Meeting Agendas & Minutes

May 24, 2017 General Meeting

May 24, 2017 General Meeting
Greene Hill Food Co-op

Goals

  • Update member-owners with the current status of lease negotiations and relocation effort.
  • Present member-owners with a transparent summary of our options: relocation or closure.
  • Support member-owner agency and authority in shaping our immediate future.
  • Increase member-owner engagement and conversation about the big picture of our store.
  • Build member-owner leadership.

Meeting Overview

Facilitator: Sarah Chinn
Notetaker: Chris Gollmar
Timekeeper: Steve Russo

Agenda

Introduction (5 min.)

Meeting Norms

  • 1 Diva, 1 Mic (1 person speaks at a time)
  • No one knows everything, together we know a lot
  • Be aware of time – Everyone gets two minutes to speak
  • Recognize/respect the role of facilitator
  • Step up, step back

Who’s Who

  • Introduce primary presenters at this meeting.
  • All members introduce themselves (name, co-op position, pronouns) to people sitting near them. (Or to the whole group, if we have low attendance.)
  • Acknowledge who is not present (e.g., committee members that have been involved but can’t make this meeting).

Meeting Goals and Agenda

  • Present goals
  • Distribute agenda

Board Election (5 min.)

  • Christina, Cecile, and Chris member presented a description of the position
  • Interim position; elected by Board until member-owner annual meeting
  • Takes leadership, communication skills
  • The Board took nominees from the floor; their names will be submitted to the Governance committee for next steps.

Committee Lightning Updates (10 min.)

  • Committees not presenting larger discussion items (below) give brief updates about what they’re working on.
    • Membership
      • Chad (co-chair) has largely stepped down from the committee
      • Looking for more leadership
    • Governance
      • Committee currently has no active members
      • We need governance committee members
    • Merch
      • Just switched to category buying; now on second cycle of this system
      • Each committee member is responsible for one kind of merchandise, like meats or produce
      • One point person for each vendor submits order
      • Working on using Revel to track purchases; would need significant coordination with other committees to use for inventory tracking
      • Also need some new folks to join for some categories
    • Marketing & Outreach
    • Store Coordinators
      • New Store Coordinator bulletin (first sent this week)
      • Having a hard time filling in-store shifts
      • Staff working on focusing on streamlining processes (not nuts-and-bolts tasks like cashiering, etc.)
      • Looking for more coordinators who can step in as subs for occasional shifts; can be current members

Presentations and Community Discussion

Presentation: Tenancy at Current Location (10 min.)

Presenters: Cécile and Christina

  • Update on legal situation:
    • We were in court several times with our landlord, the Estate of Cecil Collymore
    • We know through our lawyer that the Collymores have dismissed their current lawyer
    • We are no longer in court for now
  • Tenancy at current location:
    • We have currently a 4-year lease at the current location (18 Putnam)
    • In June 2016, Collymores told us they have a sale agreement, which would allow them to break the lease
    • We have been back and forth in court since then
    • Our lease team has also tried to negotiate with the Collymores to preserve our tenancy at 18 Putnam under terms that are agreeable to both parties:
      • Landlord wants more than we can afford; we also want a clause that allows the landlord to terminate the lease with only 90-day notice removed
      • Landlord stopped negotiating after our last proposal
      • We cannot come to an agreement that is to the benefit of the Co-op
    • We believe there is a sale agreement with the current landlord and a developer;
      • The Collymores’ lawyer would not allow the details of this agreement to be shared with our membership, only our lawyer
      • We believe they will not show the sale agreement because whomever the developer is doesn’t want their name out there
    • The Collymores have not made their case for eviction in court
      • Court hearings so far have always been dismissed
      • If a new legal case proceeds successfully, we would have to evict within 90 days
      • It’s an insecure position
      • While we still have 4 years on our lease, we don’t believe we will be able to stay for the duration.
    • We have continued to pay our rent on time every month, but all checks have since been returned to us uncashed; these uncashed checks go back to September

Presentation: Financial Situation (15 min.)

Presenters: Finance Committee (Annie and Bianca)

  • Finance committee summarized our current financial position
  • In short, we are currently making enough sales to maintain our current position
  • Members wanting more detailed financial information can contact [email protected] for that information

Presentation: Relocation Effort (15 min.)

Presenters: Matthew

  • If we were asked to leave in 90 days, we need to have a place to go
  • Matthew, Cécile, Kevin have been leading the relocation team
  • Recently sent out a survey to all member-owners with two goals:
    • To make member-owners aware of the fact that we were looking for a space
    • To solicit member-owners’ opinions on location
  • What does the survey show?
    • Members have a more positive reaction to locations in Zones A and B:

coop-map.20170602

  • Most respondents unaffected by a move to those zones or would shop more
  • Priority is to maintain walking distance from current location
  • Have been keeping track of places we’ve been looking at (over a dozen places now)
    • Some locations we can cross off the list after a quick initial screening
    • Have placed two bids; first was rejected by the property owner in favor of another bid
    • Currently in the process of negotiating a bid at a location in one of the geographic zones to have received the most positive feedback
  • The relocation team’s assessment is that no matter where we go, it’s likely going to be more rent than what we’re paying now
  • During last negotiations with Collymores, they threw out numbers that we believed were higher than market value (given condition of these three rooms) — They stopped negotiating when we threw out numbers than we could afford
  • Basic criteria for properties:
    • Between $2000 and $4500 a month; would check out places up to $5000 a month and talk down
    • 1200 sq. ft. (comparable to our current shopping floor; can do with workable, finished basement) or 2000+; larger spaces if they’re willing to divide
  • Current square footage: 2800
  • If you see a For Lease sign, member-owners should check the list in the public relocation folder to see if it has already been contacted by members, call the lessor, and use a script the relocation team has created to collect information
    • If it fits within criteria, pass along to relocation committee
    • Don’t simply forward address or phone numbers to the committee; they can’t sift through everything that comes to them this way
  • Cecile will send out public folder — all members are encouraged to participate in search!
  • The move is going to take significant member involvement
    • Physical move — Just getting from one location to another
    • Financial impact — Maintaining and growing sales before, during, and after the move
  • Member-owner engagement and leadership is vital to our continued success right now
  • Finance Committee recommendations about the move:
    • Don’t know what actual move will cost; this will depend on the space itself and extent of the build-out
    • Current obligations are greater than cash on hand
      • The move is likely to eat away from all of our cash reserves
      • We may also lose revenue when we first move due to lower sales
    • The committee recommends seeking a grant for the move, rather than financing it with additional loans
      • We’re legally a for-profit organization, so we cannot accept funds through most of the channels allowed to non-profit organizations
      • We also don’t fit the criteria for some grants designed to serve food deserts; these generally favor very large organizations
      • One possibility is to reach out to local politicians for City funding (Would be moving to Community Board 3)
      • Community Land Trusts and Mutual Housing Associations may also be able to host a food co-op
  • Build-out of the new store is expected to take a long time
  • When we first moved to 18 Putnam, we didn’t have to pay rent at first; this may not be the case in the new space, though it is a factor in our negotiations
  • The relocation team and board’s quietness about the move so far has been out of a desire to hold onto the leverage we have to negotiate our exit from our current space

Community Discussion (40 min.)

  • Finance committee reviewed the costs associated with closing the store:
    • We would have repay all financial obligations before repaying members
    • We likely could not voluntarily dissolve, leaving bankruptcy our option for closing
  • PSFC loan committee (Rachel) could imagine making another loan
    • They would want us to expand membership and sales, not downsize to a smaller space (1200 sq. ft. target may be too small)
    • They would want us to pursue a long-term project
    • They would also want to know that everyone who is a member of the Co-op actually works their shifts and would be engaged in working toward the move
    • Design/build team reports that we have architects and construction managers ready to roll
  • Member question: Do we have a business plan that is adapted to this current situation?
    • Summary:
      • Plan was to continue growing, expanding
      • Was stopped last June due to eviction notice
      • Need more information in order to adapt long-term plan
    • Member question: What factors besides increased hours have increased sales? What can we do in the meantime between now and move to increase sales?
      • Getting more bodies in the door has helped
        • PSFC member shopping
        • Zucchini plan
        • Trial membership
      • Consistency of operations from Store Coordinators
      • Increased merchandise, though we’re basically at the limit of what we can keep in stock and sell
    • Member labor:
      • Right now was when membership was going to do stricter enforcement of work shift policies
      • We have enough members to cover shifts; showing up is what keeps us running
      • Store Coordinators still see significant gaps on the schedule; we need more coverage
      • Member comment: We need more people to buy into the co-op model: product requests, work on committee; member involvement — Understand what it means to be part of a working food co-op
    • Member comment: In response to getting more people here:
      • Similar to what PSFC does, do things that are exclusively here
      • Drive people to come here; then they’ll buy food
      • Generate traffic; have people come here (not online!)
      • E.g., skill-share, barter
    • What is it that we want to do, facing this situation? It seems like, no matter what, we’re going to have to move.
    • Member question: Could we use member equity to take out a mortgage and buy property?
    • Nothing we do is going to be cheap; nothing is going to be easy. (Put finance to the side for now — it’s dire no matter what!)
    • What do we want?
      • Consider long-term options: longer-term lease or buying
      • Merging with another co-op or group should also be looked at
        • Matthew and Cecile talked about Central Brooklyn Food Co-op and current status
        • Store Coordinators also want to pursue this
      • Adding on to merging
      • Anything been explored with PSFC? Yes, but our timeline doesn’t match up with them (it would be a long-term process)
    • Member comment: Nobody wants us to close (temperature check)
    • Member question: What if we bought 18 Putnam?
    • Member comment: Looks like negotiating could be taking time away from something that could be an opportunity
      • Couldn’t we flip the script? No more crisis mode
      • Expanding — bigger space — more members!
      • Let negotiation go
    • Moving into new space a great opportunity for us (sell more if we had more fridges and freezers)
    • Dreams / hopes: Who’s going to work there? Member
    • Where do we want to be with new obstacles?
    • Moving — Will be in a new community with new opportunities to sell healthy food
    • Going to lose members and gain members
    • Obstacles likely to remain what they are, regardless of where we are
    • More exciting, usable space
    • How can we do a better job working with the community than we are here?
    • What kind of Co-op do we imagine?
      • Childcare
      • Events
      • Education
      • Bulk Cheese
      • More Bulk
      • Beer
      • Olives
    • Being an asset to the community, not just a grocery store
    • Us moving is a small piece in a huge puzzle of gentrification — We’re going to be pushed out, no matter what
      • Organizing efforts: local!
      • Put your skills to use; get involved in this
      • Space with a community — Think broadly politically
    • Cooperative spirit:
      • If you really simplify things — Why join co-op?
      • Broccoli is going to respond to my body
      • Healthy food — healthy body — appeal to health for you and your family
      • That’s why it’s worth shopping here! More basic than cooperation
    • What to resolve:
      • Relocation committee is very small
      • If we want to find an opportunity, more people will need to look for spaces
      • People are getting burnt out
    • Continue envisioning together — How can board keep this going?

Closing (5 min.)

  • Follow-up email with meeting summary and opportunity for feedback to be sent to member-owners
  • Members who attended the meeting will receive 2 hours work credit

Meeting Attendance

Member-Owners
Kelsy Chauvin
Lindsay Reichart
Karen Haskins
Jesse Fink
Emily Wilbourne
Sigourney Woodfork
Naceo Giles
Annie Olszewski
Rachel Lears
Steve Russo
Taylor Steel
Lara Caballero
Julia Garguilo
John Trotter
Aly Miller
Pierre Andre
Valerie Chin
Gabriel De Geoleon
Sarah Chinn
Board Members
Elizabeth Agee
Christina LeMoine
Cecile Arnaud-Gbongbro
Christopher Gollmar

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.

General Meeting Notes 12/21/16

General Meeting Notes
Wednesday, December 21st, 2016, 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 [email protected].

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 [email protected]

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 [email protected] 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 Collymore (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
    • Christina: 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: ELIZABETH
POP (People Operations projector HR): ?

Operations:

Board Meeting Notes 11/16/16

Board Meeting Notes
Wed., November 16, 2016, 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 De Jong (Governance), 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 [email protected]

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 Hierarchy 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 ([email protected]) 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?

BOD 6.22.16 Meeting Notes

General Meeting AGENDA
Wednesday, June 22, 7.30 – 9.30pm
The Co-op: 18 Putnam Ave, Brooklyn

Facilitator: Emily Miner
Minute-taker: Matthew Talmage
Minute-takers – please see link to secretary responsibilities.

Directors in attendance: Keith, Jeannie, Christina
Absent: Renee

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 September 28nd at the store. Want to be a facilitator, secretary, timekeeper or to propose items for a future GM agenda? Please email [email protected].

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

Attendees: Emily Miner, Jeannie Hamilton, Eamonn Farrell, Matthew Talmage, Lauryl Berger-Chen, Willow Westwood, Christina le Moine, Keith Almon, DK Holland

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

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 (please read beforehand on the Website)

Meeting Warm-up 7:45-8:05 (20 min.) (Emily Miner)

  • Interactive group activity to get to know each other and get in a “cooperative” spirit.

First round: DK and Willow won; second round Jeannie and Eamon were winners

Membership and Finance Reports 8:05 – 8:15 (10 min) (Membership; Finance)

Monthly membership report (here)

  • Current number of working members: 370
  • Number of new members and deactivated in May:
    • New: 5, plus 4 reactivated
    • Deactivated: 0
  • Number of exiting members waiting for investment returns:

Confirm: When members go off leave, they are coming back to active

It doesn’t seem like we have a high matriculation from trial member to regular member

Is the trial membership dissuading people that would normally join straight out?

If we are getting more stable, perhaps we consider deactivating the trial membership/

What is membership doing to ensure the trial members feel a sense of belonging?

Willow is working with Chad to look at and streamline the process from “interested to coop” to “full working member” via the email communication that we’re disseminating

Keith: how about email to trial members informing them of orientation day/time each month

Willow: take on filling out a community board and have posted in store; also will work with Chad to streamline email communication with new members

 

Problems with Shift Planning: info sheet on process handed out in orientation should be on website
ACTION ITEM:: Emily will follow up with conversation with Chad and Willow about getting that to happen

Monthly finance report (here)

  • Average weekly sale for May: $12,159
  • Range from $10,589 (over Memorial Day weekend) to $13,455 (the second-highest amount all year!!)
  • Broke 300 shoppers for one week; the rest of the weeks ~280 shoppers
  • Average basket size ~$40
  • Feedback about $50 basket campaign: some people felt pressured as they could not afford $50/week as a single person.Maybe we can change emphasis to bringing in friends rather than buy more; we need more families; emphasis on bringing in members as opposed to increasing the average basket size to $50 also helps coop get the labor resources we need.

Committee Updates 8:15-8:45 (30 mins) (Committee Chairs)

  • General updates and asks for help or support
  • Willow and Membership: about 3 people on social media; 2 graphic designers which is short on labor, many people are working on newsletter, which should be evaluated/analyzed; seeking to get more general-help committee members; some suggestions to use a FB group as a community board; Willows project idea: mural project on the gates to cover graffiti. Emily has a friend that facilitates mural projects; Keith’s caveat is that any images of people will be approved by the subjects; consensus is that we own the gates, but we all feel we should communicate intentions with the landlord

Space 8:45-8:55 (10 mins) (Keith)
Update on our options such as a long term lease or co-partners

  • Go to HUD- lobby that we are a “community benefit”
    • *find out if it is HUD or HBD
    • Speak to Paula Seagal with 596 Acres (expert at protecting and lobbying)

Keith on update: Owner, Renee, wanted to use the office space for meetings, landlord is not showing half of the office space; how is the estate arranged in order to find out who has say in the future of the building.
Emily asks: will we be held responsible to empty out the half of the office space that the landlords want to rent. They won’t show the space until September. We will have a 30 day notice before we have to clear out the area. Ultimately, we want to turn the office into retail space. Who coordinates the clean-up? DBOP which is basically Darryl and his wife. Pablo is still around. And a few others that appear in the middle of the night and help out like elfin cobblers.

Other Topics 8:55 – 9:05 (10 mins)
Review of items “parked” during meeting and space for discussion/comments on topics not on the main
agenda. Items will require more time to discuss may be included as future agenda items.

Willow’s friend thinks the store should be featured in Humans of New York (HONY). She’ll start on that.

Closing 9:05 – 9:10 (5 min) (Notetaker)
Board review/approval: Board reviews votes at the end of each GM
No votes taken.

Agenda Items for Next Month
Need to follow up on what we’re doing with cleaning out the office space.

BOD 5.25.16 Meeting Notes

Board of Directors ~ May. Mtg
Wed., May 25, 7.30 – 9.30 pm
The Co-op: 18 Putnam Ave, Brooklyn

Facilitator: Christina
Note-taker: Shaina
Timekeeper: Jeannie

Directors Present: Keith, Jeannie, Christina
Directors Absent: Renee
Others in attendance: DK Holland, Shaina Garfield, Pierre Andre, Tanya Dwyer (TED),
Albert Speranza (Park Slope)

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 – pls include comparison from previous month (5 min)

$1,059,201.84 SALES TO DATE
265.3636364 shoppers
$44.50 average per week

  • May’s weekly sales avg is: $12,158.95, down from $500 from previous month
  • Our 2016 weekly sales avg is: $11,717.00
  • April Active membership is: 368, up 16 from March due to letter sent to deactivated members, asking them to come back, no make up necessary!
  • Analysis: we capped at $12,500 weekly last month. Probably won’t go over this until we have more members. Still need ppl to spend $5 more/mo. Heading into summer lull. How can we avoid last year’s financial scare?
  • Follow up on Financial documents (Jeannie 5 min) Wrote to Renee
    • Renee: did not receive anything from Jeannie??

Coordinator check-in (Lauryl, 15 min) -No Lauryl (out sick)

  • Re: Permanent Store Coordinator hires. Timeline for this has been extended a month due to committee capacity-I hope to be sending out times for Board members to interview/confirm Sylvianne, Shannon & Angelica as additional coordinators in late June/early July. Checked in briefly with Bianca about Finances & got an OK on this spending.
  • New coordinators have been doing great so far & operations continue to get smoother/member training & support stronger.
  • Recruited more committee members for critical gaps including Revel Inventory Management Team (Susan has trained a couple more who are now getting started on receiving in Revel), Merchandising (Bulk category buyer + milk buyer have been trained and are currently ordering).

Space (Keith, 30 min)

  • Discuss issues : use of our space/Developer/possible relocation
  • Renee Collymore-use of other half of space for her campaign thru September
  • Tax Arrears/Developer-Air rights, tax arrears, options (including relocation)
  • Tanya Dwyer-TED resident working on community intiatives in Crown Heights
  • Need to look at documents (Surrogate Court- go to clerk and request case file for the estate of our Landlord) to determine options such as long term lease or co-partners
    • Go to HUD- lobby that we are a “community benefit”
    • *find out if it is HUD or HBD
    • Speak to Paula Seagal with 596 Acres (expert at protecting and lobbying)
    • PR- NPR, newspaper, letters, emails, etc
    • Block 1991, Lot 3
    • Keith and Christina will be taking lead with this

Alcohol License (Jeannie, 10min)

  • Status with application
  • In process, Jeannie has reached out to Alex
  • Renee (not present): FWIW, I reached out to Alex a month ago and here’s what he said: “I passed off the application Jeannie Lee about a month ago. I’m not really actively involved in it anymore, but last I heard there were some financial documents that needed to be found in order to complete the filing.” I did reach out to Jeannie at that time to get an update on the status but Jeannie wanted to take it to the Board first

Investment Refund (All, 20min) – Spent 40 min on this topic

  • Below are the current comments…
  • “We request $450 to redeem 3 members investments who are in dire need. This includes, for instance, a member who has become legally blind who had to move away to save money and can no longer shop.” – DK (Relief Council committee)
  • “It was a …mistake to make what is an equity investment returnable because this is NOT the case unless a business is making $$$ and we are not, but if these people are in such dire need then the board should do a resolution to pay them do pay them and that be it….” – Bianca (Finance Committee)
    • Questions to resolve / vote on…
    • Do we give the redemption to the three with our current financial situation?
      Motion- $450 cap amount for the Membership Relief Council Committee to give these 3 members in dire need
    • Vote was passed unanimously

[if Renee present] Board Check in (Renee/All, 20 min) No Renee

  • A discussion to see what directors feel most passionate about at GHFC. Where do they currently focus their energies, where or what would they like to or think we should focus on?

Review and approve votes (notetaker, 3 min)

Bike Rack (extra topics discussed)

  • Humans of NY – look for financial assistance, advertising
  • Pierre will email Kelsey (PR)
  • Shaina presented her “Backyard Revival” project- will direct her the “Design Build Committee”
  • “The Ideal Kickstarter Project” – Internal fundraising→ IOBY→ Humans of NY
  • Wayfinder signs, Green Maps, etc
    • Mail Server-
      • Marketing research- Mailchimp is the best option for the Co-op
      • Renee (not present at mtg): Send Grid is another alternative option that only costs $10/mo. Renee had asked Marketing and Sonia from IT to check it out…Sonia did and supports it…didn’t get a solid reason from Marketing why they don’t support Send Grid.
      • Motion- 3 Month MailChimp Trial at $195 cap then re-assess
      • Vote was passed 3 yes and 1 no (renee) and finance does not support.

Next General Meeting is Wed., June 22 – 7:30-9:30pm at The Co-op.
Next Board Mtg is Wed, July 27, 7:30-9:30pm at the Co-op.

All are welcome. Please email [email protected] if you have suggestions for the agenda (work credit applies!)

BOD 4.27.16 Meeting Notes

Board of Directors ~ April. Mtg

Wed., April 27, 7.30 – 9.30 pm

The Co-op: 18 Putnam Ave, Brooklyn

Facilitator: Jeannie

Note-taker: Nathan Albert (supposed to be Christina)

Timekeeper:

Directors Present: Lauryl, Keith, Jeannie

Directors Absent: Christina, Renee

Others in attendance: Nathan Albert, Kate Meizner, Matthew Talmage, DK Holland

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 and Membership Reports – pls include comparison from previous month (5 min)   

$1,009,383.03 SALES TO DATE 258.6111111 shoppers $45.22 average per week 

 

April’s weekly sales avg is: $12,502.01, pretty consistent with March: $12,322.57
Our 2016 weekly sales avg is: $11,618.22, up from $9.5k/week in 2015
MARCH Active membership is: 342, up 10 from Feb!

Analysis: are we capping at $12,500 with our current membership? Still need MORE members or people shopping to reach $15k/week goal and/or members to spend $50/week

Coordinator check-in (Lauryl, 20 min )

  • Store updates
  • Hiring process update
  • Access Discount program: Rough draft below, please review in advance & bring questions/suggestions: https://docs.google.com/document/d/10nL8t9r2fBmQYVC_oEg3hEK-MApFRwT20IEPOIaCKmY/edit#

– Lauryl recommends hiring all 4 coordinator candidates. See if finance would be okay with 100% coverage, otherwise the coverage will be as needed. More info to come :)

Implement stronger double makeup policy or stronger enforcements when members miss their shift (Renee/All, 25 min )

  • Suggestion: If you do not follow the shift swapping procedure and do not show up for your shift, you will be considered a “No Call, No Show” and receive a double make-up, which requires you to make up 2 shifts within the next 4 weeks (before your shift cycles back).
  • Issue, how implement it, who tracks this?
    • Suggestion: Notated on crib sheet if no show/no call by SL. Whomever adds crib sheet hours to SP, checks to see if that person attempted to find a replacement on the shift swap google group. IF none were made they owe 2 make ups.
    • Question, Do we have manpower and technical infrastructure to do this? Would need IT to create some kind of “FLAGGING” situation.
  • Other suggestions?

-Tabled discussion till later

 

BOD 2.24.16 Meeting Notes

Board of Directors ~ Feb. Mtg

When: Wed., Feb. 24,  7.30 – 9.00pm
Where: The Co-op: 18 Putnam Ave, Brooklyn

Facilitator:  Keith
Note-taker: Jeannie
Timekeeper: Christina

Directors Present: Keith A., Jeannie H., Christina L.
Directors Absent: Renee B., Lauryl
Others in attendance: Beverly Emmons

 

Consent Agenda (2 min)

  • APPROVED – Last Meeting Minutes

 

Finance and Membership Reports – just numbers, no discussion (5 min)   

$906,119.41 SALES TO DATE 229.5 shoppers $47.20 average per week

 

  • Feb weekly avg: $11,647.99; YTD weekly avg: $10,822.44 (up from $9.5k last month)
  • 332 active members, up from 329 in Jan (326 in August so membership increase is paltry)
  • CURRENT ANALYSIS:  Current members are spending more per week (YAY!) but membership is not increasing…NEED TO DO MORE MEMBERSHIP RECRUITMENT to meet $15k/week goal

 

Discuss new Board roles (All, 15 min)

  • Board Roles
    • Keith & Renee- Secretary & Project Manager duties shared
    • Jeannie  – Merch Liasion
    • Christina – MOM Liasion
    • Christina & Jeannie – Finance Liasion

Vote Officers (10 min).

  • PresidentKeith
  • Treasurer – Jeannie
  • Secretary – Christina

 

Streamlining membership store labor and additional hours proposal (Lauryl, 10 min).  

  • New shift hours / sign up sheet posted on the door of the coop
  • Part-Time Store Coordinator job has been posted in the store and will be posted on website. 2-3 people have expressed interest.
  • Interview Process
    • Meghan (HR) & Lauryl will review and conduct interviews for part-time store coordinator job
    • Select candidates will be reported to the Board by Meghan & Lauryl
    • Lauryl & Meghan will make final decision

Revamp Trial Membership (Chad, 10 min )

  • Chad input Trial Membership info into CIVI
  • Paper pass has been replaced with Key Fob

Welcoming Committee (10 min)

  • “Welcoming To All” message will be instilled through the following:
    • Orientation will have a welcoming message to all
    • Outreaching to members who have left due to feeling unwelcomed
    • Marketing to all members about a new outlook of the coop by creating a relaunch campaign for coop
    • Newsletter will have an article on “Say Yes First”
  • Christina will be implementing all points listed above for this program

Good Neighbor (Beverly Emmons) [email protected]

  • Beverly came to the coop to represent the Good Neighbors.
  • Good Neighbors is a volunteer program to help senior citizens over 65
  • Proposal: Good Neighbor members to shop at the Greene Hill Food Coop
  • Plan for Good Neighbor members:
    • Good Neighbors will be transported via NYPD van program to the Greene Hill Food Coop every Wednesday at 3PM
    • Good Neighbor members will either start out with a 2 month free trial membership or Apple plan
  • Plan to implement:
    • Will start with the Willoughby Senior Center located at the Whitman Housing
    • Beverly & Keith will visit the center tomorrow (2/25) at 12:30PM to talk about the above plan
    • Sign up sheet & brochures has been given to Beverly
    • Keith will be the main contact for Beverly

 

Review and approve votes (notetaker, 3 min)

*Note: Minute/note-takers – please see link for secretary responsibilities

Pls don’t forget to SHARE this doc with completed notes with the Board after mtg

Bike Rack (extra topics discussed)

    • Write-in for the board – need to consult Mira for more information / will add to next board meeting agenda
    • Church Parking Lot – Keith will go to the church to see if the coop can work out a partnership for coop members to use their parking lot
  • Mail Chimp
      • DK has written an email request to upgrade to Mail Chimp
      • Mail Chimp facts
        • $65 a month
        • will allow us a lot more flexibility
        • great new format
  • Board has agreed the following:
      • Monthly expense would go under Marketing Committee’s budget
      • Currently we believe that finance has not budgeted this much for Marketing. Will need to look back at emails.
      • If Marketing feels that more money is needed for Mail Chimp then Sara Cornish will need to create a proposal to both Finance and the Board for approval.

 

Move to April Board mtg:  

  • Implement stronger double makeup policy or stronger enforcements when members miss their shift (All, 25 min )
    • Suggestion:  If you do not follow the shift swapping procedure and do not show up for your shift, you will be considered a “No Call, No Show” and receive a double make-up, which requires you to make up 2 shifts within the next 4 weeks (before your shift cycles back).
    • Issue, how implement it, who tracks this?
      • Suggestion:  Notated on crib sheet if no show/no call by SL. Whomever adds crib sheet hours to SP, checks to see if that person attempted to find a replacement on the shift swap google group. IF none were made they owe 2 make ups.
      • Question, Do we have manpower and technical infrastructure to do this?  Would need IT to create some kind of “FLAGGING” situation.
    • Other suggestions?

BOD Working Session 1.27.16 Meeting Notes

Board of Directors ~ Jan. Mtg
Wed., Jan. 27;  7.30 – 9.30pm

The Co-op: 18 Putnam Ave, Brooklyn
Facilitator:  Renee
Note-taker: Chad
Timekeeper:

Directors Present: Renee, Keith, Christina,

Directors Absent: Jeannie
Others in attendance: Glen (PSFC), DK, Meghan, Willow, Christina, Lauryl, Mira
Welcome/Orientation (DK or Keith, 10 min)

Need to figure out what a quorum is (determined to be 3)
Consent Agenda (2 min)

Agenda approved
Finance and Membership Reports – just numbers, no discussion (5 min)

SALES TO DATE $36,880
Shoppers  203.75
Average per week: $45.5

Chad to remind Betsy to send member numbers to PSFC loan committee.

PSFC expects to see finance numbers in a timely member. Renee and Chad to connect on what this schedule is for finance & member numbers to be sent.
Elections:  Candidates introduce themselves and ppl can vote if they have not done so online. (Gov., 5 min)
Discussion about how to handle “from the floor” nominees. Decided to vote on who is present. Floor nominated folks will be contacted to gauge their interest. Christina is the candidate in attendance. Meghan explained the ballot, including the by-law revisions.

DK suggested that it be clearly stated to members that all members are invited to all meetings (GM or Board).

Need to be more proactive about creating agendas. At least 7 days in advance to release to members to allow them the chance to decide if they want to attend based on the subject manner.
Christina provided introduction.
Review and Discuss new Board roles (All, 25 min)

Screen Shot 2016-02-10 at 8.56.32 AM

What are the new roles for the Board? (In this discussion we need to take into accout we’ll only be 4 board members, not 5. One of roles will have to be merged.)

  • Secretary/Project Manager act as Co-Leads/Co-Chairs of Board.
  • Can we have the “President” be the Project Manager? (According to law: Co-ops have to have President, but can be in name only)
  • Project Manager takes bird’s eye view of coop activities, manages project dashboard, and serves as connection point
  • Secretary/Ad hoc liaison organizes board meetings/agendas and is ad hoc point person for committees other than MOM, Merch and Finance.  If so, update liaison roles and liaison calendar.
  • QUESTION: can the Secretary and PM roles be merged into two people (the co-chairs) that themselves can determine how to split up the work of those two roles?
    ANSWER: yes – up to the Board to make that decision
  • Review and update previous Board roles to fit with new ones.
  • Board mtgs?   Still once a month on the last wed of the month (except Nov and Dec when it’s the 3rd?) And GM’s, propose to start in March, not Feb so then it’s March, June, Sept, Dec. (not Feb, May, August-bad month for GM, and Nov)

Meghan took lead in discussion of this section.

It was voted and confirmed last meeting that this is what we want.

Question: merging two of the roles is being tabled for right now until we find out if there are additional candidates (depends on write-ins)

MOM = marketing, outreach, membership

Board meetings to be every 4th Wednesday (except Nov and Dec when they will be the 3rd)

Note: anybody on Board can be the President

Project Manager is the primary person who is in close touch with the other board members.

Secretary has lower volume of responsibilities and fills gaps as needed. Ex: what do we need to do for a beer and wine license, whereas PM role is broader view of committees

Board: had conversation about specific roles they will all have. They will finalize this dependent on a 5th Board member.

Change “Secretary” role to be “Project Manager” because “Secretary” in this context is confusing. So really there are 2 PMs.

Renee: Will we still have committees liaise with Board? Discussion ensued. Idea from DK for each committee to submit a paragraph explaining current committee report. Christina highlighted importance of in-person communication (talking to people in store). Renee feels that in-person updates directly from committee is beneficial.

Idea: 1 “all committee” meeting a year (which would replace a board meeting) and then invite committees as needed
Vote and approve new Bylaws (Meghan, 10 min).

Material changes to the bylaws are to:

  • Reduce the size of the board to five people
  • Reduce the General Meetings to 4 times annually
  • If so, agree on timeline
  • Suggest Members are eligible for work credit once for attending 1 GM/year
  • Rather than specify what officers the board should consist of, the board shall structure their internal workings as they desire, keeping with the demographic principles of the coop (certain officers are required by law; these will be in name only). Additional changes to the bylaws have been made to clarify existing provisions.

All of this was presented by Meghan.

Renee, Keith and Christina agreed to keep the Board meetings on the 4th Wednesday of the month. Agreed.
Streamlining membership store labor and additional hours proposal (Lauryl, 25 min).  Currently there are 72 available store shifts per week on ShiftPlanning. The actual # of these available slots filled each week is less than half (when accounting for floaters, no shows, members needing coverage.)

Goals: improve operations/shopping/working experience, increase sales per labor hour/break even, serve more members with increased shopping times, reduce barriers to joining, counteract burnout
Maintain or increase hours of operation with less labor, such as 41 – 46 store shifts/week
Lauryl will present 3 proposals for improved hours/staffing.

Lauryl explained the documents

Store Coordinator role could take on supporting certain committee work (like Shift Planning mgmt).

Part of the streamlining is to have 3 ppl on at any time. Shift Leader, Floor Person, Cashier. Re-orientation to make everyone responsible for training.

DK – was there any analysis on sales from 2:30-4:30 on Mon/Wed. Lauryl – no numbers, but it does get busy.

Signage at the welcome desk needs to be better to explain what’s going on. You’re welcome – check yourself in.

Can IT have a noise play if low hours warning comes up?

Turn monitor to cashier desk to make visible?

Keith – raised slight concern about $15/hr. Perhaps it should be higher? Just something to think about. Consistency of hours – open every day would be good.

Lauryl – does have a couple people in mind for add’l hiring role. Would like to nominate ASAP. Now is the time to get this in place to get more $$ in prep for summer slow time.

DK – send proposals as survey to members and non-members as a marketing and inclusion initiative.

Renee – question about how merch is affected. Lauryl and Merch meeting this weekend to iron out details.

Lauryl did send this to Finance, but didn’t hear back from them yet.

All in attendance are in favor of 7 day proposal

How to handle announcement of changes to members? Need to notify members who have recurring shift

Member check-in: what about low hours? – make sound happen on check-in (check with IT). Can a report of check-ins WITH status be made? (there is already an export done of check-ins)

Renee – there is a survey going out to all members and non-members already in which this proposal can be added.
Revamp Trial Membership (Chad, 20 min )

Instead of issuing paper cards, issue trial members their own keyfob and get them entered into our CRM. By doing this, we will be able to collect actual check-in data to see how frequently specific trial members are shopping. Right now, we have no way of knowing that. Also, giving the trial members a keyfob will create a sense of belonging – like they are already members.

Advantages:

  • We will get actual data to help us make better decisions.
  • We can more easily see which trial members convert to full membership.
  • Follow-up with the trial members will be easier.
  • The check-in system already in place to handle this. The system would alert the check-in desk when a trial membership is expired. This has been tested and works as expected.

Disadvantages:

  • A little more administrative overhead as the trial members will need to get entered into Civi. This could be minimized by giving check-in desk workers the ability to enter trial members into Civi on the spot. This would be really easy to do by simply writing up some simple instructions.
  • We’ll go through the keyfobs quickly so we need to figure out how to be ready to order more (I have no idea who/how these were ordered originally).
  • Education:  We need to educate our members on this change so they handle it properly when working at the store. There would need to be specific and concise instructions at the check-in desk
  • Discussion point: Should we keep the trial membership at 2 months for now or change to 1 month? Pros/Cons of each?

Previous proposal addresses the education concern b/c store coordinator will know how to do this process and can train others/support.

Chad suggests incremental approach to get data that can help us make the decision (e.g. maybe to change to day pass or go to orientation first).

Relatively low conversion rate for trial members.

Membership is moving towards monthly orientations now and by doing that, trial members can be invited to learn more.

Keep trial memberships at 2 months for right now. Re-evaluate this summer.

Sounds great!

Everyone is in agreement yay.
Election results (Gov., 1 min)

45 voters. Christina elected to Board. All by-laws ratified

Review and approve votes (notetaker, 3 min)

Keith moves to approve board votes and bylaws ratifications.

Christina seconds.
*Note: Minute/note-takers – please see link for secretary responsibilities

Pls don’t forget to SHARE this doc with completed notes with the Board after mtg

Move to March Board mtg:
Implement stronger double makeup policy or stronger enforcements when members miss their shift (All, 25 min )
Suggestion:  If you do not follow the shift swapping procedure and do not show up for your shift, you will be considered a “No Call, No Show” and receive a double make-up, which requires you to make up 2 shifts within the next 4 weeks (before your shift cycles back).
Issue, how implement it, who tracks this?
Suggestion:  Notated on crib sheet if no show/no call by SL. Whomever adds crib sheet hours to SP, checks to see if that person attempted to find a replacement on the shift swap google group. IF none were made they owe 2 make ups.
Question, Do we have manpower and technical infrastructure to do this?  Would need IT to create some kind of “FLAGGING” situation.
Other suggestions?

BOD Working Session 5.11.15 Agenda Committee

Updates on Action items from previous Working Session (All, 35 min)

POS System (Renee, 5 min): The POS is no longer in limbo. We now know how to get it up and running and satisfying all our requirements.

  • To fully support EBT: Purchase Revel Card swipe and switch Payment processors from Merchant Warehouse to Mercury (no difference in cost) – Andrew Hapke and Evan Flath (with input from Sean Mullane)
  • Product List Cleanup and Import – Julia Flath and Merch committee working on
  • Training scripts – Evan Flath (hopefully with formatting help from Marketing)
  • Cashier training logistics – Matthew Talmage and volunteers from the Shift Leader Committee
  • Working on going live by first week of June.

 

ACTION ITEM: Bylaws update (DK, Dorothy Lawrence 10 min)

  • Plain Speak summary of Bylaws
  • We are not in compliance – suggestions for action
  • How do we remedy this lack of compliance, going forward?
    • Send link to Board so they may make comments in a week so we can post.
    • Board will review votes at the end of each GM and approve at the end of the mtg
    • We will post this on the Website and in the store with annotations.

 

ACTION ITEM: Discuss PSFC loan offer and if agreed, approve next mtg date (Renee, 10 min)

  • It was agreed that we should pursue a loan from PSFC.
  • Renee will start a doodle – as many board members as possible should attend — DONE

 

ACTION ITEM: Letter to investors (Sean, DK, 5 min)

  • in process: Letter shared with Board
  • DK will review letter. Sean will release checks. We will pay the investors ASAP. We will modify.

 

ACTION ITEM: Letter to PSFC residents near GHFC (Russ, 1 min)

  • in process: Letter sent to Marketing, DK & Renee on 5/6/15.

Letter should be from Russ not the board. More personal.

Letter sent to PSFC for review

 

ACTION ITEM: need to hire a bookkeeper (1 min)

  • PSFC may be able to assist with bookkeeper, will find out after loan mtg

This ties in with the meeting we will have with PSFC.

 

ACTION ITEM: we should have a five year plan & buy the building as a goal (1 min)

  • This ties in with the meeting we will have with Dahlia Thompson at the GM about the Collymores.

Store Coordinator update (SC liaisons, 5 min)

  • Update on Substitute Store Position – who are they?
  • Tal and Russ
  • Agreement to keep Lauryl’s hours to 30 and add to Tal and Russ’s hours

 

Vote to increase banked hours yearly max from 6 – 7.5 hrs to be consistent with our new work requirement. (Russ, 5 min)
  • Moved to GM for vote

Merch Strategy Session: Discuss ideas of how to improve our merchandising so to encourage ppl to join (Merch (Sarah and Sara) /All, 40 min)

  • Lack of stock vs working with financial constraints, can we give Merch more financial breathing room?
  • Need to better train Store Coordinators to get products onto the floor and keep the store looking good.
  • Product Requests needs to be modified so we only carry things that move
  • Bulk update (merch side of things)

Really important to move on this. Cale will make the 3 sinks in the Expansion space

  • Summer products, summer promotions – bring back buying from the Farmer’s Market – need sense of abundant beautiful produce.

Thinking beyond produce since Farmers Markets takes over as the preferred venue in the Summer months

Merch can’t be responsible for product spotlight in the newsletter anymore

  • Merch needs more freezers
  • Fronting and facing issues on the shelves need to be solved as floor attendants stock the shelves (training and management issue)

Fewer GM’s? Proposal to have 6 GM’s in the year vs our current 10 (would not start until July). (Renee, 10 min)

  • Renee will propose the Agenda Committee time and attendance be decreased instead of the General Meetings at the GM. We should keep GMs once a month and increase member interest and attendance

Move one of Board Mtgs to weekends? (Jeannie, 10 min)

  • Yes, Sunday eves

Finance Report* (Sean, 5 min) *Sean will be giving bigger financial picture at GM’s and smaller progress updates at ACs

GM agenda creation (All, 5 min)

  • Committee Presentation: Governance (15-20 min)
  • Committee Presentation: What is a Shleader? (15-20 min)
  • Marketing Make up Presentation??? ONLY IF TIME
  • Vote to approve 9 Directors on Board (5 min, DK)
  • Vote to increase banked hours yearly max from 6 – 7.5 hrs to be consistent with our new work requirement. (Russ, 5 min)
  • AC mtg reduction Proposal and Vote
    • Propose to reduce total # of Director meetings per year from 21 to 15 (AC’s bi monthly, while GM’s monthly) and new time for the AC meetings – Sundays, 6pm (GM’s still 4rth wed)
    • Approve new committee presentation schedule (pg 2)
    • Vote on limt Directors absences to 5 since total number of mtgs decreased (Renee, 10 min)
  • Discussion about landlord issue: Back lot and rent increase, propose to purchase property? (Dahlia, 20 min?)
  • Board review/approval: Board will review votes at the end of each GM and approve at the end of the mtg (5 min)