We need empty egg cartons. If you have any, please bring them!
If you plan to shop on Monday, please sign up by 8am tomorrow morning (Sunday). I will be closing the list and moving folks up to close early if we don't have a full list.
Saturday, December 30, 2023
Thursday, December 28, 2023
Check in / out Proceedures
Check out desk Procedures -
Write as clean as you can so that we can read it. Ideally if you only wrote the total in the boxes that would be great and cleaner!
If a name is NOT on the sheet, you MUST get approval from a person in charge to add them. We have had people bring friends and they have shopped and slipped through the system. So AGAIN, do not just write someone in, they must be approved!
Only write down whole numbers. Round up or round down - either one
Make sure to have members sign the sheet before they leave.
When you hand the job to the next person, please ask if they need instructions.
If you are in charge of the drawing or it is by the desk, please make sure you hand the item to the member and verify and check off that they got the item.
Check IN desk Procedures -
If a name is NOT on the sheet, you MUST get approval from a person in charge to add them or allow them to start shopping. We have had people bring friends and they have shopped and slipped through the system.
When you hand the job to the next person, please ask if they need instructions.
If you are in charge of the drawing or it is by the check in desk, please make sure you hand the item to the member and verify and check off that they got the item.
This job is a social job. It is the duty of the check in person to be welcoming and kind to everyone that comes in. If someone comes in and is not on the list, please call a person in charge. They could be a new member or a donor and we want to treat everyone with kindness and respect.
Your duty is to be at the desk. Please DO NOT re-arrange stock or shop the shelves while you are volunteering. You have a set volunteer time and a set shop time. If there are folks shopping, please be mindful of letting them shop and get through, keep chatting to a minimum. For folks doing a back to back desk job, please contact Patty (Saturday) or Alicia (Monday) to discuss when to shop.
If you missed your shop time, you will need to talk to a person in charge to see if you can fit in AFTER your volunteer time.
Shopping sign up for Dec 30th and January 1st.
READ TODAY : Sign up rule: If your time slot is full, please sign up for a later time slot in the day and add a NOTE that says (time slot full). You can also sign up for cleanup shift if the space is open. If all the slots are full after (and cleanup is full), then you can contact Patty for Saturday or Alicia for Monday to get a slot prior to your name slot. We try hard to keep folks in their last name slot for fairness.
READ TODAY: Failure to follow these directions may result in your name being taken off and you will need to re-schedule. Please keep your personal calendar open for shopping and do not plan events around shopping time if you plan to shop and ask for us to re-schedule you. There are 2 opportunities (days) for you to shop. There are times for many reason Patty and I may ask to move you. Please be mindful we are coordinating over 175 families and just over 520 individuals.
There are also slots for our volunteers to shop mid shopping to make the day smoother and allow for our volunteers to shop the same day. Some of the names will NOT be in the correct space because they are volunteering and pre-scheduled weekly for the slot. If you have suggestions to make this program better, we welcome them.
Please be mindful that you click the proper day below-I made the title link easier (Click the day of the week to get to the sign up). Please be mindful of signing up that you will actually shop. If you shop on Saturday and skip, do not call with notice, etc you will not be allowed to shop on Monday. Our membership is FULL and every shopping spot is important.
Wednesday, December 27, 2023
Meeting Minutes - December 2023
Philomath Community Gleaners
Monthly Meeting Minutes
December 12, 2023 @ 7:00pm via ZOOM ONLY
Members in attendance:
Renay S, Cole W, Norma Bronson, Dana H, Timmy W, Linda O, Patty N, Alicia W, Estella B, Ann M, Kimberly S, Sunny M, Holly K, Michele P, Karen C, Johannah M, Bond N, Jen l, Eddi S, & Elaine K.
We opened the meeting at 7:02
Updates from PCS – Patty discussed the water treatment plant and that changes will be happening that will affect our program. We will lose part of our driveway. PCS is working to add gravel to the back area by the garden for parking.
The cooler cover hasn’t been completed yet (although paid in full by PCS). We are waiting for sides to be put on to keep the rain out.
October Meeting Minutes – were posted for reading. Need to approve. Estella B moved and Timmy W. 2nd to approve the meeting minutes as posted to the blog. All were in Favor.
Treasurer Report (s) -
October and November –
Susan Rice moved to approve the treasurer report and Estella B 2nd the motion. All were in favor.
Grant information: Alicia read the following and added the $3K grant from Siletz to the list.
Current Grants:
Siletz Grant 23-04 ($3000). 12/11/2023 ($4.07 avail)
OSU Thrift Shop Grant 23-14– Patty requested $1,000 for food. We got this grant and funds avail now. 12/11 313.17 avail
Roundhouse Grant 23-13 (Starts 11/1/23 - 10/31/2024) $2500 for food and hygiene. Still have $2500.00
Oddfellows Grant - $800 for hygiene only- Just received this on Oct 14th so not in the budget above. 283.79 avail 12/11
Siletz Grant (Nov 2023) pick up $3000.00
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
Alicia read the following Monthly Service reports:
October Monthly service report -
NUMBERS
Total number of members-521 (including children) Gleaner Households – 114 Adoptee households – 64 New households - 8 Volunteer hours recorded – 1558 Donated Miles – 3692
|
| Total pounds distributed to members: 37,739 Waste (Pallets, trash, Recycle) – 1207 Donation out – other community groups – 1719 other gleaning groups - 3165 Farm / animals – 2718 |
5652Shops for the Month, average pounds per family was 56# each trip. That is an average value of $94.10 per shopping trip at 1.67 per pound value.
**Hours needed by Gleaner Family – Total Hours recorded (1558) / # Gleaner Families (114) = 14 hours.
November NUMBERS
Total number of members- 525 (including children) Gleaner Households – 113 Adoptee households – 65 New households - 4 Volunteer hours recorded – 1372 Donated Miles – 3325
|
| Total pounds distributed to members: 41204 Waste (Pallets, trash, Recycle) – 2221 Donation out – other community groups – 1957 other gleaning groups – 4744 Farm / animals – 1910 |
555 Shops for the Month, average pounds per family was 74# each trip. That is an average value of $123.98 per shopping trip at 1.67 per pound value.
**Hours needed by Gleaner Family – Total Hours recorded (1372) / # Gleaner Families (113) = 12 hours.
Old Business
Alicia announced that Points for Profit has been moved over to PCS. PCS has decided that they would like to be the ones that run this fundraiser. Sharon will move forward with this.
Christmas DAY we will be closed and have no pickups that day. We will be open on Tuesday the 26th. We will not have store pickups but will have what we have.
Please remember when you put roller carts in the freezer to have it push in so it can easily be pulled out.
New Business
Your new board is
Patty Nobles – Coordinator
Timmy Worl – Co-Coordinator
Alicia Warren – Secretary
Ann Morgan – Treasurer
Last month we had a lot of people asking to make up hours the last week of the month. It shouldn't’ be the responsibilty of anyone else to make sure you get your hours in. Do not call and expect the board to come up with jobs for someone.
If you get a letter for missing hours, we are not going to “find” your hours to volunteer. You need to be responsible for finding a way to get in hours. We offer for cleanup help weekly!
Patty announced: New year, New volunteer opportunities. 1. All volunteers will be required to watch the civil rights training. If you can’t do this at home, please let us know and we will find a way for you to sit at gleaners and watch it. We will also have opportunities for reading the policy, getting your servesafe, etc.
Serve Safe test – we would like for as many as our members to take this test and have the certificate.
Policy and Procedures can be reviewed.
Civil rights video will be required for all members prior to volunteering. We all need to be aware of the 27 classes of protected classes.
After some discussion on the civil rights and how to get everyone to do this, we had a motion ont he table:
Estella moved that members MUST watch the Civil Rights video by February 1st or you will lose your drawing privileges until the video is complete. Timmy 2nd this motion. All were in favor.
Shopping sign ups, issues, resolutions, open for discussion
Some folks don’t feel that the signups are fair and that folks are signing up in spots that are not in their name slots. We are aware and want to have folks bring us a solution.
Timmy said he has seen some people double up and end up shopping out of turn. Or they change their name by the week. Patty and Alicia try their best to watch but can’t catch everything.
We discussed if there was a better option that the SignUpGenious. Noone had a solution. Estella B. said that SIG seemed to work for the college and it is a good fit.
Patty – reminder that if you do not show up to shop and bail or are more than 15 minutes late, we will be sending you home.
Timmy – suggested that members need to know what they are volunteering for. Like, what does each job entail. For instance, when you do a store run, you need to be able to lift 40#. Or, if you are doing dishes, you may need to be able to bend over for a long period of time, etc. Cole offered to work up a spreadsheet for this.
Johannah brought up that it is often really hard to get a spot in on Mondays in the “M” spot. Alicia said she knows it is tight and does her best but we always seem to get everyone in. No one had a solution. And, Alicia explained that some folks might have a different last name but they shop with someone in that name slot so the together person can help them or give them a ride. Most members wouldn’t know as Alicia and Patty know. Alicia will try to mark it on there better. Also, some slots are for the volunteers who need to have a slot to shop before or after their shifts. Those slots will not be in name order. SIG is set up to have an even number of slots after the Volunteers.
Bond shared how thankful she is that we have worked so hard to get where we are and all the work to make this program work smoothly.
Alicia has one option that we could try. WE currently do 180 minutes at 6 minutes per slot-giving us 30 total slots. If we changed that to 180 minutes at 5 minutes per slot – we would have 36 slots. Alicia will do this for the coming Monday and see how it works. Feedback would be helpful.
Open Questions and Answers -- What's going well, what’s not?
Elaine brought up Grants at PCS. There are a few grants PCS is working on. Alicia mentioned that those are PCS meeting items and not gleaner related. We do know that PCS has a grant for racks and a computer for our program but we will wait for that to come through.
Patty ended the meeting with a Thank you to our members for being so amazing!
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. If you have your 8 hours in – please allow 24 hours before you sign up.
Next monthly member meeting will be February 20, 2024.
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