BOD Working Session 3.9.15 Agenda Committee

Board of Directors ~ Agenda Committee

Mon., March 09; 7.30 - 9.30pm

The Co-op: 18 Putnam Ave, Brooklyn

Facilitator: Allison

Note-taker: Jeannie

Timekeeper: Renee

Present: DK, Allison, Sean, Jeannie, Joe, Russ, Hillary, William, Renee

Absent: Keith (worked all day at the coop-excused)

PRODUCE Update: (Joe)

Status: Russ has assigned marketing to relook. Video has been taken off of website. It is still existing on Vimeo which is private.

Revel system support sucks. Revel Shawn has given different info than the help line.
Lauryl has been working on the system with Andrew
Matt suggested that we train as many cashiers as possible before we have the Revel rep in.
Date for the Rep visit is TBD
What is the major thing we need to help put this in? Menus, inventory input, basically us teaching ourselves how to set up the system.
The original uploading the items was incorrect
we need to streamline the naming
IT committee has been unresponsive to the situation. William has been attempting to contact the team.

ACTION ITEM: Sean working with Brett to develop a campaign to shop more in the store.

Email blast, Newsletter, Facebook will be sent out about the new store hours and work requirements
Reminder email blasts will be sent out the week the before. Follow up will be sent out.
Refined the shift swapping procedure
Are we announcing the missed shift penalty? Russ is creating a manual crib sheet process. There is no way in shiftplanning to announce owed shifts. - Joe - language is important / schedule time is not as valuable as a makeup time. It is not good to think of missing a shift as a penalty. You owe two when you miss, or you owe 1.5 when you miss / you can do a baker’s dozen concept - when you do show up then you get 1.1 shift. / give a reward system. - William - We should not put something in place until there is a definite system - DK - putting the penalty should be put in a positive light. as per our last GM we are having a person who has makeup hours can shop after they sign up for two shifts and work one of the two - Russ - we have offer floater shifts - Renee - Double makeup happens when someone makes no attempt to swap or communicate not
VOTE: Does the board agree before we can publicly announce the double makeup we have to have a working process? (5 yes /
Shift leaders should call the members to remind the folks that they are working
Park Slope- Calling is done per the shift leader’s discretion.
Shiftplanning - will send a reminder email

Update on Member Relief Counsel
- member redemption report, DK - DK asked Dorthy Laurence to review the exit members that wanted to reviewed. We got less than 15 people that we needed to address. In the end, there were only 6 people we needed to review. - Terms - only if you are in dire financial need were you immediately awarded the return. - originally the terms were not clear. now they are - a woman who is currently getting PHD in Chicago is definitely in dire need. she was happier with have more consistent updates - 6 people are being suggested by relief counsel to be refunded
- Update on Membership Committee - Russ - membership desk presence needs to exist on the weekend - we are now putting a big initiative to have people at the desk on the weekends. It will be a process. - there is a handbook for the process - consistency is important

Finance Report* (Sean, 10 min) *Sean will be giving bigger financial picture at GM’s and smaller progress updates at ACs • Cash Flow - Jan 2015 = 41,000 / Feb 2015= 41,900 • Joe wonders if we should put flyers in the mail as the coop is most important to those nearby • April 11th tree giveaway - will pass out flyers • We have 3 more months as per our last meetings • As of the end of February, we are still not working even though we have positive signs • Sean’s clock is ticking…. • Weekly numbers : Feb 23- $12,700 $11,300 Last week • Our drop dead goal is $50,000 • Lowest basket average was $41 / $42 • Highest basket average is $52 • In the store, we would like to have a chart of the our financial chart of what we want to reach. Has Sean been working with marketing to make the charts? Sean has sat with Brett on this. - when will our graph be out there? it can be done in one week - ACTION ITEM: Sean will put in a marketing request form for the chart tomorrow and it will be done and in store by next GM. Russ will help. • DK - we need a powerful concept of what needs to be conveyed. • Balance sheet - we have 50K in debt / 30K in equity - debt we are not meeting is the interest rate of last year - are we behind on paying vendors? no - how much money do we actually have? 18K as of today - we are way too close to bouncing a check - we need to stop burning money

Store Coordinator update (SC liaisons, 10 min)
- Cuz Shleaders stepping up, no longer need mega shift leaders except possibly Sunday ams, but Lauryl has agreed to work until no longer needed.
- Lauryl has left the pedicab and is more available to coordinate shift leaders

Lauryl agreed to work Sunday mornings. Allison to confirm this is still true.

PSFC discussion: Where were you at 3 yrs? What can we learn from them about their growing pains? (Joe, 20 min)
- Postponed till next AC mtg

Contingency Plan discussion, what do if we go under? This is just a beginning discussion. (All, 20 min)
- No need to talk about any more.

*Note: Minute/note-takers - please see link for secretary responsibilities

Pls don’t forget to SHARE this doc with completed notes with the Board after mtg