MINUTES EMBEDDED For Dairy Creek Community Food Web Board/Core meeting, AUGUST 29, 2017

[Robin Lindsley]

MINUTES EMBEDDED

From: Robin Lindsley <lind...@frontier.com>

Subject: AGENDA / AUGUST 29 DCCFW

Date: August 26, 2017 at 4:17:34PM PDT

Reply-To: Robin Lindsley <lind...@frontier.com>

 Present: Vanessa Vandomelen, Edgar Sanchez (Potluck only), Edie Reed, Ellen Hastay, Amber Wentz, Robin Lindsley

    Guests: Victoria Lowe (meeting only), Debbie Schaffner, 

   Absent: Charlene Murdock, Richard White, Cecilia Chapman, Michelle Harreld

Agenda for August 29, 2017 Dairy Creek Community FOOD WEB

Facilitator: Vanessa VanDomelen. Timekeeper: Edgar Sanchez [Edie was timekeeper]

Old business: review and vote re: approval of July 25, 2017 minutes. (please review before our meeting). 

July Minutes approved unanimously.

Financial reports and Q&A - Edie Reid, treasurer

There was a glitch in how money was deposited into the grant account from two donations. It may have been caused by a mistake in the accounting for expenditures to finish that SideYard Gardens CEP grant, so the bank “covered” the items which were in the red by moving click & pledge money into that grant account instead of in the operations budget.  Vanessa will be checking with click & pledge to see why that happened.

Short report on meeting: “Coalition for Homelessness” that Edgar and Vanessa attended August 8th at Sonrise Church. Well attended.

Vanessa and Edgar attended the meeting, and it was another successful, well attended event. The City Council will be voting on September 11 on the plan put forth by the ad hoc group which has been proposing ways to reduce homelessness in FG.

Short report on Vanessa's conference call with the Banks City Commissioners on starting a farmers' market at Sunset Park in 2018/future.

The Banks City Commissioners contacted Vanessa for details on her experience with farmers’ Market in North Plains.

Status of bookkeeper search

Vanessa contacted Livia Blazek , from North Plains, and will be talking with her again about her interest in being our bookkeeper. Victoria suggested finding a bookkeeper or CPA through AARP retired professionals program. They work as volunteers to help groups like ours.

Report on DCCFW retreat (Charlene)

Charlene was absent.

Grain event at Lyle's /info table for DCCFW, on Saturday, September 23rd, (Charlene)

Robin will have the new DCCFW brochures ready for this event. Vanessa is planning to be at the event, with brochures, a sign-up list for interested folks, the donation jar, and Farm Your Yard:Kitchen Gardens signs. 

Memorandum of Understanding (MOU) with Adelante Mujeres for Winter Markets  (Vanessa)

Vanessa is working with Adelante Mujeres on an updated MOU for the Winter Markets, which are to be on Sundays in November (5 & 19) and December (3 &17), 2017. She asked that we be thinking of items for our raffle baskets.

Payout time line for the Adelante Mujeres CSA co-grant in 2017, 2018, 2019 (Vanessa)

Vanessa was unable to get updated information in time for this meeting.

Status of the Adelante Mujeres co-gleaning grant- due to hear in August 2017 (?)

Unable to get information yet.

Short report and directions for how to participate in “SLACK”, a new DCCFW document storage and communication tool (Vanessa)

Vanessa is working on this new online way to communicate quickly between Board/Core members.

Short report on web-site updating progress- responsive templates to choose from, Vanessa will bring 3 examples. (Vanessa)

[I do not have notes about this topic, sorry.]

Harvest Food Swap October 24, 2017: potluck/swap/no formal board meeting-celebrate time, list accomplishments to post on web-site October 24th (Vanessa)

October 24 is scheduled (A Tuesday, our usual Board/Core meeting night), but Edgar has asked that we change the usual night to Wednesdays, so he can attend (Tuesday is a class night for him this semester). Once we discussed the specific dates on Wednesdays, it was decided that we needed to stay with the Tuesday for October [24], because that would fall as a Wednesday that has two conflicting activities: final Farmers’ Market night and also it’s a Cooking Matters class night, with some Webbers involved.  Also, the 24th is not just a formal DCCFW meeting night, it’s our Harvest Food Swap Night! This is also when we decided to change the meeting for September to Wednesday, September 27 rather than 26. However since several members will be gone, Vanessa will be contacting us about maybe needing to cancel that meeting altogether. Watch for an update!

Update on Trail Blazers Foundation grant award to DCCFW for School Gardens in Forest Grove School District. (Robin, Edgar) [Fallon]

Robin was successful in convincing the Blazers Foundation Board that they needed to stay with the original award amount of $7200. rather than the $1500. they had sent to us, and received a call from one of their Board members that they had reconsidered and would be sending the additional $5700. [ And so they did!]

Status of hiring School Garden Coordinator (Edgar, Robin)

Fallon has been working on the job listing, will be interviewing candidates soon. [We now have Colleen Walker on board! - 9/16/17]

Review/Share current status of DCCFW Gleaning Program , include manager job description (Robin, Edgar - all)

Robin spent three hours working with a potential manager for the Gleaning Program, who decided later she could not take the position, which she thought would be a paid position.

 

Update on Oregon Community Foundation grant application - timeline, point person. (Amber)

Due to not having the necessary financial DCCFW info needed in time to meet the deadline, Amber reported she would only try again once that info was made available. The deadline for the OCF grant to be submitted is between Dec 1 and January 5. Amber suggested we reconsider the amount we might ask for, changing from $5000. to add more time for the Gleaning manager to prepare for and expand  the program.

Introduction and update on DEQ Grant application for “managing/reducing FOOD WASTE” = DCCFW Gleaning Program and Forest Grove Food Stream [new] Website management. (Robin)

The application was completed and sent to DEQ by the deadline, September 15, 2017. Fingers crossed, everyone. We’ve asked for $10,000+ for funding a position of manager for both Gleaning and updating Food Stream. Food Stream will be a way to make sure all the emergency food outlets are included on a spreadsheet and updated weekly year-round. 

Review and commit to correct dates for every event DCCFW will be doing this coming year, September  2017 through August 2018 (All)

These are the dates proposed [we did not commit to them all, due to lack of meeting time].

Cooking Matters: at UCC, first session, Wednesdays, 5:30 to 7:30, September 20, then October 4, 11, 18, 25, November 1 & 8, 2017;

Harvest Food Swap: at St. Bede’s, Tuesday, October 24, 2017;

Winter Farmers Markets: at Elks, November 5 & 19, December 3 & 17, 2017;

SEED SWAP: at FG Grange[?], Saturday, February 10, 2018;

Small Farms Conference: at OSU/Corvallis, Saturday, February 17, 2018;

Library Grow It! class[?], Monday, February 26, 2018;

SEED TO SUPPER[?], March, 2018;

Library Grow It! class [?], Monday, March 26, 2018;

Jerry’s Square-Ft Gardening class, at FGS&Community Center, Saturday, April 7, 2018;

Jerry’s Making Gardening Easier class, at FGS&Community Center, Saturday, April 14, 2018;

SPRING UP PLANT SALE, at location TBA, Saturday & Sunday, April 21 & 22, 2018;

Library Grow It! class [?], Monday, April 23, 2018;

GATHERING OF GARDENERS Conference, at FG S&C Center, Saturday, May 12, 2018;

FARM YOUR YARD:Kitchen Gardens, various, Saturday, June 23 [?], 2018; 

Pie Debrief, at FGS&C Center, Thursday, June 28, 2018;

[Possible July or August events/activities - no time to discuss.]

Discuss changing DAY of our Board/Core meetings, starting in September, 2017. (Edgar)

See discussion above. Edgar will be in Australia for the 2018 (winter here), back in June[?]

Request for no meeting in December

No time to discuss this topic.

Additional topics for this agenda:

None suggested.


Respectfully submitted, Robin Lindsley, Secretary