May Board Minutes

in

Regular Board Meeting Minutes

20 May 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), Brooke Whitman-Roberts (Wellness Manager)

Members present: Aly Topping, Denise MacDonald, Brooke Campbell, Tabitha Archer

Chair: Kay Coburn

Recorder: Sadie Yancey (Board Administrative Assistant)

 

Meeting brought to order at 4:32 pm on Zoom

 

Adoption of May Meeting Agenda:  M/Maggie S/Leannah,  no amendments. All in favour.

Declaration of Interests: none

Approval of April Meeting Minutes:  M/Paul S/Cathy-Ann, no amendments. All in favour.

Approval of consent agenda, including: 

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

M/Cathy-Ann S/Paul

The Finance Committee did not meet this month. It was confirmed that one member has nominated themselves for the board and there are also three members in attendance who are considering nomination. 

CARRIED. All in favour.

 

Business Arising

  1. Introduce observing members – The members observing the meeting introduced themselves, as did directors and staff. 
  2. Manager of the Month – Brooke Whitman-Roberts, Wellness Manager
    1. Brooke shared with the board information about their department’s recent success at spring Case Lot and impact of tariffs.
    2. Brooke responded to questions from directors. 

4:45pm Brooke left

 

  1. Review member feedback – The BAA shared that several members reached out to find out more about becoming directors.
  2. Board Evaluation reminder – Directors were encouraged to complete the survey circulated by email to support the board evaluation at the June meeting.
  3. Discussion about timing of board agenda – The Chair asked directors to share when they review the meeting package.  It was agreed that it is appropriate for the agenda to be circulated on Thursday night or Friday morning.
  4. CCMA recordings – The annual conference for grocery co-ops has released the list of talks that will be recorded.  Management is going to be purchasing the package for the Co-op.
  5. Employee Director Role and Election
    1. The board discussed the purpose, accountability, and challenges in the current role of the Employee Director. There was general agreement that the Employee Director is a valuable position that brings a unique perspective to board discussions as they have the most interactions with members, and they see the impacts of board decisions on staff. 
    2. Currently the perception of the Employee Director role has a key inconsistency that is confusing for the ED, staff, and directors; they are elected by the staff but by law directors represent the members.The governance committee considered several options to help clarify the role. These were included in the meeting package. The Co-op is committed to valuing employees and the employee point of view, therefore governance committee  recommends maintaining this staff representation, but transitioning the Employee Director to be elected by the membership so that they are elected by the body they represent. 

 

MOTION To accept the recommendation that the Employee Director be elected by the membership.

The Governance Committee will make preparations to present such a change to the membership at AGM 2025. 

M/Paul S/Cathy-Ann

CARRIED 

Administrator’s note:  This decision was reversed in June 2025

5:33pm Cathy-Ann left the meeting

 

IGM Report – Presented by Sean Silverson and Ashley Elliott

 

  1. Sean shared the highlights from the April financials, as circulated.  As with the last number of months, sales and net income continue to be strong, with April sales approximately 8% above the same month last year.
  2. 50th Anniversary update  – Amanda shared a presentation of the plans for the Co-op’s 50th birthday, including celebrations, a mini documentary, merch, expanded marketing, and new art inside and outside the store. 
  3. Deli Expansion – The IGM shared that the Deli department is going to expand in the coming months to serve olives by weight and fresh-sliced deli meats.  
  4. Compensation for fiscal year 2026 was announced to staff last week, effective June 1st.  Staff will see a 4% increase in wages, expansion of the staff discount, and increase to health spending account.

 

Next Meetings:

June 17th – 5pm in-person with 4:30pm dinner 

No meeting in July

August 19th –  4:30pm on Zoom. 

 

  1. Questions from member attendees. 
    1. Several members expressed appreciation and excitement for the Co-op and how directors communicate with each other. 
    2. A member asked which meetings are in person and which are remote, as they are out of the country for several months a year. 

 

The meeting adjourned to In Camera session at 5:54pm