Meeting Minutes of January 13, 2011
PRESENT: Cyndi Alden, Frances Jane Addor, June Wiggins, AnnElissa Leveque, Barbara Merrill, Jan Files, Gail Dransfield.
BALANCE: Income Paid Out BALANCE ENDING
12/31/2009 2010 2010 12/31/2010
$5,113 $2,841 $ 3,164 $4,790
OLD BUSINESS:
1) Re-shelving and keeping the pantry floor less cluttered. Volunteers are asked to re-shelve any bags left for over 7 days. **New - Place the bag tags on the yellow pad under a paper clip. AnnElissa will take care of notifying Jen, noting the non-pickup on the index card and yellow tab.
2) Please staple a note on each bag stating recipient’s name and the total number of bags included in that order. This will help Cyndi and Jen know who gets what.
NEW BUSINESS:
1) Expired foods. The USDA web site states that expired foods are safe for consumption. The church council has restricted us from distributing any expired foods and from selling these items, even labeled as expired, at any of our coffee hour sales.
Barbara Merrill will contact Preble St., St. Johns pantry, the Root Cellar, Woodfords and other pantries to understand how they handle expired goods.
Any expired foods should be placed in the large box in the pantry. Our volunteers are encouraged to take whatever they can use. AnnElissa will throw away any foods left in that box at the beginning of each month.
2) Reminder: Include a listing of area pantries with new requests. These blue forms are in the folder on the desk.
3) Gail will pull all index cards of requests earlier than 2008. All requests from 1/2009 until the present will remain in the index boxes.
4) There will be a sale of the “Odd and Exotic” items during the coffee hour on Feb. 13. Any and all volunteers please come before the 10 o’clock service to set up the sale and then help with the sale and clean up.
Cyndi will put an announcement of this sale in the 1/24 Beacon and in the bulletin.
5) Preble Street is holding a meeting of representatives from the greater Portland food pantries on Jan. 21 from 12 - 2 at Woodfords Congregational church. Jan Files has volunteered to go. Barbara Merrill, Gail or Purdy will also attend.
6) Next meeting May 12, 2011 4 o’clock Laity Room.
Showing posts with label Food Pantry. Show all posts
Showing posts with label Food Pantry. Show all posts
Tuesday, January 18, 2011
Wednesday, September 22, 2010
Food Pantry
Meeting Minutes of September 17, 2010
Present: Gail Dransfield, Barbara Merrill, AnnElissa Leveque, Cyndi Alden, Judy Hardy, Janice Files.
Balance: $4,642.12
Requests: May 10 – August 10, 2010
Families / 101 – Adults / 191 – Children / 152
Old Business:
• Newark’s Restaurant brought in cans of food from their can for lobster promo. Healthy Food gave us a mini grant of $500.00. We had donations from Cape Lions, People’s Methodist Bible School, Spurwink School, and a couple of others that I am afraid I didn’t get.
New Business:
• It seems like we jumped over old business & went right to new. We discussed putting notes in our outgoing bags to tell people to call if they want a Thanksgiving basket. It was decided not to do that unless we get the go ahead from the Mission Board.
• CALL IN ON DUTY DAY BY 9:00 TO TELL JEN OR CYNDI YOU ARE ON. IF YOU NEED A SUB, IT IS YOUR RESPONSIBILITY TO FIND ONE AND THEN CALL THE CHURCH & LET THEM KNOW YOU HAVE CALLED IN A SUB & WHO IT IS.
• We are calling our pantry list to see if everyone is still interested in doing the pantry. We have FRANCIS JANE on for MON. - - CYNDI for TUES. - - BERT for WED. - - PRUDY for THURS. - - & JANICE for FRI.
• Gail will contact Betty Crane to see if she is still going to help fill the recipe bags with her. Natalie Charles will be asked to do shopping, Mary Ann McGreehan, Sandy Dyer & Barbara Merrill are subs. Barbara Merrill will do gift card for food & Judy Hardy will do the gift cards for cash donations. Cyndi will chair our meetings from now on.
• We have long term approval from the Council to sell our not so usual food that we collect, after church. (Sorry, but don’t know what to call some of it.) Council says absolutely not outdated food. There is a box in the pantry to put outdated food and it is there for the taking. Otherwise it will have to be thrown away.
• IT IS VERY IMPORTANT THAT YOU MAKE A NOTATION ON THE FOOD PANTRY CARD, DESK TABLET AND TELL JEN AND CYNDI WHEN A PERSON DOES NOT PICK UP THEIR FOOD AND IT IS RETURNED TO GENERAL STOCK. If you don’t it may make them ineligible if they would call again in a 2 month period.
Our next meeting will be Jan. 13, 2011 at 4:00 in the Laity Room. We hope we have a good turn out.
Respectfully Submitted,
Janice Files
Present: Gail Dransfield, Barbara Merrill, AnnElissa Leveque, Cyndi Alden, Judy Hardy, Janice Files.
Balance: $4,642.12
Requests: May 10 – August 10, 2010
Families / 101 – Adults / 191 – Children / 152
Old Business:
• Newark’s Restaurant brought in cans of food from their can for lobster promo. Healthy Food gave us a mini grant of $500.00. We had donations from Cape Lions, People’s Methodist Bible School, Spurwink School, and a couple of others that I am afraid I didn’t get.
New Business:
• It seems like we jumped over old business & went right to new. We discussed putting notes in our outgoing bags to tell people to call if they want a Thanksgiving basket. It was decided not to do that unless we get the go ahead from the Mission Board.
• CALL IN ON DUTY DAY BY 9:00 TO TELL JEN OR CYNDI YOU ARE ON. IF YOU NEED A SUB, IT IS YOUR RESPONSIBILITY TO FIND ONE AND THEN CALL THE CHURCH & LET THEM KNOW YOU HAVE CALLED IN A SUB & WHO IT IS.
• We are calling our pantry list to see if everyone is still interested in doing the pantry. We have FRANCIS JANE on for MON. - - CYNDI for TUES. - - BERT for WED. - - PRUDY for THURS. - - & JANICE for FRI.
• Gail will contact Betty Crane to see if she is still going to help fill the recipe bags with her. Natalie Charles will be asked to do shopping, Mary Ann McGreehan, Sandy Dyer & Barbara Merrill are subs. Barbara Merrill will do gift card for food & Judy Hardy will do the gift cards for cash donations. Cyndi will chair our meetings from now on.
• We have long term approval from the Council to sell our not so usual food that we collect, after church. (Sorry, but don’t know what to call some of it.) Council says absolutely not outdated food. There is a box in the pantry to put outdated food and it is there for the taking. Otherwise it will have to be thrown away.
• IT IS VERY IMPORTANT THAT YOU MAKE A NOTATION ON THE FOOD PANTRY CARD, DESK TABLET AND TELL JEN AND CYNDI WHEN A PERSON DOES NOT PICK UP THEIR FOOD AND IT IS RETURNED TO GENERAL STOCK. If you don’t it may make them ineligible if they would call again in a 2 month period.
Our next meeting will be Jan. 13, 2011 at 4:00 in the Laity Room. We hope we have a good turn out.
Respectfully Submitted,
Janice Files
Thursday, January 28, 2010
Food Pantry
Meeting Minutes of January 21, 2010
PRESENT: Gail Dransfield, Barbara Merrill, Betty Crane, Barbara Merrill.
BALANCE: $5518.84
REQUESTS OCT. - JAN.: Families/ 157; Adults/ 268; Children / 249
OLD BUSINESS:
1. There were a large number of donations from church members and civic groups. Cape Elizabeth H.S. Volunteer Club/ $200.00, Cape Elizabeth United Methodist / $130.00 + food drive, Mission Team / $200.00 Church members. Gail will write “Thank you” notes to all above.
2. The new system of leaving the bags for clients in the pantry until someone comes to the office to ask for them the following day seems to be working well for everyone.
*Record the date of the request on the yellow pad and in the file box, not the pick up date
*Please re-shelve any bags left in the pantry for longer than 7 days. Cross out the client’s name from the yellow pad and also the date on the index card in the file box. Otherwise, they will not be eligible for food for another 2 months.
NEW BUSINESS:
1. Gail had an interview with a social worker from Preble St. Preble Street is surveying all the Portland area food banks and programs. They are trying to assess the needs and to explore other ways to serve those needing food.
2. St. John’s Food Bank gave us 50 boxes from Hannaford from the Feed the Hungry collection.
3. Girl Scout Leaders meeting, Feb. 1, food donations will be collected.
4. Ann Elissa will prepare the Annual Report this April.
5. Barbara reported that Hannaford now offers restricted gift cards: (cannot be used to purchase alcohol or tobacco). We will only purchase these cards from now on.
6. Betty Crane has asked to be relieved from working every Tues. for at least 6 weeks. This leaves only Mon. and Fri. covered by a regular volunteer. Three substitutes winter in Florida. Two members are out for a time. Barbara Merrill will write a piece for the next Beacon asking for new volunteers.
7. Gail will write to the Bazaar committee thanking them for the past support and telling them that we will not be requesting money this year as we have such a comfortable balance. It is hoped that their money will then help another group.
8. The Spirit Team asked us to consider including an invitation along with each bag to attend worship. After an honest discussion it was decided to not do this. The group felt that the pantry is “housed” at our church but not solely supported by our church. It was suggested that an invitation to visit our church with a listing of the holiday services be including in the Thanksgiving Baskets as that program is done by our Mission Team and seems more appropriate.
9. Next meeting May 20 @ 4:00 p.m.- Laity Room.
PRESENT: Gail Dransfield, Barbara Merrill, Betty Crane, Barbara Merrill.
BALANCE: $5518.84
REQUESTS OCT. - JAN.: Families/ 157; Adults/ 268; Children / 249
OLD BUSINESS:
1. There were a large number of donations from church members and civic groups. Cape Elizabeth H.S. Volunteer Club/ $200.00, Cape Elizabeth United Methodist / $130.00 + food drive, Mission Team / $200.00 Church members. Gail will write “Thank you” notes to all above.
2. The new system of leaving the bags for clients in the pantry until someone comes to the office to ask for them the following day seems to be working well for everyone.
*Record the date of the request on the yellow pad and in the file box, not the pick up date
*Please re-shelve any bags left in the pantry for longer than 7 days. Cross out the client’s name from the yellow pad and also the date on the index card in the file box. Otherwise, they will not be eligible for food for another 2 months.
NEW BUSINESS:
1. Gail had an interview with a social worker from Preble St. Preble Street is surveying all the Portland area food banks and programs. They are trying to assess the needs and to explore other ways to serve those needing food.
2. St. John’s Food Bank gave us 50 boxes from Hannaford from the Feed the Hungry collection.
3. Girl Scout Leaders meeting, Feb. 1, food donations will be collected.
4. Ann Elissa will prepare the Annual Report this April.
5. Barbara reported that Hannaford now offers restricted gift cards: (cannot be used to purchase alcohol or tobacco). We will only purchase these cards from now on.
6. Betty Crane has asked to be relieved from working every Tues. for at least 6 weeks. This leaves only Mon. and Fri. covered by a regular volunteer. Three substitutes winter in Florida. Two members are out for a time. Barbara Merrill will write a piece for the next Beacon asking for new volunteers.
7. Gail will write to the Bazaar committee thanking them for the past support and telling them that we will not be requesting money this year as we have such a comfortable balance. It is hoped that their money will then help another group.
8. The Spirit Team asked us to consider including an invitation along with each bag to attend worship. After an honest discussion it was decided to not do this. The group felt that the pantry is “housed” at our church but not solely supported by our church. It was suggested that an invitation to visit our church with a listing of the holiday services be including in the Thanksgiving Baskets as that program is done by our Mission Team and seems more appropriate.
9. Next meeting May 20 @ 4:00 p.m.- Laity Room.
Monday, October 5, 2009
Food Pantry
Meeting Minutes of September 23, 2009
PRESENT: Betty Crane, Nance Driscoll, Burt Randall, Barbara Merrill, Gail Dransfield, Jan Files, Nancy Senger, Sandy Dyer, Judy Hardy.
ABSENT: AnnElissa was sick with the flu.
Kathy Sahrbeck has had to retire from our group. She, along with her great personality, will be missed. We did have a nice surprise, though. Nancy Senger has rejoined our group for a few months. Welcome back, Nancy.
BALANCE:
I’m sorry, but didn’t get the amount, but we spent the $3,242.00 that was a grant given to us by the United Way, on food and gift certificates. We have $400.00 in gift certificates left from that amount to give out.
REQUESTS:
June – Sept. Families / 130; Adults / 220; Children / 220
OLD BUSINESS:
Gail wrote thank you notes to Peter & Marcia Webber and to Peoples Methodist Church for their donations. Nancy Senger will get the names of other donors from the office & write them thank you notes. We made $80.00 to put into our piggy bank from our swap last Sunday, Sept. 20th.
NEW BUSINESS:
We decided to have a table with the Mission Mall at the Holly Daze Bazaar this year. Nancy Senger will set up and man the table for us after talking to AnnElissa to see what is needed. Sandy Dyer will make up gift certificates to give out and a alist of pantry foods needed.
Theft Problem: We had a problem this summer with some people stealing gift certificates out of bags. We discussed not giving certificates and giving powdered milk, but decided to still give the certificates. Any bags not picked up when Jen leaves on Friday will be put in the pantry. Gift certificates are to be put in the bottom of the bags. Jen is to tell people when they call that the food will be re-shelved if left here 3 days.
Mailings: Gail requested mailings be sent to community churches, schools & police departments. We want to remind people that we are here for those in need and to ask for whatever donations they can give. Jan will be writing the letters for the mailings.
Subs: If anyone needs a sub, when they get a name for the sub, it is up to the person asking for the sub to do a group email and let everyone know who that person is.
Thanksgiving: It was suggested when people call for food that Jen tell them that if they should want a basket that they should order Nov. 1st through Nov. 15th. They should also know that it will not hurt their pantry standings.
Emergency Help: Betty & Barb will make some new listings for Emergency help to put in bags and to give to Jen. Barb will also check on 411# and see exactly what it means.
Casserole Bags: We will once again start making our casserole bags. Need small bags and also any kind of bags for food. Will put a notice in the Beacon for bags and will also make up notes to put into food bags to ask people to recycle and bring us back their bags.
NEXT MEETING: Thursday, 1/21/10
Respectfully submitted by Jan Files.
PRESENT: Betty Crane, Nance Driscoll, Burt Randall, Barbara Merrill, Gail Dransfield, Jan Files, Nancy Senger, Sandy Dyer, Judy Hardy.
ABSENT: AnnElissa was sick with the flu.
Kathy Sahrbeck has had to retire from our group. She, along with her great personality, will be missed. We did have a nice surprise, though. Nancy Senger has rejoined our group for a few months. Welcome back, Nancy.
BALANCE:
I’m sorry, but didn’t get the amount, but we spent the $3,242.00 that was a grant given to us by the United Way, on food and gift certificates. We have $400.00 in gift certificates left from that amount to give out.
REQUESTS:
June – Sept. Families / 130; Adults / 220; Children / 220
OLD BUSINESS:
Gail wrote thank you notes to Peter & Marcia Webber and to Peoples Methodist Church for their donations. Nancy Senger will get the names of other donors from the office & write them thank you notes. We made $80.00 to put into our piggy bank from our swap last Sunday, Sept. 20th.
NEW BUSINESS:
We decided to have a table with the Mission Mall at the Holly Daze Bazaar this year. Nancy Senger will set up and man the table for us after talking to AnnElissa to see what is needed. Sandy Dyer will make up gift certificates to give out and a alist of pantry foods needed.
Theft Problem: We had a problem this summer with some people stealing gift certificates out of bags. We discussed not giving certificates and giving powdered milk, but decided to still give the certificates. Any bags not picked up when Jen leaves on Friday will be put in the pantry. Gift certificates are to be put in the bottom of the bags. Jen is to tell people when they call that the food will be re-shelved if left here 3 days.
Mailings: Gail requested mailings be sent to community churches, schools & police departments. We want to remind people that we are here for those in need and to ask for whatever donations they can give. Jan will be writing the letters for the mailings.
Subs: If anyone needs a sub, when they get a name for the sub, it is up to the person asking for the sub to do a group email and let everyone know who that person is.
Thanksgiving: It was suggested when people call for food that Jen tell them that if they should want a basket that they should order Nov. 1st through Nov. 15th. They should also know that it will not hurt their pantry standings.
Emergency Help: Betty & Barb will make some new listings for Emergency help to put in bags and to give to Jen. Barb will also check on 411# and see exactly what it means.
Casserole Bags: We will once again start making our casserole bags. Need small bags and also any kind of bags for food. Will put a notice in the Beacon for bags and will also make up notes to put into food bags to ask people to recycle and bring us back their bags.
NEXT MEETING: Thursday, 1/21/10
Respectfully submitted by Jan Files.
Wednesday, June 17, 2009
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.
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.
Tuesday, February 3, 2009
The Food Pantry
Meeting Minutes
January 15, 2009
Present: Betty Crane, Nance Driscoll, AnnElissa Leveque, Francis Jane Addor, Burt Randall, Barbara Merrill, Gail Dransfield, Kathy Sahrbeck and Jan Files.
Balance: $5,056.37
Requests: Sept. 18, 2008 – Jan. 15, 2009
Families – 152; Adults – 265; Children – 24
Old Business:
We had a very long list of food and money donations, which you will find attached to these minutes. We at the meeting picked donors names to write Thank You notes to. Notes will be written from home.
Gail will write the Thank You notes on donations as they come in, while Judy is away.
It was mentioned that Chris Mill has been bringing bakery products to us for a long time and most likely has never been thanked. It was suggested that we send him a note.
Twice there have been bags left in the pantry with food donations that had no names on them. Kathy thought some of the bags were donations from Jane Eberle’s pot luck supper.
Barbara has just bought $120 worth of Gift Cards.
New Business:
Gail suggested that we take $300 out of our budget and buy flats of our most needed foods, such as small instant coffee, cereal, canned fruit, peanut butter, jelly, and canned meats. All agreed and AnnElissa will go shopping.
AnnElissa suggested that we write up some recipes to put in bags with the ingredients to make casseroles made with pasta. We have an abundant amount of pasta that was collected at one of our food drives. She said she would write up the recipes and leave copies to put in bags.
We were asked, when we shelved, not to put the cans way back in the rear and to make sure we put things in the right places. All extra large cans are to be put in a box to go to the Soup Kitchen. All baking supplies are to be given to Holly for her Soup Kitchen baking that she does.
Francis Jane said her husband, Roger, would be glad to hang our plaque we’d made to commemorate Verna Andrews and Beryl Brink. If it is not going to be hung by our door, the plaque by the door should be moved so that both plaques will both located alongside each other.
Request to Holly Daze Bazaar: We’d like to have some money to replace our rug and to build some more shelves. The name of Guy Gledhill was brought up as someone who could give us an estimate as to how much money would be needed to do this. Gail will look into this.
Gail wants to be put on the sub-list.
AnnElissa is going to make up a list of allergies for a child that she knows that we donate to. A note will be attached to her file, reminding us to check to list before packing for her.
A date for our coffee hour sale of post dated food was chosen. It will be Sunday, March 1. Gail will take care of putting a note in the Beacon and making a poster. AnnElissa and I will be doing the setting up before church and stay for sales. The money we make at these sales will be set aside for pantry improvements, whenever needed.
Respectfully submitted by Jan Files.
January 15, 2009
Present: Betty Crane, Nance Driscoll, AnnElissa Leveque, Francis Jane Addor, Burt Randall, Barbara Merrill, Gail Dransfield, Kathy Sahrbeck and Jan Files.
Balance: $5,056.37
Requests: Sept. 18, 2008 – Jan. 15, 2009
Families – 152; Adults – 265; Children – 24
Old Business:
We had a very long list of food and money donations, which you will find attached to these minutes. We at the meeting picked donors names to write Thank You notes to. Notes will be written from home.
Gail will write the Thank You notes on donations as they come in, while Judy is away.
It was mentioned that Chris Mill has been bringing bakery products to us for a long time and most likely has never been thanked. It was suggested that we send him a note.
Twice there have been bags left in the pantry with food donations that had no names on them. Kathy thought some of the bags were donations from Jane Eberle’s pot luck supper.
Barbara has just bought $120 worth of Gift Cards.
New Business:
Gail suggested that we take $300 out of our budget and buy flats of our most needed foods, such as small instant coffee, cereal, canned fruit, peanut butter, jelly, and canned meats. All agreed and AnnElissa will go shopping.
AnnElissa suggested that we write up some recipes to put in bags with the ingredients to make casseroles made with pasta. We have an abundant amount of pasta that was collected at one of our food drives. She said she would write up the recipes and leave copies to put in bags.
We were asked, when we shelved, not to put the cans way back in the rear and to make sure we put things in the right places. All extra large cans are to be put in a box to go to the Soup Kitchen. All baking supplies are to be given to Holly for her Soup Kitchen baking that she does.
Francis Jane said her husband, Roger, would be glad to hang our plaque we’d made to commemorate Verna Andrews and Beryl Brink. If it is not going to be hung by our door, the plaque by the door should be moved so that both plaques will both located alongside each other.
Request to Holly Daze Bazaar: We’d like to have some money to replace our rug and to build some more shelves. The name of Guy Gledhill was brought up as someone who could give us an estimate as to how much money would be needed to do this. Gail will look into this.
Gail wants to be put on the sub-list.
AnnElissa is going to make up a list of allergies for a child that she knows that we donate to. A note will be attached to her file, reminding us to check to list before packing for her.
A date for our coffee hour sale of post dated food was chosen. It will be Sunday, March 1. Gail will take care of putting a note in the Beacon and making a poster. AnnElissa and I will be doing the setting up before church and stay for sales. The money we make at these sales will be set aside for pantry improvements, whenever needed.
Respectfully submitted by Jan Files.
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