MINUTES
NEIGHBORS HELPING NEIGHBORS (NHN) GOOD PANTRY
BOARD MEETING
Open Bible Praise Center
Boonville, MO
1:30 p.m. September 8, 2008
(Click Here For Print Friendly PDF Format)
Present: Virgil Goodin, Randy Richards, Bobbie Bauer, Louise Bolin, Marsha Goodin, and Art Schneider.
Not present: Jeanne Pascale (unexcused), Tom Priester, Wanda Vonderahe, Hazel Stone, Leslie Stock and Joyce Roach.
Virgil called the meeting to order at 1:32 p.m. Randy Richards offered a prayer.
Minutes from the August meeting were reviewed. Several changes were noted:
Meeting type in heading changed from “good pantry” to “food pantry”.
Second paragraph under Treasurer’s report was clarified so the sentence on expense for ”insulation” was changed to “two insulated blankets”.
Logo sign status: At end of paragraph the word “was” was inserted so it read: Expectation that “food pantry” was not to be part of sign logo.
Paragraph five under Logo Sign Status second last line typo changed from “attitudinal” signs to “additional signs”.
NHN Food Distribution section recognizing data as singular and not plural and thus should be: The July data “is” instead of “are”.
Volunteer and Needs Committee report second line changed from typo of “scope” to “slope”.
Under Fundraising Committee a change from “Marsha thought Tim Fairley would be willing to chair” (spelling bee) to “Marsha thought Tim Fairley would share the spelling bee information”.
No further discussion and Randy Richards moved the minutes be accepted as corrected. Marsha seconded. Approved unanimously.
Treasurer’s Report: Tom was not in attendance but sent a three-page report that is attached to the official minutes in the Board Secretary’s book.
To summarize: Tom said he submitted expenses to City of Boonville for $4,019.80. He said the city check (which as approved by the council is just a few dollars less than $4,019.80) will be issued when the concrete work at the distribution building is completed and meets Americans with Disabilities Act standards. This will only require a sack of concrete to be in compliance.
Tom said the pantry has $1,052.27. He said expenses were $9,529.24 and income $6,471.31. The expenses included the truck noted last month. He said all bills are current.
The savings account balance is $436.44.
Tom also provided a list of itemized expenses on NHN letterhead noting costs of liability insurance, gas, grocery items, supplies, fan for the building, P. O. Box rent, trash service, phone service and electricity bill for the NHN distribution center.
Art expressed concern about the report. He noted that there was a report last month and that he was expecting a report that listed the expenses and income for August to be presented. The current report does not note the expenses and income for that period but lumps expenses previous and during the month. It also doesn’t show income for the month of August as a separate item.
Before further discussing the treasurer’s report he moved that the monthly board report list the income by amount and donor source and the expense by amount and to whom paid for the calendar month preceding each board meeting. Bobbie seconded. Passed unanimously.
After further discussion Virgil suggested that the board’s comments were leaning to requiring the treasurer’s report be redone. Marsha concurred and noted that the motion that just passed should serve as the guideline for the August income and expense report.
Bobbie moved that the treasurer’s report be tabled until next month and that the month of August be one report and the month of September be presented as a separate report at the October meeting. Louise seconded. Motion passed.
Virgil did affirm there is $1,052.57 in the checking and $436.44 in the savings.
Board By-Laws: Board reviewed last month’s notice to revise by-laws and provide for monthly board meetings from quarterly. Louise moved and Marsha seconded. One no vote cast. Others approved. Motion passed.
In other by-law discussion: Art noted two proposals to the by-laws in preparation for the 501c3 application. First, he suggested that the Article 1 of the Constitution be revised under "definition" from “The organization is a voluntary group who will help to serve residents of Cooper County and surrounding areas” to “The organization is a charitable not-for-profit corporation to operate a food pantry and provide services to meet the needs of residents of Cooper County and surrounding areas”. He noted that he would prefer to further limit the scope, notwithstanding the intent of the board to expand into other service areas in the future, but this should meet the 501c3 “purpose” clause to be specific.
He also noted that the Conflict of Interest Policy was passed by the board in an earlier session. He suggested that it be a part of the by-laws to inform new board members of the rules guiding the board.
No further discussion. This will be on the October agenda. The by-laws as approved at that time will be submitted with the501c3 application.
Status of Box Truck: It has been operating. The logo has not been added to the truck. It has been licensed and insured. Art said he did not see the license fee in the treasurer’s report.
Virgil reported that the pantry also has established a log so that each trip is recorded, the name of the driver listed and the purpose of the trip noted.
Logo Sign Status: Randy said Copies Etc. will do two logos for $70. He said the heart portion of the logo is too light for Copies Etc. to pick it up on their scanner. Cost from source Pat Hanna had is $90 for two.
Marsha noted past discussion was the heart was to be red. We are missing minutes from some sessions and we do not have documentation to reflect what was approved. Art suggested Pat Hanna is the expert and to go along with his recommendations for colors on the logo.
Randy moved and Marsha seconded that the logo stick figures and lower class letters be black and the heart red. Approved by all with one “no” vote.
Weight Scale: This has been purchased. Virgil reported NHN has begun weighing donations. He does not have total weight of donations for August.
Total Hours Donated: Virgil said Jeanne has agreed to keep records on hours donated.
T-Shirt status: Randy has been awaiting decision on colors and wanted to talk with Pat before ordering. It was suggested that “volunteers of the quarter” receive free t-shirts and that the other t-shorts be sold. It was emphasized that a variety of sizes be ordered.
There was some discussion of t-shirts to be sold at $8 to $10. Board consensus to follow Randy’s suggestion of waiting until the t-shirt was printed to decide upon cost.
Per board action, the stick figures and lettering will be black and heart red. Randy see the T-shirt will be a light blue, small logo in front and large logo on back.
NHN Food Distribution in August:Virgil reported:
-
356 families assisted
-
1,003 total people served
-
Tuesday distribution 152 families and 473 people
-
Thursday distribution 107 families and 353 people
-
Saturday distribution 39 families and 104 people
-
Handicapped families distribution 14 with 24 people
-
Senior families 42 families and 44 people
-
Emergency: 2 families and 5 people
-
Total families on food stamps: 184
-
Total families on TANF: 16
NEW BUSINESS
Volunteer of the Quarter: Board noted there are several deserving individuals who have donated their time to the food pantry. Randy moved and Marsha seconded that Patti Beale be named the September quarter recipient. Unanimously approved.
Direct Deposit: Art reported that Virgil, Tom and Art met with Citizens Community Bank. A draft cover letter and authorization were discussed. Basically NHN would be responsible for entering the direct deposit data onto the bank’s website. At least three days before the money was to be direct deposited into the NHN account the withdrawal information would be sent to the bank. The list would be added to or trimmed each month with additions and deletions.
The three discussed with the bank that the Executive committee officers be authorized to maintain the data. Art volunteered to do this and Virgil agreed to serve as backup. The authorizations would be maintained in a locked file. Under this arrangement the file would be at the Cooper County Extension Center.
The committee is awaiting follow-up from the bank to begin the process.
It is estimated there are about 8,000 households in the county. If 10% would authorize a dollar a month, the pantry would be able to purchase foods not secured through fund drives. Bobbie suggested that many households would be willing to donate more than $1 a month.
Art mentioned he had met with the ministerial alliance and made changes to the form based upon their comments. It was suggested by the board that the sheet also have a procedure for people to withdraw authorization. That will be added.
It also was suggested a line on the authorization for people to provide their church affiliation and their business affiliation so that churches with members donating could be recognized and businesses with employees donating could be recognized. This could be by number of direct deposits or by total value of direct deposits.
Volunteer and Needs Committee: Virgil said he wanted to acknowledge the tremendous amount of work that Louise and Jeanne have contributed in calling the volunteers. He said this has worked very well. “They are doing a wonderful job.”
Fundraising Committee: It was noted that Tim Fairley would help in the effort to hold a spelling bee. It probably would be late October. It also is a time that the postal workers could be contacted during the National Day of Caring to pick up donated foods. Marsha said this can be a significant source for food donations and money. It was suggested that it be held at Dave’s Country Mart as in the past. Virgil noted that if the effort took place on the National Day of Caring, the food pantry would be eligible for a drawing in which $10,000 is awarded.
Randy was asked to work with Virgil and contact Tim and try to work out a plan to activate the spelling bee in October. The Day of Caring is on a Saturday. Virgil noted that Wal-Mart would also need to be contacted as it has a program to provide matching funds. Louise noted that Thrivent affiliated with the Lutheran Church also has a fund that could be accessed through this effort.
Virgil noted that the responsibilities of treasurer are such that it isn’t fair to expect Tom to be both treasurer and Fundraising Committee chair. Further discussion will likely take place at the next board meeting.
He said that the chamber has a list of social and civic organizations and contacts. Art agreed that he would draft a letter and make a mailing to the groups seeking their sponsorship for a food drive or donation.
Art reported he had sent an e-mail to David Barton School suggesting the school challenge each of the classrooms to raise $50 for the food pantry as part of the school’s 50th anniversary celebration.
Legal Forms Committee: Art reported that he believes that he has completed all he can on the 501c3 application. There are a number of documents that are needed to be attached to the application. He will work with Virgil to secure those documents so the application can be submitted after the October board meeting.
Minutes: Virgil suggested that the minutes not be sent to the news media until after they have been approved. Art suggested that the importance is in timelines after the meeting. Louise suggested the minutes just be briefed down and that the news media receive those actions on which the board voted. Randy moved and Louise seconded that minutes not be distributed outside the board until approval at the following board meeting. One no vote and rest in favor. Passed.
Miscellaneous: Art distributed a newspaper article on the Missouri Drug Card, which provides a statewide discount to Missouri residents. He suggested this be made available to those coming to the food pantry.
H also mentioned a Services for Independent Living transportation program that would enable out county residents to come to the food pantry. It comes once a month.
Virgil is familiar with the program and said that through it several units of food were distributed to county residents.
Meeting adjourned at 3:20 p.m.