Meeting Agendas & Minutes

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 or Allison

Note-taker: William, Jean or Keith

Timekeeper:

Print Agendas: whomever there first :)

 


 

○      Keith: store coordinators ideas for increased sales

○      SC Liaisons: can we do shopping during store-close hours?

○      GM at store updates: chairs, heat, cleaning

○      If time:

■      Update on Membership/Outreach EOY fundraising and membership drive ideas

■      Marketing: Status of in-store signage encouraging members to shop more.

 

  • Finance Report (Sean, 10 min)

 

  • 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)

 

  • PSFC discussion with Ann and Joe (All, 45 min)

○      One fee, shop at both?

○      We become PSFC annex?

○      Finance support

○      Solutions for improving sales?

○      more?

  • 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.)

OCT WS:

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

Facilitator:
Note-taker: Renee Bergan
Timekeeper:
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,
Brooklyn

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
process.

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
unanimously.

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,
Nick

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

BOD Working Session 05.08.14

Attending: Rachelle, Nick, Hillary, DK, Renee, Sean, Keith, Ethan

1) Welcome to New Board Members & Orientation, 10 mins (7:30-7:40 PM), All
– Renee provided brief Trello overview.
– group discussed long- and short-term goals

2) Finance Report, 10 mins (7:40-7:50 PM), Sean
– (given at Working Sessions and GMs)
– no major changes in finances. Sean referenced Allison’s email – first Sunday sales day generated ~$2K in sales (Sean’s goal was $3K) and total for all of last week was $12K. Noticed that there’s a different kind of member shopping on Sunday versus Monday. Hopefully the shopping trend continues.
-We’re not meeting our costs; we’re using new member equity to break even every month.
– all members except 1 redeemed pledges to install fridges. Raised $8k (goal was $10k). with the screens, we spent $8700 ($700 not coming from loans).
– In Summer 2013, secured anonymous pledge to purchase POS system for $3k (loan, not grant). Haven’t heard back from member but not worried.
– weekend of 5/24 and 5/28-6/7 Allison is away. Should we hire a substitute store coordinator in her absence? No conflict of interest in having board member as employee. Keith was nominated as Allison’s replacement.
– NICK: this process is wonky. Concern that we not repeat habit of making decisions without full input from Board.
– PSFC loan fund has $40k: Rachel wants us to fill out loan application but we don’t qualify because we’re not meeting break even. Have to have viable business plan.
– they want us to succeed. We need a plan. Collectively we make decision. They already told us what they want to fund.
– loan could be used to build out expansion space (temperature control, finish the walls)

3) Update on Committee Liaisons – Revisions & Role, 20 mins (7:50-8:10 PM), All
– new Board role is to be liaison with committees.
– RENEE: Proposes that we liaison with the committee we came from. Christina not able to be as involved anymore. She would be happy to be IT’s liaison – they’re very self-sustaining and low-maintenance.
– NICK: quality has dipped in some committees. There’s accountability to support co-chairs without being co-chairs. Add “board liaisons” to website info.
– RENEE: idea is to liaise for presentations, support with projects, give gentle push when they’re slipping
– DK: how do you get people to feel a sense of ownership? Can’t have the same people knowing and doing everything.
– Have to get other people involved. Sean should step down as co-chair of finance but no one wants to step into co-chair role.
– need to make distinction between role of treasurer and role of finance co-chair.
-Liaison roles: DK, marketing;  Nick, membership; Lawrence, designing build; Renee, outreach & education; Keith, Operations; Sean, Finance; Christina, IT; Hillary, Merchandising; Rachelle, Governance.
– cheers to Mindy for elections.

4) GM’s at Store, 5 mins (8:10-8:15 PM), Keith
– Keith: since we’re paying $54 for space on S Oxford, we can maybe move GMs to the store. By September?
– DK: the store is hot in summer, cold in winter, dark and dismal always. We need to get more members to come to GMs.
– Ethan cleaned up expansion space for the orientation last week in 10 minutes so it’s possible to get the expansion space cleaned up.
(- no GM in August or December.)

5) Update on Member Redemptions, 10 mins (8:15-8:25 PM), Sean
– have ~110 members asked for their money back = max $16k. Finance updated those members earlier this year. Finance told them that the Board elected to put a hold on reimbursements last September because of major projects: updated masonry to make store pest free; installed new fridges, added Sunday shopping day (increased sales 20%); investing in a POS (has potential to improve sales and streamline buying processes, reduce purchases of products that spoil and don’t sell). 3-ish members replied with “we just need the money” so we paid them back. Have a few more members who’ve said the same recently.
– last correspondence was “we’ll let you know in early May”.
– what do we tell members now? Sean’s recommendation: status has improved somewhat. First Sunday shopping day but POS is still some months in future. Too early to see measurable impact on sales but given confidence sales will increase, we’ve started paying members who asked first.
– RENEE: start incrementing pay back method. Pay them in chronological order. SEAN: we can’t afford to pay 10 members a month.                                                      – HILLARY: can we do a good faith and pay back $20 (for example) to every member? Ex-members probably don’t care about why we’re in the red and what we’re prioritizing; they just want out.
– As coop we did a bad job of explaining what the investment was when people joined. No one should expect to get their money back because we’re a startup.
– DK: Agrees with Hillary.
– SEAN: if we pay everyone $10 = $1500.
– RENEE: that’s too many checks, and sounds like an administrative nightmare. Don’t want to give the impression that the loudest get what they want. Can we pay back 5 people per month? ($750)
– NICK: what are the exact amounts owed? Reality is that summer is here and people are starting to cancel. What does it represent in real money? How much do we actually owe and how is it aging?
– KEITH: maybe want to revise membership application to be less vague. Suggestion of paying back blackmailers incrementally.
– DK: this will be an ongoing problem so we need a system now.
– RACHELLE: do we acknowledge sweat equity?
NICK: we delete work history when people cancel. We should keep it in the future.

6) Membership Committee Presentation, 15 mins (8:25-8:40 PM), Nick/Ethan
– NICK’s updates: membership is one of, if not the biggest, committee. Nick reviewed handout of roles and responsibilities. Need to rework how membership info is displayed on the website.
– committee meeting every other month. Haven’t had much success. Nick has done a good job of pushing people to come. Not worked out so well when Ethan recruits because it’s about personal relationships: when Nick steps back, others do as well. Sean suggested committee rename to “membership and staffing” because one big role is helping Allison verify we have people working in the store.
– membership desk worked well when it started up. Reduced number of shifts at the desk.
– finance: last summer followed up with carrot payments. Every 6 months need to verify who’s up to date on carrot payments. We haven’t verified everyone’s eligibility for apple plan.
-ETHAN’s updates: orientation needs to be more sustainable. Need to grow committee. Have to tinker and update orientation. Need two people to staff it; it’s a 3- to 3.5-hour shift for projector, tour, etc. Need to identify people who can take responsibility for that alone. Need to recruit co-chair.
– have mapped responsibilities of the committee.
– RENEE: write up job descriptions, people should give 2 weeks notice, help find, recruit, and train your replacement.
– ETHAN: need more people to grow committee.
– HILLARY: integrate floor attendant training into new member orientation.
– RACHELLE: signage and documentation are necessary.
– KEITH: we need an updated manual.
– DK: everyone on board should go to an orientation.
– ETHAN: they’re generally the last Tuesday and Sunday of the month but the schedule is online. People aren’t really active until they attend an orientation.

7) POS Recommendation, 10 mins (8:40-8:50 PM), Sean
– ShopKeep (co-founded by Amy Bennett and Jason Richelson from Greene Grape). Revel formed in 2010.
– Shop Keep has far superior customer support but the scales are not integrated with POS system. Sean considers this a step back because currently scales do this. Revel just added this so Shop Keep will probably follow soon. Shop Keep doesn’t have EBT integration. For any food you buy which has tax on it, tax is waved for those using EBT. So EBT would have to be rung up separately if using Shop Keep. Both systems are designed for restaurants and high-end grocery stores. Vend (Australian company) great but no EBT and other things.
– Revel salesperson is a nightmare.
– iPad-based systems are much cheaper and easier to navigate. To get a commercial POS requires more cash flow.
– revel has offices in Manhattan. Some of us need to go there and go through every item with them.
– we’re bringing in an inventory control system. So to get the system active, we have to take full inventory of the store. PSFC is switching their system and they want to know if we want their stuff.
– by this time next we’ll know if we’re going ahead with Revel.

8) GM Roles (Orientation, Secretary, Approval of Shiftplanning Shifts…), 5 mins
(8:50-8:55 PM), Renee
– We still don’t have a secretary. Renee and Hillary are temporary secretaries. Meeting minutes should be sent out within a week of the meeting. Make the minutes a Google doc. Nick helps Renee with approval of shiftplanning. DK and Keith are in charge of orientation at beginning of GMs. Christina usually facilitates and brings agenda. Renee brings GM sign up sheet.

9) Workmens’ Compensation Insurance, 5 mins (8:55-9 PM), Sean
– VP, secretary and treasurer are covered by workmens’ comp and it costs $90 per year per person. Allison = $3k/year in workmens’ comp. Board agrees to drop Renee (VP) and to drop Secretary.

10) Expansion of Work Requirement, 20 mins (9-9:20 PM), All
– have co-chairs at the next GM.
– RENEE: 2.75 is a weird number. 2.5 is more gentle approach – only another 30 minutes. 2.75 is too close to 3 hours. As PSFC member hated it because it was confusing. Easier for brain to work in half-hour increments. But overlap and transitions need to happen. Don’t want to freak out membership too much. Not sure how many members are PSFC members. On average each month send over 30-35 members’ hours (~7%).
– KEITH: seems like 3 hours is a big jump. Likes 2.75 because provides overlap and is consistent with PSFC.
– DK: we should ask members to vote no matter what.
– NICK: there has to be context in the survey. If we’re doing it, will be a huge administrative exercise particularly for Maria, who’s still on parental leave. Summer is the easiest time to do this because fewer people are working. It takes 4 weeks to change in shift planning and educate a whole cycle of people, so we should start implementing in September.
– DK: store hours survey should be separate.
– food justice survey went out to non-members. So next week the shift survey can go out to members.
– need some semblance of democracy.
– talk with committees and with people you know in the store (test the waters), newsletter article about this. Conversation starter on Facebook.

11) All Committee Working Meeting, 10 mins (9:20-9:30 PM), All
– May 29th. Shift changing should be topic at the all committee working meeting.
– at June GM want to be able to have final answer. June should be end date.
– need a newsletter article for this cycle. Renee is leading this (making sure things get done).
– August rather than September to implement because people are out of town?
– survey going out early next week. Mention in the newsletter that there is a survey. Give the newsletter committee a link to the survey.

PSFC loan: build out expansion space. Temperature control, finish the walls.

Board of Directors Working Session 4.10.14

 

Facilitator: Nick/Renee
Note-taker: Nick
Timekeeper:
Bring Printed Agendas: Nick

 

1) Finance Report, 10 mins (7:40-7:50 PM), Sean

Store cash processes have been refined and are working well. The finance team is growing slowly. Sean met the loan committee at Park Slope and they have monies to loan to all member working Co-ops. Renewed working comp insurance. Beer money will be deposited. Idea to approach Park Slope Food Co-op to ask for specific help with bookkeeping.

2) Improving our Store Shopping Experience, 40 mins (7:50-8:30 PM), All

Talking Points:

— Merchandise (Post Fridge Installation; Budget; Member Input) (10 mins)
Would like to be able to expand products, depending on the budget available, and liaise with Design Build as to store shelving. Sticking with the same vendors.

— Outreach (Membership Drive; Events; Publicity) (10 mins)
Tabling and events will increase now that it is warmer; ask members who are shopping to shop more.

— Operations (Store Facilities) (10 mins)
In good hands, under the guidance of Michael and Keith.

— POS (…) (10 mins)
Sean will finish the proposal by Saturday, and send it to Joe Holz, Merchandise and IT. Following this step, the team can move ahead and contact two vendors, working toward the goal of having the POS installed by the next open shopping day. See Trello timeline.

3) IT Committee Presentation, 15 mins (8:30-8:45 PM), Matias
The Committee consists primarily of Matias and Misha. We do not have committee meetings and it has been challenging to recruit members. We keep the Co-op systems maintained and running. We also help IT setup and maintenance in the Store. It would be good to revise our passwords at some point.
We will be working on restore the Store connections, wireless access and internal systems as well as step by step instructions if something goes down.
The database is slow and we need to work on this as well as a long term solution for recurring carrot payments. We also have to ensure that non members can sign up for the newsletter and that members or non members who no longer wish to receive the newsletter may sign off. Matias will write a project scope on important tasks for the Board to consider

4) Update, Elections, 5 mins (8:45-8:50 PM), Nick

5) Update, Sundays, 10 mins (8:50-9 PM), Nick

Talking Points:

— Very little response from the postcard and blast projects
— Refine hours elsewhere; close earlier on Wednesdays?
— Push back start date?
— Ideas?

6) Fridges, Old & New, 10 mins (9-9:10 PM), Nick/Lawrence/Sean

Talking Points:

— Complete Fridge Installation (Delegate to Ops?)
— Finalize Process for Old Fridge Donation

7) GM Prep (inc. Newsletter deadline), 10 minutes (9:10-9:20 PM), All

 

Board Working Session 3.6.14

Board Working Session 3.6.14

Facilitator: Nick Collins

Note-taker: Renée Bergan

Timekeeper: Nick Collins

Attending: Mindy Carner (Governance), Nick Collins, Lawrence Eichorn, Renée Bergan, Sean Mullane, D.K. Holland (via skype), Jill Hoffman and Shanon Sodano (Education)

 

Finance report:

Finance is working to complete the “request for proposal” for a new “point of sale” system, for which financing is already in place.

The Board approved securing service from a 2nd Internet provider, to avoid interruptions in processing card transactions, as happened Monday, March 3, when several shopping members could not pay for their groceries and left the Store empty-handed and angry.

Education Committee update:

-See 6 month goal responses (Need Christina to share this with Board)

-Doing: Food demos, recipes, store tours

-Exchanged ideas on how to improve these areas. Will meet with Outreach more, maybe do combo mts

Fridge update: Fridges in by SUNDAY!!!!

Election Update: March 31st due date for nominations in if going into newsletter. Ballot will be open from newsletter release to April 29 (GM) so 10 days or so. Need to make sure newsletter team gets it out no later than 18th

Agendas management: Moving forward the President will be in charge of finalizing and posting Working Session agendas and the VP will be in charge of GM agenda.

 

Next GM is March 27, agenda item suggestions are:

Finance/Membership reports 15

Finance is presenting 15

Sunday open shopping day discussion Nick 15

NON members shopping update Renee (via outreach) 5

Feedback from Co-op Teach in -Nick 5

Refrigeration report – Lawrence 5

Elections-5 reminder Mindy will send Nick/Renee 5

 

*******IMPORTANT: April WS moved to April 8

 

Greene Hill BOD Working Session – 02.04.14

Facilitator: Nick Collins
Note-taker: Michael Randazzo
Timekeeper: Christine Travers

Attending

Mindy Carner (Governance)
Nick Collins
Lawrence Eichorn
D.K. Holland
Sean Mullane
Michael Randazzo
Christine Travers

1) Finance Report: Sean Mullane
• Finance has set up a binder in the Store for any member-owner to look at. The binder will contain the latest financial information, such as: this report; weekly, monthly, annual and year-to-date sales (soon); and, eventually, the Co-op quarterly financial reports: income statements and balance sheets. GHFC could also place the Board Minutes in this binder (from the General Meetings and the Board Work Meetings). The general consensus is that the Minutes posted to the Web Site should not have Co-op financial data (as a safety precaution), but that the full Minutes with financial data will be available in the Store. The binder is labeled “Greene Hill Food Co-op: Meeting Minutes and Financial Reports.”

2) Redeeming Banked Hours:
Nick Collins
• Last year; any member can redeem up to 4 banked hours if they were in good standing; must fill out form; received 54 requests in 2013.
• Renee: show appreciation to members; increase to 6 banked hours that you can redeem
• Lawrence: will 4th shopping day be undermined by allowing members to use banked hours?
• Nick: difference between 4 and 6 hours will not hinder Sunday openings; this will impact folks who have been deactivated; we want them to come back
• Lawrence: propose 6 hours at GM; hear from membership
• AGREED: discuss at GM

3) Kickstart Elections’ Process: Mindy Carner/Governance
• Election at April GM; looking to expand the board to 9 and to replace Aaron who is retiring.
• E-mail board applications to governance; Mindy will facilitate
• Nick: put together process and timeline: Jessica (?) will work w/Mindy on this
• DK: examine roles of President and VP; explain why board needs to be increased
• Mindy: when to define the role of the officers; Christine – in the next few months; not at April election
• Governance page on the website; could explain what it means to be part of the GHFC board; members should know how hands on board is; list responsibilities; define expectations
• Sean: if we want each term to expire in three years; work backwards with current terms to determine what the terms are for two new members + one for Aaron (term expires October 2015)
• Mindy, open up voting a week before the GM; people can also be nominated from the floor at the GM/day of the election;
• Mindy: create timeline/checklist of all that need to be accomplished (email of info); Google doc with necessary information; Mindy will compile/distribute to the board
• Nominations need to be in before the March newsletter to include bios/ election coverage
• Nick: look to identify strong committee members; help them transition to board
• Sean: shouldn’t cannibalize existing committee members; Christine look for Coop members who haven’t served before
• Prioritize new board members by skills/profile; need more business background; diversity is important; community outreach; governance (lawyer); take to the membership;
• RESOLVE: Board informally commits to identify board prospects and to earmark time at next 2 BODs to discuss the election/prospective members

4) Committee Presentation: Merchandising
• Merchandising not present
• Lawrence: with Aaron leaving the board needs a new connect, why a Merch committee member is desirable for the board

5) Liaison Process Review: Nick Collins/All
• Challenging for select board members to separate from past committee relationships
• Lawrence: resetting the table on this as board doesn’t have time to commit to committee memberships
• Board liaise with committees to support but not interfere; how to determine who goes with what committee?
• Christine: board members should have a choice; agreed it’s important to mix things up; when new board members come on after April then reshuffle liaisons
• Natural connections with certain committees might be identified/encouraged/accepted
RESOLVED: Kate Kraus be second signatory on checks: board agrees (5/0); board will gladly accept a credit check from Kate

6) Finalized Contract for Allison: Nick Collins
• Question: are we treating Allison right?
• Issues: Current salary; paid vacation, time off
• For petty cash; provide a $100 cash advance for Allison

7) Revamp Ops (Operations): All
• Ops has fizzled out; question; if/how to rebuild an ops team – how to recruit people?
• DK: make a list of responsibilities;
• Nick: question of coordination; take the burden off of Allison; without member support she can’t keep the store running smoothly
• Currently no operations committee; board taking on too much logistical work. NEED OPS to take care of maintenance; need a take-charge person

8) Internal Communication:
Nick Collins
• Reduce volume of board emails; Lawrence, Yahoo is a good tool because of threaded conversations; be aware of effective communication

9) Internal Spending Limit:
All
• Christine; approval varies by amount. Between $100 and $250 board is notified; Finance Committee has to reply/acknowledge
• If more than $250 then the board must reply by a reasonable deadline
• Capital expenditures must be reported
• RESOLVED: bring to the GM for a vote

10) GM Prep (inc. Newsletter deadline):
All
• Revisiting Redeemed Banked Hours
• Kickstart Election Process
• Committee is presenting (Renee has the calendar)
• Revamping OPS
• Present Allison’s contract
• Internal Spending Limit
• Refrigeration Update
• GM on 2/18
• Have a draw for attendance (ask Events Committee work on)

Next GM is on March 27th