MINUTES
Neighbors
Helping Neighbors (Food Pantry)
2:30 p.m. December 21, 2009
Boonville Daily News Meeting Room
(Click Here For Print Friendly PDF Format)
Present: Tom Priester, Jeanne Pascale, Randy Richards, Louise Bolin, Joyce Roach, Wanda Vonderahe, Robert Stinnett, Marsha Goodin, Virgil Goodin, Art Schneider, and new board member Donald Dreyer.
Not Present: Hazel Stone.
Randy Richards offered the invocation.
Call to Order Virgil called the meeting to order at 2:36 p.m.
Items to add to agenda?
Board member
Virgil introduced Don Dreyer, a long-time volunteer for the food pantry
and a potential board member. Virgil asked Don be approved as a board
member at the start of the meeting so he could vote on items before the
board.
After a brief discussion Randy moved and Joyce seconded that Donald be appointed to the board. Passed unanimously.
Robert also requested that a laser printer be placed on the agenda for use with the food bank data program.
Minutes from November board meeting
Tom moved and Joyce seconded that the minutes be approved as
distributed. Passed unanimously.
Treasurer’s report
Tom reported $1981.83 in checking account, $5538.29 in savings and
$18,608.54 in certificates of deposit. There are five six-month CDs and
three three-month CDs. Interest earned on CDs was $48.34.
It was noted by Jeanne that she accepted an $80 donation from the Monday
Bridge Club and the report wrongly attributed the donation to her. Tom
will correct.
Art moved and Jeanne seconded that the treasurer’s report be accepted.
Passed unanimously.
Donated food weight reported in November
Jeanne reported 7921 pounds of food (including 4515 from Wal-Mart)
had been received during the month. Virgil noted Isle employees are
doing a food drive and that for every 12 cans of food employees donate
they receive a chance toward a paid day off. It is expected that the
employees’ effort will bring in a substantial amount of food.
Total Hours donated in November
Jeanne reported that 370.5 volunteer hours were reported.
NHN Food distribution in October
Virgil reported the following:
Total families assisted_217__ Total people served__490___
Thursday distribution _43___ families
Tuesday distribution ___81___families
Saturday distribution __41__ families
Total families on Supplemental Nutrition Education Program (SNAP)
formerly the food stamp program __129__ families
Total families receiving TANF __12___ families
NHN Food distribution in November
Virgil reported the following:
Total families assisted__276_ Total people served__590___
Thursday distribution __52__ families
Tuesday distribution ___120___families
Saturday distribution __49__ families
Total families on Supplemental Nutrition Education Program (SNAP)
formerly the food stamp program __146__ families
Total families receiving TANF __15___ families
Update on new free computer program provided by Sedalia Open Door
food pantry and data entry
Robert said the data on 80 families has been entered. Art asked Robert
to discuss a program that would print an I.D. card. Robert said he has
been looking at software for this. It would result in a bar code that
would just require the older to pass it under a bar code reader for
registration in the system. He said the cost would be $400 to $500 and
that he is looking for possible donated software or discounted software.
He will continue to pursue this.
Robert also reported that Staples had donated a wireless mouse. Art suggested this would be an appropriate time to bring up the laser printer item added to the agenda. Robert said that he would recommend the pantry purchase a laser printer. He said the toner is much cheaper than the ink cartridges. He also suggested the pantry purchasing a flat screen monitor so that two people could do data entry and expedite customer service. Art moved and Wanda seconded that he be authorized to secure a laser printer and spend up to $100 for a flat screen monitor. Passed unanimously.
Cross-Training and Records of Where Things Are, People Contacts: No progress.
Truck Wiring Update
Randy reported the truck is scheduled for servicing to correct the
wiring problem, to be inspected, and to receive a bid on repairing the
backs doors on December 28.
KOMU-TV 8 Cares for Community
Virgil said she told him the KOMU community segment was heavily booked
during the Thanksgiving to December holidays. He was told that January
is a possibility. The station airs its Community Cares in conjunction
with upcoming events. So if the pantry has an event in January, it may
be possible to receive air time. Art noted that the e-mail for the
person responsible for this would follow the format of last name, first
name initial then Missouri dot edu. He checked and apparently there is
more than one Sarah Hill, so the KOMU-TV e-mail address for her is:
Hillse@Missouri.edu
Walk-in Cooler and/or Freezer—addressed later under Permanent Building
Procedures for distributing food sign-in sheets-- Update on giving clients clipboards with the Food Bank/USDA forms when they first come in and pick up a number and be told to have their Social Security card and I.D. ready
The board had a lengthy discussion on the procedures. Virgil and Marsha said that while new pantry patrons could use the clipboards to fill out the forms, they were concerned that for some patrons it would result in a number of errors or missed data. They said for those who have been there before, the patrons did not need to recomplete the forms, but simply to show an I.D. Wanda noted that several volunteers had complained about having nothing to do and felt unneeded when clients were not shopping for food. The volunteers felt unneeded and threatened not to continue volunteering. Art noted the procedure process information is part of what is needed for the “What If…” booklet. Marsha at this time requested a “What if…” (This was sent by e-mail later the night of the board meeting).
Art questioned why data had to be entered for every person already in the two books of registration forms maintained by the food pantry. He suggested that the food pantry start from the current month or start with the January fiscal and calendar year to enter the data. Robert noted that it might be a month or two before all the bugs are worked out of the software. He noted there are some questions not on the food pantry forms and vice versa, Joyce and Wanda also questioned about entering data from the past. Virgil suggested that a committee look at the process and make recommendations (and because of the timeline, initiate the changes in the new books). Robert would like to have this done by January 4. He will give Virgil a call. Other committee members are Wanda, Marsha, and Tom. This would entail—at least for Robert and Tom—a trip to Sedalia to talk with the food pantry technical people there. Jeanne said she also would ask Linda Askren to help in this.
Rearranging product tables so two carts at a time could go down the
aisle
Virgil said there was insufficient room to allow two carts down an aisle
at the pantry. Tom suggested that four tables be eliminated and the
recently purchased Wal-Mart shelves be used. Virgil did not think
setting this up could take place while food distribution was going on.
He suggested a work day. Discussion to have work day start at 9 a.m.
December 30. Art is to write a news release to seek volunteer helpers.
Tom believes it could all be done in the morning.
Procedures
for handling donation checks on a timely basis
Virgil said he has begun a process of notifying donors to send NHN
checks to the NHN post office box. Any still sent to Harvest House will
be forwarded to the NHN box. Tom said he is checking the P.O. Box twice
a week, which should be more than adequate for depositing checks and
handling bills.
City of Boonville grant proposal
Tom distributed a request for $16,000 in city funds. This was an amount
much larger than originally planned. Purchasing food, maintenance and
equipment were the major category increases. A possibility of purchasing
a building for the pantry, the next topic on the agendas, also
contributed to a higher funding request. It also was mentioned in the
2010 budget agenda item later in the meeting.
Discuss permanent building for the NHN food pantry
Tom distributed a two-page background sheet that he prepared for the
board. The report contained a line drawing schematic outlining the
building’s structure. Essentially the building is a walk-out basement
that once had an upper floor that was removed. The concrete structure
has 5400 square feet. Alliant Bank approached Tom about the possibility
of acquiring the commercial site that is being repossessed. Initial
discussion was $76,000 at 7.5% interest—about $700 a month for 20 years.
He also is discussing a lease to purchase arrangement. He noted the bank
president would be willing to meet with us in February, that he would
like the board to tour the building, that it does not have a truck dock
and either a forklift or land/building modification would be required
for unloading the delivery truck. He has been looking into grants and
initiated contact with an M. U. grant writer as an independent agent for
the pantry. He does not know the fee. It would not need to be rezoned.
He sees the parking lot as having ample parking capacity. He also noted
the building was north off Ashley Road just a half a block from Main
Street—accessible to the Katy Flyer. He further reported there would be
some cosmetic work and possibly insulation work and framing to make it
acceptable.
Asked about utilities, Tom said it has a gas heater, but he was uncertain about air conditioning. Being largely subterranean, cooling should not be an issue.
Tom further noted that he has been in contact about the possibility of federal funds that may lower interest rater to 4% or guarantee the bank loan, making the fixed rate lower.
The treasurer also expressed concern about spending $2000 to $3000 on
re-installing the walk-in refrigerator/cooler at the current site rented
from the Boonville Daily News.
Virgil and several board members affirmed they want to tour the
building. Joyce also suggested that if the conversation becomes more
serious that a building engineer inspect the property. Donald said he
has been in the building and that he believes it would require
considerable work. Tom was asked to set up a tour and inform the bank
there is interest plus gather more information from the grant writer on
the cost of his/her services.
A kitchen would be required in the facility. Don suggested that for
whatever work needs to be done that cost estimates be gathered
beforehand. Art said a Neighborhood Assistance Program grant may be
possible. It allows a tax “credit”—could be as much as 70% in Cooper
County—and with federal write-off not be significant cost for a
business. NAP grants can be used for plumbing, heating, wiring—any of
the trades.
Tom will follow-up ASAP and invite the bank president to a future board
meeting. There is no rush as the current tenant will not vacate until
February.
Commingling of Harvest House and food pantry food storage
Virgil is unaware of any commingling. Harvest House USDA food is
delivered to the pantry because the truck cannot traverse Harvest House
grounds. Harvest House will arrange to have its foodstuffs moved out the
day they arrive at the pantry.
Authorization for purchases (policy on buying food, signs, etc…)
It was noted that the “Food For A Spell” signs were purchased for more
than $300 without board authorization. Virgil apologized, but the board
did not discuss a policy on amounts that could be authorized.
Update on food distribution center changes
December change in hours appears to be going well, according to Virgil.
Under this the board also discussed having many non-food products.
Louise said that the availability of non-food items for free enables
patrons to then use their money for food. Jeanne, Wanda and Art took the
position that NHN is a food pantry and that much of the non-food items
given is junk. While all supported toiletries and other personal items
such as toothpaste, etc.,; car parts and cell phone parts are
irrelevant. Virgil and Randy warned that food bank employees were not as
helpful if the pantry did not accept these non-food items with some
perishables and they believe the pantry acquired a skid of chicken
because it agreed to take non-food items. “caritas” and “weight items”
were terms used to describe perceived food bank employee pressure to
take non-food items or nearly spoiled food items.
Art said that is inappropriate for the food bank. He moved and Jeanne seconded to invite the food bank executive director to the next food pantry meeting to air concerns.
Volunteer annual Thank You dinner
Randy noted that a high priority of the food pantry needs to be to
acknowledge the significant contributions of volunteers. Wanda said
“That’s a great idea!” Concurrence from all board members. He offered
Open Bible Church as a site for the appreciation dinner and suggested
January or February. Art was concerned about weather at that time of
year. Joyce moved and Tom seconded the board accept Randy’s offer and
scheduled the first NHN Food Pantry Dinner for volunteers and their
families at 7 p.m. March 5
Two-Wheeler and food distribution center equipment—where is it? (Also, should there be a policy on authorization to take equipment from the distribution center?)
Virgil said he was unaware of any center two-wheeler at Harvest House. Randy related that a person connected with Harvest House told him the pantry two-wheeler was at the house. Virgil suggested that there be a more thorough examination of the center. Meanwhile, he will check at Harvest House. He further related all the refrigerators and freezers at the panty are the pantry’s and none belong to Harvest House although a couple have the Harvest House name on them. No discussion was given to a policy.
President appoint third member of Nominations Committee
According to the Neighbors Helping Neighbors by-laws, the president is
to appoint a nominating committee to recommend officers for 2010-2011.
They are to report in December. The minutes require three members.
Marsha and Joyce are currently on the committee. Virgil appointed Robert
as the third member.
President appoint three board members to audit the calendar year
treasurer’s books in January and report the results to the board at its
January meeting.
Virgil appointed Jeanne, Art and Randy to the audit committee.
Treasurer Tom will send e-mail to the committee and arrange time, date
and location.
Executive Committee recommendation for 2010 budget and January grant proposal for Boonville City Council funds (added).
Tom presented the executive committee budget recommendations to the board.
The proposed budget would be $36,360. For 2009 the budget was $21,725 and through October $30,995 was raised. During 2008 expenses were projected to be at $21725, but through October only amounted to $12,099. Tom noted the $3000 Wal-Mart grant would not be available in 2010. The proposed budget includes a slight increase in the Emergency Food & Shelter grant (not likely), nearly a doubling of private donations, a 60% increase in organizational donations and a tripling of business donations. For expenses food costs were significantly increased. Work on installing the refrigerator/freezer was a $3000 item not budgeted in 2009; $9000 for a building was another new item.
Robert and other board members expressed concern that the proposed budget did not match the proposed use or the city grant. Tom noted that the city grant proposal came after the executive committee met and that there are additional expenses included in it.
Jeanne moved and Randy seconded the board accept the budget as proposed. Passed unanimously.
Volunteer of the Quarter
Several names were mentioned. Louise moved that Betty Duncan be selected
as Volunteer of the Quarter. Jeanne seconded. Motion passed
unanimously.
Discussion on policy purchasing fresh fruits and vegetables
Art suggested that a percentage of funds used for the purchase of foods
be earmarked for fruits and vegetables—perhaps 5% to 10%. No support
from the board to do this, considering the large fresh fruit and
vegetable poundage donations from Wal-Mart. Discussion was tabled. There
was concurrence to weigh a sample of representative food baskets to
ascertain the weight (percent) of fruit and vegetables.
Election of officers for 2010
Tabled until January meeting
Miscellaneous Notes:
Joyce requested 100 copies of the flyer distributed at the Holiday
Parade. She also noted that there had been a change in Virgil’s phone
number that was not mentioned when Art brought the flyer before the
board for review. That is being corrected.
Meeting adjourned at 5:17 p.m.
Respectfully submitted,
Art Schneider
Board secretary