Food Buying Club Policies
Section One: GENERAL POLICIES
I. MEMBERSHIP FEE: One pays a lifetime membership of $20 for each family unit.
II. JOBS: As a cooperative club, each member shares the work load. All members are assigned a job by the club coordinator as part of club membership. Not having a job or not doing a job is not an option, though in rare instances, exceptions may be made for unforeseen circumstances at the discretion of the club coordinator. If a member does not have a job assignment, a 10% surcharge will be added to their orders. If a member who has been assigned a job is unable or unwilling to perform their job duties, they are subject to the 10% surcharge, at the club coordinator's discretion.
III INACTIVE MEMBERS: If a member does not order for 3 consecutive months, they go on an inactive list, with that member’s permission.
IV. DONATIONS: A donation from the club account is provided twice per year to Adventist Health Ministries for use of their facilities, amount to be determined annually.
V. OFFICERS: The club consists of three Officers; Club Coordinator, Distribution Coordinator, and Treasurer. Officers will remain in office until they resign or are unable to function.
VI. FREEZER USE: Inez Wren School may use the club’s freezer for frozen fruit not picked up during the Oregon frozen fruit sale; also for their school hot lunch program.
VII. DISSOLUTION OF FOOD CLUB: In the event that the club needs to dissolve at a later date:
1. The freezer goes to the Adventist church, which originally paid for half of the cost, and the refrigerator goes to the Inez Wrenn SDA School.
2. The two scales, cart, plastic bags, scoops, etc. are to be sold.
3. A donation would go to the Health Ministries Council of the Adventist Church for sponsoring the club’s use of the Family Life Center.
4. Total funds left in bank and from sales would be disbursed among the current active members, prorated for length of membership.
VIII. POLICIES: Policies are created and modified at bi-annual business meetings by a majority vote of membership present. Meetings are conducted by the club coordinator and Roberts Rules of Orders will apply. Voting may also be done by phone and email between semi-annual meetings if necessary, at the discretion of the club coordinator.
IX. NON DISCRIMINATION: We affirm that our club members show a non-discriminatory respect for all beliefs, including but not limited to, religious, political, and racial.
Section Two: POLICIES REGARDING ORDERING AND PICKUPS
X. LATE PENALTY FEE: There is a fee of $15 for anyone not picking up their groceries in the given time frame at a pickup, unless one has a true emergency. If someone has a conflict, they are to ask a friend in the club or someone else to pick up their groceries and keep them, temporarily, until the person/family can get them.
XI. RETURNED CHECKS: Any returned checks are to be paid for with a cashier’s check or money order, including all bank fees, for that invoice. The next three grocery orders must be paid for with a cashier’s check or money order.
XII. A QUALITY CHECK is to be performed at each pickup by a designated Quality Checker before members may cash out. Credits for miss-picks, or items not received at food delivery will be given on that invoice. After the quality check is performed, each member should still check their order carefully to ensure accuracy. In the rare event that an error on an order is overlooked and is not noticed until after the completed pickup, the member should notify the club's Claims Coordinator immediately, as all claims must be reported to UNFI within 5 days of the pickup. Credits on any claims made after the pickup would be credited on the following month's order.
XIII. FORM OF PAYMENT: Members are to pay at pick-up with a check only; exceptions to be rare.
XIV. BANK ACCOUNT BALANCE: The club strives to maintain a minimum of $1,000 and a maximum of $1,500 in the bank as a cushion. A small fee (usually 2%) is added to each member's orders to cover ongoing club expenses. At each bi-annual business meeting, members can vote to temporarily adjust this fee up or down if the bank balance falls below the set minimum or rises above the set maximum. Alternatively, or in addition to this, members can vote to temporarily pay UNFI fuel surcharges from the club balance rather than dividing the fuel surcharges between members and adding the fee to their orders, as is typically done.
XV. CHILDREN: Children are to be kept under control, not allowed to run in and out of the FLC or the Church School during AFBC activities.
XVI. CATALOG FOR NEW MEMBERS: The Coordinator is to get one copy of the Annual Catalog each year, and one copy of the monthly price list each month.
XVII. ACCOUNT PASSWORDS: Each member should let the Club Coordinator know their UNFI login password if it is different than the one assigned to them by the Club Coordinator. This allows the Coordinator to correct obvious errors in a member's order before it is released to UNFI. The member will be responsible for any order errors they made if that member cannot be reached and the Coordinator does not have access to their password.
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