The HWFC Board of Directors met on Wednesday, February 25.

The Governance committee related concerns on the new employment manual and noted that it may violate sections of the Coop’s bylaws. The Board referred these concerns to the Personnel committee. The Board discussed at what point the Governance committee should be involved in decisions regarding policies or written documents being considered by the board. The Board asked the Governance committee to help put together an updated Coop policy index.

The Finance committee asked the Board to reconsider its policy on the 2003 surplus. The surplus will be larger than originally anticipated. The committee wants to issue staff bonuses and member coupons, but also to retain a substantial amount to fund future Coop projects. The Board agreed.

The Membership committee hasn’t been active in a while and the Board liaison is planning to reorganize and reactivate it.

The Collective Management Team was authorized to proceed with sexual harassment training. This may be hired out or provided by a qualified professional among the Coop’s membership. The training will be mandatory for staff and Board members. Other Coop members will be invited to take the training, but it will not be required.

The Operations and Administrative Coordinator reported on her attendance at the National Cooperative Grocers Association conference. The regional associations of this group will be voting on whether to merge with other regional groups as a national organization. Most coops seem to be in favor of the merger. However, as Honest Weight has considered this move, various concerns have arisen including a top-down structure, lack of a business plan, lack of clarity on the consequences of opting out, and concerns over recovering equity if the Coop were to opt out of the arrangement, among others. The OA Coordinator was able to bring up a number of issues at the meeting and get some responses. The vote and opt out date are approaching. The Board will meet with the Collective Management Team to discuss the OA Coordinator’s assessment of the situation, and the Board will consult with the membership at the April general membership meeting before making a final decision. Pro and con statements summarizing the arguments for opting in or out were suggested. A staff member and Board member will also talk to people at other coops.

A format for committee reports was circulated.

The Board discussed the need to orient new Board members quickly. It was decided that a Board member binder should be prepared with information such as the Cooperative Principles, recent minutes, the bylaws, employment manual, the budget, and other relevant documents. The Board Secretary will begin to assemble these materials. The binder may be prepared as hard copy for each member or may be prepared on a website.

The Board met in executive session at the end of the meeting.

Minutes of all meetings are available at the Coop. Minutes of the most recent meeting are posted on the bulletin board.