Please make sure you read over the meeting minutes for November. You will get to see the updated information for the program. All who were in attendance, please vote to approve or not approve the minutes: Click this link to move on the minutes: https://docs.google.com/forms/d/e/1FAIpQLSdfkNnzFHw1JrFJvep58J3ynzFe36nzlL0qS3iSGQk-Pm33IQ/viewform?usp=sf_link
Please vote by November 10th.
Philomath Community Gleaners Monthly Meeting Minutes
October 12, 2021 @ 6:30pm via ZOOM & In person
Attendees: In person: Patty N., Alicia W., Linda O., Norma B., Michelle H., Sid A., Fela L., Ann M., Susan B., & online: Anna O., Elaine K.
Welcome at 6:31pm
Updates – Nothing to report. No eating while shopping!
Announced: August Meeting Minutes were posted and approved via online vote – Alicia
Treasurer report - Ann . We discussed the $250 was from beans for bags. Ann would like photo’s for grant purposes. You can email directly to Ann. Patty moved to approve the report, Michelle 2nd. All were in favor, passed.
| August 2021 | |||||
| REVENUES | |||||
| Donations | $55.50 | ||||
| Grants | $259.97 | ||||
| Fundraising | |||||
| Wood Contributions | |||||
| Total Revenues | $315.47 | ||||
| EXPENDITURES | |||||
| Food Share | $0.00 | ||||
| Insurance | $0.00 | ||||
| Gas | $120.76 | ||||
| Van Expenses | $0.00 | ||||
| Supplies | $0.00 | ||||
| Wood | $104.84 | ||||
| Miscellaneous | $0.00 | ||||
| Total Expenditures | $225.60 | ||||
| Ending Balance | -$1,114.37 | ||||
| Ann Morgan, Treasurer | |||||
| SEPTEMBER 2021 REVENUES | |||||
| Donations | $0.00 | ||||
| Fundraising | $824.17 | ||||
| Wood Contributions (Cans) | $0.00 | ||||
| Total Revenues | $824.17 | ||||
| EXPENDITURES | |||||
| Food Share | $54.28 | ||||
| Fundraising | $50.00 | ||||
| Van Gas | $112.73 | ||||
| Private Car Gas | $280.00 | ||||
| Supplies | $622.61 | ||||
| Wood | $37.62 | ||||
| Miscellaneous | $16.14 | ||||
| Total Expenditures | $1,173.38 | ||||
| Ann Morgan, Treasurer | |||||
Alicia read the Monthly service report -
August NUMBERS
Total number of members- (including children) 299 Gleaner Households – 67 Adoptee households – 47 New households - 12 Volunteer hours recorded – 1016
| Donated Miles – 2499 Wood glean hours – 0 Wood glean miles donated – none Wood gathered/gleaned – 4.0 Wood Distributed –none
| Total pounds distributed to members 34,357 Waste – 2475 Donation out – other community groups 1956 other gleaning groups 8276 Farm / animals - 6677 |
396 Shops for the Month, average pounds per family was 87# each trip. That is an average value of $144 per shopping trip
September NUMBERS
Total number of members- (including children) 298 Gleaner Households – 66 Adoptee households – 46 New households - 9 Volunteer hours recorded – 967
| Donated Miles – 2421 Wood glean hours – 0 Wood glean miles donated – none Wood gathered/gleaned – none Wood Distributed –none
| Total pounds distributed to members – 32,277 Waste – 3642 Donation out – other community groups 1296 other gleaning groups - 7559 Farmer, Animals - 2390 |
346 Shops for the Month, average pounds per family was 93# each trip. That is an average value of $156 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. Alicia purchased some small clear totes this week $24.94, current amount avail 586.06. Do we want to purchase a wagon for gleaning? Patty said we one time had 5 garden carts donated to our program. We have no idea where they are now.
Discussion about purchasing a garden cart for the program and gleaning in fields. Needs to have collapsible sides. Norma moved and Fela 2nd that we purchase a garden cart for up to $300. Motion passed.
Discussed the need for more grey totes for the farm. Patty moved we purchase 10 more grey 10 gallon totes. Ann 2nd. Motion passed.
Discussion of the smaller clear totes that we need more of. Patty moved to purchase 10 more small clear totes. Fela 2nd. Motion passed.
Discussion of the clamps that are needed for the nutcracker (Ann had a photo and has used it). Patty moved we purchase 2 clamps. Michelle 2nd. Motion Passed.
Wheels for the Big Metal Cart is being worked on.
New Business
Open Questions and Answers -- What's going well, what’s not?
Patty announced there is a list of jobs for volunteering on the blog. Make sure to look at the web version and the right hand side.
We received 50 totes from Target that we use every day here at the stie. It was an amazing gift for our program. Thanks for all who come to help unload the truck for Target.
We are always looking for a large box truck that has no labels on the side. Currently we rent a truck for about $50 per trip from OSU. If we had our own, it would be nice.
Funds. Alicia reported that we actually have about $15K in the gleaner general funds. When we had someone come in and audit the programs, they found that gleaners had funds that are allocated to the program. We pay for Transporation, supplies, etc from these funds. So far this year, we have had enough income that we have only dipped into the $15K a few hundred dollars.
Nomination for new Coordinator, Co-Coordinator, Secretary, Treasurer -October meeting open for nominations until 7 days prior to the November meeting. We will post a nomination form online for people to nominate individuals. Nominations will close online on November 2nd at Midnight. We will then take a week and verify if those nominated are willing to take on the position or not. We would open the voting online by November 9th. Votes will be due by December 7th (one week prior to the December meeting). We can announce either online or at the meeting the winners of the vote.
NOTE: if there is no opposition to any position, or only one person willing to take on the volunteer position, then it will be a win by no opposition. It the members like this plan, we need to vote on it as a COVID special this year only policy.
LBFS also has a rule that no one is allowed to campaign for any positions. No flyers or anything is allowed. Alicia moved that we adopt the above for this year only as we are still in a pandemic. Ann M seconded. Motion passed.
Outreach Coordinator – Birthday Cards, Phone Calls, etc (Alicia to request a birthday list request for letters). This position would be a great value to this program. Much discussion happened. Discussion went to this position being part of the gleaner board. This position would have to go to the PCS board for approval and we would need to change our policies. This person would also need to have information on members. This was tabled to the next meeting.
Hours Requirements – 4 hours still required. If you have signed up to work or to shop. We need 24 hour's notice if you are not coming or change your mind. Also, please do not sign up for the drawing if you are not coming to shop. WE are all volunteers. Please be kind and considerate.
Please do not come to the site if you are sick. If you end up with Covid, please get a negative test before you come back. We are happy to make you a box.
Do we want to purchase Ham/Turkey for Thanksgiving and/or Christmas Discussion of if LBFS will be doing the fairgrounds giveaway. Patty has spoken to Susan and she says they are likely doing the gift cards again through the Food Bank. We discussed the cost of groceries has increased immensely. We discussed if we would like to purchase hams/turkeys for Thanksgiving and Christmas for our members. Norma moved to purchase Hams and turkeys for our members. Tofu turkey for those who need it. It was 2nd and passed. Alicia will put out a google form for folks to sign up to get a ham or turkey, or alternate meat.
Fish update Fish -- We will be getting fish on October 26 at 2pm. We are not guaranteed any amount of fish. We did say we need at least 20 fish to make it worth the drive. We will have a fish sign up and folks MUST sign up in order to get a fish. Salmon runs are limited this year to environmental factors. We are only 1 of 3 groups able to get fish this year.
Food needs - Corn has been suggested. Olives, rolled oats, butter, whole garlic. Patty said we may be getting a donation from Food 4 all before Thanksgiving. Linda thanked Patty for her work keeping us all fed!
Hygiene needs – we have a $200 gift card (the last of the gift cards we were given). Discussion was toothbrushes, wax, tin foil, Trash bags, and dental picks. Alicia will make some purchases.
We could use someone who would be willing to pick up KFC on the 3rd and 5th Thursdays of the month. No key would be needed to get into the building as food bank is at the site. 2 people would be needed to do this pickup.
Flu season is coming upon us. Please – if you are sick, we will make you a box and have you pick it up.
We purchased the 2nd tent. Where do we want to put it. Options would be out back, over the pig bins, or make a longer tent for outdoors. Patty and Alicia will figure out what works best.
Children in the building came up. We can not force children under 5 to wear a mask as we are following the CDC guidelines. We can encourage children to wear a mask.
Job List on the blog:
Wednesday Pickup Helper
Pig Bin cleaning – Wednesday
Wash/Clean the Van – Monday afternoons (Will be adding the blog)
KFC Pickups – 3rd and 5th Thursdays
Friday – Help unload the Van
Wednesday – Help and clean the walk ins
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 December 14, 2021
Meeting closed at 7:52pm
