Philomath Community Gleaners
Monthly Meeting Minutes
August 8, 2023 @ 7:00pm via ZOOM ONLY
Attendess included: Dana H., Michelle H., Eddi S., Jennie W, Linda O, Norma Bronson, Jill N., James B., Michelle R., Karen C., Elaine K., Ann M., Bond N., Sandy H., Jodi B., Valerie S., Cole W., Susan R., Patty N., Holly K., Kimberly S., Amy I., Kristi K., and Miranda J.
Patty opened the meeting at 7:04pm
Updates from PCS – The PCS Board is on the hunt for a new ED.
April & June Meeting Minutes were moved to be approved by Elaine K and 2nd by Sandy H. All were in favor of approving the minutes.
Treasurer Report (s) -
We discussed the purchase of the pallet stacker and that we were able to keep the pallet stacker. We discussed the cost of the LBFS bill and how in June our bill was 312. 21 and in July it was just 77.43. We are seeing a large decrease in the availability of purchasing food through LBFS.
June and July –
We had questions on the treasurer report and how much was actually for the yard sale vs. Donations. Alicia will get that info to Ann and we will post and bring back in October.
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Grant information:
Current Grants:
Siletz Grant 23-04 ($3000). 08/01/2023 ($2828.84 avail)
Beans for Bags has been submitted. - Ann
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
Weyerhaeuser (Update- we got $3K of our grant funded). - Pallet Stacker purchased. ALICIA TO DO
FINAL REPORT
Oddfellows Grant ($500) - Complete! ALICIA TO DO FINAL REPORT
Grants Pending responses:
Oregon Food bank Capital funds – We requested a 75K grant. We will find out Fall 2023.
OSU Thrift Shop Grant – Patty requested $1,000 for food.
Grants Working on:
Siletz Grant due: 9/1/2023 - Ann M – can we have you write this one?
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.
OSU Folk Club Grant – Awarded this grant. We asked for $1,000 and they gave us $2,000. Remaining: Complete. FINAL report was submitted 8/4/23
June Monthly service report - report was read
NUMBERS
Total number of members-505(including children) Gleaner Households – 109 Adoptee households – 65 New households - 13 Volunteer hours recorded – 1168 Donated Miles – 3271
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| Total pounds distributed to members: 34,678 Waste (Pallets, trash, Recycle) – 144 Donation out – other community groups – 1451 other gleaning groups - 2518 Farm / animals – 887 |
493 Shops for the Month, average pounds per family was 70# each trip. That is an average value of $117.47 per shopping trip at 1.67 per pound value.
**Hours needed by Gleaner Family – Total Hours recorded (1168) / # Gleaner Families (109) = 10 hours.
July NUMBERS - report was read
Total number of members- 521 (including children) Gleaner Households – 110 Adoptee households – 65 New households - 7 Volunteer hours recorded – 1482 Donated Miles – 3885
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| Total pounds distributed to members: 39,455 Waste (Pallets, trash, Recycle) – 1497 Donation out – other community groups – 2767 other gleaning groups – 3751 Farm / animals – 1381 |
685 Shops for the Month, average pounds per family was 58# each trip. That is an average value of $96.19 per shopping trip at 1.67 per pound value.
**Hours needed by Gleaner Family – Total Hours recorded (1482) / # Gleaner Families (110) = 13 hours.
Old Business
Patty asked that everyone come and help with at least 1 clean up shift per month.
Volunteer Driver Waiver and Release of Liability-if you are driving (also applies to gleans) you must fill this form out. Patty let everyone know that if they are going to go on a glean and drive, they must fill out the driver release of liability in order to attend.
Do we want to pick up Philomath Farmers Market again? Discussion that this is a 1 person job on a Sunday afternoon. It is about 4 totes. Cole W offered to do this weekly.
Benton Co Fair Recap-We were a total success with Benton County Fair. Are we interested in other events that are hosted at the fairgrounds. Patty said this could be good money makers.
Blueberry Gleans – 1,024 total Pounds so far gleaned of blueberries. We will continue to glean throughout the summer. We hope to have a fig glean soon as well as an apple glean soon.
New Business
We acquired a store every other Thursday. Safeway. We could use a volunteer to do this pickup using the PCS Van. Our first pickup helper needed will be the 17. Please contact Patty to help.
We need a helper for Wednesday (Alternating) - Mircro Greens pickup person needed for a 1pm pickup. This person can take the van.
Gleans – Friends produce, etc. Ryan (LBFS) really wants tus to find more gleans this year. If you have friends with farms, please connect us so we can pick.
We are currently at 8 hours per change effective 8/1. This is due to sometimes people don’t sign up to help. We are in the busy busy season and we need help to get gleans done and pickups with our increased pickups of food.
Reminder that we need a 4 hour notice if you are going to cancel your volunteer slot so we can get a replacement for the volunteer slot. If you do not give a 4 hour notice, you will be given a warning. Please CALL Patty if you can’t make a shift.
We could use a substitute driver for Wednesdays – We have a sub now, if anyone else would like to be part of the pickup crew or backup, please contact Patty.
Discussion regarding Christmas and New years that the holiday falls on a Monday – What do we want to do for a plan? Patty says we will close for Christmas day and we (as a group) will decide if what we would like to do for shopping that week. As for New Years, we typically do store pickups just like normal. In fact, we often will have extra pickups as it is a holiday and LBFS drivers will be on Holiday.
Crazy Days (Yard Sale) has been doing fantastic this year. Linda and a great team of volunteers have done an excellent job. Reminder that we can not take broken or dirty items. Please bring clean and working items. Some rules for all to follow:
Sale will happen and all are invited both days
No presales-
Sale is not open before we start – usually 10:30am on the Saturday of the sale.
Our Fridge and Freezers: Cooler is now working. It froze up and the guy working on it thinks there is a leak. We moved food as needed. The freezer is now working but they say it is a bandaid. Thankful for Chelle who works hard to coordinate the repair folks. The cooler is also making a sound and we will let the board know. We all need to be mindful of how long the freezer and cooler doors are open.
Mushrooms-We lost a bunch of mushrooms in the transportation of them from the donor to the site. They fell over in the van.
Open Questions and Answers -- What's going well, what’s not?
Policy updates: Cell Phone policy update was posted to the blog and also the adoptees must wait 24 hours to sign up to volunteer to allow for gleaners who need hours to get signed up.
Patty reminded folks that failure to do volunteer hours will result:
Warning
Suspension
Termination
We discussed how shopping was going with the 6 minute slots. It is working as long as everyone can be patient and that if you are a slower shopper that you allow others to pass you.
REMINDERS:
Gleaners need to sign up at least once for a cleanup shift.
You are allowed and it is appreciated if you volunteer more than 8 hours per month.
Meeting was adjourned at 7:45pm
Next monthly member meeting will be October 10, 2023.
