MINUTES

Neighbors Helping Neighbors (Food Pantry)
2:30 p.m. January 18, 2010
Boonville Daily News Meeting Room

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 Present: Tom Priester, Jeanne Pascale, Randy Richards, Louise Bolin, Joyce Roach, Wanda Vonderahe, Robert Stinnett, Marsha Goodin, Virgil Goodin, Art Schneider, Donald Dreyer. 

Not Present:  Hazel Stone. 

Virgil Goodin offered the invocation. 

Call to Order Virgil called the meeting to order at 2:30 p.m. 

Items to add to agenda
Electricity Usage; Open House; Oatmeal/Dollar General; Board Membership Termination addition to by-laws; Distribution center data entry updates and needs.

Old Business 
Minutes from December board meeting: Minutes were distributed. Art raised a question about  the update on distribution center section that reported “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. Peggy Kirkpatrick called him after he sent her an e-mail inviting her to the January meeting. He had sent to her the minutes on this.  She was concerned about the content and said that this was not food bank policy. Art referred her to Randy for specifics. She had one of her managers contact Randy. Peggy called Art later and said that Randy told her there was no problem. Art was confused about this.  Randy said that there was no overt pressure to take the items. He also noted that the food bank reported 179,915 pounds of product provided in 2009 and less than five of the 90 tons provided were non-food items.

Virgil said the food pantry tries to fill the truck each time it is at the food bank for efficiency.  Art responded that it would be better to not use the truck space so that unused items would not need to be returned to the food bank. Virgil said the food bank picks up the unused non-food items.

Board agreement that whoever picks the food up should have the authority to make the call on whether the offered goods should be accepted.  It also was noted that two of the food bank people not supportive when caritas was offered are no longer employed by the bank.

Concurrence not to change the update on distribution center minutes for December. Marsha said the December minutes included the confusing statement “While all supported toiletries and other personal items such as toothpaste, etc.,; car parts and cell phone parts are irrelevant.” Agreement to add semicolon before car so it reads: “While all supported toiletries and other personal items such as toothpaste, etc.,; car parts and cell phone parts are irrelevant”.

Tom moved and Don seconded that the minutes be approved with the correction Marsha noted. Passed unanimously.

 Treasurer’s report: 
Tom reported $3172.14 in checking account December 31.            

Cash income and expenses December:  For the month the food pantry received $2131.50 in donations and spent $941.19. Virgil noted that $53.86 was spent for a new cell phone and that $22.57 was for lighting equipment that was installed at the distribution center. Also noted was $221.28 for a laser printer at the distribution center.

Six month statement shows savings account has $5550.43 as of December 31, 2010. Interest earned totaled $12.14.

Eight CDs purchased for $18,500 earned $108.54 in 2009.

He suggested purchasing a CD. After discussion board concurrence to not do so until the walk-in freezer/refrigerator costs are paid.

Tom discussed use of the debit card.  He suggested that when it is used that he be notified by phone or e-mail as to the businesses debited, the amount, the date and the purpose. No vote was taken but concurrence that it should be noted in the board policies.

Art moved and Joyce seconded that the treasurer’s report be accepted. Unanimously approved. 

NHN Food distribution in December 
Virgil reported the following:
Total families assisted__264_ Total people served___608__
Thursday distribution __42__ families
Tuesday distribution ___96___families
Saturday distribution __69__ families
Emergency ___8_ families
Village Meadows ___35_ families
Handicapped __14__families
Total families on Supplemental Nutrition Education Program (SNAP) formerly the food stamp program __150__ families
Total families receiving TANF __14___ families

Donated food weight reported in December: Jeanne reported 9028 pounds  were donated—including 796 pounds from the Isle of Capri and almost 7000 pounds from Wal-Mart!

Total Hours donated in December: Jeanne reported 684.25 hours were recorded in December--151.25 hours from November and 73 for Art (not including board meetings) and 412 December hours.

Update on NHN client data entry: Robert said 145 families (400 people) were entered in the new software food distribution reporting program. He estimates this is just 6% to 10% of the total to be entered. He sent a message to meet the Sedalia food pantry people that provided the client software program, but has not received any return calls or messages.

Laser Printer and flat screen update: Robert has the laser printer installed. The only limitation is that it cannot make copies. The center is using the old copier to make copies.  Tom secured a flat screen. The board had authorized $100 and Tom was unable to find anything beyond a small screen for that amount. He purchased an 18.5 inch flat screen for $110. Art moved and Jeanne seconded that the board reimburse Tom for the amount over $100. Passed unanimously. Robert also noted a switch plate needs to be placed over two switches in the building.

Cross-Training and Records of Where Things Are, People Contacts: Art reported it is complete except for a couple of missing bits of information. . Virgil reported that Robert and Don need to be added as having distribution center keys. Art will send the most recently completed version out.

Truck Wiring/Rear Doors Repair Update Randy said he was unable to work a schedule out with Joe Machens to have the electrical wiring repaired. He took it to Rick Ball and it should be ready by January 21.

Walk-in Freezer/Refrigerator   Virgil reported the electricians said the electricity usage would be about $30 to $40 a month—much, much less than was originally suggested to the board. It would cost less than operating three freezers. Discussion about whether to install the unit or delay until after looking at a proposed building. Art moved and Robert seconded that the board go ahead and approve the installation.

Tom said the board should tour the possible new location before making a decision so that a second removal and installation is not needed. Art withdrew his motion and Robert made the motion to install, seconded by Marsha. The vote was nine to two with Don, Joyce, Jeanne, Marsha, Randy, Robert, Wanda, Louise and Virgil voting “yes” and Tom and Art voting “no”.

December 30 Workday report   Robert said the work day went well. The shelves are up. They could use two uprights for shelves.  It also was acknowledged that Don did a lot of work in preparation for the day.

Jeanne said her skepticism about the shelves was wrong and she credited Tom with a “brilliant idea”. The shelving holds much more product that is clearly visible.

KOMU-TV 8 Cares for Community   Virgil reported that the station will do a piece on NHN when it has a special event. Louisa suggested the volunteer dinner would be an appropriate venue. Concurrence by the board.

City of Boonville gaming fund request proposal Tom said he was unable to make the city sales tax meeting. He plans to attend the January 19 council meeting.

Permanent building for the NHN food pantry, Tour, grant writer fees, What specific cost estimates need to be gathered   Tom reported we are waiting on the architect (Mike Goldschmidt) to schedule a meeting at the proposed building. He hoped to have the tour for the board ASAP.

Alliant Bank president Jackie Walters would be willing to meet with the board at a future board meeting or for a look at the new building. Tom said he expected the tour would be completed within 30 minutes.

He provided board members with the resume of grant writer Margaret (Peggy) Baum. She has excellent credentials. She also noted she would reduce her fee from $25 per hour to $50 per hour.

Tom followed-up with his contact at USDA rural development and learned that the county per capita income is too high to qualify for a grant. NHN would be eligible for a 4% loan from the federal government or the government would guarantee a 4% loan through a local bank.

He will look into the grant application process. Virgil suggested that before further action on the grant writer and USDA, the board needs to tour the proposed building. He did ask Tom to invite Margaret Baum to the February board meeting.

Volunteer annual dinner to thank volunteers    Any update? Randy said his church will undertake the expense of the dinner.

Two-Wheeler for food distribution center   Where is it? The two-wheeler that was used is “missing.” Robert suggested the board purchase a two-wheeler. He expects a high quality piece would cost around $150.  Virgil will check with Browning’s.

Nominations Committee Officer Recommendations  and election of 2010 officers  Marsha reported the Nominations Committee had met and the following contacted to serve as officers for the coming year: Tom as treasurer, Virgil as president, Wanda as vice president, and Art as secretary.  Art moved the recommendations be accepted. Robert seconded. Passed unanimously.

Nominations Committee report on board member reappointments for three year terms Marsha noted that the terms of Tom Priester, Marsha Goodin, and Joyce Roach are expiring. The committee recommended all three be elected to a three-year term. Don moved the recommendations be accepted and Wanda seconded. Passed unanimously.
 

New Business 

Audit Committee Report 
Jeanne reported that she and Randy and Art as the audit committee met with Tom and reviewed the records. She reported that the books balanced and expenditures were appropriate. She also noted documentation for most deposits were there. With the recent board policy all future deposits will be recorded.

Harvest House drop-offs to food pantry
Joyce raised the issue of Harvest House food products being temporarily stored at the pantry distribution center. Virgil said the Food Bank truck will not clear electrical lines at Harvest House and that is why the product is dropped off at the center. Last month’s minutes reported that the product for Harvest House be moved out that day or the next. That did not occur in the instance because of health problems. 

Peggy Kirkpatrick and CMFB policies on "Caritas" and "Weight Items"  T
his was covered in the discussion on last month’s minutes.

Share the Harvest--Did food pantry receive venison? Virgil reported it did not receive venison. Tom was told that NHN was on the list to receive venison. He will check into what happened. 

Job description of officers and committees-
-Do these need to be revised or more detailed or…? Given the lateness of the meeting, this was tabled until next month. Art was asked to bring job descriptions to the next meeting for review. (The descriptions are from the by-laws, so any modifications would need to be submitted a month before the next meeting—March.

Board back-ups for President, Treasurer and Secretary
Art said that when the audit committee met a discussion evolved about having a back-up for officers in case they were incapacitated.  Following board discussion Jeanne agreed to serve as back-up for Tom (per approval by her employer) and Robert agreed to serve as back-up for Art—assuring the minutes would be much briefer. (It is likely he would have been elected treasurer if that had been known before the vote on officer nominations).

Read and understand and then sign Conflict of Interest Policy form
Art earlier distributed the conflict of interest by-law policy and also distributed sheets for board members to sign acknowledging they had received, read, understood and agreed to follow the policy. All board members signed their respective sheets. This is an annual requirement of the by-laws.

Locked safe with food pantry client forms and Social Security  numbers?
After vigorous discussion, the board concurred that a fireproof (or resistant) filing cabinet would be better for the food pantry than a safe. Tom agreed to investigate possible two and four-drawer fire resistant filing cabinets at Office Depot and Staples. The file drawers also must be lockable.  Uncertain of what the cost would be, Marsha moved and Jeanne seconded the motion that Tom be authorized to purchase a two or four drawer locking and fire-resistant filing cabinet and use his discretion on the costs.. Unanimously approved.

Census mugs and materials  Art said that University Extension is a partner with the Census Bureau. He submitted a grant that provided for coffee mugs with the census and University Extension logo. This was approved by the census. Food pantry clients would be a targeted group to complete the census form. The proposal included a provision for 15 mugs to be distributed by the pantry—two at each distribution date in February and three at each distribution date in March. Board concurred to do this. Joyce asked if there were materials to be distributed with the mugs. Art said there would be materials. (He later brought printed materials sufficient for all food pantry clients and he also brought a large number of plastic cups to distribute to clients). 

Access to keys for fire-proof filing cabinet. Virgil asked Tom to put together a list of those who currently have access to the filing cabinets. He also suggested that Tom list who will have access to safe deposit box and passwords. 

Shredder  
Robert suggested that there should be a shredder to dispose of the old forms after entry into the new computer program. Tom will pick up a shredder. Robert said the shredder should be a confetti type shredder. That is what Carfax requires.

 Should the board adopt a policy on limit for individual board member expenditures and authorization? If so what should it state? 
After discussion, board agreed that food purchases should not be placed under a limit. Robert moved and Wanda seconded that general (non-food pantry purchases) up to $200 with itemized receipts provided the treasurer may be made without board approval. Approved. 

Electrical Usage at Distribution Center
Joyce said she will bring electrical usage data for 2008 and 2009 to the February board meeting and also discuss 2010 changes.

Food pantry awareness Joyce reported that in talking with Rotary members she found that they did not know where the distribution center was located. An open house to invite the community was discussed and of interest. Action was deferred until February board meeting.

Oatmeal Art noted there was discussion at the audit committee meeting about cereals being purchased and oatmeal not being purchased. Virgil said people would not use oatmeal. Art suggested that the packages with pre-mixed oatmeal and flavorings requiring only a bowl and ¾ cup of water heated for two minutes would be acceptable to clients. Also, oatmeal is one of the bets foods for young children as it also is filling for morning school classes. No official action was taken, but concurrence it should be a regular item. Also, discussion about General Dollar. Robert said cereals there were particularly unhealthy. No official action taken. NHN has applied for credit with Dollar General. Board members did note that there are canned vegetables available the store. NHN also is setting up an account with Super Wal-Mart.

Bar codes Robert reported that as the client software program is upgraded and backlogged data entry included, the board may wish to look at barcode cards that a family member could present to automatically bring up their file. There is a system in use at the Boonslick Y that is very effective and efficient.

Other reports from Robert Carfax will donate one or two Dell OptiPlex computers to the pantry. These should arrive in mid-February. He also is coming to the center in the evenings to enter client data. He asked the board to consider setting up a training time for using the client data entry.

He said the current Microsoft Office 2007 trial version authorization has expired. Robert suggested picking up a new version for a discount price of $79.  He also recommended purchasing two copies. Concurrence to do this and noted under the new policy authorization up to $200 is granted provided the treasurer is informed.

Robert suggested a redesign of the current forms so that they better match the fields in the software program. He said “This would allow for faster data entry and help to make sure we got everything we need.” He will pursue this and bring to the board. (No date specified).

Orscheln
With the Orscheln move slated in the coming month, some of its furnishings will be available for sale or donation. Tom has talked with the manager and requested three to four shelves. Tom will check into the cost. Consensus that two sections would meet immediate needs and additional shelves could be stored for future usage. Art said that if Tom could not get the fixture donated to the food pantry to call him and he would contact Orscheln home office.  

Termination of Board member
At the last board meeting there was limited discussion about board members not attending. To comply with board by-laws, Art said he was notifying the board that he would have a proposal for the February meeting. This provision would apply to Article 2 and be section D:  “Any board member having three consecutive unexcused absences shall automatically be terminated from the board.” 

Printer extended warranty
 Tom reported that he had spent $35 for an extended warranty on the printer. Concurrence he should be reimbursed for this expense per new board policy. 

Recognition of Hazel Stone
Brief discussion to recognize Hazel Stone with a special award at the Volunteer banquet. Marsha moved that Hazel be recognized with a plaque and a $100 gift certificate. Board voted 10 to one in favor of the motion. Art Schneider voted “no”. He said he was not opposed to a gift certificate for Hazel and that he would contribute to it. However, he suggested food pantry donors expect their funds will go toward operation of the pantry and that some might be unhappy with the board choosing to use some of those funds for a volunteer gift certificate. 

Potential Board Member
 Wanda will invite potential board member Eileen Fangman, a nurse, to the February board meeting.

 Meeting adjourned at 5:07 p.m. 

Respectfully submitted, 

Art Schneider
Board Secretary

   
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