2020 January 28th Minutes

Minutes of the Regular Quarterly Meeting

Board of Directors of Johnson County-Friends Feeding Friends

The regular quarterly meeting of the Directors of the above non-profit organization was held on January 28, 2020, at 4:00PM at Cloud Peak Elementary School, at Buffalo, Wyoming. 

I. Quorum. Roll call was held and a quorum was declared present based on the presence of the following directors: Heather Haas, Jen Burden, Krista Dunn, Becky Cotant, Sally Wright, and Patsy Wirth. 

Also in attendance were Sharon Miller, program coordinator.

II. Minutes. The minutes from the September meeting were read by Patsy Wirth and were approved. 

III. Treasurer’s Report.  See program coordinator’s notes See Attached

IV. Program Coordinator Report. Sharon Miller presented the coordinators report including the profit and loss report from 2019 and a breakdown of the 2018-2019 fiscal years donors comparison. Noted was a substantial increase in foundation grants and an equal decrease in individual donations. An updated sheet of important meeting, grants and IRS dates were 2020 was shared 

V. Committee Reports. 

Food/Menu – Becky and Sharon

Still see a need for regular assistance with unloading the food truck once a month, usually the last Wednesday around 12:00-1:00PM. With little notice of when the truck will arrive, it is hard to arrange for this assistance.  A Perhaps we could find a group of retired men who would be able to be available.  Back-up deliverers to the schools are also needed. A motion was made and seconded to contact groups who may be able to fill these needs. Sally was given a list of names to contact.  The goal is to have this in place beginning with February’s truck delivery.

Sharon will check into the Blessings in Backpack snack pack qualifying time period.

A snack pantry is available at New West High School and Buffalo High School since the students were not filling their weekend backpacks.  It has been noted by adult connection at these schools that the students are making good use of the pantries.

Public Relations/Marketing – Krista and Jen

A FB post was made for Giving Tuesday which generated around $150.00.  Next year additional notices will be made for this date. After seeing the trends for donations, Jen would like to look at good times during the year to send out Ask Letters. Krista will be check into the Black Powder Shootout for 2020. 

Baby Policy – Patsy, Sallie and Sharon

After checking the purpose in the by-laws, a discussion about whether providing diapers is an option.  Discussion of a need to coordinate with other community entities to see what is provided for babies in the form of diapers and formula.  Possibly flyers could be added to the backpacks providing information where such supplies could be obtained. Public Health will help people fill out forms.  A motion was made and seconded and approved that providing diapers will end by February 20, 2020, and a note will be provided to the families. 

Fundraising – Heather and Sallie

-WCF/HP grants June 15 and WCF due Dec 15 

-Littler Trust

-Parr/Other significant donors

-Race for the Rest of Us

Old Business

Endowment exploration/Strategic Planning 

-Day Retreat at TA Ranch

-Cost for 8 people, lunch included would be $170

-Possible Dates – Feb. 28, March 6 or 13, April 3 or 10 or a Saturday or Sunday

A motion was made and seconded to establish a a Day Retreat at TA Ranch for strategic planning for Friday, April 10,2020, from 9:00AM to 4:00PM.  This will be paid for by a private donor.

Immediate Needs Resulting from last meeting-

-Packing/delivery leads – still some openings for Spring

-Baby Coordinator

-New West/BHS Snack/Pantry Coordinator-

-New Committee Help-see committee growth-someone to take over the snack pantries

New Business

Election of officers- All current officers will serve until the end of 2020.

Annual Review/Signatures of COI policy  All board members read the digital copy and signed the conflict of Interest form.

IRS reporting

Partnerships- Moved and seconded that a set up a committee to reach out to the community agencies and reestablish Johnson county interagency meetings.  Jen will begin by contacting Bill Hawley, Public Health

Wyoming Community Foundation Nonprofit Conference https://wycf.org/nonprofitconference/.

A motion was made to look into sending someone to this conference in August 2020 and to pay for travel costs.

Wyoming’s First Lady, Jennie Gordan, outreach. First Lady’s hunger initiative Contacted and waiting to hear back We are listed on Nohungerwyo.org

Resignation of board member-Yolanda Graslie- All board members received notice of her resignation. Any recommendations for filling this position can be forwarded to Sharon.

Dates for upcoming board meetings.

Tuesday, May 26, 2020

Tuesday, August 25, 2020

Tuesday, January, 26, 2021

There being no further business, the meeting was duly adjourned.

——————————————–

Patsy Wirth

Secretary

Minutes of the Regular Quarterly Meeting

Board of Directors of Johnson County-Friends Feeding Friends

The regular quarterly meeting of the Directors of the above non-profit organization was held on January 28, 2020, at 4:00PM at Cloud Peak Elementary School, at Buffalo, Wyoming. 

I. Quorum. Roll call was held and a quorum was declared present based on the presence of the following directors: Heather Haas, Jen Burden, Krista Dunn, Becky Cotant, Sally Wright, and Patsy Wirth. 

Also in attendance were Sharon Miller, program coordinator.

II. Minutes. The minutes from the September meeting were read by Patsy Wirth and were approved. 

III. Treasurer’s Report.  See program coordinator’s notes See Attached

IV. Program Coordinator Report. Sharon Miller presented the coordinators report including the profit and loss report from 2019 and a breakdown of the 2018-2019 fiscal years donors comparison. Noted was a substantial increase in foundation grants and an equal decrease in individual donations. An updated sheet of important meeting, grants and IRS dates were 2020 was shared 

V. Committee Reports. 

Food/Menu – Becky and Sharon

Still see a need for regular assistance with unloading the food truck once a month, usually the last Wednesday around 12:00-1:00PM. With little notice of when the truck will arrive, it is hard to arrange for this assistance.  A Perhaps we could find a group of retired men who would be able to be available. Back-up deliverers to the schools are also needed. A motion was made and seconded to contact groups who may be able to fill these needs. Sally was given a list of names to contact.  The goal is to have this in place beginning with February’s truck delivery.

Sharon will check into the Blessings in Backpack snack pack qualifying time period.

A snack pantry is available at New West High School and Buffalo High School since the students were not filling their weekend backpacks.  It has been noted by adult connection at these schools that the students are making good use of the pantries.

Public Relations/Marketing – Krista and Jen

A FB post was made for Giving Tuesday which generated around $150.00.  Next year additional notices will be made for this date. After seeing the trends for donations, Jen would like to look at good times during the year to send out Ask Letters. Krista will be check into the Black Powder Shootout for 2020. 

Baby Policy – Patsy, Sallie and Sharon

After checking the purpose in the by-laws, a discussion about whether providing diapers is an option.  Discussion of a need to coordinate with other community entities to see what is provided for babies in the form of diapers and formula.  Possibly flyers could be added to the backpacks providing information where such supplies could be obtained. Public Health will help people fill out forms.  A motion was made and seconded and approved that providing diapers will end by February 20, 2020, and a note will be provided to the families. 

Fundraising – Heather and Sallie

-WCF/HP grants June 15 and WCF due Dec 15 

-Littler Trust

-Parr/Other significant donors

-Race for the Rest of Us

Old Business

Endowment exploration/Strategic Planning 

-Day Retreat at TA Ranch

-Cost for 8 people, lunch included would be $170

-Possible Dates – Feb. 28, March 6 or 13, April 3 or 10 or a Saturday or Sunday

A motion was made and seconded to establish a a Day Retreat at TA Ranch for strategic planning for Friday, April 10,2020, from 9:00AM to 4:00PM.  This will be paid for by a private donor.

Immediate Needs Resulting from last meeting-

-Packing/delivery leads – still some openings for Spring

-Baby Coordinator

-New West/BHS Coordinator-

-New Committee Help-see committee growth-someone to take over the snake pantries

New Business

Election of officers- All current officers will serve until the end of 2020.

Annual Review/Signatures of COI policy  All board members read the digital copy and signed the conflict of Interest form.

IRS reporting

Partnerships- Moved and seconded that a set up a committee to reach out to the community agencies and reestablish Johnson county interagency meetings.  Jen will begin by contacting Bill Hawley, Public Health

Wyoming Community Foundation Nonprofit Conference https://wycf.org/nonprofitconference/.

A motion was made to look into sending someone to this conference in August 2020 and to pay for travel costs.

Wyoming’s First Lady, Jennie Gordan, outreach. First Lady’s hunger initiative Contacted and waiting to hear back We are listed on Nohungerwyo.org

Resignation of board member-Yolanda Graslie- All board members received notice of her resignation. Any recommendations for filling this position can be forwarded to Sharon.

Dates for upcoming board meetings.

Tuesday, May 26, 2020

Tuesday, August 25, 2020

Tuesday, January, 26, 2021

There being no further business, the meeting was duly adjourned.

——————————————–

Patsy Wirth

Secretary

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