Board of Directors
MEETING MINUTES
July 28, 2021, 5:30-7:30pm
In person meeting - Community Room
Attending: President - Shari Gross, Vice - President - Alison Kaminski, Secretary - Kevin Schaaf, Treasurer - Michael Barron, Directors: Derek Golembeski, Amanda Gates, Chauncey Brown-Dumbuya, Joelyn Bush; Gretchen Fairley was unable to attend
Staff Personnel: General Manager- LeAnna Nieratko, Wellness Manager - Linda Lyons (Board Learning), Wellness Associate - Julie Hand, Marketing Manager - Heidi Yagle***,** Marketing Specialist -* Kendrick Tate, Board Assistant - Alethea Bodine
Guests: Alice Nick, Barb Daily and Maggie Gleason
President, Shari Gross welcomed & introduced board members, staff and guests before opening the floor for comments with the board.
Owner Comments;
Barb Dailey shared that she and her husband started the Coop in 1975 with the intention of providing healthy foods at affordable prices to the immediate community. Since this time the Coop has added many plant based foods that are not considered organic. She asked if we are sacrificing our mission for profit? She expressed concern over the quick movement and growth of the Coop and the loss of the authenticity of our beginnings.
Maggie Gleason asked for follow up on resignation letters from the Board. The exodus of Katherine Hamilton, Cole Shenley, Mary Daily and Phil Simon from service as board members still remain a question in her mind.
Alice Nick, newly retired Coop Wellness Representative and General Merchandise Buyer, was happy to attend an in person Board Meeting.
AGENDA:
Review of Last Month’s Minutes; Secretary, K. Schaaf
Motion was made by D. Golembeski to accept June Minutes with suggested edits. M. Barron seconded. All were in favor. Motion passed.
Treasurer Report
M. Barron reported (8) investor refunds and (19) new investors.
GM Reporting, June 2021
LeAnna reported that sales are up 6%. Equity balance is $677,000
FYIs
Re-Branding
Staff continues to work on the name change and re-branding. Email and website have been successfully changed.
Announcements
Downtown announcement was a success. Concrete dates will be dependent on construction dates. Roof Repair
There was a roof leak in the Community Space. There was minimal damage. Repairs were estimated at $120,000.
SorcErie Food Truck
LeAnna has requested the board vote on the sale of the Food Truck. This will come when a buyer is found.
Discussion: Joelyn asked if we would also be selling the SorcErie ‘business’. Derek asked if this was something that the board could move on during a Work/Study Session. Chauncey asked if the truck would sell before or after the move downtown. Derek asked if there was any concern about the association with the Coop. Heidi spoke that she didn’t feel it would be an issue.
Kevin brought up that the old website no longer forwards to the new site. LeAnna and Heidi thanked him for this information and will convey this message to Jason.
Joelyn asked if Chad’s promotion would affect LeAnna’s connection with the board. LeAnna responded that compensation was made with Chad Seblinks promotion. She also mentioned that she is also up for a change in title and compensation.
GM Policy Reporting - B-10 Environment; GM, L. Nieratko
LeAnna reported no new changes in operation. She mentioned that the WFC/EFC is still with GreenStar. Bayfront Glass is a local Recycling company that has associated themselves with us. Climate Changers have also joined us in re-allocating foods that have dated out.
Discussion: Is there any way we can improve the recycling process within the store?
Motion was made by D. Golembeski to find GM Reports and Policy compliant. C. Dumbuya seconded. No dissent. Motion passed.
Board Policy Evaluation; Vice President; A. Kaminski
D7 - Relationship to Investors
Alison reported that Board Members responded as being compliant.
Motion was made by J. Bush to find the Board compliant with Board Policy D7. D. Golembeski seconded. There was no further discussion. Motion passed.
**Board Learning: Wellness Department*,* Co-Manager - Julie Hand**
Julie feels the timing has been right in her crossing over to management of the Wellness Department, as Linda Lyons plans for retirement. Julie had her beginnings at the Coop, working for 5 years in her twenties in the Health and Beauty Aid Department. After working as a nurse, she welcomes the return to her roots. She finds the biggest changes that have occurred are the number of patrons the Coop serves. She admitted that pricing is her biggest hurdle. She struggles with the profit margin, but she is always looking for ways to cut prices.
Julie shared she is also undertaking all of the store re-branding changes. The store brand is coming out with items comparable to big sellers. She is also interested in bringing in new products and has been intent on listening to customers and staff in an effort to determine where they see these new products. She is paying attention to new social media trends to stay relevant.
Julie is reassessing General Merchandising and looking to expand inventory to include day to day items that are sustainably and ethically manufactured. Wellness is down on all fronts, but she is working with other Departments to cross-merchandise. She shared that she is very proud of the Coop’s Customer Service. She foresees labor being cut down in October after Linda retires. She plans to cross train another employee in an effort to keep up with the loss in labor hours.
Discussion: Shari and Heidi shared that they appreciate the fact that she is able to find and stock products that the public seeks out during the Pandemic.
New Business:
Retreat Date/Topics
The Retreat date is Sept. 12 and slated for a full day. Topics have not been discussed. Shari said Molly or Leslie may have some insight on what topics to cover. LeAnna spoke that Policy Governance changes might be a good option. Derek shared that his wife is due this week, so he may be absent. Chauncey suggested addressing the Committee names in re-naming or splitting the board's energies with the expansion into a new space as topics of discussion. Shari expressed her concern with the culture changing in the 26th St. store, once the new store is opening. Joelyn suggested that we examine how Wegman’s cross trains their employees. “How do we maintain our store culture in this change?” LeAnna shared her concern with having more representation on the board.
Kevin asked that board members share what topics of concern they may have with him by Wed. 8/4. PG Committee Report; M. Barron
Board Policies B 1,2 & 3 have been reviewed. He felt the language was made more concise. They have decided to review GM Treatment and Diversity and Equity Inclusion Policy on Aug. 15 at 6 pm via ZOOM.Shari asked if another version of these policies could be referenced. Joelyn mentioned a couple that were readily available online.
GM Eval Committee Report: Recommendations for Aug 11 Meeting; President, S. Gross
Shari shared that the committee has met a couple of times. She feels this policy is inadequate. She has not found much guidance. Shari expressed that would like to build the GM’s ability to communicate with the Board. At the Aug. 11 at 6 pm meeting they plan to present what progress has been made and
what new policy and review might be adopted.
Capital Campaign Committee Report; D. Golembeski
Derek reported that the Committee is waiting on information from the Coop’s legal representation regarding the collection of gifts and donations and the repercussions of creating loans with terms for investors before proceeding. Coop intern, Yonari Asgedom, presented an incentive program that involved incentives and targeted marketing. They plan to practice their script next week, Aug. 4 at 4:30 pm.
LeAnna shared that there was a hierarchy of call lists being created.
Amanda suggested that the cashiers might take an extra moment to update information before calling commences. The last calling banks were difficult, due to old information on contacts.
Derek suggested the board sit at the Coop - to educate the public about their role as a MemberOwner with the Coop. They could also offer a listing of upcoming events and opportunities for M/O to participate in The Capital Campaign is slated for Aug and Sept. as the time for these things to begin. Pictures will be taken this evening in an effort to put a face on the Board.
Member Linkage Committee Report; Vice President, A. Kaminski
Discussion centered around the Annual Meeting. The Linkage Committee plans to meet Aug. 4 at 6:30 pm in the Community Space. They plan to meet and brainstorm. They would like to create a plan that is manageable. Derek mentioned that an update of the member base information would be most helpful, so that the calling banks are successful. Shri commended everyone on how much time and effort is being put into the committee work.
Nominating Committee report; Chair, A. Gates
Amanda asked if there was anything the Nominating Committee should be doing. She hadn’t received any applicants. There are three slots open each year, in perpetuity. Alison, Gretchen and Chauncey’s seats are up for election.
Future Meetings: In Person vs. Zoom, or Hybrid?
Shari expressed her concerns with meeting in person, due to the latest concerns being reported from the CDC. Chauncey expressed further confusion from having to attend virtually. The board decided to ask Leslie and Molly how they feel about attending the Sept. 11 Retreat in person. LeAnna shared that she is willing to conduct the meeting via ZOOM, in any event. Holding the event at a larger space was
also considered. LeAnna suggested that we attempt to reserve a pavilion on Presque Isle for the Retreat. It was also mentioned that EDDC could provide a space.
Aug. 11 Mid-Month and Aug. 25 Board Meetings will plan to be in person - potentially hybrid meetings, unless things change.
Closings:
Mid-month Board meeting Wednesday August 11th at 6pm. D. Golembeski will not be in attendance.
**Next regular board meeting is August 25, 2021 at 5:30 pm**
The President asked for a motion to adjourn. Motion was made to adjourn by M. Barron. A. Gates seconded. There was no further discussion.
The meeting adjourned at 6:50 pm.
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Minutes respectfully submitted, 7/28/21 - Alethea (Lea) Bodine, Board Assistant