Ebytown General Meeting -- October 24, 2000

At The Working Centre, 43 Queen St. E., Kitchener
Potluck at 6 PM, Meeting 7-9 PM

Present: Orest Lytwyn, Sarah Anderson, Karina, Dave Roewade, Stephanie Holmes, Chris Kuhl, truckdriver Bill, Steve Ohi, Ayel Dinner, Suzanne Galloway, Christine Bishop, Matt Corks, Rebekah Rempel, Karin Kliewer, Greg Roberts, Melissa Chance, Linda Nagel, Mark Côté, Richard Crispin, Steve Izma, Aysa N. September
Facilitator: Orest, Minutes: Karin

1.) Opening

Go-around with names, and what one thing would you change about Ebytown?

2.) Annual Membership Fee

Sarah facilitated

Proposal:

• $10/semester (waged)
• $5/semester (unwaged/students/other)

Options:

1. cap fee at $300
2. cap fee and replace loan with fee (i.e. loan count toward the membership fee)
3. fluctuate per semester according to flux of Ebytown Co-op financial situation

Why:

It is a conservative estimate that this will generate at least $1000/year for Ebytown.

1. this would be used for unexpected repairs/costs related to the store (we need to keep a pocket of money in case of these situations-- fiscal responsibility!)
2. help us keep track of active/non-active members at the store
3. begin to increase Eby revenue to potentially pay part wages of a staff person/co-op developer at the store

Discussion:

• set renewal time is important (e.g. Jan. 1, May 1, Sept. 1)
• would loan still be refundable? we decided that loan needs to be separate (different accounts?)
• there was substantial discussion whether we would call this a loan or a fee
• someone suggested to look at East End Co-op in Vancouver as a model

Final Resolution:

1. Annual Fee
   • $15 (unwaged/students)/$30 (waged) to be paid in 3 semesters (Jan. 1, May 1, Sept. 1), this can be divisible by month (with flexibility) and no cap on this
   • WCRI is exempt in the annual fees just as they are exempt in other fees/loans
   • these payments will be tracked (new computer program), and reviewed in one year (January 2002)
     (tracking: members lost/joined/deterred because of annual fees, and increased active members and non-member shopping because of new fees)
   • members that are gone for a semester do not pay, and then become active members once they return and pay in a subsequent semester
2. Continue Existing Loan Structure
   • to be discussed at another meeting whether we want to make any changes here

All were in favour, no abstentions, none opposed.

3.) Discount Structure

Matt facilitated

Ebytown members are getting paid average of $4.50 per 3 hour shift-- and up to $35 per 3 hour shift (one example)

Proposal:

1. $7 (Eby dollars) per shift plus a base discount of $2-- which becomes up to $30/month off per person that works full shifts
   • this would not apply to paying for preorders
   • discount would stay the same 4% up to 20% max.
   • Eby$ would expire at end of each month
2. family/shared households-- all eby$ earned would go into a shared house eby$ account and all $ would go out of the account when anyone from the house would be shopping
3. could use the greatest discount of house member

Why:

It is the aim to treat all working Eby members equitably with other working Eby members. There has been some concern that shared households are receiving a greater amount of discount by using highest discount % of house member for non-working members shopping for an entire house.

Questions:

• how much of a problem is this really?-- our current system favours those who live in co-operative fashion, and this is not what a co-op like Ebytown should be supporting?
• could we also increase mark-up or decrease discounts if we are worried about Ebytown losing money, rather than penalizing shared households?
• we need to assess value of doing this change in discount structure to the change in attitudes of co-op valued households/lifestyles
• families can't change the amount of time they work in store (esp. if have small children)-- this would penalize families
• money might not encourage people to volunteer-- we need to revisit what motivates people to do shifts?

Suggestion:

To do more education of members (e.g. during orientation shifts, etc.) about not buying so much for large households unless house members can contribute in some way to volunteer time at Ebytown. This idea of what supporting/participating in a co-op is all about.

Discussion:

• simplicity? Bill Wharrie could write a new software program for this if we wanted-- does not need to be complicated to use
• the general sense that a household membership fee is too complicated
• again, reiterating we are a co-op that puts "food for people not profit"-- not to put a dollar value on a shift
• educating people to encourage volunteerism with shifts/supportive shopping/co-op values
• suggestion of 8% first shift/6% second shift/4% third shift-- follow this up some more at another meeting
• more education-- encourage people to do what's best for co-op

Final:

There was no vote. Matt will revisit this as we see how the new annual membership fee allows for fluctuation of $ at Ebytown. Wait to see new analysis of our situation. Revisit at new GM January 2001. Talk to Matt before GM if you have suggestions/comment. Matt will also include something in the December TelesCo-Op about this topic.

4.) Co-Op Developer Proposal

Karin facilitated

See job description-- enclosed.

• worked on this for over 6 months, generous amount of thought and discussion has gone into this, as well as discussion at the Sept. General Mtg
• from here, the board took these comments and came up with this proposal

Proposal:

6 month pilot project-- objective would be to see if we wanted to implement permanent position. Since last meeting (Sept. GM), research into grants has begun, but would like to vote on this proposal pending funding to give board more time to finalize money.

Comments:

• developer could do some purchasing role, to avoid spoilage-- we want to be careful that this person is not subsumed by the various in-store tasks (which could take full-time work)-- could oversee some of these details though
• we don't want to take away from volunteer positions-- the developer could co-ordinate communication between purchasers and finances board members to maintain stock, etc. (also would free up the board to take on our portfolios again)
• increase store hours-- recruitment would be one of main jobs-- but can work with board in many other ways-- want to be careful of adding things like administration tasks (take up too much time)

Funds:

• at least 6 grants that we'd apply for
• board will apply to various funds (this was approved-- to increase our chances)
• funding can be a way of outreach for Ebytown-- if we contact the Co-Operators maybe they would be interested in becoming members
• the board will continue to do research but is looking for guidance and support from members, anyone is welcome to join us

Hiring:

• demanding position-- how will we hire this person?-- the general sense was that we should not be using Ebytown's money to hire someone unless we see a perfect person for this job; we want the outcome to be successful, so not rush into hiring someone

Voting:

Final proposal is a 6 month pilot project, with these restrictions:

1. pending funding
2. suitable candidate
3. food levels and operating expenses are not compromised/affected at Ebytown (the expenses for these should not be tapped into)
4. summer would not be a good time to start this position
5. up to the board to cover the legal questions

we would report back to members about where we're at in mid-December (in TelesCo-Op)

Greg moved, Sarah seconded-- all in favour, none opposed, none abstaining.