BELFAST COOP BOARD MEETING – August 27, 2009

PRESENT: Russ Barber, Jeanne Gail, Allen Ginsberg, Wayne Kraeger,
Bindy Pendleton, Phil Prince, Paul Sheridan, Peri Tobin, Jerome
Weiner, Zafra Whitcomb. Absent: Debbi Lasky, Kip Penney, Jerry
Savitz. Staff: Erica Buswell, Goldy Goldstein, Chris Grigsby, Joe
Jordan, Mylisa Vowles. Member: Chris Hughes.

FACILITATOR: Allen. Scribe: Paul. Timekeeper: Bindy. Vibewatcher: Peri.

ANNOUNCEMENTS: introductions all around for the benefit of the new
GMT members. Board is invited to the “Pass the Torch” event to thank
outgoing GM’s and welcome the incoming Team, next Tues. 9/2 at 7 PM,
in Co-op Café.

MINUTES: of July 23, 2009 were accepted as corrected: under PRESENT:
spell “Weiner;” under SUSPENSION…: add “a question of” conflict with
bylaws. 8 Yes, 0 No, 2 Abs. Minutes were also approved for web
posting with no further changes. 8 Yes, 0 No, 2 Abs.
Minutes of Aug 6th, 2009 were accepted as corrected: under PRESENT:
spell “Vowles” and “Grigsby”; under GMT Report: substitute street
“party” for fair. 9 Yes, 0 No, 1 Abs. Minutes were also approved
for web posting with removal of dollar figures. 9 Yes, 0 No, 1 Abs.

GENERAL MANAGEMENT TEAM (GMT) REPORT: written report was received.
questions/comments:
- over $1000 was collected from the Customer Appreciation Day,
approximately $230 for each of four charities.
- a question for the GMT to consider: Customer Appreciation Day
is put on by the staff for the customer/members. The Annual Meeting
is put on by the board and staff for the members. How can the Co-op
put on a party FOR the staff, without great amounts of work BY the
staff? Also suggested was a “Thank You” poster in the new
membership area, with the pictures of staff, so we may all learn
their names.
- Staff party will require early closing of store Sun. 8/30 at
2 PM.

MEMBER COMMENTS: Chris Hughes encouraged our involvement in the
events around “350.org” on October 24th. Wayne read a note from
Chris Groden, concerning condition of trees between the Laundromat
and the Co-op’s parking lots, and the need to cut down a dead tree.
Trees are stressed from the drainage from the two lots. Also,
possible need to replace railroad ties, as existing ones are
deteriorating. Referred to the Buildings and Grounds Committee.

FINANCIAL REPORT: work proceeds on the budget, but this is a tricky
process, with sales down. We had negative growth in June and July.
Projecting that next summer will be the same? Budgets should be in
board boxes by mid-September so we may study and vote at the board
meeting at end of September. No plan to touch employee benefits.
Looking at a possible cut to the patronage dividend, with cash
available for that possibly down by 2/3rds. We are allowed to retain
up to 80% of the Co-op’s profit, i.e. distribute only 20% as
dividend. Also a possible cut might be Christmas bonus, but not the
summer bonus. August was similar to June and July (down about 2.6%)
but possibly a bit worse. Committee is planning to use a new
measure, “sales per labor hour.” The “pain” is planned to be spread
among staff and members, with input to be solicited from staff;
suggested was to query staff at a meeting as to what type of cutback
they would prefer, if necessary. Currently, we match up to 3% for
IRAs. If we matched 2%, this would yield a good savings. Also to
help balance the books, we could make the co-op’s contributions to
IRAs twice a year, even though amounts are deducted with each
paycheck. Inventory is being looked over to identify slow movers.
Questioned was the process, with only one reading of the budget,
followed by a vote. We will discuss the summary; if there are any
concerns on line items, board members can attend Finance Committee or
ask a committee member.

BOARD DEVELOPMENT AND ELECTIONS COMMITTEE: further identifying of
committee assignments and committee conveners: Joe on to, and Erica
off of, the Finance Committee; Goldy off the Purchasing Policy
Committee, GMT will need to chose a new member; Zafra agreed to call
the next Long-Range Planning Committee meeting, but not be its convener.

LONG-RANGE PLANNING/BUSINESS PLAN BRAINSTORMING: led by Erica, we
discussed 5 broad questions:
1. What's happening in the world that we are in a position to be able
to respond to; what are the big issues that we should be making plans
to address?
2. What is your vision of co-operative success look like?
3. What do you see as opportunities for our business?
4. Where do you see as areas where we could be more effective in
fulfilling our mission and our values?
5. What plans can we make to bring ourselves back to our roots?
A wide range of ideas were presented in brainstorm fashion in
response to the five questions. Jerome gently reminded us that the
exercise was only for a one-year business plan, not for strategic
plans for unlimited time plans. Erica will be preparing a document
resulting from our session.

BUILDING AND GROUNDS COMMITTEE: will be meeting next week to discuss
immediate and through-next-year plans. Developing a plan of action
and a priorities list, working with the budget process.

COMMUNITY INTERACTION COMMITTEE: is a reactive committee, after
complaints from customers. Work will go on with Troy Howard school
kids after the cutbacks from consolidation.

MANAGEMENT OVERSIGHT COMMITTEE: working on job descriptions for the
new GMT, using a uniform pattern similar to other Co-op jobs and to
aid in the evaluation process. Also, work on transition planning.
Reminder for MOC to name two members to the subcommittee on a GMT
hiring process; Zafra and Paul have begun to work on a draft.

HOMEWORK: Read the budget, call or confer with Finance Committee as
needed.

NEXT MEETING: Thursday, Sept. 24, 2009, 6:30 PM at Waterfall Arts,
with Zafra facilitating.