Bend Biofuels Cooperative

Board Meeting Minutes

January 18^th 2007

Agenda:

1.      Call to order

2.      Introduction of members

3.      Agenda overview and changes

4.      Candidate introductions and stories

a. Vote on new board positions

5.      Financials

1. Overall P&Ls and gross worth
2. Accounts Receivable
3. Accounts Payable

6.      CFN billing change

7.      New customer outreach

8.      Phone Messages

Attendance:

Brennan Morrow, member, Secretary

Jacob Rusby, member, At Large

Bill Hosier, guest

Jeff Rola, guest

Paul Engstrom, member

Chance Currington, guest

Kyle Bolger, member, Treasurer

Brian Finn, member, Vice President and acting President

David Engeman, member

Board member vote:

            A vote was taken to decide on new board members.  The previous board voted to reduce the number necessary board positions from seven to five.  This action removed two At Large positions.  The reduction in board members was made to accommodate the lack of attending Co-op members at the meeting.  The vote was four in favor, none in opposition, and none abstain.  Only four of the previous board members were in attendance.

The available positions and candidates were:

President                      Brennan Morrow

Vice President              Chance Currington

Treasurer                      Kyle Bolger     

Secretary                      David Engeman

Member at Large          Brian Finn

The candidates were voted in to their chosen positions, by a vote of six in favor, none in opposition, and none abstain, by the six attending Co-op members.

Financials:

Kyle presented the current financial status of the Co-op.  Accounts receivable is at $16,728.00.  Accounts payable is at $6,700.00.  The net worth of the Co-op is $10,028.00.

Several accounts are ninety days past due.  One of these is with Vernon-owner of Alpine Landscape.  Brian Finn will pursue obtaining payment from the Landscapers Board bond held in Alpine Landscapes name.

A motion was made to cut a check to David Freidman for an amount of $100.00 to pay for Direct Mail advertising.  Motion passed five in favor, none opposed, and none abstained.

Billing system change:

A motion was made to allow Central Petroleum Network (hereafter, CPN) to assume the responsibility of billing Co-op members for purchase of fuel from CPN.  CPN is the current supplier of fuel for the Co-op.  Currently, CPN compiles the dollar amount of fuel purchased by each cardholder in the Co-op, and provides this information to the Co-op treasurer, who then bills each member.  The new system will require each Co-op member to apply again at CPN to transfer info to CPN and keep current card working seamlessly, and then each member will be billed by CPN... 

Cost:

The price will stay the same. CPN will then cut a check to the Co-op for $.05 per gallon sold. Since the Co-op is in good standing with CPN, CPN will not need a credit or background check from Co-op members.  Available payment methods will be check, credit card, or automatic withdrawal.  The current CPN cards will continue to work until March 1^st, at which time all old cards will be turned off at the request of the Co-op unless they have been transferred. A membership sub-committee will be outreaching to all members and inform them of this change.

The motion was voted in 5 in favor, none opposed, and none abstained.  (5/0/0)

Reducing member dues and prepare for a Dividend.

[BM1]             Brennan made a motion to reduce member dues from $100 to $30 and prepare to cut members a dividend check when current accounts were collected. Discussion on the subject: Brennan believed that historically the $100 membership represented capital necessary to prepay for fuel purchases, and since we have moved to CPN, to pay fuel while money comes back in from members from bills. With the transfer of billing to CPN Brennan Believes that there is no need for large capital in the cooperative, Furthermore Brennan believes in a market of competition ,our member ship dues will be seen to high, as currently members are saving about $.10 to $.15 per gallon. It takes 750 to 1000 gallon of fuel to recover the member dues.

            Brian and Kyle did not want to reduce membership dues. With our retained capital it was believed we could begin other projects. Also most members are not interested in meetings or other action, they just want a good price therefore they can pay to have a board represent them.

            One member then talked about our projected worth as a Cooperative. If we change our fees, we change what we believe our worth is.

            This motion did not receive and second.

New Customer outreach:

The Co-op would like to increase the outreach of itself to new customers.  Brennan will begin contacting other Co-ops in Oregon and surrounding areas to establish agreements to allow purchase of fuel at Co-op rates.

A proposal was made to allow a $500.00 budget for advertising.  This will be for Earth Day fair and similar events.  The proposal was tabled till next meeting.

Phone Messages:

Chance will assume the responsibility of checking and returning phone calls on the messaging system used by the Co-op.  A proposal was made to reimburse the person who provided phone line to the Co-op.  Expense details are needed before reimbursement can be made.

Action Items:

1.      Obtain insurance information for the Board and Board Members--Kyle 

2.      Pay taxes—Kyle

3.      Consider establishing Bend Biofuels Cooperative as a non-profit.

4.      Consult an attorney in regards to appropriate legal actions—Kyle and Brennan

5.      Query the Co-op members for any attorneys interested in volunteering time for legal consultation.

6.      Establish G-mail account for maintaining Co-op information—Brian

7.      Verify current Co-op member information list and inform members of new billing system—Paul, Chance, Brennan.

8.      Determine expense of phone messaging system.- Kyle

9.    Outreach sub-committee meeting at Ernesto’s on  Thurs the 25^th at 6pm. Anymember that wants to come and help develop an advertising and outreach plan are welcome to come.

Bend Biofuels Cooperative

Board Meeting Minutes

November 16^th 2006

6: pm

At Max Merrill Room COCC

1. Call to order
1. Brennan called the meeting to order at 6:10 pm with 4 board members present and 3 general members and Brennan as acting secretary.
2. Introductions around the room
3. Agenda overview and changes
1. A few modifications. Seth is not in town to present his section in the agenda. ( Bylaws, and phone stuff)
4. Financials:  
1. Kyle presented the financial reports as attached.
2. We quickly rolled into A/R (see attached) 2 accounts were focused on to get some action.

                                                              i.      VOTE:  Discussion: Wade fagens account had a dispute with the transition for the old tank and new CFN. There had been an unwritten trade agreement that when the cooperative went over their portion of fuel in the tank, they could borrow from Wade’s fuel, and visa versa. (We were sharing the tank). With the Board transition, Kyle did not know that it was his job to keep track of the agreement and Wade did not keep track of it because he thought that the Cooperative was tracking. Basically Fagen pull about 1100 more gallons out of the tank thank he had in, and the cooperative moved to CFN before he found out to replace that fuel. The board figured out that it was $569 in dispute. A motion was made to offer wade a settlement splitting the 569 in dispute, and settling with $3275 due in 7 days. 3-1-0 (for against abstention)

                                                            ii.      VOTE: Discussion: Alpine Landscaping is past due by 90 for $1708?. Conversation stopped with Vernon after Kyle turn off the card. A motion was made to have Brian Finn take point and aggressively pursue payment, from Alpine Landscaping with giving notification to lien and/or go to the CCB for applying for its bond. 4-0-0

5. Customers:
1. Price Review:

                                                              i.      This was a rolling discussion lead with Brian’s research.  Generally Bend Biofuels can not be compared in price as Red Carpet has only B5 (reported by Brennan). Brian Finn disputed the B5 statement by Brennan stating that he talked with Mike Facet the owner of Red Carpet and was assured that the fuel at Red Carpet was indeed B20. Furthermore, the price at red carpet has repeatedly been found to be higher than the co-ops at all times. For example the price at CFN during the last billing period for our member is $2.75/gallon. Red Carpets price today is $2.959. This is a significant savings that should not be overlooked nor condescended toward. Some exact prices were compared and left us all wonder. A problem was Discover by the board, “what is the price when I buy my fuel.” This leads to the below answer

1.      Bend Biofuels is currently buying on a variable rate that is changed on a daily basis by CFN (or even somewhat variable rate). It is assumed this is directly associated with its value on a commodes market or other market markers. That price is then marked up $.05 and rounded to the nearest $.01.

2.      The Current price of fuel is not known at the time of purchase. This is a problem that could not yet get an answer as we are not able to post a price at pump. Idea from all members is asked for.

                                                            ii.      CFN is charging us $.15 above cost.

                                                          iii.      Kyle again stated that the bookkeeping should be done by a bookkeeper service which is paid. That currently is not in the margins of our cooperative, but Kyle strongly suggests that the bookkeeping job has grown more that can be done by donation.

6. Facilities:
1. There were a few facilities issues that have been worked on:

                                                              i.      Double swiping of cards: fix

                                                            ii.      Spillage and Spitting: The Pump is currently spitting causing over filling of tanks and the pump is not shutting off. This is making a mess at out facilitates. Some suggestions were made:

1.      Spit back at the tank.

2.      Monitor you filling and make sure you do not over fill as the filling valves does not always turn off.

                                                          iii.      Biofuels Cards working for more that just Biodiesel: Our card is working at some other CFNs currently on all fuels. WE DO NOT GET A GOOD PRICE ON OTHER FUELS. It’s been addressed at a CFN level and should be fixing.

1.      VOTE: To discourage using Bend Biofuels Cooperative CFN card on other that biodiesel, A Motion was made to add a $.30 charge for any cooperative member’s purchase of gasoline from a CFN pump using the Bend Biofuels cards. Motion passed 3,1,0

2. B- What. Higher Blends of Biodiesel

                                                              i.      Discussion about getting higher blends of Biodiesel. CFN will not carry more the b-20 (20% biodiesel) as their liability issues with all members. An idea was put to have 2 pumping stations one with a higher percentage of Bio (b-80).  And our current station with b-20.

7. Bylaw review:

                                                              i.      An old version of bi-laws was put on the website. Brian is fixing it.

                                                            ii.      NEW BOARD MEMBERS is critical to for the next year. This meeting is scheduled for Dec.

8. New customer outreach
1. Phone call count and log for Nov. Seth was out of the area, so the phone call log in not being properly taken care of. Brian took the responsibility for phone system till the next board takes over.
2. No New Customer outreach is planed for this year ( till new board steps in)  
9. Exit transition plan for the board:

                                                              i.      Discussion: Many ideas were talked about. There was a feeling that the current board is burn out and wonders if this is the way to pursue the passion for biodiesel. Board meeting tend to be somewhat number squabbling events.

                                                            ii.      A great idea formed throughout the meeting and came to point in this part of discussion. A Winter Social for all members with free food, beer, speakers on biodiesel and ethanol, Members running for board positions doing a little campaigning in there and all around and environment that we can dream for what biofuels will be in the future.

1.      Kyle wills M.C. the event.

2.      Leslie will do the general organizing

3.      Venue is planed to be the Environmental Center.

4.      Date is to be Determined.

5.      VOTE: a motion was made to allocate $450 for this event, under Leslie’s management of funds. Motion Passed: 4,0,0

10. The new board member election meeting will be in January. Decembers meeting will be for campaigning and socializing.

Meeting minutes by Brennan Morrow no-body at large, and special thanks to Dave Engaman who made sure Brennan had something to remember.

(A/R not include on public website)

Bend Biofuels Meeting

9.26.06

Max Merrill Room COCC

Note: discussion varied over the meeting but are compiled by subject

Board Members Present:

Kyle- Treasurer, Brian-VP, Steve-President, Robbie-Secretary, Seth-At large

Members Present:

Gabe Chladek, Shane Fox, Brennan Morrow

• Call to order at 6 pm in the Max Merrill Room COCC
• Accounts Receivable:
•  Overall we have many members that have reached 30 day, and a few that have reached 60 day. It has been decided that members that have reached 60 days will have their card suspended. There will be a $25 fee attached to be reinstated. Currently there arte 10 members 60 days out.
• One member owes $3200. There were some accounting issues while at the Fagan Site that lead to this large debt. Special terms have been reached between the Treasurer and the member giving 30 days to pay the bill.
• Another member owes $1500 and is past 60 days, his account will be suspended.
• General Accounting
• At a treasury sub meeting the treasury job has been divided into 2 positions, treasure and assistant treasurer. A calendar and job expectations were lined out. Simple put the assistant Treasurer will enter all customers’ bills, and the head treasure will do everything else. Kyle, who is Treasurer, will get some weight of paper work relieved. Free him to get caught up.
• Kyle reiterated that his position has grown hugely and needs to become a paid position. This was a Big focus and we kept coming back to it.
• Member wanted to get a detailed report of their usage. To accommodate this special site has been put onto the website were members can log in and access their person usage. This process helps to keep the accounting time down.
• B20 is planned for October per Central Petroleum. This brought about a big discussion leading to a general idea that we as a cooperative will push to keep it at B50. Central Petroleum Concerns are of gelling in their other clients. Talk of possible return to wades site was thrown around but not to positive on the board.
• Secretary Position, Brennan Morrow was asked to be assistant Secretary, and he accepted, VOTE: 2-0-0 (Board members had Already left)
• Ethanol was discussed on possible ways of getting it to central Oregon: Discussion was tabled with Brain taking on point. Brains general idea is to get a committed group of members and go to stations in the area and find one that will take on the account of e-10.
• General Meeting rules were established where as rising hands was desired as a means to communicate. Meeting outline is planed for the next meeting.
• An idea was thrown out to have a business meeting, and a more member fun meeting.
• E-mail notification where discussed. Currently there are 2 lists, all members and allmembers2: allmembers2 is CFN users, all members is a mix of members and non Members. Better and timelier e-mails are planned.
• New Members, CFN Cards users: Brian is now new member coordinator and CFN Card point person. If you have not go your card, contact brian@bendbiofuels.com
• New members are pouring in with the new members advertising. Great job.
• A more comprehensive fuel breakdown is now available from our website. Confirmed CFN card holding members will be the only ones able to log in and check their usage.

Recoded by Brennan Morrow on 9.21.06

Amended on: 10.1.06

Approved on: 10.1.06