Find Out What ALL the Co-op Committees Are Up To!

Each month, our 10 standing and ad hoc committees and working groups submit to our Board of Directors a short report of what they've been working, things they've accomplished and challenges they've encountered over the month. In our continuing effort to give the Co-op's member-owners (and anyone interested in becoming a member-owner) access to as much information as possible about what's happening "behind the scenes" we are sharing these reports with you. Below you'll find reports submitted to the board and shared in print with the members who attended the Fall General Membership Meeting on October 17. If you have any questions about anything you see here or would like to be part of one of these committees (and take that first step toward running for the board this spring!) please email general@southphillyfoodcoop.org.

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We're hiring! Capital Campaign Coordinator Position

Capital Campaign Coordinator position

Overview:
The South Philadelphia Food Co-op's mission is to open a member-owned cooperative grocery store that makes good food available at a fair price to all residents of South Philadelphia, while empowering the local community through sustainable practices, food-centric education, outreach, and community building.

We are accepting applications for the part-time contracted position of Capital Campaign Coordinator until the position is filled.  To apply, please submit a resume and cover letter to Board Member, Anna Shipp at anna.shipp@gmail.com.

Responsibilities:

Develop plan for $500k Capital Campaign based on the FCI Member Loan Toolbox or other proven method.

● Create plan, goals (members, $ per member, $s, # meetings), budget, timeline, and tracking system for a Capital Campaign with help of the Operations, Legal and Membership committees and the Board.
● The financial goal of the Capital Campaign is a combination of additional Member Equity along with Member Loans.

Oversee and Implement the Capital Campaign.

● Recruit and lead the team that will perform the Campaign.
● Develop a communication plan for team members, Board, and member-owners.
● Coordinate efforts with the Membership, Program & Events, and Marketing and Communication Committees.
● Track all aspects of the Capital Campaign.

Promote Capital Campaign and build overall momentum.

● Work with the Marketing and Communications Committee to develop a marketing strategy for the campaign.
● Ensure important announcements and campaign progress updates are created and distributed, with the help of Marketing and Communications committee.
● Develop promotional budget, plan and materials list.

Reporting to the Member Loan Committee Chair and the Board

● Report directly the Member Loan Committee Chair.
● Submit written weekly reports via email to the President and the Board.
● Report monthly in person at the Board meetings.
● Ensure that during the implementation phase of the campaign, updates via tracking system are generated and disseminated daily.

Qualifications

● Strong interpersonal/networking and communication skills
● Motivated self-starter
● Experience with non-profit/major donor fundraising and/or capital raising and community organizing (preferably in South Philadelphia)
● Detail oriented, ability to work on deadlines
● Familiarity with CRM database
● Ability to recruit and mobilize a team of volunteers
● Strong computer literacy skills
● Commitment to the mission and goals of the South Philly Food Co-op

Terms of Position

• 15-25 hours per week
• $20-25 per hour
• Likely 3-4 month duration
• Flexible schedule required: occasional evenings and weekends
• Contract for hire (must submit own taxes)

What day and time of day is best for the Fall General Membership Meeting?

calendar-questionHi Co-op folks! Members and non-members alike who have any interest at all in attending the Fall General Membership (date: TBD), we want to hear from you.

Please take this SHORT survey to let us know what day of the week and time of day works best for you so we can schedule the meeting.

How ARE we picking a location? Here's insight into the process

Judging from the Question and Answer session at our Spring General Membership Meeting, the biggest issue on everyone's mind is our location choosing process. Not a big surprise! The Real Estate Committee is now actively seeking and looking at locations and have visited a number of them. Our members understand the importance of keeping a tight lid on information about exactly which locations the Real Estate Committee has seen. Mentioning any specific spot puts us at risk for powering up the rumor mill. Before we know it, dozens of people will think we've found a location and may even join the Co-op because of that spot. That would put us in the very awkward position of having to explain to someone that, in fact, the place they thought we would be opening was just one of many sites considered by the Real Estate Committee. One-way train to disappointmentville!

But we do want to be as open as possible about how the Committee is evaluating locations. To that end, we've gotten a copy of the form that Real Estate developed before beginning the site-visitation phase of the process. You can download the form here to get a look at all of the different criteria being considered. This information is the first step. Sites that show promise and merit serious consideration are then passed along for a professional site analysis done which will answer questions about the revenue-generating potential of the location based on characteristics of the building, local demographics, ease of access, proximity to members, etc.

We hope this helps give members and not-yet members an idea of how the Real Estate Committee is approaching this monumental task. While they can't reveal locations under consideration, you can always get in touch with them to suggest locations that you may have encountered in your neighborhood. So far the Committee has considered over 15 properties, many of which were suggested by Co-op members! The ideal space is lurking out there somewhere but we (all of us... members, volunteers and committee members) have to find it!

Now that you see the criteria used by the committee when visiting a site, you may even be able to provide some info with your suggestion. Questions or suggestions can go to general@southphillyfoodcoop.org.


Follow the Co-op's progress by reading the monthly committee reports!

It is time once again to share our monthly committee reports with our membership and others who are interested in what we are doing to bring the Co-op to fruition. We have several active committees staffed by dedicated, hard-working volunteers whose one goal is get this Co-op built. As you can see from the reports below, the summer Growing Season has been pretty busy so far and we'll be working hard over the next couple months to accomplish our overall goal of recruiting enough new members to open our store.

Can you help us out?. If you’re a member who wants to make a HUGE difference in how fast we can get to the ribbon cutting for the Co-op, please consider volunteering to serve on one of these committees. The report below will help you determine which activities fit with your skill set or are among skills that you’re hoping to learn. (You can also download the report here.)

Treasury (Jay Tarlecki)

Updates:

  • Statement of Activities & Statement of Financial Position.  Records are only updated to 5/24/2013, bookkeeping a bit behind schedule this month.

  • Bank Reconciliation

  • Fair Food account bank reconciliation.  This is not yet included with the standard report numbers.  Rather than re-work everything now, this issue will be addressed during the upcoming Quickbooks integration.

  • TRF Report and to be discussed later in meeting

  • FY14 budget actuals current as of 6/14/2013 (attached) and to be discussed later in meeting


Upcoming:

  • Treasurer playbook, in progress

  • Looking for CPA to handle taxes moving forward, no luck finding one that handles co-op so far. Talked to one who handles cooperatives, but he would like to meet in person in Lancaster, PA.  Working to find someone more local.  Still awaiting CPA approval of FY13 final numbers, will likely need a new option.

  • Will be asking for another $5,000+ disbursement from TRF this week (money can only be released in $5,000 increments)

  • Develop new bank deposit form, in progress

Members in good standing may request to see current financials

Bookkeeping (Molly Peterman)

Move from member records in excel to QuickBooks for accounting and tracking needs

  • Begin using QuickBooks at start of FY14 - Refer to Board proposal for professional assistance for QB implementation

  • Begin transition of past FYs to QuickBooks on 6/1/13 after FY13 is officially closed out- Implementation proposal includes transition of historical data

  • Provide reliable and accurate financial stewardship to people who have trusted us with their money records are reconciled

  • Written policy and procedure manual for member tracking, CRM entry, and bookkeeping practices. Pending

  • Monthly reconciliation for banking
    Records reconciled as of 6/16.

  • Current active member count is 479 (members in good standing = 425 and equity past-due = 54). Cash on hand = $67,062. (excluding $1,750 transferred to Fair Foods).  Non-equity cash = ($1,295) Note- negative due to pending grant-related reimbursement.

  • CRM database and QuickBooks to be updated twice a month. Done

  • Membership cards and welcome letters to be mailed once a month mailed at least once every calendar month

  • Assist with development and conversion to the Co-op’s CRM system. Pending

  • Distribute membership certificate shares at each general meeting distributed at Spring Member Meeting

Business Outreach (Dana Mitchell)

Business Outreach has received a new SSP application from a local chiropractor office and is processing. BO will be contacting the current SSP businesses for potential garden your sponsors. This will be accomplished by contacting them via email and in person. BO appreciates any assistance from other members, or recommendations on businesses to contact.

Grants (Maria Sourbeer)

We did not receive the recent grant from TRF.  Grants followed up with TRF for feedback and will report if/when they respond. We were awarded CDC service grant and board will discuss acceptance and $1500 service fee.  Pending responses from Clif Family Foundation and PAF applications.  Last year's Philadelphia Activities Fund report due June 30, 2013, Events has kindly agreed to submit. We continue to research and update our database. Top on our radar is the Food Coop Initiative seed grant due August 1st for up to $10,000 and requires matching funds.

NationBuilder buildout (Melanie Myers)

No report submitted

Leadership (Aubrey Jones)

The Leadership Committee does not have anything to report at this time. We are planning to meet soon to discuss long term goals and leadership strategies.

Legal (Josh Richards)

The legal committee has been focusing its efforts on getting the member loan committee up and running. Apart from that, the Committee has reviewed and signed off on an agreement with the Community Design Collaborative and coordinated with discussions on site selection and presentations to potential sources of funding.

Marketing and Communication (Dan Pohlig)

The Marketing and Communications Committee recently completed a design and print project to create 10" x 14" posters featuring quotes from members telling the story about why the Co-op will be good for the community or for their own households. Marketing and Communications intends to contact Business Outreach and Membership to discuss distribution of these posters to local shops and bulletin boards as well as to members who would like to display them in their front windows. The Committee continues to recruit new volunteers to join and help out with the work of spreading the word about the Co-op and increasing awareness among the residents of the community. Marketing and Communications has also been working to brand summer 2013 as "Growing Season" for the Co-op to provide a unified theme for all communications this summer. All committees are encouraged to work the language of growth, gardening, farming, fertility, activity, working etc. and avoid words like vacation, shore, break, lazy, sleepy, etc. when describing the Co-op's activities over the summer. The Committee is also taking up work of overseeing email communications that had been done by the Membership Committee during the 75in75 campaign. Finally, the Committee has begun investigating paid forms of advertising including print ads that would leverage the new posters in publications like Grid.

Member Loan Committee (Josh Richards)

The member loan committee met three times since the last Board meeting, and has made substantial headway in preparing draft recommendations regarding details of the member loan campaign for presentation to the Board. We will present these recommendations at the June Board meeting. The committee has worked to collect and synthesize materials from other member loan campaigns in preparing its recommendations. Josh Richards has met with counsel from three firms to work toward a recommendation of counsel to hire to prepare legal documents in connection with the member loan campaign. The most serious outstanding action item is the hiring of a paid contractor to direct the campaign, which process Anna Shipp has contributed to mightily this month in preparing a draft job description for presentation to the Board. Josh Richards and Alison Fritz also had a lengthy phone call with Leah Pillsbury who led Mariposa’s recent successful capital campaign.

Membership (Cassie Plummer)

The Membership Committee is currently focusing on supporting the CRM (NationBuilder) implementation to ensure appropriate data transfer/capture. We will be working to setting up processes for use of NationBuilder: adding data, searching data, mailing list onboarding/outreach, new member onboarding/welcome, volunteer management, interaction documentation. We will put together a playbook for these items and offer training.

Please see the separately submitted proposal for changing the payment plan offering to launch with the NationBuilder site.

Committee is working with Bookkeeping to send out equity reminders and may need to postpone this since the switch to NationBuilder is near and may change the process slightly.

Committee is in the process of collecting/documenting feedback from the May General Meeting and will begin thinking about venues/dates for the October meeting.

Committee is working with P/E to plan a series of “local” potlucks in several different neighborhoods – which will function similar to a house party with an update and call to join but will be open to anyone, members and non-members.

Committee is thinking about ways to improve our volunteer onboarding and hope to offer monthly volunteer trainings beginning in the fall.

Committee report the success of the Coffee With the Co-op Campaign: 29 new members joined at Coffee With the Co-op events, ~100 new additions to the mailing list from these events. We sent out 265 postcards to our most highly engaged mailing list followers announcing Coffee with the Co-op and distributed 135 postcards through the participating coffee shops.

  • Positive feedback was given for the design of the postcard.

  • Only one person who we sent a postcard to actually joined at one of the Coffee with the Co-op events.

  • Seven people who were sent postcards joined online via wufoo during the Coffee with the Co-op time period (3/15/2013 to 5/18/2013)


We have 30+ mugs remaining for future Coffee with the Co-op events. To avoid some of the scheduling issues we experienced this spring, we recommend scheduling fewer events, spreading out over several months, and not booking 2 events for the same day.

Operations Committee (Alison Fritz)

Ops continues to oversee outreach to potential lenders.  Members of the committee and board have met with representatives from several lenders.  So far the response has been positive however our lack of collateral will limit the amount we can borrow.   All agencies have said that we should schedule another meeting when we have specific location in mind.

Working in tandem with Real Estate Committee, Ops has created site specific pro formas to reflect new information as it becomes available from lenders and potential landlords.   Ops has also looked into site analysis vendor referred by TRF, Dakota Worldwide (MN).  The committee is securing samples and references on both Dakota and CDS and will make a recommendation to the board as to which vendor the Co-op should contract with.

Ops discussed store programming and suggests the following product mix to be used when considering store layout options for a 3,000sqft store:  Produce, bulk, dry goods, dairy, frozen, wellness (health and beauty), grab n go (sandwiches, salads), prepackaged meat and fish, baked goods (not made on site), beverages.

In process: 1.) business plan (in addition to editing of existing sections we need to write a 5-year vision, marketing plan, and executive summary). 2.) matching “actuals” to “projected” Sources and Uses on pro forma, 3.) Identify potential DCED grants for equipment purchases.

Upcoming work includes:  1.) guidelines for electronic documentation storage, 2.) a primer on the Co-op’s sources and uses so committee members understand the basics.

Programs and Events   (Leigh Goldenberg)

Programs and Events hosted two packed, buzzed-about events in June - a pallet gardening workshop at South Philly High School and a Hot Dog Happy Hour at Underdogs, which drew a diverse representation of our membership and signed up new members. The committee is in the thick of recruiting gardens and sponsors for the 3rd Annual South Philadelphia Garden Tour, on Saturday September 7. The participation of all committees and members is encouraged, by connecting the Co-op with potential sponsors and driving word-of-mouth for the event. Please contact Committee Chair Leigh Goldenberg at leighgoldenberg@gmail.com for a complete sponsorship packet.

Throughout the summer, Programs and Events will also staff tables at community events and farmers markets. Additional activities are planned for later in the summer to partner with local businesses and to work with members to hosting potlucks and house parties in an effort to keep up the momentum of our growing membership numbers.

Real Estate (Megan Kiesel)

The real estate committee has been working to identify, visit and vet potential sites for the co-op. We have visited several potential locations. In addition, we are engaging representatives from other local co-ops and contractors as necessary to confirm the viability of potential sites, requiring several visits to potential sites.

Speakers Bureau (Katy Travaline)

The Speakers Bureau has presented at a total of 5 events in 2013 and has been helping to coordinate speakers for Co-op House Parties and other events, which are not included in this total. A speaker will be speaking at the Energy Co-op’s Co-op Fair on June 17th.

An attempt to recruit new speakers at the General Membership Meeting on May 19, 2013 yielded no new speakers, but we did obtain a few good ideas and contacts for potential speaking engagements.

The goals for June and July are as follows:

The Speakers Bureau outreach binders will now be updated with the updated talking points. We are actively seeking more speaking opportunities and more speakers. All suggestions and volunteers are welcome. A number of speaking engagements are in the works (4 civic associations; 3 special events; a few house parties). We will also plan to hold a Speakers Training Workshop. Details to follow.

Become a Sponsor of the South Philly Garden Tour!

We're hard at work gearing up for our biggest annual fundraiser, the South Philly Garden Tour, and we're on the lookout for folks who want to get involved by becoming a sponsor!

As a sponsor of the Garden Tour, your organization (which doesn't need to be located in South Philly) will have the opportunity to reach a diverse group of approximately 200 Garden Tour attendees and 500 South Philly Food Co-op members, and the Co-op’s 5,000-plus constituents. Sponsorships range from $100 to $1,000 and offer a variety of benefits, outlined below.

At this highly anticipated event, Co-op and community members come together to celebrate and enjoy a spectacular showcase of 10 to 15 unique private and community gardens on a self-guided walking tour. This year's tour, to be held Saturday, September 7, from 1 to 5 p.m., focuses on the gardens of the South Broad Street corridor (Washington to Snyder, 11th to 17th); ticket-holders will start their green journey at our Garden Tour Hub at South Philly High School, where various local vendors will offer refreshments and family-friendly activities will be ongoing throughout the day. (Check out photos of last year's tour here.)

Sponsorship funds will not only cover the costs of the Garden Tour and our other programs and events, but will directly support plans to open the store including funds for our member loan coordinator and site analysis. In short, sponsors can directly influence the opening of the store!

Our ambitious deadline for securing sponsors is July 1, so if you're interested in a sponsorship opportunity, email events@southphillyfoodcoop.org today!

Sponsorship Opportunities


BROAD STREET SPONSOR ($1,000)




  • 10 Garden Tour Tickets ($200 value)

  • Full-page ad in the Garden Tour program for the day of the tour

  • Name and logo recognition on the South Philly Food Co-op website, as well as mentions on social media (with access to 2,000 person e-mail list, nearly 2,000 Facebook fans, and over 800 Twitter followers)

  • Name and logo recognition as lead Garden Tour sponsor on all advertisements and print materials including Garden Tour tote bags, Location Marker Signage, Sponsor banner at Garden Tour hub, Garden Tour flyers, programs and tickets.

  • Opportunity to have a table or other promotional display at either the Garden Tour hub or Garden Tour stop, as well as inclusion of display location on route map

  • Opportunity to provide promotional materials to 150-200 Garden Tour participants


SNYDER AVENUE SPONSOR ($500)




  • 5 Garden Tour Tickets ($100 value)

  • Half-page ad in the Garden Tour program for the day of the tour

  • Name and logo recognition on the South Philly Food Co-op website, as well as mentions on social media (with access to 2,000 person e-mail list, nearly 2,000 Facebook fans, and over 800 Twitter followers)

  • Name recognition on all advertisements and print materials including Garden Tour tote bags, Location Marker Signage, Sponsor banner at Garden Tour hub, Garden Tour flyers, programs and tickets.

  • Opportunity to have a table or other promotional display at either the Garden Tour hub or Garden Tour stop, as well as inclusion of display location on route map

  • Opportunity to provide promotional materials to 150-200 Garden Tour participants


WHARTON STREET SPONSOR ($250)




  • 4 Garden Tour Tickets ($80 value)

  • Logo recognition in Garden Tour program for the day of the tour

  • Name recognition on the South Philly Food Co-op website, as well as mentions on social media (with access to 2,000 person e-mail list, nearly 2,000 Facebook fans, and over 800 Twitter followers)

  • Name recognition on sponsor banner at Garden Tour hub

  • Opportunity to provide promotional materials to 150-200 Garden Tour participants


CARLISLE STREET SPONSOR ($100)




  • 2 Garden Tour Ticket ($40 value)

  • Name recognition in the Garden Tour program for the day of the tour

  • Name recognition on sponsor banner at the Garden Tour hub

  • Name recognition on South Philly Food Co-op website

  • Opportunity to provide promotional materials to 150-200 Garden Tour participants



From our e-mail bag: When is the Co-op going to open?

We encourage anyone - members, non-members, "not yet" members - to email us any time they have a question, comment or suggestion. Engaged and curious members are what will make this Co-op successful and sustainable. Occasionally, we get a question that we think should be shared with everyone along with the answer to the question. This is one of those:
We've been members of the Co-op now for awhile, but it doesn't seem to be going anywhere. I thought once we reached 400 members that something would happen. Now we're up to 600 members for the goal. Several of us are getting tired of waiting around for a virtual co-op and are unclear what the holdup is. I'm afraid I don't have the time to regularly attend meetings, but I do try to read some of the emails and I'm just not clear on the delay reasons. Thanks for any updates.
First, thanks for taking the time to reach out with your questions. We try as hard as we can to keep our members as informed as possible about the overall process for starting the Co-op and the significance of each milestone goal but there are always ways we can improve on delivering that message. We realize that the length of time that it takes to get a co-op operating can be daunting and that it requires a great deal of patience on the part of our members as we go through this process. The member milestones are taken from best practices that successful co-ops all around the U.S. have followed when starting up. As you can see from the timeline for opening that we’ve had in place since we began recruiting members in June of 2011, each milestone corresponds to a specific set of tasks that also need to be done before moving on to the next stage. We try to communicate each time we reach a milestone - first 250, then 400, next is 600 and so on - what the achievement of that milestone allows us to do (i.e. we would not have wanted to start a location search before 400, etc.). From the beginning we've estimated that the Co-op would likely open sometime in early to mid (eta: to late) 2014 and we are so far still on pace for that and not currently experiencing any delays in our original timeline. We’ve been working to educate people that this is necessarily a long process in order to ensure that upon opening the store will be around for a long, long time. The volunteers and member-owners who are making the Co-op happen are working hard every day to move to that next stage where we will have a location picked and begin fitting it out for opening. Our real estate committee has gone on a number of site visits and is narrowing down locations to a few that we will do professional site analyses on to confirm their suitability and viability. We have made the choice not to publicly talk about which locations they are visiting so as to avoid starting the rumor mill that "X" location is where the Co-op will be located. We realize this limits us in what we can communicate to the membership as a whole but the downside of the rumor mill makes it necessary. We simply don't want to be in a position where anyone joins because they think the Co-op will be located in a specific place only to find out later that it was never going to be there. Speaking of membership, our membership committee has continued to push hard since the end of our recently completed, very successful campaign. We continue to have members signing up every week. Our hope is that by the time our Garden Tour fundraiser in September comes around we’ll also be celebrating that 600-member milestone AND the selection of a site that will move us on to pre-construction. Again, thanks for taking the time to get in touch with us and, of course, thank you for being a member. Being a member is the single most important thing you can do to help get the store open. We’re making great progress and will get there soon! Feel free to reach out to us directly with any further questions. P.S. Please share this information with the other people you reference in your email and extend my invitation to them to communicate with us directly if they have any questions.

Take a look "behind the scenes" at the Co-op

As we've been doing for a few months now, we want to share our monthly committee reports with our membership and those who are thinking of becoming members. We have several active committees staffed by dedicated, hard-working volunteers whose one goal is get this Co-op built. As you can see from the reports below, we've all been pretty busy trying to accomplish that goal. But we need help. If you're a member who wants to make a HUGE difference in how fast we can get to the ribbon cutting for the Co-op, please consider volunteering to serve on one of these committees. The report below - which was available in hard copy at our Spring General Membership Meeting - will help you determine which activities fit with your skill set or are among skills that you're hoping to learn. (You can also download the report here.) May 2013 Committee Updates Submitted to the general membership on 5/17/13 Treasury (Jay Tarlecki)
  • Statement of Activities and Statement of Financial Position and bank reconciliation submitted to the board on a monthly basis.
  • Still awaiting final CPA approval of FY13 final numbers
  • Reviewed outstanding member equity numbers as briefly discussed in April board meeting.  Pledged but not received for all calendar years = $26,647. Of that total, $5,050 is currently past due.

 Upcoming:

  • Develop new bank deposit form, in progress
  • Treasurer playbook
  • Looking for CPA to handle taxes moving forward, no luck finding one that handles co-op so far
Bookkeeping (Molly Peterman)
  • Move from member records in excel to QuickBooks for accounting and tracking needs
    • Begin using QuickBooks at start of FY14 - Not implemented
    •  Begin transition of past FYs to QuickBooks on 6/1/13 after FY13 is officially closed out- Soliciting quotes for support in implementing QB
  • Provide reliable and accurate financial stewardship to people who have trusted us with their money records are reconciled
  • Written policy and procedure manual for member tracking, CRM entry, and bookkeeping practices. DEADLINE TBD based on CRM selection Pending
  • Monthly reconciliation for banking Records reconciled as of 5/16. Current active member count is 466 (members in good standing = 411 and equity past-due = 55). Cash on hand = $67,602. (excluding $1,750 transferred to Fair Food account). Non-equity cash = $1,270.
  • CRM database and QuickBooks to be updated twice a month. Done
  • Membership cards and welcome letters to be mailed once a month mailed at least once every calendar month
  • Assist with development and conversion to the Co-op’s CRM system. Pending
  • Distribute membership certificate shares at each general meeting list provided for 5/19 meeting
Business Outreach (Dana Mitchell) Business Outreach successfully rounded up some sweet swag for the 100 in 75 campaign, thank you to all who helped in that endeavor! Please welcome The Yoga Garden, our newest Shop South Philly Partner (#22). BO responded to inquiries and contacted Shot Tower Coffee, Blackbird Pizza, and Dig Yoga about SSP and are awaiting their reply.  BO contacted Girls Can Tell regarding their new company Occassionette, and whether changes to the SSP page needed to be made. BO received a request to change the offer for Wake Up Yoga and has submitted it to marketing/communications. If anyone knows of a business that may be interested in participating in SSP, please email danammitch@gmail.com so BO can contact them. Finally, BO will be focusing on recruiting business sponsorships for the Garden Tour and other upcoming events. Any help with recruiting sponsors will be greatly appreciated! Grants (Maria Sourbeer (formerly Camoratto)) CCMA application was approved and we were awarded two scholarships to the Austin conference June 6 - 8. TRF, Community Design Collaborative and Clif Family Foundation applications are still pending response. We worked to get the Philadelphia Activity Fund grant application submitted this month and we're pending response.  Last year's Philadelphia Activities Fund report due in June 2013; working with Programs and Events to submit final report.  We continue to research and update our database. On our radar are: Philadelphia Foundation which has a rolling application for technical assistance, NIFA, Del. Valley Grant Makers, Bank of America Foundation, Wallace Center and Impact 100. IT Committee (Melanie Myers) The committee has moved forward with the migration of our existing website to NationBuilder. Veracity has access to our website and design files, and they will be working on the site design over the next two weeks.  At that point they will be ready to show us the design and start discussing moving our data on the site. The new site won't go live until we are done with everything, therefore we keep our current site live until then.  Melanie sent the invoice to Jay to see if the form needs to be filled out for payment. Leadership (Aubrey Jones) Prepared for 5/19 board elections and will be developing more comprehensive recruitment and succession planning for future. Legal (Josh Richards) The legal committee has had no substantive tasks this month, but is working to organize and begin work with the Member Loan Committee. The first Member Loan Committee meeting was rescheduled to May 21. Marketing and Communication (Dan Pohlig) The Marketing and Communications Committee is in the process of completing a revised draft of messaging documents to be used by senior volunteers and members of the Speakers Bureau. The Committee just completed the design of promotional posters that use testimonials from current members to tell several stories about why people have chosen to join the Co-op. Posters are in final QC and will be sent to print by end of May. The Committee has also put forward its chair to be liaison to the working group that is executing the transition of the website to the Nation Builder platform. Finally, the Committee has begun a push for new volunteers. The chair has received a set of contact information from survey respondents who indicated interest in doing communications work for the Co-op. The Marketing and Communications Committee is looking for a few of our member-owners to step up and help out with our efforts to spread the word about the Co-op to new people and create compelling messaging that convinces those who are aware of us to take the next step and join. If you can string together a few sentences about what made you want to join the Co-op and have an idea of what might make others want to join, then this is the committee for you! Specific tasks include: posting to our Facebook page and Twitter account, drafting press releases and media advisories, advising other committees on messaging and language for external communications and creating promotional materials.  If interested in helping out, the next meeting is scheduled for Tuesday, May 21, 2013 at 6:30pm.  Or email dan.pohlig@gmail.com Membership (Cassie Plummer) The Membership Committee oversees co-op member-owner relationships. We manage volunteers, new member-owner welcomes, membership account tracking and a whole lot more! We’re a behind the scenes group that collaborates with Programs and Events Committee and the Marketing and Communications committee to develop and execute new member recruitment initiatives. We are currently working on developing the next stage of recruitment tactics and volunteer program development. In the upcoming months, we plan to mobilize our current members to recruit new Co-op members – we want you to host Eat and Greet House Parties, invite us to your block party, and participate in our training for neighborhood outreach (coming soon). We are also looking to use some new database technology to help us target highly engaged not-yet members, people newly added to mailing list, and neighborhood networks. We could use help in the following areas:
  • volunteer management (you can do this all by email)
  • neighborhood outreach (we’ll provide the training!)
  • hosting Eat and Greet Potluck dinners or other creative events for your neighborhood/friend network
Please come join us and help us reach our next membership goal! Operations Committee (Alison Fritz) Operations continues to work on the business plan with CDS consultant Mel Braverman.  We have all of the components and are going to be doing a major edit over the next two weeks.  The pro forma is a work in progress and numbers are adjusted regularly as new information is available.  Operations is working closely with Real Estate and will update the financial with site specific numbers as we continue to vet potential locations.  Upcoming work includes: 1.)developing programing model for the Co-op (ie. What products and services will we offer/will we have room for in the proposed 3,000sqft retail space), 2.) guidelines for electronic documentation storage, 3.) a primer on the Co-op’s sources and uses so committee members understand the basics. Operations also oversees outreach to potential lenders; Alison and Maria will meet with representatives from LEAF and NCDF at the CCMA conference in Austen June 6 – 8.  Plan to approach Philadelphia based lenders is in process and some initial contacts have been made. Programs and Events   (Leigh Goldenberg) Programs and Events wrapped up a busy spring season with a celebration of our 75 Members in 75 Days campaign at Fountain Porter. We welcomed nearly 40 guests and gave away prizes from our generous Shop South Philly Partners. Last week, we took a small group on a tour of Mariposa Co-op and hope to continue tours of local Co-ops throughout the summer and fall in tandem with the Real Estate Committee. In June, the committee has scheduled two free events - a pallet gardening workshop at South Philly High School and a happy hour at Underdogs, sponsored by Victory Brewing Company. The committee's focus is turning to the 3rd Annual South Philadelphia Garden Tour on Saturday, September 7. The tour will focus on Broad Street and surrounding blocks. In the coming month, they will focus on securing gardens to participate and local businesses to sponsor the event. Volunteers are welcome to assist in this event, the Co-op's largest fundraiser of the year. Real Estate (Megan Kiesel) The real estate committee has narrowed down our real estate agent search to two agents. We interviewed both by phone and in person. We are currently investigating a couple of opportunities and getting our pro forma and business plan finalized before we make a final decision on which agent should represent us. In the meantime we continue to compile a list of potential spaces and have two member real estate agents who will help us to schedule visits. We worked with the grants committee to submit an application for the Community Design Collaborative and participated in a follow up meeting. We expect to hear an update shortly. Speakers Bureau (Katy Travaline) The Speakers Bureau has presented at a total of 5 events in 2013 and has been helping to coordinate speakers for Co-op House Parties and other events, which are not included in this total. The Bureau coordinated with the Marketing and Communications Committee on updating the talking points and materials to be used at speaking events on April 24.  The Speakers Bureau outreach binders will now be updated once the talking points are finalized. The goals for May and June are as follows: We are actively seeking more speaking opportunities and more speakers. All suggestions and volunteers are welcome. Toward this goal, the following steps have been taken: 1) a number of civic organizations and community contacts (four, at the time of this committee report) have been contacted to schedule speaking events; 2) current members of the Speakers Bureau have been contacted to encourage them to review the list of potential speaking engagements and make recommendations for additions as well as to reach out to organizations to schedule events themselves; 3) a few potential speaking events have been added to the list; and 4) plans have been made to recruit speakers at the General Membership Meeting on May 19, 2013. We will also plan to hold a Speakers Training Workshop. Details to follow.

Take a look "behind the scenes" at the Co-op

As we've been doing for a few months now, we want to share our monthly committee reports with our membership and those who are thinking of becoming members. We have several active committees staffed by dedicated, hard-working volunteers whose one goal is get this Co-op built. As you can see from the reports below, we've all been pretty busy trying to accomplish that goal. But we need help. If you're a member who wants to make a HUGE difference in how fast we can get to the ribbon cutting for the Co-op, please consider volunteering to serve on one of these committees. The report below - which was available in hard copy at our Spring General Membership Meeting - will help you determine which activities fit with your skill set or are among skills that you're hoping to learn. (You can also download the report here.) May 2013 Committee Updates Submitted to the general membership on 5/17/13 Treasury (Jay Tarlecki)
  • Statement of Activities and Statement of Financial Position and bank reconciliation submitted to the board on a monthly basis.
  • Still awaiting final CPA approval of FY13 final numbers
  • Reviewed outstanding member equity numbers as briefly discussed in April board meeting.  Pledged but not received for all calendar years = $26,647. Of that total, $5,050 is currently past due.

 Upcoming:

  • Develop new bank deposit form, in progress
  • Treasurer playbook
  • Looking for CPA to handle taxes moving forward, no luck finding one that handles co-op so far
Bookkeeping (Molly Peterman)
  • Move from member records in excel to QuickBooks for accounting and tracking needs
    • Begin using QuickBooks at start of FY14 - Not implemented
    •  Begin transition of past FYs to QuickBooks on 6/1/13 after FY13 is officially closed out- Soliciting quotes for support in implementing QB
  • Provide reliable and accurate financial stewardship to people who have trusted us with their money records are reconciled
  • Written policy and procedure manual for member tracking, CRM entry, and bookkeeping practices. DEADLINE TBD based on CRM selection Pending
  • Monthly reconciliation for banking Records reconciled as of 5/16. Current active member count is 466 (members in good standing = 411 and equity past-due = 55). Cash on hand = $67,602. (excluding $1,750 transferred to Fair Food account). Non-equity cash = $1,270.
  • CRM database and QuickBooks to be updated twice a month. Done
  • Membership cards and welcome letters to be mailed once a month mailed at least once every calendar month
  • Assist with development and conversion to the Co-op’s CRM system. Pending
  • Distribute membership certificate shares at each general meeting list provided for 5/19 meeting
Business Outreach (Dana Mitchell) Business Outreach successfully rounded up some sweet swag for the 100 in 75 campaign, thank you to all who helped in that endeavor! Please welcome The Yoga Garden, our newest Shop South Philly Partner (#22). BO responded to inquiries and contacted Shot Tower Coffee, Blackbird Pizza, and Dig Yoga about SSP and are awaiting their reply.  BO contacted Girls Can Tell regarding their new company Occassionette, and whether changes to the SSP page needed to be made. BO received a request to change the offer for Wake Up Yoga and has submitted it to marketing/communications. If anyone knows of a business that may be interested in participating in SSP, please email danammitch@gmail.com so BO can contact them. Finally, BO will be focusing on recruiting business sponsorships for the Garden Tour and other upcoming events. Any help with recruiting sponsors will be greatly appreciated! Grants (Maria Sourbeer (formerly Camoratto)) CCMA application was approved and we were awarded two scholarships to the Austin conference June 6 - 8. TRF, Community Design Collaborative and Clif Family Foundation applications are still pending response. We worked to get the Philadelphia Activity Fund grant application submitted this month and we're pending response.  Last year's Philadelphia Activities Fund report due in June 2013; working with Programs and Events to submit final report.  We continue to research and update our database. On our radar are: Philadelphia Foundation which has a rolling application for technical assistance, NIFA, Del. Valley Grant Makers, Bank of America Foundation, Wallace Center and Impact 100. IT Committee (Melanie Myers) The committee has moved forward with the migration of our existing website to NationBuilder. Veracity has access to our website and design files, and they will be working on the site design over the next two weeks.  At that point they will be ready to show us the design and start discussing moving our data on the site. The new site won't go live until we are done with everything, therefore we keep our current site live until then.  Melanie sent the invoice to Jay to see if the form needs to be filled out for payment. Leadership (Aubrey Jones) Prepared for 5/19 board elections and will be developing more comprehensive recruitment and succession planning for future. Legal (Josh Richards) The legal committee has had no substantive tasks this month, but is working to organize and begin work with the Member Loan Committee. The first Member Loan Committee meeting was rescheduled to May 21. Marketing and Communication (Dan Pohlig) The Marketing and Communications Committee is in the process of completing a revised draft of messaging documents to be used by senior volunteers and members of the Speakers Bureau. The Committee just completed the design of promotional posters that use testimonials from current members to tell several stories about why people have chosen to join the Co-op. Posters are in final QC and will be sent to print by end of May. The Committee has also put forward its chair to be liaison to the working group that is executing the transition of the website to the Nation Builder platform. Finally, the Committee has begun a push for new volunteers. The chair has received a set of contact information from survey respondents who indicated interest in doing communications work for the Co-op. The Marketing and Communications Committee is looking for a few of our member-owners to step up and help out with our efforts to spread the word about the Co-op to new people and create compelling messaging that convinces those who are aware of us to take the next step and join. If you can string together a few sentences about what made you want to join the Co-op and have an idea of what might make others want to join, then this is the committee for you! Specific tasks include: posting to our Facebook page and Twitter account, drafting press releases and media advisories, advising other committees on messaging and language for external communications and creating promotional materials.  If interested in helping out, the next meeting is scheduled for Tuesday, May 21, 2013 at 6:30pm.  Or email dan.pohlig@gmail.com Membership (Cassie Plummer) The Membership Committee oversees co-op member-owner relationships. We manage volunteers, new member-owner welcomes, membership account tracking and a whole lot more! We’re a behind the scenes group that collaborates with Programs and Events Committee and the Marketing and Communications committee to develop and execute new member recruitment initiatives. We are currently working on developing the next stage of recruitment tactics and volunteer program development. In the upcoming months, we plan to mobilize our current members to recruit new Co-op members – we want you to host Eat and Greet House Parties, invite us to your block party, and participate in our training for neighborhood outreach (coming soon). We are also looking to use some new database technology to help us target highly engaged not-yet members, people newly added to mailing list, and neighborhood networks. We could use help in the following areas:
  • volunteer management (you can do this all by email)
  • neighborhood outreach (we’ll provide the training!)
  • hosting Eat and Greet Potluck dinners or other creative events for your neighborhood/friend network
Please come join us and help us reach our next membership goal! Operations Committee (Alison Fritz) Operations continues to work on the business plan with CDS consultant Mel Braverman.  We have all of the components and are going to be doing a major edit over the next two weeks.  The pro forma is a work in progress and numbers are adjusted regularly as new information is available.  Operations is working closely with Real Estate and will update the financial with site specific numbers as we continue to vet potential locations.  Upcoming work includes: 1.)developing programing model for the Co-op (ie. What products and services will we offer/will we have room for in the proposed 3,000sqft retail space), 2.) guidelines for electronic documentation storage, 3.) a primer on the Co-op’s sources and uses so committee members understand the basics. Operations also oversees outreach to potential lenders; Alison and Maria will meet with representatives from LEAF and NCDF at the CCMA conference in Austen June 6 – 8.  Plan to approach Philadelphia based lenders is in process and some initial contacts have been made. Programs and Events   (Leigh Goldenberg) Programs and Events wrapped up a busy spring season with a celebration of our 75 Members in 75 Days campaign at Fountain Porter. We welcomed nearly 40 guests and gave away prizes from our generous Shop South Philly Partners. Last week, we took a small group on a tour of Mariposa Co-op and hope to continue tours of local Co-ops throughout the summer and fall in tandem with the Real Estate Committee. In June, the committee has scheduled two free events - a pallet gardening workshop at South Philly High School and a happy hour at Underdogs, sponsored by Victory Brewing Company. The committee's focus is turning to the 3rd Annual South Philadelphia Garden Tour on Saturday, September 7. The tour will focus on Broad Street and surrounding blocks. In the coming month, they will focus on securing gardens to participate and local businesses to sponsor the event. Volunteers are welcome to assist in this event, the Co-op's largest fundraiser of the year. Real Estate (Megan Kiesel) The real estate committee has narrowed down our real estate agent search to two agents. We interviewed both by phone and in person. We are currently investigating a couple of opportunities and getting our pro forma and business plan finalized before we make a final decision on which agent should represent us. In the meantime we continue to compile a list of potential spaces and have two member real estate agents who will help us to schedule visits. We worked with the grants committee to submit an application for the Community Design Collaborative and participated in a follow up meeting. We expect to hear an update shortly. Speakers Bureau (Katy Travaline) The Speakers Bureau has presented at a total of 5 events in 2013 and has been helping to coordinate speakers for Co-op House Parties and other events, which are not included in this total. The Bureau coordinated with the Marketing and Communications Committee on updating the talking points and materials to be used at speaking events on April 24.  The Speakers Bureau outreach binders will now be updated once the talking points are finalized. The goals for May and June are as follows: We are actively seeking more speaking opportunities and more speakers. All suggestions and volunteers are welcome. Toward this goal, the following steps have been taken: 1) a number of civic organizations and community contacts (four, at the time of this committee report) have been contacted to schedule speaking events; 2) current members of the Speakers Bureau have been contacted to encourage them to review the list of potential speaking engagements and make recommendations for additions as well as to reach out to organizations to schedule events themselves; 3) a few potential speaking events have been added to the list; and 4) plans have been made to recruit speakers at the General Membership Meeting on May 19, 2013. We will also plan to hold a Speakers Training Workshop. Details to follow.

The results are in: Board Elections

At last night's meeting of the South Philly Food Co-op Board of Directors, the directors who were elected at the Spring General Membership meeting on May 19, 2013 began their two-year term which will end at the Spring General Membership Meeting in 2015. The following members were elected to serve in that position:
  • Maria Sourbeer (née Camoratto)
  • Mary Beth Hertz
  • Joseph Marino
  • Cassie Plummer
  • John Raezer
These five join Alison Fritz, Jay Tarlecki, Josh Richards, Julia Koprak, and Anna Ship on the South Philly Food Co-op Board of Directors. Do you have questions or comments for any of the board members? Email general@southphillyfoodcoop.org.

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