Planning Meeting

Duck Soup Coop Board

January 28, 2006

Present:  Peggy James, Judy Krajewski, Ann Mueller, Cynthia Nelson, Tania Nezrick, Ruth Peterson, Mary Helen Polensky, Kathy Stelford, Loreen Stravers.

The meeting was called to order at 1 p.m.  The prepared agenda was approved upon a motion by Stelford, seconded by Nezrick.

James reviewed the 2005 financial statements along with an overall comparison with 2004.  Including the $5000 anonymous donation for the point of sale program, our net income was $28,000.  The shelving in the cooler, the cooler door replacement and other shelving that was purchased during the year are all paid. This accounts for a total of $6100 for equipment that was not budgeted. 

We came in under budget in most areas though we were a little over in office supplies, gifts (due to Christmas bonuses) and employee benefit expense.  Our margins were about 34 % overall.  Membership is up a little.  We did close to $750,000 in sales.  Our cash balance runs about $40,000 to $45,000 at any given time.  This enables us to pay bills in a timely fashion and earn discounts.

Following a perusal of a newspaper article in The Northern Star, the suggestion was made that James should talk to Paul Rasmussen – DeKalb Economic Development officer – to apprise him of our store and products since he has publicly stated his interest in organic and health foods.

As a prelude to reviewing the plans for reset, Peterson moved and Stelford seconded a motion authorizing the executive committee to make an offer to purchase our current building from Jack Carpenter.  Purchasing might be the least costly option because a move could cost between $50,000 and $75,000 without including changes that might have to be made to a new facility. The lease is up in about two years.  It seems a good time to pursue this because if we do not purchase, we may need to move. We would need time to find a place and plan for the move.  After lengthy discussion, the consensus was that we would like to own the building if we are going to put significant money into redecorating and resetting.  The motion passed.

President Nelson asked each of those present to write down at least 5 suggestions about what they would like to see done at the Coop.  The following is a listing of the suggestions put in general categories by those present.

MARKETING

• Make alliances with other businesses to pursue support for small businesses as opposed to competing large box stores.
• Establish tie-ins with wholistic health organizations that have similar aspirations
• Establish a speaker’s bureau to talk about healthy eating
• Urge the chamber to form a not-for-profit branch
• Pursue free advertisement
• Get shirts for staff and clerks
• Print flyers to spread around the community – both serious and light-hearted
• Increase community awareness of our business
• Have banners and signs both inside and outside that are changed often.
• Have a monthly “nutritional tip” ad in local newspaper
• Associate DSC with special “month” celebrations – like American Heart Association, etc.
• Place help wanted ads in newsletter for people to do some of the things suggested.
• Email a request for help in marketing area
• Request help on the website.  
• Organize this with current committee structure, but use sub-committees as needed.

PRODUCTS

• Feature of the month with education component
• Cilantro
• More deli items
• Continue and broaden appropriate unusual gift selection

RESET AND EQUIPMENT

• Improve produce display
• Redo the floor
• Purchase an awning to call attention to the building
• Improve shelving
• Point-of-sale system
• Form a nicer meeting place in the basement
• Clean up and organize basement
• Provide a sitting area for the deli
• Get a phone system with voice mail and intercom capabilities
• Build walls around the basement office
• Purchase back stock freezers

 IN STORE

• Eye-catching signs inside and out.
• Plants in front window
• Color code vegan foods
• Mini café in the coop by a vendor

PERSONNEL

·        A Policy and Procedure Handbook for staff

·        Increase employee recognition and benefits

EDUCATION

• Place to post favorite organic/vegan recipes
• Invite chefs to come and demonstrate dishes
• Provide nutritional information on bulk food bins
• Have demonstrations, parties and expos as an outreach program
• Expand education component in schools and community
• Have member/shopper education to show how to use food we sell
• Food of the month with recipes, samples?
• Lending library of informational materials

SOCIAL

• Monthly organic potlucks
• Member social events that members really want to attend
• Outings to organic restaurants in Chicago
• Food, health, plant events

MEMBER LABOR

• Rethink member labor in light of point of sale system
• Make recycling a member job

FUNDRAISING

• Food booths at events

Two of the items are being addressed.  The staff is currently working on reorganizing and cleaning up the basement.  Cilantro could be sold in smaller amounts.

Immediate items above than can be worked on include the Personnel Handbook, brochures about DSC and education components.  Some of the other items may be impacted by the purchase or non-purchase of the building.

The next meeting will be February 20 at 7 p.m.  in the boardroom.

Ruth Peterson

Secretary

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