of the Fort Collins Food Co-op

Monday, September 13, 2006

7:00 PM

River Rock Common

Agenda

In attendance: Seth, Lee, Tara (Manager), Sherry, Derek, Steph, Kevin & Christina Cash (Member)

1. Approve Agenda: approved.

2. Approve minutes: May & Aug meeting minutes. Both approved without amendment.

3. Staff Input: See member input.

4. Member Input: Board discussed Cathy Thomas (member and former discount employee) written comments to the board (July 14, 2006), where she raises some concerns about store’s appearance, membership involvement, and several negative perceptions (of the co-op) that she feels should be addressed. Tara read a staff member’s response (Michael) contesting several of the points offered by Thomas (i.e., dirtiness, friendly atmosphere.) Seth spoke of a recent visit of his to the store, where he felt the staff were friendly and helpful. Kevin voiced his concerns over what he perceives as the lowest level of member involvement in some time (echoing several of Thomas’ comments), citing the low attendance of last year’s annual meeting and poor voter turnout in the past several years) as examples. Was equally concerned over (again, his perception) the fact that several members who were once quite active with the co-op seem to no longer be so. In response, Seth suggested people’s lives often change, that members come and go. Member Christina Cash spoke somewhat about her concerns regarding the store’s current situation, citing her experience with other community organization, ones which face similar challenges. She urged an holistic approach. She also offered several suggestions (i.e., offer more café style things, renovate the space we do have, etc.). General discussion ensured over the feasibility of several of suggestions offered. Christina echoed the need to reconnect with our membership base. Kevin responded with a reiteration of concern over his sense of a growing loss of many of our former members, as well as his perception that the co-op is in a rut. Several comments were made about how we’re marketing ourselves, how we might try and showcase what we do well. Rob Cagen, member, spoke to both Kevin and Tara, about the fact that the co-op is a member of the DBA, citing the issue of the DBA’s refusal to allow seasonal displays downtown. Steve S (?), member, made a suggestion to Lee that he felt all cashiers at the co-op should give receipts.

5. Manager’s Report: Sales growth in August & September. Margin changes made in July and August helping sales. Survey is about ready to be sent out. Suggestion was made to attach the annual meeting notice (and rsvp) in with the same mailing for the survey. A discussion over the possibility of creating a fresh front-of-store seating area (tables & chairs) ensured, prompted by Tara’s attempts to find a new bike rack out front (She’s been working with member Jason S.).

6. Committee Reports, Meeting Schedule Setting (as necessary)

(a) Strategic Planning: Did not meet.

(b) Education & Community Outreach: 1.) Discussed the preparations for the sustainability fair booth. 2.) Eco committee met to work on the preparation of our fall membership meeting, issues to be determined are as followed: a.) location, b.) entertainment, c.) food. d.) inviting members to help participate, e.) potential dates.

(c) Fiscal: Lee & Tara handed out a sales projection for the remaining of the year with a payment plan (starting in October) that begins to pay back the our existing line of credit debt. Lee urged us to have our yearly retreat as soon as possible, come the new year. He was hopeful a budget for the new year would be forthcoming then.

(d) Evaluations: no new business.

(e) Elections: Tom and Kevin working on both a new election procedure and trying to generate

(f) Historical-Co-op: in hiatus.

7. Discussion Items:

a) BOD representation at next Staff breakfast meeting-2/7 (Sherry will be attending this month).

(b) Business plan review: tabled until the Oct meeting.

Next Co-op BOD meeting scheduled for October 9, 7pm, (@ the Co-op)

Meeting of the Board of Directors

of the Fort Collins Food Co-op

Monday August 14, 2006

7:00 PM

At River Rock Commons

The common room

Agenda

1. Approve Agenda: Approved.

2. Approve Minutes from June 2006. No July 2006 minutes, noted.

3. Staff Input: Lee was asked by staff for permission for staff-buyers to use computer time to research new products. Computer use is currently restricted so staff needs to ask Tara for use time. Orientation with Jen and Suzanne: both showed interest so Kevin will contact them and see what their level of commitment is.

4. Member Input: Cathy Thomas’ written thoughts on co-op. Kevin asked that board consider these and we will table until our next meeting. Kevin will redistribute these for consideration next time. Derek spoke with a former member who spoke a bit about why she no longer shops at the Co-op. Usual response of store too small, too expensive, too old looking. Stephanie visited several Co-ops and these were all larger stores, sit-down deli’s, seating area, medium size stores. Visited one co-op in Bend which offered ready-made foods and which constituted 1/3 of the store’s overall sales.

5. Manager’s Report: Tara estimates that it seems to be busier in the store. Margin changes are in place and we’re beginning to see results. Several new physical improvements: new painting inside (front) store. Door broken last Friday evening as a result of vandalism. Fixed at a cost of $250. New staff folks are doing well. Casey is taking over bulk department. Tara is retyping employee handbook and will be putting this in electronic format. Stephanie agrees to take out Sarah (new employee) for board orientation. Small discussion of our line of credit. Lee asked about our plans to begin paying back our current balance in monthly installments. Tara believes margin increase should be enough to help us to begin to pay back the $27,000 (line of credit already spent), starting in September.

6. Committee Reports:

a. Strategic Planning: Nothing to report.

b. Education & Community Outreach: 1.) New West Fest booth. 2.) Discussion of plans for our yearly meeting in October. Kevin asked for suggestions as to how we can create a more attractive membership meeting.

c. Fiscal: Nothing to report.

d. Evaluations: Nothing to report.

e. Elections: Kevin is working on putting together a new election process for consideration. Kevin stressed we need to begin recruiting potential board members.

f. Historical-Co-op: Nothing to report.

7. Discussion Items:

a. Survey: A general discussion on the survey content. Several concerns on keeping the survey as short as is possible. Plan is to distribute this survey via a mailing & an in-store. Tara is hoping of an early September date.

b. Board Rep for next staff breakfast (Sept 26^th).

c. Other? Stephanie asks that board review our current business plan, suggested this be an agenda item for our next board meeting.

d. Meeting Review: Stephanie did a great job conducting the meeting.

e. Next Co-op BOD meeting scheduled for Wednesday, September 13, RiverRock Commons.

Meeting of the Board of Directors

Fort Collins Food Co-op

Wednesday June 14, 2006

7:00 PM

At River Rock Commons

The common room

Agenda

In attendance: Tom, Seth, Lee, Kevin, Tara (store manager), Steph, Sam Sherry & Sam Spence (members).

Meeting to order: 7:08.

1. Approve Agenda: approved agenda.

2. Approve minutes (May 17 meeting): Table until next meeting.

3. Staff Input: None offered.

4. Member Input: Sherry Spence (member) spoke about her interest (and her previous experiences in cooperative business) in filling in for Blythe’s vacant seat.

5. Manager’s Report: Tara: We have purchased a new phone system & copy/fax/scanner; the cost of both of them totaled about $3,100. We also used $17,000 of the line of credit at the bank to pay our second payment of our property taxes and bring some of our accounts payables up to date. . Brief financial report: (lost roughly $2000 in April, May numbers indicate we can expect to break even for the month). Discussion of Pugh’s recommendations followed: Tara gave a brief introduction of CE Pugh (cooperative & natural foods consultant) and spoke briefly about some comments he sent her after a brief visit. Pugh recommends a higher increase in margins (4-5 percent) and a change in our store culture. Tom: my sense of what Pugh is saying (i.e., culture change) is more in line with, say, the downtown Ace hardware experience (create a greater dynamic service-orientated environment). Lee felt the culture change also would address our existing store image. Tara gave a brief review of the last staff breakfast meeting: 1) discussed the need to think about our existing store image and appearance AND 2) staff responded favorably to recent dress code changes, etc.. Store staffing is covered but was a challenge with Anna D. departure. Hoping we can rehire Ben when he returns in late June.

Tara then spoke about the next step in her stopgap plans for breaking even: increase margins around 3 percent and work with creating an incentive program for staff. Sherry commented: we need to build on our strengths and we need to figure out (make known) what our members do value.

6. Committee Reports: (as necessary)

(a) Strategic Planning: No new business. Ongoing projects (policy governance).

(b) Education & Community Outreach: No new business. Starr’s got information on several upcoming potential events. Lee gave a brief report on DBA business: 1) Did clarify we could do something for the Brewers’ Fest, if we want to do so, 2) Downtown business events: July sidewalk sale coming up (eco task), 3) small business development center (classes that focus on marketing and other business aspects), and 4) potential downtown community discount program in the works. Fund raising efforts will be a focus of the eco committee this summer besides our standard committee business (booths and education).

(c) Fiscal: Home State Bank line of credit in place. Have already utilized about $17,000 (see manager’s report above).

(d) Evaluations: no business.

(e) Elections: Hoping everyone remembers to bring possible names for our fall election. Kate Schneider has filled out an application for board membership. KristiAnne Gale has also voiced interest and she has an application she needs to pass on to us. Tom and Kevin met to discuss the possibility of changing our elections procedure for our yearly elections.

(f) Historical: (on hold)

7. Discussion Items:

a. BOD representation at next staff breakfast meeting: dates to be determined. Kevin will be the Board representative.

b. Seth spoke briefly about his current situation and feels somewhat overwhelmed with recent (and potential) changes in his life. He is unsure as to what his level of commitment he can maintain at this stage in his life for the remainder of his term as board member and just wanted to let the board know this reality. (should this even be in the minutes?)

c. Discussion of Blythe’s replacement (after Sherry and Sam left): Board & Tara agrees we need to replace. Seth made a motion to fill Blythe’s position, offering Sherry as a replacement. Tom second. Board approved. Lee will contact Sherry and ask whether she agrees to fill the vacancy.

8. Meeting Review: (no comments offered).

9. Adjourn: 8:15.

Next Co-op BOD meeting scheduled for Wednesday July 17, 7:00 PM at River Rock Community Room.

Co-op April 2006 BOD (Annual Retreat) Minutes: 4.12.2006

In attendance: Seth, Blythe, Steph, Tara, Derek, Kevin & Lee

1. Approve agenda (with modifications): additions d, e and f added: approved.

2. Approve previous minutes (3-11): approved.

3. Staff input: none noted.

4. Member input: none noted.

5. Manager’s Report:

a. Discussed several recent PR opportunities (KRFC & Spirit Mag.).

b. Discussed recent communications with CE Pugh @ CDS. Some discussion over response Tara did receive from an e-mail she sent, where she asked a number of questions (i.e., formulating of a business plan). Question raised: How might we best utilize his services? BOD recommended we re-contact him for more information.

c. Discussed the preliminary business plan Tara is preparing for May.

d. Discussed Stopgap suggestions: (Item B below, under Discussion Items).

1. BOD looked at 4 different stopgap strategies Tara presented. These measures addressed issues relating to current discounts, possible margins increase, cutting back on current marketing costs.

2. Further discussion ensued with other possible stopgap ideas suggested as well. All agree that more discussion should take place before adopting major membership changes or the increase of store margins but BOD agreed that several immediate steps should be taken ASAP.

3. Motion: BOD has decided to temporarily cut BOD & GM discount from 20% to 10%: Passed

4. Motion: BOD to meet with Staff at the next staff breakfast and ask that they consider cutting their discount from 20% - 10%, as a temporary measure until other changes we’re now considering are implemented. Passed. Seth agreed to represent BOD at the next staff breakfast. Lee and Kevin will join him.

5. The SPC committee agreed to take on the task of looking closer at several of the other possible stopgap measures Tara did present to the board.

6. Committee Reports:

a. SPC:

1. Working on policy governance

b. ECO:

1. Decided to person a booth at the upcoming Pangaea event

2. Discussed several possible new member services

a. KC’s idea of a recycling program.

3. Discussed ideas for a possible fund-raiser?

4. How we might utilize downtown events this summer?

c. FINANCE:

1. Met with 1^st Community Bank

a. Discussed banking services & our possible moving there.

b. Was offered a line of credit + building as collateral (terms)

a. (I year, 1 point over prime).

b. Renewable each year.

c. 30-50 thousand dollar range.

c. Finance committee members recommended changing banks.

d. Board voted to authorize Tara to make the decision to change banks when she feels it is necessary or advantageous for us to do so.

d. ELECTIONS:

a. Question of replacing Blythe discussed.

General Discussion on how best to replace her took place:

1. Steph & Kevin suggested several individuals as possible replacement for Blythe.

2. Several board members urged we made several expectations contingent for those considering the BOD position. These were:

a. Interest to run in the fall for a full term?

b. Should have either previous Board or Committee experience

c. Ability to make board meetings & do committee work

d. Attend the May 17^th meeting (i.e., introducing themselves).

e. HISTORICAL:

a. No business.

7. Discussion Items:

a. Next Staff Breakfast BOD rep: Seth will attend with others (April 25^th).

b. Discussion of Tara’s stopgap recommendations. (see manager’s report above.)

c. Policy Governance Discussion.

1. Table a discussion on Policy G until next meeting.

2. We ask that all BOD members read Carver’s book by our May meeting.

3. SPC will deal with additional issues at their next committee meeting.

d. CCMA’s conference this summer?

1. Seth will discuss with Tom further on whether we might attend again (several BOD members did so last year.)

2. Others BOD members unable to commit.

e. Lee and DBA report:

a. Upcoming DBA events to consider covering (BrewFest, car show, etc.) ECO will deal with these events.

b. Downtown shoplifting problem (be aware, passed on to staff).

F. Issue of Blythe’s leaving in June? (see above, Elections Committee report) .

8. Meeting Review:

1. We all applaud Tara’s efforts with stopgap measures & Business plan.

2. Several felt we all made some good decisions on temporary changes.

SPC Tuesday, April 18: @ Avos: 7pm.

ECO: TBD.

BOARD: May 17, @ Grayrock Commons

Co-op March 2006 BOD (Annual Retreat) Minutes: 3.11.2006

In attendance: Tom, Seth, Blythe, Steph, Tara, Derek, Kevin & Lee

9:00 AM

1. Approve Agenda: Approved.

2. Approve Minutes of 2/13/06 Board meeting: Approved.

3. Manager’s Report:

General store report: Tara gave end of year (2005) report. Overall, Co-op suffered (approximately) a $50,000 loss for the year. General discussion ensued as to the possible contributing factors: Employee discounts are higher % of sales then in past years, personnel/staff costs down, as expected a larger discount for members was seen this year. Projections indicate we could see another year with a 50,000 loss if we continue in the same trend. Several suggestions concerning current discounts were offered (e.g., lowering member discounts, voluntarily lowering board member discounts). Kevin said that changing member discounts so soon after the membership restructuring might be sending out the wrong message. Discussion of a serious need for the creation of a business plan and a plea for this being the major effort for all board members followed. Any changes to membership discounts need to be considered in the context of a much larger business plan. Questions were raised, such as: who would be responsible for formulating this plan? How soon we could expect one? Staff report: Ben has given his notice. Tara doesn’t plan to replace him but will cover with current staff. Tara sent out a letter to our staff, asking that they be more aware of their presence in the store and how they might conduct themselves. Tara said she would put a copy of the letter in board members boxes. Question as to how staff communicates to our members our current situation was raised & discussed; It was decided that a board representative will address this issue at the next staff breakfast.

4. Election of Board Officers for 2006

President: Seth

Vice-President: Steph

Treasury: Lee

Secretary: Kevin

5. Review of Goals and Accomplishments for 2005:

A. Improve financial situation:

Positives: Monthly sales (on the average) were up a bit in the last few months of 2005. Membership responses to appeals have been quite positive. Tara’s continued awareness as to ways we might cut costs. John’s and Tara’s work of creating spreadsheet. Disappointments: 2005 losses were higher than 2004. Sales down for both Jan & Feb of 2006.

B. Make co-op more inclusive:

Positives: Changes in the membership structure, dropping the surcharge, joining the DBA, all helped to make the store more welcoming to non-members & members. Working with our visibility with downtown businesses. Seth and Tom attended CCMA. Non-member sales have increased, membership dues in relation to sales have increased slightly. Birthday party deemed a success and all agreed it helped to generate some excitement. Several members commented on how nice they thought it went. General agreement that more of these sorts of store events are useful eco gestures.

C. Co-op identity and 7 principles:

Positives: They were adopted as the guiding Principles for our business. Disappointments: Not as successful as we had hoped in communicating this to our general membership base. Articles in our newsletter helped to communicate our identity. Mission statement, Identity, and 7 Principles; didn’t get very far with integrating these last year.

D. Creation of a membership e-mail database:

In place and being utilized.

E. Equity structure investigation:

General groundwork finished. Project put on the back burner for now.

F. Board education & organizational relationship (board, staff, membership, GM):

General groundwork finished. Articles shared.

Break: 11:30

6. Committee Reports:

Education & Community Outreach (ECO)

ECO committee presented a list of committee recommendations and goals. General discussion of specific recommendations/goals, especially items 5 (i.e., paid outreach) followed. Lee is going to be committee’s conduit to the DBA.

(a) Strategic Planning (SPC):

Review of the main focus of this committee for last year, especially a move to adopt policy governance. Discussion followed and several preliminary questions ensued: Do we operate in this manner? Discussion on what exactly policy governance means for our co-op took place. A conversation followed that helped clarify what Policy Governance meant to everyone. A motion that we convene a special session (1/2 day) to define & implement a policy governance structure unique to our co-op was made & seconded (SPC will facilitate): approved.

(d) Elections: Tom presented a list of tasks he felt the election committee should focus on next year. Committee felt we should be proactive in our recruitment of potential future board members. Concerning the upcoming board vacancy, general agreement that seeking a replacement (Blythe is leaving) is a top priority. Tom has contacted 3 potential replacements, two agreed to consider filling in until the end of Blythe’s term. All agreed to identify at least one person each board member thinks might be a good candidate to ask in our attempt to fill Blythe’s slot. Suggestion made to possibly involve staff in our recruitment efforts.

(d) Historical: Nothing to report. Did feed other pressing issues prevented committee from making a lot of headway this past year. Did begin to collect names for the ‘oral history of the co-op’ project. Committee did feel that other pressing business might necessitate Historical committee projects be put on hold for a while.

(e) Fiscal: Committee met with two banks (First National & Cache) and discussed the possibility of moving our accounts & line of credit. A member stepped forward and loaned us $5000 for our Feb. Tax bill, to be paid back $200 per month, at 0% interest. Discussed our need for a concrete business plan. Tom spoke with industry consultants about the possibility of helping us formulate said business plan. Waiting to hear back from Cache Bank on the possibility of getting a line of credit from them.

7. Determination of Goals for 2006:

1. To break even this current fiscal year.

2. To formulate a business plan.

3. Implement policy governance.

8. Determination of Committee Assignments:

SPC: Blythe, Derek, Seth & Steph

ECO: Kevin, Lee, & Steph

Elections: Kevin & Tom

Fiscal: Lee, Tom, Derek, Kevin, & Blythe

Historical: Kevin

Evaluations: Seth & Kevin

9. Discussion Items:

(a) Executive session and date: March 20, 2006. 810 Mountain Ave.

(b) Blythe’s departure/replacement: board task to identify one person whom we might ask to fill vacancy: seat through 2007.

eco: TBD

spc: TBD

Fiscal: March 23^rd (7 pm, Rainbow)

Executive session: Monday March 20 (6pm: 810 Mountain)

Board Meeting schedule for [2006]: April 12^th (7pm, CCRC); May 17^th (7pm, GC); June 14^th (7pm, GC); July 17^th (7pm); August 14^th (7pm), Sept 13^th (7pm), October 11^th (7pm); Nov 15 (7pm); Dec 13^th (7pm).

(d) Other items? None noted or identified.

10. Meeting Review: great potluck. Good discussion of key issues without getting personal.

11. Meeting Adjourn: 2:40pm

Minutes for Co-op Board Meeting: Feb. 13, 2006

Meeting location: 317 N. Meldrum Street

In attendance: Jeff Ryan (current member), Kevin, Seth, Tom, Blythe, Derek, Lee & Tara.

1. Approved Agenda: amended agenda approved (dropped 7d from discussion list.)

2. Prior Minutes: (Jan/2006 Board Meeting): Approved.

3. Staff Input: Tom spoke informally with staff working this past weekend about our birthday party and everyone involved seemed positive, several said it was somewhat energizing. Kevin: a likewise response from those he spoke with. Lee suggested we do something of this nature more often. Short side discussion concerning a growing need for permanent outreach position ensued.

4. Member Input: Jeff Ryan responded to our current newsletter, willing to help. Kevin spoke with a new member who voiced her willingness to get involved. Tom spoke of several members who thought discounts a good deal, but disconsolate somewhat over the awkwardness with using the 10% (once-a-month) discount card. Kevin spoke with several members who thought the surcharge a needed and thoughtful change. Members he spoke with during the birthday party weekend felt more events of this nature needed. Tara informed Board that a long-time member offered a potential loan in regards to our upcoming property tax, which falls due at the end of this month.

5. Manager’s Report: January sales quite disappointing, down from last year, which bucks a trend since the summer with a small yet consistent growth in sales (over previous year). Co-op’s current credit-line expired. Discussion with bank proved fruitless. No extension on the credit line offered and was not renewed. E-mails sent to board members dealt with the details of the meeting with the bank representative. Property Tax is our most immediate financial need and we’re on the verge of not meeting our accounts payable if our current sales continue to prove less that satisfactory.

Kevin proposed the forming of a financial sub-committee that proactively seeks a solution to deal with our immediate financial needs. Kevin motioned to form a subcommittee to deal with our current financial situation. Lee seconded this motion. Motion approved without dissent.

Birthday party weekend costs: $500. A little confusion over the workings of our weekend raffle but was concluded successfully.

Tara reminded everyone that she would be taking a scheduled vacation. Board expressed no concerns about her taking her vacation.

6. Committee Reports

6a. SPC Committee: did not meet.

6b. ECO Committee: met and discussed further a list of recommendations. Will meet again before the March retreat and decide which recommendations the committee with adopt as its goals for this upcoming year.

Lee asked if he might give his DBA report since working with the DBA seems to be within the scope of the ECO committee’s general charge. He met with DBA representative. Discussed the possibility of ECO getting more involved with this org. Lee spoke of several suggestions of upcoming DBA events: such as the Saint Patty’s Day Parade. ECO committee will address this at its next scheduled meeting. Lee is going to forward his DBA suggestions to ECO. Jeff spoke briefly of ways we might encourage potential co-op benefactors.

6c. Evaluations Committee: No business.

6d. Elections: No immediate needs but should meet in the near future to address issues related to our next election season.

6e. Historical Committee: Worked on a number of task related to our birthday party. No new business at this point.

7. Discussion Items:

7a. Board rep for the next breakfast: Blythe volunteered.

7b. Board retreat planning: 1.) meeting date & location confirmed. 2.) pot-luck reminder.

7c. Orientation for our new board Member: Kevin will assume this task.

7d. Discussion as to whether the board needs to meet in an executive session to address current financial needs, our new board structure, and policy governance. Kevin offered a motion to convene an executive meeting, Seth seconded. Motion passed. Will decide on exact date at our board retreat. Kevin felt it necessary to wait until our new board member returns before scheduling this session.

7e. Financial sub-committee formed. (Tara, Tom, Blythe, Lee, Derek, Kevin & Jeff showed interest). Agreed to meet this coming Thursday morning at 7am, Rainbow.

7f. A current Board member announced she/he would be resigning in June (leaving area for a PhD program in the fall.) Requested that her/his identity be kept confidential until April.

8. Meeting Review: Jeff thought his attending the meeting was a ‘good’ experience.

9. Next Board Meeting Time: March 11, 2006 (Board’s annual Retreat)

10. Next Month’s Committee Meeting Times:

ECO: Coppersmiths 7:30 Feb. 28^th, 7:30 @ Coppersmiths

SPC: March 6^th, 5:30 @ Avos.

Election: Tuesday (?): 12:30: Co-op.

Food Co-op: Board Meeting Minutes.

January 16, 2006. (Blythe’s Clinic 317 N. Meldrum Street)

In Attendance: Tom, Seth, Blythe, Lee, Kevin, Tara, Derek & one visitor (co-op member, Richard S.)

1. Approve Agenda (approved)

2. Approve minutes from 12/12 meeting, with one amendment:

Seth will attach memo concerning conversation with CDS.

Short discussion did ensue, as to what’s appropriate (e.g., last month’s bulk food comment) for entry into our minutes.

3. Staff Input

Shane’s interesting, yet cryptic comment: “square pegs in round holes”

Several staff commented on the location of our meetings, voicing some concern that meeting away from the co-op makes it difficult for staff and member participation.

Board clearly recognizes this difficulty but does also feel there are existing alternatives for getting concerns to us if a staff member can’t make a particular board meeting.

Several board members stressed that “we” do greatly value staff input and a short discussion followed as to other possible ways of getting comments to board (i.e., suggestion box, comments in person to a particular board member at times other than our monthly meeting, forwarding from Tara).

Agreed that Board rep at the next staff breakfast will re-stress our commitment (as a board) in making ourselves available to staff and for keeping channels open in regards to staff concerns.

4. Member Input (none)

5. Manager’s Report

1. 4% more in sales this December.

2. September/October losses TBD.

3. Property tax in Feb. might necessitate using our credit line.

4. Tara’s Plan update.

a. DBA coupon done in December.

b. Starr and Bridget walked about to local business with coupons (response was good)

c. Meeting with Susan (yearly marketing plan)

d. Membership Survey Discussion (our focus and goals?)

Balance traditional marketing/CGNA methods

ECO or Board discussion involved in determining survey needs?

e. Possible Interface with DBA marketing blitz?

6. Committee Reports

a. SPC. Met 1.8.2005. John attended and tied up loose ends with his thinking/year involvement. Board education and Gov. structures were discussed but SPC felt bulk discussion with full board (Retreat focus?) is needed. Board’s response: Decided that we’ll let SPC decide on how we’re going to tackle this issue in the future.

b. Education & Community Outreach (co-joined with historical)

ECO met in early Jan. Discussions included:

a. Restated our main purpose and goals as a committee.

b. Began to prepare a list of eco recommendations for full board review (retreat).

c. Began to formulate birthday party plans with the twin goals

a. Launching pad for this year’s outreach efforts.

b. Generate member interest.

c. Public recognition of our members/Co-op longevity

Full Board discussion of birthday plans followed:

1. Starr, Tara & Kevin will serve as facilitators (will meet to formulate final plans)

2. Joint effort of Board & staff

3. Clearly seen as a joint venture of the ECO & historical committees.

c. Evaluations (nothing to report)

d. Elections (nothing to report)

e. Historical (see ECO report above)

7. Discussion Items

(a) BOD representation at next Staff breakfast meeting-2/7 (Tues AM)—Kevin will attend.

(b) Officers? Committee Members?

a. Decision to wait until retreat until officers are assigned.

b. Interim offices until March retreat.

Lee = treasurer (nominated & approved)

Kevin = intern secretary (nominated & approved)

Seth & Tom (continue serving as vice pres. & pres.

(d) Reschedule March Retreat

Retreat Date: March 11, 2006, 9-2 (Brunch)

(e) Birthday party plans (see above)

(e) Others?

8. Meeting Review (no comments)

9. Meeting adjurned: 8:30pm

10. Next Month’s Meeting times:

Committees:

ECO Jan 31^st, 7:30pm

SPC no meeting schedule

Board: Monday February 13^th, 7:00 PM

Coop Board of Director Meeting Notes

December 12, 2005

Approve agenda- Add discussion with Michael Healy. Approved.

Approve minutes from November 14. Both approved as is.

Staff input. Suggest we move Christmas party to Café Ardour. Kevin will make phone calls to discount employees. It is at 6pm.

Member input. Change has been good with the surcharge removal. More changes would be welcome to show responsiveness to members. The bulk section could be improved, nice to have bulk fruit instead of re-pack or bigger portions.

Another member encouraged us to send another letter from the co-op. They did not know the co-op was doing poorly and have not been supporting the co-op lately.

Manager’s report

· November saw a lot of growth compared with 2004. December has not been as good due to the cold cold weather, but this past weekend showed good sales.

· The compressor in the three-door reach-in cooler had to be replaced.

· Tara sent out a list of ideas to improve sales. What about plugging ourselves as the local market. “We’re your local market, do you know we are here?” Add a little map to show our location. Market to the new lofts downtown. Do a price comparison on some items.

· Human resources/advice: emphasize this, trying to get ideas from other coops as to how they have dealt with lean times. Boulder co-op has made a lot of changes, but apparently their financial picture is not so rosy.

· Tara did a good job putting the list together. It will be a good list to work from in coming months.

Committee meetings

· Strategic planning: no meeting.

· ECO: they met and did end of the year summary.

· Evaluations: no news.

· Elections: Stephanie and Lee won.

· Historical:

Discussion items:

· Lee will be BOD rep at next staff meeting in January.

· Christmas party this Sunday at 6. Tara to organize. How to acknowledge discount employees? One way might be to let discount employees make “staff picks” on their favorite products around the store in the same manner as the staff. Interview a discount employee for the newsletter. Is a chocolate bar worthwhile? It’s not a big deal financially, all say yes. Put chocolate bars in a basket so there is a choice. Helen and Seth cannot attend.

· Emails: inputting email person hasn’t gotten to it. If she cannot do it, then Tara will contact Kevin Foskin.

· Michael Healy on Policy Governance: CDS (Cooperative Development Services) board development – see appendix. Their rates are pretty high and not feasible. He gave some very good references on books to read and list of organizations with other resources. The Hanover New Hampshire has a great website with all their policies written out with explanations (go to www.coopfoodstore.com). Doing this will take a block of time. There’s a lot to talk about. The retreat might be a good place to start. Prior reading will be required. Seth will gather some materials.

· Do we want to pursue? Board members are still not very clear on what it entails, but are open to learning more about it and entertaining the idea of pursuing policy governance. It was developed not just for non-profits, but for businesses as well. It is a way to improve board efficiency.

· Annual retreat- March 5 at 10am, lunch potluck. Separate day might be necessary for policy governance depending on how much is accomplished at the retreat. Stephanie will have her orientation in March.

Review meeting: Lee’s glad to be back.

Next meetings are: 7 p.m. Mondays, January 16 and February 13, Blythe’s office. Speech and Learning Stimulation Center, 317 N. Meldrum Ave.

Adjourn.

Fort Collins Food Co-op Meeting Notes

November 14, 2005

1. Approve Agenda

a. Add treasurer’s report at the end of committee reports

b. Approved as amended

2. Approve minutes from 10/10 meeting: approved.

3. Staff Input: none.

4. Member Input :

a. Need more bread. Maybe try Olive St. bakery.

b. Lee came to see what is happening with the board.

5. Manager’s Report

a. Sales improving gradually, but we lost $4,000 in September. Sales are too low.

b. Still keeping up with bills, not used line of credit.

c. Received check from fire insurance.

d. Holiday time off is touchy, but is being worked out.

e. Use DBA list to send coupon and frequent sandwich buyer card.

f. Margin projections look like they are heading in the right direction.

g. Ronnie Estelle, discount employee will be asked to organize the email list. Emails will be sent out no more than once a month to members. Tara can put a signature on her emails to include the website.

h. Member sales numbers were lower in October. We should consider how much profit we make for individuals becoming members vs. not being members in future consideration of member benefits.

6. Committee Reports, Meeting Schedule Setting (as necessary)

a. Strategic Planning – No meeting.

b. Education & Community Outreach – No meeting.

c. Evaluations – none.

d. Elections – Tom decided to not resign. What requirements should we communicate to candidates considering elections? Time commitment, meeting attendance, retreat attendance. A policy should be written up as to what board membership involves. Kevin and Tom will review election materials that we already have and make recommendations for policy change to discuss at the next meeting. We could send out paper ballots to membership by mail or email in the future to try to get more participation.

e. Historical – moving ahead.

7. Discussion Items

a. John’s financial report: John developed projections for 2006 based on 2005 numbers. Bottom line: we need an 18% increase in sales in order to break even next year. This statement is a good first step to helping us improve our situation. We can use it to help inform our decisions. Tom thinks going out to other co-ops is a good idea to help gather ideas of how to progress.

How do we increase sales by 18%? What do Tara and John suggest? How do we even tackle this problem? Whose responsibility is this? John: sales have started going back up. We could survive this loss (we have a line of credit of $30,000, but our equity in the co-op building is probably higher than estimated for the line of credit). If we feel the need for a fix, we need to do that before we use up equity.

C.E. Pew might be a good resource as a person to look at our numbers and strategies and helping us.

It is first the Manager’s responsibility to run the business and we are here to support Tara and it is our responsibility as a board to learn more about being a board member.

Tara will work on writing up ideas on how we can move forward on getting sales up, profits up, and list some people to talk to for advice. Tara thinks the first priority is on marketing ourselves around old town and outreach to our members.

b. BOD representation at next Staff breakfast meeting – November 29^th Tuesday 7am- John.

c. Holiday party for staff and discount workers, volunteers, etc. December 18, 2005 6pm.

d. Goal-setting for 2006- tabled and shifted to the SPC.

e. others?

8. Meeting Review – the location is excellent. We stayed on track well. The budget was a great move forward.

9. Adjourn

Next Co-op BOD meeting scheduled for Monday, December 12, 7:00 PM – The Speech and Language Stimulation Center, 317 Meldrum.

Minutes of Meetings available on this page;

Agenda

Manager’s report

Committee meetings

Fort Collins Food Co-op Meeting Notes

November 14, 2005

Manager’s report