members’ guide to Thoughtful Foods Co-op 

Part 1 - Thoughtful Foods Co-operative   1. The CO-OP ideology 2. The Birth and Growth of Thoughtful Foods 3. Legal status 4. Management Committee 4.1 Thoughtful Foods Coordinator 4.2 Membership Management 4.3 Human Resources 4.4 Stock Management 4.5 Accounts 4.6 General Shop Management 4.7 Publicity 4.8 Meeting Organiser 1. The CO-OP ideology In basic terms, a co-operative is a business enterprise, which is owned and operated according to the wished of its members. In the case of Thoughtful Foods, this means that the shop is staffed and managed 100% by its members, who receive benefits for their work in the form of discounts on shop products. Co-ops come in a range of different forms. These include, growers co-ops, workers co-ops, producer and consumer co-ops. Thoughtful Foods is a consumer co-op – that is, we provide consumer foods for sale to our members (and non-members). In particular, Thoughtful Foods is concerned with providing minimally packaged, ethically produced, non-genetically modified and affordable whole foods and household products for sale to the UNSW community and beyond. Thoughtful Foods is part of a community of people on and off campus who together form a network of knowledge about the products we sell. This network includes kids from the Student Guild Environment Department, the Enviro Collective, the UNSW Ecoliving Program (including the UNSW Permaculture Garden), kids from Alfalfa House Food Co-op in Newtown and people from co-ops all over Australia. 2. The Birth and Growth of Thoughtful Foods After visiting the Students, Science and Sustainability Conference at Melbourne University in 1993 a group of students were so impressed by The Melbourne University Food Co-op that they decided to set one up at UNSW. After much effort from Jo Barrett, a member of the Student Environmental Alliance, a little spark of energy grew into what was then known as Pigweed. The Co-op, with little money and minimum stock, first opened in September 1994 for six weeks of trading before the end of session. Its founders named the co-op "Pigweed" - an edible plant that it rich in vitamins. In November, 1996, Pigweed became an official Co-operative Ltd.  The membership of the Co-op has fluctuated greatly with up to 150 members in its early days. In 2000 the total membership hit an all time low of less than 40 members. This was attributed to a number of different factors including a declining lack of student environmental leadership both within the Guild and the Union, poor facilitation of passing on Co-op knowledge to new members and a lack of advertising. Fewer members meant fewer hours the shop was open which lead to a vicious circle of fewer people being involved because they could never join because the shop was closed. Over the summer 2000/2001 break a core group of members were involved in renovating the shop and establishing sustainable systems to ensure that the Co-op had every chance of flourishing. As part of these changes, Pigweed changed its name to the UNSW Food Co-op. It was thought that the name "Pigweed" appealed to a very discrete, somewhat ‘feral’ crowd and this needed to be changed if we were to appeal to a wider group of people. Members also felt that the name needed to be more descriptive. The name, UNSW Food Co-op, was never fully adopted by members. After much debate and a lack of consensus, a meeting was held to vote on a name for our dear little Co-op. The winning name was Thoughtful Foods Co-op which is what we are called today. 3. Legal status So what is Thoughtful Food’s legal status? We are registered with the Department of Fair Trading as a "co-operative" and are governed by the Co-operatives Act. Our registered business name is "Pigweed Food Co-operative Limited Trading As Thoughtful Foods". We are required by our Rules to lodge annual audited accounts with the Department of Fair Trading and to provide them with a register of the Directors (i.e. Management Committee). Under the The Co-operatives Act, the liability of each member is limited to their initial $10 share (paid when they first join). This means that, if Thoughtful Foods is sued or becomes insolvent, members cannot be asked to provide any additional funding. We have recently taken out Public Liability Insurance to protect the co-op, its volunteers and customers. 4. Management Committee Legally speaking, co-operatives in NSW must include in their structure a board of directors who are responsible for the activities of the business. At Thoughtful Foods, this board is known as the Management Committee and is made up of eight members (see Figure 1 below) who are appointed at a General Meeting. It is important to note that Thoughtful Foods operates on a consensus basis which means that all members have the right to participate in decisions affecting Thoughtful Foods even if they are not on the Management Committee.  Figure 1 - Thoughtful Foods Management Committee. Bullet points indicate sub-committee positions. >>Click on a committee position to jump to its description, or read below<< Management Committee members act as a reference point, and should act on behalf of working groups rather than being merely responsible for the achieving of outcomes personally. Committee members are required to attend regular meetings and to ensure the smooth running of the cooperative. The following is a brief of the requirements for each position: 4.1 Thoughtful Foods Coordinator(s) Work with Co-op members to facilitate the daily maintenance of the Co-op and further the mission statement of the Co-op; Work with all management committee members to ensure that they fulfil the responsibilities of their roles; Maintain and develop clear communication and management systems within the Co-op; Act as the contact point for the Co-op and the registered Chair of Thoughtful Foods; Chair management committee meetings; Prepare the meeting agenda prior to the meeting. The agenda may include issues that may have been raised by members in the diary/message book or via personal contact. Minutes from the last meeting should also be followed up to ensure any issues carried over until the next meeting are addressed; 4.2 Membership Management Maintain membership lists; Issue membership cards to all members; Send a letter of introduction to all new members (including details of the next Intro Night); Chase up members whose Trial Membership has expired and find out whether they wish to become a permanent member. Remind them their membership monies are due. Liaise with the Human Resources manager to maintain an active membership list. Supply membership labels for newsletters and other mail-outs; Identify a list of inactive members who can legally have their shares resumed by Thoughtful Foods; Liaise with the Promotions/Publicity Manager to increase and expand active membership; Ensure that names of members who have indicated an interest in certain areas of the Co-op’s operation are passed on to the relevant management committee representative; Train others in the area of Membership Management; and Attend Management Committee meetings. 4.3 Human Resources Ensure before the next week of trading that all time slots in the roster are filled. If they are not, telephone or e-mail the list of potential workers to fill all shifts. If calls are made privately, Thoughtful Foods will refund the cost of these calls; Maintain the roster board; Monitor shifts to ensure that members turn up and if they don’t contact them to find out what’s going on; Liaise with the Membership Manager to maintain a list of active members; Organise training sessions (i.e. Intro Nights) for new members and ensure that all new members attend a training session before attempting a shift in the shop; Maintain a pool of experienced members who are suitably qualified to conduct training sessions for new members during shop hours; Knowledge of who is in possession of the six copies of the key to the shop; Maintain and up-date the Members’ Guide to Thoughtful Foods to assist members (particularly new members) with shop procedures. It is suggested that this is done annually; Train others in the area of Human Resources; and Attend Management Committee meetings. 4.4 Stock Management Maintain a constant supply of products appropriate to the time of year and amount of business expected; Adhere to the charter of ordering; In bulk and with minimal packaging Organic, Biodynamic and pesticide, additive and GMO stock when available and not prohibitively priced. Locally produced stock to minimize energy spent in transport Ethically sound goods Goods which may otherwise go to waste These considerations may be in conflict and must be weighed up against each other. Liaise with Finance/Accounts position holder to determine a budget and to organize payment of orders; Liaise with the General Shop Management position holder to promote new products and products which are nearing their expiry date; Maintain invoice files and keep account of stock movement; Mentor and co-ordinate those in the Stock Management sub-committee positions; Train others in the area of Stock Management; and Attend Management Committee meetings. There are four sub-committee positions within Stock Management: 1. Product receiving Be responsible for stock when it arrives; Check that the products ordered, the invoice and the products delivered are correct; Ensure the delivery is paid for; Price the new stock delivered; Store stock appropriately; Make sure stock in storage is clearly labelled with the date delivered and retail price; Liaise with the Stock ordering person in regards to any problems with stock or the suppliers. 2. Fresh Produce Collect money for fresh produce on Monday morning, subtract the portion going to Thoughtful Foods from "professional" orders and then another 10% up to a maximum $70; Obtain a list of that week’s available stock and prices from ecofarms; Order fresh produce, 2/3rd veg, 1/3rd fruit; Be available on Tuesday mornings to receive the order and coordinate distribution; Liaise with Tuesday morning distribution volunteers; Liaise with the ordering person if they need to add any general stock the ecofarms order. 3. Product Research Collect, order and record information about current stock in the following categories; Ordering charter criteria met (see 4.4.2) Uses Interesting properties Basic preparation/cooking instructions Recipes in which it can be used Liaise with the General Shop Management person regarding labelling of products with the information collected; Liaise with the ordering person regarding possible new stock options. 4. Cottage Industry Promote the Cottage Industry to Co-op members; Ensure Cottage Industry participants understand how the initiative operates; and Ensure that Cottage Industry participants are paid. 4.5 Accounts Maintain the Finances Folder; Bank Thoughtful Foods’ takings and maintain a Banking Ledger; Maintain a ledger of all income & expenditure; Maintain a petty cash system; Maintain a record of monies paid to and owed to suppliers; Organise a stocktake to value stock at the end of each financial year; Maintain a register of property, plant & equipment; In conjunction with our auditor, prepare annual financial statements and lodge them with the Department of Fair Trading; Liaise with and be available to provide financial information to all committee members as to the ‘accounting’ procedures necessary to carry out their roles; Organise state and federal tax exemptions for banking and income; Present a monthly report to the management committee regarding the state of finances; Provide financial reports for the Thoughtful Foods Sage (newsletter); Be prepared to act as the official ‘secretary’ of Thoughtful Foods; Train others in the area of Accounts; and Attend Management Committee meetings. 4.6 General Shop Management Ensure that the shop complies with Occupational Health and Safety parameters; Maintain cleanliness within the shop to the point where if an inspection by the local health inspector occurred, we would pass always and avoid both fines and warnings. NB This position requires co-ordination of volunteers to ensure that the shop is clean. They are not responsible for doing the cleaning themselves! Identify jobs which need doing during shifts in the diary/message book. Maintain the aesthetics of the shop; Ensure that the shop has brown paper bags and empty glass jars for customer use; Liaise with the Product Researcher (Stock Management team) to create labels and a small description (using information from adopt a product) of all new products to be displayed on bin lids; Ensure that notices on the shop window are kept to a minimum so the visibility into the shop from the outside can be maintained; Monitor the notice board to ensure that there is no political advertising and to ensure that old notices are removed; Identify jobs which need doing at the next Working Bee; and Attend Management Committee meetings. 4.7 Publicity Increase awareness both inside and outside the university of the existence and expansion of Thoughtful Foods; Co-ordinate publicity for special events and initiatives (e.g. Tofu burger stalls, Chai Tent, cook book etc.); Place regular articles and advertisements in Tharunka and Blitz (student publications) and Uniken and Focus (staff publications); Prepare posters and brochures to promote Thoughtful Foods; Work with Membership Management to enhance membership; Work with the Stock Management team to promote products; Train others in the area of Publicity; and Attend Management Committee meetings. There are three sub-committee positions within Publicity: 1. Fundraising Organise fundraising events. E.g. Tofu burger stalls, Chai Tent on Union Market Day; Engage Co-op members to assist in fundraising events; and Liaise with the Publicity Manager to ensure that the event is adequately publicised. 2. Website Develop the Thoughtful Foods website; Encourage contribution from Co-op members; Work with the Newsletter Manager to ensure that the newsletter is published online; Maintain and update the website; Train others in the area of Website management. 3. Newsletter Produce two newsletters per session; Encourage contributions from Co-op members; Liaise with Membership Manager to create membership address labels; and Ensure that newsletters are sent out. 4.8 Meeting Organiser Organise fortnightly Management Committee meetings; Organise munchies and tea for meetings (expenses to be incurred by Co-op – maximum $10 per meeting); Advertise the time and date of the meetings so that all members are aware of when they are occurring; Encourage members to attend meetings; Keep accurate typed minutes of all meetings and distribute to all members via the food-co-op e-mail list; Organise half-yearly general meetings to elect/re-elect the Management Committee; and Attend Management Committee meetings. >> Part 2 - Shop information and procedures