ Family Life Center Staff will remain on site during use of the Kitchen to provide any additional support needed by the tenant. GSJFLC staff will also close the kitchen space after tenant use and inspect the space to ensure the space is left in satisfactory conditions and all equipment is working properly.
G. Storage Charges
Tenants meeting the 10-hour minimum usage requirement will be provided with 1 shelf for dry storage and 1 shelf for cold storage, based on availability.
H. Cancellations
Cancellations of reserved kitchen times must be submitted, in writing, to the Kitchen Manager, at least 7 business days prior to the requested cancellation, to be credited the full amount of the cancelled times on the following month’s bill. If the tenant submits a written cancellation within 72 hours' notice, the tenant will be credited half of the amount of the cancelled time. Cancellations received with less than 72 hours' notice will not receive credit for hours lost, unless cancellation is due to an illness. The tenant is only allowed 3 cancellation credits due to illness during the contract period. Any additional cancellations will require 72 hours' notice to receive credit.
I. Non-Reservations
If the tenant accesses the building for any reason without an approved reservation, the tenant will be fined
$100.00. If the tenant continues to access the building without reservations, GSJFLC reserves the right to terminate the tenant’s contract immediately and deny the tenant facility access.
J. Loading Dock Violations
The tenant has access to the parking area for deliveries by appointment only. Unapproved deliveries will incur a $50.00 fee per occurrence as defined in Section IX.
K. Waste Removal Violations
The tenant is responsible for removal and proper disposal of all waste materials. Tenants will be fined $50.00 per incident if waste is not removed properly as defined in Section X.
VII. Scheduling
A. Standard Scheduling
The tenant will submit a written hours request to the Kitchen Manager each month, at least 14 business days prior to the first of the month. Hours are not guaranteed and are available on a first come first served basis. Hours may not be reserved more than 1 month in advance.
• The tenant can submit a written request for hours at least 14 business days prior to the first of each month.
• The Kitchen Manager contacts the tenant within 10 business days with approval or denial of hours.
• If any hours are denied, the tenant receives a schedule of available alternate hours.
B. Calendar
Each month, the Kitchen Manager provides the tenant with a calendar noting their hours and the hours of other tenants. This calendar is also posted in The Kitchen monthly.
C. Schedule Changes
Under no circumstances may the tenant alter their hours without prior approval from the Kitchen Manager. Procedures for schedule changes and associated fees are defined in Section V.
VIII. Invoices and Payments
A. Payments
Payments are due 7 days prior to the date of the event. A tenant is also required to have a credit card on file with Austin Incubator Kitchen.
B. Payments by Zelle
Payments must be received via Zelle (773 320 5004) seven (7) days prior to use of the kitchen. Payments can also be made online @ gsjcenter.org. Payment note should describe Austin Incubator Kitchen Use.
IX. Facility Access
The tenant will have access to the building during their reserved times only. The tenant will have access to the building front door to access The Kitchen, the storage room, and the bathrooms. The tenant will have access to the loading dock by approved request. The tenant will not have access to any other parts of the building. If the tenant is found in other areas, they will be fined $50.00 per occurrence. If the tenant continues to go outside of the designated areas, they will be terminated from The Kitchen.
All tenants are required to sign in when they arrive at the facility and sign out when they are finished cleaning the facility. Failure to accurately sign in and out may result in the tenant being denied use of the facility.
X. Waste Removal
The tenant is responsible for removal and proper disposal of all waste materials. There are two dumpsters on site, located at the back of the building. The larger dumpster is for mixed solid waste and the smaller dumpster is for co-mingled recyclable material. Tenants must sort and deposit their waste in the appropriate dumpster.
Cardboard boxes should be flattened before being placed in the recycle dumpster. Tenants will be fined $50.00 per incident if waste is not removed properly.
XI. Storage
A. Standard Storage
On-site storage is available on a first come first served basis. There is a 10-hour minimum per month for dry and cold storage. The tenant will be provided 1 shelf for dry storage and 1 shelf for cold storage, based on availability, at a charge. The dry storage unit will be locked and maintained by the kitchen. The tenant is responsible for organizing and cleaning their storage units regularly and keeping items in designated spaces only. All products and supplies must be stored in clear, plastic, covered containers and labeled with the tenant’s name, current date, and contents. Items not stored or labeled correctly may be discarded at the discretion of the Kitchen Manager. Austin Incubator Community Kitchen is not responsible for damage or theft of any items stored in The Kitchen.
XII. Onsite Parking
Street Parking is available for tenants during approved rented kitchen times only. The tenant will be shown where to park during orientation. Unregistered vehicles may be towed from the property. Austin Incubator Kitchen/GSJ Family Life Center is not responsible for any damage, theft, parking tickets, towing, or charges incurred for vehicle violations.
XIII. Liability
B. Liability Insurance
Tenant must provide proof of business liability insurance for at least $1 million that names Austin Incubator Kitchen at 1256 N. Waller Ave, Chicago IL 60651, as an additionally insured party. A certificate of insurance must be supplied by the tenant’s insurance company.
C. Private Equipment
Austin Incubator Community Kitchen/GSJ Family Life Center assumes no responsibility for the security of any tenant’s equipment, supplies, or inventory not owned or maintained by The Kitchen.
D. GSJ Family Life Center/Austin Incubator Community Kitchen Liability
GSJ Family Life Center/Austin Incubator Community Kitchen shall not be liable for any damage to either persons or properties sustained by the tenant or by any third party arising in any way out of the tenant’s use,
operations, occupancy on GSJFLC/Austin Incubator Community Kitchen premises, or sale or distributing of any product manufactured on the premises. The tenant covenants and agrees to indemnify, defend, and hold harmless GSJFLC/Austin Incubator Community Kitchen and employees from all claims, costs, and liabilities arising from, or in connection with, damages, injuries to persons (including death), or property in, upon, or about the kitchen premises, or any portions thereof, or resulting from sale, distribution, and use of any product manufactured by the tenant on the kitchen premises.
D. Kitchen Users
The tenant is allowed to access the building during their approved hours only. GSJFLC/Austin Incubator Community Kitchen has the right to monitor access to the building. At any time, the GSJFLC/Austin Incubator Community Kitchen staff may ask for a form of identification for anyone entering the building. Adequate forms of identification include a current driver’s license, passport, or personal credit card. GSJFLC/Austin Incubator Community Kitchen has the right to deny the tenant’s access if they are in violation of any policies as outlined.
E. Kitchen Capacity
The Kitchen is a shared-use space. 2 tenants/businesses are allowed to use The Kitchen at one time. The tenant understands that when there are 2 tenants/businesses in The Kitchen they will share the equipment and space. If a tenant requires sole usage of the space, they must reserve and pay for 2 rentals. A business is not allowed to have more than 2 people in The Kitchen at once. If a business rents both spaces, they are not allowed to have more than 6 people in The Kitchen at once. 1 chef per station and 2 preps/FH each) in The Kitchen at once.
F. Eligible Users
All people entering the building must have completed and submitted to the Kitchen Manager a copy of their ID. Each tenant must be cleared and receive approved status for access to the facility. If the tenant brings any person into the building who is not approved by the Kitchen Manager, that person will be asked to leave the premises immediately. If the tenant continues to bring unapproved persons into the building, GSJFLC/Austin incubator Community Kitchen reserves the right to terminate the tenant’s contract immediately and deny the
tenant facility access.
G. Age Limit
No one under the age of 18 is allowed in the building with the tenant at any time. If the tenant brings any person into the building under the age of 18, that person will be asked to leave the premises immediately. If the tenant continues to bring underage persons into the building, GSJFLC/Austin Incubator Community Kitchen reserves the right to terminate the tenant’s contract immediately and deny the tenant facility access. Food-related activities and training for youth does not apply.
H. ServSafe and ServSafe Allergen Certifications
At all times, the tenant must have at least one ServSafe and ServSafe Allergen certified person present to use The Kitchen facility. If no certified person is found using GSJFLC/Austin Incubator Community Kitchen reserves the right to terminate the tenant’s contract immediately and deny the tenant facility access.
I. Personal Hygiene
All individuals using Austin Incubator Kitchen must adhere to the required personal hygiene protocols, as required by the Board of Health, to be allowed to work in the facility. Individuals must come to work in the kitchen with clean clothes and body (hair included), short fingernails, free from polish or acrylic fillings, and clean hands.
J. Live Animals
Under no circumstances are live animals, other than shellfish used for culinary purposes, allowed in or around the facility. If animals are found, GSJFLC/Austin Incubator Community Kitchen reserves the right to terminate tenant’s contract immediately and deny the tenant facility access.
XIV. Handwashing
All individuals using The Kitchen must wash hands before handling food, after using the restroom, after eating, drinking, smoking, touching the face and other bare human body parts, blowing nose, contact with raw food, after handling soiled equipment or utensils, and after handling service or aquatic animals. Hand washing must be done at a designated hand wash station.
XV. Signage and Advertising
No signs or other advertising matter shall be attached or painted in the kitchen or anywhere within the building or surrounding property.
XVI. Equipment, Inventory, and Small Wares
A. Onsite Equipment
No equipment or items owned by GSJFLC/Austin Incubator Community Kitchen shall ever leave the premises. Inventory of equipment, utensils, and food that are owned by GSJFLC/Austin Incubator Community Kitchen will be inventoried every week, to determine if any theft has occurred. Any missing items will be recorded, and tenant will be charged for the item(s) if suspected of theft. Removal of items from The Kitchen may result in immediate contract termination, key deactivation, and loss of security deposit.
B. Small Wares
The tenant will provide their own towels, potholders, cooking items, pans, small wares and other special items necessary to their specific production needs, if not provided by the kitchen. Do not leave your personal small wares in the kitchen if not stored in a storage unit. Do not leave cleaning rags behind. No small wares used in a residential kitchen are allowed in the kitchen. GSJFLC/Austin Incubator Community Kitchen is not responsible for the loss or theft of any items.
C. Cleaning
GSJFLC/Austin Incubator Community Kitchen will provide a regular cleaning before 5pm on weekdays. If the tenant finds The Kitchen in an unclean state, they should notify the manager on-call immediately.
Tenant is expected to follow all proper sanitation requirements and keep The Kitchen in a clean and professional state. Tenants will leave The Kitchen’s appliances, utensils, equipment, wares, and fire suppression system vents in a clean and sanitized condition. Tenants are to ensure The Kitchen is clean and orderly upon leaving the facility.
In the event that The Kitchen management or GSJFLC/Austin Incubator Community Kitchen staff reports unclean or disorderly conditions caused by the tenant, the tenant will receive a written notice of the offense. If the tenant receives multiple offenses, they will be fined and potentially terminated from their contract.
D. Check-Off Sheets for Tenants
In order to ensure procedures are followed for safety and cleaning, and that basic kitchen rules are being followed, there will be check-off sheets in the storage room. The tenant is responsible for completing these sheets at the request of the Kitchen Manager.
XVII. Management On-Call
When there is a tenant in the kitchen, there is a manager on-call in case of emergency. Upon signing a contract, the tenant will receive the on-call phone number. This number is also posted in The Kitchen. In the event of an emergency, the tenant must call the number immediately. The on-call number is only to be used during reserved rental hours. There is always 1 manager on-call during reserved rental hours. If any tenant enters The Kitchen during unapproved times, there will be no manager on-call and the tenant will be penalized according to the non-reservations policy.
XVIII. Injuries
Any injuries sustained while on GSJFLC/Austin Incubator Community Kitchen property must be reported immediately to the on-call manager and tenant should seek medical attention if necessary. The on-call manager will notify the Kitchen Manager who will follow up with the tenant and other parties as outlined in the GSJFLC/Austin Incubator Community Kitchen Incident Reporting Policies and Procedures.
XIX. Facility Failure
In the event of equipment failure or other facility problems, the tenant must complete and submit to the Kitchen Manager a Facility Incident Report (available in the kitchen) within 24 hours of the occurrence. Once a report is filed, there will be an investigation to determine the cause of the incident. If the tenant is found responsible due to misuse, they will be fined based on the severity and costs associated with the incident. If the tenant is not found responsible there will be no cost to them. It is the responsibility of GSJFLC/Austin Incubator Community Kitchen to address and repair or replace reported equipment failures. Under no circumstance is the tenant to repair any on-site equipment. If GSJFLC/Austin Incubator Community Kitchen fails to repair or replace equipment within 30 business days, tenants will be refunded 50% of their monthly bill for the period of time in which the equipment is inoperative. Any refunds will be credited to the tenant’s following month’s invoice.
XX. Policy Changes
GSJFLC/Austin Incubator Community Kitchen reserves the right, at its sole discretion, to modify or replace any of the policies and procedures, or change, suspend or discontinue an offering at any time. GSJFLC/Austin Incubator Community Kitchen will provide the tenant with an updated copy of the Policies and Procedures and communicate any changes in a timely manner.
XXI. Tenant Dismissal
Upon breach of any of the Policies and Procedures, GSJFLC/Austin Incubator Community Kitchen reserves the right to terminate the tenant’s contract as outlined in this document.