Minutes Fort Collins Food Co-Operative Board of Directors Meeting Monday Nov. 14, 2016; 6-8 p.m. Room # 213 Statistics Bldg., SE corner of the Oval, CSU Campus
Note—official actions (votes) in italics, other action items in bold.
Present: BOD: Patrick Gill, Ruth Inglis-Widrick, Jean Opsomer, Ed Secor, Jordan Lavalle, Amber Lamb IGMT: Oakley Davis, Stephanie Bublitz MO: James Hale
Meeting called to order 6:05 p.m.
1. Owner input (None)
2. Agenda a. Add to/delete items from Agenda
Move elections out of committee reports, make elections item 4.
b. Approve Consent Agenda: 1. October 12 2016 minutes
Oct. 12 minutes corrected vis a vis address of Statistics Bldg. Jean moved approval as amended, Patrick seconded; unanimous approval
3. IGMT Reports a. X-9 report
Straight forward—no discussion.
b. Financial and Store Update
Financial reports not ready yet since the BOD meeting is a week early. First ever “mainstream” radio ad is on TRI 102, running M-F this week during 5pm hour (already do monthly ads on KRFC & KCSU). Started winter market season—Stephanie has been there last two Saturdays, sharing booth with different vendor every week. Engaging folks, collecting emails, and sold some repack (dried fruit). Annual meeting went over budget, but shouldn’t skimp on annual meeting—should budget for it in future. Stephanie will pass annual meeting planning over to BOD in future (will be taken up by Engagement Committee).
Looking at possibility of using validated parking at garage to extend free parking to 2 hrs—businesses can buy discounted tickets. Downtown Development Plan (235 pages) is now available on line for review, there will be meetings for input/feedback.
c. Discussion and Approval by BOD
Since no policy report from IGMT in December, Tara suggests IGMT not attend Dec BOD meeting (actually, there is an Ends report due in Dec.). Store is very busy during Dec holiday season.
Amber moved to accept X9 report, Jordan seconded; unanimous approval.
There will not be any financial info available to buttress Dec. Ends Report, but the Ends Report is not primarily focused on financial status. Steve DelGrosso would like to make bike deliveries. He should work with IGMT/staff to set up service. Staff already has the idea on their list of long term ideas to pursue. Pursuant to legal issues around volunteer help at the co-op (this subject is on the Research Committee’s agenda).
4. Elections
How much of a problem is not having minimum number of BOD members (7)? Mostly not a problem, as most decisions BOD makes are not critical to store operation. How to conduct business if less than 7 BOD members?—suggestions include proxy votes, allowing MOs attending to vote if quorum is present.
Suggestion to have BOD members call their 10 members from call list of most active shoppers to recruit for BOD; but some hesitation to making cold calls to that many MOs. Co-op has never, in Tara & Chris’ experience, had not enough candidates to run for open seats. Do we run election with only one candidate for three seats? Postpone election (by how much?). BOD needs to do a better job planning for succession./elections. Could we do more tabling at Co-op? Jordan would like to engage folks at the Publick House. He will host a Publick House event Sat. Dec 3, at 4pm. We will do monthly social/engagement events on first Saturdays.
Concerns about getting only “warm bodies”, who don’t really have commitment needed to be of real service to the BOD. Would it be possible for candidates in election to have “yes” and “no” boxes—so even if there are few ballots or only just enough candidates for the open seats, they could be not elected, given as it were a vote of no confidence? Election committee could be in charge of (quarterly) get togethers to scout/develop potential BOD members. Also— get MOs involved in committees as way for them to see what work of BOD is like.
Election Committee report: As of 6pm, we have two applications and four more prospective applicants. Patrick has put together sample ballot, including space for write-in.
There is still some confusion as to what seats are open, and whether the appointed directors should get confirmation from MOs for the remainder of their terms. Concern about confusion in election if some candidates are not “running” for full term.
Amber moved that Ed moves be appointed to the last year of Laura’s term next year after Chris’ term is up this year; and we make Emily’s seat open, to total three open seats for this year’s election. Jean seconded. Unanimous approval.
Patrick will forward Drew’s application to everyone; Amber will photo & send out the other application on hand. Amber will contact Scott S., from list of folks Kiri talked to. Election committee will contact other two names from store. Election will be held ASAP. Next newsletter goes out early Dec.
5. BOD M 1-3, M-4 Reports; Revisiting P-8 report (7:25 pm) a. Discussion/approval by BOD
M4—question of how we are actually monitoring the GM(T). Policy monitoring is only as good as the integrity of those making the reports. Business plan (rolling 3 & 5 yr plan) would give something to measure performance against. Business plan would include personnel policies, marketing and development. Writing business plan takes knowledge and lots of time.
Action item—add Treasurer as official officer of BOD to bylaws, with Treas. Responsibility to monitor store finances and keep larger BOD informed/educated. Treas position may already be addressed in P policies.
Executive Committee will pursue bylaw changes, roles of officers.
M4 tabled til next month. Amber will send out comments and questions
Amber moved to table all reports until next meeting. Patrick seconded. Unanimous approval. We will try to discuss and vote on the reports via email.
6. Break
7. BOD Discussion: a. Annual Meeting review/discussion of MO comments
Executive Committee will take on deciding next steps with feedback from Annual Meeting.
Everyone should look at survey results for info relevant to your committee, for actions.
b. Committee Formation progress reports:
1. Executive: Ruth and Amber. (Ruth chairs) Ruth has drafted a version of the Policies to eliminate double negatives. Executive Comm. needs to start planning Jan BOD retreat immediately. Everyone to check for availability for Jan 21 (Sat). Make suggestions for topics to include at retreat to Ruth or Amber. Date will be set by Dec 2 at latest.
2. Research: Ed, Patrick, Ruth (Ed chairs)
Ruth has joined the Research Committee, and has gotten contact info for co-op in Olympia, WA that uses team management model. Questions are being formulated as to info needed from other team managed stores. Committee is working on scheduling a meeting to divvy up tasks and start gathering info on team management.
3. Engagement (Communications/Member Linkage): (Jordan chairs) Steve, Jordan, Amber First activity scheduled for Dec. 3. Jordan would like the hard copies of the survey from Annual Meeting (when done, they will go to Secretary for permanent archiving).
4. Election: (Patrick chairs) Jean, Patrick
See agenda item 4. 5. Visioning: (Jean chairs) Jean, Ruth, Steve, Ed, Patrick There is a meeting tomorrow of a group of potential partners to discuss the community market. Ruth will represent the Co-op. City will be done with final hazard evaluation in Dec, will shortly thereafter put out request for proposals. Larimer Co. Extension Farmer’s Market, Winter Market, Food Cluster, Food Bank, Poudre Farmland Co-op are all potential stakeholders. Meeting is 2:30 pm at 832 Wood St. IGMT will send someone to the meeting is schedules allow.
7. c. (Executive Session): Discussion/vote on granting cost-of-living raises to GMT/staff
Patrick moved to Approve a cost of living raise for all staff as outlined by Tara McGuire, given it is approximately $0.50/hr per person, or approximately 3%. Jean seconded; Unanimous approval.
Ed moved to adjourn; Jordan seconded; unanimous approval. Meeting adjourned 8:13 pm.
