Philomath Community Gleaners
Monthly Meeting Agenda
June 13, 2023 @ 7:00pm via ZOOM ONLY
Attendees: Dana H, Alicia W., Elaine K., Renay S., Shannon K., Patty N., Janel L., Linda O., Susan R., James B., Debbie P., Ann M., Timmy W., Eddi S., Danielle B., Linda D., Whitney L.
Welcome @ 7:00pm
Updates from PCS – Exec Board not present. Patty discussed the current issue with the pallet stacker. That we are unsure how PCS Is handling our funds. In 2019, there was an audit done and we had about 16K in restricted funds. We were told that PCS would let us have our restricted funds unless there were no funds leftover for all of PCS. Alicia keeps track of our funds in a separate system and reconciles with PCS. We have been able to be self sufficient. We got approval for a pallet stacker but every time we went to order, it was sold out or not available. We ende up spending more that we had allocated for with PCS. Currently, this is being held up by PCS to see if they will allow for us to keep the pallet stacker. We may have to take it back.
April Meeting Minutes –We missed approving this so we will have to approve this at the next meeting.
Treasurer Report (s) -
April and May –
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We reviewed the treasurer report for April and May. Patty moved to approve and Elaine 2nd. All were in favor.
- Ann added in that we need to add Siletz to the may report.
Grant information: Alicia read the following to keep all in the loop:
Reports to be completed (Grants spent in full)
Siletz Grant 22-15 ($2000) - Grant Completely spent as of Feb 2023. Ann Morgan to do the final report
Current Grants:
Oddfellows Grant ($500) - Remaining (6/13) $140.13,
Weyerhaeuser (Update- we got $3K of our grant funded). - Pallet Stacker
OSU Folk Club Grant – Awarded this grant. We asked for $1,000 and they gave us $2,000. Remaining: (4/17) we have 1380.18 . 6/1 amount avail is $845.61
Grants Pending responses:
Oregon Food bank Capital funds – Nina and Alicia working on this.
Grants Working on:
Bi-Mart Community Grant – Still working on this one
Non funded grant:
Walmart Community Grant – submitted 2/15/2023
2023 Grants Completed:
Siletz grant 22-03 – Grant Completely spent. Ann Morgan submitted final report May 2023.
Roundhouse – As of April 15, funds have been spent. Alicia to do final report. The report is done, currently waiting for Mark M to review before being submitted.
April Monthly service report -
NUMBERS
Total number of members-451 (including children) Gleaner Households – 93 Adoptee households – 60 New households - 18 Volunteer hours recorded – 1054 Donated Miles – 2937
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| Total pounds distributed to members: 35,790 Waste (Pallets, trash, Recycle) – 427 Donation out – other community groups – 2226 other gleaning groups - 827 Farm / animals – 968 |
548 Shops for the Month, average pounds per family was 65# each trip. That is an average value of $ 109.07 per shopping trip at 1.67 per pound value.
**Hours needed by Gleaner Family – Total Hours recorded (1054) / # Gleaner Families (93) = 11 hours.
May NUMBERS
Total number of members- 484 (including children) Gleaner Households – 105 Adoptee households – 60 New households - 13 Volunteer hours recorded – 1229 Donated Miles – 3156
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| Total pounds distributed to members: 36,140 Waste (Pallets, trash, Recycle) – 0 Donation out – other community groups – 1044 other gleaning groups – 6751 Farm / animals – 1917 |
543 Shops for the Month, average pounds per family was 67# each trip. That is an average value of $ 111.15 per shopping trip at 1.67 per pound value.
**Hours needed by Gleaner Family – Total Hours recorded (1229) / # Gleaner Families (105) = 11 hours.
Old Business
Patty announced that the new volunteer hours will go up to 7 hours per month in July. These hours will likely continue through August and September. Members do get volunteer hour credit for gleans. We are hopeful we will get some gleans soon. Alicia will post this info to the blog.
Clean up shift requirements – just ask everyone to pitch in.
New Business
Volunteer Driver Waiver and Release of Liability from PCS. If anyone plans to do any driving of any sort (with your personal vehicle) - you MUST fill out this form and turn it in prior to driving.
Please be on time for shopping and volunteering. We attempt to plan for volunteering and if we ask you to arrive at a time, please come on time. We don’t always know what we are getting and yes, sometimes it is not as busy but we would rather have the help than not.
We need substitute drivers for Wednesdays. Co-op and Safeway 53rd are easy pickups. This won’t be every week but alternating. A team of 2 would work great. This volunteer job is 9-11 am.
Crazy Days (Yard Sale) Rules. We are not letting people shop the sale until the sale opens. So, again, no pre-shopping.
Selling items – No one is allowed to sell anything that is received from the program. Take only what you will use and return if you are not going to use it. If you are caught stealing, selling, or giving away to non-gleaners – you will be terminated immediately.
OSU Move out – We are getting 6 huge totes on Friday. We are not allowing anyone to shop on the day the items come in. Shopping for OSU items will happen during normal shopping hours. Please plan accordingly. We need 10 helpers and will post to the blog. We will get a forklift to get the totes off the truck.
Rules about Donor Relations – Recently a member offended and was rude to a donor. Donors are our lifeblood of this program. Patty will be writing a policy of expected behavior. Discussion was had and Elaine moved that if you harass or insult a donor, you are automatically terminated. Renay seconded. Motion passed.
Philomath Farmers Market – no real donations yet. It is early in the season, and we have not been getting donations. It was decided we would hold off on Farmers Market until Mid – July and try again.
Mold in the cooler. The outside cooler is ready to use but we are not going to use the cooler until we know for sure that it is food safe for the program. We will have to get a mold test kit and possibly have inspected.
Elaine said some people expect that when they sign up for a slot and it says 1-2, that at 2pm, they just leave. They don’t stay even if there is work still to be done. Patty does her best to plan on timing and lets be thankful for those that do show up and help.
Danielle B. - didn’t understand why we needed more than 6 hours. Patty explained. We are a growing group. That means more work all around. And we are hopeful for gleans and will need that help as well.
The vision is that we are a community, and we can rely on one another. Some folks are territorial, but we are all one. Let’s work to help one another.
Friendly remeinder: We all have our own ways of doing volunteer jobs (from stacking dishes to loading shelves). Let’s appreciate the help and not tell someone they are doing something wrong just because it isn’t the way you would do it.
Timmy: Donor retention- can we give thank you cards to our donors. Patty does this oten.
Donors: Philomath Rental has been amazing to work with. They have bent over backwards to help our program. Chelle takes them cookies often.
We are seeing an increase in produce. We have a very large group.
Member saw something and reported it in the meeting. Report was taken and Alicia and Patty will look into it.
Elaine reported she thought a member was drinking while volunteering. We are aware of this person and need to be notified if this happens right away so we can do something.
Please remember to wear close-toed shoes. If you come in Flip Flops, you will be sent home.
REMINDERS:
Gleaners need to sign up at least once for a cleanup shift.
You are allowed to volunteer more than 6 hours per month.
Meeting adjourned around 8:20pm
Next monthly member meeting will be August 8, 2023.
