Phoenix Earth Food Co-op (PEFC)
Minutes, Board Meeting 02/25/2015

The meeting began at 5:39 pm.

1. Approval of minutes
   The minutes of the 1/28/2014 board meeting were approved (R1, 8/0/0 for/against/abstention).

2. Executive session – Jackson loan

   Scott Ciolek, the Co-op’s attorney-at-law came to the meeting to update the Board about the progress of the Jackson Loan lawsuit. The Board voted to move into executive session (R2, 8/0/0).

   Nichole Nauden arrived to the meeting during the executive session at 5:45pm

   At 6:03pm a second motion passed to end executive session (R3, 9/0/0)

3. General Manager’s report

   Leah Foley presented her General-Manager’s-report. Key points:

   • The DVD Food for Change had been received and pre-viewed; however, the date for the screening in collaboration with the Slow-Foods movement was not yet clear.
   • The Toledo City Paper nominated the Co-op Greenest Business for the third time. The table for celebrating the award was $320.–. Board members were encouraged to contribute towards a table with Co-op staff as guests.
   • On Wednesday March 5th, eight general managers of the NCG Great-Lakes-Group would audit the Co-op and present their findings at a dinner at Beirut. All Board members and staff were encouraged to attend the presentation.
   • The discount changes had been implemented without major problems. Eleven members had purchased a discount card.
   • Stealing was again an issue at the Co-op and volunteers were encouraged to spend time at the Co-op between the hours of 5pm and 7pm.
   • Hiring a consultant may not be necessary at the present time, given that extensive advice would be forthcoming through the audit.

4. Report of the Finance Committee

   • Tom presented an overview of the Co-op’s financial situation. Key points were:Net income was positive, sales were similar to January last year, and the decline of sales had stopped. Cost of goods sold was $3,000 lower than during the same period last year. There was a small net profit. Payroll expenses were lower. However the Co-op still did not have a general manager. Hiring one would increase payroll expenses. The balance sheet was improved. Savings due to the new lease agreementhad been used to pay for repairs to the parking lot pavement ($1,300). Further investments would be needed to repair the roof and to deal with dampness in the basement. During March, the Co-op started paying rent at $375 per month.
   • Sean mentioned that Sylvania-Avenue Neighbors had become a 501(3)(c) non-profit organization opening up the possibility thatthe Co-op’scurrent landlord Royce Haddad would be able to receive atax write-off if he donated the building to Sylvania Avenue Neighbors. Sean indicated that he was willing to discuss this possibility with Royce Haddad.

5. Report of the Outreach Committee

   Will Mellon reported on current activities of the Outreach Committee:

   • A date needed to be found, for the joint screening, together with the Slow-Foods movement, of the Food-for-Change movie. April 4 was considered. Shelly suggested merging the event with the planned monthly potluck. The dates Shelly had in mind for the potluck were April 11 and 25. April 25 would allow for sufficient planning time.
   • The seed swap meeting was coming up on Saturday. Volunteers were needed for a table at that event.

6. Volunteer program
   Will reported progress of the volunteer program.
   • Leah mentioned that good volunteers had been found for truck unloading. This program should continue.
   • Sean pointed out that Co-op staff would not have sufficient time to oversee volunteer activities. A Board member should do that. In any volunteer program follow-up would be needed to holdvolunteers accountable. Will was willing oversee the volunteer program for the next three months. Shelly was willing to take the volunteer program over from Will beginning this summer.
   • Sean summarized that current priorities for the volunteer program were (1) unloading the delivery truck on Thursdays and (2) attending the store every day from 5-7pm for the purpose of safety.
   • Leah suggested asking members to declare areas of expertise they could contribute.
   • The brochures needed to be updated to reflect our new discount program.
7. Status of the potluck program (Shelly)
   The plan was to hold potlucks about four times per year. The first potluck event would be the joint event with the Slow Foods movement to be held in April (see above under #5 report of the Outreach Committee). The next potluck would be held in June/July. Hermann offered his house and garden as a venue. Another potluck was to be held sometime in August.
8. Marketing campaign
   Sean suggested setting a goal of $5000.- to buy advertising (bumper stickers, t-shirts, buttons, radio, billboards). Morgan was applauded for compiling a comprehensive list of advertising opportunities.
   • A discussion was held as to which media might be most useful. Hermann mentioned public radio, Alyx felt that public radio was being phased out and advocated for online advertising instead. Billboards were considered a viable option. Shelly thought that a Twitter campaign involving our members would be the most effective, but Sean cautioned that this was more difficult than commonly thought.
   • Tom suggested leaving the details to the Outreach Committee. Sean and Will proposed having a branding meeting to define the tone of the marketing campaign.
9. Adjournment: The meeting was adjourned at 7:05pm (R4, 9/0/0).
   Date of next meeting: Wednesday, March 25, 2015, if not decided otherwise.

__________________(signed)___________________

Submitted by Hermann von Grafenstein, Secretary