Articles by Board

Keith Almon

A Community Bids Farewell

Screen Shot 2017-01-23 at 10.21.23 AM

It’s with very heavy hearts we share the news of our fellow Co-op member-owner, Board president, brother, and friend Keith Almon’s sudden passing. Keith was hospitalized at New York Presbyterian in Park Slope on New Year’s Eve and passed away of pneumonia on January 12.

Many of us will remember Keith fondly for his ingenuity, passion, and inspiring dedication to all things Greene Hill. It goes without saying that Keith will be missed; he worked tirelessly to see our Co-op through growing pains but you could always get a laugh from him and exchange sarcastic remarks or recipe advice. It will be very hard (maybe impossible) to forget his big infectious smile.

Keith was born on July 10, 1957, and grew up in Las Cruces, New Mexico. He attended Harvard University, where he majored in economics and was very politically active. Professionally, Keith was a self-employed graphic designer.

Keith and his partner Bruce lived in the Brooklyn neighborhoods of Clinton Hill and Fort Greene beginning in 2002. Already part of the Park Slope Food Co-op, they became members of Greene Hill as soon as it opened. Keith was passionate about food and cooking and volunteered to cook for homeless men at the Church of St. Luke and St. Matthew in Clinton Hill, which he and Bruce attended.

The Co-op Board has established a fund to help return his body to New Mexico for burial as requested by his mother; please make a donation at the store or access the Keith Almon Fund through PayPal.

A memorial for Keith will be held at The Hill Café on January 23rd.  For more information please contact info@greenehillfood.coop.

A Hugely Rewarding Opportunity

Membership Committee Seeks New Chairperson

The Membership Committee is looking for an active and organized member-owner to take over as Membership Chairperson.
Screen Shot 2017-01-23 at 10.16.13 AMAre you looking for a hugely rewarding opportunity to make change at the Co-op? The Membership Committee is looking for an active and organized member-owner to take over the Membership chair duties.

As chairperson, you will steer initiatives to improve the overall membership experience. You’ll fine-tune existing processes, create new processes, and help field member questions. Your responsibility also lies in guiding Membership Committee members to accomplishing its tasks and ensuring that new ideas are given the chance to flourish.

You will also contribute to identifying new avenues to reach potential members. Working with the Outreach Committee, you will organize the Co-op’s Open House events and celebrate the diversity of new members; together with the Marketing Committee, you will support efforts to highlight the benefits of joining and participating in the Greene Hill Food Co-op community.

The chair position will require more than the minimum 2½ hours of work every four weeks, but how much more is up to you, your initiatives, and what you delegate. You’ll be trained by the current chairperson and given ample time to transition into the role. We ask for a one-year minimum commitment to this position. Please contact membership@greenehillfood.coop if you’re interested.

General Meeting Notes 12/21

General Meeting AGENDA
Wednesday, December 21st,  7.30 – 9.30 pm
The Co-op: 18 Putnam Ave, Brooklyn

Facilitator: Elizabeth
Note-taker:  Finn
Note-takers – please see link to secretary responsibilities.
Timekeeper:  Jeannie
Directors Present: DK, Elizabeth, Christina, Cecile, Keith and Jeannie
Directors Absent: Lauryl
Others in attendance: Erika McGinty , Finn Upham, Steven Russo
Any person attending may participate equally in discussions, but only Co-op members/owners may vote on any issues. Member/owners may receive work credit if they attend (allotted 1 time a year).
Next General Meeting is March 22d 2017 at the store. Want to be a facilitator, secretary, timekeeper or to propose items for a future GM agenda? Please email board@greenehillfood.coop.

Welcome/Orientation 7:30-7:35 (5 min) DK
Welcome and introductions. Brief explanation of the purpose of the General Meeting. Questions welcomed! This general meeting is a holiday celebration and celebration of the Co-op’s improvement (along with agenda items outlined below).
Consent Agenda: 7:35-7:45 (10 mins) (—-?—-)
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.

Membership and Finance Reports 7:45 – 8:00 (15min) (Membership; Finance)
Monthly membership report (here)

  • Current number of working members: 437
  • Number of new members and deactivated in November: 15 new members,  2 reactivated member,  41 trial members
  • Number of existing members waiting for investment returns:  no update available under 50 as per GM 10/26/16
  • We’ve seen roughly a 25% increase in membership since January.

Membership initiatives

  • New Member Onboarding process standards creation (props to Alexandra Peters & Sophie Masure). The way we onboard new members has been very inconsistent. This causes confusion and frustration, particularly with regards to when and how a new member works their first shift. We’ve identified the ideal new member onboarding communication flow, which includes orientation and follow-up/informational emails. We will start rolling this out incrementally in January.
  • Trial member follow-up (Outreach – props to Carolyn Romberg). We can do much better with our approach to trial member follow-up. Earlier this year we changed the way the trial member signup process works so the information is tracked directly in our CRM (where all of our regular member information is tracked). This allowed us to provide trial members with keyfobs to scan in for shopping, a measure that was meant to promote ownership in the Co-op (even though they aren’t owners yet). Many of our new member signups start as trial members, but there is still a very large pool of trial members who don’t sign up and we never hear from again. Outreach is taking on the task of following up with trial members to see how their experience is and encourage them to join as a full member. This initiative is in its first month.
  • Q: How are trial members contacted? By phone, by email?
  • Member labor enforcement starting in January. Historically, we haven’t been consistent enforcing the Co-op’s labor requirements. Labor is everyone’s responsibility as a requirement of their ownership in the Co-op. With the store now being open 7 days a week, there are even more shifts that need coverage.

We ran some numbers in October. At that time, we had 427 active members (-roughly 112 trial members) so that leaves about 315 active members.  Minus our committee/board folks (60) and floaters (75) and that will give us our consistent store work force of 180 but reality is 114 are working, so that means about 65 of our current active members are not working = about 20% of members not working
These numbers are rough and they do not account for members we show as active in the system who perhaps aren’t actively shopping anymore. That said, it does still illustrate a labor shortage.
Point:
Trial members not clear about process of transfer to full membership at check-in
Keith gave an example of 3 during one Saturday shift that he personally took care of.
Upcoming initiatives:

  • Check-in system email notifications for low hours. When a member checks in and is shown as low on hours or a “no go”, and email will be sent to them and Membership notifying them of the low hours with instructions on what to do.
  • Double make-ups for no-show shifts. The policy is that no-showing a shift requires a double make-up, but this has been difficult to enforce. We are exploring ways to track & enforce this. In the meantime, if you are going to miss a shift, you must make an effort to find a replacement through the work shift trade group. If you are sick or need to miss a shift at the last minute, you must call the store to notify them. Making an effort to find a replacement/notify the store excuses you from the double make-up, but you will still need to make up the shift you are missing.
  • Membership Committee Chair replacement. Chad Donnick is leaving the Membership Committee Chair post at the end of April 2017. We’re actively recruiting for a chair or co-chairs to replace him. For more information about what this position entails, email membership@greenehillfood.coop.

Monthly finance report:
LInk to Profit & Loss Summary:
https://drive.google.com/file/d/0B0sBFqsPR1yTeTZhRTV4Vk1tbGs/view?usp=sharing
Link not updated
OCTOBER 2016 SALES (31 days)

TOTAL BASKETS 1,845
AVERAGE BASKET TOTAL SALES $36.00
TOTAL SALES $67,485
GROSS MARGIN* $21,341.92

  Average daily total sales = $2,070.84
NOVEMBER 2016  (30 days) (Nov. 11th open 7days)

TOTAL BASKETS 1,561
AVERAGE BASKET TOTAL SALES $35.21
GROSS SALES $56,341.82
GROSS MARGIN* $13,176.85

Average daily total sales $470.57
DECEMBER 2016  (20 days)

TOTAL BASKETS 1,046
AVERAGE BASKET TOTAL SALES $37.17
GROSS SALES $39,829.92
GROSS MARGIN* $10169.92

Average daily total sales $508.45
*Note: Gross Margin is Sales minus Cost of Goods Sold. Does not include spoilage. Figures are from Revel.
JANUARY to DECEMBER 2016  ( Year to date)

TOTAL BASKETS 15,451
AVERAGE BASKET TOTAL SALES $39.29
GROSS SALES $622,010.43
GROSS MARGIN* $154,744.88

Liaison Updates 8:00-8:20 (20mins) (Board:Committee Liaisons)

  • Finance = A new process for making deposits has been created by Lauryl. Will look to possibly add myself as a signer for our account. Next projects: Financing Lawyers, Financial analysis for relocation. Finance will start reaching out to each committee to submit budget for the year.
  • Merch =  The team is moving ever closer to category buying. We’ve divided up all the merchandise into categories, and aligned our vendors with them. They now have to assign categories and figure out the nitty gritty.
  • Marketing >> After a period of orientation, Ray is finally on board as marketing chair. He’s started interacting with members of the marketing team (at least those that make themselves reachable) and is asking the Co-op Board for their thoughts and ideas for marketing priorities for 2017. Ray has established 3 main priorities to tackle in the New Year:
    • 1) Updating the website to today’s standards in terms of look and feel, as well as improve its communication of the Co-op’s Mission and Values, with the aim of attracting more members, increasing the number of store visits and the size of every basket;
    • 2) Update the Newsletter and Social Media in the same way;
    • 3) Developing additional storefront signage to facilitate communication of the Co-op’s workings so that passers-by can a) understand what the Co-op is about, and b) be motivated to join and become members themselves.

OPEN HOUSE January 14: The artwork is done and signs/flyers will be dropped off this week.

  • IT= We need to “strengthen” the IT committee.
  • Gov = Still need an assistant? A: Mira is coordinating a meeting in January.
  • Membership/Investments= Renee Bergan will take charge of Investment after Christmas? A: Cecile may follow up.

Cecile sending email to Jenine Osbon who recently contacted us about reimbursement for her and her husband investment, she has made many requests: email was sent 12/22//16

CHRISTINA is following up with Renee concerning her engagement with investment committee and request update for next meeting,… see also on Bike rack
Committee Asks and Gives 8:20-8:35 ( 15mins) (Committee Chairs)

  • Committees asks for help or support / others give
  • Marketing = Ray, open house: January 14th?, promotional effort?, vendors?, tasting?
  • Jill is coordinating open house
  • Merch= Always looking for more buyers
  • Finance = Requesting budget from each committee. Have yet to receive.
  • IT= Keith did you reach Misha? Cecile will work with Keith to take on liaison role
  • Gov= needs assistant
  • Membership/Investments= Renee Bergan will take charge of Investment after Christmas?
  • Note: Keith to check if Committees@greenhill account is redirecting email to the committee chairs

Store Coordinator Updates 8:35-8:40 (5 mins) (Store Coordinators)

  • New hires Amie & Raina are currently in training!: have shadowed on opening/closing procedures, member labor training., cash handling, Revel POS backend & also worked shifts independently
  • New cash handling procedures finalized & currently in place
  • Reminder note — Store will be CLOSED Dec. 25th & Jan. 1st

LEASE COMMITTEE UPDATES AND QUESTIONS: 8:45 – 9:05 ( 20mins) (Board and Vincent)

  • Update on the current situation, lease, court date, pro-bono attorneys, strategie, outreach…DK/Vincent
  • Cecile will bring the Coop’s affidavit to Steve for it to be notarised.
  • Court date Jan 3rd, Kristina and Keith will attend.
  • CB2, Vincent/DK
  • Relocation, Matthew and Cecile

As per plan shared by Jeannie, our current location is 2496 SF including parti-walls, divided as follow:
– storage and walk-in: 500 SF
– store: 1096 SF
– “office”: 900 SF

  • Finance to make a recommendation as the rent range to be considered in lease negotiations. (Jeannie)
  • Motion: Keith and DK and Latisha (public member) to meet Renee Collymores(Landlord).
  • Pass with One Abstain

Bike Rack 9:05 – 9:15 (10mins) (Notetaker)

  • GM and Boards facilitators,…Emily is on leave,…we need to find someone
    • Meghan to be contact, past successes, Kristina can back up for Chairing. Finn can moderate in the future.
  •  Investments:
    • Finance would like to be alerted to requests to have the record, reach out to Renee
    • Kristina: to reach out to Renee to request an update at the next meeting.

Tabled for next meeting

  • GHFC accounts Doc. Update access spreadsheet
  • Position of the Store coordinator(s) with respect to the board
  • Further discussion of workflow on Investments

Closing 9:15 – 9:25 (5 min) (Notetaker)
Board review/approval:  Board reviews votes at the end of each GM
Was  discussed and decided among Board Members:
Board titles:

President: Keith
Secretary: Christina
Treasurer: Jeannie
Committee liaisons:
Finance & Merchandising: JEANNIE
Marketing: DK
IT: KEITH being transferred to CECILE
Membership & Outreach (MOM): ?
Investment: ?
Store coordinators: CHRISTINA & KEITH
Governance: CHRISTINA
Design build: ELYZABETH
POP(People Operations projector HR): ?

Operations:

Winter Open House January 14

We are celebrating the new year at our Winter Open House…

Come Celebrate with us!

Saturday, January 14th
10am-6pm

There will be food samples, music and festivities. AND, whomever joins the co-op in store will save the $25 admin fee!

November 16th Board Meeting Notes

Board Meeting AGENDA
Wed., November 16, 7.30 – 9.30 pm
The Co-op: 18 Putnam Ave, Brooklyn

Facilitator: Alex
Note-taker: Jeannie
Note-takers – please see link to secretary responsibilities.
Timekeeper: Jeannie

Directors Present: Renee, Keith, Christina, Jeannie, Cecile
Directors Absent:
Coordinator Present: Lauryl
Others in attendance: Alex Still, Ray Jolicoeur , Mira DeJong (Governence), Rachel (ParkSlope Loan), Cecile Arnaud, Matthew Talmage, DK Holland

Any person attending may participate equally in discussions, but only Co-op members/owners may vote on any issues. Member/owners may receive work credit if they attend (allotted 1 time a year).

Next General Meeting is December 21 at the store. Want to be a facilitator, secretary, timekeeper or to propose items for a future GM agenda? Please email board@greenehillfood.coop.

Welcome/Orientation 7:30-7:40 (10 min) (Facilitator)
Welcome and introductions. Brief explanation of the purpose of the General Meeting. Questions welcomed!

Consent Agenda: 7:40-7:45 (5 mins) (Facilitator)
The following will be voted on:
Loan Letters to be sent
Board elections

Ratify minutes from previous Board meeting –

Elections: (Mira)
Nominees for the Board : Elizabeth, Morgan & Cecile
VOTES:
YES= ( x46) Elizabeth & Cecile

Membership and Finance Reports 7:45 – 7:55 (10 min) (Membership; Finance)
Monthly membership report (here)
Aug: 400
Sept: 418
Oct: 427

Finance report:
LInk to Profit & Loss Summary (here):
SEPTEMBER 2016 (30 days/ 22 shopping days) (9/26/16 start of 7 days open)
TOTAL BASKETS 1,269
AVERAGE BASKET TOTAL SALES $38.35
GROSS SALES $50,006.43
GROSS MARGIN* $12,010.24
Average daily total sales $545.92

OCTOBER 2016 (31 days & 31 Shopping Days!!)
TOTAL BASKETS 1785
AVERAGE BASKET TOTAL SALES $36.55
GROSS SALES $67,196.17
GROSS MARGIN* $21,341.92
Average daily total sales $2,070.84

*Note: Gross Margin is Sales minus Cost of Goods Sold. Does not include spoilage. Figures are from Revel.

Loans:
We have 23 loans totaling $61k. By Jan. 2017, we are due to pay $20,486 in total interest & principal.
Finance is asking that the 2011 notes program lenders extend their loans by one or more years if they are due in 2017 or 2018 and that all of them consider partial or full forgiveness. For the refrigeration loans, finance proposes a 5 quarter delay in principal repayments or forgiveness. For the $12k POS loan where terms were not set, the letter to the sole lender proposes terms to be agreed on. For the three loans of $500 or under (including the two insulation loans), Finance proposes that they be repaid to ease the loan administration burden.

Finance has drafted 15 letters attached your your review (representing 21 of the loans) 2011 notes program lenders extend their loans by one or more years if they are due in 2017 or 2018 and that all of them consider partial or full forgiveness. For the refrigeration loans, finance proposes a 5 quarter delay in principal repayments or forgiveness.

ACTIONS & SUGGESTIONS:

  • To add that we have a repayment schedule
  •  March – Finance to come back with a schedule of payment
  •  Phone call to be made to major loan
  •  Financial reporting to be re-looked at?
  • Work on finding a new signer

VOTE: Do we agree to submit letters per the proposed plan that finance proposes above?
YES = 8
NO = 0
ABSTAIN = 0

Liaison Updates 7:55-8:00 (5 mins) (Board:Committee Liaisons)

  • Finance – Added new member to work on financial analysis
  • Merch – All is working on auto pilot / Amy’s has labor law issues / We currently do not carry
  • MOM – Ray is in charge of Marketing / Branding / Ray is working more towards working with other committees / Ray is professionally work with start up farms
  • Gov – Mira is the only person on Governance and would eventually like to step down / Keith is working to find more members
  • IT – Keith is working for additional help
  • Design Build – Kale is working on the space and looking to see how make more use of the expansion space / We need more talk about expansion which is tied in with the lease

The Role of A Cooperative Board 8:00-15 (15 mins) (Lauryl)

  • Handout: Lauryl came from a convention and has passed out
  • handouts that she thought she would find it useful
  • Co-op board self assessment tool evaluation form
  • Organizational Chart
  • The role of a coop board:
    -perpetuate itself (recruits new members, trains them)
    -serve as the link to members at large & maintain a well-informed membership
    -hire/fire & oversee the general manager

coop1 coop2

ACTIONS & SUGGESTIONS:

  • Board to review with new members their roles
  • The more members you have engaged at the meetings the more members you have involved in the coop
  • With new board members, to have a separate meeting
  • Board to add new members to google docs, etc.
  • At December GM meeting, have the board meet early to review board expectations and maybe create it as a party. Christina to coordinate with POP.

Staff Retention & Support 8:15-8:30 (15 min.) (Store Coordinator -Lauryl)

  • Goal(s):
    • -Empower staff to fulfill job description -hiring/training new staff (within the 60hrs/week bounds set by board)
    • @Board look at the cash flow statement and membership updates over the next three months
  • Store’s Monthly Payroll costs since adding more staff in Spring (info from cash flow sheet) have been as follows: Feb. 2,316; March 3,875 ; April 2,272; May 1,222; June 2,154; July 2,596; August 2,421; Sept. 2,943
  • OR an average of $2,474/month payroll over the last 8 months. In February 2016, our Ending Cash Balance was $23,734 & it has steadily improved since adding more staff capacity to $56,918 in September.
  • Having more staffing has enabled us to do the following things:
  • -Open 7 days/week
  • -Compost system overhaul (“it look SO good and clean & organized” -Dara, Master Composter @ BBG)
  • -Bethel Church soup kitchen relationship
  • -Shift Leader training
  • -Produce set up/closing procedure streamline to reduce waste
  • -Better stocking practices/more consistency
  • -Better feedback/on the ground reports to buyers about inventory levels
  • -Better quality control on the shopping floor
  • -Follow up communications w/ members re: missed shifts & make ups
  • -Stronger food safety compliance
  • -Membership responsiveness; being a presence in the store that can solve basic membership issues & sign up members on the spot more capably than general members
  • -Membership email response-quicker reply time
  • -Identifying inconsistencies in cash amounts
  • -Working w/ Board to improve cash handling procedures
  • -Product mix expansion & continuing to improve buying practices/support Merch committee
  • -save $ through logging more accurately returns, shorts & mispicks to vendors
  • -Receiving coverage for non-shopping hours
    QUESTIONS & ANSWERS:
  • Are we saying that there are not enough members doing the job? No, we need store coordinators to help get members involved
  • What did the board vote for a new store coordinators? 60 hours / week with only Shannon & Angelica
  • What is Lauryl asking for? We need more people to train people. The current people cannot fulfill the 60 hours per week.
  • Renee feels that we should have less people so that we have better communication. Why hire more when we would want someone to stay?
  • Why is the Heirarchy needed? Suggest to introduce a person under a trial period.
  • Justifying numbers : What is going to happen? What are we actively expecting for adding new coordinators
  • Benefits? Should we be paying benefits?
  • How many people is Lauryl asking to hire? 2 more

COMMENTS
The argument that the low pay is not a valuable job is not felt to be a valid argument

ACTIONS & SUGGESTIONS:

  • We need to come back with answers
  • Additional conversation should happen with committees (Gov., POP, Finance) & board. To discuss comments above and discuss membership numbers. Lauryl to coordinate
  • Having consistent staff is wonderful
  • Staffing has been consistent and there is a spread sheet

Staff & Member Labor Coverage sheet – current hours

Security Measures Updates (Christina)

  • Locks have been changed
  • Codes need to be changed
  • Security Cameras
    • 3rd Camera – add to back room / Design Build to fix/ RENE to coordinate
    • Footage reviewed – Tim Hamilton to review
  • Detectives
    • Did not contact
  • Insurance
    • Governance to look into new insurance
    • Insurance currently does not cover theft of cash.
  • Safe
    • Dan from Design Build installed
  • Deposit Procedure
    • Deposit to be made by store coordinator & store member
    • Working out procedures

Lease: 8:45 – 8:55 (5 mins) Keith

  • Keith is in discussion with Keysha.
  • Collymores have received a certified check
  • Next month Agenda: Terms of the lease
  • PSFC loan committee suggests we still have team looking for new locations should our lease be terminated early.
  • Finance has successfully submitted rent via certified mail
  • SUGGESTIONS: Have a committee to work issues of the lease / Ask PSFC to help

Bike Rack 9:15 – 9:25 (10 mins) (Notetaker)

  • Labor: We want to look at number increase and member increase / we have 60 members not working consistently (20%) / To get more enforcement / Chad is working on this

Closing 9:25 – 9:30 (5 min) (Notetaker)
Board review/approval: Board reviews votes at the end of each mtg

Agenda Items for Next Month

  • Nick Wong (ykcin31@gmail.com) would like to propose trike-based deliveries. He can not attend today’s meeting. If there’s interest, contact me via e-mail and I can research and draft up a proposal for next meeting.
  • Terms of the Lease
  • Hiring of New Store Coordinators?

Coop Holidays Hours

holiday hours

Open 7 Days a Week

trio at register

Monday to Friday 3pm – 9pm;

Saturday & Sunday 10am – 6pm

GM Meeting Notes 9.28.16

General Meeting AGENDA
Wed., September 28, 7.30 – 9.30 pm
The Co-op: 18 Putnam Ave, Brooklyn

Facilitator: Jeannie
Note-taker: Elizabeth
Note-takers – please see link to secretary responsibilities.
Timekeeper: DK

Directors Present: Jeannie & Chirstina
Directors Absent: Renee & Keith
Others in attendance: Alec, DK, Cecile, Elizbeth, Angelica

Any person attending may participate equally in discussions, but only Co-op members/owners may vote on any issues. Member/owners may receive work credit if they attend (allotted 1 time a year).

Next General Meeting is December 21 at the store. Want to be a facilitator, secretary, timekeeper or to propose items for a future GM agenda? Please email board@greenehillfood.coop.

Welcome/Orientation 7:30-7:40 (10 min) (Jeannie)

  • Welcome and introductions. Brief explanation of the purpose of the General Meeting.
  • Questions welcomed!
  • Christina – Board member & GHFC 5 years
  • DK – Long time member, works on the newsletter
  • Cecile – French & works at the store as a shift leader
  • Elizabeth – Works the Friday morning shift by herself
  • Angelica – Store Coordinator

Consent Agenda: 7:40-7:45 (5 mins) (Jeannie)

  • 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.
  • Ratify minutes from previous Board meeting – Ratified!
  • This agenda does not match website agenda

Membership and Finance Reports 7:45 – 7:55 (10 min) (Membership; Finance)

  • Monthly membership report (here)
  • Current number of working members: 400! (first time we’ve been at 400 since March 2015)
  • Number of new members and deactivated in August: 4 new members, 1 reactivated member, 60 trial members
  • Number of exiting members waiting for investment returns: under 50

Monthly finance report:

Link to Profit & Loss Summary:
https://drive.google.com/file/d/0B0sBFqsPR1yTeTZhRTV4Vk1tbGs/view?usp=sharing

JULY 2016 SALES (31 days)
TOTAL BASKETS 1,260
AVERAGE BASKET TOTAL SALES $36.03
TOTAL SALES $48,570.57
GROSS MARGIN* $11,394.29
Average daily total sales = $1,566.79

AUGUST 2016 (31 days)
TOTAL BASKETS 1,212
AVERAGE BASKET TOTAL SALES $35.95
GROSS SALES $45,060.30
GROSS MARGIN* $10,644.43
Average daily total sales $1,453.56

SEPTEMBER 2016 (25 days)
TOTAL BASKETS 1050
AVERAGE BASKET TOTAL SALES $38.38
GROSS SALES $41,510.08
GROSS MARGIN* $9,744.96
Average daily total sales $1,660.40

*Note: Gross Margin is Sales minus Cost of Goods Sold. Does not include spoilage. Figures are from Revel.

Liaison Updates 7:55-8:05 (10 mins) (Board:Committee Liaisons)

  • Finance = working on organizing financials. back taxes, tracking private loans
  • Merch = they are continually working to add new products & keeping spoilage down to a minimum
  • Marketing = Newsletter is a full team effort

Committee Asks and Gives 8:05-8:25 (20 mins) (Committee Chairs)

  • Committees asks for help or support / others give
  • Marketing = needs graphic designers (Olivia is a designer)
  • Finance = offers each committee to create a budget for the year

Store Coordinator Updates 8:25-8:35 (10 mins) (Store Coordinators)

  • Composting is active again.
    • This would be a good article for the Newsletter
    • Brooklyn Botanic Garden checked the compost and gave their okay.
  • Store Coordinators are looking for a third coordinator
    • The Board would like to know what the process is for hiring a coordinator
    • The Board did not agree to the hiring of another coordinator per the last GM
    • Better communication needed on both sides

Institutional Membership Proposal 8:35-8:55 (20 mins) (Angelica)

  • Overview
    • Create a Greene Hill Institutional Membership for small businesses & community organizations. This Membership Category would be non-voting and non-working.
    • Institutional Members have the same purchasing options as individual members (can place special orders & shop in store) for their organization’s uses.
    • Goals Build community relationships & support other local/mission aligned businesses; marketing & building membership
  • Details
    • The Greene Hill Member Organization will have a shared Key Fob for use by designated representatives from the organization.
    • The organization will
      -pay an annual fee of $50.
      -mutually agree upon shared marketing plans (e.g. highlight in respective newsletters, co-sponsor events)
    • This agreement will be reviewed on an annual basis when organizational membership is renewed.
  • Notes
    • Example from another cooperative: “Weavers Way offers an “institutional account” to local businesses. It is a non-voting membership with a $45 annual fee.
    • It allows businesses to charge purchases to their account and pay from a monthly invoice…& gives them the privilege of pre-ordering (a member-only benefit).”Susan G. Beetle; Finance Manager
    • RENEE: Votes YES!
    • NOT LEGAL: Per the NY Tax laws, our coop is not allowed to have an organization or business buy from the coop otherwise we will be shut down by the government.
    • Our tax is specific to for the coop.

Contingency Team: 8:55 – 9:05 (10 mins) (Keith should give update)

  • PSFC loan committee suggests we still have team looking for new locations should our lease be terminated early.
  • Keith is out sick. Will move topic to the next board meeting

Bike Rack 9:05 – 9:15 (10 mins) (Notetaker)

  • Nominees for the Board : Elizabeth, Morgan & Cecile
  • Open House: Need to update signage with new hours , Flyers have been passed out
  • Community: Would like to have store more presence in the community
  • In store visual merchandising: the spoiling and moldy bananas are not very nice to have at the front of the store / maybe it would be better to have these items on a shelf in the back storage

Closing 9:15 – 9:25 (5 min) (Notetaker)

  • Board review/approval: Board reviews votes at the end of each GM

Agenda Items for Next Month
Contingency Team: 8:55 – 9:05 (10 mins) (Keith should give update) PSFC loan committee suggests we still have team looking for new locations should our lease be terminated early.

BOD Meeting Notes 7.27.16

Board of Directors ~ July Mtg
Wed., July 27,  7.30 – 9.30 pm
The Co-op: 18 Putnam Ave, Brooklyn

Facilitator:  DK
Note-taker: Jeannie

Note-takers – please see link to secretary responsibilities.

Timekeeper: Glen
 
Directors Present: Jeannie, Keith, Christina
Directors Absent: Renée

Others in attendance: Shannon Sodano, Jill Hoffman, Lena Greenberg (PSFC), H. Leigh Brown (PSFC), Angelica Falcinelli, Karen Haskins, Steve Russo, Glenn Brill, Kelsy Chauvin, Bianca Orlando, Sam Marks, Wendy Gleisor, DK Holland, Glen, Rachel Porter (PSFC), Kathy Mariao (PSFC), Lauryl Berger-Chun, Sylvianne Lagueux Tremblay

Approve Minutes (1 min.) from previous GM (please read beforehand on the Website)

Consent Agenda (2 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.

Finance & Membership Reports  (5 min)

JUNE’S GROSS SALES (30 days)

Total $52,532.92
GROSS MARGIN* $13,040.51

 

JULY’S GROSS SALES (24 days)

Total $38,312.10
GROSS MARGIN* $9170.28

 

SALES YEAR TO DATE (205 days)

Total $347,538.52
GROSS MARGIN* $83,793.86

 

*Note: Gross Margin is Sales minus Cost of Goods. This figure does not include cost of spoilage.

 

  • As of July 24, 2016 weekly sales is slightly DOWN compared to June’s.
  • JUNE’s Weekly average sales = $12,257.63
  • Total Transactions (30 days) = 1314
  • Average Check= $39.05

 

  • JULY’s average weekly sales =  $10,926.37
  • Total Transactions (24 days) =1050
  • Average Check= $34.69

 

  • June Active membership was: Up. We saw a net member change of +18. Of those, 13 are new members. 7 of those new members were previously trial members. This takes into account new memberships, reactivations, leave, cancelations and PSFC workers. This big increase can be directly attributed to the Open House offer on June 11 in which we waived the $25 admin fee for all new memberships. 48 trial members joined (down from 51 in May).
  • Analysis: Seeing some of the summer slump, as weekly sales are down by about $2k/week. Interesting to note that the number of shoppers has not lowered much but the weekly basket has–why?  Note that one of the weekends was a holiday weekend and those are always hard for us, due to folks going out of town.

Store Coordinator check-in (Lauryl, 15 min)

  • General updates:
  • Transitioning three new coordinators from independent contractor to employee status
  • 3 new store coordinators (Sylviann,  Shannon, Angelica)
  • More accuracy, flow up Cash Flow,
  • Past 4 weeks $1600 in net revenue
  • Spoilage has been down
  • Next Steps: Finance to investigate feasibility
  • Coordinators are present for shopping hours.
  • Increased Security measures and discussion, is locking cash drawers enough, are other measures needed

Financial Analysis (Finance, 30 min)

    • Account Balance / Money in the Bank = $27,640  
      • At least $9,457 belongs to member investments (need to verify)
      • $10,000 belongs to PSFC Loan
      • $8,183 is what we have left
      • Our financial goal is to pay our loans off
      • Accounting sales YTD = $350,000 approximately
      • We are making some progress
      • We need to make an analysis to understand
      • PSFC willing to meet with finance people to figure out how to handle the finance
      • We need to a physical inventory count to get a true account by September 30th
        • Park Slope can help us do this properly
        • Point person needs to count these items

 

  • NOTE: Renee wrote to Susan about this who headed the inventory last year.

 

  • Are we fiscally able to handle a move? (*This did not get disscussed)
    • Assessment of moving costs needs to be worked on. At the end of July, Darrell will be in California for the next 6 weeks. He is unable to project manage this. Need someone to help. Renee suggestion: Pablo??? Or Cale or what about rest of DB team?
    • Most of our equity is within the four walls of the store. We cannot touch the bank money as the reserve cash needs to be allocated towards taxes and other continuing bills.
  • Update on projects on hold due to finances and lease situation:
    • Proposed projects to be put on hold until we are in better financial standing
      • childcare (i’ve notified them of our situation but haven’t heard back)
      • alcohol license – Keith has a copy, sent it, and it got bounced back.
      • installation of fridges (sold both)
      • dire need redemptions (if agreed we need to remove this option from the investment letter that goes out to exiting members).
    • Proposed items that Finance will still pay for:
      • taxes/bookkeeper
      • loan repayments
      • asst store coordinators

 

Updates/Discussion on Lease Termination (All, 40 min). If not able to be present, pls provide the update in writing next to your name/section.

  • Dahlia & Keith (Lease liaison): point of contract update, do we have to move?
    • From Dahlia after the mtg:  Keysha said she was not at liberty to discuss if the building was being sold. Her stance is we can ask for the proof of contract all we want but she doesn’t necessarily need to provide it. I told her, that her sister and mom are saying they just need more rent and they aren’t selling the place, but she wouldn’t say if that was correct. She did say she could provide more time, but when I asked outright if we found a way to pay more in rent if we could stay she said that’s not the case. I left it at that we definitely need more time and our stance is until we see the proof of contract we’re not going to honor the clause of the lease. She doesn’t agree with that (something we could discuss with a lawyer?) but if we tell her how much longer we need, she’ll provide more time. I still don’t believe they actually have sold the building, but she seems to be holding strong that our lease will be terminated.
    • Contrary to above statement: Keysha has told Keith that she will present a contract of sale.
    • As understood, the Collymores believe they can evict us although we have a legally binding lease for the next 5 years.
    • Each lot is privately owned. The backyard lot contract deal is dead.
    • We have determined that the Collymores are not selling
    • Glen – there is always a possibility that the Collymores could sell any day/ develop a contigency plan.
    • ACTION: Keith is drafting a letter in response by Friday to ensure that we made a formal response to their letter.
    • ACTION: Create a small group to investigate the viability of all questions we need to answer. People to stay after meeting if they want to help.
  • Keith (Relocation team):  relocation leads/updates
  • Jeannie (Feasibility team):  Update on feasibility of move if not addressed above.
    • Design Build & Finance should be working on the details
  • Renee (Legal):  here’s a detailed list of what work I’ve been doing:
  • Suggestions from Paula (596 acres): reach out to *Urban Justice Center or Brooklyn Legal Services Corporation A. Tell them you are looking for representation in a commercial holdover eviction case likely to begin in October.
    • *UJC: sent email, wed 7/13. no response; Karen Haskins from Co-op connected us with Melissa Risser from UJC, Renee and finance filling out intake and submitting this week.
    • NO: Brookly Legal Services Corp: Called, said if commercial need to obtain a private attorney.
    • If you can’t get free help from a provider that is funded to represent groups like the Coop, we can make a referral to my private practice, Mohen & Segal LLP, and discuss a fee structure.
    • Joe (PSFC)and several others: NY lawyers alliance, Neil Stevenson, pro bono legal work, helped Calabash Co-op:
      • Spoke with Neil week of 7/11, suggested we work with *NY lawyers for the public interest:nylpi.org as they are pro bono
          • spoke with asst Heidi on 7.17.  They work with volunteer lawyers on a pro bono basis.  Can’t guarantee representation.  Will get back to me with more info (after reviewing docs) very soon.

 

  • Update 7/25: haven’t received any more info from them despite several calls

 

    • Jess Levy (co-op member):  provided 3 leads from a legal listserve inquiry she’s on:
      • Legal Aid has a community development project.  You can reach out to the supervisor Shervon Small at: SSmall@legal-aid.org (have not called)
      • *CUNY Law School, in partnership with the City Bar, has a new law firm that helps small businesses and quite possibly assistance with commercial lease provisions. low cost service, but not free.  free consultation, $100/hr give advice on what we can do to keep costs down.
        • general civil law help moderate small biz’s, try to be affordable; flat fees when possible could do retainer of looking at lease $300- $500; and then 2nd re: how negotiate, initial retainer then move to hourly or renew retainer
      • John Maher: I do commercial lease disputes, Yellowstone injunctions and related work. I Am also a member of my local food coop and shop at the E 3rd St Food Coop. I would do a free consult for a food coop. John Maher 646 675 8909 (sounds like he would charge us- so not following through).
    • Michael Manzi <MManzi@balberpickard.com> via Steve Russo has given us the following advise: “Please urge them to move quickly on the legal front.  It might not be an “eviction” notice but it’s just as bad.  Once a lease terminates by notice, which is the situation here, it cannot be revived.  They need to go to court asap to get a “Yellowstone injunction”  to stop the termination of the lease. If the lease contains a provision giving the landlord the right to terminate in the event of a sale of the building, they’re screwed, unless the landlord has strictly complied with the terms of the provision.  Otherwise, a landlord may not terminate just because he’s selling the building.
    • Chad Donnick (co-op member): Reached out to an attorney friend who was kind enough to look through our lease documents.
      • He made note that our lease does not contain a popular provision in NYC lease agreements which allows landlords to dramatically increase rent (upwards of 200%) if we stay past our end date.
      • He noted that there is a provision that if we do fight the eviction in legal proceedings and lose we would be liable to pay all of the Collymore’s court costs.
      • One tactic he suggests stems from the lease extension section #6 which says “upon entering into a Purchase Sales Agreement landlord shall have the right to terminate…”. He suggested drafting a letter from the board requesting evidence of the PSA. This would either “call their bluff” or at the very least (if they do produce a PSA), “reset the clock” on the termination notice (so to speak).
      • Also suggested Lawyers Alliance for NY as the best nonprofit for nonprofits in NYC. http://www.lany.org/   
      • As a side, he asked if I watched Broad City. I told him the “co-op” episode was at our co-op and he of course had no idea and thought that was neat. Made me realize that we don’t do enough promotion of that. We should really highlight that on our website.   

 

  • SUMMARY:  I would like to see if we can get pro bono work either with UJC or NY Lawyers for the Public interest. If not CUNY provides a VERY affordable legal rep option.

 

    • DK/Willow (PR): Update on non member PR, when will something go out and how? Prepare statements for all situations.

 

  • What next?

 

 

Confirmation of Revised Director and Officer Roles on website: (All, 10 min)

Given the new make up the Board of Directors, the official Director/Officer roles should also reflect the recent changes.  Unfortunately this wasn’t reviewed back in Feb and we need to update the website with revised roles.  The minor revised changes reflect the more horizontal Board structure.  Just need Board to approve or amend.

Directors’ Roles

  • Liaise with committees
  • Attend the 12 monthly Board Meetings per the bylaws*
  • Shop at the Co-op
  • Be active via email and various projects, as needed
  • Remove themselves as chair or key member of any committee, focusing on the Directors role is priority
  • Set agenda for Board Meetings, facilitate and serve as notetaker on a rotating basis

 

President Role

  • Participate in all Director roles
  • Sign off on legal documents
  • Ensure that the board fulfills its commitments to the membership

 

Vice President Role

  • Participate in all Director roles
  • Take over President’s role in absence of the President
  • Support the President in his/her duties

 

Treasurer Role

  • Present finance report at monthly General Meetings
  • Ensure that the Finance Committee is maintaining bills, payroll and taxes and complying with state regulations

 

Secretary Role

  • Ensure that minutes are taken at Board Meetings, by rotating secretaries
  • Post minutes on website, if rotating secretary does not

 

VOTE: 3 Yes  0 No

 

Christina will submit this to Governance to update the website.

 

Review and approve votes (notetaker, 5 min)

 

Bike Rack (extra topics discussed)

 

  • ACTION:  Jeannie to scan legal documents to lease document folder
  • Need to add a Fifth member to the board (Jermiah & Jerylin are possibilities)

 

 

Next Board Mtg is Wed, Aug. 24, 7:30-9:30pm at the Co-op.

Next General Meeting is Wed, Sept.  28  – 7:30-9:30pm at The Co-op.

 

All are welcome. Please email board@greenehillfood.coop if you have suggestions for the agenda (work credit applies!)