Philomath Community Gleaners
Monthly Meeting Agenda
February 21, 2023 @ 7:00pm via ZOOM ONLY
Welcome – 7:00pm
Updates – Patty shared the update on the cooler cover. David (PCS) says that the cooler will remain up in hopes of using it in the future. The contractor is supposed to build the cover in the next month but we are not holding our breathe.
Patty shared about the OSU extension agency program and the bags that have been available for people to take home and cook with the recipe.
December Meeting Minutes – were posted for reading. Patty moved to approve the minutes. Elaine K. 2nd the motion. Motion passed.
Elaine mentioned Patty got the Samaritan Award in Philomath. Many folks were in thanks for Patty’s service to our community.
This coming weekend we will have a joint program opening. JKK will be open, as well as Food bank. If you have a need, please come shop Saturday.
We have calendars at the site. Please take a few.
March 23rd is the foot van day. You need to call and schedule an appt and see if Insurance covers it or if you can make a payment plan.
OSU is working on partnering with us on food preservation. More to come on that later!
Treasurer Report (s) - Alicia read the following fiscal data. Elaine moved that we approve the treasurer report and Timmy 2nd. All were in favor.
October, November, December & January–
Philomath Gleaners |
| October 2022 |
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REVENUES |
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| Frog Funds | $110.12 |
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| Fundraising | $0.00 |
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| Cans | $105.00 |
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| Roundhouse Grant |
| $1,000.00 |
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| Wenger Funds Grant |
| $500.00 |
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| LBFS Gas Gift Grant |
| $240.00 |
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| Misc. Donations |
| $118.17 |
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| Total Revenues |
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| $2,073.29 |
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EXPENDITURES |
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| Food Share | $406.71 |
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| Town Pump | $100.00 |
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| Gas | $169.52 |
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| OSU Truck Rental | $235.64 |
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| Supplies |
| $65.37 |
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| Groceries |
| $225.00 |
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| Total Expenditures |
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| $1,202.24 |
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Ann Morgan, Treasurer |
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Philomath Gleaners |
| November 2022 |
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REVENUES |
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| Frog Funds | $38.10 | |
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| Siletz Grant |
| $2,000.00 |
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| Cans | $103.50 | |
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| Total Revenues |
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| $2,141.60 | |
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EXPENDITURES |
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| Gas | $169.52 | |
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| Towne Pump | $94.81 | |
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| Supplies | $46.98 | |
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| OSU Truck Rental | $166.14 | |
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| Total Expenditures |
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| $477.45 | |
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Ann Morgan, Treasurer |
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Philomath Gleaners |
| December 2022 |
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REVENUES |
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| Frog Donations | $112.00 | |||||||
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| TOPS donation | $131.10 | |||||||
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| Wengers Grant | $500.00 | |||||||
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| Total Revenues |
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| $743.10 | |||||||
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EXPENDITURES |
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| Food Share | $226.10 | |||||||
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| OSU Motor Pool | $168.44 | |||||||
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| Towne Pump | $73.96 | |||||||
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| Gas | $120.00 | |||||||
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| Supplies |
| $308.82 | ||||||
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| Groceries |
| $375.64 | ||||||
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| Hygiene Items |
| $140.42 | ||||||
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| Total Expenditures |
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| $1,413.38 | |||||||
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Ann Morgan, Treasurer
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Philomath Gleaners |
| January 2023 |
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REVENUES |
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| Frog Donations | $43.45 | |||||||
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| Community Gleaners | $75.00 | |||||||
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| Cans | $238.45 | |||||||
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| LBFS Gas Gift Cards |
| $1,365.00 | ||||||
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| Total Revenues |
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| $1,721.90 | |||||||
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EXPENDITURES |
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| Food Share | $739.82 | |||||||
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| Food Share (non food) |
| $13.44 | ||||||
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| Food from other sources | $157.64 | |||||||
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| OSU Motor Pool | $77.66 | |||||||
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| Supplies | $369.49 | |||||||
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| Total Expenditures |
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| $1,358.05 | |||||||
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Ann Morgan, Treasurer |
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Grant information:
Current Grants:
Siletz grant 22-03 – Grant Completely spent. Ann Morgan to do the final report
Siletz Grant 22-15 ($2000) - Grant Completely spent as of Feb 2023. Ann Morgan to do the final report
Wenger Funds: ($500) Remaining: $500.00
Roundhouse – ($1000), remaining: 656.09
Oddfellows Grant ($500) - Remaining $223.65
Weyerhaeuser (Update- we got $3K of our grant funded). Ann will be writing a grant for the rest to Siletz for forklift.
Grants Pending responses:
Walmart Community Grant – submitted 2/15/2023
OSU Folk Club Grant – Submitted 1/22/23 (Notification come April 30, 2023)
Grants Working on:
Bi-Mart Community Grant – Still working on this one
Non funded grant:
Elaine mentioned that the Folk Club and the OSU store have separated. If they have separate grant opportunities, she will let us know.
December Monthly service report -
NUMBERS
Total number of members-441 (including children) Gleaner Households – 88 Adoptee households – 55 New households - 3 Volunteer hours recorded – 1061 Donated Miles – 3331
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| Total pounds distributed to members: 32,580 Waste (Pallets, trash, Recycle) – 2,820 Donation out – other community groups – 2,166 other gleaning groups - 4,432 Farm / animals – 1.612 |
466 Shops for the Month, average pounds per family was 70# each trip. That is an average value of $ 116.76 per shopping trip at 1.67 per pound value.
**Hours needed by Gleaner Family – Total Hours recorded (1061) / # Gleaner Families (88) = 12 hours.
January NUMBERS
Total number of members- 416 (including children) Gleaner Households – 82 Adoptee households – 53 New households - 1 Volunteer hours recorded – 1083 Donated Miles – 2693
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| Total pounds distributed to members: 32,088 Waste (Pallets, trash, Recycle) – 3,038 Donation out – other community groups – 3,408 other gleaning groups – 11,994 Farm / animals – 2,712 |
470 Shops for the Month, average pounds per family was 68# each trip. That is an average value of $ 114.01 per shopping trip at 1.67 per pound value.
**Hours needed by Gleaner Family – Total Hours recorded (1083) / # Gleaner Families (82) = 13 hours.
Old Business
How do we get more people to volunteer? Elaine asked if people were still supposed to do a cleanup shift per month and 1 target. Patty responded that some people work and we can’t expect it but we can only ask. Patty reminded folks that older children can also volunteer. Patty also reminded folks that people who sign up need to stay for the entire shift. Please do not sign up if you can’t make the full shift. Also, remember that we need a 4 hour notice if you are going to cancel or change your plans so that we can find a replacement to fill in.
Targe this week. We do not have a forklift on Thursday as it is rented out.
We need a Gleaning coordinator. Patty shared about the need for gleaning this year. If anyone is interested in this, please contact Patty. This can be a shared job. And, last year we did about 6-7 gleans. The coordinator is in charge of any tools, weighing people out and documenting the glean
New Business
Applications coming March 1st. Each family must do the full application this year. We need every family to be honest about their family size. We do apply for federal grants and we need to make sure we are up to date and correct on our family sizes.
We need help on Tuesday – Totes Volunteer Needed (About 3pm and only 1 person for 1 hour). Alicia asked how we should do this. She suggested we put it on the weekly volunteer Sign Up Genius so all have equal opportunity to sign up.
Open Questions and Answers -- What's going well, what’s not?
When do we want to start up Dollar Days again? Do we want April or another time. Alicia suggested May. We need to open this up for all members to be able to volunteer to take the lead and/or volunteer with. If anyone is interested in being a lead on this, please let us know
Patty reported on the Inspection in April – we will need volunteers to clean. We will do a sign up again for this day. This is a great time for us to get everything in order. Susan J. comes in and does a yearly inspection. We have never failed this.
Patty reported on Farmers market starts in April. We need someone to pick up this bi-weekly. This job starts about 12:30pm and is usually back by 2pm. We only need 1 person. This person can drive the PCS van or own vehicle. Would be great to take a dolly in your car to easily carry the totes.
Patty reported on the Target Barcoding. Per Susan James there is no special way to mark out the UPC code. All we need to do is a simple line through the UPC. Target will not allow any returns with the line through the UPC.
Timmy requested that if folks see that the temps are not on the sheets while you are there, if you could just do the temps on the coolers/freezers. Alicia fessed up that she is a slacker!
Alicia let Sandy know that she is going to contact GTF. We have not had donations from GTF in 2 weeks. Alicia will contact them.
Patty announced that Sandy H is now a co-program manager for the PCS Garden. We are super happy as the garden is a great partner with gleaners. Our members can put in max of 2 alternative hours per month (Garden, childcare, or bottle returns). The garden is a great place to help and has different hours. April 22 will be the first day of the garden. Sandy will let Alicia know the times so we can add to our volunteering page.
Sandy asked if coming to the garden to pick product would count as a glean. Patty said yes, we could do gleans in our garden!!!! YAHOO
REMINDERS:
Gleaners need to sign up at least once for a cleanup shift
You are allowed to volunteer more than 6 hours per month.
Next monthly member meeting will be April 11, 2023.
Meeting adjourned at 7:50pm
