Phoenix Earth Food Co-op (PEFC)
Minutes, Board Meeting 12/09/20

Location: Teleconferencing CISCO WEBEX

Present:, Thomas Fine, Hermann von Grafenstein, Anita Levin, Sean Fitzgerald (General Manager), Sándor Halász, Leah Foley, Claudia Cooper, Shelly Boraby, Adrienne Armstrong, Maureen Ciesinski

Absent: Alyx Kendzierski

MSC—Moved Seconded and Carried

Resolutions are numbered R1–5

The meeting began at 6:35pm.

  1. Approval of minutes

    Minutes of 9/23/20 were approved as circulated, with spelling and grammar corrections.

    MSC, 2 Abstentions R1

    Minutes of the Annual Meeting were approved as distributed. MSC, 1 Abstention R-2

  2. Election of Officers - Slate elected MSC R-3

    President: Hermann

    Vice P- Maureen

    Secretary- Anita

    Treasurer- Tom

  3. General Manager's report

    Report for this meeting reviewed/discussed as circulated.

  4. Finance Report

    Tom Fine and Leah presented a financial review forNovember2020 year to date. Compared to 2019 year to date and 2020 Year to date there is continued improvement. Sales are increased and Net income is increased. But payroll also increased with hazard pay and an increase in GM salary. The improvement in cash picture is partially due to a one-time payment from NCG coop association and the PPP federal loan. We will need to watch our finances over the next year.

  5. Outreach - Adrienne reported on the Thanksgiving Food Drive and will promote a Xmas personal-care-item drive and food drive.
  6. COVID Preparedness - Coop was closed briefly due a to false positive COVID test. In the future, there will be no full-staff in-person gatherings and limiting of staff to the same two or three peoples so if one staff tests positive with symptoms or known exposure to positive COVID, only the other staff person or two will need to quarantine and the store can remain open.
  7. PPP Loan - has been completely spent. Leah has filed for forgiveness of loan
  8. POS System- Progress is being made in obtaining the POS from another Coop. Should be here by end of December 2020. Sean (GM) reported that he obtained a used, refurbished POS system from Great Lakes Coop. The software and upkeep will cost about $120 per month.
  9. Relocation Strategy - Hermann reported on the first committee meeting used to identify criteria and guidelines for any relocation. Discussed potential for conflict of interests between committee members and eventual decisions which might be influenced by persons set to gain from the potential move, albeit in good faith. Anyone in that position will be asked to recuse themselves from any decisions.
  10. Development Fund - Relocation Committee asked that a resolution be made to establish a fund to assist with Capital Improvements and possible relocation. Motion to research the establishment of such a fund including considering the possibility of a 501(c)(3) established for the purposes of collecting and fund raising. MSC R-4

  11. Annual Meeting -

    Discussed issues raised by members at Annual Meeting which included an on-line ordering and delivery system and Coop Mask Policy.

  12. New Business -No new business-

  13. Review of past and future action items

    New Items -

    Hermann - Appoint a POS Committee

    Anita - Research Development-Fund posibilities

    Adrienne/Outreach - organize XMAS Personal-care and food drive

  14. Executive Session -
  15. Adjournment: Motion to adjourn. The meeting was adjourned at 8:20 PM. MSC - R5

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Respectfully submitted, Anita Levin Secretary