PFC Member-Owner Policy
Disclaimer: this is a working document. Changes and updates will be made periodically and member-owners will be informed when changes are made.
Member-Ownership
Portland Food Co-op (PFC) member-owners invest in the co-op to support the viability and growth of the cooperative. In addition to the option of cooperative purchasing, each member-owner is a stakeholder in the cooperative business and is therefore entitled to all the voting and decision-making rights as outlined in the bylaws and as determined by board and member-owner policy. These rights and responsibilities include voting in board member elections, running for a position on the Board of Directors, and voting on important matters that are brought to a vote by member-owners.
Member-ownership is individual. Each member-owner invests $100 and receives a member-owner ID. If a member-owner chooses a Purchasing Member-Ownership, he/she is responsible for one work shift each month. A member-owner can buy food for their family, household, and friends, but it is the primary member-owner who is responsible.
Individuals may also sign up for an Organizational Membership. This form of membership is available to individuals who would like to invest in the long-term growth of the PFC, but also do not want to purchase food until the final vision of a retail storefront is achieved. Organizational Member-Owners are full member-owners of the PFC and have all the rights and benefits of a Purchasing Member-Owner.
Though each household has one Purchasing Member-Owner, the PFC encourages every adult in each household to invest in the growth of the PFC by becoming an Organizational Member-Owner.
Member-Owner Investment
PFC Member-Owners make a refundable investment of $100. Full payment is preferable, as the PFC relies upon member-owner investment for the next stages of growth. However, if potential member-owners are unable to make their investment with one payment, a payment plan is available upon request (discussed with and agreed upon by Equity Manager). PFC also provides a reduced investment of $10 to individuals on government assistance for as long as the individual receives that subsidy. Government assistance includes: Food Stamps (EBT), Supplemental Security Income (SSI), Medicaid, WIC, Family Health, and Section 8 Housing. Once a year, the PFC asks all member-owners with reduced investment to confirm they still receive income-based assistance. Individuals need to present proof of the income-based benefit by providing PFC with a photocopy of the Letter of Eligibility from DHHS.
Once individuals become a member-owner, they will receive a member-owner card. A receipt of investment is also available on request–contact treasurer@portlandfoodcoop.org.
Orientation
Purchasing member-owners are required to attend a two-hour preliminary orientation. Orientations are also open to potential member-owners, so that they may obtain more detailed information about signing up to become a member-owner. The new member-owner fills out their availability, interests, and special skills. The work shift coordinator will contact that member-owner and find a work shift that fits into the member-owner’s schedule. Before leaving the orientation, new member-owners are also be assigned a buddy. Buddies are current PFC member-owners and are available to answer questions via email or phone. If prospective member-owners do not join the co-op within one year of attending the orientation, they will need to attend another orientation should they decide to join.
Member-Owner Investment
PFC Member-Owners make a refundable investment of $100. Full payment is preferable, as the PFC relies upon member-owner investment for the next stages of growth. However, if potential member-owners are unable to make their investment with one payment, a payment plan is available upon request (discussed with and agreed upon by Equity Manager). PFC also provides a reduced investment of $10 to individuals on government assistance for as long as the individual receives that subsidy. Government assistance includes: Food Stamps (EBT), Supplemental Security Income (SSI), Medicaid, WIC, Family Health, and Section 8 Housing. Once a year, the PFC asks all member-owners with reduced investment to confirm they still receive income-based assistance. Individuals need to present proof of the income-based benefit by providing PFC with a photocopy of the Letter of Eligibility from DHHS.
Once individuals become a member-owner, they will receive a member-owner card. A receipt of investment is also available on request–contact treasurer@portlandfoodcoop.org.
Orientation
Purchasing member-owners are required to attend a two-hour preliminary orientation. Orientations are also open to potential member-owners, so that they may obtain more detailed information about signing up to become a member-owner. The new member-owner fills out their availability, interests, and special skills. The work shift coordinator will contact that member-owner and find a work shift that fits into the member-owner’s schedule. Before leaving the orientation, new member-owners are also be assigned a buddy. Buddies are current PFC member-owners and are available to answer questions via email or phone. If prospective member-owners do not join the co-op within one year of attending the orientation, they will need to attend another orientation should they decide to join.
Work Shifts
Please keep in mind that the shift you would like to work may not be available upon joining the PFC. Consider working a shift that might not be your first choice but that you are able to attend, and request to be put on the waiting list for the work shift you would like. You can always change your work shift if you do not like it or if your schedule changes. Note that some shifts require a six-month commitment, due to the level of training involved.
The vast majority of co-op work shifts are three hours every four weeks. Each member-owner is responsible for 13 work-slots a year. Most work shift are on a four-week cycle. If you are unable to attend your work shift, it is the member-owner’s responsibility to find a member-owner of your household to fill in for you (if possible) or to trade with another member-owner so that someone will come to work in your place. When you arrange a trade with another member-owner, write down their name and member-owner number. Both member-owners need to contact their coordinators and let them know who will be filling in for them and when. This trading ensures that the other member-owners do not have to carry the burden of your absence. The spirit and success of the co-op comes from the dedication of our member-owners. If you cannot find someone to fill your shift, please contact your coordinator as far in advance as as possible.
Exception to the work requirement
PFC welcomes people of differing abilities. There are many types of work at the co-op and we are happy to assist member-owners in finding work shifts that accommodate unique needs.
A member-owner can miss one work shift due to the birth or adoption of a baby, a death in their immediate family, or the death of a close friend. In all cases, the member-owner must let their coordinator know as early as possible.
Temporary Leave – Eight weeks or more
If you need to leave the PFC for eight weeks or more, we invite you to take a temporary leave of absence from your co-op work. You must contact the work shift coordinator to arrange a leave from your work shift. During this time you will are not eligible to purchase food. If you have a definite return date, you may be able to return to your same work shift. If you do not know when you will be returning, we are unable to hold your work shift and you will have to choose a new work shift upon your return.
Ending your co-op member-ownership
If you are leaving the PFC permanently, contact equity@portlandfoodcoop.org. You may choose to keep your investment in the co-op, in order to help the PFC grow and reach its vision of a storefront cooperative in Portland. You may also request that your member-owner investment be returned. This will happen in a time period that allows for the ongoing sustained financial operations of the PFC.
Payment policy
Payment is due at time of pickup by check, cash, or EBT. At this time, we do not accept credit cards or debit cards for payment. We do not make change at pickup, so anyone paying cash will be issued a credit on their account for the amount of change owed to them (if any). Credit (an IOU) may only be extended to a MO if payment cannot be accepted at pickup for a reason out of the MO’s control, e.g. EBT malfunction or inaccessibility, power outage, lack of Internet access, lack of trained personnel/knowledge of how to accept payments. In those circumstances, the PFC will make special arrangements to accept payment from the MO. Generally the payment must be received by the PFC within 48 hours after pickup or when the MO next picks up an order, whichever is sooner. Provisional credit/IOU terms: if someone is not prepared to pay by check or cash, money managers should: a) ask the person to go home and return with payment; b) ask them to get cash at the ATM at Rite Aid ($100 limit, open until 9 p.m.); c) ask them to mail the check in within 48 hours. (This is a transitional arrangement for the next 3-4 months, starting in August 2011, and will be revisited.)
Return policy and procedure
Member-owners are responsible to check their order for accuracy before paying. If anything in the order seems incorrect please bring it to the money manager’s attention before paying.
If member-owners find rotten food in their order after paying, they should send a description and request for return to info@portlandfoodcoop.org as soon as they notice the rotten item. The return request needs to be within a month of pick up and the member-owner will get a refund or reimbursement for the rotten package or container of food from PFC.
Pickup Procedure
If you must miss a pickup, try to send a friend or fellow co-op member-owner in your place. In the event that you miss a pickup, your order will be stored and you are expected to pickup your items at the following scheduled pickup. Due to limited space in our refrigerators, new orders will have precedent over missed pickups. Although an attempt will be made to keep your items in cold storage, we cannot guarantee your missed items will stay this way.
Pickup Procedure
If you must miss a pickup, try to send a friend or fellow co-op member-owner in your place. In the event that you miss a pickup, your order will be stored and you are expected to pickup your items at the following scheduled pickup. Due to limited space in our refrigerators, new orders will have precedent over missed pickups. Although an attempt will be made to keep your items in cold storage, we cannot guarantee your missed items will stay this way.
