Phoenix Earth Food Co-op
Minutes, Board Meeting 12/17/2012

Resolutions are numbered R1-R3

Location: Story Room of West Toledo Library Branch. Present: David Bohon, Thomas Fine, Sandor Halasz, Anita Levin, Sean Nestor, Hermann von Grafenstein, Lisa Blake (General Manager, GM). Absent: Shelly Boraby, Pete DeWood, Steven Vines.

  1. The meeting was called to order by Vice President Sandor Halasz @5:05pm.
  2. Approval of minutes
    The minutes of the 12/12/2012 were approved with amendments (R1 6/0/0 = for/against/abstentions)
  3. Election of officers
    1. Identification of candidates:
      Prior to elections, a discussion was held to give each member an opportunity to express their views regarding the role of the board’s president and the qualifications required for the office of board president. Each board member was then asked to make a brief statement indicating their willingness to serve as president. Sean Nestor offered his candidacy. The discussion continued to identify candidates for the other offices. Sandor Halasz, Hermann von Grafenstein and Thomas Fine offered their candidacy for the offices of vice president, secretary and treasurer, respectively.

    2. Election of officers

      A motion was made to vote on the following slate of officers:
      President: Sean Nestor
      Vice president Sandor Halasz
      Secretary: Hermann von Grafenstein
      Treasurer: Thomas Fine

      The motion carried unanimously (R2 6/0/0).

  4. Fundraising and Financials

    1. Purpose and scope of fundraising

      Following an urgent request by GM Lisa Blake, a discussion was held to find ways to raise funds for the Co-op. Several board members suggested that a distinction should be made between larger long-term goals such as relocation and short-term smaller goals such as new light fixtures, computers, floor repairs etc. Fundraising for smaller goals could pave the way for meeting larger goals. If members show support, we can ask for more.

      Several board members expressed the view that fundraising should not be used to meet the every-day operational needs of the Co-op. Treasurer Thomas Fine strongly encouraged the GM to operate within the limits set by current sales, a view that was echoed by several other board members.

    2. Point-of-Sale System
      Thomas Fine suggested to explore Point-of-Sales Systems to increase efficiency and allow the Coop operate within sales. Hermann von Grafenstein mentioned that he had already identified some options and plans to present them to the board.

    5. Anita Levin left the meeting.

  5. Manager’s report and Financials

    1. Manager’s report
      GM Lisa Blake presented the November financial report. During the subsequent discussion, Thomas Fine suggested to focus on payroll expenses in order to adapt to current sales.

    2. Tax consequences of discounting the Jackson loan

      Topics of discussion:

      • Thomas: count all payments made after the death of Mr. Jackson (Robert F. Jackson: January 2, 1909–July 30, 1997?) as payments on the principal.
      • Hermann: ask Scott Ciolek for advice regarding our tax obligations on a note that expired with the death of the lender (Robert F. Jackson).
  6. Outreach
    The board voted to authorize Sean Nestor to administer the Facebook page (together with Sasha Hulisz) (R3 5/0/0). Sandor Halasz and Hermann von Grafenstein will continue to administer the website. Sean asked to be given access to the site. Hermann suggested that all changes should be designed to allow shared administration. Shared administration should not be impeded by introducing overly complex code. Sean suggested tracking web traffic using Webalizer/ Awstats / Google Analytics.
  7. Date of next meeting
    The next board meeting will be scheduled as possible but not before January 7, 2012.
    The meeting was adjourned at 7pm.

____________________(signed)___________________

Submitted by Hermann von Grafenstein, Secretary