Phoenix Earth Food Co-op Board of Directors
Meeting Minutes
July 24, 2001 7:00pm – 9:10pm

1^st Order of business: Read and approve minutes of June 2001 board meeting.

Read and approved.

2^nd order of business: Board vacancies

Steve Miller and Theresa Gragg, having resigned from the Board and leaving President and VP positions open we proceeded to elect Maryellen Barron, president and Amjad Doumani, secretary. No one accepts nomination for VP. Will fill at August meeting.

3^rd order of business: Manager’s report

Report distributed and read. Peter emphasizes strong desire to hire person with co-op experience (Jen English)

Discussion on how to handle future donations: whether gifts should be allocated by the co-op manager and/or employee(s)at the time or reception or by a board decision on the greatest need. Conclusion: the donor can be asked if we may use the gift for our greatest need, but if they prefer to allocate it, we respect their wishes. No formal board involvement in the process. Amjad feels we should have a corresponding policy to the spending of over $250.

Maryellen will assist Peter with Annual meeting info for September newsletter. Savings account balance moved to a later item (see #4)

4^th order of business: Board Meetings

Motion to meet at the Co-op instead of Covenant Pres. Lisa voices concerns about table space, blackboard, customers, privacy and ability to concentrate. Voted 4/1 in favor of meeting at the co-op, with modifications. (Lisa voted against it) Will keep same date and time.

5^th order of business: Financial Report

Warren’s P & L report distributed and read. Corrections: June, not July and decrease, not increase. Robert mentions that we need the financial information before we can develop a budget, not vice versa. Lisa is helping Warren.

There is still a problem with checks being written and not sent. This was not resolved. The most emergent problems are tight cash flow and dwindling savings. It is decided that a mixture of fund raising and cutting expenses wherever possible is immediately necessary. Maryellen asks for ideas in either area. Robert has a fund raising idea. Amjad talks about making cutbacks and the importance of letting the membership know our true situation because we need more resources and support.

We agree to address this in the September newsletter and at the Annual meeting in October. Mike reminds us of the importance of doing what is described in the audit. We all need to read it, post it, and help make sure it’s being done.

6^th order of business: Annual Meeting

Time and place went out in mailing. We agree to deal more in depth with reports, responsibilities, etc. at August meeting. Phone tree is discussed: long, hard and frustrating. Idea of using e-mail suggested. Maryellen agrees to place e-mail address sign up on check-out counter. Amjad will compile list and send messages to members. This will cut down on number of phone calls to make. ☺ ☺ ☺

7^th order of business: Member Equity

Robert’s research indicates we are in no position to do it at this time. Though important to consider in the future, it’s tabled for the present.

Note: Agenda items 8, 9 and 10 — it was agreed that we need to deal with the audit, committees and volunteers, but not at this meeting due to time.

8^th order of business: Green Party and Steve Steel

Discussion over whether the Co-op should promote any political agenda. Board is not in agreement. Helen notes that we need to avoid offending customers as people of all different stances shop there. The motion is made to sell tickets and display literature in the same manner that others are displayed. The motion carries 3/2 with Maryellen and Lisa against.

9^th order of business: Recommendation letter for Erik Sorenson

Conclusion: Helen will write a positive letter in her own words, sign it, and mail it a.s.a.p. to Erik. She will give the same recommendation over the phone if and when any potential employer calls about Erik.

10^th order of business: Length of meetings

Meetings will start promptly at 7:00. Everyone is encouraged to be on time. We will proceed through the agenda until 9:00, at which time any items not discussed will be suspended until the next meeting. The exception to this is in an important discussion where the whole board is involved, we may extend the meeting in 15 minute increments by majority vote. Rachel and Lisa expressed concern that this may hinder important discussion and rush us unnecessarily. Warren stressed that family time is also important. Some felt that it would help us to stay on task and not digress. It was passed 4/1 with Lisa voting against.

The next meeting is Tuesday, August 28 at 7:00 pm at the Co-op.

Meeting adjourned at 9:10