Please read the minutes from the meeting below. If you were at the meeting then you can vote to approve or not approve. If you were not at the meeting, please read the minutes at certify on the form link that you have read them.
Philomath Community Gleaners Monthly Minutes
August 17, 2021 @ 6:30pm via ZOOM & In person
The meeting started at 6:35pm.
Attendees in person: Patty, Sid, Leona, Susan B, Linda O, Fela, Pearl, Trish, Norma B.
Attendees Online: Ann G, Kalea, Dana, Tim, Valerie S, Michelle H, Robert B (left early), Elaine Kahn (few minutes), Patty Mcfaddin (just for a minute, think glitch)
There were no PCS Updates -
Alicia reported that June Meeting Minutes were posted and approved via online vote
Ann reported that Alicia put the wrong expenditures on for July Treasurer Report on the Agenda. Alicia reported that she would fix it. The corrected expenses are below: We will approve the treasurer reports for June and July with the approval of these minutes.
Alicia asked that everyone read the monthly service report – and take note to the amount of food we have distributed to our members. She also asked that folks look at the value of what we are receiving each time we shop and that the value is based upon 1.69 per pound, and that the actual value of the goods we receive are likely at least double that amount.
JUNE NUMBERS
Total number of members- (including children) 252 Gleaner Households – 53 Adoptee households – 44 New households - 3 Volunteer hours recorded – 811
| Donated Miles – 1311 Wood glean hours – 0 Wood glean miles donated – none Wood gathered/gleaned – none Wood Distributed –none
| Total pounds distributed to members – 27,732# Waste – 5248# Donation out – other community groups 1,928# other gleaning groups 11,992# |
275 Shops for the Month, average pounds per family was 101# each trip. That is an average value of $168 per shopping trip
JULY NUMBERS
Total number of members- (including children) 263 Gleaner Households – 55 Adoptee households – 48 New households - 6 Volunteer hours recorded – 886 | Donated Miles – 1583 Wood glean hours – Wood glean miles donated – none Wood gathered/gleaned – none | Wood Distributed – Total pounds distributed to members – 34,320 Waste – 10,952 Donation out – other community groups 8976# other gleaning groups 2501# |
386 Shops for the Month, average pounds per family was 89# each trip. That is an average value of $148 per shopping trip
Old Business
1000.00 Funds – most requested we purchases the rolling carts. We purchased 3 already for 389.00. They are $105.00 each plus shipping. With $611.00 remaining, we could purchase 6 more and we have the funds in our general funds to help with the overage. These are the larger blue push carts. -- Discussion of how to spend theses funds. Alicia reported that most people requested that we invest in more rolling carts. Discussion of how many we need came up. Do we want to purchase 6 of them all at once. Patty said we need to make sure we can do this as we have a $1000 limit to our Credit Card per month. We will meet with Kate and David next week and discuss. Norma moved that we clarify the spending and if we can we move forward with purchasing 3 more carts from these funds. Motion passed. Most in favor, 1 opposed.
Alicia reminded: If you can’t shop that week, do not sign up to win an item in a drawing.
New Business
Open Questions and Answers -- What's going well, what’s not? --Trish said that we always need help. She asked if people were getting their hours in as we have many members and still could use more help. Patty said all but 2 people were getting in their 4 hours and that we would be requiring the 4 hours starting Sept 1. Patty explained that letters will be sent for anyone not getting in their 4 hours. 1st offense is a letter, 2nd is a 3 month suspension for 3 months, 3rd is a year termination.
REMINDER: Monday/Saturdays - We need help with CLEANUPS and Dishwashers always
Christmas Day is a Saturday – move shopping to Friday? Discussion was had as to if we can cancel the distribution in whole. Alicia said that Monday can’t handle 70+ shoppers in one day. We need to also be able to deliver to our Adoptees. Norma asked if we had to do pickups on Christmas day as we have had to in previous years. Patty will ask Susan about Christmas day pickups. It was moved by Leona and 2nd by Pearl that we hold distribution on December 24th after we get in Trader Joes. The hope would be that the time would be 12-2:30. Motion passed.
30 years of PCS, we need a craft table coordinator to setup and organize the craft table. We have the opportunity for the gleaners to have a craft table at the PCS open house. Members can donate crafts to the program and we can sell them as a fundraiser on September 12th from 12-3 at the open house. Linda O volunteered to head up the organizing and setting up, etc for the craft table. We will be asking for donations and possibly helpers to sit at the table with Linda.
The Crazy Dayz will be August 21st. Helpers requested on sign up genius. Please sign up to help and please go through your stuff so we can have an amazing sale! People can get ahold of Alicia, Patty, or Melissa and we will coordinate drop off.
Alicia is requesting we start doing our alert system through Sign up Genius. Tmobile and verizon currently are kicking back emails as non deliverable to cell phones. We have a free trial for SignupGenious that will do email alerts if folks opt in for texts (otherwise they will sign up and get emails). Alicia will still post to the blog as well, but the signupgenious will do the emails/text. The cost is 8.99 per month if we pay for the year all at once. Michelle H moved we approve the year and Susan 2nd. Motion passed.
Patty would like us to have an Outreach Coordinator – this person would make calls to folks who might need a check in, those who haven’t been around to see how they are doing or if their needs have changed. If anyone is interested in this position, please contact Patty.
Alicia reported that we had previously opted to do a bake sale at the grange but due to the new COVID crisis, we are wondering if folks feel it is safe. Elaine does not feel safe doing this public event and someone would need to take it over. Everyone agreed this was not a good idea. No vote was made but it was a full consensus.
We really need people to read the minutes and be up to date on what is happening with the program. This program is a membership program. We all need to know what is going on. One was of hoping to get folks to read the minutes was to require reading of the minutes in order to enter the drawings. Discussion was what about folks who can’t read them on their phones, what about folks who don’t get text / emails and are the homebound. Patty said that was good as we do have to have the same rules for all. Discussion was had about having people read them when they come early and sign a paper saying they read the minutes. Alicia said this might be a tracking problem as then she has to double check everyone who signed up if they read the minutes, another time consumer. We decided to table any motions until the next meeting but that Alicia would post the minutes to the blog, ask for approval if you were there and for an entry saying you read the minutes. We would also have hard copies at the site for anyone wanting a hard copy.
We need tires for the big cart. Do we buy new ones or try to fix the ones we have. The big cart is essential and super helpful with big orders. Discussed using fix a flat that would fill the tire in but someone mentioned that you have to keep the tire moving in order to fill it around. And then someone questioned if we had the weight on it would the tires go flat then. Bi-mart has tires and we could look there. Norma mentioned looking at Harbor Freight too. Most agreed that we need hard solid tires to handle the weight. It was moved by Pearl and 2nd that we purchase solid tires and use the Youngwood Funds (1000.00) to purchase. Motion passed.
Another reminder that the hours requirements of 4 hour will be strictly enforced. Please get your 4 hours in for August.
Wood program. There was no real update. The wood lot is getting worked on.
REMINDERS:
Gleaners need to sign up at least once for a cleanup shift
Covid – Quarantine activities (please quarantine for 10 days)
Casinos & Bars
Hospital / ER
Out of state Visiting or having out of State Visitors in your home
Unmasked activities outside of your bubble
Next monthly member meeting will be October 12, 2021
Meeting adjourned at 7:30pm
Ongoing and will update when we get more information
Cooler Update – PCS is still working on it.
Tents Update – PCS is still working on it – although we have 1 on hand. We need to get the cooler covered before we can put up the tents.
