Agenda and Pre-Reading for March 10, 2021 Chicago Market Board Meeting

Vision: A better food community - local, sustainable, connected.


  • Defining Board-level Discussions - Board
  • Group Working Agreements
    •   - Have Patience
    •   - Be Flexible
    •   - Set Clear Expectations
    •   - Remember the Big Picture
    •   - Say What We Mean, Mean What We Say (But Don't Say It Mean)
    •   - Understand Majority Rules, But Value Minority Opinions Too
    •   - Stay Passionate, But Practical
    •   - [Meeting Organizers] Have An Agenda
    •   - Be Transparent, Yet Respectful
    •   - Say If We Are Swamped
    •   - Monitor Our Follow-Through and Be Accountable
  • Mission, Vision and Values

Required pre-reading:

(As part of Board members' Duty of Care, preparing for Board meetings means reading and understanding the pre-reading listed below in advance of each meeting.)

Meeting Agenda:

  • 5 Min
  • TOPIC(s): Intro & Housekeeping
  • PRESENTER: President
  • OUTCOME: Connected, inspired, ready for productive meeting
  • ACTION/INTENTION: Clarify meeting protocols
  • Zoom notes to Board Members:
    •   - Please turn your video on so you are visible and representing to Owners
    •   - Please also click the button upper right in your video box to edit your name; edit it to read: Your Name - Board member + your pronouns, so people know who you are in the meeting
  • Zoom mechanics briefing for Owners:
    •   -- We've muted all participants upon entry to minimize background noises that will allow everyone to clearly hear the current speaker; We're asking that you please use the chat tool or raise your hand in order to ask a question.
    •   -- We do have an Owners Forum section planned in the meeting, so post your questions along the way and if we don't get to them in real time, we'll be sure to cover them in that section of the Agenda.
    •   -- If you have a comment or suggestion that doesn't need discussion but you want to pass something along to us, the chat tool is great for that as well. Or, you are welcome to email the board at [email protected] with any additional thoughts or questions after this meeting.
  • Intro & Housekeeping:
    •   -- Staying connected to our Mission, Vision and Values: We value: Relationships, Ownership, Sustainability, Accountability and Joy.
      •   --- Sustainability: We support and promote sustainable agriculture: careful resource use and environmental and economic sustainability. We incorporate these principles in everything we do, including our Purchasing Values, store design and operations. We want to make buying decisions that are both sustainable for the co-op but also for the suppliers and employees with whom we work.

    •   -- Owner number: 1932 (+12 since Feb 24)
    •   -- February:
      •   ---- 21 new Owners (goal: 30)
        • (Cultivating rate in Jan/Feb is 30/38%, up from historical 15%)
      •   ---- 2 Level Ups (no goal set)
      •   ---- $7,750 Owner equity (goal: $8,625)
      •   ---- running surplus/deficit: $4,875
      •   ---- $225 donations ($5000 goal set)
    •   -- March goals: 50 new Owners; $10,000 in donations
    •   -- Sheri Reda - acknowledge & thank
    •   -- Basecamp vote: March 3 unanimous approval to proceed with Retail PlanIt on our decor plan
    •   -- Reminder to RSVP to Board meetings on the website
    •   -- Board meeting process improvement - Timekeeper
      •   ---- Keep to your allotted time
      •   ---- Be mindful of how much you're speaking; be sure to allow space for others
      •   ---- Remember that your input matters; be sure to share it

  • 5-10 min
  • TOPIC: Cultivating Connections
  • OUTCOME: Clarity; Board is informed across teams
  • ACTION/INTENTION: The goal of this activity is for board members to get to know one another and to add a bit of levity or insight into the board meeting allowIng us to connect to one another better. 

  • 10 min
  • TOPIC: Team Meeting Reports/Notes
  • PRESENTER: Grant
  • OUTCOME: Clarity; Board is informed across teams
  • ACTION/INTENTION: Confirm everyone has read them; are they in compliance? questions? follow up?
    • -- Confirm everyone has read them; are they in compliance? (see below) Questions? Follow-ups needed?
    • -- Consider policy governance reporting questions:
      • ---- Interpretation - is the team's interpretation of the charter policy reasonable? (Is their interpretation fair and sensible, based on sound judgement?)
      • ---- Data Adequacy - is the data provided adequate for the Board to determine if the team has met the interpretation and is compliant/successful?
      • ---- Demonstration - does the data prove/demonstrate compliance/success?

  • 5 min
  • TOPIC: Outreach & Inclusion Team Charter
  • PRESENTER: Grant/Org Dev
  • OUTCOME: Vote to approve
  • ACTION/INTENTION: Quick discussion if needed then vote

  • 10 min
  • TOPIC: Treasurer's Report
  • OUTCOME: Financial status understanding
  • ACTION/INTENTION: Review of current financial statements and recent activity

  • 30 min
  • TOPIC: Building our Board Muscles - GM Transition
  • OUTCOME: Continued understanding of our next steps and the process
  • ACTION/INTENTION: Update on the FCI Midwest Deep Dive; discussion of our reading assignment (chapters 4 & 5 of the GM Transition Guide) and our internal survey results

  • 30 min
  • TOPIC: Transition Plan/Operations Definition Draft
  • PRESENTER: Lee/Dana
  • OUTCOME: Understanding and agreement on the draft and/or next edit steps for it
  • ACTION/INTENTION: Overview presentation followed by discussion of edits

  • 10 min
  • TOPIC: Owner Forum
  • ACTION/INTENTION: Hear owner thoughts/concerns, answer questions.



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