Minutes of the 5-24-2010 Board Meeting

Medford Food Co-op
Meeting of the Board of Directors
225 W. Main St., Medford
May 24, 2010

Call to Order: 6:20 p.m.

Present: Donna Kessler, Tommy Larson, John Miele, and Jim Sims
Absent: Augustine Colebrook

May 11, 2010 meeting minutes were read and approved.

Old Business:
Owner’s meeting was held on May 21. After review of site selection progress by Jim Sims, owners unanimously approved the 945 S Riverside location for the site of the Medford Food Co-op, as recommended by the board. Also at the meeting, authorization for cash dividends (in addition to the planned patronage dividend, and at the discretion of the board) based on number of shares owned was approved by the members, as an amendment to the bylaws. The amendment also makes shares transferable.

Jim contacted Grocer’s Insurance for Director and Officer Liability Insurance policy renewal. They sent the board the required information for renewal, and included fees for policy lapse. Jim agreed to investigate excess charges and their legality. Policy renewal was agreed to be delayed until a later date.

Jim and John met with the ComNet marketing group again to review and approve the phone-a-thon script. They felt that the fundraisers were a very professional group, and noted they were also used by first class organizations, such as the Oregon Shakespeare Festival.

Lease inclusions required prior to signing at 945 S Riverside were reviewed. It was agreed that a sufficient scope of work must be agreed upon prior to signing.

There was a meeting today with Karen Fronick, our public relations manager. She emphasized the urgency of signing the lease and finishing the business plan.

New Business:
Timeline for store opening was discussed. The importance of laying out the schedule and organizing around tasks was emphasized. Tommy Larson agreed to organize the information in a chart/spreadsheet format (OPENPROJ software)

Tommy Larson spoke with PJ Hoffman of CDS consulting, and highlighted some of the major concerns in terms of market layout and organization at the 945 S Riverside location. A meeting with Russ Batzer, Ric Sawyer (potential project manager), Brian Smith, and board members is planned for the next few days to organize and prioritize site improvements.

Augustine Colebrook wants to organize a fundraising event at the site, and include hors’deuvres and a musical quintet for late June. This effort was unanimously supported.

The importance of a banner at 945 S Riverside to draw public attention to the site was discussed. Wording should include something to the effect, “Your New Medford Food Co-op, Coming Soon,” and include sponsor names and logos.

Thermometer for fundraising progress discussed. Potential for periodic publication in Mail Tribune would be desirable. Other means of spreading this information discussed.

A meeting with Brian Smith and Ian Stoy regarding store layout agreed to be planned and scheduled after the site meeting and finalizing of building layout.

Fundraising efforts and results thus far, including the status of the phone-a-thon were reported by John Miele, and status of spending money in accounts was reported by Donna Kessler.

Adjourned at 8:00 p.m.

Thomas Larson
Secretary