June Board Minutes

in

Regular Board Meeting Minutes

June 18, 2024

Present:  Wendy Wiebe, Maggie Jones, Mikale Leymman, Kay Coburn, James Hiebert, Cathy-Ann Glockner, John Kingsmill
Members Present: Kate Miers, Leannah Fidler, Jesse Kerr
Staff Present: Ashley Elliott (HR Director, IGM), Sean Silverson (Finance Director, IGM) Brooke Whitman-Roberts (Wellness Manager)
Chair: Wendy Wiebe
Recorder: Sadie Yancey (Board Administrative Assistant)

Meeting brought to order at 4:33pm in the Teaching Kitchen

Adoption of June Meeting Agenda:  M/Kay S/Maggie,  no amendments. All in favour.
Declaration of Interests: none
Approval of May Meeting Minutes:  M/John S/Cathy-Ann, no amendments. Carried with one abstention.
Approval of consent agenda, including: 

  • Governance Committee minutes 
  • Nominations Committee minutes
  • Finance Committee minutes
  • Member Engagement Committee minutes

M/Cathy-Ann S/Maggie
There were no questions
CARRIED. All in favour.

Business Arising

  1. The Chair welcomed the three observing members, who are considering running for the board.  All participants introduced themselves. 
  2. Manager of the Month – Brooke Whitman-Roberts, Wellness Manager
    1. Brooke shared with the board information about the Wellness department – an overview of the number of staff, top sellers, the success of wellness events, and her concern about the financial implications of the proposed legislation to increase regulation of supplements. 
    2. Brooke responded to questions from directors

4:50pm Brooke left

  1. Member feedback – Kay shared the messages received this month.  One was directed to the Hiring Committee and one to the IGMs
  2. Risk Matrix
      1. The Chair introduced the Risk Matrix – the documentation of the risks to the Co-op and ranking their likelihood, consequence, and proposing mitigations.  
      2. The Governance Committee has reviewed the Risk Matrix that was created in 2019.  Moving forward this will be reviewed every 6 months by Governance and annually by the board.
      3. There were no questions, concerns or suggested changes

MOTION To accept the changes to the Risk Matrix
M/Cathy-Ann S/John
CARRIED all in favour. 

  1. Rules changes
    1. The Governance Committee recommended that the board approve the amendments to our Rules, as circulated. If approved, these will be presented to the membership at AGM 2025 for approval. The suggested changes are in response to gaps identified since the 2021 revision. 

MOTION To accept the Rules, as amended
M/Kay S/Maggie
CARRIED all in favour

  1. Parking 
    1. It was suggested that Directors be compensated for metered parking when participating in board activities. An IGM reviewed the content about transportation expenses and process described in board policy, and suggested that directors who choose to submit for this reimbursement do so before the end of the fiscal year. It is noted that we don’t have that many in-person meetings.  
    2. ACTION The Finance Committee will review this process to make it as smooth as possible.

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 12% above the same month last year.
  2. Sean shared the highlights from FY2024.  There was significant growth in sales, and there is sufficient operational reserves held in term deposits.Sean responded to questions from directors
  3. Questions from member attendees – There were no questions from observing members.

Next Meetings:

August 20th- 4pm on Zoom
Sept 17th – 4pm dinner, 4:30 pm meeting in person
Sept 25th – AGM

The meeting adjourned to In Camera session at 5:26pm