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.
