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February Board Minutes 2018

March 19, 2018

Mountain Community Co-op
Board of Directors Meeting
February 7, 2018
Note: Items in bold are approved motions. Items underlined require action.
Call to Order, 5:55 PM
Roll Call: Elizabeth Neuhalfen, Lori Markeson, Laura Morehouse, Linda Ropozo, Kevin Dorsey,
Clare Duncan McCahill, Linda Cox, Rick Brown
Absent: Kay Kadoun, Naomi Lindsey
Guests: Tod Morrish, Sean Fountain
Approval of Agenda: Clare motioned to approve agenda. Lori seconds. All in favor.
Approval of Annual Meeting Minutes: Clare motioned to approve the amended minutes.
Linda seconds. All in favor.
Special Guest: Tod Morrish from the Eatonville School District Farm gave the Board a
presentation about the Burwash-Kjelstad Farm the school district recently acquired from the
Nisqually Land Trust. Tod asked MCC to provide guidance and wisdom in various projects,
such as growing produce using organic methods, help with composting methods, advice in
running a vegetable stand, and providing experts to help teach the students. MCC is providing
2 liaisons from our Board for Tod to contact with directly, Rick Brown and Clare McCahill. This
is an exciting opportunity to join forces with the Eatonville School District and to make an
impact directly with the students in our community.
Financial Report (Laura):
The 2007 books have been closed and all Tax info has been submitted to the CPA.
The Community Garden Set-aside was reviewed by Tanya and Barbara and has been
reconciled and now is $1606.92.
The Finance Team met 4 times, spending hours pouring over individual line items in the
Budget.
Budget Report and Overview (Kevin):
This budget was built using the following philosophy
1) To meet the future state of the coop, we will need a significant increase in the
overall income.
2) The store, community garden and any future organizations must be able to
sustain their own operating budgets and may not plan to use donations for that
role.
Checking: $218 Accounts Receivable: $249
Savings: $8494 Accounts Payable: $3718
Donations: $0 Memberships: 2 Memberships, 0 Renewals
3) Donations will be placed into the future funds set aside. These funds will be
used for purchasing property, construction of buildings, major building
improvements or major maintenance. It is permissible to direct the future project
funds to operational accounts should those organizations fail to meet
performance targets with Board approval.
MCC Store
The proposed budget for the MMC Store is very aggressive due to three main
factors:
1) The inclusion of a full-time store manager has increased the store expense
$15k
2) The loss of rental income from Washington street has reduce available cash
by $9k
3) The creation of an Advertising committee increased expense $1k
This will require MCC to meet the following objectives:
1) Increase Store sales 30%
2) Keep COGs increase to 15%
3) Produce $9k from the Washington location in 2018
Proposed Initiatives
1) Conduct a market analysis of our goods to determine where we might be
able to mark up the prices while remaining competitive. This should also
include the Buyers club rates.
2) Improve buying process to gain increased rebates and discounts in the
purchase of our goods.
3) Engage with our membership to increase WMO engagements and collection
of renewal fees.
4) Create an ad campaign to:
Re-engage the WMO’s, Increase the attendance of fund raising events,
Increase both in-store sales and buyers club sales.
Community Garden Budget
The proposed budget is modest and does not require any major initiatives to
meet their goals. Two recommendations are suggested:
The community garden committee should create a strategic plan with future
development included. This could then be compared to the expected
donations/fundraising to ensure growth.
Kevin motions to approve the MCC 2018 Budget. Clare 2nds. All approved.
Store Report (Laura & Sean):
• Raw milk sales are currently limited to Active Members. There are several reasons
Laura would like the Board to reconsider and remove this policy:
⚬ We are the only co-op who has this restriction on raw milk sales.
⚬ WA State Department of Agriculture has strictly enforced regulations on Raw
milk production.
⚬ Bottles are labeled with a raw milk warning label, we will make sure to put a
sign on the cooler door as well.
⚬ Limiting to Members only does not provide any extra legal protection.
⚬ Limiting to Members causes us to lose sales and drive our customers to our
competition.
⚬ Limiting to Members makes it harder for us to meet our distributor’s minimum
order requirements.
Laura motions to remove the policy on Raw milk that has restricted sales to
Members only and to immediately allow all customers to be allowed to
purchase Raw milk at MCC A sign with a Warning label will be put on the
cooler door. An ad campaign will inform our customers that the policy has
been changed. Linda C. 2nds. All in favor.
• Sales have greatly increased this week after a slump. This is an exciting time in the
store as sunshine will bring more in and this Spring we have beer and wine and other
products to offer to our customers.
Committee Reports:
• Raise the Roof (Elizabeth): There is a balance of $182 in the Set-aside. Kevin to get a
quote on installing a gutter on the back wall to prevent further water damage.
Kevin motions that all future donations are to be put into a Future Project Setaside.
Funds from that Set-aside can be used for store operations at the
discretion of the board. Clare 2nds. All in favor.
• Facilities (Kevin):
Member Ryan Hendricks installed a new exterior light—thank you Ryan!
The Wireless Router admin password was changed and is now secure.
The generator has been run to test it and use up the old gas.
The Washington property has a few issues, a cracked sink and some tiles that
need to be replaced. The costs will be invoiced and taken out of Black Star
Feed’s $300 security deposit. The other problems in the building are expected
wear and tear and won’t be billed.
Outreach and Education (Lori and Elizabeth):
• The next Eatonville Family Agency class is Feb 15th, featuring how to make
homemade soap and laundry detergent.
• The problem with holding educational classes has been location. The Store is just too
small. The library is free but we are limited to 2 reservations a month. Other locations
charge a fee. Sometimes we need a kitchen to prepare or clean up. The availability of
the Washington Ave building opens up new possibilities in holding educational classes
that can help fund MCC and reach out to the community.
• Family Fun night is coming soon, March 16th. MCC has a booth and gives out
samples. Chocolate milk samples have proved to be very popular!
Old Business:
• Community Garden (Elizabeth): It’s our goal to embrace the Community Garden as an
important part of MCC. The Garden has been too long ignored, not promoted and left
to it’s own too long and now it’s time to transition it to it’s proper place in MCC’s
structure. One of those steps is bringing the Garden under Standard Accounting
procedures for the best support. Beth and Rick to talk to Barbara about the steps to
start the process.
• Mortgage Finance Options (Rick): Recommended that we do not seek to refinance the
loan, since we are so close to paying off the mortgage. Refinance fees are likely to be
$6,000 in order to refinance an approximate $28,000 loan, which is not worth the short
and long term risk.
• Washington Building Structural Review (Linda): The plan is to utilize the building to it’s
maximum potential. A few work parties and an estimate of $3000 to touch up the floor,
paint, pressure wash and clean up the landscaping will improve it’s earning potential.
Lori motions to seek out a professional inspection to find out the integrity of the
building structure. Clare 2nds. All approved. Rick to investigate cost and
recommend an inspector.
• Washington Building Future Plans: Having the Washington building available opens up
many exciting possibilities, some ideas include the following:
⚬ Commercial kitchen (already approached by 2 interested venders)
⚬ MCC office/accounting space and records storage
⚬ Conference meeting space and office rentals
⚬ Educational classes and groups
⚬ Residential teaching kitchen
⚬ Pop-up shop and home business parties
⚬ Demonstration Garden
⚬ MCC Events: Wine Tasting, Tea, Rummage sales, Bake sales, etc
⚬ Produce Share expansion/ Buying Club expansion
• Event Planning:
Bakes Sales every Saturday this month, from 10 AM to 1 PM at the Washington
location. Need more people to donate baked goods and help run the sale if we
are to continue these successful sales.
Rummage Sale March 23rd, 24th, and 25th (Friday through Sunday). Donations
to be accepted Wednesday, Thursday, and Friday before the sale. Linda C. and
Laura to head the sale. To be held at the Washington location.
Kay to call for volunteers and submissions to both the Bake Sale and Rummage
Sale through a Monthly Minute email to the members. Lori to start on promoting
the events through Facebook and fliers.
Adjournment: 8:41 PM

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