Minutes, New Leaf Market Co-op Board of Directors Meeting, Jan 5, 2015 New Leaf Market Meeting Room, 1235 Apalachee Pkwy, Tallahassee, FL 32301

Transcription

1 Minutes, New Leaf Market Co-op Board of Directors Meeting, Jan 5, 2015 New Leaf Market Meeting Room, 1235 Apalachee Pkwy, Tallahassee, FL SUMMARY Meeting Decisions/Assignments The minutes from Dec 1, 2014 were approved with no corrections. Board members will monitor the following policies this calendar year: o Wendy IIH, IIJ Denise will research options for an online archive for monitoring reports that would be password protected. The store had 17 new owners this month. The board approved the following reports: o II-I Annual Planning o GM Performance Evaluation Board members should plan on attending one of the two staff meetings on Jan 31, Norma will send the elections calendar items to June June will send out an updated board calendar. Hugh and Denise are collecting charters from all committees. 1

2 Minutes, New Leaf Market Co-op Board of Directors Meeting, Jan 5, 2015 New Leaf Market Meeting Room, 1235 Apalachee Pkwy, Tallahassee, FL Call to 6:29 pm by Heidi Fox, BOD Facilitator Present: June Wiaz, Board President Dave Watson, Vice President Hugh Boyter, Treasurer Wendy Morgan, Secretary Sue Hansen, Director Jennifer Agabiti-Hall, Director Norma Skaggs, Director Denise Brown, Director Thomas Lynch, Director Ben Goldberg, NLM Finance Manager Heidi Fox, BOD Facilitator Ashley Arrington, Recording Secretary Absent Larrane Hartridge, General Manager Introductions: All in attendance gave brief introductions. Agenda Review: Minutes Approval: The minutes from Dec 1, 2014 were approved with no corrections. President s Report: June Board Inbox - None There has been confusion about the board calendar. We are missing the notes that identified whom will be monitoring which policies this year. The board reassigned policy monitoring as follows: o Wendy IIH IIJ Wendy who do we contact to get reports from previous years? o Denise That would be me. Would it be helpful to set up an online archive that would be password protected? June: Sure, I think that is worth looking into. General Manager Report: Ben 17 new owners We are working on acquiring software/equipment that would allow our community outreach team to sell memberships while they are out in the community. 2

3 Sales are down 4% from this time last year. Our marketing team is working on differentiating us from the competition by focusing on our excellent customer service. We should be receiving actual equipment cost for the new store sometime next week. Board Decisions: GM PG Reports o None Board PG Reports o II-I Annual Planning Sue Sue sent this report to board members via . Sue Hansen s report dated January 5, 2015 asserted in compliance Approved o II-G BOD Development/Board Continuation Jennifer Jennifer sent this report to board members via . Jennifer Hall s report dated January 5, 2015 asserted in compliance June would like to think about ways to increase diversity on the board. Sue will research how other co-op boards make sure they have a diverse group of directors. Dave the front end had difficulty with the election process. I would like to discuss better ways to streamline the process, and make sure the staff knows what to do. Denise I have not had policy governance training yet, so I m not sure what we are approving? Are we approving the interpretation of compliance as the policy is written now? June Yes. I didn t realize you had not received that training. Wendy I m sure Madelon would be glad to give that training. Hugh NCGA encourages the use of policy governance and the consultant (CBLD) will provide an explanation regarding the origin of Carver's model at the CBL 101 training in Asheville. Norma we technically aren t in compliance because training has not been completed for the new board members. Also, not all board members were able to read the report before the meeting because it was sent out late. Thomas I received informal training from Madelon, and I read through the manual. June proposed that we schedule training with Madelon, and revisit this report next month. Denise will Madelon re: PG training. o GM Performance Evaluation - Dave 3

4 Dave sent this report to all BOD members via . Ongoing/New Board Business: CBL 101 Training for New BOD members o Denise is registered for this training in Asheville, and is planning on attending. o Thomas is not able to attend the training this year. o Denise maybe a board member could attend the leadership training instead? Hugh I believe Larrane would rather save that money from the board budget. Gearing up for owner loans o Wendy and June had a phone conversation with Jade from River Valley Co-op in MA. She has a lot of experience managing an owner loan program. o She gave us helpful information to use as we work on raising $700, in owner loans: Owners usually want to talk to folks who are in charge. It s helpful to say how much the Board is contributing. Talk a lot about the co-op model. It is actually productive to reach out to owners that had not loaned money to the co-op in the past. o The next step would be for Larrane to make an owner list available to us. o Vendors and Farmers will also be a good resource for loans Attendance of BOD at Jan 31 store staff mtg. o Board members are encouraged to attend one of the two meetings on this day. Session times TBD. o The staff will be able to ask questions about the expansion project. o The management team and present board members will be available for questions. Committee Reports: Outreach Wendy/Norma o Wendy would like ideas for bulletin board photos. Elections Norma o Norma sent out the committee charter, but has since made a change. She will send the new version to Denise. o Norma needs input from Hugh and Dave on dates for the election process Norma will send the elections calendar items to June o June will send an updated board calendar once she receives election dates from Norma. Community Fund Wendy o Wendy rode by Pace School. They are working on their vegetable garden. She was pleased to see them following through on their project. Board Administrative Committee Denise o Hugh has drafted an Administrative Committee charter. o Hugh and Denise are collecting charters from all committees. o All committee charters will be reviewed at the next board meeting. Review Meeting Decisions/Assignment The minutes from Dec 1, 2014 were approved with no corrections. 4

5 Board members will monitor the following policies this calendar year: o Wendy IIH, IIJ Denise will research options for an online archive for monitoring reports that would be password protected. The store had 17 new owners this month. The board approved the following reports: o II-I Annual Planning o GM Performance Evaluation Board members should plan on attending one of the two staff meetings on Jan 31, Norma will send the elections calendar items to June June will send out an updated board calendar. Hugh and Denise are collecting charters from all committees. Calendar/Monitoring Schedule/Agenda Items: Jan 26, 2015 II-F Meetings Norma II-C Delegation to the GM - Hugh II-G BOD Development/Board Continuation - Jennifer Meeting Evaluation: All participants were given an opportunity to evaluate the meeting. Adjournment: Meeting was adjourned at 7:45 pm Closed Session Respectfully Submitted, Ashley Arrington, Recording Secretary Approved by Board of Directors on as witnessed by, June Wiaz, President Wendy Morgan, Corporate Secretary 5