MINUTES
Neighbors Helping Neighbors (Food Pantry)
NHN Board Meeting
2:30 p.m. October 17, 2011
NHN Distribution Center
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Format)
Present:
Virgil
Goodin, Art Schneider, Chuck Harris, Marsha Goodin, Jeanne
Pascale, Donald Dreyer, Tom Priester, Mary Ann Kempf, Joyce Roach, and
Louise Bolin.
Excused Not Present: Dane Gregg and Wanda Vonderahe.
Absent: Randy Richards,.
Call to order
Virgil called meeting to order at 2:30 p.m.
Prayer—Tom offered the prayer
Old Business
M. U. rural sociology department food pantry study
update—Bill McKelvey was unable to be present. He did ask two questions
of the board:
1) Any additional food from local gardens? Virgil reported
25 pounds of zucchini from Missouri Life magazine.
2) Any news releases mention the healthy food list approved by the board? Virgil said Dane did a new release, but he was not aware of any promotion that included the list.
Approval of Minutes from regular September board meeting Louise noted error on Page 6 at end of section on food pantry recipe book should state Liz Davis, not Liz Staples. Don moved the report be accepted as is with the correction. Joyce seconded. Passed unanimously.
Treasurer’s report—Tom He reported income of $624 and expenses of $834.91. Beginning balance was $1998.29 and ending balance $1787.38. The Money Market has $19795.76—which includes $4.07 interest. The building account has $1638.60, which includes 13 cents.
Boonville Civil War re-enactment fundraiser final report—Tom He reported costs of $7837.69, returns of $2622.76 for final cost (fundraising loss) of $4214.93. Art said he did not understand those figures. After much discussion, the following figures—including Sam’s membership, $533.50 credit for ice (still not received) and $592.00 income for burgers, hot dogs and sodas sold, the following should be the actual income end expense:
$6837.69 expense
-$2622.76 credit for returns
=$4214.93 expense minus returns
-$553.50 credit for unused ice (still not given by Dave’s Country Mart)
-$35 Sam’s club membership (neither $50 booth cost nor refund is included in totals)
=$3626.93 (final fundraising loss)
Joyce moved the treasurer’s report and re-enactment report be accepted as corrected. Louise seconded. Approved 6 to 2.
Tom noted that a preliminary report was attached to the treasurer report at the June board meeting and asked that the minutes so reflect this.
Benevolence Fund-Mary Ann She reported the account has $42.12--no income or expenses the past month.
Grant information--
Christian Church—$2000 application—Tom He has not
heard
1/2 sales tax Boonville—$7000 application—Tom has not
heard if money was awarded. A phone call was made to City Hall and it
was learned that $6000 had been awarded.
Knights of Columbus---$3000 request Mary Ann She
reported that the Knights of Columbus is reviewing the request. She said
there are two Knight committees and that one only meets quarterly.
The cost to replace th current refrigeration unit with three units (equal in cubic space) would be $3660. There was much discussion. Marsha moved and Jeanne seconded that the refrigeration unit currently being used not be repaired. The motion passed 6 to 2.
Mary Ann moved the board replace the current unit with three units from Imhoff not to exceed $3700 total in cost. Don asked Tom how that would affect the pantry’s finances. Tom said it would need to come from Money Market, leaving $15000 and that he also would need to go into Money Market for some operating funds.
Art was concerned that the board ignores what it sets aside in the budget—the budget did not have $6000 funds for fundraising, funds for a cookbook, nor did it budget this much emergency funds for equipment.
Chuck and Don seconded Mary Ann’s motion. Passed with one abstention.
Art said the fundraising committee needs to meet to plan to contact local organizations to do food drives and fundraising drive for the pantry. Virgil said he would talk to Dane about getting the fundraising committee together.
Art also mentioned he received an e-mail from Kate Fjell at city hall about a community food projects competitive grant that he downloaded about 1:30 p.m. The description is 35 pages and he has not read it. He noted the purpose is to meet the food needs of low income people, increase self-reliance of communities, promote comprehensive response to local farm and nutritional needs.
He also reported 18% of applications were funded last year and that
this is a matching grant. It must be applied for by November 17.
He suggested an application to purchase food vouchers that would be
used at the farmers’ market. Only those vouchers redeemed at the market
would be covered by the grant (50% grant and 50% the pantry).
Chuck asked if the pantry would need to pay the farmers and then submit to the grantor for reimbursement. Art said he did not know.
Don said it looked like a lot of paperwork. Art said the farm vendors would be responsible for putting the vouchers together and submitting them.
Tom moved the pantry apply for $8000 a year. Chuck seconded.
Art also noted that it may be possible to use a voucher at a local grocery store. He did not think chains like C&R or Wal-Mart would be accepted by the vendors.
Motion passed unanimously.
Food Inspection (deficiency list)—Laura Mauzey said inspection of food pantries came under the authority of the county health department. Boonville also has an ordinance requiring food handlers to attend an educational program and pass a test (score of 75%). If a person does not pass the test the instructor will work with that person to assure s/he receives the training needed to meet proficiency standards. For food handlers the training is one hour and for supervisors about two hours. Supervisors need not attend the food handler classes. If 10 or more can attend at a time not scheduled, the department will hold a special class. It must be at the department. For regular classes pre-registration is not required.
At least 50% of workers at the pantry at any one time must have taken the food handler class. The pantry would be subject to inspection at any time. The intent of the health department is not to be punitive, but to protect the health of clients and workers.
She brought two thermometers for the refrigeration units. She also brought a copy of the food code.
She noted the stained ceiling tiles will need to be replaced. No time deadline was set.
Handwashing—Marsha noted the newspaper kitchen was available. Also discussed was a handwashing sink.
Laura also said that holding food—such as was at the re-enactment and had to be destroyed—must be kept at 135 degrees or above.
Contact surface should be cleaned with a chlorine bleach solution. She brought test strips for the chlorine sanitizer that measure whether there is too much chlorine. Goal is 50 to 100 parts per million. This is about a teaspoon per gallon of water. She said the mix should be checked every two to three hours because it evaporates.
Fluorescent fixtures above food should have a cover or tubing around the fluorescent bulb to prevent food contamination if the bulb should break.
Wooden pallets need to be painted and six inches off the floor. Plastic pallets do not need to be painted. Porous surfaces would provide breeding grounds.
Sanitizers need to be labeled for spray. No RAID or WD 40 is allowed.
Cleaning materials may not be stored above food.
Hands must be washed prior to putting on latex gloves.
The inspection form is two pages. One lists minor deficiencies such as dirt or clutter on floor and one lists critical deficits that must be corrected immediately.
Chuck suggested a schedule for cleaning areas. Virgil disagreed and said that with a schedule, if something spilled, people would feel that it was not necessary to clean immediately, but to wait for the regularly scheduled time.
Shelves should be cleaned as necessary—such as presence of dust.
Egg containers may be reused as long as the cartons are cleaned (e.g. no residue from broken egg) and the expiration date and bar code are crossed off.
Vegetables uncut are not potential hazards, but cutting brings bacteria. Cleaning would then require a 3-vat sink.
Inspection results are published in the newspaper.
Inspection notice will not be given,, but she asked what would be best for the pantry—before or during distribution. Several said not during distribution.
She concluded: “We are here to help.”
Donated food weight --Jeanne
September donation was _4201_pounds ( 3721 pounds from Super Wal-Mart).
Wal-Mart breakdown: 1091 pounds of sweets; 305.7 pounds of meat; 112.7 pounds of bread; 2317.2 pounds of can goods, etc…
Total Hours donated in September–Jeanne
__405___hours
NHN Food distribution in September Virgil
Total families assisted_248__ Total people served__661___
Thursday distribution __76__ families
Tuesday distribution ___107___families
Saturday distribution __40__ families
Emergency __10__ families
Handicapped __15__families
Total families on Supplemental Nutrition Education Program (SNAP) formerly the food stamp program __119__ families
Total families receiving TANF __13___ families
Marsha noted that As the River Flows food pantry is serving senior housing clients. She said some senior housing residents also are coming to the food pantry. Virgil will check on whether clients are accessing both food pantries.
Computer software program update—Virgil Follow-up with Anecita Sancho He did not contact her. There apparently are some differences in records on each computer. He will contact the software writers.
News releases—Dane He did a news release for Food for a Spell, but Virgil is not aware of any other news releases.
Food Pantry Recipe book---Louise She reported that in a letter from Morris Cookbook Company, dated 10-10-2011, that
the books would be here in 45 to 50 working days. She expected there would be a proof, but has not been informed about it. She noted that the contact with Bill McKelvey’s office provided food tips that will be on the dividers. She has not received a sample book.
Shadow for treasurer? Tabled.
Volunteer and Needs Committee—Randy Not present.
Legal Forms Committee—Art
He said updating the "What If……" document is the current
project. It is under new business.
Fundraising Committee—Dane No report
Publicity Donation Committee—Dane No report
New Business
Update the "What If…." document. Pages through 5 were updated. Tom also went through the document and provided Art with additional updates.
Virgil asked board members to read the document and make corrections. These can be sent to Art or brought to the next meeting.
Art said he did not believe board members would do this and urged the board to proofread the document as much as possible before adjourning. He said he did not want the expense to make additional copies after each revision, but to finalize the document update before a final copy is prepared.
Preparing for health inspection—Tom agreed to pick up push broom, soft straw broom, shop vacuum, Chlorox and six spray bottles.
Concern was expressed about people who are not professionals getting on scaffolding to fix the tiles.
Meeting adjourned at 4:25 p.m.
Respectfully submitted,
Art Schneider
Board Secretary