Phoenix Earth Food Coop Board Meeting
December 21, 2015

Location: Main Branch Toledo Lucas County Public Library, 325 Michigan ST, Toledo, OH 43604.

Board Members Present:Tom Fine, Anita Levin, Sandor Halasz, Alyx Kendzierski (Arrived late), Shelly Boraby (arrived Late), Hermann von Grafenstein, Tiffany Hubbell, Adrian Armstrong. Absent: Caitlin Cousino, Sean Fitzgerald, General Manager. (MSC: moved, seconded, confirmed.)

The meeting was called to order at 5:45 PM by President Hermann von Grafenstein.

  1. Approval of the Minutes. MSC to approve the minutes of the 11/18/15 meeting as corrected, unanimously.
  2. State of the Coop — Hermann proposed moving away from a crisis management focus and more towards planning model. We discussed the following challenges:
    1. New food suppliers moving in to town, Fresh Thyme and Whole Foods, and the impact that might have on the Coop’s cash flow.
    2. Our limited Inventory.
    Our strengths:
    1. Loyal members and our need to recruit and retain the membership.
    Identifying the problems/issues permits us to address them. The Board needs to assist the Coop in Outreach, with the agreement of the General Manager, to build membership and shoppers. Discussed the need for a Point of Sale System and the need to approach [problems to facilitate the work of others and to cooperate with others.
  3. Reconstituting Committees:
    1. Finance — Tom F as Treasurer is chair. Won’t have a separate committee but whole Board will review finances.
    2. Outreach — Adrian A will chair. Sean Fitzgerald,Morgan Blake, Tiffany H, Sandor H and Hermann.
    3. Volunteer Committee — Shelly B.
  4. NCG–General-Manager Agreement— MSC to authorize Sean Fitzgerald to sign the NCG agreement, unanimously.
  5. Jackson Loan Countersuit Update — Discussed authorizing our attorney to generate settlement talks. MSC to authorize our attorney to initiate settlement discussions. We discussed dollar amounts and need to cover our tax expense related to the loan. Anita L to ask Mark Mockensturm CPA and attorney what is the proper way to account for the unpaid principal.
  6. Volunteer Program – Shelly B will develop a phone tree for use in flash marketing, inventory and events. Discussed need for quarterly updates to Membership list in format compatible with Excel.
  7. Potluck — Adrian A. will host the next Coop potluck, 2/27/15 6 PM at 1934 Glendale, Toledo OH 43614.
  8. Finance — Tom F. reported per the attached financial reports. Our cash reserves on hand are not adequate to cover our expenses.
  9. Outreach Letter— Discussed a letter to members with a survey. Need for multi-pronged approach to reach and build membership through
    1. social media,
    2. events
    3. partnerships with other organizations,
    4. personal contact through fliers, brochures, literature/coupon drop in the neighborhood.
  10. Action Items
    1. Anita L to contact Mark Mockensturm
    2. Sandor to print out membership list.
    3. Shelly B. to create a phone tree
    4. Hermann and Adrienne to create a partnership list of other organizations/suppliers.

    Next Board meeting 1/27/16 at Main Branch, Toledo Public Library, 6;30 pm.

    Outreach Meeting 3rd Tuesday 1/19/16 at Hermann’s 3739 Sulphur Springs Rd Ottawa Hills, OH 43606

    Inventory —1/1/16 3 PM at the Coop.

    Meeting adjourned 7:15 PM

Respectfully submitted,

Anita Levin, Secretary