Example:
Friday, August 30, 2024
Mileage tracking on civic champs
There isn’t a place to tack miles specifically on civic champs for when you volunteer so we will have everyone write them in the “Reflections” page
Shopping Sign up for August 31st and September 2nd
Shopping Sign up for August 31st and September 2nd
NOTE for everyone: we do sometimes have to add slots before the shop time or double up in order to make sure every family has an opportunity to shop.
Saturday - Please text Patty if you need a spot after 9pm Friday
Monday - Please text Alicia if you need a spot after 9pm Sunday
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.
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 150 families and just over 450 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.
Please be patient as we are adjusting to a new system and we are attempting a start time for shopping at 11:30. We will be testing the times to see if this start time works for our program. Our goal is to maintain our cleanup time and be able to serve all of our families.
Thursday, August 29, 2024
Reminder + Help Needed: Friday, Saturday, and Monday Shifts
Two things to share with you:
1. We need helpers on Friday and Saturday Monday. Patty picked up a 7000 lb Target donation ( GO PATTY!) and need your help with distribution.
2. Reminder- Please still sign up via Signup Genius for Friday and Saturday Shifts (8/30 & 8/31)
Sign up here:
Releasing 9/1 to 9/5 on Civic Champs ONLY. Please do not sign up for anything after 9/5 at this time. - Click HERE for Instructions on how to sign up for a shift on Civic Champs
Volunteer opportunities 8/30 & 8/31 on Sign up Genius:
https://www.signupgenius.com/go/70A054EA8A72EA2F58-50981662-volunteering#/
Wednesday, August 28, 2024
Drawing closes on Friday, Aug. 30th @ 2pm
Please sign up by 2pm on Friday, Aug. 30th. You MUST plan on shopping either Aug. 31st (Saturday) or Sept. 2nd (Monday) . We will not tell you if you won or not as that is a lot of emails, etc. If you are not in town or do not plan to be shopping, then do NOT sign up. Any items not picked up by Monday shopping will be put back into the drawing for the next drawing. We do not save items unless we forget your items or we miss it on our end.
If you sign up and skip shopping or don't let us know, you will not be able to enter into the next drawing.
You can enter for ONL Y 3 items. Please tell us your 1st, 2nd, & 3rd choice.
NEW!!! Example:
First Last Name - 1S (Add day of week HERE "M for Monday or "S" for Saturday)
First Last Name - 2M (Add day of week HERE "M for Monday or "S" for Saturday)
First Last Name - 3M (Add day of week HERE "M for Monday or "S" for Saturday)
Adding the day of the week after your name will help us with sorting and "hopefully" save us some time.
Tuesday, August 27, 2024
Volunteer opportunities 8/30 & 8/31 on Sign up Genius & 9/1 forward on CIVIC CHAMPS
Volunteer opportunities 8/30 & 8/31 on Sign up Genius (link at bottom)
Releasing 9/1 to 9/5 on Civic Champs ONLY. Please do not sign up for anything after 9/5 at this time. - Click HERE for Instructions on how to sign up for a shift on Civic Champs
REMINDERS:
1. You can only sign up for 1 shift every 24 hours to allow others the opportunity to sign up.
2. You are limited to 2 check in or out shifts per month.
3. You are not allowed to sign up for check in / out back to back.
4. Garden Hours are part of the "alternative" hours and limit out at 2 hours per month per household.
5. Everyone must sign up to volunteer via the sign up genius/Civic Champs effective 9/1 unless pre-authorized by the Volunteer Coordinator, Anna (541-600-7451 or gleaners.volunteer@philomathcommunityservices.org) OR, Patty on Saturday and Alicia on Monday.
6. Volunteers need to be on time or 5 minutes early. If you can't show up on time, please find another time to volunteer. Other volunteers have a schedule and we count on everyone being on time to keep the day moving.
Volunteer opportunities 8/30 & 8/31
https://www.signupgenius.com/go/70A054EA8A72EA2F58-50981662-volunteering#/
Target Help Needed
PCS Gleaners-
Three volunteers needed Thursday the 29th for Target from 11 AM to 1 PM.
Sign up below:
https://www.signupgenius.com/go/70A054EA8A72EA2F58-50982198-target#/
Special Distribution - Cantaloupe 8/28 ONLY-RSVP required
When: Wednesday 8/28
Time: 10 am to 10:30 am ONLY
Where: PCS Parking Lot or side of building
Please RSVP by 9am on 8/28 so we know who and how many to expect.
Questions can go to Patty
Policy and Procedures - REQUIRED reading and signing of statement
Everyone will be required to read the policy and procedures (link below) and sign a statement saying they have read and understand them. If you have any questions to contact Patty, Timmy, or Alicia.
You can find the Policy and Procedures link at the top right of the blog. Or CLICK HERE to get a direct link.
Signature will happen at the site at the checkin or checkout desk
Monday, August 26, 2024
How to sign up for shifts in Civic Champs starting 9/1 & how to delete a sign up for a shift
First off--there are a number of folks who have not finished the set up of your account on Civic Champs. I have invited the email on file so that the lead family volunteer will sign up. I will be adding family members as needed as we go. I already know some folks who have kids to add on, but some of them don't ever come on site so I won't be adding them until there is a need.
If you need me to resend the invitation for Civic Champs, please let me know ASAP as we will start using the app in 2 days. You can text Alicia @ 541-231-7127.
Hopefully by now you have done the first phase of setting up your account. If not, you can go to the previous blog post: https://philomathcommunitygleaners.blogspot.com/2024/08/step-by-step-instructions-for-your.html
On the App: Open Civic Champs and log in
Step 2: If you are logging alternate hours that are not on the volunteer shift (for instance you are a weekly person, you can log those multiple ways.
1. go to the "my log" and manually enter the hours.
2. Click "Check in" when you get to the site and then check out when you leave.
For folks who are signing up for a "shift" you will click on "Discover at the bottom"
Step 3: Choose "Philomath Community Services" as your volunteer nonprofit.
Step 4: You will see all the available Volunteer slots on this page. You just need to click the ones you want to volunteer for.
Step 5: The next screen should look like this and give event details. You click "Register" at the bottom of the page to register.
Step 6: confirm you registration. You have to click the box and choose the roll. Typically this will be Gleaners - Regular Hours
Step 7: You should get a "Congratulations" page. You should also get an email verification at this time too.
You are done signing up for this shift. You can sign up for another day for the week we have released.
To delete a sign up:
1. Go to your schedule at the bottom of the page
2. choose the volunteer slot you need to cancel and click on it.
3. verify the shift and click "unregister for this event" at the bottom
4, The next thing will confirm you want to cancel or give the option of nevermind.
5. Once it has been cancelled it will fall off your scheduled volunteering and you should get an email confirmation.
Friday, August 23, 2024
Step By Step instructions for your Civic Champs invite!
Today or by Sunday, you will be getting an invite to join Civic Champs - Our new Volunteer portal! This is how you will sign up for volunteer shifts starting on 9/1. Please make sure that you complete this process by Wednesday so you are ready to sign up for shifts starting 9/1.
Directions below for the phone and then scroll down to see what the computer version looks like.
We will only use the sign up genius for shopping sign ups.
--Additional members of your family -- we can add after we do initial setup.
On your Phone
Step One: open your email on your phone:
Step 3:
Step 4: Enter Emergency Contact Info:
Step 5: you are done. Now you can download the App if you want it on your phone.
Step 6: It will automatically redirect you to the PCS website when done:
On the computer:
Step 1: Click sign up on the email
Step 2: Create the account and create your own password.
You will need to say you are over 13 years old (do this even if younger kids)
Step 4: Agree to the Liability Waiver-I can't figure out how to delete this so just agree as you signed this on the membership application.
Step 5: Review Information
Step 6: Your account is created. If you have a smart phone, you can use the QR code and download the app on your phone.
Thursday, August 22, 2024
Urgent: Help needed
Hey PCS Gleaners! We need your help with the 15 open volunteer shifts this week.
Fwd from Patty: Hey everyone once again I am here begging for help. I need a dishwasher and someone to go with Timmy on Saturday as well as checkin and check-out. On Friday we have 2 people signed up, thank you Sunshine and Johanna, you two are amazing
sign up here:
https://www.signupgenius.com/go/70A054EA8A72EA2F58-50807868-volunteer#/
Wednesday, August 21, 2024
Shopping Sign up for August 24th and 26th
Shopping Sign up for August 24th and 26th
Saturday - Please text Patty if you need a spot after 9pm Friday
Monday - Please text Alicia if you need a spot after 9pm Sunday
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.
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 150 families and just over 450 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.
Please be patient as we are adjusting to a new system and we are attempting a start time for shopping at 11:30. We will be testing the times to see if this start time works for our program. Our goal is to maintain our cleanup time and be able to serve all of our families.
Volunteer opportunities 8/23-8/29
REMINDERS:
1. You can only sign up for 1 shift every 24 hours to allow others the opportunity to sign up.
2. You are limited to 2 check in or out shifts per month.
3. You are not allowed to sign up for check in / out back to back.
4. Garden Hours are part of the "alternative" hours and limit out at 2 hours per month per household.
5. Everyone must sign up to volunteer via the sign up genius unless pre-authorized by the Volunteer Coordinator, Anna (541-600-7451 or gleaners.volunteer@philomathcommunityservices.org) OR, Patty on Saturday and Alicia on Monday.
6. Volunteers need to be on time or 5 minutes early. If you can't show up on time, please find another time to volunteer. Other volunteers have a schedule and we count on everyone being on time to keep the day moving.
Volunteer opportunities 8/23-8/29 :
https://www.signupgenius.com/go/70A054EA8A72EA2F58-50807868-volunteer#/
Unload Furniture 2:30-3:30 help wanted for Thursday 8/22
Please sign up if you can help.
https://www.signupgenius.com/go/70A054EA8A72EA2F58-50834805-furniture#/
Monday, August 19, 2024
Target help needed- August 22nd
Gleaners,
Thursday August 22nd we will need two volunteers for our Target donation.The shift is from 10 AM-Noon
Sign up below:
https://www.signupgenius.com/go/70A054EA8A72EA2F58-50808087-target#/
Sunday, August 18, 2024
Meeting Minutes - August 2024
Philomath Community Gleaners
Monthly Meeting Agenda
August 13, 2024 @ 7:00pm ZOOM MEETING ONLY
Welcome at 7:02pm
Attendees: Alicia W, Patty N, Johannah M, Melissa B, Karen C, Ann M, Sharon T, Jen L, Sarah N, Jill N, Norma Bronson, Deidre P, Michele H, Valerie S, Michele R, Linda D, Debbie P, Jody T, Deane B, Liza F, Holly K, Danielle D, Karyn E, Renay S.
Updates from PCS –
Sharon explained the need for the name change to PCS Gleaners. She explained how we all need to be a unified group in order to get more funding and help with grantors. We first had the name suggested of Community Gleaners but that name is already taken. Susan James suggested that we use “PCS Gleaners”. At the meeting all seemed to be in agreement. We did not take a vote.
Sharon shared about the current state of the parking lot. The reservoir hopes to be done by the end of October. This will mean that the City will start working on the water treatment plant and that is when our driveway will be compromised. Hughes has agreed to allow for us to use ½ of their driveway to enter PCS. Sharon will be working hard to make sure we have what we need to still continue all programs. The parking lot is ready down by the garden. If we would like to get garden carts for our program to use (as they can move better on the gravel), she is willing to purchase for us.
Valerie S moved to approve the June Meeting Minutes. Patty 2nd the motion. All were in favor. Mottion passed.
Treasurer Report (s) -
June
REVENUES
Yard Sale $276.00
Donations $100.00
Frog Funds $88.00
Total Revenues $464.00
EXPENDITURES
Food Share $427.32
Supplies $111.86
Gas $410.00
Groceries $920.06
OSU Motor Pool $78.12
Total Expenditures $1,947.36
July
REVENUES
Yard Sale $302.00
Frog $45.32
Total Revenues $347.32
EXPENDITURES
Supplies $187.98
Gas $47.17
OSU Motor Pool $138.30
Food Share $912.97
Groceries $397.31
Total Expenditures $1,683.73
Ann Morgan, Treasurer
Michelle H moved to approve the Treasurer report. Melissa B 2nd the motion. All were in favor. Motion passed.
Grant information: (Alicia read information)
Current Grants:
OSU Folk (24-2) $1100.00 (received 4/1) - Not in the reports above. PCS is the holder of this grant, we got $1100.00 of the $4000.00
Siletz Grant Awarded May 2024 (24-4) - $554.93 Available
Reports to be completed (Grants spent in full)
Siletz Grant 23-15 (Nov 2023) pick up $3000.00
Roundhouse Grant 23-13 (Starts 11/1/23 - 10/31/2024)
Grants Pending responses:
Non funded grant:
June Monthly service report -
NUMBERS
Total number of members- 453 (including children)
Gleaner Households – 88
Adoptee households – 70
New households - 3
Volunteer hours recorded – 1155
Donated Miles – 3983
Total pounds distributed to members: 30235
Waste (Pallets, trash, Recycle) – 315
Donation out –
other community groups – 1104
other gleaning groups - 0
Farm / animals – 1937
552 Shops for the Month, average pounds per family was 55# each trip. That is an average value of $106.26 per shopping trip at $1.93 per pound value.
**Hours needed by Gleaner Family – Total Hours recorded (1155) / # Gleaner Families (70) =16.5 hours.
July NUMBERS –
Total number of members- (including children) 462
Gleaner Households – 90
Adoptee households – 71
New households - 9
Volunteer hours recorded – 1253
Donated Miles – 4842
Total pounds distributed to members: 31890
Waste (Pallets, trash, Recycle) – 71
Donation out –
other community groups – 2917
other gleaning groups – 0
Farm / animals – 1811
466 Shops for the Month, average pounds per family was 68# each trip. That is an average value of $132.76 per shopping trip at 1.93 per pound value.
**Hours needed by Gleaner Family – Total Hours recorded (1253) / # Gleaner Families (71) = 17.64 hours.
Old Business
Children must be able to touch parents – Discussion about the rule of no children at the site. Discussion about if children are allowed, etc. We will look at the policy and how it is written for children to make sure children are allowed and welcome. Children do need to behave and if they become a liability – will be asked to leave. Alicia and Patty will review the policy.
New Business
Alicia read and shared about the Shopping list – please be aware that things can change. We had a complaint because I put someone in line before someone to make sure every family has a shopping opportunity. The person in charge has the authority to make changes to best fit the program and the member needs.
Alicia requested that everyone -- Please be patient when in line waiting.
Alicia reminded everyone that the “Person in Charge” for the day is who you need to listen to. This could be also the person in charge for cleanup. The person in charge for the day is the one that has to answer to Patty.
Monday cleanup – goal is to be done by 5:30 to 6pm. Patty says Saturday tries to be done by 5pm. Reminder to everyone that sometimes Patty or Timmy start their day at 7:30am so they do like to get home. Patty also has an hour of deliveries after her day at the site is done.
At the end of Monday, we do take items from the cooler and put them in the freezer if they will freeze well (Lunchmeat, chicken, etc). This will change though starting in September as we will be sharing with a group of members at a Benton Plaza. Benton Plaza members will pickup weekly on Wednesdays.
Cardboard boxes – Make sure to break down. Need advise on what to save or toss. We will save the shorter boxes that we get in. We can dispose of the weak boxes.
Boxes for distribution – no longer use the clear totes. We are trying to use the cardboard boxes to save money on water and all the dishes. We will continue to use plastic totes for the farm as GTF and other fams don’t want cardboard and cross contamination.
Sharon did talk to Susan J. and other groups use 100% cardboard so it is possible.
There was discussion that it was harder to set up for distribution without the clear totes. Jen and Michelle both said they are willing to continue to try to do it without the totes and hopefully it will get easier as time goes on.
PCS Event – September 15. Do we want to have a table for selling items? PCS offered that we can host a table for no charge. Families can sign up to bring items for up to 2 hours of volunteer time to donate your craft. Opportunity to also sit at the table at the event. Liza said the board still needs to approve the day and costs. Alicia moved that in the case that the board has the event, that we move forward with having a table at the event. Motion was 2nd and all were in favor.
Patty said that we were able to clean out some of the older yard sale items and donate it to the Marys River Grange Sale. We donated 2 pallets of stuff to them last week
Patty announced that Alicia has given her notice that she will no longer be active or taken on the secretary position aftger 12/31. We need to consider who would be willing to take on this volunteer job.
We discussed the next few months and how any of our distributions might be affected.
Discussion of end of year
Thanksgiving – No Changes needed
Christmas Eve – Likely pickup for LBFS
Christmas Day – Wednesday (Do we have store pickups)? No pickups this day
New Years Day – Wednesday – regular pickups
2.1 Nominations for Coordinator, Co-Coordinator, Secretary, and Treasurer
will be open starting at the October 8th monthly meeting and will continue to 7 days prior to the November meeting. No nominations will be accepted after the 7 days prior to November voting meeting. We will have nominations on google forms as well as a paper nomination at the site. NOTE: LBFS says this nomination period must be 30 days so we will have it open until November 8th.
9.2.2 Any nominee may have the opportunity to decline nomination for the seat(s) to which he/she has been nominated before the election starts. The Secretary will reach out to the nominees between November 9th and December 1st.
9.2.3 Any member may make a nomination. One of our gleaner board members will contact the nominees to confirm acceptance of the nomination.
9.2.4. Any member in good standing may be nominated. There will be no campaigning allowed prior to an election.
We will post the voting online as well as have it in person for positions. Voting should start as soon as we can get responses from nominees. For purposes of scheduling, let’s plan around 11/15 we have the vote up for 2 weeks. Voting can end of November 29th so our new elected members can get training in December to be ready for a Jan 1st start day.
Alicia discussed out new volunteer program. Civic Champ – we will be starting our new Civic Champ program September 1st (Fingers crossed). All volunteers will be sent a link to join the Civic Champ program. You will register with your cell or email and then you can sign up to volunteer on the app. So far, this is set up for the same shifts that we have on the sign up genius. Members who do store pickups, weekly shifts, etc are NOT on the form but will be able to sign in and out via cell phone app or at a kiosk at the site.
Reminder -- Every position must be signed up for unless you are part of a designated crew.
We need a new KFC pickup team – Team could train the last Thursday of the month (Aug 29th). Always the 3rd and 5th Thursdays of the month
Monthly Hours Requirement – Rules will be enforced. I am tired of begging for help. We need a solution. Danielle asked if maybe the reason we are getting less help is from when we limited the number of signups per day. That was a lightbulb. We had discussion and Patty and Alicia will re-write the policy to allow for signing up for mulitple shifts when the list comes out.
This also brought up the talk on kids. We previously had a rule on kids and getting volunteer hours. We will look at the policy and re-post. Kids are allowed hours if they are actually helping. Kids who are not helping won’t be allowed hours.
Reminder: ONLY MEMBERS can shop. You cannot bring friends or neighbors. Also, Non members can not shop for you or prior members. (we need to add as a policy)
Reminder: You are not allowed to come early and expect to be allowed to shop.
All members will be required to sign a paper that states they have read the policies and procedures and understand that they are responsible for the contents. We have had a lot of members say they didn’t know the rules. You are required to read the policies as a member.
There is no more fuel reimbursements through LBFS. LBFS did not write the grant this year to allow for mileage reimbursement for personal vehicles driven to stores.
Open Questions and Answers -- What's going well, what’s not?
Discuss Gleans and leftover gleans – what to do with it. Do the people who do the glean come back or release their ½ to the program? `
We explained the glean rules again to everyone. Discussion happened on gleans and food that doesn’t get taken is ending up with the pigs and we need a fair way to distribute it. We are not getting a lot of gleans this year. The apples this year are bleak (and after last year an apple break is OK). Alicia moved that we set aside a certain amount of gleaned items for our adoptees (based upon number). The volunteers who are working at the site while the glean is happening (who can not get to the glean because they are volunteering at the gleaners site) will be able to take gleaned items at the end of the volunteer shift. The rest of the gleaned items will be make available for MEMBERS IN GOOD STANDING only. If you have missed volunteer hours in a month and gotten a letter then you are not allowed to take the glean. Motion was 2nd by Norma Bronson. All were in favor.
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.
As we heard earlier from Sharon, this program is the best in Oregon. PCS Gleaners follows the rules set by OFB and LBFS, as well as PCS. If you don’t like the way this program is run, there are 13 other gleaner groups in the area you are welcome to join.
Budget question came up about why we are not allowed any more grants. Patty explained that Sharon has taken the grants on and we are allowed the Siletz Grant. Elaine asked about bake sales and Patty said the bake sales brought in contention as not all members were allowed to bake and sell at the sale. We opted to stop bake sales before Covid hit. We are having the sale at the PCS event and people can bring baked goods to that. For funds, we will continue to have the bottle drop account as our fundraiser.
Johannah asked about the gleans and that the last blueberry glean she didn’t know it was in Lebanon. It made it hard on her with childcare and the length of time to get there and back. Alicia concluded that it was possible we didn’t post on the blog that the glean was in Lebanon and that we need to remember to post the location (at least the city) when offering gleans. Alicia says we will try to be better. Patty said if we don’t put it on there to please reach out to us.
Next monthly member meeting will be October 8, 2024.
Special Distribution - Monday afternoon
We will be hosting a Special Distribution tomorrow at 3:30pm - 4:30pm.
Items for special Dist:
Peaches
Beats
If we have bulk from GTF we will have avail too. Our plan is to be ready at 3:30 but PLEASE be patient if we are not ready - We have to manually transfer peaches and hope to be ready by 3:30.
Questions can be directed to Patty.
Working Freezer - Drawing
Freezer up for a drawing. You MUST be able to pick up on your own and bring your own loaders. You have to have your own vehicle to do this. Pickup is in North Corvallis and we will share the information for pickup when the drawing is done.
Drawing will end on Tuesday at 5pm.
Thursday, August 15, 2024
Shopping Sign up for August 17th and 19th
Saturday - Please text Patty if you need a spot after 9pm Friday
Saturday list - **Please be patient as we are adjusting to a new system and we are attempting a start time for shopping at 11:30. We will be testing the times to see if this start time works for our program. Our goal is to maintain our cleanup time and be able to serve all of our families.**
Monday - Please text Alicia if you need a spot after 9pm Sunday
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.
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 150 families and just over 450 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.
Please be patient as we are adjusting to a new system and we are attempting a start time for shopping at 11:30. We will be testing the times to see if this start time works for our program. Our goal is to maintain our cleanup time and be able to serve all of our families.
Wednesday, August 14, 2024
Volunteer opportunities 8/16-8/22
REMINDERS:
1. You can only sign up for 1 shift every 24 hours to allow others the opportunity to sign up.
2. You are limited to 2 check in or out shifts per month.
3. You are not allowed to sign up for check in / out back to back.
4. Garden Hours are part of the "alternative" hours and limit out at 2 hours per month per household.
5. Everyone must sign up to volunteer via the sign up genius unless pre-authorized by the Volunteer Coordinator, Anna (541-600-7451 or gleaners.volunteer@philomathcommunityservices.org) OR, Patty on Saturday and Alicia on Monday.
6. Volunteers need to be on time or 5 minutes early. If you can't show up on time, please find another time to volunteer. Other volunteers have a schedule and we count on everyone being on time to keep the day moving.
Volunteer opportunities 8/16-8/22 :
https://www.signupgenius.com/go/70A054EA8A72EA2F58-50657833-volunteer#/
Policy 26 revised / Children Policy reminder
Dear Members,
We changed the policy last night at the meeting about volunteer sign up limits. We are hoping this will help with our empty slots we seem to be having and make signing up easier on families with busy schedules.
We also discussed children at the site and it seems like we never changed the policy on the books so children are welcome if they can behave and not be a liability. Please see the policy at the bottom.
Policy 26: Volunteer (Revised)
Policy 26.1 Daily limits for sign ups:
You can sign up for 1 shift per day (per person in HH) at any point in time. Please wait 24 hours in order to sign up for multiple shifts on the same day to allow others an opportunity to sign up.
(Exceptions allowed for the Non Shopping cleanup slots and Garden hours). If you are bringing 2 people who can both be of help, you can sign up the same day..
Prior Policy: (No longer valid)
To be fair for all members, we limit the number of volunteer slots a family can sign up per 24 hour period. You may only sign up for 1 volunteer slot and then wait 24 hours to sign up for another slot per sign up AND you are are only allowed to sign up for 1 slot per day per household (Exceptions allowed for the Non Shopping cleanup slots and Garden hours). If you are bringing 2 people who can both be of help, you can sign up the same day.. For instance, we post the weekly volunteer slots on Wednesday (Typically), you will need to wait to sign up for another slot in the same week after you wait 24 hours. If we do a separate post for another day (say Target or a late notice need for help), then you can sign up as it is a totally separate sign up. This does not count toward staying after a shift to help cleanup. If you volunteer the 2-4 shift and want to help cleanup, that will be allowed.
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1.5.9- Children at the site
Children under 5 years old must be within their parent our guardian's reach at all times. If a child presents as a safety hazard, they will not be able to accompany their parent to a volunteer shift.
Tuesday, August 13, 2024
Drawing closes on Friday, Aug. 16 @ 2pm
Please sign up by 2pm on Friday, Aug.16th. You MUST plan on shopping either Aug. 17th (Saturday) or Aug 19th (Monday) . We will not tell you if you won or not as that is a lot of emails, etc. If you are not in town or do not plan to be shopping, then do NOT sign up. Any items not picked up by Monday shopping will be put back into the drawing for the next drawing. We do not save items unless we forget your items or we miss it on our end.
If you sign up and skip shopping or don't let us know, you will not be able to enter into the next drawing.
You can enter for ONL Y 3 items. Please tell us your 1st, 2nd, & 3rd choice.
NEW!!! Example:
First Last Name - 1S (Add day of week HERE "M for Monday or "S" for Saturday)
First Last Name - 2M (Add day of week HERE "M for Monday or "S" for Saturday)
First Last Name - 3M (Add day of week HERE "M for Monday or "S" for Saturday)
Adding the day of the week after your name will help us with sorting and "hopefully" save us some time.
Philomath Community Gleaners Agenda August 2024
Philomath Community Gleaners
Monthly Meeting Agenda
August 13, 2024 @ 7:00pm ZOOM MEETING ONLY
Welcome – 7:00pm
Updates from PCS –
Sharon - Name Change ?
Parking lot?
June Meeting Minutes – were posted for reading. Need to approve.
Treasurer Report (s) -
June |
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REVENUES
Yard Sale $276.00
Donations $100.00
Frog Funds $88.00
Total Revenues $464.00
EXPENDITURES
Food Share $427.32
Supplies $111.86
Gas $410.00
Groceries $920.06
OSU Motor Pool $78.12
Total Expenditures $1,947.36
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July
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REVENUES
Yard Sale $302.00
Frog $45.32
Total Revenues $347.32
EXPENDITURES
Supplies $187.98
Gas $47.17
OSU Motor Pool $138.30
Food Share $912.97
Groceries $397.31
Total Expenditures $1,683.73
Ann Morgan, Treasurer |
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Grant information:
Current Grants:
OSU Folk (24-2) $1100.00 (received 4/1) - Not in the reports above. PCS is the holder of this grant, we got $1100.00 of the $4000.00
Siletz Grant Awarded May 2024 (24-4) - $554.93 Available
Reports to be completed (Grants spent in full)
Siletz Grant 23-15 (Nov 2023) pick up $3000.00
Roundhouse Grant 23-13 (Starts 11/1/23 - 10/31/2024)
Grants Pending responses:
Non funded grant:
June Monthly service report -
NUMBERS
Total number of members- 453 (including children) Gleaner Households – 88 Adoptee households – 70 New households - 3 Volunteer hours recorded – 1155 Donated Miles – 3983
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| Total pounds distributed to members: 30235 Waste (Pallets, trash, Recycle) – 315 Donation out – other community groups – 1104 other gleaning groups - 0 Farm / animals – 1937 |
552 Shops for the Month, average pounds per family was 55# each trip. That is an average value of $106.26 per shopping trip at $1.93 per pound value.
**Hours needed by Gleaner Family – Total Hours recorded (1155) / # Gleaner Families (70) =16.5 hours.
July NUMBERS –
Total number of members- (including children) 462 Gleaner Households – 90 Adoptee households – 71 New households - 9 Volunteer hours recorded – 1253 Donated Miles – 4842
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| Total pounds distributed to members: 31890 Waste (Pallets, trash, Recycle) – 71 Donation out – other community groups – 2917 other gleaning groups – 0 Farm / animals – 1811 |
466 Shops for the Month, average pounds per family was 68# each trip. That is an average value of $132.76 per shopping trip at 1.93 per pound value.
**Hours needed by Gleaner Family – Total Hours recorded (1253) / # Gleaner Families (71) = 17.64 hours.
Old Business
Children must be able to touch parents
New Business
Shopping list – please be aware that things can change. We had a complaint because I put someone in line before someone to make sure every family has a shopping opportunity. The person in charge has the authority to make changes to best fit the program and the member needs.
Please be patient when in line waiting.
Person in Charge for the day is who you need to listen to
Monday cleanup – goal is to be done by 5:30 to 6pm.
We don’t take items from the fridge at the end of the day and put it in the freezers.
Cardboard boxes – Make sure to break down. Need advise on what to save or toss?
Boxes for distribution – no longer use the clear totes.
PCS Event – September ____. Do we want to have a table for selling items?
Marys River Grange Sale? Patty? We donated 2 pallets of stuff to them last week
Discussion of end of year
Thanksgiving – No Changes needed
Christmas Day – Wednesday (Do we have store pickups)? no
New Years Day – Wednesday – regular pickups
2.1 Nominations for Coordinator, Co-Coordinator, Secretary, and Treasurer
will be open starting at the October 8th monthly meeting and will continue to 7 days prior to the November meeting. No nominations will be accepted after the 7 days prior to November voting meeting. We will have nominations on google forms as well as a paper nomination at the site. NOTE: LBFS says this nomination period must be 30 days so we will have it open until November 8th.
9.2.2 Any nominee may have the opportunity to decline nomination for the seat(s) to which he/she has been nominated before the election starts. The Secretary will reach out to the nominees between November 9th and December 1st.
9.2.3 Any member may make a nomination. One of our gleaner board members will contact the nominees to confirm acceptance of the nomination.
9.2.4. Any member in good standing may be nominated. There will be no campaigning allowed prior to an election.
We will post the voting online as well as have it in person for positions. Voting should start as soon as we can get responses from nominees. For purposes of scheduling, let’s plan around 11/15 we have the vote up for 2 weeks. Voting can end of November 29th so our new elected members can get training in December to be ready for a Jan 1st start day.
Civic Champ – we will be starting our new Civic Champ program September 1st (Fingers crossed). All volunteers will be sent a link to join the Civic Champ program. You will register with your cell or email and then you can sign up to volunteer on the app. So far, this is set up for the same shifts that we have on the sign up genius. Members who do store pickups, weekly shifts, etc are NOT on the form but will be able to sign in and out via cell phone app or at a kiosk at the site.
Every position must be signed up for unless you are part of a designated crew.
We need a new KFC pickup team – Team could train the last Thursday of the month (Aug 29th). Always the 3rd and 5th Thursdays of the month
Monthly Hours Requirement – Rules will be enforced. I am tired of begging for help. We need a solution.
Our group is no longer Philomath Community Gleaners, We are now called PCS Gleaners
Reminder: ONLY MEMBERS can shop. You cannot bring friends or neighbors. Also, Non members can not shop for you or prior members. (we need to add as a policy)
Reminder: You are not allowed to come early and expect to be allowed to shop.
All members will be required to sign a paper that states they have read the policies and procedures and understand that they are responsible for the contents
There is no more fuel reimbursements through LBFS
Open Questions and Answers -- What's going well, what’s not?
Discuss Gleans and leftover gleans – what to do with it. Do the people who do the glean come back or release their ½ to the program?
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 October 8, 2024.