Ebytown Food Co-op 2002 Annual General Meeting
7 pm, Tuesday, March 26, 2002
Huether Hotel Board Room, Waterloo
Julian Van Mossel-Forrester, Sarah Anderson, Karin Kliewer, Greg Roberts,
Andrew Barker, Maria Hatzipantelis, Matt Corks, Don Weber, Steve Izma, Barb
Hankins, Amelia Izma, Gabriella Izma, Kathy Mortimer, Dave Watson, Bill
Reick, Dawn Miles, Ashok Thirumurthi, Caterina Lindman, Steve Ohi
The meeting was called to order at 7:22 pm.
- Sarah welcomed members and mentioned the upcoming events:
- Community Vegetarian Feast, May 4th
- Dandelion Festival, May 5th
- Members were reminded that if they have any questions, they can
contact the entire Board at <firstname.lastname@example.org>.
- Meeting attendees introduced themselves.
Status of membership survey
- Maria reminded members that the deadline for submitting the membership
survey is April 5th, 2002.
- The results will be published April 30 or May 4 at a potluck.
- Members can email or call Maria if they have any questions.
Status of grant applications
- Karin reminded members that a Co-op Developer position was approved,
contingent upon finding a grant, in the spring of 2000.
- Grants from Trillium and ONFC Community Development fund have been
investigated. A target date of November 2002 has been set for
applying for these grants.
- Bill Wharrie informed members that the Maycourt Nearly New Shop
received a Trillium grant to renovate and that Ebytown may be eligible
- An audit performed by a Charted Accountant (CA) is required to apply
for these grants. So far, the Co-op has received a quote of $2000 for
doing an audit.
- Bill mentioned that the Beaver Creek Housing Coop's audit cost
- Maria will request a grad student who may perform the audit at $25 per
- Karin mentioned that her CA contact would not take BarterDollars, for
fear this would be seen as a conflict of interest.
- At Linda Nagel's suggestion, the co-op will seek Funds for two
positions, a co-op developer and a co-op promoter, in the hopes that
the store will eventually become self-sufficient. It is expected that
the positions would be on contract initially, with the expectation of
extension or permanent status.
- The Board repeated that the store couldn't immediately move to another
location where it would be required to pay rent.
- Kathy informed members that
Organic Choice has gone bankrupt (Nina Bailey-Dick was previously the
Organic Choice purchaser).
- She also informed members of a
dispute which arose between Harmony Milk producers, ONFC and Organic Meadows
and affected Organic Choice. An
explanation will be sought from those involved, including ONFC.
- A labelling project was
undertaken to help purchasers know who is responsible for which
products. The labels are magnetic
and washable. Greg mentioned that
additional markings could be used to indicate other features such as a
happy face for organic foods, a different symbol for local products,
etc. Ashok suggested the labels
could be tied in with software training.
Store Management portfolio
- Ashok suggested the store look
at networking to increase sales.
For example, he has proposed a Fairshare Harvest drop proposal to
coincide with the store being open on Tuesdays from 5-8 p.m.
- Computer enhancements are being
worked on to allow for paperless after-hour sales and pre-orders, and to
minimize float inconsistency problems.
- Ashok informed members that the
new software system would be tested in April and installed on May 1st. Training will be provided on Fridays in
April and May. The training dates
will be sent via the Topica listserv.
- Don suggested the store look
into a security box. Sarah
mentioned that it would not be feasible at this time. Matt suggested the store look into a
programmable padlock on a lockbox, and knows where this can be purchased.
- Ashok informed members of the
project to redesign the store floor space.
- The store is making money, and is in the black.
- The computer system needs
enhancements to fix things such as pre-orders that are being discounted.
- Andrew informed members that
sales were lower than the previous year.
The store has about $2,000 in inventory, BarterWorks sales of $588
and an ONFC loan of approximately $4800.
A year-end inventory adjustment $27.78 was made. The books are not balancing and this is
a work in progress project. Matt
noted that the $2000 of inventory might be based on retail value, and that
this should be double-checked.
- Kathy noted that spoilage is
accounted for in the inventory figures but shrinkage is not.
- Sarah informed members that she
and Karin are retiring and that three portfolios are open: Community
Relations, Member relations and Member-At-Large.
- Maria mentioned that she might
be willing to take on the Purchasers portfolio. Andrew motioned. Steve
seconded. Approved by all.
With no further business, the meeting was adjourned at 9:12 p.m.