Meeting Agendas & Minutes

November 16th Board Meeting Notes

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

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

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

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

Next General Meeting is December 21 at the store. Want to be a facilitator, secretary, timekeeper or to propose items for a future GM agenda? Please email [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 Heirarchy needed? Suggest to introduce a person under a trial period.
  • Justifying numbers : What is going to happen? What are we actively expecting for adding new coordinators
  • Benefits? Should we be paying benefits?
  • How many people is Lauryl asking to hire? 2 more

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

ACTIONS & SUGGESTIONS:

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

Staff & Member Labor Coverage sheet – current hours

Security Measures Updates (Christina)

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

Lease: 8:45 – 8:55 (5 mins) Keith

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

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

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

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

Agenda Items for Next Month

  • Nick Wong ([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)

BOD Working Session 4.13.15 Agenda Committee

 

Board of Directors ~ Agenda Committee

 

Mon., April 13;  7.30 – 9.30pm

The Co-op: 18 Putnam Ave, Brooklyn

Facilitator:  Allison

Note-taker: Jeannie

Timekeeper: Russ

Present: Allison, Russ, Sean, Ann, Joe, Lauryl, Hillary, DK

Absent: Renee (in class), Keith

 


 

Updates on Action items from previous Working Session (All, 25 min)

  • POS System:
  • In short, POS system is not as easy to set up as Revel alluded to.  Team of 5+ have been working on this diligently for over a month.  Revel person came to store on April 3 was able to do some set up but not complete.  Evan Flath is spearheading now, has been speaking with Revel and seems determined to get this completed soon.  He’ll be updating the item list, reprogramming scanner and I think the final thing is figuring out the EBT payment which is dependent on Revel.  Probably a few more weeks before it’s up and running.
  • Currently the Revel system does not work due to the barcode & EBT.
  • EBT separate terminals can possibly be used as a hold over

 

Update on new hours and Sunday slots (Lauryl/Russ)

  • Have reduced several double shifts to single shifts so workforce spread better across the board; new and returning members encouraged to grab a Sunday slot.  Asked PSFC if they could send some FTOP workers our way for Sundays only to help fill slots but they are unable to do so at this time.
  • Traffic is slow. People still are getting used to the hours, but they understand.
  • There has been a bump in sales.

 

Update on Member Relief Counsel (DK)

  • Meredith has done a great job handling correspondences. We are paying back on a case by case situation.
  • investments@ is for incoming investments and outgoing equity for members who want their membership money back
  • finance@ is for people who has actually loaned money to the coop

 

Finance Report* (Sean, 20 min) *Sean will be giving bigger financial picture at GM’s and smaller progress updates at ACs

  • We want to make 60K per month.
  • We are tracking to make 56K this month if sales continue
  • We need to project items to sell at summer season that will compete with the farmer’s market.
  • We need to file our Income Tax with NY State by next week.
  • ACTION ITEM:  vote to negotiate a loan from PSFC
    – There is a loan application and Joe is a liaison
    – The Loan committee at Park Slope will loan money for solid items that will help a coop will make money.
  • ACTION ITEM: task Merchandising Committee to come up with summer product list to attract sales.
  • investment schedule: $38,500 in debt between loans and interest
    – We need to send a letter out to people who has loaned us money by next week. Sean & DK agreed to get a letter out explaining the situation that we still have other needs to spend our $$.  Letter will be out within 2 weeks.
  • ACTION ITEM: will need to hire a bookkeeper and have governance come in to review our bylaws

 

Store Coordinator update (SC liaisons/Lauryl, 15 min)

  • Lauryl’s current hours, what are they?  What is cap?
  • Lauryl to come back with a proposal

A: Hours I’m in store:

      • Mondays     8am/10am-6:30pm/7:30pm [8-10 hrs]
      • Wednesdays    8am/10am-6:30pm [8-10 hrs]
      • Fridays         9-11am if need be [2 hrs]
      • Saturdays     9-11am if need be [2 hrs]
      • Sundays     8/10am-2:00pm (6:30pm if short staffing) [4-10hrs]
      • emails outside of that time: 2-4 hrs/week
      • Total: 26-30 hrs/week
  • Substitute Store Coordinator proposal (Lauryl)
    – Lauryl will be on vacation May 11-26
    – Pay the substitute the same rate Lauryl was paid before she was full time.
    – Lauryl has written up a job description for her replacement.
    – Job description will be published in newsletter by Lauryl or Allison
    – Position open to all members.

 

  • Can ppl donate their investments to ppl who can’t afford a membership (but aren’t eligible for Apple plan)? The selected folks could be chosen by Membership and MRC. When those ppl leave, then their investment would be donated to another person. (Russ, 10 min)
    – The money will be put into the Avocado Plan and Member Relief Council which address the above
    – Avocado plan should be stated that it is a  “Capital Contribution” to be clear as to what the money goes into

 

  • Can we offer a perk for members that get a new person to join?  Say banked hours?  $25 coupon for merch?  Need to make all our members outreach and having a perk will help/encourage them to get others to join. (Russ, 10 min)
    – This has been discussed multiple times and logistically does not work

 

  • PSFC discussion:  Where was PSFC at 3 yrs?  What can we learn from them about their growing pains? (Joe/Ann, 20 min)
    • Can PSFC send a letter to PSFC members that live near GHFC?
    • Joe has passed out the weekly statement when they were open 3 ½ years. They did this to carefully monitor all the money.
    • They were not incorporated, they were struggling with members
    • They had monthly meetings with the coordinators who were involved with the store to address issues that were happening at the store.
      • ACTION ITEM: we should have a five year plan & buy the building as a goal

 

  • GM agenda creation (All, 10 min)
    • Decision making -how to make it more democratic
    • Store coordinator substitute
    • Committee Presentation: Marketing (20 min)
    • Committee Presentation: Membership (20 min)

 

  • Open Forum (5 min)
    • Secretaries to facilitate emails as needed.

 

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

Note-taker:

Timekeeper:

 

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