The Food Pantry

Meeting Minutes of May 28, 2009

Present: Gail Dransfield, Betty Crane, Frances Jane Addor, Sandy Dyer, Barbara Merrill, Kathy Sahrbeck, Judith Hardy, Joyce Freeman, Nance Driscoll, Burt Rendall.

Balance: $8,707.45

Requests: Jan. 9 – May 31 138 requests 244 Adults 180 Children

Old Business:
1. Thank You Notes
- Gail has written to Artascope for $80.00 donation, Kelly Amadei Scouts for food
collection, CE/SP Rotary, Cape Elizabeth H.S. National Honor Society,
CE Interact Club, CE Volunteer Club for food collection and $149.00 donation, United Way for $3,243.00 grant, People’s Methodist Sunday School food collection.
- Notes were written to Nicky Tibbetts, Barbara Sydleman, Holly Culver, and Kathy Cotter.
- Judith Hardy will write to AnnElissa Leveque and Ayres.
2. Pantry Remodeling Fund
- The Holly Daze Bazaar donated $750.00 for this project.
- “Let’s Make A Deal” coffee hour swap raised $104.25.
3. Staple Shopping Needs
- Please check expiration dates and donate soon to expire soups and pasta with each request.
- Sandy Dyer, Natalie Charles and AnnElissa will purchase food staples during the summer months using the United Way grant money. These staples include peanut butter, jelly cereals, canned fruits, small jars of mayo, crackers, toilet paper, coffee. Other items as needed, of course. Copies of sales receipts should be made for the grant accountability. Place in food pantry mail slot.
- Barbara Merrill will purchase $300.00 in $10.00 Hannaford gift cards. Families with 1-2 children will receive on $10.00 gift card. Families with larger numbers will receive 2 gift cards. Again, copies of receipts need to be placed in the food pantry mail slot for grant accountability.

New Business:
1. The Pantry received a grant of $3,243.00 from the United Way of Greater Portland.
- The grant stipulated that all money must go towards food inventories. There is also an accountability form to return once the funds have been spent. The form asks for the pounds of food purchased and an estimated number of people served. We decided to begin spending the grant money immediately.
- First, we are increasing the amount of the gift cards and buying a larger number of staples with each shopping.
- There is no time restriction.
- Nance Driscoll is making a general recipe for canned tuna casserole. Foods necessary for this casserole should be included in each order. It is hoped that this will use the overstocked pastas, creamed soups and tuna before their expiration dates.
2. Pantry Renovation
- Gail spoke with Tom (church sexton) Elsa and Cyndi regarding the timing and handling of the pantry renovation. It was decided to schedule the work when Tom was available to help and to use the kitchen in Guptill Hall to store the pantry foods.
- The Pantry is scheduled to be emptied on Monday, July 6, beginning at 9 a.m. All available volunteers with any family member are asked to help.
- Sandy Dyer will write a request for the Beacon asking for additional volunteers. Volunteers will also be needed the following week to move back.
- Fresh paint, new flooring and shelving are scheduled. Gail will contact Guy Gledhill with our timing request. We have $854.25 to contribute towards this project. Tom will probably ask to do the painting continuing with the standard church wall color. The committee is to purchase the shelving and will be asked to choose the flooring color when the Building Maintenance Team directs us to the type and store chosen by the team. Judith Hardy volunteered to choose the flooring color. Others are encouraged to join her.
- During the pantry renovation it was decided that we would distribute larger than usual Emergency Bags. 12-15 of these bags will be made up and stored in the closet across from the pantry before moving the pantry supplies to Guptill Hall on July 6. As requests come in, Jen will explain the pantry is offering emergency bags only. The volunteer must still place the bag in the stairwell, include any gift cards and staple the clients’ name on the bag. The gift cards, file boxes and yellow pad will be kept in the machine room in the office area. The regular accounting routine will continue.
- NOTE: Those given emergency bags during this time are eligible for a larger order once the pantry is back to routine.
- If all prepared bas are used before we move back to the pantry volunteers are asked to make more and to place them in the closet. Those who have difficulty carrying the bags upstairs should leave the full bags in the kitchen and send an e-mail alerting the group that they are ready to be brought upstairs.
3. Summer Office Hours (June 8 – Aug. 21): 8:00 a.m. – 12 noon
- Requests are filled to be ready the next day for pick up at 8:00 a.m. Requests calls on Friday are filled with an emergency bag Friday morning or regular bags will be available the following Monday morning.
4. Homecoming Sunday is Sept. 13
- AnnElissa will be asked to write an article for the Beacon by Aug. 31 announcing the annual Homecoming Sunday food collection. The new pantry should be open for all to see that morning.
5. Sensitive Client Issues
- Please write in red ink any specific requests from clients on the index file card. These requests would include food allergies, sugar and gluten restrictions, no toiletries, etc.
6. Summer calendars completed
- NOTE: Still need substitutes for Aug. 21 and Sept. 4. Please keep these dates in mind as that time nears.
- Email the group if you need to arrange coverage during the summer months.
7. Next meeting: Sept. 24, 2009 at 4 p.m. in Laity Room.