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Board of Directors Candidate Nomination Form

 Greetings from the Honest Weight Food Co-op Board of Directors!

Thank you for considering service on the Board. It is through the commitment of Members to this vital role that the Co-op can continue to thrive as an organization.

The Honest Weight Food Co-op’s mission is to meet our community’s needs for affordable, high-quality natural foods and products while promoting more equitable, participatory, and ecologically sustainable ways of living. Our Co-op is governed by a nine-member Board of Directors elected by the Membership.

The Board’s primary role is in developing the policies, goals and vision of the Co-op. We do not directly control daily operations in the store. We do determine its management structure and hire and supervise the senior management of the store.

The Board meets monthly and communicates to the Membership regularly on Board activities and decisions. We rely on board committees composed of Member-Owners to assist with the work that informs the Board’s decisions. We host at least four Membership meetings a year to facilitate votes on approval of by-laws changes, policy manuals, annual budget, election of Directors and other issues that concern the Membership. 

We, as Directors, are motivated by service to our owners and our community.  Serving on the Board is an incredible opportunity to help shape how we fulfill our mission.  It also brings with it legal obligations, demands on your time and other challenges that should be carefully considered before you apply to serve.

There are six open seats for this election, which will be held on at the Membership Meeting on April 28th. The nomination period is currently open. Click the button below to access the digital Nomination Form.

Paper applications are also available at our Service Desk. Floor nominations will be also accepted at the Membership Meeting on April 28th. Please review the "What you need to know before applying" section carefully and reach out to us if you have any questions.  

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Requirements for Board Nominees:

  • To get your name on the ballot you have to have your nomination form in by 8 AM on the 22nd of April. If you turn in a nomination form later than the 22nd at 8 am then you will be a write-in candidate on the ballot but you WILL be able to have your candidate info distributed/posted and be part of the Meet the Candidates sessions that come after your submission.
  • To participate in a Meet the Candidates session you have to have your nomination form in by 8 am on the day of the Meet the Candidates session. So submitting by 8 am on the 17th allows you to participate in the Meet the Candidates sessions on April 17th, 25th, and 28th. If you submit your nomination form by 8 am on the 25th then you can participate in the Meet the Candidates sessions on the 25th and 28th. If you submit your nomination form by 8 am on the 28th then you can participate in the Meet the Candidates session on the 28th. These dates are listed below as well.
  • You must be a Co-op Member-Owner whose time investment and ownership interest payments are up to date as of March 31, 2019. Contact Yevette, our Owner Services Coordinator, to verify your standing: MemberServices@honestweight.coop
  • Board members are required to have a working knowledge of the Co-op Bylaws.
  • Please expect to answer questions at meet-the-candidates events as well as during the Membership Meeting on April 28th.
  • All applications and photos received by the deadline will be published, made available to all Co-op owners and posted in the store after the deadline for receiving applications 
  • Meet the Candidates Sessions
    • April 17 5:30 - 7:00 pm – Meet the Candidates in the Community Room
    • April 25 5:30 - 7:00 pm – Meet the Candidates in the Community Room
    • April 28 5:00 - 5:45 pm – Meet the Candidates in the Community Room

What you need to know before applying

Obligations of HWFC Board members:

As a Board member, you will be required to attend monthly Board Meetings and regularly scheduled Board planning sessions.  All formal actions of the Board are recorded by vote at Board meetings, which are open to Member-Owners. Also attending and participating in Board meetings, in a non-voting capacity, are staff representatives, a member of the Governance Review Council and the Chief Cooperative Officer or his representative. 

Primary Board Meetings are held the first Tuesday of the month at 6:00pm at the Co-op. If elected, an inability to regularly attend Board meetings could result in removal from the Board as outlined in the Bylaws.  You are STRONGLY encouraged to attend a Board meeting before the election.

You will also be required to serve as board liaison to at least one committee and attend that committee’s monthly meetings.  The Board’s practice is to hold regularly scheduled working meetings which you will be expected to attend. And you will be expected to participate in hosting four or more membership meetings per year. 

Board members have the legal responsibility to represent the Co-op as a whole and, as fiduciaries of the HWFC corporation, to protect the assets and reputation of HWFC and to ensure that HWFC conforms to all applicable laws and regulations. A Director is expected to act in the best interest of all members of our community. Directors must have a genuine interest in upholding cooperative principles and values. This includes a willingness to take responsibility for Board duties and to work together with understanding, mutual support and respect. In their work, Directors must act within the limits of the Co-op’s Bylaws and are expected to act in accordance with the New York State Cooperative Corporation Law and the Business Corporation Law. 

Being an effective Director requires a deep and consistent commitment. An effective Board member should expect to spend significant time preparing for Board meetings. Effective decision making is possible only when everyone is knowledgeable about and prepared to discuss the resolution of an important issue prior to the meeting. Incoming Directors must have ready and daily access to the internet and e-mail communication.  You should expect to devote at as many as 35 hours per month to Board related activities including, but not limited to, attending meetings, reading and responding to e-mail communications with other Board members, and developing knowledge of store operations and finances through discussions with the Chief Cooperative Officer and the Chief Financial Officer.

As a candidate for the Board, you are required to acknowledge any conflicts of interest due to employment, financial obligations or interests that may conflict with the business of the Co-op. This includes conflicts of interest due to the employment, financial obligations or interests of your spouse, significant other or other family members.
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Please Take Note!!! If you are elected by the membership you must fulfill additional requirements in order to serve as a director.

Please review the following information carefully in preparation to complete the requirements by Friday May 3, 2019.

As an elected Director you must be able to pass a background check conducted by the New York State Liquor Authority (NYSLA) in order to maintain the HWFC’s liquor license. This background check must begin shortly after the election. 

If there is anything you think may preclude you or your spouse from passing this background check, please contact Erin Martin – our Chief Financial Officer erinm@honestweight.coop.  Erin will forward your concerns to our attorney for advice.

THE BELOW IS FOR INFORMATION PURPOSES ONLY -
DO NOT COMPLETE ANY OF THE BELOW FORMS UNLESS ELECTED.
IF ELECTED, DO NOT SUBMIT FORMS DIRECTLY TO THE SLA.

If you are elected, you MUST make arrangements with the CFO – erinm@honestweight.coop – to provide her with the following documents no later than Friday, May 3, 2019:

  1. A completed Personal Questionnaire (Check Director for your position)
  2. A signed Applicant's Statement (Check "corporate principal" in the relevant box)
  3. Proof of citizenship or permanent resident status
  4. An original color photo of at least 2" x 2"
  5. Color copy of government issued photo ID
Record of convictions: The State Liquor Authority scrutinizes all principals and their spouses, and it is essential to disclose to HWFC's SLA attorney, through Erin Martin, any matter that might present a challenge to having you added to the permit.  If you or your spouse have pending charges or convictions higher than a violation it is best to ask your attorney to research the specifics before submitting the SLA application.
 
After the HWFC’s Notice of Corporate Change and the newly elected directors' Personal Questionnaires have been submitted, each new director will be required to be fingerprinted, and will be given instructions how to do so on the Filing Receipt our SLA attorney will get from the Authority.