Grassroots Grocery Advisory Council Responsibilities, Rules, and Regulations



● Oversee that the long-term vision of Grassroots Grocery & ensure that stated goals are carried out
● Availability to attend all advisory council and appropriate sub-committee meetings
● Assist with special events, such as the Annual Member Party
● In-store volunteer requirement per month or year
● Stay up to date and informed on Grassroots Grocery services and programs
● Review agendas and any additional materials before scheduled meetings
● Create and serve on Co-op committees
● Work toward phase 2 expansion into the back portion of the building when it is financially viable to do so
● Assist with fundraising for programs and services
● Enact and follow policies laid out by Grassroots Grocery bylaws
● Serve for a period of 1 year per term

Traits of Successful Advisory Council:

● Ability to communicate effectively about the Co-op’s mission and vision
● Integrity, honesty, a friendly demeanor, personal accountability, a willingness to learn, developed communication abilities, a strong moral compass and, most importantly, a sense of humor
● Internet and computer skills

Article V – Advisory Council

Article 5.1 – Number and Qualifications – The Advisory Council shall consist of nine (9) paying or working members. To qualify as a member of the Advisory Council, a person shall be a paid or working member of the Store in good standing. Store employees shall not serve on the Advisory Council.
Article 5.2 – Nomination, election, and terms – Advisory Council Members shall be elected to one (1) year terms, to be voted upon during Annual Meetings. At the first annual meeting, directors may be elected to special one (1), two (2), or three (3) year terms as necessary to ensure staggered annual elections that ensure no more than one-third (1/3) of the Advisory Council Members face reelection in any given year. Advisory Council Members may nominate themselves, or be nominated by any member of the Store. Nominees are free to accept or reject their nomination.

Article 5.3 – Powers and Duties – Except as to the election and removal of the Advisory Council Members, and amendments to these bylaws, the Advisory Council shall have authority to manage the business and affairs of the Store. The duties of the Council shall include, but not be limited to, overseeing the main operations and finances of the Store, establishing policies to guide operational decisions, engaging a general manager and monitoring and evaluating his or her performance, securing good conditions of employment and reasonable employee benefits, and assuring that the purpose and mission of the Co-op are properly carried out.

Article 5.4 – Removal of Advisory Council Members and Assumption of Duties by Membership – During Annual Meetings, members will have the opportunity to remove a director that is not performing his or her duties, as well as to assume control of duties that may otherwise have normally been conducted by the Advisory Council. All such decisions must be put to membership referenda, and passed by a simple majority of members to be placed on the Annual Meeting Agenda. During the Annual Meeting, such decisions will be voted upon, whereby a two-thirds (2/3) majority will be necessary to pass the motion.

Article 5.5 – Committees – The Advisory Council may create and assign membership to special or standing committees to provide information and guidance to the Advisory Council on all matters concerning the Store. Each committee shall consist of at least one Advisory Council Members and the appropriate number of members as determined by the Advisory Council as a whole.

Article 5.6 – Meetings – The Advisory Council shall meet periodically to discuss and decide upon issues related to store operations, finances, and any other matters of import. The frequency, times, and location of the meetings shall be determined by the board, but shall occur no less than once per quarter. Annual meeting of the BOD allows them to call a vote for the changing of these bylaws.

Article 5.7 – Notice – Regular meetings of the Advisory Council should be set, so that no notice is required. However, in instances of special meetings or rescheduled meetings, a notice of at least 48 hours shall be required before hosting a meeting.

Article 5.7 – Quorum and Decisions – A quorum of 50% of Advisory Council shall be required to hold a meeting of the Council . A simple majority will be required for all Advisory Council decisions.

Article 5.8 – Officers –The Advisory Council will elect a Chairman, a Vice-Chairman, and a Secretary annually. The Treasurer-related tasks will be completed by the Community Cultivators’ Treasurer.

5.8.a The Chairman of the Council:  The Chairman shall preside at all meetings of the Advisory Council Members. He shall have such other powers and duties as may from time to time be prescribed by the Advisory Council.

5.8.b The Vice Chairman of the Council: In the absence of the Chairman or in the event of his inability or refusal to act, the Vice Chairman will perform the duties of the Chairman, and when so acting, will have all the powers of and be subject to all the restrictions upon the Chairman. Any Vice Chairman will perform such other duties as from time to time may be assigned to him by the Chairman or by the Advisory Council.

5.8.c The Secretary of the Council: The Secretary will keep the minutes of the meetings of the Advisory Council in one or more books provided for that purpose; see that all notices are duly given in accordance with the provisions of these by-laws or as required by law; be custodian of the corporate records and of the seal of the corporation and see that the seal of the corporation is affixed to all documents, the execution of which on behalf of the corporation under its seal is duly authorized in accordance with the provisions of these by-laws; keep a register of the post-office address of each member which shall be furnished to the Secretary by such Advisory Council Members; and in general perform all duties incident to the office of Secretary and such other duties as from time to time may be assigned to him by the Chairman or by the Advisory Council.