Annual Report

FARMVILLE AREA COMMUNITY EMERGENCY SERVICES

ANNUAL REPORT 2009

I. OVERVIEW

Thanks to Dave Culler and Ellery Sedgwick for providing data for this report.

2009 was a good year at FACES. Growth in client numbers that began to pick up in 2008 continued in 2009. Our average monthly distribution was up by nearly 5.1%. Volunteers continued to be both abundant and hardworking, not only our regular church groups, but Longwood University, Hampden-Sydney College, Fuqua School and Prince Edward County High School students participated. We saw a major increase in donations of both food and money, despite the deep recession.

II. DISTRIBUTIONS

During 2009 we distributed 28,650 bags of food. When frozen meats and other goods are included, the average weight of a bag is about 10 pounds, so this gives a total of 286,500 lbs (or more than 143 tons) of food given away.

The statistics presented in this section are for FACES distributions only, accounting for 3 or 4 weeks per month. The fourth week in each month is a USDA distribution, which uses FACES facilities and reports to FACES, but is not part of our program since the food is donated by the US Department of Agriculture. Since the USDA distribution usually equals or exceeds both in the amount of food and the number of clients any one week of FACES distribution, we can thereby infer that the hunger problem in Prince Edward County is from 20-25% greater than shown from FACES data alone.

As stated, a total of 28,650 bags of food were distributed (see chart, below). The average weekly distribution for 2009 was 716 bags, compared to 681 for 2008. This represented a 5.1% increase, a slight reduction in the rate of increase from 2007-2008. Our projection had been that our new registration procedure, instituted in 2004, would stabilize average bag numbers at around 550, but as in each year following 2004, the trend continues upward; an average of 564 bags in 2005, 614 in 2006, 634 in 2007, a big jump to 681 bags in 2008, and now an increase to 716 in 2009. We had 20 weeks in 2009 in which we distributed over 700 bags, and in the three distributions in November of 2009, we gave out 792, 860, and 1011 bags, for an average of 888 bags, the first time ever that we have topped 800 bags average in one month. The third week of November distribution represented the largest number of bags of food FACES has ever distributed on a single day in its entire history. The increase in the number of bags being distributed is significant. As the recovery from the recession is proceeding slowly, and jobs are generally among the last economic indicators to rise, we can expect, at best, a continuation of this level of demand. Since the rate at which the distributions have been increasing dropped this year, we may project that an eventual stabilization somewhere between 650-700 bags per month may occur within two to three years if the economic recovery continues at the present pace or speeds up slightly.

However, that trend toward stabilization may not be borne out by an analysis of just the last six months of 2009 (July-December). Averaging the total number of bags for those months alone gives 723 bags/month, as opposed to 716 for the entire year.

The average number of families served per week in 2009 (see chart below) was 482 (2008: 459), a 5.0% increase; 2008 showed an 8.0% increase over 2007. The average weekly number of families was never below 400 in both 2008 and 2009; in 2007 we went below 400 only in August; in 2006, we experienced 10 weeks with family numbers below 400. For the months of September, October and November in 2009, the average numbers of families were 491, 496 and 595 respectively, with 595 families being the largest monthly average number ever served. In 2008, the biggest monthly average was 580 families, and in 2007, 506. Thus we are seeing continuing significant increases in the numbers of families served, but the rate of increase has slowed somewhat.

The above chart provides a 6-year comparison of monthly average bag distributions from 2004 to 2009. Some relevant extracts from the chart:

• For 2009, we were over 700 bags average per week every month for the first time.

• Nine months in 2009 topped or equaled 700 bags average, an all-time record, and the 888 bag average for November, 2009, represents FACES’ biggest month ever.

Weekly bags, at minimum, contained 3 canned items, 2 dry items, cereal, a “staple” such as macaroni and cheese, and frozen meat as available (meat appears in the bags almost all Saturdays). We were generally able to maintain “quality” bags for most weeks this year, as the supplies from CVFB were more consistent than in 2008, when many “light” bags were given out.

For many clients arriving before 10:00 AM, bread, cakes and pies, and fresh produce were available as extras, though these often ran out well before closing. At our Thanksgiving and Christmas week distributions, we provided each family with a ham or turkey. With our walk-in cooler we are able to accept produce and perishables, such as milk, margarine and eggs, from the Central Virginia Food Bank, the Society of Saint Andrew, gleaning activities and local sources. Because the Food Bank cannot distribute these to agencies without facilities to keep them, we get these items very cheaply, and often for nothing. This has been a great help to our clients, who appreciate these items of fresh food, and to our finances under the impact once again of rapidly increasing demand.

After spending a good deal of money on repairs, it became necessary late in 2009 to replace our forklift, but a used machine was found at a good price. For the convenience of board members making purchases on FACES’ behalf, we obtained a bank card. Previously, these expenses had to be placed on board members’ personal cards and later reimbursed. The new arrangement is not only more convenient but provides for more accurate record-keeping. We also added a stainless steel table for use in processing bulk meats, and three new freezers.

For the first time in 2009 we developed a Boxes for Kids program. Recognizing that many families depend on school lunches to provide a mid-day meal for their children, and that those lunches would not be available during the long Christmas recess, we decided to pack and distribute special boxes of food to provide at least some lunches just for kids. Food was obtained and the boxes were packed by volunteers, but the distribution was thwarted to some extent by the heavy snowfall on the Saturday before Christmas. Remaining boxes were unpacked and the food used for regular distributions, but it is likely we will try this again in 2010.

III. FINANCES

See the treasurer’s report for details (attached at the end of this report). Income was up substantially, to $79,166, as opposed to $68,871 (+15.0%) in 2008. This increase comes almost entirely as a result of increases in individual, organizational and government giving, since, as last year, we again received a $10,000 Payne Foundation grant. The increase from 2007-2008, about 12%, was mostly due to the 2008 Payne grant.

Gifts from churches increased 6.2% over 2008, from $13,089 to $13,902, and government revenue showed an even larger increase, jumping 21.7% from $8,952 to $10, 892.

Giving by individuals was up 7.5%, to $30,113 from $28,000.

Gifts and grants from organizations increased 33.8%, from $17,971 in 2008 to $24,039 in 2009. Organization giving normally fluctuates a great deal from year to year depending on grants and one-time gifts. This year we received several notable and generous grants and gifts. The Lions Club, WalMart, and United Way all increased their grants, and the Virginia Credit Union and Aramark Corporation provided generous gifts.

Our expeditures for food amounted to $43,286, substantially down from 2008, despite the significant increase in bags given out. This may reflect better “shopping” on our part, more free food from CVFB (see below), and more direct donations of food. We had budgeted for $60,000 for food in 2009, so this represented a considerable saving.

Total expenses came to $63,959 in 2009, resulting in a net positive balance of $15,208. This is less than our positive balance in 2008 by about $1000, but 2009 included some infrastructure expenses not made in 2008, such as the new forklift. We had predicted a $8,000 deficit in 2009; the strikingly different result was due to our spending less on food than anticipated, and the very substantial increase in giving. We have now reached an important goal: enough money in reserve to operate for a full year without income.

The treasurer has run a projected budget for 2010 which shows that we will need around $65,285 income to break even for the coming year. This is about $14,000 less than we actually raised in 2009, so our outlook is good even if we cannot continue to match our previous local fundraising. However, we are embarking on an uncertain economic voyage for the foreseeable future, and our comfortable reserve could be drained in just a few years unless we continue vigorous fundraising efforts.

Of concern also is the ability of CVFB, our major source of food, to continue to supply the needs of its client agencies throughout the region. We have no control over this. If CVFB fails to meet our requirements for food, we will have to cut deeply into our reserve funds to buy it at retail.

IV. DONATIONS

Donations of food continued to be important for our operation and demonstrated the broad base of support we enjoy. Individuals and organizations donated 24,000 pounds (12 tons) of food in 2009. Churches, Hunters for the Hungry, the Boy Scouts, various organizations at Longwood University and Hampden-Sydney College, and Fuqua School Youth for Christ continued to be major donors, and additional donations came in from other organizations, businesses, and private individuals. The Boy Scout food drive this year netted 4100 pounds of food. Longwood students taken all together donated nearly as much food. The Society of Saint Andrew provided 2500 pounds of potatoes. The YMCA has set up a regular operation of collection and donation of canned and dried goods. Particularly notable have been the routine weekly donation of meat and baked goods by Kroger, of produce and baked goods by Food Lion, and pizza from Pizza Hut. Kroger alone has donated over 10,000 pounds of food, much of it meat.

Gifts of money from churches and individuals allow us to multiply value in food many times over. Grants of continuing support that were particularly important to us came from the Payne Foundation, Prince Edward County and the Town of Farmville, the Federal Emergency Management Authority, the United Way Campaign, the Farmville Lions Club, the Virginia Credit Union and Aramark Corporation. Volunteers and others continue to donate plastic bags and egg cartons.

V. FACILITIES

We have now been in our present Distribution Center for nearly six years (since March, 2004). We have added, thanks to the Rotary Club, a walk-in cooler, and in 2009 replaced our old forklift, which has made unloading trucks a much easier task. Our own truck has been put to good use this year for gleaning expeditions to apple orchards and elsewhere, and hauling donated food from remote locations. Another facilities addition in 2009 was a stainless steel table, for use in repacking bulk meats. We can always use more freezer capacity and continue to replace old freezers; three new ones were purchased in 2009.

VI. OPERATIONS

Operations continue to go smoothly under the capable leadership of Geoff Orth, with considerable assistance from a regular crew of volunteers who show up to unload trucks. Dave Culler, our registrar, is present nearly every Saturday morning to oversee client relations and to serve as a resource for volunteers.

VII. PROSPECTS

In 2009, we saw an increase in distribution toward the end of the year. Client numbers continue to grow, after hopes that they would stabilize because of our registration restrictions, implemented in 2004. Rates of increase in registration and distribution slowed in 2008-2009 as opposed to the interval 2007-2008, but we cannot count on this continuing; the “surge” at the end of the year is an ominous sign. Despite extended discussion of the subject, we have not found any way to again restrict our numbers, nor do we necessarily wish to in the continuing hard times. As more local residents lose work or have their hours cut back, we can anticipate greater demand.

But we have demonstrated that we can raise more than $70,000 per year from a community base of around 12,000 population, remarkable for any charity, and if this can continue, together with our solid reserves, we will be able to keep providing for our region’s hungry families. Local churches, individuals, government agencies, organizations and businesses have helped us this year more than ever before, showing that when times are the toughest, our community comes together to help the neediest among us. Our biggest questions now will center around our ability to continue to do this in the midst of the deepest recession since the 1980s.

VIII. APPRECIATIONS

The churches which man the weekly distributions (Worsham Baptist, Johns Memorial, College Church, Heritage Baptist, Riverside Church and Farmville Baptist) continue to be the mainstay of the operation. As already mentioned, students from the two colleges and high schools supplement the forces available from the churches on most Saturday mornings.

A special thanks is due to the Farmville Herald and editor Ken Woodley, who writes an editorial about us each year for the issue in which our fund-raising brochure and envelope are included.

The FACES Board is a working board, as its members know. During 2009, as it has been for many years, several board members did outstanding jobs and deserve to be singled out. The same names keep recurring. Dave and Cecelia Culler, Geoff Orth, Kathy Orth, Marilyn Osborn, Ellery Sedgwick, Virginia Kinman, Chuck Davison and Chuck Elston are long-serving board members who have shouldered much of the work of FACES for years. Also notable are the contributions of other, more recently-joined board members such as Bobby Eiban, Peter Daniel, Beverly Spain, Linda Satkowski and Elvis Moore. Geoff, as manager of operations, is perhaps the hardest-working board member we have. Again Cecelia single-handedly obtained the Payne Foundation grant which greatly boosted our fund-raising total. Dave, aided by Virginia, is present without fail every Saturday to make sure there are no glitches in registration. Chuck Davison, Chuck Elston and Elvis Moore are champs in “sweat equity” and are here almost every Friday and Saturday, as well as other days during the week as needed. Ellery has not only kept the books in an exemplary manner, but has initiated a client services program that helps clients with their income taxes, food stamps enrollment and in general to negotiate the state and federal bureauocracies. In addition to other tasks, Marilyn guides the annual Souper Bowl fund raiser at local churches, and this year she and Kathy organized the Boxes for Kids at Christmas time. The Board of Supervisors of Prince Edward County have provided generous support for many years, and without the in-kind donations of the Town of Farmville Council, which includes the use and maintainance of our building, FACES could not exist.

I usually provide some personal reflections to end the report. The job of being president of the board of FACES is perhaps the easiest job on the board. It simply consists of being the “face” of FACES. The really hard work is done by others, unloading trucks, packing bags, working the computers, keeping the books, soliciting grants, and distributing food. Not just our board members, but many, many people all through the community make sure that the work of FACES gets done. Farmville and Prince Edward County owe all of them a great deal of thanks, as do I.

Submitted by FACES President Bill Shear, January 2010

2008 Annual Report