Phoenix Earth Food Co-op (PEFC)
Minutes, Board Meeting 8/27/2014

Location: Main branch of Toledo-Lucas County Public Library, 325 Michigan St., Toledo, OH 43604; Present: Shelly Boraby, Thomas Fine, Sándor Halász, Alyx Kendzierski, Anita Levin, Nichole Nauden, Sean Nestor, Hermann von Grafenstein, Leah Foley (Co-General Manager, GM). Absent: Will Mellon, Helen Elden (Co-General Manager). Resolutions are numbered R1–R3.

The meeting began at 5:30 pm.

1. The minutes of the 7/23/2014 board meeting were approved (R1, 8/0/0 for/against/abstention).
2. Jackson Loan
   Leah informed the Board that Attorney Scott Ciolek had been paid $500.- as partial compensation for representing the Co-op in court. The timeline for the suit was extended to Sept 9 to have more time for depositions. No countersuit from the Co-op had been filed yet.
3. General Manager Search
   A discussion was held as to the best time for beginning the search. Leah pointed out that currently the financial situation of the Co-op was not conducive to hiring new personnel. Nevertheless, it was proposed to re-consider filling the position by December at the latest. By Nov–Dec the Co-op should have a better understanding of the financial situation that was necessary for filling the position. Further discussion of this topic was tabled until the next Board meeting.
4. Approval of a New Lease
   Tom Fine presented a new lease he had negotiated with Landlord. A discussion was held regarding details of the lease, particularly the issue of the prohibition of selling any alcohol-containing beverages. Tom was willing to re-negotiate this item. An initial motion to approve the lease was not approved. After some more clarifications another motion was made to approve the lease. Motion passed (R2, 8/0/0). [Comment: At the July meeting the President Nestor clarified that signing the lease is still under the purview of the General Manager].

5. General Manager’s Report
   • Purchasing: Leah presented her General Manager’s Report and noted that the cost for ordering merchandise had increased. Leah felt that advice from the NCGA as to how to develop a better purchasing strategy would be helpful.
   • The anniversary celebration was a success; however, there were many visitors who participated in the celebration but did not make any purchases.
   • Designated representative at the upcoming NCGA meeting: Leah would be taking on that function.
6. Finance Committee Report
   Tom presented the Finance Committee Report. Sales were down 3% in July compared to the same period last year, yet purchasing was higher. Payroll expenses were down, because of the GM vacancy. The losses that are typically incurred during the summer were lower by ~$2,000 this year than last year. Nicole suggested that the Co-op request that taxes (and other expenses) be paid monthly rather than semi-annually.
7. Outreach Committee
   No report was made.
8. Local Orbit
   Leah voiced reservations against spending staff time and effort on implementing the Local Orbit system in the near future, but was open to the possibility to pursue this again at a later time. Hermann mentioned that he had contacted Local Orbit to allow a small-scale pilot system to be implemented and tested.

9. Annual Meeting
   Urgency was expressed to finalize the reservation of Augsburg Lutheran Church and to begin recruiting candidates for election to the Board. Sean emphasized that people with organizational skills would be needed. Sam Meldon’s name was mentioned. Tom mentioned that application forms for candidacy needed to be displayed in the store. The following items were discussed as potential agenda items:

   • Food non-profit: Tom suggested setting up a non-profit organization, or partnering with one to finance food-stamp discounts, up to 50%. Sean promised to contact Polly Peterson from the North West Ohio Food Council to set up such a partnership.
   • Fund-raising for repairs: Sean requested that a list of needed repairs to be put together that could be used for fund-raising. Alyx said that she was in the process of compiling a list of supplies needed for basement sanitation.
   • Alternative membership models. Alternative membership models would require a change of the bylaws, and, as such, a vote at the annual meeting. Hermann promised to make records of all prior discussions of that topic available to Alyx who would follow up on this topic.
   • Membership: Sean requested that Sándor compile a list of members who are no longer active.
10. 10. Adjournment
    The meeting was adjourned at 7:21 pm (R3, 7/0/0).
    Date of next meeting: Sept. 24, 2014, if not decided otherwise.

____________________(signed)_________________
Submitted by Hermann von Grafenstein, Secretary