Organizing Your Team Ben SandelBill Gessner March 19, 2013

Outline Early development and Talent Building and supporting your Team Accountability and delegation Who are your Team players and how do you find them? Questions & discussion Additional resources

Who starts working on new co- ops? Friends at a dinner party People who answer an ad Developers Co-op customers who want a store in their neighborhood People with lots of experience with co-ops People with NO experience with co-ops

Bringing your co-op into existence and setting it on a path for success requires many factors, including: Process Time Community Support Vision Capital Systems TALENT – A really good team Dream  Reality  Success

Four Cornerstones in Three Stages More information about the Four Cornerstones in Three Stages model is available at:

Three Stages Overview Stage 1: Organizing Stage 2: Feasibility/Planning 2A: Feasibility 2B: Planning Stage 3: Implementation 3A: Preconstruction ________________________________________________ 3B: Construction & Renovation 3C: Preparation for Opening 3D: Sustaining - First Year & Beyond Note: Dotted Line = Site secured w/Contingencies; Solid Line = Contingencies Removed

What is ‘Talent’? “Those invested in the co-op’s success” Includes internal and external resources Champion(s) Steering Committee or Task Force orFounding Team Board of Directors Developer(s) (Usually external to the co-op) Management (Development Project Manager, Facility Project Manager, General Manager) and Staff

Evolving Structures Founding Team, Steering Committee are the beginning A Board must be in place at incorporation There can be some of the same people on each, as long as they keep in mind which ‘hat’ they are wearing.

Build a GREAT team! The initial Founding Team creates the vision and holds it in trust for future owners. The team needs at least one “champion”. It has to include people whose skills and relationships are relevant to the project and who understand their roles in the project. The members need to understand and embrace systems and structures. All members must have impeccable integrity in order to secure the trust of owners and community. Everyone on the team has to be willing to let go and accept change.

Study, practice and use good group process Run respectful and worthwhile meetings Employ delegation & accountability to committees or task groups Have clarity of roles and participation Use ‘relaxed’ Roberts Rules of Order Agree to a decision-making process Document your work with steering committee and task group meeting minutes Establish expectations and requirements (in your policy register) Practice good listening skills and communication Be transparent and honest

Content vs. Process ContentProcess Continuum Task-oriented Maintenance-Oriented

Accountability & Delegation Matters OWNERS BOARD FOUNDING TEAM WORK GROUPS & VOLUNTEERS Board Committees

Help Your Team to Succeed Set clear expectations (and write them down) –Policy register –Committee charters –Job descriptions –Contracts Assign authority (and honor the assignments) Check to make sure expectations are being met –Committee reports –Benchmarks achieved –Data

Who Are Your Team Players? Stage 1 - Organizing Founding Team (5-15 people) Lawyer Board (typically 7-13 people but designated in your bylaws) Consultants –Sources & Uses –Membership Structure And possibly: Accountant Community Champion(s) Committee Members & Volunteers

Who Are Your Team Players? Stage 2 – Feasibility & Planning Founding Team, Board, Committee Members & Volunteers Lawyer Accountant Outreach Coordinator Volunteer Coordinator Consultants –Pro Forma Financial Statement –Market Study –Board Development –Store Designer –GM Hiring –Capital Campaign

Who Are Your Team Players? Stage 3 - Implementation Founding Team, Board, Committee Members & Volunteers Lawyer Architect General Contractor GM Consultants –Pro Forma Financial Statement –Board Development –Capital Campaign

How Do You Find Team Members? Networking Recruitment ASK Local Resources Cooperative Grocer Network CDS Consulting Co-op Food Co-op Initiative Other Cooperatives Always be on the lookout

Questions & discussion

Cooperative Principles 1. Voluntary and Open Membership Cooperatives are voluntary organizations, open to all people able to use its services and willing to accept the responsibilities of membership, without gender, social, racial, political or religious discrimination. 2. Democratic Member Control Cooperatives are democratic organizations controlled by their members—those who buy the goods or use the services of the cooperative—who actively participate in setting policies and making decisions. 3. Members' Economic Participation Members contribute equally to, and democratically control, the capital of the cooperative. This benefits members in proportion to the business they conduct with the cooperative rather than on the capital invested. 4. Autonomy and Independence Cooperatives are autonomous, self-help organizations controlled by their members. If the co-op enters into agreements with other organizations or raises capital from external sources, it is done so based on terms that ensure democratic control by the members and maintains the cooperative’s autonomy. 5. Education, Training and Information Cooperatives provide education and training for members, elected representatives, managers and employees so they can contribute effectively to the development of their cooperative. Members also inform the general public about the nature and benefits of cooperatives. 6. Cooperation among Cooperatives Cooperatives serve their members most effectively and strengthen the cooperative movement by working together through local, national, regional and international structures. 7. Concern for Community While focusing on member needs, cooperatives work for the sustainable development of communities through policies and programs accepted by the members.

The Madison Principles Declare Conflicts of Interest: Cooperative developer subscribe to the highest level of ethics and shall declare any conflict of interest, real or perceived, so that they can be a credible source of objective feedback and an articulate advocate of the project as needed. Develop Co-ops Using Proven Models: There are essential development steps that must be taken in a critical path to success. Facilitate the Goals of the Steering Committee: An enthusiastic group of local, trustworthy leaders is a prerequisite for providing technical assistance. The effective cooperative developer nurtures that leadership by helping them shape a vision that will unite members and provide ongoing training. Use a Market Driven Approach: Cooperatives only work when they are market driven; the cooperative developer works to ensure that accurate market projections precede other development steps. Acknowledge the Importance of Member Involvement: Member control through a democratic process is essential for success. Success also depends on the commitment of the members’ time, financial resources and loyalty to the cooperative. Seek Tangible Benefits: There must be tangible benefits for members. Steer Toward Revenue Generation: The cooperative’s products and services must generate sufficient revenue so the effort can be financially self-sustaining. Provisions must be made to share any surplus equitably. Honor Diversity: Each cooperative responds to its unique economic, social and cultural context; as a consequence, each cooperative is different. Make Co-op to Co-op Connections: Cooperative developers link emerging cooperatives with established cooperatives to facilitate mutual communication and learning. Promote Social and Economic Empowerment: Cooperatives are tools for development and promote social empowerment and economic goals. Understand that Cooperatives Work Everywhere: Applied appropriately, cooperatives have value to all population groups and for all businesses and services in the public and private sectors. Our Vision of the Cooperative Community Is Global: Opportunities for human cooperation exist throughout the world. Cooperative development transcends national boundaries.

Links to more resources CBLD Startup Policy Template CDS CC Fresh Start Bylaws Template Food Co-op Initiative Resources Page CDS CC CBLD Library Roberts Rules of Order CDS Consulting Co-op Information for Startups Webinars for Startup Food Co-ops

Thank you! If you have questions or desire further information/support for your co-op, contact: Ben SandelBill Gessner CDS Consulting Co-opCDS Consulting Co-op