GM Agenda: Feb. 22, 2017

Welcome/Orientation 7:00-7:04 (4 min)
Welcome and introductions. Brief explanation of the purpose of the Board Meeting. Questions welcome!

Meeting Agreements 7:05-7:06 (1 min)
1 Diva, 1 Mic (1 person speaks at a time)
• No one knows everything, together we know a lot
• Be aware of time
• Recognize/respect the role of facilitator

Consent Agenda 7:05-7:20 (15 min)
A collective vote on decisions that have already been made or that don’t generally require/solicit discussion. Attendees can pull out any item they would like more discussion on, and this item will be moved to discussion at the end of the meeting. Information on all consent agenda item votes will be circulated in advance of the meeting. Link to minutes from previous Board meeting and review action items/assigned tasks.

1. Store Coordinator Update 7:20-7:25 Lauryl Berger-Chun (Store Coordinator)

2. Committee Reports 7:25- 7:40 (15 min) If there is nothing to be discussed or decided put report in writing at the end of this agenda. Add discussions if needed from committee chairs and liaisons below

Finance (Committee chair Bianca Orlando, Liaison Jeannie) (SEE BRIEF ITEMS, REPORTS)
Merchandising: (Committee chair Sarah Chinn, Liaison Jeannie)
Marketing (includes newsletter, social media, website): (Committee chair Ray Jolicoeur, Liaison DK)
Outreach: (Committee chair Jill Hoffman, Liaison DK)
Membership: (Committee chair Chad Donnick, Liaison Cecile) (SEE REPORTS)
Investment: (Committee chair Renee B, Liaison Cecile) SEE REPORT BELOW
IT: (Committee chair Misha Avrekh, Liaison Cecile)
Governance: (Committee chair Mira De Jong, Liaison Christina LeMoine)
Operations: (renamed from Design build/Operations) (Committee chair ___, Liaison Elizabeth Agee)
HR: (Committee chair Megan Curran, Liaison Christina LeMoine)
Beer license

3. Clarifying Greene Hill’s Organizational Structure 7:40 -7:55 (15 min) (Lauryl)

4. Committee Asks and Gives 7:55-8:05 (10 min) (Committee Chairs and Liaisons)
Committees asks (for help or support from others) and gives below:

Marketing
– will need significant technical help during the period we move Web site platforms (in March?); it would be great if we could identify a team of individuals with the requisite skills at our disposal for that time.
– will also need support on the graphics/visual/photography and copy fronts for same web site project.
– needs to staff up the Social Media team. Right now there is only one person (Morgan) handling all social media team and has communicated that she would like to have additional people on board as well as someone to take over the lead on the sub-committee. Perhaps membership can help identify potential individuals that we can reach out to? We should also post something in newsletter.

Staff & Member Labor Assessment
We have critical gaps on in store shifts, Merch, Membership & Finance that need to be prioritized (as well as the lease & relocation team). Member Labor hours are a finite resource, so any other committee work taken on by members must be in addition to a regular in store shift. -Lauryl
– E.g., Marketing committee: How many members are actively working on the committee? Can some members transfer to more other shift/committees that have urgent needs?

5. Lease Committee and Relocation 8:05 -8:25 (20 min)
What is the current situation we’re faced with at 18 Putnam? What are the opportunities? What actions will we take? DK, Cecile

6. Brief Items 8:25 -8:35 (10 min)
• New board member: we now need two new board members
• Assign role to board members: president, secretary, treasurer.
• PSFC liaison? (Renee B have been the liaison with PSFC for the loan committee)
• Member/owners may receive work credit if they attend (allotted 1 time a year).
• Sharing financial information with members (Cecile)
• Adjust Finances – Budget below (Jeannie)
— Decrease spending
— Increase payroll
— Allot dedicated money for committees
— Create a capital budget

7. General Agenda 8:35-8:45 (10 min) – free flowing and aspirational discussions – the state of the Co-op

Bike Rack 8:45-8:55 (10 min) (Notetaker)

Closing 8:55-9:00 (5 min) Board reviews votes at the end of each Meeting

Reports in Writing:

Membership and Finance Report
Monthly membership report (to be filled out at meeting).
Summary of report:
– Current number of working members: 470
– Number of new members and deactivated in January: 23 new members, 3 reactivated member, 53 trial members
– Number of members waiting for investment returns: 253 and 28 in priority queue.

We’ve seen roughly a 10% increase in membership since the beginning of October, which is when we opened 7 days a week.

New feature in place that will automatically email a member who checks in to shop with low hours. Membership is copied on the email. This started in mid-January. Membership is tracking emails to look for members who frequently shop with low hours and will follow-up with them.
On a monthly basis, Membership will review the check-in log to see who is checking in with low hours. Upon verifying they have low hours, we’ll send an email to them. Would like to do this weekly or bi-weekly, but it depends on membership labor availability.

Membership is working on an updated report of active members. The active/working members hasn’t been audited since the beginning of 2015. We need to figure out who in the list of active members are shopping & working and follow up with those members who have been dormant for more than 6 months.

Membership desk has its first shift on Saturday, February 12 thanks to member Caolan Hunter and additional shifts from Alex Peters & Sabine Bernard on 2/18 and 2/19. The ultimate goal is to have membership desk coverage for 1 shift every Saturday & Sunday.

Monthly finance report – link to Profit & Loss Summary
Summary of report: Current column to be filled out at meeting.
 

Feb 1 – 21, 2017 January 2017 Feb 1 – 21, 2016
NET SALES $60,953 $33,602
Transactions 1,706 711
Average transactions $35.83 $47.26

 

Investments Report (Renee Bergan):
– I would love to see us tackle the priority folks this year. I don’t have a full figure on what that number is, I can find that out. But at most it would be $4k. If handled via monthly payments over one year this could be a feasible thing….but again I know the potential move and rent increase is daunting and first priority. Nevertheless, I’ll try to get a firm $$ number on this before the mtg.
– Also FWIW, since everyone was so concerned about this investments stuff. The number of requests per month is super minor, only a couple per month. The issue was the lack of communication. Most ppl while they may not be happy with the answer, are very satisfied once they’ve been communicated with. So the “investments concern/problem child” is no longer.