March Board Minutes

in

Regular Board Meeting Minutes

18 March 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), Hugh Beedell (Grocery Manager, only as noted)

Chair: Kay Coburn

Recorder: Sadie Yancey (Board Administrative Assistant)

 

Meeting brought to order at 4:33 pm on Zoom

 

Adoption of March Meeting Agenda:  M/Maggie S/Cathy-Ann,  no amendments. All in favour.

Declaration of Interests: none

Approval of February Meeting Minutes:  M/Paul S/Leannah, 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 minutes

M/Maggie  S/Cathy-Ann

A director asked about progress on considering director remuneration. It is on the work plan but not yet started.

Member engagement did not meet this month

CARRIED. All in favour.

 

4:37pm Hugh arrived

Business Arising

  1. Manager of the Month – Hugh Beedell, Grocery Manager
    1. Hugh shared with the board information about the Grocery department – an overview of the team and their challenges, successes, and upcoming projects, including “resetting” several sub-departments so that they are easier for members to shop.
    2. Hugh responded to questions from directors.

4:48pm Hugh left

  1. Review member feedback.
    1. The board discussed a member’s concern about our buying guidelines in response to tariffs.  The response from Management emphasized that buying local, BC, and Canadian has always been our priority, and a similar response was shared in the newsletter. Several directors celebrated the response. 
    2. A director shared feedback from a member about concern over organically farmed salmon. This feedback was shared with Management prior to the meeting.
  2. Board Article for approval – The Member Engagement committee circulated a draft of a blog post, the first in a series to share the strategic plan with members. 

MOTION To approve the board update, as circulated 

M/Maggie S/Leannah

CARRIED All in favour

  1. Approve TOR for Hiring Committee

MOTION To approve the Hiring Committee Terms of Reference and Work Plan, as amended.

M/Paul S/Maggie

The directors responded to questions and amended the circulated draft.

CARRIED All in favour

  1. Approve TOR for HR Committee

MOTION To approve the HR Committee Terms of Reference and Work Plan, as amended.

M/Leannah S/Paul

The directors responded to questions and amended the circulated draft.

CARRIED All in favour

  1. Recommendation to extend a Director’s term
    1. The Board Development Committee recommends extending a director’s term from 2 years to a full 3-year term to provide greater continuity. This means there will be 2 of 8 seats open for election this year.

MOTION To extend Cathy-Ann Glockner’s term to three years.

M/Kate S/James

CARRIED All in favour

  1. Approve Eligibility Policy

MOTION To approve the Eligibility Policy, as circulated

M/Cathy-Ann S/Leannah

CARRIED All in favour

  1. Approve updated Strategic Goals, Objectives, Outcomes
    1. The Governance Committee reviewed feedback from Jan 25th Strategic Planning session and proposed a revision to strategic goals 1,2,3 and 4. It was suggested to have a dedicated session to review goals 4 and 5 in more detail as part of next year’s review.
    2. The board discussed several of the changes, and made one amendment to the draft. 
    3. An IGM thanked the board for continuing to update the Strategic Plan, as the clarity makes operational decisions much easier

MOTION To approve the updated Strategic Plan, as amended.

M/Paul S/Cathy-Ann

CARRIED All in favour 

  1. Financial training
    1. Review financial training of several Directors

IGM Report – Presented by Sean Silverson and Ashley Elliott

  1. Sean shared the highlights from the February financials, as circulated.  As with the last number of months, sales and net income continue to be strong, with February sales approximately 6% above the same month last year.
  2. Approve costs for wall cutting and door installation
    1. Sean requested approval of an unbudgeted capital expense – to create a pass-through between two spaces owned by the Co-op. 
    2. Sean presented the rationale and responded to questions from Directors

MOTION To approve $30k to create a pass-through between 777 Baker and 781 Baker. 

M/Maggie S/Paul

CARRIED All in favour

 

  1. Tariff Talk
    1. The IGMs shared current strategies to respond to and plan for tariffs on goods from the US.
  2. Renovations update
    1. Sean shared that the renovations to the receiving bay are nearly complete, including secure receiving bay doors and a cardboard baler. 
  3. Questions from member attendees – There are no non-board members in attendance.

 

Next Meetings:

April 22nd – 4:30 dinner and 5pm meeting in-person, Kay will be on Zoom, and Cathy-Ann will chair

May 20th – 4:30 on Zoom.

 

The meeting adjourned to in camera session at 5:32pm