MINUTES

Neighbors Helping Neighbors (Food Pantry)
2:30 p.m. February 23, 2009
Open Bible Praise Center
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CORRECTIONS IN RED PER MARCH BOARD MEETING.

Present: Virgil Goodin, Randy Richards, Tom Priester, Louise Bolin, Marsha Goodin, Jeanne Pascale, and Art Schneider. Potential board member Jackie Hickam also was in attendance. 

Not Present:  Bobbie Bauer, Hazel Stone, Wanda Vonderahe and Joyce Roach. 

Rev. Randy Richards opened the meeting with a prayer.

Old Business

  • Minutes From January Board Meeting
    Louise moved and Randy seconded that the minutes of the January board meeting be approved.
     
  • Treasurer’s Report
    Tom reported that the monthly debit program was up to $107 a month. Virgil gave Tom a check for $300 from Indeeco (more details to follow in the minutes) and $450 additional dollars. this brings the total treasury to $10,626.83. Tom will move some funds into savings.

    Cash Income January -- Not Reported In This Format
    Cash Expenses January -- Not Reported In This Format

    Marsha moved to accept the treasurer’s report. Jeanne seconded. Board approved.
     
  • Donated Food Weight Reported In January
    Jeanne reported January’s food donations totaled 485 pounds valued at $819.65 -- $1.69 per pound according to the Central Missouri Food Bank.
     
  • Total Hours Donated In January
    Jeanne reported 345.5 volunteer hours in January valued at $5,939.15. Independent Sector, a national collaboration of not-for-profits that calculates the value of volunteer time, valued the hourly rate for Missouri in 2007 at $17.19.
    Data is not available for 2008.

    NHN Food distribution in January
                            Total families assisted 358   |   Total people served 1,097
                            Thursday distribution 138 families
                            Tuesday distribution 73 families
                            Saturday distribution 102 families
                            Total families on food stamps 161 families
                            Total families receiving TANF 15 families

    In addition, six families with a handicapped member, 33 senior families and six emergency need families were served.
     
  • Update -- Duplex And Trash Overflow
    Virgil reported that the duplex trash overflow has been cleaned up and the issue resolved.
     
  • Revision Of By-Laws
    Art noted that the January minutes referred to adding to the by-laws a $100,000 liability requirement for people using personal vehicles for food pantry business.

    He noted that the by-laws have been changed three times in the past year and this would be a fourth change. By-laws are structurally designed to be modified infrequently. He suggested that the board accept the following recommendation as an addition to the by-laws rather than create another addition for the liability insurance.

    Rename articles 6 and 7 of the by-laws to 7 and 8 (seven for activities and dissolution and eight for amendment AND CREATE A NEW ARTICLE 6) with perhaps wording such as this:

    Article 6:      Council policies

1.    The board at its pleasure may adopt policies to govern operations of the pantry by board members and volunteers. The council policies may be changed at a regular or special board meeting providing it is on the board agenda. The Secretary shall maintain a list of all board policies and provide board members with updated copies when they are appointed to the board or when a policy is added, deleted or changed.

2.    Policies shall be adopted, modified or added by a simple majority of the board members present.

General consensus to discuss and vote on this by-law amendment at the March meeting.

  • $100,000 Vehicle Liability Insurance
    Tom has talked with the Million Agency and the agency suggested that there be a requirement for personal vehicles that $100,000 in liability insurance be required. The food pantry has liability for more than $100,000 but the first $100,000 is the individual's responsibility.

    Art noted the University requires $50,000 liability for employees using their personal vehicles for University business.

Virgil expressed concern about “forcing” volunteers to pay additional money for $100,000 insurance. Tom rejoined that $100,000 is very commonly carried today and that the cost would only be about $10.

Art suggested that the food pantry pay the difference between the cost of $50,000 and $100,000 liability for those volunteers using personal vehicles for food pantry business.

It was requested that Tom invite Tom Million to our next board meeting to answer the questions of board members. Issue tabled until March meeting.

  • Local Schools’ Food Fundraisers
    Randy said there has been some school interest in a food pantry fundraiser yet this school year. He will follow-up.
     
  • Update On Raymond Paxton and Mississippi Marathon Fundraising Race
    Tom forgot to follow-up with Mr. Paxton and will do so. Art asked when the Mississippi marathon will be held. Board members did not know.

    (Art Googled the Mississippi marathon and found it was scheduled for January 12 but cancelled. No information if it will be rescheduled.)
     
  • Pilot Gas Credit Card Status
    Tom has applied for the credit card. It has not been issued yet.
     
  • Cell Phone Recharger Pallet Status
    Virgil is delighted to let the board know that the two pallets of cell phone rechargers have been returned to the food bank.
     
  • Distribution Center Restroom Cleaning By Boonville Daily News Status
    BDN has cleaned, painted and removed the lockers. The lockers were donated by BDN are being used by the food pantry distribution center. Volunteers can now lock their personal effects while volunteering for the pantry.

     
  • Central Missouri Food Bank CMFB Agreement For Attachment To Minutes This was approved by the board last month, but a copy was not available for the minutes. Virgil said he would make a copy.
     
  • CMFB February 21 Training In Columbia Update
    Virgil attended and said it was “so much fun”. He did learn that the forms used by the food pantry are required by USDA.  He also learned it is possible for people to come to the pantry more than once a month. That would take board action to change for NHN. However, USDA food may only be accessed once a month. Virgil said he also learned that the financial guidelines used are for USDA product only, not for Second Harvest, Central Missouri Food Bank or foods gathered through the food pantry. He also reported that skids must be at least four inches from the center walls to allow for regular pesticide spraying.
     
  • Office Construction For Boonville Daily News
    Randy reported that the office construction for the BDN is completed and is very impressive. BDN is contracting out the door and window.  The agreement between BDN and the food pantry was that for office construction the food pantry receive two months free rental of the distribution center.

    Randy is seeking a written document that the rent has been waived for two months for the pantry.  Tom reported he has not paid January or February’s rent.  He also reported that is he is working to set up a direct bank debit from the food pantry to the BDN for $200 monthly.

New Business

  • Exterminator
    Randy has been in contact with Byron Jones, a local exterminator, on the cost for pesticide spraying.  Mr. Jones said a one-time spraying would be $50.  He also offered to spray the center every other month for $30 per spraying. This would cover the costs of chemicals and his time would be donated. It was suggested that the food pantry secure the name of the pesticide to be used.  Art also suggested that the center be sprayed for the longest periods the center is not used. He noted concerned for those who are pulmonary compromised. Virgil suggested after the third Saturday distribution.

    Randy moved and Tom seconded that the board enter into a contract for bi-monthly spraying of the center.

    This agreement would be entered unto into he board policies.
     
  • Impact Of Saturday Hour Change On Food Distribution
    Virgil said the pantry has been opened longer than the 1:30 to 3:30 Saturday hours because people arrive while volunteers are still present and the needs of customers are paramount.
     
  • New Computer Program
    Virgil said we will be securing a computer program programmed in Microsoft Access by the Sedalia Open Door Food Pantry. He is hoping it will be installed by the end of February. He noted that the initial requirements will be extensive because so much data will need to be gathered the first time. After that, it will be largely maintenance and should save time.
     
  • Potential New Board Member
    Jackie Hickam attended at the request of Art Schneider. He suggested that she consider becoming a board member. Jackie had questions about the time commitment as she has a business. The board noted that members serve in many roles and that working at the distribution center was just one of many needs. Jackie noted she is an active Master Gardener and that the members had a plant a row for the hungry program. She asked if the pantry could accept the food for distribution. She was assured that would be welcome. Jackie will consider formally applying to the board by next month’s meeting.
     
  • Bobbie Bauer Resignation
    Virgil reported that work circumstances had changed for Bobbie Bauer and that she has submitted her resignation immediately. Board members expressed appreciation for her past services.
     
  • Butchering Meat
    Randy asked if the food pantry would pay for the butchering of meat donated to the pantry. Virgil said the Central Missouri Food Bank has such a program and will return the meat to the county in which it was donated.
     
  • Cross-Training
    Randy noted that the board needed to begin a process of cross-training in case a member became incapacitated the food pantry could continue operations without a major glitch.

    Some things that need to be recorded are where various records are kept, who has keys for the center and the safe deposit box, passwords, especially for new records, also having backup files at more than one location.

    Art suggested that electronic files could be sent to a board member or members for downloading.
     
  • Helen Ramsey Memorial
    According to Helen Ramsey’s niece,  Debby Davis, she always gave food from her garden to friends and family, said Jeanne. In the spirit of her giving away food she had grown, the family felt it appropriate to designate Neighbors Helping Neighbors for memorials. The memorial was $530 and an additional $25 were given in her name.  Jeanne has sent thank you notes to the family and the donors.
     
  • Ss. Peter and Paul Social Concerns Commission
    Jeanne reported that the Ss. Peter & Paul Social Concerns Commission is interested in sponsoring a 5K race with sponsor donations going to the food pantry. The commission asked if the board had a preferred time for the event so that it did not conflict with any other pantry-focused fundraising.  Marsha suggested that the commission choose the date that is best for it.
     
  • Dave’s Country Mart
    Tom said that Dave’s Country Mart will donate to the food pantry $10 for every $1,000 in purchases (excluding taxes) at the grocery store.  Art said he would put out a news release to encourage citizens to donate their cash register receipts to the food pantry.

Adjournment

Marsha moved and Louise seconded that the meeting adjourn at 4:24 p.m. 

Next meeting is March 23 at 2:30 p.m. at Open Bible Praise Center. 

Respectfully submitted, 

Art Schneider
Board Secretary     

  
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