General Meeting Agenda 9/25/2019

Meeting Agenda

Date/Time: Wednesday, September 25,  7:00 - 9:00 pm

The Co-op: 1083 Fulton


Facilitator: Lindsay Reichart

Note-taker: Ellen Frank-Delgado

Note-takers - please see link to secretary responsibilities.

Timekeeper:  Lindsay Reichart


Directors Present: Ahmad, Chris, Matthew, Lindsay

Directors Absent: Christina

Others in attendance: Theres, DK, Willa, Susan, Lindsay, Ian, Alex, Calixte, Sarah


Meeting Agenda Notes to be Approved Oct. 23, 2019


Any person attending may participate equally in discussions, but only Co-op members/owners may vote on any issues.


Next Board Meeting is October 23, 2019 at the store. Want to be a facilitator, secretary, timekeeper or to propose items for a future GM agenda? Please email board@greenehillfood.coop (work credit always allotted)


The Co-op’s 2019 meeting and store closure calendar can be viewed here.


Welcome/Orientation  7:00-7:05 (5 min)

Welcome and introductions. Brief explanation of the purpose of the Board Meeting. Questions welcomed!

 

Consent Agenda  7:05-7:15 (10 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.

  • VOTE: Change the designated closure date for Inventory on the 2019 meeting and store closure calendar from Monday September 30 to Tuesday October 1 since that is our slowest sales day. 

    • Unanimously Approved

  • VOTE: Draft wording: To help the Bushwick Food Cooperative after the fire, we create a specific program similar to our 6 month Zucchini plan allowing Bushwick Coop members in good standing to shop at our Cooperative without an administrative fee. The plan includes our standard work requirement but with no more than 10 work requirement exceptions for their current members dedicated and working to reopen (e.g. board members, paid employees aka under ten people). Also applicable to Lefferts Community Food Cooperative.

    • Unanimously Approved

Approve Minutes  7:15-7:20 (5 min)

Board votes whether to approve the public minutes from the board meeting. These minutes, having already been posted online, will then be marked as approved.



1. General Manager Update  7:20 - 7:35

  • VOTE: revised hours (still 35hrs) for General Manager to enable better handling of administrative work (to have time in the store to herself to catch up on things & still be able to cover shifts if need be):

    • Monday: 12pm-8pm

    • Tuesday: 12pm-7pm

    • Wednesday: 2pm-7:30pm

    • Thursday: 2pm-7:30pm

    • Friday: 7am-4pm

      • Unanimously approved 

      • Henceforth, GM has ability to change regular hours with direct communication with the board

  • Update: 

    • Overall:

      • Feels full, lots of people coming in for trial (20 currently in onboarding from end of August aka in a1-2 month period from when ppl sign up as a member to when they are hooked in as in on a committee or a work shift)

        • 350-360 range for summer

      • Open shopping week was a huge success

      • Committee work going well 

    • Continued Projects: 

      • Emily from Ops started a conversation about committees working together more cooperatively 

      • Design + Build came in to check the store out and make changes (ex. Building a bench & shelving for the office to increase functionality)

      • Getting rid of wooden ramp and using a foldable one 

      • Fully functioning produce task force (6 people) had first meeting on 9/24

      • Got a subscription to design platform to make labels more professional

    • Challenges: 

      • Increased theft in the neighborhood (ex. Bikes including one after a shift) 

        • Thinking of putting something in the newsletter and potentially letting people bring bikes inside if it isn’t busy

    • October 1: staffing looks good just missing evening/closing shifts (wraps at 11pm) 

    • October is also coop month! Will work with marketing to highlight this


2. Committee Reports  7:35 - 7:45 (10min) Add discussions as needed from committees and liaisons below.

if there is nothing to be discussed or decided but a report is needed add at the end of this agenda.


  • Finance and Investments:
    Committee chair: Bianca Orlando; Liaison: Christina Travers


  • Merchandising:
    Committee chair: Sarah Chinn; Liaison: Lindsay

    • Back at $20,000/week which was what we were at in April pre-summer slump 


  • Marketing:
    Committee chair: DK Holland; Liaison: Ahmad Shaibani

  • Reports


    • Wayfinding - Carla Sosa - Project Manager

    • Website: Marci LeBrun - Project Manager

    • Content: Max Cherry - Project Manager

    • Weekly/Monthly: DK (temporary)- Lead

    • Social Media: Liz Clayton - Lead


  • Outreach:
    Committee chair: Shakima; Liaison: Ahmad Shaibani

    • Letter of resignation received by Shakima Williams-Jones, chair.

      • Ahmad to handle exit interview


  • Membership:
    Committee chair: Renee; Liaison: _____

    • Membership numbers at a stand still since June-ish.  Basically floating between 355-360 active members for summer- meaning those on a committee or shift. (Does not include ppl that are onboarding -avg 20 ppl).

    • Running Membership Drive...will consult with Finance next month about results.

    • Planning on sending out an email to members on General Leave to see if any of them are enticed to come back.

    • Potentially opening up “Flexible store shift” position to limited number of folks.A more stringent version of the previous floater position.  Waiting to see our numbers grow first. Will explain at mtg.

    • No show ratio was very low this summer = success!


  • IT:
    Committee chair: Sonia Garbes-Putzel; Liaison: Chris Gollmar


  • Governance:
    Committee chair: _____; Liaison Matthew Talmage


  • Operations and Design-Build:
    Committee chairs: Emily Nonko, Lindsay Reichart; Liaison Matthew Talmage


  • HR:
    Committee chair: Hannah GW; Liaison: Chris Gollmar


4. Committee Asks and Gives  7:45 - 7:55 (10mins) (Committee Chairs and Liaisons)

Committees asks for help or support / others give below:


5. AGENDA - free flowing and aspirational discussions: 8:05 - 8:45

  • Election report

    • Create anonymous voting for those voting at the meeting

    • Announce and reading of resignation letter of board member Christina Travers:

    • “I am sure that my stepping down from the Board was no surprise to you, I have not exactly been a dependable nor engaged member for quite some time. At the time of Keith's passing I felt an imperative to get back engaged and I think I overestimated the time I would be able to contribute. My disengagement is not a reflection in a lack of regard for the coop nor a lack of belief in its continued success. It comes down to life changes, getting a job that has me traveling 30% of the time, moving out of Brooklyn and becoming a step-parent. I am honored to have worked among you all over the years and will continue to watch the coop's evolution through the news bulletins and other member communications. I wish you all the best.”

    • Announce results of at meeting votes and online Ballot Report by Governance

      • Number of votes included as quorum: verified as at least 10% of active member count = 384 including members on various leaves and onboarding members

        • 80 ballots submitted (71 counted for quorum) 

      • Results for candidates: 

        • In meeting: Four votes for all three candidates

        • Online: 

          • Ray Jowdy: approved

          • Calixte Kabwa: approved

          • Lindsay Reichart: approved

      • Results for compost project

        • In meeting: four votes approved 

        • Online: unanimously ratified 

      • Results for board meeting notes

        • In meeting: four votes approved

        • Online: ratified 

  • Welcome new board members; recognize outgoing board members, Chris and Christina

  • Choose liaisons for open committees [board to take this to email to include Ray in discussion]: 

    • Finance and Investments (liaison usually is treasurer)

    • Merchandising

    • Membership

    • IT

    • Governance

    • Operations & Design-Build

    • HR

    • Outreach

  • Choose legal roles for 3 board members: president, treasurer, secretary [hold officially till Ray can discuss]

    • Till October- Lindsay: acting president, Ahmad: vice president, Ray: treasurer, Matthew: secretary

  • Choose topics for quarterly meetings in December 2019 (party), March, June and September 2020 (usually elections)

    • Potential topics: 

      • Sharing the Coop: welcoming & informing people about coop, what has worked/hasn’t worked with greeting, writing a script [could be part of below too]

      • Guiding Principles: ratified in 2009, but re-ratifying/revising them

        • Over the following two meetings, discussing them and drilling into how they are embodied by members

        • How have priorities changed now that coop is a decade old

        • Potentially having board lead strategic planning session after general members have seen/thought about guiding principles 

        • How do international coop principles work with our own guiding principles

        • Plant seeds in monthly 

        • How do our bylaws support our guiding principles or work against them? Things to think about… 


  • PULLED FROM JULY AGENDA:

    • Skipped: Till Membership meeting in Fall: Continue discussion re: emergency redemption moratorium lift? Or one redemption/month or whatever was discussed a few months back?

      • People aren’t cashing checks vs. emergency folks 

      • People on the list from 2013- fulfilled periodically

      • Risk of not making loan repayment in Jan 2020

      • Propose for bylaw change just in case of profit - probably legal advice necessary

      • In meantime, space needed for good will 

    • Time to really enforce household plan? Many households only have one member. Need their investment and labor: special deal now of $100 or $125 investment for additional household member to existing members that have been with us for a while?

      • Offer “household plan?” Households that join together/same time (any plan) pay $300 basically it’s our membership sans admin fee if we do $300. Would be a unique and separate plan (need to speak to IT about implementation)

      • Other coops push their members to report households not working → let’s not do that

      • All about framing: getting a “deal” on household plan when they join & the fact that buying for two people = two loads of merchandise but only one person putting in that labor

      • Ensure it is framed as household plan (to include both households with and without children)

        • All adults to join in a household, as it is in our bylaws 

      • Retroactive next steps: emailing households we are aware of 

      • Proactive next steps: we don’t know who has a partner unless they say so in their intake form 

      • Household tier option?: 

        • 1 person 

        • 2 people

        • 3 people… etc. with discounts rising to open up possibility that collective households can join in with an incentive 

    • Securing weekend coverage: through hiring a weekend General Manager? Through re-implementation of the ‘super-leader’ position?



6. Bike Rack  8:45 - 8:55 (10mins) (Notetaker)



Closing  8:55 - 9:00 (5 min) Board reviews votes at the end of each Meeting


Reports in writing:


Membership and Finance Report

  • Monthly membership report (link

Summary of report:

Current number of working members: ________

Number of new members and deactivated:

 __ new members,  

__ reactivated member

 __ trial members

Number of existing members waiting for investment returns: _________

  • Monthly finance report  (link)