Meeting Agendas & Minutes

BOD Working Session 3.9.15 Agenda Committee


Board of Directors ~ Agenda Committee

Mon., March 09;  7.30 – 9.30pm

The Co-op: 18 Putnam Ave, Brooklyn


Facilitator:  Allison

Note-taker: Jeannie

Timekeeper: Renee


Present: DK, Allison, Sean, Jeannie, Joe, Russ, Hillary, William, Renee

Absent: Keith (worked all day at the coop-excused)


PRODUCE Update: (Joe)

  • Collard greens – not the best collard greens to have
  • When you do produce, you make a work list of the produce



  • ACTION ITEM: Membership will update Orientation video script


        • Status: Russ has assigned marketing to relook. Video has been taken off of website. It is still existing on Vimeo which is private.


  • POS System
  • Renee is not hands on involved, but is cc’d on the emails


        • Revel system support sucks. Revel Shawn has given different info than the help line.
        • Lauryl has been working on the system with Andrew
        • Matt suggested that we train as many cashiers as possible before we have the Revel rep in.
        • Date for the Rep visit is TBD
        • What is the major thing we need to help put this in? Menus, inventory input, basically us teaching ourselves how to set up the system.
        • The original uploading the items was incorrect
        • we need to streamline the naming
        • IT committee has been unresponsive to the situation. William has been attempting to contact the team.


  • ACTION ITEM:  Sean working with Brett to develop a campaign to shop more in the store.


        • see below


  • Update on status of  March 30th new store hours and work requirements.


      • Email blast, Newsletter, Facebook will be sent out about the new store hours and work requirements
      • Reminder email blasts will be sent out the week the before. Follow up will be sent out.
      • Refined the shift swapping procedure
      • Are we announcing the missed shift penalty? Russ is creating a manual crib sheet process. There is no way in shiftplanning to announce owed shifts.
        – Joe – language is important / schedule time is not as valuable as a makeup time. It is not good to think of missing a shift as a penalty. You owe two when you miss, or you owe 1.5 when you miss / you can do a baker’s dozen concept – when you do show up then you get 1.1 shift. / give a reward system.
        – William – We should not put something in place until there is a definite system
        – DK – putting the penalty should be put in a positive light. as per our last GM we are having a person who has makeup hours can shop after they sign up for two shifts and work one of the two
        – Russ – we have offer floater shifts
        – Renee – Double makeup happens when someone makes no attempt to swap or communicate not
      • VOTE: Does the board agree before we can publicly announce the double makeup we have to have a working process? (5 yes /
      • Shift leaders should call the members to remind the folks that they are working
      • Park Slope- Calling is done per the shift leader’s discretion.
      • Shiftplanning – will send a reminder email
    • Update on Member Relief Counsel
      • member redemption report, DK
        – DK asked Dorthy Laurence to review the exit members that wanted to reviewed. We got less than 15 people that we needed to address. In the end, there were only 6 people we needed to review.
        – Terms – only if you are in dire financial need were you immediately awarded the return.
        – originally the terms were not clear. now they are
        – a woman who is currently getting PHD in Chicago is definitely in dire need. she was happier with have more consistent updates
        – 6 people are being suggested by relief counsel to be refunded
      • Update on Membership Committee – Russ
        – membership desk presence needs to exist on the weekend
        – we are now putting a big initiative to have people at the desk on the weekends. It will be a process.
        – there is a handbook for the process
        – consistency is important


      • Finance Report* (Sean, 10 min) *Sean will be giving bigger financial picture at GM’s and smaller progress updates at ACs
        •  Cash Flow – Jan 2015 = 41,000 / Feb 2015= 41,900
        •  Joe wonders if we should put flyers in the mail as the coop is most important to those nearby
        • April 11th tree giveaway – will pass out flyers
        • We have 3 more months as per our last meetings
        • As of the end of February, we are still not working even though we have positive signs
        • Sean’s clock is ticking….
        • Weekly numbers : Feb 23- $12,700
        $11,300 Last week
        • Our drop dead goal is $50,000
        • Lowest basket average was $41 / $42  
        • Highest basket average is $52
        • In the store, we would like to have a chart of the our financial chart of what we want to reach. Has Sean been working with marketing to make the charts? Sean has sat with Brett on this.
            - when will our graph be out there? it can be done in one week
            - ACTION ITEM: Sean will put in a marketing request form for the chart tomorrow and it will be done and in store by next GM. Russ will help.
        • DK – we need a powerful concept of what needs to be conveyed.
        • Balance sheet – we have 50K in debt / 30K in equity
            - debt we are not meeting is the interest rate of last year
            - are we behind on paying vendors? no
            - how much money do we actually have? 18K as of today
            - we are way too close to bouncing a check
            - we need to stop burning money


  • ACTION ITEM: add at next AC- a vote to negotiate a loan from PSFC



    • Store Coordinator update (SC liaisons, 10 min)
      • Cuz Shleaders stepping up, no longer need mega shift leaders except possibly Sunday ams, but Lauryl has agreed to work until no longer needed.
      • Lauryl has left the pedicab and is more available to coordinate shift leaders


  • Lauryl agreed to work Sunday mornings. Allison to confirm this is still true.



  • PSFC discussion:  Where were you at 3 yrs?  What can we learn from them about their growing pains? (Joe, 20 min)
    • Postponed till next AC mtg


  • Contingency Plan discussion, what do if we go under?  This is just a beginning discussion. (All, 20 min)
    • No need to talk about any more.


  • GM agenda creation (All, 10 min)
    • Committee Presentation: Outreach (20 min)
    • Committee Presentation: IT (20 min)
    • Member vs Owner or Owner/Member
    • Other statistics to share with members (Sean, 15 min)
    • Member Relief counsel


*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

BOD Working Session 2.11.15 Agenda Committee

Board of Directors ~ Agenda Committee

Wed., Feb. 11;  7.30 – 9.30pm

The Co-op: 18 Putnam Ave, Brooklyn


Facilitator:  Renée




Present: DK, Sean, Allison, Renee, Hillary (partial)

Absent: William (notified), Rachelle (sort of notified), Jean (last minute notification)



  • ACTION ITEM: Membership will update Orientation video script

Status: in progress

  • POS System

 Status: POS system arrived. Andrew Hapke, Merch and SC/SLC (shift leader coordinator) working on set up, will take a few weeks.


  • ACTION ITEM: DK will advertise with PSFC (either via Linewaiters Gazette or ad) announcing that PSFC can “temporarily” shop at GHFC

 Status: PSFC placing ad in Gazette!!!


  • ACTION ITEM:  Sean working with marketing to develop a campaign to shop more in the store. Done by end of Jan.

Status: In progress, Marketing says: We’re still looking to incorporate finance’s matrix in some sort of visually impactful way that will be easy to understand, but it’s likely we’ll utilize this in the 2nd wave of the $50 basket campaign.


  • Loans: anyone ask their committees about ideas of where/how to get loans?  Make this GM discussion point?

look at this later, hopefully won’t need to do


  • Finance Report* (Sean, 10 min) *Sean will be giving bigger financial picture at GM’s and smaller progress updates at ACs
    • Jan sales $41,000
    • solvency for Feb-terms for vendors, working on FS
    • shopping matrix -
    • phone bank – inactive member – 2 shifts to get current
    • new donations – $25 from members


  • Store Coordinator updates (SC liaisons, 15 min)
    • What’s her schedule?
      • Mon/Wed and a few hours on Fri


    • Mega shift leader update
      • Russ covering 1 Sat, 2 Sats covered by Shift Leaders so no mega leader needed, Keith will cover other sat. Goal by March is to have all weekend shifts covered with a SL, so no mega leader needed
    • hire 2nd person for Friday, if so, who/when (wait till store open on Fri)?
      • wait on this
    • Need hiring committee to be involved at all? hire consultant instead?


  • Committee Presentation:  Merch (15 min)
    • Sarah Chinn, Sarah Hughes-co-chairs; well staffed
    • Rachelle & Lauren not handling produce anymore; Lauryl handling produce now
    • Dairy – we have 2nd vendor; Meghan Bogdevich-Lancaster, Cheese


  • Merch, how can we improve/change products to attract more members? (All, 20 min)
    • i.e. more bulk – expand?
      • yes
    • what affects our product choices?
    • Staples regularly stocked, etc.


  • Continued Discussion:  Opening store for 5 or 6 days a week with consistent hours by Summer 2015, what steps do we need to do to make this happen? (All, 25 min)
      • When implement consistent hours voted upon by membership and how?
        • May 1st goal date for open 4 days/week and consistent hours, need good staffing to open on Fridays, will do that next
        • ACTION ITEM: Renee will draft new schedule for Board to review at next GM
      • Open fridays first? (using voted on hours), then change others to match?
        • Ann suggests we focu on Sunday first, then open on Friday, weekend sales will be much better than Fri, and SL staffing will be easier to fill on the weekend over Fri.
      • increase workshift at same time since changing hours and schedule?
        • will try


  • Contingency Plan discussion, what do if we go under?  This is just a beginning discussion. (All, 15 min)
    • move to next AC


  • GM agenda creation (All, 5 min)
    • Committee Presentation: Ops (15 min)
    • Committee Presentation: Finance (15 min)
    • Discuss plan for getting inactive members back: phone bank? individual emails? postcards? hash plan out, who will organize, when happen, etc. (25 min)
    • Russ will present $50 grocery basket campaign (10 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

BOD Working Session 1.14.15 Agenda Committee


Board of Directors ~ Agenda Committee

Wed., Jan. 14  – 7.30 – 9.30pm

The Co-op: 18 Putnam Ave, Brooklyn


Facilitator:  Renée

Note-taker: William

Timekeeper: Keith


Present: DK, Renee, Hillary, Sean, Keith, Joe Holtz, Jeannie, William

Absent: Allison (notified), Rachelle

  • POS installation, what’s status?
        • money is being wired to our account TODAY… will purchase system from Revel by Fri.  Goal is to have in store and ready for Shift Leader mtg on Jan. 24rth.
  • ACTION ITEM: Membership will update Orientation video script
        • William sent this to a Eileen Ragsdale, a membership committee member at large, with instructions to review for policy and logistical errors, and to send me her notes. Once done I’ll forward them to Mary Brown Lee. Waiting to hear back that she will be able to do it, but she reached out to me for tasks to do from home, so should be good.
  • ACTION ITEM: Three month provisional membership starting in Jan.
        • pushed back to Feb 1
        • There was a fruitful discussion about allowing all PSFC members to freely shop at GHFC as a way to increase sales in the interest of financial survival. Board was in favor of the idea, will be “temporary”
  • ACTION Item: DK will write a letter to the PSFC Linewaiters Gazette announcing that PSFC can freely shop at GHFC
  • ACTION ITEM: DK and Sean working on updated moratorium letter
        • letter mostly done; here’s govs response on legalities of alternative equity returns:
          • The bylaws say (not super descriptive, but it shows that the board has the right to reimburse investments at their discretion): “Investment and Patronage Refunds: Refunds of member investments are available by request and subject to availability. The Board retains discretionary authority to allocate net savings at the end of the fiscal year to reserve funds or issue patronage refunds that shall not exceed the proportion of refund permitted under the applicable provisions of the Internal Revenue Code.”
          • Reimbursing equity with $150 worth of product might be OK, but it doesn’t set a very clear policy, and we would want to ensure that people were acknowledging after the fact that they’d been repaid in this way, and were no longer owed any money (preferably in a written statement).
          • We’re wary of the Option 2 “you choose” repayment plan, and think the best plan of action would be to ask departing members to sign a statement that either A) waives their right to a refund or B) acknowledges that the co-op cannot pay them at this time, but will repay investments (in order of which they were requested) when revenues/savings return to X (agreed upon amount). This would also give us some time to look deeper into tax law as it applies to co-ops and patronage refunds.
  • ACTION ITEM: Letter will go out by end of Jan.
        • Joe recommends careful accounting of the conversion on member investments to donations
  • Moratorium on routine investments is upheld and a small provision made, equal to $150 per month on a rolling basis, for extreme emergency situations, to be evaluated by the redemption group
  • ACTION ITEM:  Sean working with marketing to develop a campaign to shop more in the store. This will be done by end of Jan.
  • HIRING Team:  What’s current status of things?
      • they have settled on a timeline, have the email address set up and will be posting the Job Description in the next week or so
    • Finance Report* (Sean, 5 min) *Sean will be giving bigger financial picture at GM’s and smaller progress updates at ACs
        • Sean: need a $10k “bridge loan”
  • Sean asks permission from board to ask refrigeration lenders to defer principal repayments: board agrees
        • Joe: PSFC revolving loan committee is a not possible option
  • Jeannie: board reach out to committee chairs for ideas to raise money
      • *Sean requested Pres be made additional signatory….didn’t vote on it, should vote on it next month.
    • Store Coordinator check in. (SC liaisons, 10 min): briefly discuss here PSFC schedule/weekend holes
        • Should we just offer the SC job to Lauryl?


  • VOTE: motion carries but could be reviewed if Allison has any strong objection (she was not present for the discussion or vote)
  • Committee Presentation:  Ops (Ops, 15 min)
      • Canceled due to no show by Michael
  • Why are we a member only Co-op?  Should we consider opening to the public? (All, 10 min)
  • Continuation of PSFC discussion with Ann and Joe: Financial Support: (All, 20 min)
    • Can we get a loan from PSFC? What need to do to make that happen?
      • Joe: PSFC revolving loan committee is NOT a possible option, unless we get our taxes done and it will go towards something that will bring us in money
    • Can we share deliveries with them to help keep costs down and expand our stock?
      • Cannot be done per Joe
    • Does finance committee need more ppl and if so, can PSFC send FTOP folks our way to help?
      • Joe will talk to Ann about this
    • Discussion:  Opening store for 5 or 6 days a week with consistent hours by Summer 2015, what steps do we need to do to make this happen? (All, 40-45 min)
        • Consistent hours
        • Keith proposes opening on Fridays beginning in 2 weeks


  • ACTION Item: Renee survey to the membership asking for preference on consistent hour time-frame options
  • Proposed: 6 hours on weekday MWF, 8 hours on SS


  • GM agenda creation (All, 5 min)
    • Committee Presentation: Governance (20 min)
    • Committee Presentation: Design Build (15 min)
    • Shift leader training update (Matthew, 15 min)
    • 20 more min to fill or have open discussion time


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

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

BOD Working Session 12.17.14 Agenda Committee

Board of Directors ~ Agenda Committee

Wed., Dec. 17  – 7.30 – 9.30pm

The Co-op: 18 Putnam Ave, Brooklyn

Facilitator:  Allison

Note-taker: Jean

Timekeeper: Renée

Present: Rachelle, William, Sean, DK, Allison, Keith, Renée

Absent: Hillary (no notification)


ACTION ITEM (from Oct AC mtg): Membership/Outreach will talk about fundraising/membership drive ideas – What status/plan thus far? – – Membership to come up with a structured drive.
Sean- Motion to take down Orientation Video
Renee – Do not take down the video. Just update – Sean agrees

ACTION ITEM: Membership will update Orientation video

ACTION ITEM (from Oct AC mtg): Marketing will make in-store signage encouraging members to shop more (include version of Sean or Jill’s Matrix?) When will this be up? Sean will email marketing to review sign that marketing has / will print

  • UPDATE:  Will be up in store this week!

ACTION ITEM: Jean, Hillary, Allison, Matt & Lauryl: Need to strengthen member leadership in the store.  

  • UPDATE: 5 above met.  Matt had mtg with shift leaders. Sending update tomorrow. Only 25% has shift leaders.
  • ACTION ITEM: Three month provisional membership – Can we begin this in Jan?  what process? Membership will have simple application forms and temporary cards that will be printed in house. Information will be filled out with membership desk person on the temporary card. A calendar will be filled out with the person’s name just for this purpose and a google doc will be filled out by Betsy. A system for notification to be sent out this temporary member. Training and print out will be placed at welcome desk about the program. This will be available to people who are hesitant to join and for PSFC members. MOTION for 2 months free membership = 8 Yes. Extra details are in a separate hand out that was given
  • Store Coordinator check in. (SC liaisons, 10 min)
    • Will include points from Allison’s most recent email

Lauryl would like to be more involved with committees. Specifically with Merch and Finance.
– We all think Lauryl has great ideas.
– We all feel her time is better spent in the store.
– Rachelle – Lauryl should conduct meetings in the store with key cochairs
– Issue – eggs have been missing since Wednesday, (William feels that Lauryl should be responsible to order the eggs) (Allison feels that coordinator is trying not to step on toes.) (Rachelle – Lauryl should feel empowered to make decisions)

      • Previous ACTION ITEM: Keith & Allison: schedule Lauryl effectively when member leadership is weak. DONE
      • Shopping after hours?
  • Update from Lauryl: YES, Will announce in next newsletter
  • Finance Report, pls include update on latest redemption letter re: moratorium. (Sean, 10 min)
    – We have made a 40K last month. As of this month we are at 22K.
    – Work on getting members to buy more. 300 shopping members.500 members working. If each member spent $150, we would make
    – Compensation spent = 3K per month
    – Need to increase sales 15K to make the difference.
    – 24K spent to keep rats out. 6K for accounting for first fiscal year.
    – Russ has reached out to Macy to work on the redemption program
    – Brent Steven coming up with more creative financial ideas?
    – DK – we need a letter to be written about why we are not making redemptions.
    – Renee – did we figure a redemption payback through products?
    - Request is to come up before Jan. 1st a letter about their redemption. DK & Sean will come up with a letter.
    - Sean will work with marketing to develop a campaign to shop more in the store. This will be done by MLK day.
    - VOTE – debit cards for Mike & Lauryl = all voted yes
  • Pay increase for Lauryl and/or permanent SC…what should it be? (All, 10 min)
    – Hiring committee has continued to roll forward with job description and search.
    – Question = How much will we be paying the coordinator and what are the hours? Are we hiring one or two?
    – Hiring committee has made it clear to Lauryl that we must be an equal opportunity employer. Lauryl was totally cool with this.
    – Allison was working 32-33 hours a week at the store when she was a coordinator
    – Sean would like to get a finance member to pull hours of when store coordinators work to help figure out what we offer going forward.
    – HOURS – M,W,F 9AM – 5PM / 6 hours flex (30 hours max)
    – Allison –  We want to offer Lauryl more $$ at her other job we think we should get paid $20.
    – Argument = what can we afford vs. what is best to create consistency
    - VOTE – Increase for Lauryl and store coordinator to $18 / hour = 6 yes / 1 abstain / 1 no
  • Why are we a member only Co-op?  Should we consider opening to the public? (All, 10 min)

-postponed to Jan mtg

  • When/how implement survey votes of increased time slot (wait till consistent days/hours??) and additional make up shifts  (can implement that now)? Do we need to simultaneously improve shift swapping?  (what status of folks looking into that?)  (William/All, 15 min)
    –  Renee – Increase work hours and store hours further down the line. Members were in favor. William feels it will take 6 months to make this happen.

- William: Currently we can not enforce penalty hours on Shiftplanning, will speak further with IT.

  • Discussion:  Opening store for 5 or 6 days a week with consistent hours by June 2015, what steps do we need to do to make this happen? (All, 50 min)

-Postponed to Jan. mtg

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

Moved to Jan Mtg:

  • Continuation of PSFC discussion with Ann and Joe (All, 20 min)
    • Financial support:
      • can we get a loan from PSFC? What need to do to make that happen?
      • Can we share deliveries with them to help keep costs down and expand our stock?



BOD Working Session 11.12.14 Agenda Committee

Board of Directors ~ Agenda Committee

Wed., Nov. 12  – 7.30 – 9.30pm

The Co-op: 18 Putnam Ave, Brooklyn


Facilitator:  Renée

Note-taker: William

Timekeeper: Keith

Present: Renée, William, DK, Sean, Keith, Rachelle, Allison, Jeannie, Lauryl, Joe (PSFC), Ann (PSFC)

Absent: Hillary (notified)


    • Update on Action items from previous Working Session (All, 15 min)
      • Keith: store coordinators ideas for increased sales
      • SC Liaisons: can we do shopping during store-close hours?
        • Update from Lauryl: Going fine, not much sales, people appreciate.
          • Can we make it more formal, announce as a trial?


  • ACTION ITEM: Write up for newsletter—who?


    • GM at store updates: chairs, heat, cleaning
      • Insulation happening
      • Chairs came from Pablo
    • If time:
      • Update on Membership/Outreach  EOY fundraising and membership drive ideas
      • Marketing: Status of in-store signage encouraging members to shop more.
        • Festive themes, etc.
        • DK talked about making a variety of membership materials “more welcoming”
        • Store decorating party on Sunday Nov 16, 3-6pm
        • Open shopping day in Dec 10th or thereabouts
        • Home delivery partnership w/cargo bike


    • Finance Report (Sean, 10 min)
        • Sean speculates sharing some financial information with members as a way to spur more shopping


  • ACTION ITEM: Print out shopping “matrix” for distribution – Sean/Marketing


        • Joe: “temporary trial membership”, direct mailing to the neighborhood


  • ACTION ITEM: Three month provisional membership (how to make that work) – William


        • Discussion about opening the store all the time
        • Need to generate membership reporting similar to financial


  • ACTION ITEMS: Keith & Allison Ann: schedule Lauryl effectively when member leadership is weak
  • ACTION ITEM: Jeanne, Matt & Lauryl: Need to strengthen member leadership in the store –  Had mtg, in progress



  • Store Coordinator check in  (SC liaisons, 10 min)


  • Investment fee amount, why so high? Can we lower to entice more members to join? (Renee/All, 10 mins)
    • Joe: give people more time to pay their investments?
    • Most Board did not support


  • PSFC discussion with Ann and Joe (All, 45 min)
    • One fee, shop at both? – How to manage the member status aspect?
      • Joe “I really want you guys to make it”; idea could backfire; too tempting for sales to go to PSFC or other places
      • ACTION ITEM: Joe/Ann: Letter to PSFC members in GH catchment area: PSFC members can shop at GHFC for next three month if they complete? Find out why they have not joined GHFC, would they join?  
      • Joe: idea needs to be approved by PSFC general coordinators
      • Rachelle: could PSFC designate one of its staff members to work at GHFC on a consultancy basis?
      • William: turn Rachelle’s idea around and send some GHFC members to PSFC to learn from their staff.
    • We become PSFC annex?
    • Finance support
    • Solutions for improving sales?
    • more?


ACTION ITEM: Next Agenda meeting devoted to hammering out six month plan to open store all the time


Board decided to hold AM and GMs at 7:30pm


  • Why are we a member only Co-op?  Should we consider opening to the public? (All, 15 min)


  • GM Agenda:  (All, 10 min)
    • POS update/vote (need one sheet comparison and client reviews)

BOD Working Session 10.15.14

Board of Directors ~ Agenda Committee

Wed., Oct. 15 – 7.30-9.30pm

The Co-op: 18 Putnam Ave, Brooklyn

Facilitator: Renée Bergan

Note-taker: William Laviano

Timekeeper: DK

Bring Printed Agendas: Print at store?


Present: D.K., Renee, Sean, William, Hilary, Jeannie, Keith, Rachelle

Absent: Allison (notified)


  • Finance Report, includes update on redemption and POS status (Sean, 15 mins)

○      Earnings report shows 10.5% less sales in 2013 compared to 2012, 15.6% less in the first 7 months of 2014 compared to 2013.

○      Finance opinion that 500 working members should be enough to support coop operations with $125-$150 monthly sales percapita. Need to encorage members to increase shopping @ coop, share financial info (marketing), enhance sense of shared investment/responsibility in coop success.

○      Renee proposed setting investment redemption at $300 for October to be re-evaluated at November WS. Vote carried by the board

■      ACTION ITEM: Marketing will make in-store signage encouraging members to shop more.

  • Update on Action items from previous Working Session (Sean and Keith, 5 mins)

○      ACTION ITEM FOLLOW UP: Keith will speak with store coordinators about ideas. – Store coordinators will share their ideas with the board by email or in person.


  • Outreach presentation (Outreach, 15 mins)

○      Alix (co-chair) Fall celebration a moderate success, 3 new members. Considering some kind of membership drive. Next open shopping day in December.

■      ACTION ITEM: Membership/Outreach will talk about EOY fundraising/membership drive ideas


  • New/current Board Member Orientation, (Renee, 10 mins)


  • Change bylaws re: absence dates? – Pls read below (All, 5 min)*

  ○      Board agrees to leave current bylaws as they are

■      ACTION ITEM: Renee to amend attendance language [Done – RRB]


○      Renee explained committee liaison concept to new board members (support, etc.). Emphasis on being proactive to support committees, identify red flags and seek solutions. In the case of committees with one chair, board member liaison should approve chair hours.

○      Committee Support by Board Liaisons (Renee/All, 20 mins)

■      New committee liaison and GM roles assigned–see above link


  • Create project team like floaters? List of folks who can work on Co-op projects, perfect for freelancers (Renee, 5 mins)

○      Idea to survey the membership for specialty skills/resources to add to CIVI for be called upon in the future.


  • Continuation of shopping while working discussion; PSFC workers allowed to shop when working if during store hours?; Create a relationship with PSFC one fee, shop at both? (All, 15 mins)

○      Store coordinators are piloting allowing shopping during store-closed hours at their discretion, and will report back.

■      ACTION ITEM: SC Liaisons will follow up on this.

○      Group interested in meeting with Joe & Anne from PSFC: Renee, DK, William, Sean, Keith

○      DK will invite Joe and Anne to Oct 29th GM

  • Future Board mtg dates: Wed & Mon/Sun? Discuss logistics of location. (All, 10 min)

○      Board agrees to hold meetings on Wednesdays

○      Next GM Wednesday October 29th @ 7pm-9pm

■      ACTION ITEMS: Keith will deal with store clean up before GM’s/make sure shift to do so

■      William looking into chairs

■      Jean looking into heating/insulation situation



*Greene Hill Food Cooperative, Inc. Bylaws, Article 3, Section 1.(d) states:

Presence in-Person – At a minimum, a Director shall be present in-person at one of every four meetings called by the Board including General Meetings and Work Meetings. A fourth consecutive meeting at which a Director does not attend in-person shall constitute an absence with notice for the purposes of paragraph 7 below.

Paragraph 7 states, regarding absence with notice:

Directors may be removed on based on absences from Board meetings as follows:

○      two absences without notice

○      three consecutive absences with notice; or

○      seven total absences per year.


BOD Working Session 09.11.14

Board of Directors ~ Working Session

Thurs., Sept 11 – 7.30-9.30pm

The Co-op: 18 Putnam Ave, Brooklyn

Facilitator: Renée Bergan

Note-taker: Renée Bergan

Timekeeper: Keith Almon

Bring Printed Agendas: Nick Collins



Finance Report. Sean, 10 mins.

○      Cash has dipped, due to lo summer sales, probably about $18k. Spend $8k wk/for groceries. POS system on hold, can’t go with Revel. Suggested to Talk to PSFC re: who services scales and have them service our scales. IT suggests software consultancy.

ACTION ITEM: Sean will look into IT’s suggestion.

○      Inventory date: Change store inventory to from 8-8pm.

ACTION ITEM: Renee will tell newsletters re: hours and put event on calendar.

○      Need more sales.

ACTION ITEM: Keith will speak with store coordinators about ideas.


Update on Membership Equity Redemption Procedure. All, 15 min.

○      Have recruited 3 ppl to do job redemption. Board approved to redeem up to $750/month for Oct. Amount redeemed will be on month to month basis till we’re in good financial standing.


Update on new employee/hiring process. Hiring Committee, 10 min.

○      New Store Coordinators great, but lacking at seeing bigger picture (just cuz new).

ACTION ITEM: Keith will speak with them, have weekly sit down and will invite them to attend Board mtgs.

○      Need to put out call for HR folks to join HR committee before Jan.

○      Nov. Board WS mtg will re-evaluate positions and determine if they are good fit.


Update on Elections. 5 min

○      3 three yr terms and 1 one year

○      5 candidates: William Laviano, Allison, Jeannie, DK, Pablo


On Street Bike Corral. Nathan, 10 min.

○      Nathan will propose to FAB at Putnam triangle envision mtg re: putting bike corral in there.

○      Will also speak with Renee Collymore


Continuation of conversation re: stronger enforcement for missing shifts. Renee/All, 15 mins. (pls review this doc ahead of time)

ACTION ITEM: Board will review above doc and make comments by Sept 21st. Renee will meet with membership on 24th to move this forward.


PSFC relationship proposals: (1) PSFC members can shop at GHFC when doing their shifts only, or (2) offer PSFC members lower investment fee, or (3) another approach. Renee/Sean, 15 min.

○      Sean: proposes that workers can shop at store during receiving days/hrs, when store not open (Not clear to me if this includes PSFC workers but assume does.)

ACTION ITEM: Keith will speak with Store Coordinators and report back at GM if they feel they can handle it.

○      DK: recipricol shopping – member at one means can shop at both Co-ops


Update on logistics of GM and WS mtgs with newsletter timeline. DK/Renee 5 min.

○      Become agenda committee, first 20 min. open for members to contribute.

ACTION ITEM: WIll be voted on at next GM (DK)


When send out increased work requirement survey? Renee, 5 min.

○      Oct.


Fall Celebration updates. Renee, 5 min

○      have pop up tent in store/have bbq (Keith)–YAY

○      requested that all Board members help out day of event for a little bit.


Create GM agenda. All, 5 min.

○      discussion on how to encourage members to shop more (20) min.ow share sales date in positive way with members; DK profile, I shop greenehill, quarterly newsletters to promote shopping; store coordinators have ideas (all)

○      elections Gov (20)

○      approve by law changs – Ask mindy if other person can present; Need new copy (5 min) Sean or Mindy

○      recruit folks for inventory (work with store coordinators) Sean 5 min

○      fall celebration 5 min- DK

○      Shop when you work discussion Sean/DK 10 min.

○      Agree that WS that we are now Agenda making committee DK 5 min.

○      Committee presentation

○      Introduce new coordinators; mention at GM bringing in there will be occassion when we’ll be hiring coordinators more than agreed hours, pay them more so folks (Keith)


***No committee presentation (was supposed to be finance but we know what is going on.)


Board Member participation. Renee/Nick, 10 min.

Bag order approval (waiting for financing to get better)

BOD Working Session 08.07.14

Board of Directors ~ Working Session

Mon., Aug 11 – 7.30-9.30pm

139 Clinton Ave. #4, Brooklyn


Facilitator: Rene Bergan

Note-taker: Nick Collins

Timekeeper: DK Holland

Bring Printed Agendas: Keith Almon


Finance Report. Sean, 10 mins.

— Sean Mullane, Treasurer, provides a report to the Board.
— Christina to alert the IT Committee that we will need their support as we approach the final stages of purchasing the POS system.

Discuss hiring process to replace Allison. Nick/Sean/All, 20 min.

Three initial stages:

(1) Board to email the Membership to announce Allison’s departure and provide scope as to the hiring process for an intermediate transition period
(2) Learn from Allison’s experience in order to produce How To’s for the complete running of the Store
(3) Transition process – What does this entail?

— Allison has started to write about her experience and her responsibilities. Hillary and Rachelle are, in particular, using this information to help revise/update our Store procedures.
— Board members will maintain an overview of these procedures and help give input where necessary.

— Allison to reach out to those members who have already shown interest to work at the Store during the transition process.

— Important to have a hiring process for this interim period: one weekday person and one weekend person – who might also be eligible to apply for the long term position.
— Hiring specifics: Up to 22hrs during the week and up to 12 on the weekend at $15/hour.

— Nick to draft letter for Board members to edit/complete and to be sent out to the Membership on Wednesday.

Discuss (Finalize) Membership Equity Redemption Procedures / Policy. Sean/All, 20 min.

— Kate to send job description to recruit two new Committee members to newsletter; Kate to also coordinate onboarding and training

— Renee and Board to amend our messaging in the handbook, website, membership application and in the newsletter (will happen in September)

— Board members to finish updating the spreadsheet of cancelled members awaiting their communication/investment through today.

— Kate and/or Sean to send the Board the final message to send to these aforementoned members as well as a script of anything else to do or include in the process

— Kate and/or Sean to send Membership an updated response, similar to what was sent to Jeff, to be used from here on out with new cancellation requests.
— Board to figure out access to investments@ email and also to the excel sheet (see with IT)


Committee Presentation. Design/Build Out, 15 min.

— The Committee is trying to coordinate with Pablo and Cale to establish a date to build out the office.
— After the office, the floor will be sealed in the expansion space.
— Plans for the full revised Store will be revised and presented at a later date; the Committee is interested to see how Park Slope Food Co-op navigates construction, in terms of planning and budgeting

— Continue to help the Compost regain full force; repair the lids
— Paint the bathroom
— Establish a budget for general Store maintenance, to include the heat and cooling systems.
— Code research: we have never filed with the city prior with any construction projects and this is something to think about moving forward.



Agenda items for September Working Session Meeting:

  • On Street Bike Corral, Nathan, 10 min.
  • Continuation of conversation re: stronger enforcement for missing shifts. Renee/All, 20 mins.
  • Discuss logistics of GM and WS mtgs with newsletter timeline. DK/Renee 10 min.
  • Board Member participation. Renee, 10 min.
  • PSFC relationship proposals: (1) PSFC members can shop at GHFC when doing their shifts only, or (2) offer PSFC members lower investment fee, or (3) another approach, Renee/Sean, 15 min.


BOD Working Session 07.10.14

Board of Directors
Working Session
Thursday, July 10 – 7.30-9.30pm – 18 Putnam Avenue, Brooklyn

Note-taker: Renee Bergan
Bring Printed Agendas: Nick Collins

List your agenda items, spokesperson, and approximate time allowance:

1) Finance Report, Sean, 15 mins (10 mins discussion, 5 mins questions), 7:30-7:45 PM

Member Reimbursements:
· Finance can’t keep corresponding with member redemptions; Sean has come up with stream line method; proposed to maybe offer this position as less time (say 1.5 hr shift which counts as a regular 2 hrs shift) since it’s shitty job; Board will deal with screamers
· Finance has been recruiting every month, but not anyone really stepping up
· Need to pay for bookkeeping
· Lost Kate and Lisa, (don’t know deets—burn out?)
· Overall need to get more members to shop and staff to work

2) Elections/Gov, Nick, 10 mins, 8:25-8:35 PM

· 2 new members, bylaws will get up on website soon; will be working on elections; board should send nominations; diversity of skills and knowledge important for Board

Win, Win, Win Launch Follow Up, DK, 5 mins, 7:45-7:50 PM
· have 9 biz involved, page on website going live, need more bix, board invited to help recruit more businesses.

3) Expansion Space Floor Sealing Schedule, Lawrence, 5 mins, 7:50-7:55 PM

4) Allison’s Review, Nick/Rachelle/Sean, 30 mins, 7:55-8:25 PM

· Allison will handle shift trade until we come up with better system that can be more member maintained. Look into PSFC system; shift email being deleted.
· Ops need to come up with cleaning list and create regular cleaning shifts for shift planning; Allison not doing any more store cleaning
· Allison going regularly to see Ann and Joe of PSFC, great for inspiration and ideas
· Need to hire 2nd person for weekends starting in Sept. Proposed that person would work half day fri and then Sat and Sun store hours. Recommended to offer this 2nd person $15/hr. Will start process of creating job desc and looking for 2nd person now. (Nick and Hillary with Gov).
· Compensation—proposed to not give Allison a raise since adding a 2nd person will incur more costs for us. Proposal to cut her hours down to 20 hrs/week in Sept when bring 2nd person on.
· Overall need to increase more leadership and direction from store mgrs. And shift leaders with regular member workers. Hilary/Rachelle working on creating regular shift “to do sheets”. Creating an updated job desc for Allison and new person, which will include more of this work. Matt Talmage will take over shift leading training (under Hilary’s guidance).

5) Park Slope Feedback, All, 20 mins, 8:35-8:55 PM

(See below, will close unnecessary committees like Food Justice, maybe Events)

6) Work Requirement; stronger enforcement for Missing Shifts, 25 mins, 8:55-9:20 PM

Pushed to next meeting or GM?

7) GM Agenda, 10 mins, 9:20-9:30 PM

will be discussed over email


Park Slope Feedback (from Joe and Ann, at Allison’s bi-monthly meeting):

1. They recommend trying to get as many people to work shifts in the store as possible. I was telling them about a small ‘disconnect’ between members working committees and members working in store. I also mentioned Sean’s suggestion about further reducing from less-critical committees, which they thought made sense.

2. Ann and Joe continue to be worried about our state of affairs. Lack of members, but also lack of members shopping. Joe shared that Missoula has a similar issue to us of work and shop members, who only come in to shop when they work. Joe pushed that we need to think creatively how to attract members to come when off-shift.

3. For holidays, they call everyone 1 cycle in advance, and for end of year holidays 2 cycles in advance. I think we need to start becoming more consistent with holidays and develop a policy for when we call members/ tell them to show or don’t show.

4. There is no spoilage/shrinkage log! They do not enter any losses into quickbooks. Joe gave me some paperwork, but rather that working up, they work down, so to speak. So they look at sales, and profit margins, and then figure from there how much is missing. I do not think we have enough financial records to observe that.

5. Joe and Ann also suggested we look at ROI for committee events and advertising, etc. We should not be investing so much in education events, outreach flyers, etc, if we do not have concrete #s of increase in members/ increase in sales, as a result of these efforts.

BOD Working Session 06.05.14

Board of Directors – Working Session
Thursday, June 5  – 7.30­ 9.30pm

18 Putnam Avenue,

Facilitator: Rachelle Faroul
Note­taker: Nick Collins
Timekeeper: Hillary Frileck
Bring Printed Agendas: Nick Collins

1) Finance Report, 10 mins, 7.30­7.40 PM, Sean

Our Treasurer, Sean, reported on sales, loan program for fridges, and POS update
progress.   Finance will meet with Membership to talk about the membership refund

2) Equipment for Merchandise, 10 mins, 7.40­7.50 PM, Hillary & Rachelle

Hillary and Rachelle presented a recommendation to purchase equipment from Hubert to
use for the fridges and required by law to stock our food items accordingly.  The total cost
of material is $280.  The Board members present approved the recommendation

3) Painting the grills/Making the store more welcoming,10 mins, 7.50­8 PM, DK

From the outside, our Store is not visible.  Marketing would like to spend $200 to make the
grills more visible from afar and paint the grills one/two colors without images.  It was noted
that we should try and involve members of the community. The Board members present
approved the recommendation unanimously.

4) Survey on Wednesday Shopping Hours, 10 mins, 8­8.10 PM, Nick

162 responses received; 122 voted to amend the shopping hours on Wednesday from
6­-10 PM to 5-9PM ­­ to take effect as of the next B week.

5) POS Update (include hiring a Consultant), 10 mins, 8.10­8.20 PM, Sean

There is a possibility of extending the current counter and incorporate a third station.  The third station could be used if one of the regular two break or during an open shopping day.
It will also help with some of our over­ordering and under­ordering, although shopping
trends will always be hard to predict.  Testing and eventual purchase of the new system
later this month, and implementation and training over the summer, by Labor Day.

6) Expansion Space Floor Sealing, 10 mins, 8.20­8.30 PM, Lawrence

Design Build prepared three estimates: $372 to seal; $634 to include partial levelling and
sealing; $1,690 for levelling and sealing.   The recommendation is to fix the floor and seal it
afterward so the sealing will take effect without further chipping, therefore spend $1,690.
This will be a positive step forward to actually using the space.
The Board members present, with the exception of one, approved to pursue with option #2
for $634. Lawrence will liaise with Design Build Committee and determine a process.

7) The Win, Win, Win Benefits Program, 5 mins, 8.30­8.35 PM, DK

Outreach and Marketing are re­establishing contact with local businesses who will offer
benefits to Co­op members.   More news to come!

8) Open Shopping Day [Preparation/Incentive for new member, 5 mins, 8.35­8.40 PM,

At the GM, the question put out was to reduce the amount of equity paid.  What are
possible incentives we can offer non members to join on June 21? Labor requirement or
receiving a discount on your groceries are possibilities.  It was decided to pursue one
vendor in the community who could offer a discount to all joining members during the open
shopping day.

9) Expanding Work Requirement ­ Post GM Discussion, 15 mins, 8.40­8.55 PM, All
[Incentives: Cheaper food for folk who work above and beyond? Better coordination
when missing a shift? Able to work x amount of hours and access those hours
thereafter (revising banked hours’ formula…]

It was decided to revisit this topic at the working session in July with Renee and Christina.
Some of our policies and procedures warrant revision before we decide how we
implement any expansion.  Members at the GM were in favor of expanding the work
requirement, but on condition of exploring and revising some our policies in favor of our
engaged members.

10) Designing systems and Protocols, 15 mins, 8.55­9.10 PM, Rachelle

Rachelle would like to design systems and protocols for the Merchandise team over the
duration of her Board term, in collaboration with the Merch and Ops team as well as the
shift leaders.   We need a manual and procedures for clear communication and
dissemination to working members. The process of recruiting, training and retaining shift
leaders requires revision. Signage for workers in the Store will also need to be increased.

11) Allison: Mid year review; Redetermine Store Coordinator Priorities, 15 mins, 9.10­9.25
PM, Nick

The Board discussed Allison’s midyear review and in particular a revision of priorities.

12) GM Preparation, 5 mins, 9.25­9.30 PM, All