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Harvest Coop Markets
Board of Directors Meeting, Public Session
December 6, 2004

Present: Betsy Adams (Treasurer), Elisa Alonso, Amy Cotter, Mary Grinnell (member), David Hermann, Robert Martin (interim manager), Erica Mintzer (Membership and Social Concerns Committee), Jessie Myszka, Loren Rodgers, Mike Wiecek (president).

Not present: Sujatha Byravan (vice president), Jeff Rosenblum, Janet Van Liere.

1. Introductions & Organizational Issues
Mike Wiecek called the meeting to order at 7:00. All present made introductions. Loren Rodgers agreed to keep minutes.

The agenda for the current meeting and the minutes of the November 1 Board meeting (both included in the Board packet) were accepted.

2. President’s Report
Mike reported that the major work that has occurred since the last meeting of the Board have been administrative, related to membership on the Board, and the officer slate for the Board. All of these issues will be discussed later in the agenda.

3. Board Transitions
A. Loren Rodgers
Loren Rodgers will be moving to North Carolina to take a position at Weaver Street Market. Mike said that the Executive Committee proposed that Loren continue to serve on the Harvest Board—he will join Board meetings by phone or in person when possible. Loren expressed his willingness, as did the Board.

Action: The next Board meeting should include a telephone with a speaker.

B. Seat the 2005 Board
Members of the 2005 Board were formally seated by Mike.

C. 2005 Meeting Schedule
Board members reviewed the draft 2005 schedule (included in the Board packet). The following events were tentatively added:
January 6: A financial overview of Harvest for new Board members.
February 12: Annual retreat
April 8: strategic planning retreat for Board members.
Any concerns or changes should be addressed to Betsy.

D. Review of Committees
Board members are expected to serve on committees. Betsy will continue to chair the finance committee. Loren and Jessie will discuss joint responsibility for the planning committee.

Jeff will set committee membership.

Action: all members should communicate with Jeff about their committee preference.

4. 2005 Board Officer Elections

Mike proposed the following slate of officers for the 2005 Board:
President: Jeff Rosenblum
Vice President: Jessie Miszka
Treasurer: Betsy Adams
Secretary: Sujatha Byravan

The Board voted unanimously to approve the appointments.

5. Eyes and Ears of the Board

Attendees made observations about the new cheese display in the Cambridge store, the refrigerated cases and drainage issues, and the design of the self-service bulk liquid products. Rob described the actions he is taken and will take.

6. CGANE BoD Member Conference

Dave reported on the “Fiscal Control” session of the conference, while Rob and Amy attended the track on “Beyond the Store: Defining you Co-op’s Purpose.” All reported gaining useful knowledge, and believed that the greatest benefit is in establishing relations with people at other coops who can assist when needed. Dave emphasized that such conference are most useful when they are an ongoing activity, not a one-time event.

Action: the Board should consider participation in the Consumer Cooperative Management Association (CCMA) Annual Conference, June 9 to 11 in Albuquerque, New Mexico.

7. Survey Process and Options

See the report by Rob in the Board packet.

Survey options fall into two major types:
A. Membership surveys can be done internally by a variety of means. The primary benefit is to increase member satisfaction, and the survey itself can serve as outreach to our membership.

Action: Jessie, Loren and Erica will discuss this survey and come up with a recommendation before the next Executive Committee meeting.

B. Business development surveys require expertise and extensive research into local consumer and local business behavior, and would cost in the neighborhood of $10,000.

Action: The planning committee will determine whether to do a survey or not, and, if so, the budget, goals and timeline. The committee will make a proposal to be discussed at the April 8 planning meeting.

8. General Manager’s Report

Sales are roughly even with last year.
10% off day is getting stronger.
Thanksgiving sales were low at Cambridge.
The search for Cambridge Department managers continues.
Facility improvements at Cambridge continue.

This ends the public section of the December 6 Harvest Coop Board of Directors meeting.

Minutes prepared by Loren Rodgers.