meeting minutes

Here are the minutes and next mtg agenda. They are also attached in a word document.
CARBONDALE COMMUNITY FOOD CO-OP
SUMMARY OF BOARD MEETING PROCEEDINGS/MOTIONS
August 5, 2009
A meeting of the Board of Directors was called to order at 7:30 pm, Wednesday, August 5, 2009, at 76 S. 2nd Street, Carbondale, Colorado
BOARD MEMBERS PRESENT:
Chris Fabijanic, Allyn Harvey, Laurie Loeb, Stacy Stein (notes), Allison Holmes, Jill McConaughy and Joanne Teeple
STAFF PRESENT
None
CORRECTIONS TO JULY 6 MINUTES
The accountant who reviews our books is Kathy Springer Lechuga9. Store Expansion – add “per day” to $460 gross sales needed to support expansionEmployee benefits need to be added to future meeting agendaMinutes were approved with corrections.
MEMBERSHIP
Allison sent letters to as many people who owe money on their membership as possible, with the available information.Laurie asked store employees and volunteers if they had been instructed to ask customers if they have paid their annual dues. They said they have not been asked to do that.
LEASE UPDATE
Amend date on lease to September 1st or on signing.The co-op must be reimbursed the $82 we are owed within 30 days of the lease being executed.
Chris will work with Avtar to create a list of desired improvements. Jill will transcribe this into a legal document.
Paragraph 5: Landlord will be responsible for large mechanical malfunctions. What about a crack in the wall? What about flooding? Specify in the lease LL will cover damages to outside of building and tenants will be responsible for issues inside the building.Paragraph 9: Reference former lease, which allowed permission for fridges and freezers. Amend language to include ‘we can add what we want to the space and will do it up to all applicable codes and according to the tenant’s needs.’
Line Item C: Insurance – Do we need two policies (one for each address) or can we combine policies. Chris will follow up with Avtar to ensure she is looking into insurance needs, costs, what we had, etc.
Paragraph 13 – Building Rules – Can we get a copy?
AVTAR’S EVALUATION
Allison presented an evaluation form. As a group, we made changes and Allison will email the revised version to the group. At the next meeting, (August 17) we will discuss Avtar’s performance as a group and decide how to proceed. One suggestion is to discuss her evaluation with her at the following meeting. Another idea was to have two board members talk with Avtar. We will also give Avtar a copy of the evaluation form to review herself.
We decided not to gather staff and volunteer input into Avtar’s evaluation. Avtar is responsible for collecting staff and volunteer feedback.
Allison will send out her revised form and we need to submit any further revisions by Thursday, August 13.
PAID EMPLOYEE FOOD ALLOWANCE
Joanne motioned to discontinue the informal policy of free food for all people working in the store. Coffee and tea excepted. Allyn seconded. Everyone was in favor.
We will talk to Avtar about how to proceed. Stacy offered to talk to employees about the policy change and the board will give Avtar whatever support she needs in enforcing this policy.
COMMITTEES
Discussion tabled to the next meeting. We all need to decide what committees we want to be on AND what we want to accomplish in the committees.
Chris does not think it necessary to have Board Development as it’s own committee. We will discuss this further.
BOARD RETREAT
Laurie stated reasons a retreat is important: To work better together, revisit the mission, priorities, personal motivations, identify skills, identify styles of leadership, communication and learning and strategic planning.
November seemed to be an alright time for a retreat. Laurie and Allison will work together on the agenda. Laurie has many suggestions for a facilitator. Allison requested the retreat not be at the Solar Energy Classroom.
PROPOSED SPECIAL EVENT
Laurie looked at the possibility of hosting Marimba workshops and having the Marimba Orchestra performing a benefit. The costs are $1000 plus food, lodging and transportation for the band and $300 for the use of Carbondale Community School. The proposed dates are Oct 24, 25.
As a group, we decided the upfront costs were too much. We are tabling the event discussion until the committees form and the appropriate committee can brainstorm a less energy and financially intensive event.
NEXT MEETING DATE AND AGENDA
Next meeting: Wednesday, September 9 (the regularly scheduled meeting is on a holiday)Allison will facilitate Agenda (with approx times):
1. Financial Report – Avtar (10 min)2. Finances for expansion: Layout, costs, floor plan, what equipment do we need and how much will it cost – Avtar (20 min)3. Unpaid Dues discussion – Laurie (30 min)4. Lease Update – Chris (15 min)5. Avtar’s Review – Allison (45 min)
Future Agenda Items:
Member Survey, including the question what do you want that you can’t get Director’s and Officer’s insuranceCommittees – Sept 9 mtgEmployee Benefits