Vancouver Food Cooperative Board of Directors Meeting
Minutes of August 11, 2008
6:00 to 7:00 PM
St Luke’s Episcopal Church, 426 E Fourth Plain Blvd, Vancouver, WA. Downstairs in Fireside Room

Board members present: Sunrise O’Mahoney, Rustin Brewer, Anja Larson, James Olson, Sharon Kulish-Bayles (quorum – yes) Jim Tiefenthaler (arrived late)

Visitors/owners present: Carol Frame, Rory Bowman, Glenna Bowman, Elaine Meis, Summer Steenbarger, Betty Estelle, Marjorie Casswell and Summer Michaelson

Introductions of all in attendance were done.

Public Comment period:
Rory Bowman asked about plans to announce special meeting
Glenna Bowman asked about blocked FMYI account. Also asked if VFC would support a possible storefront, cost <$1000 per month, 600 – 1000 sq feet, volunteer staffed.

Introduce new board member James Olson.

Meeting called to order by James Olson at 6:15 pm

No modifications to agenda as proposed.
Moved, Seconded, Passed - Approve July 2008 minutes.

Treasurer Report (Rustin)

Updated 2008 Budget proposed. Requested the board review and vote to accept via email. See FMYI for updated 2008 Budget. Modifications made reflect expenses already made this year and reduced membership numbers.

July 31, 2008 balance sheet and year-to-date income statements were presented. See FMYI for these financial statements.

Email votes: none since last board meeting

Reports
Finance Committee (FC) meeting (Rustin)

Finance committee met on 7/23 and discussed the market study.
Rustin will prepare summary and review with FC prior to Aug. Board meeting.
Proforma will also be summarized in three versions of sales per Square Foot: as forecast, less than forecast & greater than forecasted.
Will also prepare notes and ideas for alternative options.

Outreach (Karen) (Sunrise presented)

July meeting report:
• Committee Roster approved with 7 current members.
• Debriefed on bag workshop. It went well and we cleared up a few minor miscommunications.
• Made a list of what should be in our "tabling kit." It can remain at Heather Lehman's house.
• Harvest Dinner event planning has begun. Still firming up date - 9/19 or 9/23. Last year we had 75 people and raised more than $4K
• Still working out how to get a brochure and collateral materials created with the resources we have.
• Glenna Bowman has resigned as newsletter editor. Elaine Meis has stepped in to help fill that role.

Old Business:
Vision and Values Statement
* Human Rights
* Gender Equality
* Child Welfare
* Human Diversity/Bio-Diversity
* Economic Justice
* Democratic Governance
* Education by Example
* Local Sources & Collaboration
* Sustainable Green Practices
* Healthy Lifestyle
* Environmental Stewardship

Moved, Seconded, Passed : Outreach is to get additional feedback from owners to help us develop mission and visions statements.

Technology/Web Communications (Heather L.)
• Website will be live on August 5th, 2008

Tradename policy (Rustin)
• No report. In the process of registering name.

Membership Committee

•Anja and Sharon met July 17th and July 22nd to outline the membership committee responsibilities. Discussion covered handling of new member applications, scholarship management, and sending out request for owner volunteers. Have posted call for volunteers. Tasks to do: Meet with scholarship subcommittee to finalize procedures. Create a Charter. Meet with volunteers and flesh out responsibilities.

Business Plan (Mike)
Mike Kerbs has resigned from the board effective 8/9/08. Rustin and James are working on Business plan.

Professional Development/Programs
• Board needs to schedule board training with Mark Goehring and Bill Gessner. Possible dates have been sent to board members. Most of the training will be webinar style. Mark Goehring will be in Portland September 28th and 29th.

By Laws
• The board has received owner comments for the bylaws. We reviewed every comment and question thoroughly and are submitting comments for legal consultation (Katy Meyer) on some of the questions.
• Next Steps: Submit for legal consult, final review from board on select items, post owner comments and answers, vote in general board meeting.

Unfinished Business: None

New Business: None

Announced new phone number: 694-8094.

Additional comments from members/guests:
Rory – VancovuerFood.org needs to be forwarded. Currently does not go anywhere.
Glenna – Proposal for steering committee with criteria for membership being attendance at three meetings. Lose membership if three meetings missed.
Sharon – Robust committee structure allows for owner/member participation.
Betty/Glenna – Requested availability of owner list. Some way to put on Website? Board reiterated privacy issues as reason for not being available.
Summer – Add positive activities to FQA

Meeting adjourned at 7:05 PM

Next Board Meeting: September 8th, 2008 at St. Luke’s 6:00-6:45pm