MINUTES

Neighbors Helping Neighbors (Food Pantry)
2:30 p.m. April 19, 2010
NHN Food Distribution Center

(Click Here For Print Friendly PDF Format) 

Present: Tom Priester, Jeanne Pascale, Louise Bolin, Wanda Vonderahe, Mary Ann Kempf, Marsha Goodin, Virgil Goodin, Donald Dreyer, and Art Schneider.  

Excused absence: Joyce Roach and Robert Stinnett. 

Unexcused absence: Randy Richards, Hazel Stone. 

Marsha Goodin offered prayer. 

OLD BUSINESS

  • By-Laws and Signature for Conflict of Interest Policy:  Mary Ann completed the form and all board members are now in compliance.
  • Minutes From March Board Meeting:   I COULD NOT FIND MY NOTES WITH THE CHANGES TO BE MADE IN MARCH MINUTES. I HAVE ATTACHED THE MARCH MINUTES SO THEY CAN BE CORRECTED.

    Jeanne moved and Marsha seconded acceptance of the minutes with the grammatical and spelling corrections.
  • Grant Writer -- Margaret (Peggy) Baum:  Tom has not contacted her. He will invite her to the May meeting. Virgil said she would be scheduled at the beginning.  It was asked if researching grant prospects would be part of the fee or the actual time preparing a grant. Also suggested was that grant funding for a land site or a building be a high priority.
  • Treasurer’s Report:  Tom reported that donations since the first of the year totaled under $4000. He was concerned about having to use savings for monthly operations. Donations are down from same period last year. Tom reported monthly income at $1261 and expenses at $2762.74. This leaves $1637.32 in the checking account.

    Art asked about a double deposit that he noticed on his past month’s bank statement. Tom said the bank made a mistake and one deposit was deleted.

    Art moved and Jeanne seconded approval of treasurer’s checking account report. Passed unanimously. (Tom sent e-mail after the meeting reporting savings balance of $3,058.33 in savings and a CD balance of $18,659.11.

    Tom also reported the automatic deposits amount will be increased because a donor is increasing the amount. Also, one was dropped because the automatic deposits were rejected. Art will check on this. There also was an additional person needing a form and Art will mail it.

    It also was noted that the pantry would be receiving $1500 from the federal Emergency Food and Shelter Grant. This will be received in two $750 payments.
  • Veolia Bill:  Why Monthly Cost Variation:  Tom reported that he contacted the company. The reasons given were variations in the price of fuel and an extra pickup. No board member authorized the extra pick-up.
  • Wal-Mart Account or Charge Card Status:  Tom reported he has filed the application for a food pantry credit card.
  • Update On Pre-Addressed/Pre-Stamped Envelopes on Sending Donations to Treasurer:  Jeanne has prepared them and they are at the distribution center.
  • Donated Food Weight Reported In March:  Jeanne reported 5112 pounds of food donated (3576 from Super Wal-Mart)
  • Total Hours Donated In March:  Jeanne reported 388 volunteer hours reported.
  • NHN Food Distribution In March: Virgil reported
    • Total families assisted:  232
    • Total people served:  535
    • Thursday distribution:  52 families
    • Tuesday distribution:  117 families
    • Saturday distribution:  37 families
    • Emergency:  10 families
    • Village Meadows:  0 families
    • Handicapped:  16 families
    • Total families on Supplemental Nutrition Education Program (SNAP) Formerly the Food Stamp Program:  123 families
    • Total families Receiving TANF: 11 families
  • Update on NHN Client Data Entry:  Robert was unable to update because of the illnesses in his household.
  • Data Entry Training Update:  Robert was unable to provide because of the illnesses in his household.
  • Open House:  Virgil formed an ad hoc committee to report on this at the April meeting chaired by Robert and including Wanda and Jeanne as members. June 26 is the day of the parade. Wanda reported consensus the distribution center needed upgrading before an open house is held. Also, concern with the alternatives offered during Heritage Days that it would not attract much if any visitors.

    Tom reported that he spoke to Rotary and that the 20 to 22 club members had lots of questions. He said the response was positive.  He also noted a need for fresh vegetables. Jeanne suggested that the board get a list of local organizations and do presentations to promote the board and educate people on what it does and how it operates. Art said the chamber has a list of local clubs. A board member reported that it also was online. Tom will check into it.
  • Switch Plate Replacement at the Distribution Center:  Robert was unable to do this because of the illnesses in his household.
  • Permanent Building or Land for the NHN Food Pantry:  Art reported that he contacted Fuqua and his call was not returned and he stopped there. He talked with the marketing manager. He was willing to bring our request or land Fuqua has to see if there is any interest in selling it or a part of it. The marketing manger was not hopeful. He reported the company did not want to sell land to Caterpillar for expansion but did so because they thought it in the best interest of the community. Art also reported that he asked about a 6000 square foot building as outlined by Don. The manager said it probably would be cheaper to do with a Butler or Morton type metal building. Fuqua does not build structures without including the flooring and he had concerns that a skid lift would be too much weight. He agreed to look into it.

    Art called Rick Ball again and spoke with him and Ball said he would get back to him. Has not and Art stopped at his GM dealership but he was in Sedalia. Art will continue to pursue this.

    In other discussion Louise mentioned that one of the metal buildings at the fairgrounds was built by Boonville’s Barn Metal Incorporated.  Don will chat with Lloyd Rhoton of Barn Metal.

    Louise also suggested that the Amish be contacted about constructing a building. Of concern was access to a pantry distribution center by clients. Art suggested Katy Flyer was a possibility.  Board concerned if it would be possible for families utilizing it to hail an emergency food box. Art will check.
  • Job Description of Officers and Committees:  Do these need to be revised or more detailed or…? Also, term limits on committee membership and chair? (See bottom)
  • SCRIP Fundraiser:  Fundraising committee (Wanda chairs. Don and Mary Ann are members). The committee has not met.
  • AmerenUE Compact Fluorescent Light Bulb Donation Request:  Robert sent e-mail “The AmerenUE light bulb request has been made and mailed off – we should know something within the next 4-6 weeks.” Virgil reported that The Food Bank received a major shipment of the AmerenUE Compact Fluorescent Light Bulb and the pantry received an entire pallet that has been distributed. If more come, there is a need for them.

     

NEW BUSINESS  

  • Truck Tailgate Door:  Don made the tailgate door report. He was able to purchase replacement hinges in Mid-Missouri and order them.  Since then another door hinge has been broken and will need to be replaced. Consensus of Hurrah! that progress had been made.
  • Robert Backup For Two Officers:  Art reported that Robert serves as backup for treasurer and secretary. He suggested that Robert should not have responsibility for backing up two officers in case one of them was incapacitated or not available. After discussion, Jeanne greed o serve as secretary backup.
  • Robert -- Dell Computer To Replace One Of Existing Computers ($280 Cost):  Robert sent an e-mail. “The DELL information was sent out earlier this week. Virgil inquired if we could get two, and I have not heard back from my Dell contact.  I would ask the board to consider approval or denial of this request during the meeting – for either 1 or 2.  We’ll assume we can get 2, but if not we’ll go with 1.”

    Art moved that the board approve the request for two computers. Mary Ann seconded.  Some discussion about whether the board should purchase a second computer if it could not be secured at the same price as the first. Art made an amending motion that a second be authorized up to $400 is we could not get it at the discount price. Marsha seconded.  Tom said he would oppose this as he believed a satisfactory computer could be purchased for much less. He also has not had a good experience with Dell’s customer support. Art withdrew his amended motion and Marsha withdrew her second. Original motion passed with seven in favor, Tom opposed and Jeanne abstained.
  • Truck Signs:  Board members are working at getting pantry signs painted on the truck.  Mary Ann and Marsha have been in contact with a business and Tom and Randy also have been working on a contact. Members discussed having each pay for one side of the truck and the sponsor’s name also be listed. This came as a result of last month’s report by Virgil and Marsha on information shared at the mandatory annual Food Bank meeting.
  • Orscheln Shelves:  Tom asked if any shelves donated by Orscheln’s were left.  Randy has some left on his trailer. He would like to have them removed from the trailer so it can be used for other purposes. Bill Stewart’s storage shed was suggested. Tom asked about setting up another shelf set and removing a table.
  • Utility Increase:  Board expressed interest in how much the walk-in cooler/freezer raised Boonville Daily News energy costs and Joyce will be asked to provide that information at the next meeting.
  • Bylaw Changes:  Virgil read the by-law changes brought to the board. After much discussion, Louise moved the by-laws be reviewed next month. Motion seconded and passed.

    Board then re-discussed the proposed by-laws.  A few revisions and clarifications were noted. Tom moved that the amended by-laws be presented to the board for final review and be accepted as is if no additional changes made by the board. Marsha seconded. Passed.

Below are the by-laws: 

    • Officers (Executive Committee) President, Vice-President, Secretary, Treasurer

o   President

a)    Gives leadership to the organization.

b)    Convenes and chairs the meetings.

c)    Appoints 3 members to serve on nominating committee at December.

d)    Calls any executive or special meetings needed.

e)    Shall appoint standing and ad hoc committees.

f)     Appoints three-member Audit Committee in December to audit pantry books for the calendar/fiscal year and report in January

o   Vice-President

a)    In absence of the President, convenes and chairs all meetings.

b)    Works with President to develop any program for the meetings.

c)    Assumes president’s roles if the president is unable to attend or unavailable)

o   Secretary

a)    In the absence of the President or Vice-President convenes and chairs the meetings.

b)    Keeps records of the business meetings and reports the minutes at the next meeting.

c)    Handles correspondence, news releases (including announcements) and agenda of future meetings.

d)    Works with President to distribute information & special notification.

e)    Chairs Legal Forms Committee and works with board members and board committees to prepare NHN forms

o   Treasurer

a)    In the absence of the President, Vice-President and Secretary convenes and chairs the meeting.

b)    Receives and deposits all monies for the organization.

c)    Pays all bills within a reasonable time.

d)    Prepares a monthly report to the board on the previous month’s income and expenses.

e)    In January the treasurer shall prepare books to be audited by an ad hoc committee of three board members appointed by the president. The board members shall report their findings by the January board meeting.

f)     The Treasurer and other members of the Executive Committee shall meet in November to prepare a proposed annual budget sent to the entire board prior to the December meeting.

 

The section on nominations is under Elections

  1. Nominations for members can be made by any board member whenever there is a vacancy.
  2. Board members shall vote on new board members at the meeting in which the potential board member is presented.
  3. Nominations for officers shall be presented at the December board meeting.
  4. Nominations for officers will also be accepted from the floor.
  5. The officers voted on at the December meeting take office immediately following the December meeting.

 

Article 5

  1. The NHN board shall be composed of three standing committees and ad hoc committees as appointed by the President. The duties of the Standing Committees are

A.   Volunteer and Needs Committee:

1.    Secure volunteers needed to meet NHN goals.            

2.    Contemporaneously review the volunteer and food distribution system and make recommendations on needs or operational changes to the board throughout the year.

3.    Prepare an annual report for the January meeting on any volunteer goals or needs the board needs to address in the upcoming year.  

B.  Legal Forms Committee:

1.    Prepare legal forms as directed by the board.

2.    Assist committees and board members to prepare forms and collect and report aggregate data as needed for grants or public presentations or reports.   

C.    Fundraising Committee:

1.    Responsible for all internal managed and externally approved fundraisers,

2.    Develop a strategy to reach the fiscal year fundraising goals established by the board.

3.    Collaborate as needed with grant writer to identify resources to and opportunities to meet NHN needs  

2.    Chairmanships and committee memberships shall be for one year from January to January. Members may be reappointed as chairs or members.  

    
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