Food Co-op feasibility meeting minutes

Meeting 60 Wellington St Weds 30/July/08

Present: Kazna, Matt, John Shiavi, Tiaho, Kazel

Appologies: Lynne, Robyn, John Norman

Proposal – to start a Transition Town Organic Food Co-op in Opotiki with a similar model to the successful WOK.

Run TT OFC on a three step process.

Step 1.  Members pay $20/month ( or what about a $220 annual fee? ).  Members provided with a basics price list for dry and fresh goods.  All individual orders filled out without dividing bulk bags, ie, purchases in individual quantities.

Members pay directly into TT account on ordering.

Hire venue for $50/wk.  Package orders into individual boxes on delivery ready for collection at specified times.

Pay wages for coordinator/s to do packaging, accounting, etc.

Step 2.  Step 2 requires purchase of equipment such as scales, scoops, buckets for bulk storage, as well as significant quantities goods to have on hand.  Step 2 also requires longer opening times and money handling on site.

Members pay a $20 monthly fee, or annual fee.  Members are able to either buy from the extended basics and fresh goods price list OR by coming into the venue on specified times to buy direct from the bulk goods supply. (similar to a members only Bin Inn) 

Pay wages for staff to open distribution centre for extended hours.

Step 3.  Step 3 requires license to open as a food retailer, GST registration for retail prices on food sold direct to non-members.

Members pay fee and get goods at cost, non-members are able to browse and purchase from shop at a retail price – a similar system to Farmlands.

At step 3 TT OFC will probably need to have accountant.

If we are to progress to Step 3 we will need to have members meetings to decide how/when, whether it is a good/nessesary progression etc.

Timeline:

Day 1. Get Chantals list and simplify to an Excel spreadsheet for the basics.

Send to Kazna and Tiaho for feedback/alterations

Day 2. Send to wider TT list with an appeal to members

Directly call/contact the 10 people most likely to be interested.

By Monday 4th (?) Set up a bank account for OFC – preferably under TT OC, possibly separate joint-name account.

Appeal to TT list and beyond for physical items needed and ‘sponsorship’.  (Annual membership to be encouraged?)  Advertise in Homegrownmarket for ‘wanted’.

First order needs to be made, paid for, delivered and boxed for individuals by Sunday 17th for ‘opening’.

Thursday August 15 article published in Opotiki News about food co-op.  What’s on ad for public meeting on Sunday 17th, where people will be able to see the boxes of food for the initial members order.  First meeting can also be a fundraiser event.

More details

TT OFC will adopt the set of guiding principles from the Ashbrook co-op, which will be published on our TT site.

All pricelists will be published in full online so people can request additions to the basics list as their needs require.

From send out of weekly price-lists to receiving orders and payments back should take no more than 3 days.  (takes one day for $ to appear in bank account, so for eg. if prices distributed on a Friday evening, should be able to order to Chantalls by Tues evening for distribution on Friday depending on delivery times)

First order needs to be delivered by Friday 16th, so must be ordered previous Tues to be on safe side?

Need to call other co-ops in NZ or Chantals to find out how they deal with Freight charges. 

Call Chantalls to ask for discount for first operating period while getting established?

Ngaitai Iwi Authority Trust are interested in a Joint Venture with this project.  Details need to be worked out what that JV would entail.

Proposal to Ngaitai Trust to use the foyer and windowless office attached as a distribution/food storage facility for the TT OFC.

TTOC then able to use the facility as a venue for public meetings, eg Green Screenings, to raise funds for TTOC projects such as OFC, Garden Make-overs, local market etc.

TTOC to approach sustainable businesses for sponsorship for display spaces in meeting area.  Eg Solar hot water, Energy Options etc.

TTOC needs a treasurer to look after accounts.

Where there is a NZ or Australian option preference will be given to buying local and reducing food miles.

All food should be assumed to be, and paid for at the higher price (less than a full box/bag) and if a full box is achieved through combined orders all people buying that product will receive a credit for their next order.

I called Chantalls and asked about prices etc.  White flour from Australia sells out very quickly.  Some products sold out in between seasons, so will send them the short-list to check that all are available before order.  FORGOT to ask about freight calculations. Doh.