Kootenay Country Store Cooperative
Board of Directors’ Meeting
November 23, 2005
Present: Cindy King, Catherine Fisher, Olindo Chiocca, Silvia, Abra Bryne, John Southam (arrived at 7 pm)
Staff: Deirdrie Lang, Joy arrived at 7pm.
Recorder: Zoë Creighton
Meeting called to order at 6:25pm
Abra Brynne chaired.
1.ACTION: Deirdrie asks all to RSVP to for the Wintery-Celebration Party by the 2nd of December.
2.ACTION: Deirdrie will photocopy copies of the last Strategic Plan and distribute to Board.
3.ACTION: Olindo and Abra will work together to strategize around how the strategic planning process can get
off the ground.
4.ACTION: Catherine and Silvia will get in touch with Freya, and schedule a Member Linkage Committee
meeting in January.
5. ACTION: Deirdrie will check in with the BC Coop Association to enquire about where this ex ecutive limitation
(with regard to GM spending limits) should go in our rules / policies, etc.
6. ACTION: Joy will ascertain whether the Credit Union is competitive with other financial institutions.
1. Adopt Agenda
Abra suggested that we add a discussion on Deirdrie’s evaluation timeline under new business.
Moved by Catherine and seconded by Cindy
AND RESOLVED 01.11.05
That the Agenda be adopted as distributed. CARRIED.
2. Adopt minutes of meeting of October 11 th
Moved by Silvia and seconded by Cindy
AND RESOLVED 02.11.05
That the minutes of October 11 be accepted as distributed. CARRIED.
3. Business Arising
1. John has yet to provide information on door maintenance.
2. Done, See GM report
3. Yes, bios sent in for inclusion in newsletter.
4. Board training indeed took place on November 16.
Abra explained that the Board agreed to change the schedule for the GM evaluation, and she proposed
that the Board agree to a biannual regular evaluation, beginning in January 2007. Her reasoning was that the
evaluations are time consuming.
Moved by Olindo and Seconded by Catherine
AND RESOLVED 03.11.05
That the GM Evaluation take place every two years, unless circumstances warrant an earlier evaluation.
4. GM Report
Deirdrie outlined highlights of her report
Changeover to biodegradable bags January 1, and we will charge .25 per bag (they cost us 33 cents per
Co-op cash pilot fundraising project is going well at the Waldorf School; we will revisit the program in
February to see how it is going.
Christmas party is December 10th.
ACTION: Deirdrie asks all to let her know by the 2nd of December whether they will come or not.
Deirdrie invited questions. Abra congratulated the Coop on taking the new bag initiative.
5. Lease Committee
Olindo explained that John, Deirdrie and he met with the building owners on November 22, and told them that
we’d like a 2-year lease with 1-year extensions. He explained that they were adamant about a 5-year lease.
The lease committee asked them to come up with the cost for 5-year lease, and the penalty to break it, and for
them to develop their acceptable terms for a 2-year with one-year options.
Catherine suggested that each meeting should be minuted and documented. Everyone agreed.
6. New Business
Abra explained that strategic planning was discussed at last week’s retreat, and invited discussion about the
formation of an ad hoc committee to strategize around strategic planning, which should be conducted by both
Board and staff before April. Ideas circulated, and Catherine agreed to be on this committee.
Abra suggested that there be a structured series of workshops that would result in a five-year plan for the co-op.
A discussion ensued about what this plan should entail and who should be involved in the process.
Olindo spoke about how we should distinguish between store expansion and the actual planning. A discussion
Abra suggested that the Board think about which parts of the visioning/ strategizing sessions should be
attended by whom, and what the subsets of the planning should be (community outreach/staff/finances, etc)
ACTION: Deirdrie will photocopy copies of the last Strategic Plan and distribute to Board.
Joy and John Southam arrived at 7 pm.
ACTION: Olindo and Abra will work together to strategize around how this process can get off the ground.
Member Linkage Committee
Abra wants to resurrect this Committee. She asked for a Board member to serve as a liaison.
A discussion ensued around what the committee should do: organize initiatives and events for members; letting
the membership know why we’re a coop, and what this means; member education around expansion.
Catherine and Silvia agreed to have a meeting with Freya and Stuart (an interested member).
ACTION: Catherine and Silvia will get in touch with Freya, and schedule a Member Linkage Committee meeting
Olindo said that he’d be willing to organize the meeting, and coordinate the first brainstorming meeting about
what we want on a new store, and then hand it over to a professional.
7. Late addition to Agenda –Loans and Investments
Joy reported that she and Deirdrie had a meeting with Tom at the Credit Union to talk about how the NDCU
could have a more proactive role in the Coop. Joy outlined the results of the meeting, which included new
information about how much the Coop can borrow. Joy asked the Board whether she should start the ball
rolling, so that the Coop will be poised to borrow money when the expansion/relocation plans congeal.
A discussion ensued around what our Rules say about borrowing money —it was confirmed that they do not
currently stipulate a limit. A discussion ensued around executive limitations of the GM, and the fact that it
appears that the GM doesn’t have any to prevent her from spending large sums of Coop money without
Board/Member authorization. John stressed that we need to have this policy in place.
ACTION: Deirdrie will check in with the BC Coop Association to enquire about where this executive limitation
should go in our rules/ policies, etc.
Joy distributed a paper on investment options, and outlined highlights. Joy invited directors to look this over,
and to email questions to her, which she could pass on to Tom at NDCU.
In January Joy will bring in a mid-year financial report
ACTION: Joy will ascertain whether the Credit Union is competitive with ot her financial institutions.
There will be a finance committee meeting before January’s Board Meeting.
8. Tasks/ Dates
Abra needs much more input, if she is to continue to write this column. This newsletter’s suggestions: Warm
and fuzzy about how great the community is--looking forward to a great 2006 with biodegradable bags and
organic meat. Best Wishes.
Catherine suggested that we do a staff profile for the newsletter, which morphed into another suggestion that a
random member be profiled each month. It was agreed that this is a column idea, and should be the purview of
the member linkage committee.
December: Catherine and Cindy.
December/ January Board Meeting
It was agreed to skip a December meeting.
Next Meeting Tuesday, January 10th.
Adjourned at 7:52pm