General Meeting Agenda 8/28/2019
Date/Time: Wednesday, August 28, 7:00 - 9:00 pm
The Co-op: 1083 Fulton
Note-taker: Ellen Frank-Delgado
Note-takers - please see link to secretary responsibilities.
Directors Present: Chris, Ahmad, Lindsay, Matthew
Directors Absent: Christina
Others in attendance: Willa, DK, EJ (potential member!), Amanda, Bianca
Approved Unanimously September 25, 2019
Any person attending may participate equally in discussions, but only Co-op members/owners may vote on any issues.
Next Annual Meeting & Election is Sept 25, 2019 at the store. Want to be a facilitator, secretary, timekeeper or to propose items for a future GM agenda? Please email firstname.lastname@example.org (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.
Approve Minutes 7:15-7:20 (5 min)
Board votes whether to approve the public minutes from the board meeting. These minutes will then be ready to post online.
Approve at General Meeting instead
1. General Manager Update 7:20-8:05 (45 min)
July was active, August was slow - good opportunity to plan for Fall
Concerns within last few months:
Cashiers have been slow at:
Weighing bulk when it comes to own jars (more evident with Bushwick members who have a machine that subtracts weights for you)
Suggestions: Set up station to weigh own jars or buy scales that do it for you
One member offered to problem solve this
Co-counting (esp. Closing shift)
Suggestions: do co-counting in back office with Willa, manager, etc.
Willa to loop in Emily
Lack of nutritional labelling
Creative Cloud / InDesign to make labels
Visitors coming in for AC/water routinely
Suggestions: giving members language for no soliciting, blanket policy from ops (more confusing for members & the people walking in if no blanket policy) -- think about how this relates to language for when anyone walks into the coop to greet them & welcome them into the space
Ex. You can have water, use the bathroom, sit down for five minutes, etc.
Ex. If there is an issue, ensuring members know what to do
Willa to loop in Emily
Opening of Lincoln Market
Emphasize the things that make the coop the coop: pricing, community, local
Fall: outreach / marketing → potential theme for annual meeting in Sept.
WIC (Women, Infants, and Children)
We have to have a min # of certain items always on stock that we don’t have
Amanda to look into the items we would need to see if it would be worth doing (ex. Formula, milk, eggs)
Short Answer: We need 3 Million in Sales and Reasonable open hours (6 days per week, 8 hours per day), before we can start on other items needed.
Produce task force to help educate members on our products
Being transparent with labelling
2. Committee Reports 7:__-_:__ (__min) 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
24k - low, but summer (plunges overall in summer)
New finance member Paul taking over for Joshua
No equity, didn’t pay taxes for those periods
Pay the $12k loan payments due in Jan to those who have already extend their graces
Additional loans later in January
Use reserves for principal
Produce has been doing much better - see it in the #’s, bank accounts, and visually in the store!
Better based on our merchandising this time of year (store looks thin, but slow anyways)
Ask merchandising for how ordering went this summer for future summers
Spoilage rates in Revel declined between May 10% → August 3.5%
Large portion of Willa’s job description is inventory management and revel
Language in JD is different than what she does, would like clarification
JD based on ideal situation
General manager job Willa is doing is store manager
Need someone to enter things into Revel on receiving days + pull reports on what is sold
Creating a shift something like that - part of receiving (ex. Tuesday / Wednesday shift taking from Friday invoice) = 6 people a week x 4 = adding complication of errors vs. getting one person who is reliable
Make dignified position to replace Willa on the floor
Have a couple people interested in this (some remote work, some floor work)
Willa would want mix of two- working floor + members is important, after revamping is done stepping off and splitting day
Next steps: working on position and what should look like + what that looks like with weekends
Committee chair: Sarah Chinn; Liaison: _____
Committee chair: DK Holland; Liaison: Ahmad Shaibani
Wayfinding - Carla Sosa - Project Manager
Website: Marci LeBruen - Project Manager
Content: Max Cherry - Project Manager
Weekly/Monthly: Liz Baker - Lead
Social Media: Liz Clayton - Lead
Committee chair: Shakima; Liaison: Ahmad Shaibani
Committee chair: Renee; Liaison: _____
Fall Membership Drive in place, starting after Labor Day. Marketing will be making flyers. Need Outreach to commit to an Open Shopping Weekend Date.
Committee chair: Sonia Garbes-Putzel; Liaison: Chris Gollmar
Committee chair: _____; Liaison Matthew Talmage
Operations and Design-Build:
Committee chairs: Emily Nonko, Lindsay Reichart; Liaison Matthew Talmage
Committee chair: Hannah GW; Liaison: Chris Gollmar
4. Committee Asks and Gives 8:__- _:__ (10mins) (Committee Chairs and Liaisons)
Committees asks for help or support / others give below:
5. AGENDA - free flowing and aspirational discussions: 8:05-
Annual meeting and Election planning
Need point person who isn't running for the board (Matthew is working on this)
Gathers all bios + names of people running
Goes through agendas so any board decisions get pulled into ratification
Coordinate with newsletter to send everything to members
# of board seats open?
Need financial information for last fiscal year
Pull any board decisions for ratification (including any from this meeting) (Matthew also working on this)
Potential theme: long-term vision for store (ex. # FTE, buying building, PT people, etc.)
Other potential topic: moratorium, but should make a decision amongst the board for this
PULLED FROM JULY AGENDA:
Bushwick Food Coop had a fire July 3rd, and will be closed for the foreseeable future. Some of their members are interested in shopping with us while Bushwick rebuilds. Do we want to offer shopping privileges? (Similar to follow ups with Lefferts).
From the last discussion, we wanted to make sure that shoppers are putting in work hours (similar to Park Slope Members)
Could discuss transferring hours, reciprocal shopping privileges, etc.
Or we could offer our regular membership offers (free trial month, then zucchini plan or paying membership fees).
Some members have joined on Zucchini → so could credit that money vs. paying them back
Bushwick has about ~300 people total, and we had ~50 shop with us prior, so need to cap # of people working elsewhere to shop here (Board Members + Full Time Staff + # of working members)
We should ask Bushwick # of folks looking to shop here w/ and w/o work
Follow-up on guest shopping proposal
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 families only have one member. Need their investment and labor: special deal now of $100 or $125 investment for additional family member to existing members that have been with us for a while?
Offer “family plan?” Families that join together/same time (any plan) pay $300 (or $275?) 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)
Can we convert part of basement into childcare area?
Not possible at this time + city regulations
Securing weekend coverage: through hiring a weekend General Manager? Through re-implementation of the ‘super-leader’ position?
How and when NYPD can access the tapes (outside of a warrant, the GM and/or a board member should be there, do we want to willingly give over the tapes, and in what circumstances (i.e. a violent crime vs a theft?)
Not in good spot for seeing who goes into the office
Look at the door, down an aisle, and up another
Cannot see who goes into the office
Non-coop related: What is the procedure when NYPD asks for the tapes (has happened twice)
Telling them none of our cameras catch the outside of the store
Need to come back when general manager is here
Only holds footage for 2 weeks
Still willing to help the police, but would need a subpoena
Need to learn how to save things for longer
Need to wait for general manager
Window in office, should probably install camera pointing at that window
Bars are getting installed
If ops wants a camera, is a decision to make with the board
Vendor procurement (longer term goal?): specifically, I'd like to propose that we do not buy from ULine, unless there are no other vendors that have the product that we need. In a perfect world we would have a vendor procurement team, that researches products and vendors and find the most ethical solution for what we need, but I don't think that's feasible right now. (We would love to find a cooperative option and an Amazon alternative as well).
Passing along to membership committee
6. Bike Rack 8:00___ (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 in November: __ new members,
__ reactivated member, __ trial members
Number of existing members waiting for investment returns: _________
We’ve seen roughly a ___% increase in membership since January.
Monthly finance report (link)