Watch oneotacoop.com for complete agenda.
Current discussion by your Co-op board includes the manner in which our electoral process are communicated to member/owners.
Present Co-op bylaws (see below) state that member/owners must receive election instructions in writing. This requirement is fulfilled via the United States Postal Service (USPS). This process is costly, and voting patterns indicate that the majority of member/owners participate in Co-op elections digitally. As a result, the board is prepared to update bylaw 4.3 by unanimous vote at its Tuesday, Dec. 17 monthly meeting. This proposed bylaw amendment would release the board from USPS mailing being the only required method of notification. The December meeting agenda will reflect this Board Business line item. Your feedback is welcome on this matter (contact information below).
Prior processes & future possibilities.
In previous years, the Co-op has mailed a printed notice about the board election, including the date of the annual meeting and voting instruction, to all member/owners with a USPS mailing address in our database. This paper mailing is in addition to sending the same materials via email to member/owners for which we have an email address in our database. Both methods of communication (paper and digital) are used because of bylaw 4.3’s stipulation regarding in-writing notification.
From a financial perspective, it makes sense to revise bylaw 4.3 to reflect digital correspondence as an additional allowed notification method for the annual meeting and election proceedings. The annual election budget averages* $5,053.94; these funds are largely spent on USPS mailing costs. Of the 3,269 eligible voters for the 2024 board election, 1,641 were sent both email and paper notification regarding the election and annual meeting. Note that 1,995 eligible voters had an email address on file in our database during the 2024 election and annual meeting proceedings.
The Co-op board is aware of, and holds in regard, the possible concerns of member/owners surrounding a digital platform. Because of this, member/owners will retain the option to receive printed election instructions and meeting notifications via USPS or in-store pick-up. The bylaw amendment will allow for cost savings and increased efficiency due to a digital-only communication option.
The path to a bylaw amendment.
One of the pathways to Co-op bylaw revision is through a unanimous vote by its board of directors, and your current board members feel ready to do so for bylaw 4.3. This decision has not come without lengthy conversation, many considerations (including continuing to provide an equitable voting and participation option), and consultation with our legal counsel. This revision would be in compliance with Iowa statutes in terms of member/owner notice, with required publication via a general circulation, local printed Iowa Newspaper Association publication. For us, this is the Decorah Leader.
The board’s proposed pathway forward indicates its desire to continue performing as conscientious stewards of the Co-op’s financial health while simultaneously responding to the needs of its member/owners. The board invites the membership to address inquiries regarding this process to a board member:
Brennan Allsworth, vice president – oneotaallsworth@gmail.com
Hannah Breckbill, treasurer – oneotabreckbill@gmail.com
Nathan Dietzenbach, secretary – oneotadietzenbach@gmail.com
Bill Iverson – oneotaiverson@gmail.com
Bee Lutz – oneotalutz@gmail.com
Carl Peterson – oneotapetersonc@gmail.com
Piper Wood, president – oneotawood@gmail.com
Text of Oneota Co-op current bylaw 4.3 and the proposed revision
44.3. NOTICE. Written notice of all member meetings, including the date, time, place, and purpose, shall be delivered to each member not less than ten days nor more than ninety days before the meeting date. If issues which require a member vote are on the agenda of the meeting (except “Order of Business” issues), ballots for voting by mail shall accompany the written notice (including instructions on the procedures for properly casting a ballot).
The following revision is the proposed bylaw change crafted in cooperation with our legal counsel:
4.3 NOTICE. Unless the member waives it in writing, each member shall have ten days written notice of the time and place of all meetings, and of the purpose of all special meetings. Such notice shall be given to the member in person or by mail directed to the member address as shown on the books of the association, or by publication in a regular publication of general circulation among its members, or a newspaper of general circulation published at the principal place of business of the association. If such notice is given to members by publication in a newspaper of general circulation published at the principal place of business of the association rather than by mailing to the members or regular publication of general circulation among its members, a courtesy digital copy of said notice shall also be sent to each member by email or text, if such email or text is available. Any member wishing to receive such digital copy of such supplementary written notice shall be responsible for providing their email address or text address to the Cooperative, and keeping it current. If issues which require a member vote are on the agenda of the meeting (except “Order of Business” issues), instructions on the procedures for properly casting a ballot will be included in the written notice. If written notice is provided by publication in a newspaper of general circulation published at the principal place of business of the association, ballots for voting by mail (including instructions on the procedures for properly casting a ballot) shall accompany the courtesy emailed notice, or members may be instructed to pick up their ballot and instructions from the Cooperative if they do not receive an emailed ballot.
*This total represents the median calculated via the 2021, 2022, 2023 and 2024 election cycles.
Those interested in serving on our board of directors are welcome to learn more, and apply here by Friday, January 10, 2025: https://docs.google.com/forms/d/e/1FAIpQLSfv8yt6QjTcUM4tLvajsLCGxg59GG3sqB897pQGG_xQzGl1vQ/viewform
Paper applications are available at the Co-op as well.
