[cgfc] Board meeting minutes, 6/13/03

[tanyalee]

Hi again!  Here are the minutes from our most recent meeting.  A little 
more punctual this time.  Again, pasted in below and attached.  --Tanya

CGFC Board Meeting Minutes
June 13, 2003, 4:30pm
Conference Room

Present: Bob (facilitating), Karina, Tanya (taking minutes), Mike, Clint

Announcements: The Board has received no comments from the 
membership on the new GMM proposal (switching general membership 
meetings from Sundays to Wednesdays) decided on at the last meeting, 
so the change will go ahead.

Proposal #1: Outreach Coordinator Hire

Clint & Bob suggested extending the outreach coordinator deadline two 
weeks until we have three applications—unless 2 more applications are 
received on 6/14.

The coordinators suggest having Teresa Lindhart facilitate the final 
meeting of the hiring process.  Jill contacted her and she can only do it on 
a Monday or a Friday.

The board members on the hiring committee are Sehvilla, Karina, and 
Eric, unless the hiring process occurs while Eric is out of town, in which 
case Tanya will replace him.

Sehvilla will continue to be in charge of publicizing the position and Karina 
will be the Board’s liaison on this project, communicating with Jill and 
others.

Clint will send out a new email announcement (apparently the original 
announcement failed to go out on the email list) on Sunday and contact 
the current applicant if an extension is needed.

In the future, we should probably add to the hiring policy a requirement for 
at least 3 applicants.

Proposal #2: Board Changes

1. We brainstormed on how best to cope with upcoming Board turnover, 
and about how to encourage people to run for board positions.

Bob will be leaving for a very extended absence (months and months) in a 
week—not returning at the end of the summer as originally planned.

Tanya is now president of COUCH and doesn’t have much time to give to 
the CGFC Board any more.

Sehvilla will be in school in the fall and wants to cut back then.

We still have 2 open seats on the board.

We each came up with specific individuals to contact and persuade to run 
for the Board in July and October.  In addition, Bob will ask Beth and Mike 
will ask Jill for more suggestions and Tanya will send an email out to the 
COUCH membership.

2. Bob will do what he proposed he do: write up a statement on what the 
board is and what it does and why it matters, to use in recruiting new 
board members.  This will be disseminated to the membership at large.

3. Bob will obviously be unable to perform his duties as president after 
next Friday—most crucially setting meeting agendas.  We did not decided 
on a replacement, but Karina will do the agenda for the next meeting, in 
an ad-hoc capacity.

Tanya can continue as secretary until she is replaced.

4. We tabled the idea of appointing a recruitment officer for the board until 
next meeting.

In addition, we determined a priority scheme for filling board spots, 
should we have fewer candidates than spots in July (surely the case):
First to be filled: Bob’s (as he is not physically present)
Second: Tanya’s (as she is physically, but not necessarily mentally 
present)
Third: empty spot 
Fourth: empty spot

We’re hoping Sehvilla can hang in there till October.

Proposal #3: Vision Work / The Membership Survey

Bob presented a much refined draft of the membership survey.  He 
incorporated Tim’s desire that context be provided for each question, to 
help spark ideas and give respondents a sense of the thinking that is 
already going on, while trying to avoid biasing respondents in one 
direction or another, in response to Eric’s concerns.  This is the section 
under each question called "Food for Thought."  (A certain faction at the 
meeting today championed "Thought for Food" instead.)

Sascha helped Bob streamline the questions, so that there are now only 
three on perceptions of the co-op today and 5 on visions for the future.

Bob further explained the idea of using OJC Technologies’ "Survey 
Monkey," which allows respondents to fill out the survey online and makes 
it easier for us to analyze data.  He figures it would only cost $20-30 
provided we had fewer than 1000 respondents.  This in addition to paper 
surveys in the store.

Bob will send Eric and Sehvilla an electronic copy of the survey to get their 
response (and to find out if Eric will be at the next meeting).

Bob will drop a paper copy of the survey off at Tim’s house.  
Tanya will follow up with a phone call to Tim to get his response before he 
leaves town next week.

At the next meeting, we will finalize the survey and develop a timeline for 
the project.

Other business

Bob suggested moving to one board meeting/month instead of every two 
weeks, since our work is becoming more documentary and analytical and 
can be done at home and over email.

Tanya felt that we are not yet stable enough to reduce meeting time (esp. 
given our upcoming turnover –Karina) but that it’s something to consider 
for the future.  Tanya felt that we certainly should change the bylaws so 
that they don’t stipulate the frequency of meetings (e.g., have them say, 
"the board should meet regularly" and leave it at that).

Next Meeting

Friday, June 27, 2003, 4:30 pm, Conference Room.
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