MINUTES
Neighbors Helping Neighbors
(Food Pantry)
2:30 p.m. March 23, 2009
Open Bible Praise Center
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Present: Virgil Goodin, Randy Richards, Tom Priester, Louise Bolin, Wanda Vonderahe, Jeanne Pascale and Art Schneider.
Not Present: Marsha Goodin, Hazel Stone and Joyce Roach.
Meeting called to order at 2:35 p.m.
Rev. Randy Richards opened the meeting with a prayer.
Jackie Hickam: Jackie would like to be on the board, but will be unable to serve until June. Virgil said her nomination to the board will be tabled until May meeting.
OLD BUSINESS
Minutes from February Board Meeting: Six corrections were noted: 1. Wanda be added to not present; 2 and 3. “Cell phone recharger” changed to “charger” for bold heading and in body copy; 4. Under office construction bold heading “is he” changed to “he is”; 5. Under exterminator change from “concerned” to “concern”; 6. and last line changed from “unto” to “into.”
Tom moved corrected minutes be approved. Jeanne seconded. Passed unanimously.
Treasurer’s Report: Tom reported transferring $3,000 from checking into the savings account to take advantage of the interest. He reported that the pantry had received $4,692 from the City of Boonville from the ˝ cent sales tax. As of March 13 the pantry had $3,474.87 in checking and $15,536.55 in savings. Expenses from 2/19/2009 to 3/13/2009 totaled $71.11 in cash. Because of donated labor, the pantry also received a waiver of $200 for rent.
During the period February 19 to March 20 the food pantry received $1,112 in donations -- including $107 from debits. Tom also distributed a register report from 12/21/2007 to 3/19/2009. During that period the pantry received $23.12 in interest.
Tom also reported that since the food pantry did not receive $25,000 in income during the year it need not file IRS tax forms.
Virgil gave Tom three checks -- $500 from Immanuel Lutheran Church and two checks totaling $30 in memory of Dorothy Hutchinson.
Art moved to accept the treasurer’s report and Wanda seconded. Unanimously passed.
Donated Food in February: Jeanne reported 5,150.84 pounds (valued at $8,704.92 at $1.69 per pound according to the Central Missouri Food Bank) was contributed. Volunteer Hours Donated: Volunteers donated 449.25 hours valued at $7,722.61. 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 February
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Total families assisted 352 Total people served 932
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Thursday distribution 96 families
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Tuesday distribution 138 families
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Saturday distribution 61 families
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Total families on food stamps 160 families
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Total families receiving TANF 17 families
In addition, 14 families with a handicapped member, 35 senior citizen households and eight emergency need families were served.
NHN Food Distribution in March
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Total families assisted 367 Total people served 1083
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Thursday distribution 92 families
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Tuesday distribution 144 families
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Saturday distribution 74 families
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Total families on food stamps 180 families
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Total families receiving TANF 17 families
In addition, 14 families with a handicapped member, 36 senior citizen households and seven emergency need families were served.
Art asked about the downturn in December and January and the increase in February and March. Virgil said part of the reason for the increase is that people do not use the food pantry when first laid off. After a period of being unable to find work, they then find themselves in need of food pantry services.
Recommended Vehicle Insurance: Tom met with Tom Million. Essentially, the question was whether the food pantry should take out secondary liability insurance beyond the insurance carried by volunteers on food pantry business, or to carry full liability insurance for volunteers. As an example Tom mentioned $300,000 for a single accident. It also was suggested by the pantry’s insurer, the Million Agency, that there be verification certificate of insurance.
After considerable discussion, it was requested that Tom contact the Million Agency and invite a representative to discuss the rationale and options. There was some discussion that the certificate would deter volunteers doing NHN business from using their personal vehicles. It was suggested that liability be set at $1 million.
A decision was tabled until the insurance company sends a representative to discuss the options and to answer board members’ question.
Board Liability Insurance: Tom also mentioned that the Million Agency suggested the board carry liability insurance for board actions, including discrimination, hiring and dismissing employees. (of which the pantry has none at this time). The cost would be $904 for $500,000 with a $500 deductible, and $5,000 deductible for employment suits. Cost of $1 million liability would be $1,209.
Tom also noted that this may not be necessary at this time, but long term the board needs to consider liability.
Tom moved that the board table this for now and have Tom Million attend to answer questions. Jeanne seconded. Passed unanimously.
Exterminator: Randy said he met with the exterminator. Spraying will begin in April and be every other month. The spray used will not have an odor. A contract will be forthcoming. Randy said he also will get the name(s) of the chemical(s) used.
Discussion and Vote on Updating NHN By-Laws: The board previously had received the below addition to the minutes on establishing council policies. With no discussion, Tom moved and Jeanne seconded that article 6 be adopted. Passed unanimously. Art will send a complete set of updated by-laws to board members.
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 new members 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.
Local Schools' Food Fundraisers: Randy said March 21 the First Christian Church elementary age children brought a wagon and food cart filled with food.
Update on Raymond Paxton and Mississippi Marathon Fundraising Race: (Was Cancelled) Tom said he forgot about it and had not contacted Mr. Paxton.
Pilot Gas Credit Card Status: Credit card has not been received. When it is, it will be kept in the pantry truck’s log book.
Central Missouri Food Bank (CMFB) Agreement for Attachment to Minutes: Virgil said he had sent a message to the food bank for a copy of the agreement.
Status of Waiver of Rent for Work on Office for BDN: Randy laid additional carpet for the Boonville Daily News and the business has waived the pantry’s rental of the distribution center for March. The $200 payments will begin again in April.
Update on New Free Computer Program Provided by Sedalia Open Door Food Pantry: Virgil said that he still does not have the program. He noted that it would assist at the pantry in record keeping. He said that Open Door has some pantries before us to get the program. He expects that we will receive it in April or May.
Cross-Training and Records of Where Things Are People Contacts. Nothing has been done. Art will send out message to begin a process to put together a booklet so that if something happened to a board member another member could step in and follow-up. It was noted that Tom and Virgil both have keys to the safe deposit box at Citizens Community Bank in Boonville.
NEW BUSINESS
Selection of Volunteer of the Quarter: Board members discussed possible nominees and agreed to Cecil Yeager. Art moved and Tom seconded Cecil be the volunteer of the fist quarter of 2009.
Art asked if pictures had been taken for display with quarter and year at the food pantry. This has not been done. He offered to draw up a certificate that can be displayed at the food pantry and include a list of the recipients.
501c3 Approval: Virgil announced that word had been received that the food pantry has been approved for 501c3 status effective February 8, 2009. Tm has the letter and gave Art a copy for the secretary’s records.
Tom suggested wallet size photos could be placed next to the name(s).
2008 Audit by Executive Committee: Art reported that he and Randy had audited the books (receipts and expenditures) for the period January 1 through November 30, 2008, and that the books were in order. Tom has photocopied all checks and deposit slips.
UPCOMING
Virgil asked what role board members wanted to have for the next Food for a Spell fundraiser. He agreed to send the board members a list of roles so that they would have time to select a role before the next meeting.
Flash Drive: Tom said he would need to purchase a flash drive as a back-up record of the food pantry’s receipts and expenditures. It also could be used for holding data from the Open Door computer record program.
Board adjourned at 3:45 p.m.
Respectfully submitted,
Art
Schneider
NHN Food Pantry Secretary