Philomath Community Gleaners
Monthly Meeting Agenda
October 8, 2024 @ 7:00pm ZOOM MEETING ONLY
Welcome – 7:00pm
Updates from PCS –
August Meeting Minutes – were posted for reading. Need to approve.
Treasurer Report (s) -
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Grant information:
Current Grants:
NONE
Reports to be completed (Grants spent in full)
Siletz Grant 23-15 (Nov 2023)
Siletz Grant Awarded May 2024 (24-4)
Grants Pending responses:
Non funded grant:
August Monthly service report -
NUMBERS
Total number of members- 457 (including children) Gleaner Households – 84 Adoptee households – 79 New households - 9 Volunteer hours recorded – 1274 Donated Miles – 4323
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| Total pounds distributed to members: 38,899 Waste (Pallets, trash, Recycle) – 94 Donation out – other community groups – 2801 other gleaning groups - 325 Farm / animals – 5337 |
527 Shops for the Month, average pounds per family was 74# each trip. That is an average value of $143.20 per shopping trip at $1.93 per pound value.
**Hours needed by Gleaner Family – Total Hours recorded (1274) / # Gleaner Families (84) =15 hours.
September NUMBERS –
Total number of members- (including children) 487 Gleaner Households – 83 Adoptee households – 103 New households - 23 Volunteer hours recorded – 920 Donated Miles – 1466
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| Total pounds distributed to members: 36,492 Waste (Pallets, trash, Recycle) – 68 Donation out – other community groups – 2161 other gleaning groups – 110 Farm / animals – 2432 |
574 Shops for the Month, average pounds per family was 64# each trip. That is an average value of $123.34 per shopping trip at 1.93 per pound value.
**Hours needed by Gleaner Family – Total Hours recorded (920) / # Gleaner Families (83) = 11 hours. Please note I think some hours may not have been accounted for with new program issues.
Old Business
Children must be able to touch parents
Discussion of end of year
Thanksgiving – No Changes needed
Christmas Eve – Likely pickup for LBFS
Christmas Day – Closed
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.
New Business
Adoptees and membership
Voice opinion – Susan James about pre-shopping and our change. Or you can call the IRS.
Monday Driver needed for take over 10/21
No “Key” Volunteers in the program
Shopping sign ups-suggestions to make it better
Shopping runs – do we give up runs if we don’t have enough people to do the runs?
Every position must be signed up for unless you are part of a designated crew.
Open Questions and Answers -- What's going well, what’s not?
REMINDERS:
Gleaners need to sign up at least once for a cleanup shift.
You are allowed to volunteer more than 8 hours per month.
Next monthly member meeting will be December 10, 2024.
