Meals minutes: 2017-06-12

Minutes:

Great Oak Meals Committee Meeting Minutes
612//2017

Present: Yi-miau, Catherine, Mary K., Elph, Gail, Nancy, Jennifer


AGENDA
Meals balances (bi-monthly billers attendant: Gail G.)
Paypal payment option?
Price of common meals
ServSafe Manager Training, update and next steps
Training new Meals billers and scheduler
Special formats for popular meals -- tabled for next meeting
2022 Vision -- tabled for next meeting
Timely menu posting - timely menus are posted 10 days prior to the meal.
Next meetings
Monkeys -- embrace things as DONE
***

NEW MUGS
Nancy got 15 Dansk mugs at a sale and is willing to donate them to the CH.
We don’t need them at the moment, but Nancy is willing to store them until
they are needed.

MEALS BALANCES (BI-MONTHLY BILLERS ATTENDANT: Gail)
Meals Account Report for May 2017
Beginning balance, $1870.40
Deposits 1528.44
Paid to cooks 2095.19
Pantry -33.17
Cleaning products -25.24
Training -310.00

Ending balance 935.24

Since 6/1/17
Deposit 6/8/17 925.31
Paid to cooks -185.46
Paid to farmer -100.00
Repay credit -400.00
Shopper -268.55

Balance 6/12/17 906.54

PAYPAL PAYMENT OPTION
Is there a wide interest in a Paypal payment option for Meals bills?
Touchstone has it now, and someone asked about having it here. We did have
it before, and the person paying would pay the fee. In the past, there were
6 or 8 people here who used Paypal. The Meals billers don’t want to take on
setting up a Paypal account. There are differing levels of complexity with
the various types of Paypal products. Catherine will email the community to
find out the level of interest in using Paypal, (assuming that there will
be a 3% surcharge.) If there are 5 or 6 people interested, we might pursue
using Paypal again.

COST OF COMMON MEALS
A good number of common meals at Great Oak are below $4, and average adult
meal is $4.66 (compared to TS $5.56). What menu and pricing do diners (who
eat regularly at least once per week as well as those who eat less
frequently) like to see?

We are interested in finding out what our data says about meal costs. Gail
will look into the data and we will revisit.

SPECIAL REQUESTS FOR MEALS
We need to clarify our community norms/agreements about special requests.
We want people to be comfortable asking for what they need, and we also
want to clarify for cooks what they need to accommodate and what they can
choose to accommodate or not, based on their level of comfort, complexity
of the meal, etc. Head cooks may choose to accommodate dietary needs, i.e,
gluten-free, dairy-free, etc. Diners with special dietary needs generally
appreciate the accommodation but it is not a requirement. Elph updated the
New Member Packet to say:

“Head cooks are asked to list all known allergens in the meal signup. Head
cooks may choose to accommodate dietary needs beyond vegetarian, but it is
not a requirement, though appreciated by those that request it.”

Mary will email the community with an update about community expectations
and agreements about special requests.

HEAD COOK REIMBURSEMENT One head cook has missed the deadline for
submitting receipts for her two April reimbursements. The GO policy is
that if the reimbursement form is not submitted before the deadline, the
total grocery expense for that meal is set to $50 and that is the amount
that cook is going to be reimbursed. The head cook asked for an one-time
exception so that she won’t be out the difference for those two meals. We
agreed to this as a one-time thing.

SERVSAFE MANAGER TRAINING--UPDATE & NEXT STEPS
Three members went through the two-day training in June: Gayle, Patti and
Tammy. It was a big undertaking! Congratulations to each of them for
passing the test and getting certified.

Next step is for them to share what they have learned. Yi-Miau will convene
a separate meeting for us to hear their ideas and celebrate their success.

NEW BILLERS & SCHEDULER
We want to Identify willing folks for work positions to train with our
current Meals billers and scheduler, Gail will check to make sure job
description is up to date. Yi-Miau will send an email to Talk with the link
to the job description, asking for people to let the committee know if they
are interested in training for the job of Meals biller.

(Tabled for next meeting) SPECIAL FORMATS FOR POPULAR MEALS
Special formats for popular meals: as-needed third assistant cook, popular
menu that can be managed without head cook, dinner clubs for those who like
to eat out of the box, etc.

(Tabled for next meeting) MEALS COMMITTEE VISIONING
2022 Vision and May 3 community input - Which areas are we on track? What
needs more attention? (upcoming: August reporting to community)

TIMELY MENU POSTINGS
Timely menus are posted 10 days prior to the meal.
Mary--will remind Sunday head cooks
Yi-miau--will remind Monday head cooks
Catherine--will remind Tuesday head cooks
Elph--will remind Wednesday head cooks


NEXT MEETINGS: 7/16; 8/14; 9/10


MONKEYS -- NEW
DONE Catherine will email the community to find out the level of interest
in using Paypal, (assuming that there will be a 3% surcharge.)

Gail will check to make sure Meals biller job description is up to date.

Yi-Miau will send an email to Talk with the link to the job description,
asking for people to let the committee know if they are interested in
training for the job of Meals biller.

Gail will look into the data on meals costs and we will revisit.

Mary will email the community with an update about community expectations
and agreements about special diet requests.

Yi-Miau will convene a separate meeting for us to hear how our newly
certified SafeServe managers would like to share into with the community.


MONKEYS FROM PREVIOUS MEETINGS -- embrace things as DONE
DONE Mary emailed Tevah to thank her and to let her know we are happy to
help if she needs any.
DONE will send an email with a google form to Talk to ask people who are
comfortable with and prefer running the Hobart to respond so that we can
update the list.
DONE Elph will email talk to find out if we have any community members who
are Safe Serve certified.
DONE Catherine and Yi Miau will draft an email about the Servsafe training
at Zingerman’s if we need to ask for someone to attend the Servsafe
training.
DONE Yi Miau will reserve the sitting room for our meetings.
DONE Yi-miau will follow up on the drinking glasses and dishes with no logo


Next Meetings:
July 16th; August 14th, September 10, 7pm at GO sitting room.

NEXT AGENDA
Special formats for popular meals: as-needed third assistant cook, popular
menu that can be managed without head cook, dinner clubs for those who like
to eat out of the box, etc.
2022 Vision
Look at the data about meal costs.
Revisit policy for late reimbursement requests from cooks

Cooler:

We will update the job description and share the job description at the
start of the new work season with people who have the job.

Review meeting night take out orderer job.

Fall work season: new jobs, trainee for Meals scheduling job, identify
meals biller, possibly new job for ServeSave coordinator



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