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Meeting ID: 849 0379 6857
Philomath Community Gleaners Monthly Meeting Agenda
November 12, 2020 @ 6:30pm at Site
Agenda is prone to changes as needed.
Welcome - Patty
PCS Report & Welcome – Jean G.
Approve meeting minutes from Feb (approved online), August (Approved Online), We did not have a September meeting, October (approved online)
Treasurer report for – vote needed (see link below)
Fundraising Report & Monday Report Closers – Elaine
Wood Coordinator Report –
Monthly service report for September
Total number of members- 277 (including children) Gleaner Households – 57 Adoptee households – 57 New households - 3 Volunteer hours recorded – 781 | Adoptee Hours – Hours and mile (included above)-Not counted Donated Miles – 1642 Wood glean hours – 3 none Wood glean miles donated – none Wood gathered/gleaned – none
| Wood Distributed – 1 cord to adoptee Total pounds distributed to members – 21,012 Waste for OCT – 4306 Donation out – 3944 pounds other groups 1292 pounds to other gleaning groups |
New Business
-Open Questions and Answers time
-Volunteer Hours – We need help
-Missing items
-United Way Grant Proposals - Proposed that we request funds for gloves, masks, hand sanitizer
-Reminder: You can only shop for adoptees. Gleaners can shop for themselves or pick up a premade bag. You should only shop for 1 person while you are shopping for yourself so you can still finish in 8 minutes. Any additional ADOPTEES need food for can sign up for premade bags.
-Policy was approved that we will only allow 1 vote per family.
-Cooler being Installed, Tents to be purchased – Update only
-Do we want to alter shopping limits per week? Shopping 1 time per week during COVID? On November 2nd we had to turn away a person as we did not have space on the schedule. We had 3 families who had shopped on Saturday. We need to consider limiting our shopping to 1 time per week. Either we limit it or we need to require the 8 hours of volunteer time for every family.
-We also have grants for Personal Hygiene items we could use? List was posted today.
-Nominations for Coordinator, Co-Coordinator, Secretary, Treasurer, Wood Coordinator happened and we asked all whom were nominated if they would serve our program. We have 5 members willing to take on the volunteer positions and each position has no opposition. The rule of Election by -Acclimation will apply. The following individuals are now your elected officers and will start on January 1, 2021. Coordinator: Patty Nobles, Co-Coordinator: Jessica Onstott, Secretary: Alicia Warren, Treasurer: Ann Morgan, Wood Coordinator: Tim Worl (Please vote to accept the Election by Acclimation)
-Large Scale for Weighing out
-Chain Saw
-Food Dehydrators for members to checkout and use
Old Business-
Monday Winco – 9am
Wednesday – 10 am - 12pm
Monday Clean up help 2-4 ish
Saturday Help 3 – 4 ish
Friday 10 – 12
Next monthly member meeting will be December 10
Treasurer Report.
Last months report was for what is "budgeted for 2020" for our program. We do have more funds available to our program. Alicia has created the spreadsheet below to make it easier to see where are funds are coming from and what we have available to spend specific to our program.
Restricted Grant Fund = $4000.00 remaining in our Siletz grant funds.
$15,035.75 in our "Gleaner funds to help cover expenses like supplies, mileage, etc"
$8643.19 remaining in our Board designated grant funds. This is the United Way funds that PCS received and gave all funds to the gleaners. We can use these funds on Groceries and Personal hygiene items.
$2000 We are currently waiting for a check from Pacific Power but have a confirmed donation email from them. This grant was written for groceries only.
