Harvest Co-op

HARVEST COOP MARKETS
Board Meeting Minutes, 26 JUNE 2006
Public Session
Minutes Taken by Sarah Friend

Attending: Mike St Clair (GM); Jessie Myszka, Betsy Adams, Karin Emry, John Mascia, Sujatha Byravan, Amy Cotter, , Steve Clifford,
Guests: Joshua Laskin, Don Summerfield.
Reviewed Agenda:
Three minor agenda changes were made.

Revisited Public Minutes from 4/1/06 retreat:
Marilyn Scholl asked that minor correction from 4/1/06 retreat be made, from “Massachusetts law defines the,” to “Generally state law defines the.”
Steve moved, Sujatha seconded to move, amended with everyone voting for the change..

Public Comments:
Joshua asked what his future participation level would be.

Meeting Minutes for 5/29/06, Public:
Postponed this for a future meeting.

Public GM Report:
Mike made the following operational changes:
Summer hours: Monday thru Saturday will remain the same. Sunday will be changed from 8am-10pm to 9am-9pm, beginning July 9.
The Harvest Co-op will no longer be selling T passes due to inefficient sales.
The power company NStar Efficiency recently contacted the Co-op for an audit. Upon inspection, they offered to replace all the fixtures in the store for $2,300, or 20% of the priced value of $11,500, with a no interest loan for 12 months and a $760/year payback.
In the past, the floral sales and quality have been quite low. Recently the Co-op began a guarantee sales program, in which a company comes into the Co-op and handles the floral section for a fixed sales margin. This is proving beneficial to sales, as in the past several weeks the sales increased from $85/week to $347, $347 to $951, $951 to $1418.
The member appreciation day will change from the 3rd Tuesday of every month to the 2nd Wednesday of every month.

Note:
Don Summerfield entered and requested Mike to rearrange the high-top table in the front of the store so that they are wheelchair accessible. Don said that he

HARVEST COOP MARKETS
Board Meeting Minutes, 26 JUNE 2006
Public Session

previously contacted Mike but received no reply and that it has been over three years since his original complaint was made. John and Mike promised to respond to his request in one week for a set date as to when the bar would be altered.

Harvest Membership and Social Concerns Committee Proposal:

Liz and Amy handed out packets describing the four recommendations to the Board members regarding conversion to the patronage rebate system. To open the discussion, they reviewed the implementation timeline for the new system with the Board members, which includes the following:
The patronage rebate system will debut on November 1, 2006, as opposed to the earlier proposed date, August 1, 2006.
Equity members will have the option to convert from November 1, 2006 to April 30, 2007, at which point all would be automatically converted.
Annual member-owners who join through July 31, 2006 will have the option of receiving a discount, instead of the patronage rebate, for one membership year.
New communication methods will be employed so that the transition will occur as smoothly as possible for both staff and customers.

When asked what points needed clarification, Betsy, Steve, and Joshua responded and said that they would like all except the form of payment discussed.

In elucidating the facets of the conversion process, Amy addressed the concerns raised by board members and the following modifications and notations were made:
The old system will be entirely phased out by August 1, 207, as opposed to May 1, 2007.
On page four, bullet two of the MSCCP’s proposal Amy will add, “and opt out.” The Board would like more time to further discuss the details of this section.
Jessie will ask Jim O’Connor about the issue of accommodating to students and other people who only want one-year memberships (potentially eradicating the annual account).
Steve challenged the need-based account because it is costly and the Co-op may not be able to afford it. In its place, Steve suggested lowered the 5% discount. Additionally, he suggested creating an annual Board review of the Co-op’s profits to determine what the discount should be for the coming year based on the Co-op’s financial status. Directors,
HARVEST COOP MARKETS
Board Meeting Minutes, 26 JUNE 2006
Public Session

however, maintained that the need-based discount should be upheld because it fosters neighborhood unity, does not greatly affect their annual margin, keeps their need-based customers satisfied, and is an important part of the Co-op’s ethic. After some discussion, the Board decided to maintain the need-based discount at 5% but to annually revisit the percent
discount and to reserve the right to change it. On page nine, bullet five, Amy will add that “management” will be able to reserve this right.

Endorsement:

In the past few months, there have been multiple (four) requests that the Co-op endorse certain campaigns. Steve suggested that the MSCC handle these requests. Karin suggested that a point person with knowledge of the issues be assigned to handle these requests. Amy seconded Karin’s idea, adding that they could then introduce the topics at either their annual meeting or at public Board meetings to the public. Ended discussion as an open item, no decision reached.