Medford Market Cooperative
Board Meeting Minutes

November 28, 2007

33 N. Central, Ste 211, Medford, OR

Began meeting at 6 PM and ended at 8:20 PM

Introductions

Board members

Present: John Statler (Chair), Erika Robinson (Secretary) late, Louise Dix, Ben Truwe, John Miele.
Absent: Paige Townsend, Shareen Vogel

Advisers and Volunteers

Present: Dr. Harvey Meiers, Nancy Koelber, Mark Thomas, Diana Fairbanks. Absent: Torrey Byles

Owners and Guests

Marie Maretska

Approval of minutes

No objections so minutes stand as presented.

Financial report – Diana Fairbanks

As of Nov 24, assets total $3,865.00, financial reports were submitted.

Question: What condition were the books found in? Checkbook and check ledger were used to fill in since last QuickBooks entry of May 14th, 2007. $91,000 was returned under the owner loan program.

There may still be a few hundred in retainer with the attorneys, but they were paid and should be current.

Grocer's Insurance due on Dec 26th of $2,113. Someone should check on the policy (Louise said she would), and look into Directors insurance (Louise will check it out).

Elevator bill for work done in March of $101.65 (might allow us out of it) Diane agreed to research this bill and make sure it is canceled.

Various utility bills (Louise will check on the bills and how much is owed, John Statler will keep the checkbook and pay accordingly).

Green Living ad, Louise will check on it and pay accordingly.

Refund checks from the utilities $25.39 Avista and $469.21 Pacific Power.

Keep credit card processing account for another month at least.

Diana agreed to continue keeping the books, and the laptop, for the next month or so at least.

Discussion of debt

Two major debts exist and are a $25,000 loan and $5,000 remaining on the market study.

Board directed John Statler to ask lender to forbear on the interest.

John Statler directed to work out installment payments on the market study.

Board will discuss any terms John gets at the next meeting.

Property identification strategy

Three to six months to point of looking at property. "We are updating and revising our business plan and are not ready to discuss property issues at this time."

Business plan review process

Board will appoint three to five individuals to review the market study and business plan and bring alternatives to the board about where to go to revive the co-op model. To raise funding and forge strategic relations there needs to be a vital plan.

Someone who has finance and management experience to lead the planning process. Torrey Byles would be interested in that position.

Motion to offer Torrey Byles the position of Chair of the Business Planning Task Force depending on his joining as an owner. Ben Truwe moved, Erika Robinson seconded. Discussion: John Statler to ask Torrey. Motion carries unanimously.

Committees and Task Forces

Communications and Business Planning Task Forces. Look for strong leader to head the Owner Communications Task Force…ask for volunteers at the meeting. By-Laws committee to make recommendations to the owners for changes.

By-Laws Committee…Erika, Marie Maretska, ask for additional members at the meeting

Board member qualifications

John Miele leaving for three months. Why not elect officers in Dec? We need printed information on the candidates.

Five member nominating committee, three from current board…others submit names to John Statler for appointment. Full board will review who will fill the two vacant positions on the nominating committee. Nominating committee will prepare written summary of candidates and their qualifications. Committee will define criteria for board member selection by the membership. Nominating committee will present a slate of candidates but naturally nominations will be accepted by the board from the floor.

Louise, Erika, Ben agree to be on it.

Owners Meeting agenda

The agenda for the Owners meeting was discussed.

Other business

Someone to go with Paige to close the building. Board agrees that Erika will accompany her.

Motion to pay the $125 Library fee for the owners meeting and $125 for the next owners meeting. Louise moved, Ben seconded.

Motion to accept Shareene's resignation from the board. Moved by Ben, second John M. Motion passed unanimously.

Motion to appointment Diana Fairbanks to the position vacated by Shareen. Moved by Ben, second by Louise. Motion passed unanimously.

Motion to appoint Diana Fairbanks as Treasurer. Moved by Louise, second by John M. Motion passed unanimously. 

Discussion of existing records. Consensus to allow disposal of records deemed trash by Louise, Erika and Nancy.

Review lists of people who may have had their subscription returned.

Later review batches of contact notes (Nancie).

Shareene still has two boxes of records to be gone through.

We do not have any records of bill invoices

 

[End of Minutes]