Board of Directors Meeting Minutes
May 22, 2018
Attending: Molly Moon, Nick Licina, Danielle Meersman, Charlene Rountree, Myles Robertson, Fred Myers, Mike Geglio;
Absent: Chris Hebron, Sarai Godwaldt, Judy Shroyer
Member Owner input
Minutes of last board meeting reviewed and accepted
Email etiquette (Danielle)
At times there are so many emails addressed to the board group that it can be difficult to read them all, to isolate important messages and to respond to them.
Sometimes emails to the group are simply acknowledgements that could be better addressed to an individual, or maybe not sent at all
Suggestion that we stick to constructive comments or responses that move an effort forward
Do not reply to ALL if the intent is to message an individual
Board policy on sharing financial documents (Mike)
A member-owner requested the current fiscal year budget from the GM. He asked the Finance Committee for the board policy on sharing documents, and Mike referred the question to the full board
This issue has been discussed in the past, and run by the CDS consultant. The consensus was that financial documents would not be published publicly but would be provided to member-owners on request.
Concerns expressed that this may not have been formally voted on. Concerns about sharing information that could be helpful to competitors or otherwise harmful to PPC. Concerns about sharing information that requires legal protection, like HR data. Concerns that member-owners have rights to some operational information.
Motion made to support the policy to share financial documents, excluding legally protected information, with member-owners upon request, with the understanding of the member-owner that this information is not to be distributed further; approved
Action item: Mike to email the FY18 Budget provided by the GM to the member-owner
Grant Committee Charter
Grant writing is typically an operational task, not a board duty. The intent for this committee is to collaborate with the GM to ensure that only grants directly aligned with GM goals are submitted.
A charter will be developed for the committee. Action item: Nick to arrange for completion of the charter.
Initially 4 people will be in the committee; more information will be shared after the charter is developed.
Molly and Charlene will work on planning the board retreat
Board members need to respond to the Doodle poll on proposed weekends that will work by the end of this week
Maple City Market board members are also responding to the Doodle poll
Habitat for Humanity project
Nick was to talk to Habitat to confirm the Sep 22 date, but didn’t get to it yet. Action item: Nick to get confirmation by next Board meeting
Habitat enlists crews of 8 to 10 people, and will take 2 crews from an organization
Myles will make a recruitment announcement to member-owners in August, if the Sep 22 date has been confirmed
Policy C5 - board officers’ code of conduct
Conflict of Interest forms were signed by all members of the new board last meeting. The forms were scanned and stored in the Google drive at
Board > Secretary Documents > COI > 2018
Action item: Mike to deliver hard copy COI forms to GM for storage
C5 sub-policies reviewed
Policy C6 - officers’ roles
Review of the responsibilities of each board officer
Discussion about the limits of board member individuals to influence GM decisions on issues that person feels is important
Board members are clearly enthusiastic about the co-op to give their time and energy
GM is open to fact based observations, and may choose to act on them. Suggestions can come from any member-owner, and the GM will not give preferential treatment to suggestions from member-owners who are board members
GM Reports: B3 - Asset Protection and B8 - Board Logistical Support
B3: in compliance
New electronic lock on back door
Each employee has a unique code, which can be disabled
Temporary codes can be provided
Lock is battery powered
Store managers have physical keys for the lock
Decision Tree applied, and B3 report is accepted by the board
B8: in compliance
Report due next meeting, but submitted now as GM will be on vacation
Google drive use falls in this policy
Decision Tree applied, and B8 report is accepted by the board
FY18 GM Eval for has been updated regarding these reports. Action item: if board members have comments regarding GM reports, please send them to Mike for inclusion in this document.
Email / Google docs / google groups
GM shows how to set up a Google doc so it can be reviewed and commented on, but not changed;
Very positive responses from board members
Provides a 17 minute video on Google drive features
Need to ensure that goals in GM monitoring report goals are SMART goals. It would help to review goals if the monitoring reports were stored on the Google drive for possible later review. Action item: Mike to request that Myles copy this fiscal year’s monitoring reports to the Google drive.