MINUTES OF THE REGULAR MEETING OF THE BOARD … · NORTH LIBERTY COMMUNITY PANTRY January 27, ... The Fundraising/Marketing Report was given by Jill and ... OF THE BOARD OF DIRECTORS

MINUTES OF THE REGULAR MEETING

OF THE BOARD OF DIRECTORS OF

NORTH LIBERTY COMMUNITY PANTRY

January 27, 2016

The regular monthly meeting of the Board of Directors of the North Liberty Community Pantry

(the “Pantry”) was called to order by Chair, Sean Pearl, in North Liberty, Iowa, at 6:03 p.m. on January

27, 2016.

The following directors were in attendance: Sean Pearl, Jay Johnson, Nick Bergus, Greg Dils, Dave

Jansen, Jill Noel, Judy Bornkessel, Sue Nelson, Kyra Corbett, Sabrena Shields, and Katie Tsilosani.

The following guests were in attendance:

The following staff was in attendance: Tina Dubois

The following directors were not in attendance: Matt Swift, Dawn Lyons

It was moved by Dave and seconded by Kyra that the amended agenda for the meeting be approved, and

the motion carried.

The December 2015 minutes meeting were reviewed by the Board.

Motion to approve the minutes made by Nick, Jay seconded.

Motion Carries.

Motion made to approve new Board Appointments and renewal of Matt Swift and Sean Pearl made by

Nick, seconded by Jay. Motion carries.

Potential Conflicts of Interest:

Sean- Quality Care

Jay- Rhinehart Food Service

Greg- Innomatix

Kyra- Care Pro Pharmacy

Katie- Purple Bloom Preschool

Nick- City of North Liberty

Sabrina- May conflict by working with families/children at North Central

Signed the Board of Directors commitment document

Toured the Pantry

Old Business

None

New Business Committee Chair Appointments:

Chair – Sean Pearl

Vice Chair – Nick Bergus

Treasurer – Dave Jansen

Assistant Treasurer – Greg Dils

Recorder – Jill Noel

Church Relations – Dave Jansen

Volunteer Support – Sabrena Shields

Fundraising/Marketing – Jill Noel

Endowment – Matt Swift

Operations – Sue Nelson

Garden – Nick Bergus

Community Needs Assessment – Tina DuBois

Executive – Sean Pearl

Motion made by Judy to accept committee chair appointments, seconded by Sue.

Motion Carries.

Officer and Committee Reports

The Director’s Report was given by Tina and included the following:

Directors Report

o Radio – KXIC 7:15AM-7:45AM

February 18 – Sean Pearl

March 17 – Toiletries/Socks & Underwear (Steven & ?)

April 21 – Golf Tournament: Jay Johnson

May 19 - Garden

June 16 – TGIJ/Turkey Trot

July 21 - TGIJ

August 18 - Garden

September 15 -

October 20 – Stone Soup Supper

November 17 -

December 15 –

Food Policy Council Forum

o 5-8:30 PM

Montgomery Hall (Johnson County Fairgrounds)

o Join us Thursday, February 4th, 2016 from 5:00 to 8:30 p.m. for Alliances—

Rediscovering our Food System, a public forum where we will discuss six identified

sectors of the food system—land stewardship, food production, distribution, retail, the

eater, and the waste stream in Johnson County—and how they all come together to create

a vibrant, intact, community-based food system in which each and every one of us can

participate. This event is free and open to the public. Food and refreshments will be

provided.

Non-Profit Organizational Effectiveness (U of I Course)

o Working with a class for them to complete a project: strategic planning prep, employee

handbook, board training, communication, etc.

o Present on Volunteer Management

HACAP

o Director has resigned

The Finance Report was given by Greg and included the following:

Executive Financial Summary

January 2016

Cash Summary 12/31/15 12/31/14

Reports are preliminary as we work through all the year-end pieces and donations received

Page 3: We had net income of over $85,000 last year

Page 4: Total Income exceeded our budget by $81,000. We exceeded budget in nearly all

categories. Total Income in 2015 exceeds our 2016 budget.

Page 4: Total Expenses were under budget by $5,000. Most categories were within 10% of

budget.

Page 5: Individual and Business donations were slightly down from 2014, but there were far

fewer memorials compared to 2014. Group donations were up due to 100+ Men Who Care

Page 5: Increase in expenses were expected and budgeted, primarily due to Garden

Page 20: shows the net income from each special event (look at the “5800 Special Events” line)

Next finance committee meeting is Feb 10

The finance committee is recommending transferring $70,000 to the endowment:

Our current bank balance is $240,000 (Pantry Checking balance + Undeposited Funds

balance)

We have committed donations totaling over $35,000 in the first 6 months (church, United

Way, grants)

We want to keep a minimum of 50% of our operating budget in the bank at all times =

$110,000

We also need to keep 100% of these funds available:

o Designated garden funds: $44,000

o Designated van funds: $20,000

o One-time budgeted expenses (donor database and dumpster enclosure): $20,000

o Transfer to church: $11,000

o Total: $95,000

$275,000 - $205,000 = $70,000 available for endowment

Motion to approve $70,000 transfer to the endowment made by Kyra and seconded by Nick.

Motion carries.

The Fundraising/Marketing Report was given by Jill and included the following:

Golf Tournament Planning is underway.

o Looking for teams and sponsorships

Next Meeting February 4th at Noon if you want to join!

The Golf Tournament report was given by Matt and included the following:

Looking for teams and sponsors

The Endowment Fund report was given by Matt and included the following:

None to Report

The Grant Committee report was given by Greg and included the following:

2015 grant summary:

o 28 applications submitted

o 12 received (total $36000)

o 9 pending

o 7 grants

o 2 other applications (City of NL and United Way)

o 7 declined (including 2 that never responded)

Recently we received notification of Matthew 25 ($2500 toward service items) and Cargill

($6500 toward Healthy Foods Project), and we applied for South Slope (Seed Library) and Aegon

(van).

At the January meeting we will plan out the next grants to apply in 2016.

The Volunteer Support Report was given by Tina and included the following:

Approximately 75-80 people in attendance

Awards at levels 50, 100, 500, 1000, 2000, and 3000 hours

The Operational Report was given by Sue and included the following:

Family Interviews completed and were reviewed

Kitchen work completed by Lowes

Recommendation to close PM shift on New Year’s Eve

Stocking video is being worked on by Steven

Budget was reviewed

Discussed detergent purchasing

Discussed dumpster enclosure

No meeting in February so next Meeting March 2, 2016

The Garden Report was given by Nick and included the following:

January 2016

Budget We have a good amount of the Wellmark grant that we still need to spend in our second year.

Originally, we planned to use some to finish out the kitchen and prep space, but Lowe’s donation

of cabinets, labor and other help will allow us to spend it in other places. In addition to drip

irrigation, we’re looking a fencing for animal control, additional seating, landscaping, walkway

and additional tools.

Class and Event List We worked on a tentative list of events and dates for our second season. Tentative Date Event/Class Late March or April Kickoff event/compost spreading (possibly with Reds staff) May 9 First open volunteer time: planting May 19, June 1 Container gardening (at pantry and Summer Lunch and Fun) June 2 Garden volunteer orientation Mid-June Drip irrigation (educational install), possibly storm water and green classes June or July Growing and using herbs (at Summer Lunch and Fun) July Daycare and kid group tours August 8 Salsa making class August Canning, freezing and pickling (in partnership with city?) September End-of-harvest event

Media and Communication Update Ilsa and Nick are working on a visual summary of our first year for volunteers and donors. The

goal is to show what we accomplished, the value of the garden and where we need to go in our

second year.

Education Event Assistant Job Description Ilsa is looking for ways to recruit people who are interested in volunteering specifically for our

educational events and put together a basic description to help entice potential volunteers.

Marketing Intern Job Description We’re looking for an intern to spend 10 – 15 hours helping with garden marketing, something

Becca Vasquez, our past AmeriCorps employee, had helped with. Ilsa put together a job

description.

Recipe Book Update Our plan to update and reorganize the recipe book to include more fresh produce as well as basic

cooking instructions has been tabled until the education summit can provide some coordination.

The Community Needs Assessment Report was given by Tina and included the following:

Assembling information for submission to county supervisors

o Funding is available for this fiscal year for filling the gaps (through June 30th 2016)

o Infographic attached

The Church Relations Report was given by Dave and included the following:

Church is contemplating building and decided to move ahead last night with the drawings

Executive Committee Meeting: January 8, 2016

Present: Sean P., Nick B., Greg D., Tina D. (Second Friday, 8am)

Bylaw Review

Reviewed Bylaws in detail

Will seek out legal advice on duties of officers and staff

Will continue review at the next meeting

Committee Structure

Discussed updated committee structure staff suggestions

o Standing Committees: Volunteer Support, Operations, Fundraising/Marketing, Executive,

Finance

o AdHoc Committee: Garden

o We will have a “Education Planning Summit” where all committees will contribute and

then the pieces of the plan will be completed by the appropriate

Board Meeting Conflicts of Interest Discussion

Summarized conflicts of interest were received from the July Board meeting. These will be

integrated and reported as final minutes

Motion to adjourn tonight’s meeting made by Nick, seconded by Dave.

Meeting Adjourned at 8:02.

2016 Board Meeting Schedule (4th Wednesday of every month except dates underlined below):

Jan 27, Feb 24, Mar 23, Apr 20, May 25, June 22, July 27, Aug 24, Sept 28, Oct 26, Dec 7 (Nov/Dec

joint)




February 24, 2016

The regular monthly meeting of the Board of Directors of the North Liberty Community Pantry (the “Pantry”)

was called to order by Chair, Sean Pearl, in North Liberty, Iowa, at 6:05 p.m. on February 24, 2016.

The following directors were in attendance: Sean Pearl, Jay Johnson, Nick Bergus, Greg Dils, Dave Jansen, Jill Noel,

Judy Bornkessel, Sue Nelson, Dawn Lyons, Matt Swift, Kyra Corbett, Sabrena Shields, and Katie Tsilosani.



The following directors were not in attendance:

It was moved by Sue and seconded by Dave that the amended agenda for the meeting be approved, and the motion

carried.

Motion to vote Dawn Lyons onto the board made by Matt and seconded by Nick.

Motion Carries.

The January 2016 minutes meeting were reviewed by the Board.

Motion to approve the minutes made by Judy, Kyra seconded.

Motion Carries.

Potential conflicts of interest:

Dawn works at Hills Bank and Trust

Old Business

None

New Business

Thank you to Tina for the last 10 years!! Tina is stepping down for a new direction in life.

Executive Director Search Timeline:

February 12th Press Release to the Leader

February 17th – Mail post card to donors

February 18th – Announce at KXIC

February 19th – Post position – Close March 11th

- Indeed

- Craigslist

- School of SW

- Hire a Hawk

- Cornell

- UWJWC/UWECI

- Leader/Economist

- Facebook

- HACAP

- Volunteer Newsletter

March 21st- April 1st Interviews

Meet 15 minutes with Tina – tour, mission, vision, values

1st – 2 Board members (Sean will plan to be at all interviews) and Steven and/or Ilsa, Judy McRoberts (March

21, 22, 23)

2nd – Sean, 2 Additional Board Members (different than the first time), Church staff/SPRC

(March 28, 29, 30)

April 4th – Offer Date

May 2nd – Start Date

Mid-May – Invite only “event” - volunteers, donors ... etc.

May 31 - Tina's last day

Discussed the higher expense expected with the overlap of salaries between Tina and the new staff member. Will

eventually need to vote on changes to the budget.



Director Report

Education Summit

o Tuesday, February 23rd

o Came up with 5 goals

Optimist Pancake Breakfast

o Saturday, March 5th 7AM-1PM, North Liberty Rec Center

Whippoorwills (NL Ladies Group)

o Presentation Saturday, March 5th

Donor Database

o Received quotes from Bloomerang and ETapestry for databases

o Tina, Ilsa and Judy are going to review the databases and decide which one will work the best for the

Pantry.


North Liberty Community Pantry


January 2016

Cash Summary 1/31/16 1/31/15

December 2015 report has been updated with all the year-end numbers. The only other changes we might see

would be those recommended during the financial review.

The transfer to the endowment has been made. This will show up in the February reports for next month’s

meeting

Page 3: Income so far is much higher than last year, most of this difference is a $6500 grant from Cargill.

Expenses are 33% higher than last year, most of this is staffing which was expected.

Page 4: Total expenses are under budget

We are working on a list of questions and information to provide to auditor

No finance committee meeting in March. Next meeting is April 19

Motion to approve 2015 Q4 EOY Budget approval made by Nick, seconded by Jay

Motion Carries.

Motion to approve January Budget made by Jay seconded by Sue.

Motion Carries.


None to Report The Golf Tournament report was given by Matt and included the following:

Letters went out, went through silent auction items and posters are here

Looking for help from the board to play golf and help find sponsorships The Endowment Fund report was given by Matt and included the following:

Transferred $70,000 to the endowment last month The Grant Committee report was given by Greg and included the following:

Received $1000 grant from South Slope for a seed library The Volunteer Support Report was given by Sabrena and included the following:

Had a nice meeting, learning is in process

Talked about getting volunteer feedback on what’s most important for them for the Executive Director position


Meeting next week o Will talk about a pre-shift meeting beforehand o Talked about information for pantry volunteers to be able to provide information to the families


February 2016

Garden planting plan

Adding a raised bed

Quality Care offered to help with materials and labor

(Pollinator Garden on Earth Day)

Looking for a big load of compost

Raspberries, strawberries and other perennials

Classes and events

Still working to finalize the dates for our various events and classes

We would very much like to add a canning/pickling/freezing class, looking at best ways to do it

Lowe’s would like to help with another projects

Considering fencing the garden, or seed library.

Produce Training

Working on food safety courses and way to help volunteers understand the best produce-handling procedures.

Looking of new committee members

Out next meeting is 12:30 p.m. on March 15 at the Pantry


Reviewed Access Potential Solutions Map chart o There is a binder of all the information that they made the map with if you want to review it

The Church Relations Report was given by Dave and included the following:

Last Friday the church secured approval to move forward with the building. Plans and some final numbers are looking to be done around May. A lot more to come. If all goes well, would start to build around June 1st.

The Executive Committee Report was given by and included the following:

Tina announced her resignation o Built a timeline for new Executive Director search

Will review 2nd half of Bylaws in March

Motion to adjourn tonight’s meeting made by Nick, seconded by Dave.





March 23, 2016


(the “Pantry”) was called to order by Chair, Sean Pearl, in North Liberty, Iowa, at 6:05 p.m. on March 22,

2016.

The following directors were in attendance: Sean Pearl, Jay Johnson, Nick Bergus, Greg Dils, Dave

Jansen, Jill Noel, Judy Bornkessel, Sue Nelson, Dawn Lyons, Matt Swift, Kyra Corbett, Sabrena Shields,

and Katie Tsilosani.




It was moved by Nick and seconded by Sue that the agenda for the meeting be approved, and the motion

carried.

The February 2016 minutes meeting were reviewed by the Board.

Motion to approve the minutes made by Nick, Jay seconded.

Motion Carries.


Nothing New

Old Business

Executive Director search

o 24 Applied, Interviewing 8.

7 Done, 1 more to go

o Reviewed in detail the interviewees thus far

Matt made a motion to let the executive committee decide on final decision. Nick seconded.

Motion carries.

New Business



Fundraising Database Conversion

Committed to Bloomerang

Conversion in process

12-15 hours of data preparation prior to sending on to the company

Working on additional clean-up for conversion

Non-Profit Organizational Effectiveness

Volunteer Group

Strategic Planning Group

o Activities to prepare the Board for completing a new strategic plan in the fall




February 2016

Cash Summary 2/29/16 2/28/15

Page 3: Income year to date is higher than last year in all categories.

Operational Expenses are 28% higher than last year. The difference is primarily in staffing.

Service Expenses are 48% higher than last year. We made several big purchases in February that

will be distributed over time.

Total expenses are under budget by 9%

We have provided the first round of answers to the auditor, and have a second round of questions

to answer now

Next finance committee meeting is April 19

Motion to approve February budget made by Matt seconded by Nick.

Motion Carries.


None to Report


Needing teams, volunteers and sponsors


None to report


We received $10,000 from AEGON Transamerica for the van. We are applying to American

Family Insurance for additional funds.

Applied for $2,000 from Walmart for winter outerwear (hats, scarves, gloves, etc.) to distribute

along with the coats

Applying to TJX Foundation (TJMaxx) in partnership with summer lunch program

The Volunteer Support Report was given by Sabrena and included the following:

Talked about volunteer survey and adjusted questions

Next meeting April 6th


Discussed goals and format for stocking video

Operations manual has been updated and will be published

Reviewed pounds per visit with plan for follow up

Discussed clothing concerns with plan for follow up

Discussed language barriers for families/printed materials

Discussed volunteer communication

Kyra is going to join our committee.


Got a lot of money to spend from grant

o Quality care is going to do a butterfly garden

o Spend money on seed library

o Look at irrigation mid june

o Fence, dumpster are more options

Shelby starting May 17th

Set dates for all of the events


Presentation to the board of supervisors

o They have money so they want to see projects plans

o Good summary, supervisors were impressed

The Church Relations Report was given by Kyra and included the following:

Expanding the church!!


Met about staffing

Motion to adjourn tonight’s meeting made by Nick, seconded by Kyra.




joint)




April 27, 2016


was called to order by Chair, Sean Pearl, in North Liberty, Iowa, at 6:05 p.m. on April 27, 2016.

The following directors were in attendance: Sean Pearl, Nick Bergus, Greg Dils, Jill Noel, Judy Bornkessel, Sue Nelson,

Dawn Lyons, Matt Swift, Kyra Corbett, Sabrena Shields, and Katie Tsilosani.


The following staff was in attendance: Tina Dubois, Kaila Rome

The following directors were not in attendance: Jay Johnson, Dave Jansen

It was moved by Nick and seconded by Kyra that the agenda for the meeting be approved, and the motion carried.

The March 2016 minutes meeting were reviewed by the Board.

Motion to approve the minutes made by Judy, Sue seconded.

Motion Carries.

Potential conflicts of interest: Nothing New

Old Business

Bylaw Review o Reviewed Bylaws Article VIII in detail o Will seek out legal advice on duties of officers and staff o Will continue review at the next meeting

Farewell Reception o May 18th, 4:30-6:30 o Location: Pantry o Organizing: Judy BMK and Sean o Post card: Donors, volunteers, network (UWJWC, NL Unity, etc.)

New Business

Welcomed new Executive Director, Kaila Rome.

Move July 27th meeting to July 20th o Sue moved to move the meeting from July 27th to July 20th, Kyra seconded.

Motion Carries



Fundraising Database Conversion o Several drafts o Currently ready to use

UWJWC Meeting/Funding o Total funding is less than prior years

o We will have an individual agency meeting to discuss 2016-2017 funding level o Recognized for “leadership and advocacy regarding food security and access to fresh and healthy food

in our community” – Agency Executive of the Year

New Executive Director o Kaila started on 4/19 o Attending internal and external meetings o Kaila would like to schedule times to meet with each Board member

Frontier o Received the donation check o 10 volunteers came on Friday to do garden work o Surveying families about spices for ongoing availability in the Pantry o Anticipate long-term relationship

NOE Class o Non-profit organizational effectiveness o Presentation May 4th 5:45PM at the University o Volunteer Support o Board Strategic Planning

Pantry Visit Day o May 12th 8:30-4:30 – Cedar Rapids Pantries

Farewell Reception o May 18th 4:30-6:30PM

We are needing to change ownership in our banking accounts o Nick made a motion to give full access to everything in the account to Sean and Kaila: they can

exercise all of the powers listed in the resolution. Motion to remove Tina from accounts, Steven has ability to endorse and make deposits and Barb Dixon has the ability to write checks.

Matt seconded. Motion carries.

Discuss new labor laws about salaried employees being paid overtime

o Need to monitor

Matt and Sean to hang seed library




March 2016

Cash Summary

Mar 31, 16 Mar 31, 15

ASSETS

Current Assets

Checking/Savings

1010 · Pantry Checking 138,476.74 151,125.78

1020 · PayPal Account 705.00 1,287.74

1030 · Gift Card / Cash Card Account 348.03 930.63

1040 · Petty Cash 200.00 160.00

1050 · Church Account 5,800.03 -3,093.53

1190 · CFJC Endowment Fund 231,476.69 161,476.69

Total Checking/Savings 377,006.49 311,887.31


Operational Expenses are 28% higher than last year. The difference is primarily in staffing. Additional position and Donor Database purchased in March

Service Expenses are 8% higher than last year. The larger purchases made in February are starting to even out.

Total expenses are under budget by 12.5%

We have provided the first round of answers to the auditor, and have a second round of questions to answer now

Next finance committee meeting is May 17th

Motion to approve the March 2016 financials and 1st Quarter budget made by Nick, seconded by Sue.

Motion Carries.


See Golf Tournament

Turkey Trot planning underway


It’s going to be a great event! Teams are full, sponsorships are full, volunteers are full


None to report


Grant committee is finalizing an application to American Family Insurance for $10,000 for the van. Our next meeting is May 10.


Waiting for people to return volunteer survey

Discussed volunteer handbook

Wanting emergency handbook updated

Food safety training is being handled

Discussed food summit

Church will be showing a movie May 16 from 6:30-8


Discussed and made suggestions for the stocking video which we will see in May

Continue to follow-up on pounds per visit and clothing concerns

Reviewed flow chart from Education Summit

Produce goal of 2 lbs./visit is expected to be met for at least 2 years

Sox/underwear distribution going well

Spring Family Interviews April 18-23

Discussed being site for distribution of bus passes

Discussed How You Can Help brochure for families

May: Review budget/determine produce purchasing goals

Follow-up bus pass discussion


Check Ins and Updates

Garden Planting Plan o Raised bed by MOC--Quality Care coordinating with Forever Green o Compost Acquisition--Thank you Quality Care and Nile Dusdieker for tilling o Red’s Alehouse would like to volunteer (teambuilding) on a Monday 3-5 wks notice

Media and Communication Update o Finished Program Summary from Nick o Press Release Drafts from Steven

Submitted PR for Seed Library Opening Event and the First Open Garden Time

Working on creating Facebook events (share with Forever Green)

Class/ Event List o Monday, May 2nd 6:30 PM Seed Library Opening Event at the NL Community Library o Monday, 5/9 4:30-6:30 PM First Garden Open Volunteer time o Thurs 5/19 4:30-6:30 PM Container Gardening o Thurs, 6/2 6:00-8:00 PM Garden Volunteer Orientation o Wed, 6/7 12:00-1:00 PM(SLF) Container Gardening o Thurs, 6/16 Drip Irrigation event (education install) o July Invite kids groups/ daycares to tour o Thurs, 8/11 5:00-6:00 PM Salsa Making Class o Thurs, 8/18 Canning Class: //freezing and pickling (scholarship RSVP) o Saturday in September Taste and Tour

Produce Training o Overview in Safe Food Handling Training o Veggie Communications Board

Matt: Central Appalachian Growing Committee may have good resource

New Topics

Subcommittees/ Work Groups: Will meet as needed and bring work back to committee

Seed Library (Brenda, Elaine)

Garden Ground Plan (Richard, Bruce, Lucy)

Meet after May 17th meeting at 1:30

Produce Care Team (Jess--going to ask Sally Whaley )

Garden Volunteer Recruitment--may dissolve into general committee

Container Gardening Events (Jess, Bruce)

Drip Irrigation Event (Lucy)

Salsa Making Class (Matt, Nick)

Canning Class (Nick, Molly?)

Nick will email Molly about subcommittees

Produce Guidelines

Volunteers can take produce from the Garden as needed.

We will be weighing all produce grown in the garden for records.

Local Chef Cooking Demonstration Event

Potential to collaborate at the Garden or in a community space

Advertise emphasizing the chef to bring in community participants

Next Meeting: May 17th, 12:30 PM at the Pantry


Obtaining cost and timeline for interventions that will be submitted to the Board of Supervisors o Need to look at strategic plan o Need to look at surrounding pantries and figure out how to aid them in a way that people in their

communities use their facilities, its easier to help people closer to their home

The Church Relations Report was given by Judy and included the following:

Church people are interested in coming to the golf tournament silent auction


Talked a little staffing

Started to review by laws in further details

Motion to adjourn tonight’s meeting made by Nick, seconded by Dawn.





May 25, 2016


(the “Pantry”) was called to order by Chair, Sean Pearl, in North Liberty, Iowa, at 6:05 p.m. on May 25,

2016.

The following directors were in attendance: Sean Pearl, Nick Bergus, Judy Bornkessel, Sue Nelson, Dawn

Lyons, Kyra Corbett, Sabrena Shields, Jay Johnson, Dave Jansen and Katie Tsilosani.


The following staff was in attendance: Tina Dubois, Kaila Rome

The following directors were not in attendance: Greg Dils, Matt Swift and Jill Noel

It was moved by Nick and seconded by Dave that the agenda for the meeting be approved, and the motion

carried.

The March 2016 minutes meeting were reviewed by the Board.

Motion to approve the minutes made by Sue, Dawn seconded.

Motion Carries.

Potential conflicts of interest: Greg Dils – Innomatix is a supplier of Ford, a potential brand we may

purchase for a vehicle.

Old Business

No Old Business

New Business

Vote to accept the Review by Bergan KDV to be made during Finance Report


The Executive Director’s Report was given by Kaila and included the following:

UWJWC Meeting/Funding

Total funding is less than prior years

We received a 3% decrease in funding from $25,000 to $24,250

All agencies received a decrease in funding with decreases as much as 10% Executive Director Transition

A few administrative pieces left to hand-off and will be finished this week

Paypal is the only item that will carryover NOE Class

Non-profit organizational effectiveness

Volunteer Support – Group did an excellent job and information will be integrated

Board Strategic Planning – Group did a mediocre job, limited ability to utilize Pantry Visit Day

May 12th 8:30-4:30 – Cedar Rapids Pantries visit

Able to see how area pantries function Fiscal Policies Approval Level

Realized that wholesale food purchase was $5072 and need approval/vote

Golf Tournament charges $6192 and need approval/vote

- Made joint motion to approve these 2 expenses. 1st Motion made by Nick, 2

nd by Kyra. Motion

passes with unanimous vote.

Recommending adjustment of approval level to be a percentage of the budget so regular expected expenditures do not need approval. Recommendation will be somewhere close to 3% and will be given when finance committee finished up updates to fiscal policies and procedures. Overtime Rules

Gave an update on webinar on Tuesday 12-1PM. Webinar didn’t download.

The Finance Report was given by Dave and included the following:



April 2016

Cash Summary

Apr 30, 16 Apr 30, 15

ASSETS

Current Assets

Checking/Savings

1010 · Pantry Checking 171,094.75 155,190.51

1020 · PayPal Account 1,505.00 3,472.20

1030 · Gift Card / Cash Card

Account

348.03 930.63

1040 · Petty Cash 200.00 200.00

1050 · Church Account 5,800.04 -8,807.05

1190 · CFJC Endowment

Fund

231,476.69 161,476.69



Operational Expenses are 19.6% higher than last year. The difference is primarily in staffing and

purchase of donor database.

o Note that this is not a concern with total expenses under budget by 17% as listed below.

Service Expenses are 13.9% higher than last year.


Board voted for Tina to sign completed Financial Review by KDV. 1st Motion made by Nick, 2nd

by Dave. Motion passes unanimously.

Next finance committee meeting is June 14th

Financial policies and procedures are being updated. Edits have been made and upon final

acceptance by the finance committee will be submitted for approval to board in June.

Steven has learned how to make journal entries which has helped lighten the load.

Motion to approve the April 2016 financials made by Jay, seconded by Dawn. Motion Carries.

The Fundraising/Marketing Report was given by Judy and included the following:

Golf Recap:

Thank you everyone for your help. It was a super well ran event and it was very successful.

Changes for next year: Wouldn’t change much. It was a positive day. Maybe better signage, we

could probably charge more for sponsors. We had strong organizational staff on backside and it

was executed well.

I think we have a strong network of sponsors for years to come. Whether I organize it next year

or not, the template is set. It just has to stay fun. The more fun, the more money raised. Just an

FYI, we personally sent out thank you notes to all the sponsors over $100.

Big shout out to Matt, and Jill for putting a lot of time into the planning of the event, from

sponsors to silent auction items, to filling up the course, to ordering good weather.

Preliminary reports of $15,000 net raised from the event

Kaila is contacting Brown Deer to reserve the Friday before Mother’s Day again for 2017.

Kyra noted that there is a golf outing to remember Phil on Monday where proceeds going to the

Pantry. She said to get in touch with Jill for any donations last-minute.

Turkey Trot scheduled for July 9, same day as Blues & BBQ

o Doing the 10k again this year.


None to report

The Grant Committee report was given by Nick/Tina and included the following:

We were declined for the application to American Family Insurance for funds for the van. We do not have any additional grant opportunities at this time that would be a fit for the van. To date the funds we’ve received for the van include $10,000 from AEGON Transamerica and ~$20,000 from 100+ Men Who Care.

We concluded that additional expenses for the vehicle would be close to $15,000 since it is estimated at $45,000 with a refrigerator unit.

Our conversation in January about the endowment transfer and funds for the vehicle was determined that we can put the recommended amount into the endowment and still have enough money in the budget to cover the vehicle. It is believed this was before the $10,000 Aegon grant was also approved.

We are planning to have more details on $ amounts involved with the next step at the next meeting. o Sean to send emails from previous conversations between Greg, Matt and himself. o Kaila to reach out to Table 2 Table and the CR place about their vehicles, cost, where they

got it from, and pros/cons of the purchase. o Kaila to help manage the solicitation of bids with the help of Board Members who are able to

help, or have already provided information. – Greg, Matt, Jay, Sean o Kaila to research the following: Cost for Vehicle add-ons to be researched as well –

Refrigerator unit, Vehicle Wrap … etc. o Kaila to talk with appropriate church body about costs/changes in insurance/coverage, parking

for the vehicle and anything else we need to make sure we are covered.

Get feedback on how it’s set up currently with Creation Kids vans.

We received $500 from Community Partnership of Johnson County to use toward MyPlate distributions.

We submitted a grant application to TJX (parent company of TJMaxx / Marshall’s) in partnership with North Liberty Betterment to be used toward the Summer Lunch and Fun program.

Met May 14 to discuss and assign upcoming applications. We have 8-10 to write this summer, many are repeats from previous years.

Our next meeting is June 28.


Sean skipped this report accidentally – will email Sabrena to provide any updates.


Reviewed Spring Survey results: o Increase sampling and food pairings in the pantry to help families make meals

using available ingredients o Increase resources available to those that are interested in attending a class o Continue making tasty samples/contest structured samplings o Continue budgeting for fresh fruits/vegetables to help maintain/increase

access o Market pantry resources offered that allow increase potential participation

(transportation/child care) o Engage families gardening at home/continue offering classes o Sending information from the bus route questions to the City for their review of

the feedback we had. o Graphic of survey results were reviewed.

Talked about review of food budget Q1

Set new fresh produce goal of 3lbs/family/visit starting July 1, 2016

MyPlate plate and handout were a success. 125ct to families were given from the $500 grant mentioned above. Educates about nutrition and health.


Committee members have been assigned tasks below, listed in parentheses

Seed Library (Brenda, Elaine)

Opening Event Success: 21 attendees learned how to check out seeds!

Pantry seeds going fast over 50 families have taken seeds.

Good amount of people signing up, great opening event. Next step research materials on seed

saving and ways to get people to be interested in taking unpopular seeds, binders with planting

information. How to get rid of all of the seeds - who to donate them to?


Meet after May 17th meeting at 1:30P.M.

Raised bed by MOC--Quality Care coordinating with Forever Green

Red’s Alehouse would like to volunteer (teambuilding) on a Monday 3-5 weeks notice

Notes: Pollinator plants in the raised bed, tabletop disability accessible tables in the garden, Forever

Green Fence(or Lowe’s) donations/ our largest money project($6000-ish), Put a date on the calendar for

Reds to Volunteer

Fencing, balance between decorative and protective, We would like to protect from deer, needs to

border between the beds and the fence for gardens (grass border that is weeding manageable),

decisions between a 4ft and a 6ft fence, white picket fence

(zero maintenance)

Container Gardening (Jess, Bruce)

Created Sign Up Genius

Collected 5 gallon buckets from Hillcrest

Another Container Gardening Class on June 7th, at the Summer Lunch and Fun

Notes: Needs Volunteers mostly, also bucket donations?, bought a lot of soil - if there is too much we’ll

use it for the next container gardening event

Drip Irrigation Event, June 16th (Lucy)

Potentially Partner with Lowe’s - according to their website

Notes: Needs to get organized, gathering materials, raise awareness for the event

Produce Care Team (Jess, Sally Whaley)

Veggie Communications Board

Notes: Needs volunteers who are willing to paint on a ladder to paint (Richard), This will happen in June

after the Drip Irrigation Event. This will coordinate with the volunteer training class. Volunteer

opportunity will happen on a Friday most likely.

Salsa Making Classes (Matt, Nick)

Meeting with Jeffrey Sills, Kirkwood Culinary

Notes: No updates yet, but we’re still a long ways out till the actual event, August 11th

New Topics

Local Chef Cooking Demonstration Event

Potential to collaborate at the Garden or in a Community Space

Advertise emphasizing the chef to bring in community participants

Partner with Existing Events

Notes: Community chef, Use squash donations, advertise it as quick, easy, healthy 10-minute meals,

making sure to have a good teacher(not just a good chef)

Review the Education Activities Sheet

Notes: Education Activities sheet used to evaluate all of the educational events, and to weed out events

that are not as beneficial. Activity ideas list and organized by goals

Canning Instructor Meeting Friday 5//27 in the am.

Set Subcommittee Meetings

Shelby Cain starting as Garden Event Marketing Intern

NEW: Garden Mentorship Program?

Next Meeting: June 21st, 12:30 P.M. at the Pantry


Recommendations were taken to the Board of Supervisors

None of the recommendations will be directly implemented by the Pantry: mobile pantry, marketing campaign, etc.

There will likely be support the Pantry will provide

The Community Needs Assessment is complete and many of the needs are going to be addressed through the recommendations to the Board of Supervisors

The Pantry Board will need to determine next steps

o Need to look at strategic plan to review how it currently fits in, what is being done by the Country vs. what we were going to focus on.

o Need to look at surrounding pantries and figure out how to aid them in a way that people in their communities use their facilities, its easier to help people closer to their home

o Kaila to continue sitting on the hunger task force.


Sean asked to add to the report that he and Kaila were interviewed by Josh with the Church as part of a leadership review from different ministry perspectives they are going to mash together in a video to try to help with the transition to a new building.

The Executive Committee Report was given by Nick/Tina and included the following:

Bylaw Review

• Reviewed Bylaws Article VIII in additional detail

• Have made contact with an attorney regarding the update to the by laws o Some duties of

elected positions can be delegated to staff

• A draft will be sent to the Board for the June meeting o Have June Executive Committee

meeting final review o Have review by the Church o Have review by an attorney

o Anticipate having final approval by the Board targeted for June meeting

• Sean asking Greg to send one document with all the changes made through the 2

meetings so the Board can review and provide feedback as soon as possible, and not after it goes

to the Church or the Attorney for review.

• Additional recommendations:

o Tina recommended that we set a provision for the # of board meetings a member is

allowed in a year (with the exception of extended leave for acceptable reason).

o Dave recommended that we document what happens if the Pantry’s status as a non-

profit was to change.

Additional

• Will have had the opportunity to review everything that is specifically Kaila’s role prior to the

end

• Tina will complete the end of year report for 2015

• Strategic Plan o Planning for interim activities o Potential leader Mary Westbrook o Need to

evaluate how well the building is suiting needs

• Structure of Committees o Tasks, events, responsibilities

• Staff Reviews o Completing midyear review and will send out to the committee after reviewed

with staff

• Reviewed graph explaining how the Pantry is structured in relationship with the Church.

Next meeting: June 10, 2016 at 8:00AM

Motion to adjourn tonight’s meeting made by Nick, seconded by Kyra.

Meeting Adjourned at 7:40pm.


Jan 27, Feb 24, Mar 23, Apr 20, May 25, June 22, July 20, Aug 24, Sept 28, Oct 26, Dec 7 (Nov/Dec joint)

North Liberty Community Pantry Board Meeting Agenda July 20, 2016 - 6:00 PM 1) Welcome

2) Call to Order and Approval of Agenda – July - 1st Motion________2nd Motion _______Vote 3) Approval of Minutes – June - 1st Motion____________ 2nd Motion _____________ Vote

4) New Potential Conflicts of Interest Disclosure 5) Old Business 6) New Business 7) Reports:

i) Director (Kaila) – No pre-submitted report ii) Finance (Dave) – No pre-submitted report

(1) June 2016 Budget Approval - 1st Motion____________ 2nd Motion _____________ Vote

(2) 2nd Quarter Budget Approval - 1st Motion____________ 2nd Motion _____________ Vote

(3) Fiscal Policies and Procedures - 1st Motion____________ 2nd Motion _____________ Vote iii) Fundraising/Marketing Events: (Jill) – No pre-submitted report iv) Endowment (Matt) – No pre-submitted report v) Grants (Greg) vi) Volunteer Support (Sabrena) – No pre-submitted report vii) Operations (Sue) – No Meeting viii) Garden (Nick) – Meeting Tuesday 7/19 ix) Church Relations (Dave, for Judy) x) Executive (Sean)

8) Adjourn

a) 1st Motion____________ 2nd Motion_____________ Vote 9) Volunteer Hours Documentation 2016 Board Meeting Schedule (4th Wednesday of every month except dates underlined below): Jan 27, Feb 24, Mar 23, Apr 27, May 25, June 22, July 20, Aug 24, Sept 28, Oct 26, Dec 7 (Nov/Dec joint)

Our Mission: To engage our community

in feeding and clothing our neighbors.




June 22, 2016


was called to order by Chair, Sean Pearl, in North Liberty, Iowa, at 6:02 p.m. on June 20, 2016.

The following directors were in attendance: Sean Pearl, Greg Dils, Jill Noel, Judy Bornkessel, Sue Nelson, Dawn

Lyons, Matt Swift, Kyra Corbett, Sabrena Shields, Jay Johnson, Dave Jansen, and Katie Tsilosani.


The following staff was in attendance: Kaila Rome

The following directors were not in attendance: Nick Bergus

It was moved by Jay and seconded by Sue that the agenda for the meeting be approved, and the motion carried.

The May 2016 minutes meeting were reviewed by the Board.

Motion to approve the minutes made by Judy, Dave seconded.

Motion Carries.

Potential conflicts of interest: Nothing New

Old Business

None to Report

New Business

None to Report


The Director’s Report was given by Kaila and included the following:

Press Releases and Political support

o Please note that all press releases pertaining to Pantry events (fundraising, educational, volunteer, etc) are to be sent out by the Pantry staff to ensure consistent messaging. Moving into election season, it's good to remember that the Pantry (including Staff and Board members in their acting roles) cannot legally endorse or oppose any political candidate.

Van Update o Comparing sticker prices and bids, Nissan NV3500 cheapest and meets our needs, at about $34,000. o Refrigeration unit quoted at $14,095 o Total estimated cost : $48,095 o Matt and Jay to help Kaila van shop- will look and vote next meeting

2015 Program Summary o Completed, tweaking some design aspects and will send out with board minutes for all to have. Also

sending to local officials and leaders and to be published on our website.

Strategic Planning o Step one activity to be done at next meeting. Due next month!

Taking volunteers to walk in the 4th of July parade- let Kaila know if you are interested! o Judy to help prepare for the parade




May 2016

May 31, 16 May 31, 15

ASSETS

Current Assets

Checking/Savings

1010 · Pantry Checking 165,304.28 157,426.74

1020 · PayPal Account 182.04 73.21

1030 · Gift Card / Cash Card Account 348.03 930.63

1040 · Petty Cash 200.00 200.00

1050 · Church Account 5,800.05 -8,780.57



Income year to date is higher than last year in all categories. Presently 84% higher as a group.

Operational Expenses are 21% higher than last year. With Kaila's training and Donor Database removed we are

16% below last year.

Service Expenses are 6% higher than budget


Audit has been completed and final report has been received.

Finance committee has approved the 'North Liberty Community Pantry Fiscal Policies and Procedures'. You

will receive a copy for your review and comment. We will vote on adopting these procedures at our July board

meeting.

Next finance committee meeting is July 19th


Turkey Trot planning is underway. Just over 30 people signed up and we need volunteers and runners if anyone on the board can help with that.


Very successful, over $17,000 raised this year.


None to report


We received $1000 from WalMart toward MyPlate distributions.

We applied for $10,000 from Johnson County.

We’re applying for funds this month from Community Foundation of Johnson County and the Unified Grant (Iowa UMC).

Next meeting is 6/28 12:30pm


May 16th had a documentary in church call poor kids o Great panel, small turnout, great snacks

How to get more people to attend?

Planning volunteer appreciation potluck o Sunday August 14th at Quail Ridge Park TBD o Catering pulled pork by Mosley’s

Shortage of volunteers because of summertime o Discussing how to get volunteers

Anyway the board can help?

We need to make sure that we keep things consistent and fair


Stocking video will be ready for the next volunteer orientation July 18th.

Reviewed How You Can Help Brochure and provided feedback.

Discussed meat limits and ways to avoid confusion for both families and volunteers. Will try putting a sign in the reception room to let families know current status of limits when they come in.

o Will try to use freezer stickers

Will explore ways to display some of the signage and literature from MyPlates. Will look at a grant for another year to continue.

o Very well received

Discussed purchase of van.

Discussed using the Communications Board to enhance consistency of information for volunteers when questions arise about conflicts in practice/policy.

No meeting scheduled for July.


Seed Library o Going well, but lots of seeds remain. We’d love to give some to any local not-for-profits looking for

seeds, especially for corn, pumpkins, melons, green beans.

Fence o We have three bids (attached).

AR Fence Company, 1420 Deerfield Dr., North Liberty: $7,510

Cook Fence Co., 201 East Main St., Robins: $7,240

D&N Fence Co, 4000 Blairs Ferry Rd NE, Cedar Rapids: $14,500

We’d prefer accept the bid from AR Fence, which is $270 higher than the lowest bid, because the company is located in North Liberty, and we prefer the fence style they

offer. o Motion made to approve the $7510 fence made by Matt, seconded by Sue

Motion carries

Raised bed

o We need to set a timeline to complete this project, working with Forever Green and Quality Care.

Sidewalk o We have funding to complete the sidewalk from the drop-off drive to the garden patio, making it

actually handicap accessible. We’re getting bids from the company who originally did our patio as well

as the company building the dumpster enclosure.

Container Gardening classes

o We gave out more than 119 containers and plants to 100 kids and 47 adults.

Drip irrigation o The irrigation system, fed from our rain barrels, was installed. Ilsa is still working out kinks (how long it

takes to water, etc.).

Salsa-making class o Matt is working to have Ben Smart, executive chef at Big Grove teach the class on Aug. 11. Our goal is

20 people, including community members and pantry families.

Canning Class o Jeffery Sills, who teaches canning in Newbo Market for Kirkwood, will lead the class, which will be

hosted by South Slope in the Community Room kitchen on Aug. 18. We’ll have a dozen people, community members and pantry families, who will get to take home canning materials after the class.

We’re assembling information and equipment.

Budget

o We still have money to spend for the Wellmark grant (the remaining money represents the matching funds). We have some items on our list, but still have about $4,600 uncommitted that we’d like to spend before the end of the year. Spending might include:

Knives and cutting boards for classes

Compost bins

Dumpster enclosure

Garden “swag”

Edible perennial landscaping

Additional seating YES Program We have four local high school students at the pantry and

garden every Monday from 8 a.m. to noon.


None to Report


August 28th the groundbr4eaking ceremony for expansion is at the church. Construction should start this Fall


Old Business

Bylaw Review

Reviewed Bylaws Article VIII in additional detail – address attendance, review ‘Board Expectation Document’

and refer to document for by laws on missing meetings.

Sean & Kaila will continue to make contact with an attorney regarding the update to the by laws

o Some duties of elected positions can be delegated to staff

A draft will be sent to the Board for the June meeting

o Have June Executive Committee meeting final review

o Have review by the Church

o Have review by an attorney


Staff Reviews

o Completed midyear review and will send out to the committee after reviewed with staff

Executive Director from Nick:

o We’re meeting weekly and the transition continues to go well. Thanks to everyone for supporting our

new executive director in her role. Please continue to be conscious that the board offers big- picture

direction, and Kaila makes decision about day-to-day operations and staff. Also we’ve been asked to

make sure all official communications, press releases, statements, etc, come from a pantry email

address by pantry staff.

New Business

Next Steps for Executive Committee

Strategic Plan

o Planning for interim activities

-“Start, Stop, Continue” activity prior to reviewing current Strategic Plan

- SWOT analysis – “Personal SWOT” What are YOUR strengths, opportunities, weaknesses etc. Share

openly with the group, builds trust, understanding and collaborations. Do separate from the

Organizational SWOT analysis, complete at next meeting.

o Potential leader Mary Westbrook

o Need to evaluate how well the building is suiting needs

Structure of Committees

o Tasks, events, responsibilities

Someone joining Kiwanis start-up group in NL as representative of Pantry

Bring suggestion to board to decide on a member

Press Releases and other communication on behalf of the Pantry

Pantry official press release need to come from Pantry Staff

Motion to adjourn tonight’s meeting made by Kyra, seconded by Jay.




Grants:

- Submitted two applications to Community Foundation of Johnson County, one for the garden and one for food purchases

- Submitted Unified Grant application (state-level UMC)

- Submitted two applications to support back-to-school distribution (Kohl’s and Delta Dental)

- Working on Community Partnership to Protect Children (winter outerwear) and Procter & Gamble (with Table to Table)

- Received $800 from Catholic Relief Services Rice Bowl

- Declined for Johnson County Supervisors grant

- Could use an additional committee member or two if anyone knows a good candidate

- Next meeting: August 2

Church Relations

Next Ministry Council meeting is 8/2.

Vacation Bible School (7/24-27)

A fifth Sunday potluck on 7/31

Groundbreaking Celebration on 8/28

Executive Committee Old Business Bylaw Review

Reviewed Bylaws Article VIII in additional detail – address attendance, review ‘Board Expectation Document’ and refer to document for by laws on missing meetings.

Sean & Kaila will continue to make contact with an attorney regarding the update to the by laws

o Some duties of elected positions can be delegated to staff






Staff Reviews

o Completed midyear review and will send out to the committee after reviewed with staff

New Business Next Steps for Executive Committee

Strategic Plan


-“Start, Stop, Continue” activity prior to reviewing current Strategic Plan - SWOT analysis – “Personal SWOT” What are YOUR strengths, opportunities, weaknesses etc. Share openly with the group, builds trust, understanding and collaborations. Do separate from the Organizational SWOT analysis, complete at next meeting.




o Tasks, events, responsibilities

Someone joining Kiwanis start-up group in NL as representative of Pantry

Bring suggestion to board to decide on a member Press Releases and other communication on behalf of the Pantry

Pantry official press release need to come from Pantry Staff Next meeting: July 8, 2016 at 8:00AM

Submitted by Kaila Rome

North Liberty Community Pantry Board Meeting Agenda August 24, 2016 - 6:00 PM 1) Welcome

2) Call to Order and Approval of Agenda – August - 1st Motion________2nd Motion _______Vote 3) Approval of Minutes – July - 1st Motion____________ 2nd Motion _____________ Vote

4) New Potential Conflicts of Interest Disclosure 5) Old Business

a) SWOT Analysis – NLCP organization b) Van update c) Thank you for feedback on Executive Director’s 90-day review

6) New Business 7) Reports:

i) Director (Kaila) – No pre-submitted report ii) Finance (Dave) – No pre-submitted report

(1) July 2016 Budget Approval - 1st Motion____________ 2nd Motion _____________ Vote iii) Fundraising/Marketing Events: (Jill) – No pre-submitted report iv) Endowment (Kaila/Sean) – No pre-submitted report v) Grants (Greg) vi) Volunteer Support (Sabrena) – Did not meet this month vii) Operations (Sue) viii) Garden (Nick) – No pre-submitted report ix) Church Relations (Judy) x) Executive (Sean) – No pre-submitted report

8) Adjourn

a) 1st Motion____________ 2nd Motion_____________ Vote 9) Volunteer Hours Documentation 2016 Board Meeting Schedule (4th Wednesday of every month except dates underlined below): Jan 27, Feb 24, Mar 23, Apr 27, May 25, June 22, July 20, Aug 24, Sept 28, Oct 26, Dec 7 (Nov/Dec joint)

Our Mission: To engage our community

in feeding and clothing our neighbors.




July 20, 2016


was called to order by Chair, Sean Pearl, in North Liberty, Iowa, at 6:05 p.m. on July 20, 2016.

The following directors were in attendance: Sean Pearl, Greg Dils, Jill Noel, Judy Bornkessel, Sue Nelson, Dawn

Lyons, Matt Swift, Kyra Corbett, Sabrena Shields, Jay Johnson, Dave Jansen, and Katie Tsilosani. Nick Bergus




It was moved by Nick and seconded by Judy that the agenda for the meeting be approved, and the motion carried.

The June 2016 minutes meeting were reviewed by the Board.

Motion to approve the minutes made by Sue, Dawn seconded.

Motion Carries.


Sean has started a new business focusing on water quality solutions

Old Business

Completed personal SWOT analysis

New Business

None to Report



Hunger Forum Panel discussion held on June 28th, community members are interested in our programs, the Pantry’s garden and the needs we are able to meet in our community, very good discussion, looking at co-hosting another in the future.

Approval needed for Freezer Compressor expense – Prybil came to fix the freezer, part that was ordered was broken, coming back this week to complete the repair and invoice us.

Strategic Plan activity Part 1 wrap up and discussion.

Strategic Plan activity Part 2 take-home and instructions

Next steps for Strategic Planning process

Reached out about the van to Matt and Jay and they are working on it




June 2016

Cash Summary

Jun 30, 16 Jun 30, 15

ASSETS

Current Assets

Checking/Savings

1010 · Pantry Checking 159,628.36 153,292.26

1020 · PayPal Account 657.04 49.52

1030 · Gift Card / Cash Card

Account

348.03 930.63

1040 · Petty Cash 200.00 200.00

1050 · Church Account 5,800.06 -8,454.09





Finance Committee met with church treasurer to review monthly payroll transfers and the process involved. We will be making adjustments to our monthly transfers starting this month to reflect Kaila assuming the director position. We presently owe the church @ $2600 for the overlap of two directors and the vacation pay buy out for Tina. This transfer will also be made this month.

The finance committee is attempting to gain a greater understanding of its responsibilities and has been engaged in making some changes.

Review of the Fiscal Policies and Procedures – now pending board approval.

Steven Williams taking over the month end journal entries

Meeting with Church Treasurer regarding transfer process

Reviewing insurance documentation and keeping a copy in the pantry files.

We are scheduling a meeting with the endowment fund managers to better understand what our responsibilities are related to this fund.

We will also be reconciling the grant money with our accounting books this month.

Golf outing numbers are complete on this spreadsheet. The Turkey Trot numbers are not complete. Expected net income is @ $3,000.

Next finance committee meeting is August 16th

Motion to approve June’s budget made by Judy, seconded by Jay o Motion carries

Reviewed the updated fiscal policy and procedure manual. The big change is that the Director now has approval to spend up to 3% of the panty’s budget for normal operations, not limited to $5,000.

o Motion to update the fiscals policy and procedure, pending approval of the by laws, made by Nick. Seconded by Kyra

Motions carries


Turkey Trot was a fun event, raised around $3000

Stone Soup Supper is next, last Sunday in October

Discussed how we could get pantry families more involved in the events.


Statement of Activities - Special EventsJanuary through June 2016

810 StoneSoup... 820 TGIJ 830 GolfOuting 850 TurkeyTrot TOTAL

Ordinary Income/Expense

Income

4010 · Individual Contributions 45.00 0.00 9,220.00 0.00 9,265.00

4020 · Business Contributions 0.00 0.00 14,100.00 1,350.00 15,450.00

4420 · Group Contributions 0.00 0.00 2,923.00 0.00 2,923.00

Total Income 45.00 0.00 26,243.00 1,350.00 27,638.00

Expense

7000 · Operational Expense

8115 · Office Supplies 0.00 689.61 112.40 0.00 802.01

8570 · Marketing/Advertising/Dvlpmt 0.00 0.00 8,383.27 114.60 8,497.87

Total 7000 · Operational Expense 0.00 689.61 8,495.67 114.60 9,299.88

Total Expense 0.00 689.61 8,495.67 114.60 9,299.88

Net Ordinary Income 45.00 -689.61 17,747.33 1,235.40 18,338.12

Other Income/Expense

Other Expense

9510 · PayPal Fees 0.00 0.00 105.55 0.00 105.55

Total Other Expense 0.00 0.00 105.55 0.00 105.55

Net Other Income 0.00 0.00 -105.55 0.00 -105.55

Net Income 45.00 -689.61 17,641.78 1,235.40 18,232.57

o Maybe we could have a point system when you bring back bags or egg cartons and whoever has the most points gets an entry to the event


Off Season


None to report


Submitted 2 applications to Community Foundation of Johnson County, one for the garden and one for food purchasers

Submitted Unified Grant application

Submitted 2 applications to support back to school distribution

Working on Community partnership to protect children and proctor and gamble

Received $800 from Catholic relief service rice bowl

Declined for Johnson Country Supervisors grant

Could use additional members on the committee


Picnic is 8/14 from 5-7 at Quail Ridge o Volunteers are highlighted in the North Liberty leader- we are running low on people to interview

Will be looking over volunteer handbook

Stickers are working


None to Report


Check ins and Updates:

o Seed Library (Brenda, Elaine)

o Does anyone know an organization in need of seeds? (especially corn, pumpkins, melons, green

beans)--still brainstorming!


o Raised bed by MOC--need to create timeline

Nick is contacting Forever Green and Quality Care, we may ask Lowes to step in to help if need

be

o Sidewalk--Iowa Concrete is busy this season, most likely McCreedy, Kaila is following up with

McCreedy

o Fence--Going with local company, contacting company and submitting permit

Produce Care Team (Jess, Sally Whaley)

o Veggie Communications Board--Shelby making a poster

o Assemble instruction materials for volunteers and donors: drafting document of vegetable lifespan

donation to expiration

Salsa Making Class (Matt, Nick) 8/11

o Chef Benjamin Smart

o Need Volunteers http://www.signupgenius.com/go/70a044baaae2ea75-salsa

o Exit Survey: drafting questions

Would you like to attend other classes?

What other class topics interest you?

Were the instructions for the class easy to follow?

Was the class fun?

Canning Class 8/18

o Met with Jeffrey at South Slope

o Assembling information and equipment

New Topics

o Budget

Still have about $5,000 left to allocate in the budget

Garden Signs

Taste and Tour

o Set a date and plan, September 15th 6-8 PM

o Volunteer appreciation gifts (Klean Kanteen water bottles, snapback hats, bandanas, sunglasses)

Rummage in the Ramp, Tuesday, July 26th 11:45 AM-4:00 PM

o Looking for six volunteers!

Set Subcommittee Meetings

Next Meeting: August 16th, 12:30 P.M. at the Pantry


None to Report


Date for the ground breaking has been postponed

VBS is next week


http://www.signupgenius.com/go/70a044baaae2ea75-salsa

Old Business

Press Releases and other communication on behalf of the Pantry

Pantry official press release need to come from Pantry Staff

Strategic Plan


-“Start, Stop, Continue” activity prior to reviewing current Strategic Plan

- SWOT analysis – “Personal SWOT” What are YOUR strengths, opportunities, weaknesses etc. Share

openly with the group, builds trust, understanding and collaborations. Do separate from the

Organizational SWOT analysis, complete at next meeting.



Bylaws





o Anticipate having final approval by the Board targeted for August meeting

New Business



o Kaila will create form for committee chairs to complete

o What are the goals/responsibilities/tasks of each committee?

o What is each committee’s relationship to the strategic plan?

o Create calendar of events, meetings and deadlines

Board Member Recruitment

Begin recruiting process to welcome new volunteers onto committees prior to Board

Update Board profiles (matrix of assets)

Executive Director’s 90 Day review

Date set for Chair, Vice Chair and Director to meet for review

Next meeting: August 11, 2016 at 8:00AM

Motion to adjourn tonight’s meeting made by Kyra, seconded by Nick.




Grants: Recently submitted:

Community Partnership for Protecting Children: Asking $500 for outerwear items for October distribution

Theisen’s: Asking $1500 for canning and freezing garden classes in 2017

Received:

$1000 from Rockwell for Protein and Milk purchases

$5000 from TJX Foundation (joint application with North Liberty Betterment) for summer lunch and back to school distributions

Working on:

Matthew 25 (items to distribute)

United Way (general funding July 2017 through June 2018)

Next meeting: August 30 at 12:30

Operations Report:

Servolution on Friday August 19th/Distribution of socks/underwear/toiletries

Reviewed Volunteer Brochure for forwarding on to the Volunteer Support Committee

Excessive pounds report was finalized after family interviews/no concerns/will continue to monitor

Discussed produce handling/guidelines for volunteers

Warehouse Team/Warehouse Organization needed to keep things organized

Will look at color coding that matches with the distribution center to help volunteers find items

Need to be mindful of the heavy lifting that may be required by volunteers

Freeze compressor issues continue




August 24, 2016


(the “Pantry”) was called to order by Chair, Sean Pearl, in North Liberty, Iowa, at 6:05 p.m. on August

24, 2016.

The following directors were in attendance: Sean Pearl, Greg Dils, Jill Noel, Judy Bornkessel, Sue

Nelson, Matt Swift, Kyra Corbett, Dave Jansen, and Katie Tsilosani. Nick Bergus



The following directors were not in attendance: Sabrena Shields, Jay Johnson, Dawn Lyons

It was moved by Nick and seconded by Dave that the agenda for the meeting be approved, and the motion

carried.

The July 2016 minutes meeting were reviewed by the Board.

Motion to approve the amended minutes made by Sue, Nick seconded.

Motion Carries.


Sean is sitting on the campaign cabinet for United Way

Old Business

Completed SWOT Analysis

Van update o Jay, Matt, and Kaila are still working on the van. Trying to decide between old and new-

now we are leaning towards new. We will pay cash vs financing. Matt made a motion to spend up to $50,000 on a vehicle with refrigeration.

Judy seconded.

Motion Carries

Had 90 day director review o Went well o Working on developing goals for the next year

New Business

None to Report



Attending Community Transportation meetings – discussed new bus route in NL, how it will affect the pantry, looking at Pantry hours as a drop off location. Bus will begin at the Pantry at approx. 10:30am and loop the city about 5 times ending at 2pm

Will be speaking at local Kiwanis Club, Optimist club, Stephen’s Ministry. Meeting with Johnson County BOS and other Pantry directors to discuss sharing storage space for future needs.

Servolution was a success, numbers smaller than last year, served about 200 school children with Socks, Underwear & Toiletries. Great response from families and local media coverage

o Looking for a way to get more supplies to more kids

United Way funding applications are open for funding during FY18, will be doing site visits soon

Met with Leighton to discuss the Endowment: o Started the endowment as a cushion for operations in the new facility in 2011 o The Community Foundation has control over where the money is invested now, setting

up meeting with Mike, Shelia (from CFJC) and Dave and Aaron to discuss where and how we would like to continue to invest.

o The goal is to get to $250,000, no more than $1M unless we expand our services o We currently have $227,000 in the endowment fund, have not taken any money out yet

We are going to establish our fundraising committee and talk about next steps together

Working with Tina on final timeline project, Steven putting together historic document to complete transition. All other steps have been completed.

Did the SWOT activity for the Pantry

Meeting with Mary Westbrook next week to plan next steps for Strategic Plan The Finance Report was given by Dave and included the following:



July 2016

Cash Summary

Jul 31, 16 Jul 31, 15

ASSETS

Current Assets

Checking/Savings

1010 · Pantry Checking 152,741.88 149,087.75

1020 · PayPal Account 1,197.04 59.00

1030 · Gift Card / Cash Card Account 348.03 1,060.63

1040 · Petty Cash 200.00 200.00

1050 · Church Account 5,800.07 -1,377.61





Finance Committee was presented with some information regarding the endowment fund. Kaila

and Sean met with Leighton and received some endowment information. The finance

committee met and reviewed this information and is trying to schedule a meeting.

We are beginning the process of building the budget for 2017 and will need input on your

budget needs by committee.

Motion to approve Finance Report by Nick, second by Kyra. Motion approved.


Stone Soup Supper planning underway, it is October 23rd

Committee to meet to talk about endowment


Off Season


See Directors Report

Removing this committee


Recently submitted: o Community Partnership for Protecting Children: Asking $500 for outerwear items for

October distribution o Theisen’s: Asking $1500 for canning and freezing garden classes in 2017

Received: o $1000 from Rockwell for Protein and Milk purchases o $5000 from TJX Foundation (joint application with North Liberty Betterment) for

summer lunch and back to school distributions

Working on: o Matthew 25 (items to distribute) o United Way (general funding July 2017 through June 2018)

The Volunteer Support Report was given by Sean / Kaila and included the following:

No meeting this month

Volunteer picnic was held August 14, good turnout and great food


Servolution on Friday August 19th/Distribution of socks/underwear/toiletries

Reviewed Volunteer Brochure for forwarding on to the Volunteer Support Committee

Excessive pounds report was finalized after family interviews/no concerns/will continue to monitor

Discussed produce handling/guidelines for volunteers

Warehouse Team/Warehouse Organization needed to keep things organized

Will look at color coding that matches with the distribution center to help volunteers find items

Need to be mindful of the heavy lifting that may be required by volunteers

Freeze compressor issues continue


Salsa-making class went very well, good feedback, good benefit for attendees

Canning class also went very well – 4 families attended, was a good size

Taste and Tour Thursday, September 8 – open to everyone

Need to make sure pollinator garden plans get run by the church trustees since it will sit next to

MOC. May need to clearly delineate maintenance, e.g. weeds around rain barrels.


Postponing building expansion due to contractor change, new contractor is Merritt

Hoping to start building in spring

Pastor Alecia is getting married September 24

The Executive Committee Report was given by Sean and included the following:

Old Business



o Kaila will create form for committee chairs to complete

o What are the goals/responsibilities/tasks of each committee?

o What is each committee’s relationship to the strategic plan?

o Create calendar of events, meetings and deadlines

Board Member Recruitment

Begin recruiting process to welcome new volunteers onto committees prior to Board

Update Board profiles (matrix of assets)

Executive Director’s 90-Day review

Review Completed

o Kaila will work on creating SMART goals

By-Laws

Sean will contact Travis

Board Matrix

Will do at next month’s board meeting – fill in experience / background list

Motion to adjourn tonight’s meeting made by Nick, seconded by Sue.

Meeting Adjourned at 8:04






September 28, 2016


(the “Pantry”) was called to order by Chair, Sean Pearl, in North Liberty, Iowa, at 6:04 p.m. on September

28, 2016.

The following directors were in attendance: Sean Pearl, Jill Noel, Judy Bornkessel, Sue Nelson, Kyra

Corbett, Dave Jansen, Katie Tsilosani. Nick Bergus, Sabrena Shields and Dawn Lyons



The following directors were not in attendance: Jay Johnson, Matt Swift, Greg Dils

It was moved by Nick and seconded by Sue that the agenda for the meeting be approved, and the motion

carried.

The August 2016 minutes meeting were reviewed by the Board.

Motion to approve the amended minutes made by Sue, Nick seconded.

Motion Carries.


None to report

Old Business

Van update

o Will be purchased by the end of the week!!

New Business

None to Report



Spoke on panel for aging populations and food insecurity, also at Old Capitol Kiwanis Club,

Optimist club, and on KXIC & KCJJ radio spots.

Overtime laws are something we need to start thinking about.

Kaila will be meeting with the Church staff to look at whether or not we qualify as a “covered

enterprise” and need to comply with new laws or if we are small enough to not make changes. o

Regardless of the above, we are looking at the hours staff is working and weighing options for

hiring out certain tasks that are beyond the scope of the staff’s position.

Further discussion will be had in Executive Committee

An incident took place at the pantry and was handled by staff last week. Would like to discuss

course of action taken and make Board aware of the situation.

Van purchase will be taking place, big thanks to Jay and Matt for working with the dealers and

finding what we needed at a price we could afford.

Church trustee is signing for vehicle as property of FUMC

Insurance coverage is through the church as well o Policy is being written for staff and

Volunteers who plan to drive

Matrix form to be passed around and completed by board members




August 2016

Cash Summary


Statement of Financial Position

As of August 31, 2016

Aug 31, 16 Aug 31, 15

ASSETS

Current Assets

Checking/Savings

1010 · Pantry Checking 154,605.74 134,976.79

1020 · PayPal Account 250.00 83.15

1030 · Gift Card / Cash Card Account 348.03 1,060.63

1040 · Petty Cash 200.00 200.00

1050 · Church Account 7,843.34 -1,221.13



Income year to date is higher than last year in all categories. Presently 27.5% higher as a group.


Finance Committee is still trying to schedule an endowment meeting..

Finance Committee is meeting later this week to review this information and to work on the

budget. Waiting for Gregg Dills to return since he is the only person on the Pantry or Finance

Board that has previously built a budget. If you have information that should be incorporated into

the budget please make sure that you get it to Kaila ASAP.

Next finance committee meeting is September 30th

Motion made to approve the August budget made by Nick, seconded by Kyra. Motion carries.


Stone Soup Supper planning underway, it is October 23rd

o We need you to sell tickets and volunteer for the event!!

o Does anyone have auction items?

Need to schedule a Marketing / Fundraising meeting

o Work on the budget

o Integrate the endowment committee


Off Season

The Grant Committee report was given by Kaila and included the following:

Mia will be joining the grant committee

Recently submitted:

o Matthew 25 ($5000 toward items to distribute)

o United Way (general funding July 2017 through June 2018)

Upcoming submissions before the end of the year:

o P&G: in partnership with Table to Table

o Johnson County Board of Supervisors

o South Slope

We have not received any recent notifications on our previous applications, most of them we

expect to hear in October/November.


Went over the budget line by line

Having an in service

o October 12th

Working on volunteer recruitment


Discussed:

o stocking video

o volunteer brochure

o warehouse organization

o produce handling/training on how to handle/who to handle. To be included in volunteer

in-service in October.

o van purchase

o freezer compressor/chest freezer

o floater position/warehouse helper

Reviewed updated Operations Manual

Preliminary budget discussion FY17


Taste & Tour, our final event of the year, was held Sept 8, and attracted about 30 people,

including several who had never visited the garden before.

Our fence is expected to be installed in the next week and we expect the Dumpster enclosure to

be installed soon.

We discussed our budget for FY17, which is the first year after the Wellmark grant. Most of our

infrastructure already is or is expected to be in place by the end of the year.

We continue to need volunteers to help in the garden during the season and to serve on our

committee.


Went to ministry council last night, passed brochures and suggested to volunteer


Old Business


Get in touch with Lawyer for Bylaws – Recommendations attached

Bring up matrix in the Board meeting, look at who is going off and what areas we need to fill in.

Transition plan for each committee chair

Working to compile structure document for each committee.

New Business

o Matrix Review- will give copy to board to fill out their area of expertise/skills

o Narrowed down existing list with term dates

o Looked at what areas will be missing after 2 members leave

Van- F/U Church trustee and Board members on completing purchase

o Kaila will include all on email to set up dates

Budget – Rough estimate of “Board Specific” budget items o Need to look into staffing costs

w/changes in overtime laws

Sept. 20th, seminar on Overtime Laws and non-profit

o t current staff and salaries

Committee description review – will send out copies to missing committees as a template

Review in greater detail at next meeting

Next meeting: September 14, 2016 at 8:00AM

Motion to adjourn tonight’s meeting made by Kyra, seconded by Nick.




joint)

Documents

MINUTES OF THE REGULAR MEETING OF THE BOARD … · NORTH LIBERTY COMMUNITY PANTRY January 27, ... The Fundraising/Marketing Report was given by Jill and ... OF THE BOARD OF DIRECTORS