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.
