June Board Minutes

in

Regular Board Meeting Minutes

17 June 2025

Present:   Kay Coburn, Cathy-Ann Glockner, Maggie Jones, James Hiebert, Paul Cowan, Kate Miers, Leannah Fidler
Staff Present: Ashley Elliott (HR Director, IGM), Sean Silverson (Finance Director, IGM), Amanda Verigin (Marketing Director), Reuben Crookbain (Butcher Shop Manager, only as noted)
Members Present: Shelley Dagorne, Lindsay Sample, Mike Morrison
Chair: Kay Coburn
Recorder: Sadie Yancey (Board Administrative Assistant)

Meeting brought to order at 5:03 pm in the Teaching Kitchen

Adoption of June Meeting Agenda:  No amendments. All in favour.
Declaration of Interests: none
Approval of May Meeting Minutes:  M/Paul S/Maggie, no amendments. All in favour.
Approval of consent agenda, including: 

  • Governance Committee minutes 
  • Board Development Committee minutes
  • Finance Committee minutes
  • Member Engagement Committee minutes
  • HR Committee minutes

M/Leannah S/Cathy-Ann
It was noted there was an error in ME minutes as to which directors are going to support the birthday party.
It was suggested that the quarterly review of the board budget be staggered such that it can be updated in time for the fiscal year budget.
CARRIED. All in favour.

Business Arising

  1. Introduced observing members – Shelley Dagorne, Lindsay Sample, Mike Morrison.  Meeting participants introduced themselves.
  2. Review member feedback.  The chair of Member Engagement shared the planned response to a repeated request from a member. 
  3. Approve policies
    1. Governance proposed minor changes to the following: Director job description Chair Job description, Code of Conduct, Officers of the Board, and proposed no changes to: Conflict of Interest, Confidentiality, Statement of Agreement 

MOTION To approve the updated policies, as circulated in the meeting package
M/Paul S/Leannah
CARRIED All in favour

5:14pm Reuben arrived

  1. Manager of the Month – Reuben Crookbain, Butcher Shop Manager
    1. Reuben shared with the board information about the Butcher Shop- an overview of the current staffing, large increase in sales this year, and limitations of the space. 
    2. Reuben responded to questions from directors. Directors celebrated the success and delicious products from the Butcher Shop 

5:30pm Reuben left

  1. Employee Director Election
    1. In May, the board agreed to have the Employee Director elected by members to clear up confusion about the role. Since then, several participants shared concerns that campaigning to the members may reduce the number of nominees, and that making such a change too quickly could alienate some staff. 
    2. The Governance Committee included a proposal to maintain the current Rules and to change board Policy so that the board runs the election of the ED and for Member Engagement to run an educational campaign about the role to staff.
    3. A discussion ensued.

MOTION To reject the proposed change to the ED election that was agreed to at the May 2025 board meeting, and maintain the role as set in the Rules, where the Employee Director is elected by current staff and appointed to the board.  Additionally, committees will:

  • begin updating board policy so that the board recruits for and runs the ED election, and
  • create an educational campaign for staff about the role. 

M/Kate S/Leannah
CARRIED, 1 opposed

  1. Approve $1500 for the election platform.  A motion is not needed because this is already in the budget for FY2026
  2. AGM – The board discussed components of the 2025 AGM, based on the circulated agenda

IGM Report – Presented by Sean Silverson and Ashley Elliott

  1. Sean shared the highlights from the May financials, as circulated.  As with the last number of months, sales and net income continue to be strong, with May sales approximately 14% above the same month last year.
  2. Sean shared the highlights from FY2025 financials.  Overall, sales were up 10% for the year with especially strong performance in Butcher Shop and Wellness. Participants celebrated the success of the Co-op and discussed contributing factors.
  3. Summer Staff Party – Ashley shared highlights from staff party on June 9th.
  4. Deli Expansion Update – The IGMs shared that the expansion of the Deli has been postponed.

Next Meetings:

August 19 – 4:30pm on Zoom
September 16th – 5pm in person
September 25th – AGM.  Leannah will miss the AGM. 

  1. Questions from member attendees
    1. How do you decide which items go in the consent agenda? The consent agenda contains committee minutes, with opportunity to bring points to the main meeting, if needed. 
    2. How do you maintain good-will and lightheartedness? Directors agreed that their colleagues are great listeners, with respect for different views and communication styles. This is maintained with multiple avenues to connect with each other and staff. 
    3. Is there a manager every month?Each month a manager presents to the board, to help the board be connected to work on the floor. 
    4. What do you do for board orientation? Directors spoke in support of the onboarding, additional training provided, and opportunity to be matched with an established director. 

 

The meeting adjourned to in camera session at 6:12pm