Copy of Board Meeting Agenda 02/27/2019
Date/Time: Wednesday, Feb. 27, 7:00 - 9:00 pm
The Co-op: 1083 Fulton
Note-taker: Ellen Frank
Note-takers - please see link to secretary responsibilities.
Directors Present: Matthew, Chris, Ahmad
Directors Absent: Christina
Others in attendance: Amanda, Adam, Josh, DK
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 March 27, 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.
A couple additions to bike rack from Josh + DK (see below)
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.
Link to minutes from previous Board meeting
1. General Manager Update 7:20-7:30 (10min)
John August: been thinking through best way onboard & familiarize Willa with the coop to ensure smooth transition
Started a new compost program: BK Rot $20/week on Tuesdays
John August still making one run per week to Betsy’s house
4 ¼ pickups per month = ~ $85/week
BK Rot will send report of actual amount in lbs
Adam: What about the food that is free at cash register? These items will need to be put in trash bags and brought them downstairs.
John August to brainstorm how to communicate this with Emily
Side note: need to be proactive and cull bad produce much earlier than we do now. We should set the standard down the line because process now is ambiguous and shoppers will say “I think this should be 20% off”
Amanda: Centralized authority should be people working (ie. shift leader) as GM is normally busy
Matthew: Let’s discuss this at next GM meeting because members will want to know and debate specific guidelines
2. Committee Reports 7:30-8:00 (30min) 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
No written report
Josh has been working on a monthly expense report, finished January
Committee chair: Sarah Chinn; Liaison: _____
New spreadsheet is working well, added new requests for everyone to view along with notes (ex: we carried this, we’re waiting on this, etc.)
12 new cheap bulk bins - will need to rearrange bulk area to accommodate
Will allow for expansion into personal care (ex: soap)
DK: automatic responses have been working well, may be helpful for other committees to look into
Acting committee chair: DK Holland; Liaison: Ahmad Shaibani
New project manager, Melissa who will be able to help grow the website how we want to grow it (making it more robust)
5 people labelling and putting up new signs. Unfortunately, Alex and Juliana are travelling a lot, so signage will be delayed unless we do it ourselves.
Head of this is Liz Clayton (team of four people, two of which are recipe writers and vegetarians)
Note: need an omnivore and male to join marketing
Head of this weekly/monthly is Liz Baker (team of about nine people rotate for weekly, Liz handles monthly)
Next survey (marketing & outreach) is coming up, will focus on opinions of how the store is developing
Amanda: would like to ensure all suggested survey questions are reviewed & agreed upon
Head of this is Polly (branched off from website). Team is researching Something Different and Always & Forever to talk about our neighbors
Team would like more ideas to focus on
Aly to do Q&A on new GM, as well as press release
Committee chair: Shakima; Liaison: Ahmad Shaibani
No written report
DK: Juliana is writing a “Win-Win-Win” program which is a list of discounted things you can get as a member of the coop
Chris: If it is a program that requires proof of membership, we should think through key fobs or something
Ahmad to relay this information to Outreach
Committee chair: Renee; Liaison: _____
See #’s report below.
membership is increasing, as a result we’ve increased store shifts so now have 2 Floor shifts on the weekends
Still need 10 ppl to step up and become SL’s on weekend
Moving shift swapping to Humanity more
Friday nights still in limbo, waiting for ppl to sign up for those shifts before feeling we can open for those hours. People simply are not signing up for them.
Committee chair: Sonia Garbes-Putzel (TBD); Liaison: Chris Gollmar
Some IT committee members are leaving the Co-op because of “lack of work”
There’s actually plenty of work to be done
Sonia and Chris are thinking of ways to restructure the committee to better support its members
We also need to think about what we’re telling people when they join the Co-op; nobody should be canceling their membership because they don’t have enough work in their committee to fulfill work requirements
Matthew: The effort is there. Membership has been reaching out to members who aren’t logging hours and suggesting a shift at the store. May be worthwhile for committee chairs to communicate this right off the bat to establish that norm.
DK: IT could be broadened to “technology” and include website work. Additionally, how do we incorporate more project management into committees?
Committee chair: _____; Liaison Matthew Talmage
Getting a new chair, some new members have expressed interested
Operations and Design-Build:
Committee chairs: Emily Nonko, Lindsay Reichart; Liaison Matthew Talmage
Metal plate put at bottom of door. Nacio did assessment and dropped off more traps.
John August to ask cashiers to go through bins. One bin had an issue, potentially two others (sometimes they go in through the bag when received). In future, should be closing the lids properly too.
Matthew to facilitate meeting with Willa, Emily, and Lindsay to create structure for them moving forward
Liquor license- Matthew to facilitate a meeting with Gunnar on Saturday AM to lay out how to get all the information ready for application
Committee chair: Hannah GW; Liaison: Chris Gollmar
3. General Manager Hiring Report 8:00-8:10 (10mins)
Willa to start officially Monday, March 11
Hiring process began two months ago (Ahmad, Hannah, DK, Matthew, Chris, John August, Lindsey, Shakimah). Posted a job description in mid-January, received over 100 applications, reviewed applications, reached out to phone interview (~10-12), 7 folks for on-site interviews, debriefed, 5 for second round interviews, debriefed, sent offer on Friday to unanimous candidate, written agreement was signed by Willa
Amanda: Do we have any information on the source of applicants? Of final five, one was Indeed.
Inclusions to onboarding General Manager, ie: meet with committee chairs, general membership and other considerations
Before, Lindsay had day by day onboarding plan. John August would like to add onto this for GM, including committee intro meetings. John will be in the store MWF. Following meetings to be set up for T/R.
First week: store operations (ex. Shifts)
Committee - GM delegation should be better, so establishing that norm from get go
Board members should have pre-meeting with GM to suggest which tasks should stay with committees
Tom (Merchandiser from Four Seasons): produce upkeep & talk shop
Fran from Bushwick
Joe & Rachel from Park Slope (history, best practices, etc.)
DK to reach out to Park Slope to include Willa in their newsletter
4. Committee Asks and Gives 8:10-8:20 (10mins) (Committee Chairs and Liaisons)
Committees asks for help or support / others give below:
5. AGENDA - free flowing and aspirational discussions 8:20-8:45 (25mins)
Discussion of Redemptions: include text from Bianca’s email regarding
Chris to paste Bianca’s email
DK: If someone asks about return on investments? Answer is on website.
Chris: One for one slowly paying off requests, or do we keep them in moratorium? We should ask Finance what the rate of return can be.
DK: We should send a letter for legal reasons and in good faith. We should communicate it on a regular cadence (quarterly, biannually, etc.)
Matthew: Legally, not bound to, but we should do one redemption per month. It is ending the relationship amicably.
ACTION ITEM: Chris will follow up with Finance. It will be brought up at next General Meeting
Follow up on Security in Store re: cameras
Cameras are replaced and working
Locks on the lockers
Other security concern -
We should get a lock for the two computers upfront
Window grate for the windows (to be done in Spring)
Dusted on light bulbs for the office
ACTION ITEM: Matthew will follow up with Ops on computer locks.
Gondola shelving: what, how much, cost, color
Gondola shelving is flexible, deeper shelves for more storage
This would be for the middle section of the store for a cleaner look
Stores closing resell these for cheap
Low priority, but if the opportunity presents itself, would like to know if this is possible
QUESTION: Do we have the capital budget for this (~$1,000 brand new for middle section or used on Craigslist)? If not opposed, do we have a preference on color (white or green)?
ACTION ITEM: Amanda to follow-up with Alex & Juliana who design stores
6. Bike Rack 8:45-8:55 (10mins) (Notetaker)
Josh: Food waste
January saw $4200 in discounts (including free), so waste was probably about $3000
Initial idea: culling better, but also using the food for processing (ex. fermentation). This would be a secondary income stream.
Dinners with food waste, workshops with food waste, etc.
If this makes sense, Josh would like to be the coordinator
ACTION ITEM: Everyone to brainstorm ideas & potential for general meeting
DK: Literal bike racks
Individuals have been petitioning the city for bike racks
Key fobs - to be taken offline and discussed in conjunction with check in strategy
Where to put produce going bad besides the front
Table in the back upstairs near bulk storage with the produce
Signage for half off, tell cashier at beginning
ACTION ITEM: John August to clear out space and set it up
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)
Current number of
Paid members: 296
Total Working members (Paid + Zuke) = 370 (about 20 -30 members in onboarding process at all times)
Membership Status change breakdown (does not include Zuke):
New members: 14
Reactivated members: 4
Deactivated* members: 3
Cancelled* members: 2
*Deactivated members are members who have disappeared or have not fulfilled their work or investment requirement in a timely manner. Cancelled members are members who have notified us that they would like to leave the Co-op.
% of membership conversion from
Trial to Zuke
Trial to Paid
Zuke to paid: roughly 50%
We’ve seen roughly a ___% increase in membership since January.
Monthly finance report (link)
Number of existing members waiting for investment returns: _________