Meeting opened 7:45. Present were Dave Engel, Kyle Grefe, Dini Schut, Madelyn Gratop, Hal Hamer, Kristie Dubois, Sandy Craig, Managers Gary Ohler, Helen Elden and guests Theresa Gragg, Lana Voyles and John Jascob.
New Business: Madelyn moved to accept the minutes of 9/24 as read, seconded by Hal. Passed unanimous. Kristie explained these minutes reflect discussion only with no motions passed. Kristie tendered her resignation as president of the board due to time constraints. Madelyn nominated Sandy for president. Dave seconded. There were no other nominees. Dave moved to close the nominations, Madelyn seconded. Motion carried unanimously. Sandy was elected unanimously. Sandy suggested we table the other board officer arrangements until 11/10 board meeting.
Sandy introduced John Jascob, who agreed to become a board member. Kristie nominated John and Ilsa Knecht. Madelyn seconded. Hal mentioned Ilsa's time schedule and absences form meetings. Kristie reassured Ilsa's activity and dedication. Motion carried unanimously.
Manager's Report: Helen reiterated the need for more sales. Today we sold $499 in eight hours. (Goal is $100/hr.) She asked for better announcements and twice monthly weekend events at the store. She needs a volunteer coordinator desperately. She checked into getting non-organic produce. We need to work on outreach. School programs would influence parents' purchases. Point Place Journal will do an article about us. Madelyn suggested a 5% discount for bringing in article from NW Ohio Parent Magazine. We need a Freezer Fundraiser. We lose too much frozen food business to Kroger.
Gary balanced the checkbook from 1/1/92. Balance is about $3500. We have $1600 outstanding bills and today's sales to factor in. Again, we must double the volume of sales and cut expenses. Helen and Gary will focus on this. We must examine the product line and supply and demand (inventory, price comparisons, etc.). Membership is on the computer for tracking our members. Nancy Smith-Hobson will help with membership. Gary will put together a marketing plan when time allows. Clarity of board's expectations is desired .
Personnel Committee: Separate evaluation of financial status and manager's performance is a must. Managers were found deficient in achieving goals, which were too broad. Cooperative management did not develop. Gary and Helen each have their own skills, but were not trained for other skills. We need clear distinctions between board and managers activity. Personnel Committee recommends one overall manager, will evaluate based on its own job descriptions. We can hire at will or contract for a time span. Kristie recommend Helen as primary manager with a 90 day probationary period. Helen will be in charge of hiring and firing, budget requirements to board. Gary will be auditor. Theresa added volunteer recruitment as Helen's responsibility. As auditor, Gary's jobs will be set by committee for three month probationary period. Board must set Helen's salary (from Finance Committee. input). We must make cuts. Theresa wants us to vote on all proposals. Sandy suggested a meeting in two weeks to vote on finalized Personnel committee. recommendations. Kyle insisted we delineate objectives with priorities. Theresa suggested we approve proposals to start the process. Kyle wants to brainstorm this A.S.A.P. Other discussion suggested this is a manager's job, not the board's. Theresa mentioned the board is responsible for the general manager's job description. Sandy suggested an ad hoc committee and asked for feedback. Kyle asked for other Co-ops' manager's job descriptions. Personnel Committee. will define job description for both Helen and Gary with guidelines and timelines. Details will be fleshed out by Helen and Gary. We will meet in two weeks (10/27) to vote. Sandy requested Helen present Lana's job description. Deadline of info to board is 10/24-25. Employee evaluations have not been given to managers, but will be given this week. Kyle asked if the committee was writing descriptions for main manager and co-manager, main manager and auditor or what. We held a lengthy discussion regarding Gary's position and accountability. Kristie moved the Personnel committee. managers' and board's relationships and propose to board in two weeks. Dini suggested input from Helen and Gary e.g. What I would like to do.
Dave seconded. Motion carried unanimously.
Finance Committee: We have an operating loss approximately $3000/month. We need $100 gross profit/day to reverse the loss. We need drastic resolution: Sandy suggested both managers research every conceivable cash savings. Salaries should represent 15% of our sales, they are presently about 30%. Sandy asked how we determine to cut salaries after managers propose other fat trimming. Helen suggested we should concentrate on more sales. Sandy, Kristie and Gary said we must cut expenses first. Gary shared inputs, suggested we cut Lana's position. Gary offered to train volunteers for his job if we cut his position. Krisite said we can't afford to keep all employees at present. Kyle suggested we cut employees, eliminate the member and worker discounts, assess the board to pay for sending a letter to the membership. Dave said we must put as much energy into informing the membership of our dilemma as we put into cuts. The letter will state the gravity of the situation and the solution. Gary and Sandy will write it.
Membership Committee: Paid members = 370. Dini's Stewardship of the Earth
goal is 25 church presentations. Two have already agreed. Neighborhood groups have agreed to have us do public speaking. The goal is for ten presentation to professional groups. Dini shared her comments about phone contacts 13 of 28 said it was a lovely store; 10 of28 shop every week (few from this area) ; 4 of 28 haven't shopped yet. Other board members shared their phone feedback.
Miscellaneous: Garage sale earned $265. We need to plan the 11/10 meeting. Dave Beckwith will meet with us to train the board. Kyle suggested we have Dave address the open board meeting in November. Kristie suggested he speak at the March general membership meeting. Dini moved we eliminate the membership and worker discounts until we can afford to reinstate them. Madelyn seconded. Gary suggested we ask members to donate the discount. Dini withdrew her motion. Madelyn moved we adjourn, Dave seconded. Adjourned 11:10 p.m.