December Monthly Meeting is tomorrow (Tuesday @ 7pm)
Zoom link will be posted between 5 - 7pm tomorrow night.
Below are the minutes we will need to approve from October.
Philomath Community Gleaners
Monthly Meeting Minutes
October 17, 2023 @ 7:00pm via ZOOM ONLY
Welcome-meeting started at 7:01pm
Attendees: Alicia W, Linda O, Dana H, Tim W, Cornwell, Norma Bronson, Shelby K, Brad L, Patty N, Michelle H, Michelle P, Renay S, Holly K, Gabrielle M, Estella B, Debbie P, Jodie B, Ann M, Valerie S, Susan R, Elaine K, Jill N, Sandra G, Tristan S, Nina P, Bethany W, Eddi S, Donna B.
Updates from PCS – Patty said they are still working next door on the water treatment plant. There were some issues with the plant and the foundation so we do not know when things will move forward.
April & June Meeting Minutes – were posted for reading. Norma Bronson moved to Approve. Susan Rice 2nd. All were in favor.
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:
Elaine moved to approve the treasurer report (4 months). Tim Worl seconded. All were in favor. Ann reported that she added up all the yard sale funds and it came to $1820.00
Grant information: Alicia read the following info about grants. She also reported that we did not get the 75K grant we applied for.
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 hygiene only- 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:
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
Oregon Food bank Capital funds – We requested a 75K grant. We will find out Fall 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 through the service reports:
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
We would like for all members to sign up for at least one clean up shift
We discussed Christmas and New years both fall on a Monday
Will we have enough food on Monday or even Tuesday if we don’t do any pickups on Monday (Christmas day)? Conversation happened as to if we should cancel Monday shopping, move it to long day on Saturday, or Tuesday. After discussion, we have opted to do move Monday the 25th to Tuesday the 26th and Saturday will save some of the produce for the 26th. We also will be short produce in general as it will be the middle of winter. GTF will also close for 2 weeks for the holiday.
New year's we will be open. We likely will have extra pickups from LBFS.
HELP NEEDED for the following:
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.
We also have melons being donated. Patty asked Norma to run to the Melon shack and check out the melons to see if we want them.
New Business
New rule : 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.
Reminder: Please stop putting commodity boxes in the cooler. There is nothing that needs to be refrigerated in the boxes so they can stay out.
Reminder: Greens (Micro) need to be tossed on Mondays after distribution. They won’t make it till Saturday.
Reminder: Handles toward the door in the freezer and fridge, too hard to get out and not put in the way? If you keep the handle so you can PULL the rolly carts out of the freezer instead of having to crawl behind and push.
Reminder: 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.
Discussion on if we should host a table at a Craft Sale this holiday season. The Frolic craft sale was also brought up. Learning2live was the other venue. There are pros and cons to each and both were discussed. Size, price, etc. We ended the discussion with putting this up for a vote for online voting.
Patty and Alicia have found another option for a fundraiser. 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. Everyone was interested in us pursuing this fundraiser. No vote needed at this time. Patty, Alicia, and Sharon plan to attend a meeting next week.
Discussion on 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. We discussed in person only voting, online voting, and the option below:
We will also print off ballots for anyone that wants to do them by hand and for our homebound adoptees. We will open the nominations on Oct 18th and close it by Nov 20th. Vote to happen online (and with Ballots) to end on Nov 27th. New jobs to start training on Dec 1st for new roles in full on Jan 2, 2024!
This plan was moved by Norma Bronson and 2nd by Eddi S. All were in favor.
The question was asked if all board members were willing to stay on and continue. At this time, we know Jessica O (Co-Coordinator) is stepping down as she now has a full time teaching job.
The board members were thanked for all their hard work to keep this program running so smoothly. It was also said that this is a team effort by the board as well as many many leaders and members who make this what we are today!
Open Questions and Answers -- What's going well, what’s not?
Patty wanted to thank each and every person for attending the meeting.
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.
