Board of Directors
MEETING MINUTES
September 28, 2022 - 5:30 pm
Hosted in EFC Community Room, 1341 W. 26th
Attending: President - Shari Gross, Vice President - Alison Kaminski, Secretary - Kevin Schaaf (Attending via Zoom), Treasurer - Michael Barron; Directors: Amanda Gates, Liz Bugbee, Joelyn Bush, Derek Golembeski & Chauncey Dumbya Brown, Board Assistant - Alethea Bodine
Staff Personnel: Chief Executive Officer/General Manager - LeAnna Nieratko; Marketing Manager - Heidi Yeagle, Finance Manager - Ben Bowman, HR Manager - Chris Wrobel, Marketing Associate - Ash Smitham
Guests: Maggie Gleason, Alice Nick
AGENDA:
Alison Kaminski called the meeting to order at 5:30 PM.
Member-owner Comments:
Maggie Gleason commented that she was still awaiting responses to her questions from July and August, but did thank the board for providing copies of the Bylaws and Policy Register. Maggie also stated that other co-op members have told her that the co-op is not the same as it used to be. Shari Gross responded that the co-op is not the same, because membership has changed over the years. Maggie replied that the co-op doesn’t feel relational to her anymore, that it feels like a commercial grocery store with some healthy items. Shari stated that she doesn’t necessarily agree with that sentiment, but said she can understand and thanked Maggie for her comments
Review of Last Month’s Minutes; K. Schaaf
Motion was made by Liz Bugbee to accept the August 2022 Minutes as written. Shari Gross seconded. All were in favor. Motion passed.
Treasurer's Report; M. Barron
Michael shared that there were 373 new member owner shares and 45 refunds of equity in 2022, as opposed to 239 new member owner shares and 66 refunds of equity in 2021. So there is growth in equity from last year to present.
**Discussion;** Chauncey commented that the new store has a higher percentage of people of color in membership
Motion was made by Shari Gross to accept the Treasurer’s Report. Derek seconded. All were in favor. Motion passed.
CEO/GM Reporting; L. Nieratko
B 1 : Financial Condition
In an effort to come closer to the Proforma numbers, there are new plans with the downtown store.
EFC has hired help, Audrey - from Columinate - to audit those portions of our books that have been missed or rectified.
There was one late payment with a vendor from accounting, but arrangements have been made to bring the account to balance.
General Reporting:
○ August sales were flat compared to last season. EFC may have missed a credit, she is checking on it.
○ 26th St: Bulk Sale was higher last year, compared to this year.
LeAnna shared that her reporting on B1 would be finished and presented, in its entirety, at the Annual Meeting Oct. 23.
○ 34 N. Park Row: 5 New Members downtown. Gannon Students are launching a new Student Card. MTO has begun downtown, with free delivery. Online sales highlight meals, both vegan and traditional.
FYIs
New LIME recipients
20% Off Shopping Trip during the month of October for Member Owners - at both locations LeAnna will be taking a well deserved break in October. Please contact Chad Seblink in her absence.
Discussion: LeAnna went on to share that a more comprehensive view of the Financial Condition will be presented after the Annual Meeting - Oct. 23, at 5 pm at the 34 N. Park Row EFC location.
Motion was made by Chauncey Brown to accept the GM’s Report and compliance with B1- Financial Condition and General Reporting. Liz Bugbee seconded. All were in favor. Motion passed.
**Board Policy Evaluation; K. Schaaf**
C9 - Patronage Decisions
Discussion: Joelyn responded as non-compliant because of incomplete information from accounting. Shari responded that the financials from the previous year have yet to be reported. LeAnna stated that if there was Patronage to declare, this would be the meeting it would be addressed. There was some discussion about changing the timing of this policy review. It was decided that perhaps this policy would be reviewed in a more timely manner moving forward - after financials are completed for review.
Shari recommended that the Policy Committee should revisit the wording of this policy reflecting a more timely determination of compliance.
Motion was made by Michael Barron to accept the Board Policy Evaluation review of Policy C9 - Patronage Decisions, based on the future revision of the policy. Amanda Gates seconded. All were in favor. Motion passed.
Board Learning: No Board Learning Scheduled
New Business:
● Product Policy Committee Update; J. Bush
Shared a revision of the Product Policy. The definition of ‘local’ was redefined to include all of PA. There was an updated definition of information about ‘GMO’. “Do not carry” List has a disclaimer regarding the ingredients including artificial flavors or colorings.
Product Policy Revision:
The Erie Food Co-op is a community owned grocery store with two locations. Each location has a unique community that it serves, who may have differing preferences on product selection. The Erie Food Co-op strives to meet the needs of our member-owners and our community, while selling food and items that are within our values. Every effort is made to provide choice through transparency.Our buyers evaluate and reevaluate our products, looking for balance around the following priorities:
● Produced locally or regionally
● Organic and sustainable agriculture
● Affordable staples
● Non-GMO
● Cruelty free
● Certified humane
● Antibiotic and hormone free
● Fair trade
● Naturally flavored or colored
● Meets the needs of people on specialty diets, such as wheat-free, gluten-free, dairy-free, vegan, etc.
Choice and Transparency
The Co-op seeks to be a trusted source for our member-owners and customers. We strive to be a place where one can make fully informed decisions and shop according to their values. We believe that individuals should have the right to place preference and importance on values that meet the needs of their lifestyle. At each location we serve a unique and diverse community, with varying access to financial resources, and try to meet the needs of as many of them as possible. To this end, We will be transparent in our marketing and presentation of items so that our customers can make the most informed choice.
Motion was made by Derek Golembeski to accept the Product Policy Revision. Shari Gross seconded. There was no further discussion. Motion passed.
● Nominating Committee update; K. Schaaf
4 new applicants, for an uncontested election. It was decided that the Committee would convene after to decide how the election might be conducted to its conclusion. Heidi offered to add something to the Newsletter and offered her deadline.
● Annual Meeting Planning; J. Bush
Sunday, Oct. 23rd from 1-3 pm at the downtown location, 34 N. Park Row/5th & Peach. Gathering at 12:30 with live music, introduction from Shari Gross, Zoom available, There will be a speaker, Jeremy - from Syracuse Coop - as the slated speaker. Kevin will explain voting procedures and then conduct Q & A. It was thought of honoring a Vendor of the Year.
● Executive Committee - Needs to be rescheduled.
● Board/CEO-GM Cooperating Committee Report; S. Gross
There will be discussion at the Executive Meeting regarding this process.
● CBLD (Columinate) Renewal; S. Gross
Columinate is offering a variety of packages of service. There was some discussion about the value of the service, on the whole. Shari recommended that the service be maintained as it has been for the last few years. Amanda asked if the service was really cost effective. Joelyn brought up that directors get out of it what they put in.
LeAnna suggested that the EFC ask for a ‘rock bottom’ membership. She also recommended that directors commit to attending at least one to two sessions available to them. Michael agreed that it is a critical resource for understanding and serving a cooperative. There was consensus in keeping the service if Columinate will offer a discounted price.
_A show of hands was made to renew the subscription with Columinate after a discount price is determined. All were in favor. The EFC will continue with a tailored subscription to Columinate for the coming season._
Closure:
○ Next board meeting is the Annual Meeting October 23rd, 2022 at 1:00pm at the Downtown Store
○ Next PG reviews:
■ CEO/GM - B1 - Financial Condition
Motion was made by Joelyn Bush to adjourn the meeting. Amanda Gates seconded. Meeting adjourned at 6:28 PM.
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Minutes respectfully submitted for addition and revision by Alethea Bodine, 10/22/22