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February 2014 Board Minutes

 

Attending: Jeff Ingram, Hayley Bennett, John Gargan, Fred Pierre, Anne Reid, Elizabeth Ryan, Eric Hetzel, Sheila Harko

Member/Staff:  Amber Myers

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January 2014 Board Minutes

Attending: Jeff Ingram, John Gargan, Fred Pierre, Anne Reid, Elizabeth Ryan, Sheila Harko, Amber Myers, Jennifer Cline, Eric Hutzel

Absent:  Hayley Bennett

DECISIONS: 

 We elected two new Board members and accepted the resignations of two.

The new members are Jennifer Cline and Eric Hutzel; resignations were accepted from Amber Myers and Karin Bergener

 We elected Jexo as Marketing/PR coordinator for the next three months.

 We decided to take no formal stand on fracking at the present time but to provide the store as a space for anti-fracking literature if asked.

 The meeting was called to order at 7:20.  Fred agreed to run the meeting in the absence of a president.

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December 2013 Board Minutes

Attending: Jeff Ingram, Karin Bergener, Hayley Bennett, John Gargan, Fred Pierre, Anne Reid, Elizabeth Ryan, Sheila Harko, Amber Myers

DECISIONS:

We approved a lifetime membership to Jason Turnidge and Katie Strand as well as volunteer hours up to 20 hours per month for their work on 3D graphic depictions of our expansion plans.

 We extended indefinitely six hours weekly staff time for tasks related to marketing/public relations work, specific distribution to be decided by the staff collective.

 Back pay approved for staff member passing 5 year service mark.

 Yearly bonus distribution was approved.

 The meeting was called to order at 7:15

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November 2013 Board Meeting Minutes

DECISIONS:

An exception to the tabs policy was approved for Amber Myers

 A holiday bonus of $50 for regular staff and $20 for fill-in staff was approved.

The personnel committee was authorized to begin the process of recruiting, interviewing and hiring up to two new fill-in staff members.

 Members Present:   Amber Myers, Ashley Hendricks, Elizabeth Ryan, John Gargan, Josh Goran, Sheila Harko, Fred Pierre, Anne Reid, Jeff Ingram

Guest: Roger Musea

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October 2013 Board Minutes

 

Attending: Jeff Ingram, Karin Bergener, Hayley Bennett,  Sheila Harko, John Gargan, Amber Myers, Fred Pierre, Anne Reid, Elizabeth Ryan

DECISIONS: 

An interim seniority policy was developed and approved as follows: seniority will be determined by length of service; in cases where an employee leaves and returns, seniority is considered from the date of the most recent return to work.

 Jeff Ingram will be paid up to 30 hours at his current level for work on editing the Kickstarter video.

 The meeting was called to order at 7:20.

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September 2013 Board Minutes

Attending: Jeff Ingram, Karin Bergener, Sheila Harko, John Gargan, Amber Myers, Fred Pierre, Anne Reid

Absent:  Elizabeth Ryan, Haley Bennett

DECISIONS:

The facilities committee is empowered to develop the list of donation perks for each donation level.

 We voted to renew our credit card contract and to raise the limit to $2000.

 Our meeting time was changed to the third Monday of each month, from 7:00 to 9:00 p.m. or two hours after beginning.


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August 2013 Board Minutes

                                            

Attending: Jeff Ingram, Karin Bergener, Hayley Bennett,  Sheila Harko, John Gargan, Amber Myers, Fred Pierre, Anne Reid, Elizabeth Ryan

DECISIONS:

 We will renew our contract with Merchant OS for the next year.

 We approved funds ($800 total) to pay expenses for up to 4 people to go to the Kehe trade show in Indianapolis and  four people to the Expo East trade show in Baltimore.

 We chose Kickstarter for our crowd-funding source with a $10,000 goal.

The meeting was opened at 7:40; Anne moved acceptance of the minutes and Jeff seconded. All approved.

Anne moved acceptance of the agenda, Jeff seconded; the motion was unanimously approved with the addition of one item: staff attendance at trade shows.

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July 2013 Board Minutes

 

Attending: Jeff Ingram, Sheila Harko, John Gargan, Amber Myers, Fred Pierre, Anne Reid, Elizabeth Ryan, Joshua Goran

Absent:  Ashley Hendricks

DECISIONS:

 The category of “fill-in staff” will be eliminated; all staff will be given a 25% discount so long as they worked at least one shift during the previous month. Staff will propose a more clear-cut way of determining priority in filling shifts.

 Up to $100 was authorized to mount a drawer under the counter to hold second cash drawer.

The meeting was opened at 7:40; John moved acceptance of the minutes and Anne seconded. Minutes approved as written with an abstention from Josh.

Anne moved acceptance of the agenda, Fred seconded; the motion was unanimously approved.

REPORTS

 Election Report:  Anne as secretary reported Board election results.

The new board will include John Gargan, Anne Reid, Karin Bergener and Hayley Bennett.

Treasurer’s Report: John reported that sales in June were up 11% in comparison to the same time in 2012.  The ratio of cost of goods to sales for the month was 72%. Payroll expenses as a percent of sales were 17.94% and the ideal ratio is 15-17%.  We had a $4,000 loss for the month, partly due to non-recurrent charges (architecture planning expenses, taxes). However, our cash balances do get fairly well replenished and we are basically breaking even.

It is difficult to keep track of sales by departments and we should look into a radical redesign of department organization in order to keep better records and fine tune buying.  We also need to reassess our POS system.  If normal patterns hold, we should be making a profit for the last three months of the year.  Josh suggests that staff be thinking about how to recategorize departments so that we can better collect data and concentrate on profitability.

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June 2013 Board of Trustees Minutes

Attending: Jeff Ingram, Sheila Harko, John Gargan, Amber Myers, Fred Pierre, Anne Reid, Elizabeth Ryan

Absent:  Joshua Goran

DECISIONS: 

 Up to $200 was authorized for food and supply purchases for the potluck/member meeting.

 A change in procedure for voting was approved to eliminate numbered ballots.

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Board of Trustee Meeting Minutes May 2013

Attending: Josh Goran, Sheila Harko, Amber Myers, John Gargan, Jeff
Ingram, Ashley Hendricks, Anne Reid, Elizabeth Ryan, Fred Pierre

Guests: Karen Bergener, Eric Hutzel

DECISIONS:
On the day of the member meeting, the store will be closed from 5 to 7 p.m., then reopen from 7 to 8 p.m.

Bylaw changes to be voted on will include the following:
Article 5, #1: Add “and four non-staff Member-Owners” to the statement about the Board make-up.
Article 5, #2: Take out “beginning” and replace it with “end” to the statement: Nominations will close at the beginning of the May/June Member Meeting.

Personnel was given the authority to hire one regular staff member.

The Board recommended unanimously that staff discuss opening and closing procedures and clarify that they must be followed precisely. (more…)

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