Philomath Community Gleaners
Monthly Meeting Agenda
October 17, 2023 @ 7:00pm via ZOOM ONLY
Welcome – 7:00pm
Updates from PCS –
April & June Meeting Minutes – were posted for reading. Need to approve.
Treasurer Report (s) -
June and July –
There was a question about the pallet stacker and yard sale so we did not approve the treasurer report in August. Below is the revised report which then sorted out the yard sale amount separately.
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August and September reports:
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Grant information:
Current Grants:
Siletz Grant 23-04 ($3000). 10/14/2023 ($980.66 avail)
OSU Thrift Shop Grant 23-14– Patty requested $1,000 for food. We got this grant and funds avail now.
Roundhouse Grant 23-13 (Starts 11/1/23 - 10/31/2024) $2500 for food and hygiene.
Oddfellows Grant - $800 for _______ - Just received this on Oct 14th so not in the budget above.
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 – waiting for the link from Weyerhaeuser
Grants Pending responses:
Oregon Food bank Capital funds – We requested a 75K grant. We will find out Fall 2023.
Siletz Grant due: 9/1/2023 - We should hear by November 1st on this one.
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:
Oddfellows Grant ($650) - Complete!
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
August Monthly service report -
NUMBERS
Total number of members-490 (including children) Gleaner Households – 108 Adoptee households – 56 New households - 5 Volunteer hours recorded – 1615 Donated Miles – 4207
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| Total pounds distributed to members: 37,004 Waste (Pallets, trash, Recycle) – 2370 Donation out – other community groups – 3331 other gleaning groups - 2321 Farm / animals – 5555 |
598 Shops for the Month, average pounds per family was 62# each trip. That is an average value of $103.34 per shopping trip at 1.67 per pound value.
**Hours needed by Gleaner Family – Total Hours recorded (1615) / # Gleaner Families (108) = 15 hours.
September NUMBERS
Total number of members- 514 (including children) Gleaner Households – 116 Adoptee households – 59 New households - 16 Volunteer hours recorded – 1453 Donated Miles – 4055
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| Total pounds distributed to members: 46,520 Waste (Pallets, trash, Recycle) – 481 Donation out – other community groups – 1818 other gleaning groups – 801 Farm / animals – 2013 |
697 Shops for the Month, average pounds per family was 67# each trip. That is an average value of $111.46 per shopping trip at 1.67 per pound value.
**Hours needed by Gleaner Family – Total Hours recorded (1453) / # Gleaner Families (116) = 13 hours.
Old Business
Clean up shift requirements?
Christmas and New years both fall on a Monday – What do we want to do for a plan?
Do we close and not hold a distribution for the Monday folks at all? We won’t get any fresh produce that day or store pickups on Monday.
Do we stay open longer on Saturday to allow for Monday shoppers to come?
We acquired a store every other Thursday. Safeway 3rd street (Downtown Corvallis). We could use a volunteer to do this pickup using the PCS Van Most of the time. When the pickup falls on the 3rd Thursday we will have to borrow someone's vehicle to do the pickup as we use the PCS Van for KFC.
Wednesdays (Alternating but has been weekly) - Micro Greens pickup person
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.
Winco Mondays – we need someone to do the pickup from November 20th to December 20th ish. This could be a person who comes in at 9 and then is part of the morning Monday crew and shops with the morning volunteers.
New Business
Bottle return cans – you MUST put your name on the bag you bring back. We have been getting non bottle deposit items and trash. If you give us trash 2 times you will then loose your option of bringing in cans to the program.
Please stop putting commodity boxes in the cooler. There is nothing that needs to be refrigerated in the boxes so they can stay out.
Greens (Micro) need to be tossed on Mondays after distribution. They won’t make it till Saturday.
Handles toward the door in the freezer and fridge, too hard to get out and not put in the way?
If you shop and work, remember to get your stuff out of the cooler before you leave. We had cross contamination of meat in the walk in cooler.
Craft Sale – vote to do it.
Also discuss craft sale volunteer hours and max hours for crafts. We will also need people to sit at the table for the 3 day event here in Philomath. $10 per day to have a table. Do we want all 3 days?
Points for Profit fundraiser – vote to do it. And, is anyone interested in a once a month meeting in Albany for volunteer hours, as well as managing the data entry into the P4P system? I would like to see this be 1 person to start with who can manage the fundraiser. I know it would be at least 2 hours per month just for the meeting with driving and the meeting. Then there will be data entry.
Nominations are now open for Coordinator, Co-Coordinator, Secretary, and Treasurer. We will post this online shortly. No campaigning allowed per LBFS rules. We will open the nominations by 10/18/2023. We are required to have them open for 30 days.
Nominations will close on November 18th.
We will take a few days to find out if those nominated are willing to do the jobs. As soon as that is up, we will vote.
We need to decide tonight if we vote like we have during covid (online with the form), or if we want to hold a special meeting for the voting at the site. This would have to be the December meeting.
New positions start January 1, 2024.
If we hold a special in person meeting, we need to pick a meeting time and date tonight.
Voting could happen online November 22nd – 29th. Then announce on the 30th. Training to start Dec 1st and job to be transferred Jan 1st.
Open Questions and Answers -- What's going well, what’s not?
REMINDERS:
Gleaners need to sign up at least once for a cleanup shift.
You are allowed to volunteer more than 8 hours per month. Adoptees need to wait 24 hours after posting the volunteer sign up to sign up to allow for gleaners to get hours in first.
Next monthly member meeting will be December 12, 2023.
