Membership Meeting will be on TUESDAY
7:00PM via ZOOM ONLY
Link will be posted Tuesday
Philomath Community Gleaners Monthly Meeting
October 20, 2022 @ 7:00pm via ZOOM ONLY
Welcome -
Updates – David from PCS – Not present
August Meeting Minutes – Posted 8/9 for reading. Need to approve
Michelle H moved to approve the minutes, Elaine 2nd. . All were in favor.l
Treasurer Report (s) -
August & September– need to approve as reported today.
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Philomath Gleaners |
| August 2022 |
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REVENUES |
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| Donations | $147.25 | |
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| Cans |
| $0.00 |
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| Frog Funds | $55.55 | |
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| Benton County Fair |
| $1,000.00 |
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| Total Revenues |
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| $1,202.80 | |
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EXPENDITURES |
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| Food Share | $690.40 | |
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| Supplies | $19.30 | |
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| OSU Truck Rental |
| $218.62 |
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| Groceries |
| $12.80 |
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| Gas | $189.00 | |
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| Total Expenditures |
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| $1,130.12 | |
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Ann Morgan, Treasurer |
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Philomath Gleaners |
| September 2022 |
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REVENUES |
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| Donations | $771.40 | |
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| Fundraising/Frog | $128.26 | |
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| Total Revenues |
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| $899.66 | |
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EXPENDITURES |
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| Linn-Benton Food Share | $690.40 | |
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| Supplies | $74.54 | |
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| Gas | $279.93 | |
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| OSU Truck Rental |
| $148.66 |
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| Groceries | $17.25 | |
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| Total Expenditures |
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| $1,210.78 | |
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Ann Morgan, Treasurer
Alicai moved and michele h 2nd to approve the treasures report. All were in favor.
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Grant information:
Current Grants:
Siletz grant 22-03 – Grant Completely spent. Ann Morgan to do the final report
We had another donor write us a check for $500 and we are going to track these funds although there were no restrictions on the funds.
Chambers Grant – Complete – Thanks to all who sent photo’s of your canning, freezing, etc.
Roundhouse – requesting food and hygiene items. Grant submitted and awarded. This award starts 11/1/22.
Grants Pending responses:
Weyerhaeuser – We submitted for a forklift to make Target easier.
Grants Working on:
Walmart Community Grant – PCS redid a grant for May so we will try to do in August.
Bi-Mart Community Grant – Still working on this one
Timmy is looking into Patagonia grants
Monthly service report -
August NUMBERS
Total number of members- 481 (including children) Gleaner Households – 95 Adoptee households – 61 New households - 9 Volunteer hours recorded – 1235 Donated Miles – 2747
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| Total pounds distributed to members: 40,109 Waste (Pallets, trash, Recycle) – 2846 Donation out – other community groups - 3517 other gleaning groups - 10137 Farm / animals - 1314 |
535 Shops for the Month, average pounds per family was 75# each trip. That is an average value of $ 125.20 per shopping trip at 1.67 per pound value.
September NUMBERS
Total number of members- 448 (including children) Gleaner Households – 87 Adoptee households – 58 New households - 7 Volunteer hours recorded – 1417 Donated Miles – 3685
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| Total pounds distributed to members: 37782 Waste (Pallets, trash, Recycle) – 1775 Donation out – other community groups - 3287 other gleaning groups - 5440 Farm / animals - 2072 |
508 Shops for the Month, average pounds per family was 74# each trip. That is an average value of $ 124.20 per shopping trip at 1.67 per pound value.
Old Business
Jessica read: Funds from the Benton County Fair paid for the last LBFS statement. This is awesome as we have a gap and don’t have grant funds to pay for groceries, so having what we do in fundraising has been so helpful!
New Business
Do we want to hold distribution on Saturday the 24th and Saturday the 31st. of December? We will have pickups for the days.
Last year we did distribution and were home by 4pm. We did a short distribution. Rise in lung disease coming. Adoptees need food.
January 2nd will also be distribution. Stores should still be open.
Holiday gift cards – Benton County—Patty. Just got notification that they will be giving out $30 gift cards for thanksgiving. Alicia will be posting the link.
We require 7 hours for Volunteer time.
Policy and Procedures. There is a process. 3rd month of missing hours is when you get suspended. You get 1 more time to shop. That way you are not cut off of food. 7 hours is required. Many of us are getting burnt out. We needed to raise the time to help cover the time that people have been doing. We have a weekly list of volunteer opportunities. If you don’t know about the hours, you need to talk to Alicia, Patty, or Jessica. We cannot take responsibility for your hours. We are a hand up, not a hand out. There are other groups that offer other opportunities. We are not always the perfect fit for this program. You can also just go to the food bank as there are not any hours required.
Alicia does a good job. Volunteer opportunities are usually posted on Sunday.
Jessica might have a free app to share on tracking hours.
2023 Officers – Nominations, Voting, etc. See Policy and Procedures for full rules.
Decide if we have votes online or do we do this in person only?
Alicia suggests we do this online and we do a google form where she can share the results in a photo graph. This allows for all members to participate who meet the qualifications to vote per the Policy and Procedures. Since we don’t' have a monthly membership meeting in November, we can pick a day (must be open for 30 days per LBFS rules). If we open nominations tomorrow, October 21st, we could close the nominations on Nov 21st. (D1st). Alicia will then ask nominees if they are up for the task of being on the board and Alicia can then set up the vote online. Voting can remain open for 1 week. We could hold voting Nov 22 – 29th and then publish the votes on the 30th so any new members can start training Dec 1st. Results can be posted to the blog for members to know who the 2023 Board members will be. Patty says we will also have paper voting available.
Elaine makes a motion and 2nd. That we do the above plan.
We won’t be buying turkeys, just the gift cards
Sandra asked about covid going up, are we going to be going to masks. We won’t be going back to masks unless required by the CDC.
Rules: In order to be nominated. In order to vote, you have to be a member in good standing. We will do paper ballots to our adoptees. Matt asked about if he misses hours in October.
Positions open: Coordinator, Co-Coordinator, Secretary, and Treasurer
Program manager meeting? Missed some of that. Maybe about the rain.
Cooler update
Open Questions and Answers -- What's going well, what’s not?
Elaine commenting about our incredible week of volunteers. Every Day there has been someghing going on. Core group worked 10-12 hour days. Elaine was tired and many people were working longer hours! Thanks to everyone. We brought in ___ from Target. AT 1.69 per pound, that _____.
REMINDERS:
Gleaners need to sign up at least once for a cleanup shift
You are allowed to volunteer more than 7 hours per month.
Next monthly member meeting will be December 13, 2022
