Vision: A better food community - local, sustainable, connected.
Location: Zoom call
https://us02web.zoom.us/j/89841488294?pwd=NzM5SDFIZ0VXd3dyTVJYUEFoc0tZUT09
Meeting ID: 898 4148 8294
Passcode: 935947
One tap mobile
+13126266799,,89841488294#,,,,,,0#,,935947# US (Chicago)
Meeting ID: 898 4148 8294
Passcode: 935947
One tap mobile
+13126266799,,89841488294#,,,,,,0#,,935947# US (Chicago)
Minutes: Lee Herman
Reference:
Defining Board-level Discussions - Board
- - 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
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.)
- Team Reports
- Cost controls
-- Current: Chicago Market cost control proceedures 09.2018.pdf
-- Previous: Chicago Market cost control proceedures FINAL 10.2017.pdf
- Accounts Payable Process:
-- Reimbursement & Payment Procedures
- Officer Roles & Responsibilities
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
5 min
TOPIC(s): Housekeeping
TOPIC(s): Housekeeping
PRESENTER: President
OUTCOME: connected, inspired, ready for productive meeting
ACTION/INTENTION: clarify meeting protocols
OUTCOME: connected, inspired, ready for productive meeting
ACTION/INTENTION: clarify meeting protocols
- 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.
- -- Turning your video on is not required, but in this time of disconnection, we would love to see your faces and we encourage you to use the video tool if you are able.
- -- 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.
- Welcome new Board members!
- Zoom process ideas
- record recent online vote - All Are Welcome
Owner Growth Check-in
-- Owner number: 1873 (+3 since September 30, 2020)
-- Read Group Agreements (see above)
20 min
TOPIC: Board officer process
TOPIC: Board officer process
PRESENTER: Grant
OUTCOME: one or more candidates for each position
ACTION/INTENTION: discussion of who is best for each role
OUTCOME: one or more candidates for each position
ACTION/INTENTION: discussion of who is best for each role
- reference: Board Officer Election Process
5-10 min
TOPIC: Quarterly review of refund policy
TOPIC: Quarterly review of refund policy
PRESENTER: Anthony with financial recommendation from treasurer
OUTCOME: decision on policy for the next quarter
ACTION/INTENTION: discussion
OUTCOME: decision on policy for the next quarter
ACTION/INTENTION: discussion
10-15 min
TOPIC: Board fiduciary duty overview
PRESENTER: Anthony
OUTCOME: shared understanding
ACTION/INTENTION: explanation, questions
OUTCOME: shared understanding
ACTION/INTENTION: explanation, questions
10 min
TOPIC: Team Meeting Reports/NotesPRESENTER: Grant
OUTCOME: clarity; Board is informed across teams
ACTION/INTENTION: confirm everyone has read them; questions? follow up?
10 min
TOPIC: General Manager Search and Hiring process
PRESENTER: Dana
OUTCOME: Board understands direction GM team will take
ACTION/INTENTION: discuss GM interview process
TOPIC: General Manager Search and Hiring process
PRESENTER: Dana
OUTCOME: Board understands direction GM team will take
ACTION/INTENTION: discuss GM interview process
15 min
TOPIC: Cost Control Policy and Accounts Payable Process
TOPIC: Cost Control Policy and Accounts Payable Process
PRESENTER: Lee
OUTCOME: Board awareness of policy and process, Approve Cost Control Process.
ACTION/INTENTION: Board members are aware of the Cost Control Policy and discussion of whether changes are needed. Orientation to the Accounts Payable Process.
The current Cost Control Policy was updated September 8, 2018 but was not formally approved by the Board so a vote is needed to approve it. In practice, we have been more strict about financial approvals than the policy states as we work to minimize spending.
OUTCOME: Board awareness of policy and process, Approve Cost Control Process.
ACTION/INTENTION: Board members are aware of the Cost Control Policy and discussion of whether changes are needed. Orientation to the Accounts Payable Process.
The current Cost Control Policy was updated September 8, 2018 but was not formally approved by the Board so a vote is needed to approve it. In practice, we have been more strict about financial approvals than the policy states as we work to minimize spending.
10-15 min
TOPIC: Owner Forum
TOPIC: Owner Forum
PRESENTER: Dana
OUTCOME:
ACTION/INTENTION: Hear owner thoughts/concerns, answer questions.
OUTCOME:
ACTION/INTENTION: Hear owner thoughts/concerns, answer questions.
EXECUTIVE SESSION - 45 minutes
45 min
TOPIC: Update on discussions with SHPO and City Landmarks (historic building preservation)
PRESENTER: Grant
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