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HWFC Board of Directors Candidate Information 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 is governed by a nine-member Board of Directors elected by the Membership. Some of the Board’s primary role is in recommending major policy decisions and objectives to the Membership for approval and in facilitating long range planning for the Co-op.  It also carries a fiduciary responsibility to protect the Co-op’s assets. The Board does not directly control the store’s daily operations but does determine the Co-op’s management structure and hires and supervises the senior management of the store.

The Board meets monthly and communicates to the Membership regularly on Board activities and decisions. It conducts 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. The Board relies on board committees composed of Member-Owners to assist with the work that informs the Board’s decisions.

Directors are motivated by service to owners and the broader community and serving on the Board is an incredible opportunity to help shape how the Co-op fulfills its 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 4 open seats for this election, which will be held on April 25, 2021. Nominations open April 1st.  An online nomination form is available for completion and electronic submission at the link below.

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Floor nominations are also accepted at the Membership meeting on April 25th. All floor nominees accepting nomination will be required to complete a contact informational application. Please review the "What you need to know before applying" section carefully and reach out to any of us if you have questions.  

Requirements for Board Nominees:

  • You must be a Co-op Member-Owner whose time investment and ownership interest payments are up to date as of March 31, 2021. Contact our Member-Owner Coordinator to verify your standing: MemberServices@honestweight.coop
  • Directors are required to have a working knowledge of the Co-op Bylaws.
  • Members who have submitted a nomination form may participate in the virtual “Meet the Candidates” events on Thursday, April 22nd from 6:30-7:30pm and Sunday, April 25th from 1:30-2:30pm. The last date for submitting a nomination form and participating in the second and final Meet the Candidates event is April 25 at 8 AM. Be expected to answer questions at these events as well as during the Membership meeting on April 25th.
  • All nomination forms (minus contact information) and photos received by April 25 at 8 AM will be published, made available to all Co-op owners, and posted in the store.
  • Please note: 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.

What you need to know before applying

Obligations of HWFC Board members:

As a Director, 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.

Primary Board meetings are held the first Tuesday of the month at 6:00pm at the Co-op (virtually for the time being). If elected, an inability to regularly attend Board meetings could result in removal from the Board as outlined in the Bylaws. In addition, you will be required to serve as Board liaison to at least one committee (which includes attending that committee’s monthly meetings), and participate in conducting membership meetings. You are STRONGLY encouraged to attend a Board meeting before the election.

Directors have the legal responsibility to represent the Co-op as a whole, to ensure that HWFC conforms to all applicable laws and regulations and, as fiduciaries of the HWFC corporation, to protect the assets and reputation of HWFC. Directors are expected to act in the best interest of all members of our community. They 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 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 Director should expect to spend time preparing for Board meetings. Effective decision making is possible only when everyone is knowledgeable about and prepared to discuss the important issues prior to the meeting. Incoming Directors must have 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, and developing knowledge of store operations and finances through discussions with the Chief Cooperative Officer and the Chief Financial Officer.
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Please Take Note: If you are elected there is an additional requirement!!!

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, Chief Financial Officer, at erinm@honestweight.coop. Erin will forward your concerns to our attorney for advice.

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 FOLLOWING FORMS ARE REFERENCED FOR INFORMATION PURPOSES ONLY.
DO NOT COMPLETE ANY FORMS UNLESS ELECTED.

If elected, to the Board, you MUST make arrangements with Erin Martin (erinm@honestweight.coop) to provide her with the following documents no later than Friday, April 30, 2021:

  1. A completed Personal Questionnaire (Check the title ‘Director’ as 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.