General Meeting Agenda 06/26/2019

Meeting Agenda

Date/Time: Wednesday, June 26,  7:00 - 9:00 pm

The Co-op: 1083 Fulton

 

Facilitator:    

Note-taker: Ellen Frank-Delgado

Note-takers - please see link to secretary responsibilities.

Timekeeper:  

 

Directors Present: Ahmad, Christina, Lindsay, Chris (over phone), Matthew

Directors Absent: none                       

Others in attendance: Amanda, DK, Emily, Willa, Sean

 

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

 

Next General Meeting is our Annual Meeting and elections, to be held September 25, 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  7:15-7:20 (5 min)

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

 

Consent Agenda  7:20-7:25 (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  7:25-7:30 (5 min)

Board votes whether to approve the public minutes from the board meeting. These minutes will then be ready to post online.

 

●     Link to minutes  from previous Board meeting  

 

1. General Manager Update  7:30-7:45

●      Highlights: 

○     Antiracism training

○     Inventory- feels manageable despite growth

■     Only two bags of compost this week! 

○     Produce ordering has changed, so has been working with membership to get more coverage throughout week (ex. Mondays!)

■     Seen an increase in folks afterschool Mondays & mid-week too

●     Mishaps:

○     Fridges, but managed it (issue could continue: AC’s don’t offer the best air flow, fridges must overwork, and we don’t have any backup freezers)

■     New fridges have condensers 

 

2. Committee Reports 7:45-8:25 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

○      Questions about Spoilage Numbers from Last meeting

○      Quickbooks report

■      Assets understated (cash)

■      Positive step forward in financial transparency

■      Red alert: should look at sales vs. merchandising and had a major shift of cash in May in the wrong direction

■      If selling 4-5k of produce per week, should be ordering 4k of produce depending on season/holidays/etc.

○      Should we begin giving a financial health update? 

○      Auditor will overlook financial statements and note whether or not the board has been overseeing the money themselves, or overseeing the people handling the money → things to think about in the future 

 

●      Merchandising: 
Committee chair: Sarah Chinn; Liaison: Lindsay?

○      None

 

●      Marketing, Website: 
Acting committee chair: DK Holland; Liaison: Ahmad Shaibani

○      Wayfinding: been working with ops & design build to create strategy for ½ off items, added EBT sign in the window (no logo on website/flyers)

○      Website: asked website to add EBT logos, have new project manager (Marcy), set up Slack & Trello, creating a blog for any new content, esp. newsletter

○      Weekly/Monthly: weekly- Emily is here; monthly Q&A’s (could use content inspiration- ex. Lancaster trip)

○      Social media: need a strategy person

○      Other: Printed promo & flyer for when people are tabling

■      Not-for-profit vs non-profit

■      Focused more on social justice, food, and people 

 

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

○      Dispatched one member to help co-host party next week

 

●      Membership: 
Committee chair: Renee; Liaison: Lindsay?

○      None

 

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

○      Continuing to add more structures to committee to improve members’ ability to share info and take ownership over tasks

○      None

 

●      Governance: 
Committee chair: _____; Liaison Matthew Talmage

○      None

 

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

○      None

 

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

○      Moving ahead on QSEHRA (small business health account) benefit

○      We added a $400/mo. health insurance or reimbursement benefit to the GM job description

○      Hannah investigated the options for setting this up, and she found that there are two companies that provide full service for QSEHRA accounts

○      One that we like best: Take Command Health

○      In addition to the $400 contribution we'll make to the GM’s account, there is a $30/mo. service fee. 

○      Planning to go ahead with this for July 1 

 

4. Committee Asks and Gives  (Committee Chairs and Liaisons)

Committees asks for help or support / others give below:

●     Skipped for now

 

5. AGENDA 8:30- - free flowing and aspirational discussions

 

1)   DonateNYC new Food donation portal - 

a)   DonateNYC has a food donation portal.  We set up an account, and can post food donations.  These go, in order by distance, to local community groups that can accept those types of donations.  That group would come pick up the items at a time we can set.  This is a way to donate food that is still good, besides trying to sell for half off or sending to compost.  It would be run by Willa and evening shift leaders.

b)   Do they take expired foods? We need to find out.

c)    There is no fee. 

d)   We need to find out what qualifies as compost vs. donations 

2)   Report from Anti-racism workshop (10 minutes)

a)   Touched on history of coop movement 

b)   Did a lot of self reflection what it means to be living in this world, being part of the coop movement, living in this neighborhood

c)    How does white supremacy show up in the coop (ex. Sense of urgency, praise of the written word, etc.) 

d)   Brainstorm how you carry on the work 

                                          i)        Hosting a training on what a coop is / what does it mean to be in one at an individual + systemic level too 

                                         ii)        Getting group together to strategize 

                                        iii)        Each month, talk about one of the cooperative principles & white supremacy behaviors 

3)    Proposal to change format of Board meetings (to move committee reports to a written form, and the board meeting becomes about discussing and solving problems, as well as general education (8 minutes)

a)   + start with tabled items from last month

b)   This is how it used to be- reports were given beforehand, only discussion in meetings 

c)    Do we have enough to discuss/debate for two hours? 

d)   Should reports be submitted two days before? → creating a culture of submitting, providing feedback on documents, bringing questions to the meetings

e)   Sharing them ahead of time to the members so they know if they would like to come to the meeting to discuss or if they have comments 

f)     Trying this for July + August

                                          i)        Finance = just part of the report

                                         ii)        Introduce the idea so it doesn’t appear in the newsletter

g)   Board email 

4)   Based on the lack of store labor (especially during the summer), Proposal for cap on non-store essential committee work (3 minutes)

a)   Moratorium on committee work that doesn’t directly affect the store 

b)   Making decisions on whether a particular position on a committee is necessary

c)    Cap on a committee (ex. Outreach has a cap at 7) 

d)   Call to leadership to make some judgement calls to the committees 

 

5)   FROM LAST MONTH (SAVE FOR BOARD MEETING):

 

●     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 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?

●     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?)

●     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). 

 

 

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.

Lindsay/Matthew: Follow up with Dev Ops after meeting

DK & Ahmad to talk about putting these in other languages, pictures, approval policy with Outreach in future

Get in touch with me or Hannah if you need more info!