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123 N. Hill St
South Bend, IN 46617

574-287-6724

Board Minutes

Board Meeting Minutes June 2017

PPC Admin

June 15, 2017
Attending: Molly Moon, Nick Licina, Eddie Forero, Greg Koehler, Mike Geglio
Absent: Danielle Meersman, Fred Myers, Chris Hebron; Tama Crisovan indicated she will leave the board, not sure if it is official yet.

Executive Session:
Nick described discussions he had recently with Maple City Market regarding their last year’s experiences
Review of GM Corrective Action Plans
Review of board retreat preparations
Review of board calendar format changes

Items to add to next meeting agenda (Action Item: Nick)
Conflict of Interest forms and procedures
- Board officer roles

May minutes approved

Review and discussion of policy C4 - Board Meetings

No member-owner visitors

GM presentation of draft Long term Strategic Financial Plan
Greg had discussed the appropriateness of working on this document before the completion by the board of the Ends statement
5 year view, big points summarized:
Historical background included to provide context
Challenges faced by PP
Vision of growth possibilities
Marketing plan summary
Opportunities to collaborate with other co-ops
Financial projections for 5 years
Continued shift to local products seen, both in shelf space and RV %; currently around 50%, looking for 70% by 2020
The cafe is a great place to eat delicious, homemade style food; not extremely significant that the ingredients should be entirely local and organic
Interested in improving customer comfort: service and physical aspects of the cafe
Continue to lower environmental impact: recycling and renewable resources
Emphasis on profitability and financial sustainability of the store:
Considering removal of member-owner discounts (probably $1000 to 1500 monthly)
Improve staff efficiency
Avoid short term debt
Pay down member-owner loan
Consider a new capital campaign for improvements and new ventures
The value of PP to the South Bend community
Potential capital improvements, funded by new member-owner loans:
Ventilation in the kitchen (very hot in the summer)
New chairs for cafe
Repair floor surfaces (gouges and scratches)
Replace lighting with warmer, more attractive sources
By 2020, 3 season patio on roof
Rooftop garden
PVC solar panels
Seating and eating, alcohol served
PP product line development
By 2022, expansion of physical building
The move to emphasis on local products may cause a plateau in income, and the new rooftop patio would provide a boost in RV

Molly moved to accept the plan as meeting the GM probation requirement.  Decision Tree was applied, and the plan accepted.

GM  B2 Planning & Budget report presentation
Greg reported himself out of compliance, as he spent most of his time prior to this meeting working on the strategic plan, so the B2 was incomplete.  He pointed out that the Board budget had not been provided to him, and asked that the B2 be deferred to a later board meeting.
The consensus was that he should report to Nick next week on whether the report could be ready for the July board meeting.  The alternative suggestion is that it accompany the B1 due in October.

GM Presentation on Education Plan
Greg provided items that he intended to complete by the end of January
a list of on-line self-directed classes offered through the Indiana Small Business Development Center on business loans, financial projections, accounting and pricing strategies
Rising Stars seminar covering topics on natural foods stores; 3 days, out of town; depending on his evaluation of the program, it might be useful to send Myles next year.

Molly moved to accept the plan as meeting the GM probation requirement.  Decision Tree was applied, and the plan accepted.

GM Updates:
Greg confirmed that the credit card balance for the last month was paid in full;
Greg confirmed that $500 continues to be put aside weekly for member-owner loan payments.

The agenda for next month needs to include a review of the marketing plan that Greg provided in the strategic plan document (Action item: Nick)

Meeting adjourns