MINUTES
NEIGHBORS HELPING NEIGHBORS (NHN) FOOD PANTRY
BOARD MEETING
Open Bible Praise Center
Boonville, MO
1 p.m. August 4, 2008
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Present: Virgil Goodin, Leslie Stock, Randy Richards, Tom Priester, Louise Bolin, Wanda Vonderahe, Hazel Stone, Marsha Goodin, and Art Schneider.
Not Present: Bobbie Bauer, Jeanne Pascale, and Joyce Roach.
Virgil Goodin, board president, presided.
Minutes from June meeting: Approved as distributed.
Treasurer’s Report: July 5 balance was $4446.12. During the month NHN received income of $6255.31, including the transfer of $4500 from savings. This leaves $436.27 in savings. Donations were received from Christian Church, Ss. Peter & Paul, and Boonslick Ministerial Alliance Emergency Food and Shelter Grant.
Expenses were $7586.65. Included in costs was the purchase of a box truck, fencing costs for safety at the NHN distribution center, two insulated blankets, gas, truck accessories.
Balance is $3114.78.
Randy moved the report be accepted. Wanda seconded. Passed unanimously.
OLD BUSINESS:
By-laws change: By-laws require 30 days notice. As 30 days notice was not provided at the June 30 meeting, the actions on meeting date are null and void.
Tom Priester moved and Wanda seconded that the board by-laws be amended to provide that the board meet the first Monday of each month except those months in which the first Monday is a holiday. If the meeting date is a holiday, the board meeting will be held the second Monday of the month.
Board approved the notice eight to one. Will be voted on at the September meeting.
Member terms: Question was raised about which members have one, which two and which three year terms. Leslie noted it was not in original agenda. Board concurred and tabled until new business and to be added if time remains.
Status of box truck: Tom and Randy reported that the used truck was purchased from Rick Ball Chevrolet. It has not been licensed. Since NHN has received sales tax exemption status from the State of Missouri, it is their understanding that sales tax will not be required to license the truck.
Tom checked into the costs and asked for direction from the board on licensing.
Option One to license the truck locally (50 miles) would cost $28.50 and $63.35 for a weight limit of 30,000 pounds in August and about $150 the calendar year starting in January.
Option Two to license the truck (more than 50 miles) would cost $39.50 and $73.25 for a weight limit 36,000 pounds in August and about $190 the calendar year starting in January.
Leslie raised the issue of possible emergency needs, such as assisting in hurricane relief elsewhere, and being limited in the ability to provide assistance. Randy said he believes there is a provision for a special permit in case of emergencies.
Leslie moved and Randy seconded to accept Option One.
In addition, there will be an $11 charge for title transfer.
Logo Sign Status: Uncertainty about the status of the logo and sign. One question was the color. Marsha recalled the heart being red and the lettering in black. A sample at the meeting said Neighbors Helping Neighbors Food Pantry and the discussion centered on Neighbors Helping Neighbors being the umbrella name for the organization and the food pantry is one of what will eventually be many services. Expectation that “food pantry” was not be a part of the sign.
Art called his office and the manager had a logo from Pat. She looked at the website and said it did not include the words “food pantry.” Leslie and Randy requested a copy of the logo and Art said his office will e-mail a copy to them.
Leslie also raised a concern about conflict of interest if Pat Hanna, who has donated his time for the logo, were to order the magnetic signs as he is married to a board member.
It was discussed using a magnetic sign at the NHN building. To paint the sign on the truck would be prohibitively expensive. Also, there was discussion about the door to the food pantry. The Boonville Daily News would not approve a logo being painted on it.
Randy will check with Pat to see if the sign has been ordered. Meanwhile, Art moved that Randy be authorized to purchase three signs for a maximum of $270 or six signs for a maximum of $450. Hazel seconded the motion. Art suggested that there may be a need for additional signs in the future and that it typically is cheaper to purchase multiple copies at the same time.
Leslie was concerned with the signage costs dwindling the NHN financial assets. She noted there is a difference between needs and wants and that six signs might fall in the category of wants while three may fall in the needs category.
Leslie decided not to amend the motion.
Virgil called for a vote on the original motion. It passed unanimously.
Sales Tax Certificate: Virgil did not bring the sales tax exemption certificate. He will get this to Tom so the license can be purchased without sales tax.
Weight scale: Tom has not purchased. He will do so after the meeting. This is to weigh food donations so a value can be placed as an in-kind donation.
Donated food since June 30: Virgil has no records for this.
Total hours donated since January 1, 2008: Virgil, has records but has not totaled the number or hours of volunteers.
T-shirt status: Randy reported set-up fee is $25. Cost per T-shirt is $5.80 per shirt by the dozen. A Bow K costs are the same as in Columbia and preference to shop in Cooper County. Initial discussion was for three dozen shirts.
Art noted later on the agenda is a list of volunteers who regularly volunteer and that totals 30. Also, the board has a quarterly volunteer recognition and that honoree also receives a T-shirt. Art moved that Randy be authorized to order four dozen T-shorts. Hazel seconded. Unanimously approved.
NHN Food Distribution: Virgil did not bring data for March, April, May or June. The July data is:
342 families assisted for a total population of 901 people. This is a 21.4% increase in the number of families assisted since February 2008.
Families assisted: 342
Total assisted: 901
County of residence:
Cooper 814 individuals
Howard 85 individuals
Boone 2 individuals
Handicapped Families: 14 families (25 people)
Senior Housing distribution: 42 families (43 people)
Emergency Distribution: 2 families (8 individuals)
Number of families receiving food stamps: 172
TANF information not provided.
NEW BUSINESS:
Executive Committee Budget Recommendation: The executive committee met July 21. Board members reviewed a budget for 2008, 2009 and 2010.
Leslie asked why the private donation budget in 2008 was higher than the projected budget for 2009 and 2010 and the faith community income budgets higher in 2009 and 2010. Virgil noted a $5000 individual donation in 2008 that is likely to be a “one-time only donation.”
Questions also were raised about no provisions in 2009 and 2010 for an emergency fund under income. This was an oversight by the Executive Committee. For 2009 and 2010 budgets it will be reviewed and modified.
Tom reported that the income for truck insurance and related costs was requested from the City of Boonville ˝ cent sales tax that earmarks 10% to local organizations.
He noted that he requested $13,200, but that the city limits support to a 50% match--$6600. One of the committee members had been to the food distribution and commented that he was impressed with the layout and distribution efficiency. It will be September before the city council acts on the committee’s recommendations.
Tom told the committee that since NHN has received state sales tax exemption status, the board does not expect to pay a sales tax to license the truck.
The city sales tax committee member also noted how hot it was at the NHN food distribution center and suggested that the board purchase a large fan to improve the comfort of the volunteers and customers at the pantry. Concurrence that this should be done. The Executive Committee had set a cost maximum of $300 for a fan.
Leslie moved the 2008 budget be approved and Wanda seconded. Unanimously approved.
Volunteer and Needs Committee Report: Randy reported the NHN door entry needs a shallow slope. This will be completed by the next board meeting.
Neighbors Helping Neighbors Volunteers’ Draft List: Louise provided a list of continuing volunteers working at the pantry.. The list follows. If additions need to be made, let Louise or Jeanne know.
Bobbile Bauer Hazel Stone Patti Beale Wanda Vonderahe Louise Bolin Suzanne Whitehurse Tina Cauley Linda Wells Frieda Dreyer Cecill Yaeger Betty Duncan Dennis Cauley Connie Gerling Don Dreyer Stefanie Graham Virgil Goodin Marsha Goodin Randy Graham Harriet Jones Skip Jaeger Bennie Leonberger Jerry Newkirk Alberta McMahan Tom Priester Jeanne Pascale Randy Richards Joyce Roach John Roach Marge Scott Don Scott
Fundraising Committee: Tom said the committee has not met, but he noted that a proposal (earlier in the minutes for $6600) has been submitted to the city sales tax committee.
Marsha mentioned “Food for a spell” was a past fundraiser. She said this was popular. It was held at Dave’s Country Mart and patrons could donate food. Businesses sponsor teams competing in the spelling bee that goes to the food pantry.
Mark Stock has worked on this and Leslie Stock said she has the forms. Marsha thought Tim Fairley would share the spelling bee information.
Leslie suggested that the fundraising committee also consider contacting schools and each of the school grades secure sponsors for a county spelling bee. She suggested that the event could be held in an auditorium and would draw a large audience.
The spelling bee was not held last year. Participation had diminished. Marsha suggested that was due to a lack of advertising.
The event usually is held in October. Tom said he needed more information about the event.
Nominating and Recruiting Committee: No report. Art noted there are no minorities on the board and suggested that since the board is authorized with up to 14 members that there be active recruitment. Virgil also noted that meetings had been announced and that there is opportunity for all wishing to be involved to be involved.
Other Issue related to Board Committees: Leslie raised questions about the membership of committees. She suggested that if committees are composed of board members and non-board members that the board members should outnumber non-board members. Tom agreed with that principle. No action was taken.
Board Member Terms: The board took up an earlier suggestion to add a “new business” item on terms for the initial board.
Virgil recommended the following terms for the charter board members:
One year:
Virgil Goodin
Art Schneider
Wanda Vonderahe
Hazel Stone
Two years:
Rev. Randy Richards
Rev. Bobbie Bauer
Jeanne Pascale
Louise Bolin
Three years:
Tom Priester
Marsha Goodin
Leslie Stock
Joyce Roach
Art moved and Leslie seconded that Virgil’s recommendations be accepted. Passed unanimously.
Meeting adjourned at 2:57 p.m.
Respectfully submitted
Art Schneider
Board Secretary
Approved as corrected September 8, 2008