Minutes of the 9-6-2009 Board Meeting

Medford Food Co-op
Minutes of Board Meeting September 6, 2009
225 W. Main St., Medford

Call to order: 6:15 PM

Present: Directors: Jim Sims., John Miele, Steve Kraft., and Tommy Larson. Absent: John Statler and Augustine Colebrook.

The minutes of the August 17, 2009 meeting were read and approved.

Officer’s Reports:

President’s report:
We met with the Spearco architects on their offer to do site drawings for the three potential Co-op locations. They should be finished next week. We will provide them to the Mail Tribune.
Community events committee meets September 9th, 6 PM
The first Co-op house party is Friday and the Linder residence, 6 PM
The Co-op picnic is scheduled for September 20 at Bear Creek Park, 1-3 PM.
The family fun fair booth was attended by our volunteers last week. The event was fairly well attended.

Site Review Committee:
We expect to receive a lease terms offer on the Foodland location by next week.
Aldy Damian of Bear Creek Plaza, is still planning to come up to Medford, date undetermined.
Jack Cooney the owner of the parking lot next to Spearco notified us that he would expect the Co-op to improve and pave the parking lot as a condition of the lease.

Old Business:  none

New Business:
Steve K. moved to ask John Statler to assign owner card numbers to individual share owners. Passed unanimously.

A meeting for organizing community events was held August 12th. Seven people attended. They volunteered to organize house parties for willing owners to invite friends and neighbors to and learn more about the Co-op.

A Co-op picnic is being organized for September 13thin Bear Creek Park. Board members were asked to be available for speaking at the community service club groups meetings that the committee will organize.

The committee approached Grilla Bites Restaurant to host a Co-op fundraising, food and wine tasting event which the owner has agreed to do.

Christine Haney addressed the Board about the “Family Fun Fair” scheduled for August 28 and 29 at the Armory. The Board was asked to back-up staffing for the event to insure our booth is fully attended both days. The Board agreed and also agree to meet with Christine at 5:45 on the 24th prior to our special meeting in order to receive training.
There was a general discussion about the Owner’s email list and the origination of the Co-op’s Yahoo
Groups group communication site. Steve K suggested that each owner be assigned an owner identification number. The idea was agreed unanimously to and will be pursued.

Gary B. is adding names of owners to the Groups email list on a daily basis, a few at a time. It’ll take a while to get all the owners onto the Groups list. A question was raised as to whether our owners’ email list distinguishes between owners and interested parties. Jim agreed to contact John S. in this regard to clarify.
Augustine Colebrook was nominated to the Board of Directors by John M. subject to the concurrence of Tommy L. and John S. Her nomination and election was approved unanimously pending such concurrence.

Capital Campaign Report:
Robin B. reported we have set meeting with Valley View Winery’s Michael Wisnovsky is August 24 at 6 PM. Notice of the special Board meeting will be given as required.
Board members were asked to attend the first house party so that they are prepared to speak at future house parties.
Owners without emails and addresses are being called by a volunteer to obtain more personal contact information.
Robin, Jim and Steve will meet with the owners of Porters Restaurant next week.

Site Review Committee:
Nothing new was reported regarding the Bear Creek and Spearco sites.
Tom Bradley, who represents Foodland, asked to meet with Steve K. about a further breakdown of the cost of landlord improvements we suggested. The Board felt that having identified the improvements in detail, our contractor considered disclosure of his costs estimates as “proprietary” knowledge. Steve will follow up with Tom to clarify what they want and what we can get it.

Old Business:
The suggestion last meeting by John Statler, to define for the owners just what we mean when we say “the deal rules” in our decision on site selection hasn’t been sent yet. John prepared the definition that was discussed and approved by the Board at the last meeting. The definition will be the subject of a letter to the owners by the president.

The meeting was adjourned to Executive Session at 8:30 PM

Jim Sims
President