Building Local Buying Clubs

1. Building Local Buying Clubs

2. Brief History of Whole Life

3. Handling People Most important asset along with farmers Most prone to drive you CRAZY Must have a member agreement Must enforce that member agreement Set clear boundaries and expectations “People will walk all over you”

4. Handling Local Producers Farmers and producers can be delightful! - Farmer letter Farmers and producers can be difficult! “I don't need you, just give me your member list and I will take care of them...”

5. Handling Local Producers Things to watch out for with local farmers Price Spread and Sales Communication Competition Important to have a backup list of farmers Production problems, retirement, illness... Allows you to scope out prospective suppliers

6. Handling RM Central to most WAPF oriented buying clubs... one of the biggest draws for members Be ABSOLUTELY SCRUPULOUS if you deal with RM – from the farmer's field to member's fridge, you want to be 100% sure of the quality and safety of what you are offering. Never wash people's bottles – FINE THEM!

7. Handling Proper Companies Be wise, you are small! Be bold, good companies will often listen! Credit or debit card very helpful Make companies happy If you make a mistake, own up. Understand they are people too!

8. Finding Proper Companies Don't forget to look locally! Whole Alternatives, Brightly Green WAPF Shopping Guide ACRES and other publications

9. Handling People's Orders Integrate forms (one style or layout for all) Microsoft Excel Email submission On site computer Food Club, MyRealFood, etc. POS Software (very expensive) Phone calls and paper!

10. Handling Paperwork Have a file folder system USE the file folder system Make member's responsible for paper production and consumption (if they want records, make them print them) Simplify where and when possible Member master and RM master Computers/Internet, Blessing and Curse!

11. Handling Paperwork Have a Master Binder - Farmer and supplier contact list, phone numbers, etc. - Copy of member directory - Copy of group calendar if available - Any other pertinent information (copy of member agreement, milk lease agreement, etc.)

12. Handling People's Money Separate checking account, even if it just has a tag line for your group We accept checks only (paper trail) Require prepayment – then you personally are never stuck with people's unwanted stuff

13. Handling People's Money Prepayment Method - Gives needed capital for purchases - Never get stuck by bum members - Legal benefits (differentiates us from stores) Zero Out Method - Easier record keeping - Easier for new people to trust - Less work when people leave group

14. Handling Paying Producers and Suppliers Credit card a must (and an opportunity) Paying farmers – prepay or at delivery Only prepay farmers you absolutely trust and have good relationships with. Recurring orders, prepayment simplifies and shows our support for the local farms

15. Handling Pickup Proper! Be prepared! Have a plan for quick communication “Your worst life now...” It will happen! Have extra help, especially on big days Plan orders to avoid problems Don't schedule a chicken day with a beef day

16. Handling a Pickup Site Review pickup site options Consider trade-offs Location, location, location Be a good neighbor Free eggs, produce... Disaster strikes, be there to help.

17. Handling a Pickup Site Basic Supplies a. Zip Knives (box cutters, etc.) b. Plastic bins and milk crates c. Pens, pencils, and paper d. Sharpies or other markers e. Extension cord(s) and power strip(s) f. Shelves or tables

18. Handling a Pickup Site Permanent Location Stock mostly non-perishable or frozen items Be prepared for leftovers (CSA, produce) Safety and cleanliness LIABILITY INSURANCE A MUST Pest Control (DE, essential oils, quick hands) Be prepared for problems (power outages, flooding, schedule conflict, ice storms)

19. Handling People's Help Help from members is a must – train them to help from the start. Enable them to be able to help... 1. Checklist for setup and cleanup 2. Easily accessible supplies so they can fulfill their responsibilities without pestering 3. Make it so that they can succeed! Don't make a blessing into a frustration

20. Handling Problems “Bad things happen to good buying clubs...”

21. Handling Problems General problems – Require creativity! Notice patterns (RM in Spring, eggs in Winter, confused by beef pricing) Strike preemptively (teach, teach, teach!) Take responsibility for those you create Make sure you have a way to quickly communicate with members in case of problems

22. Handling Problems Don't create problems! a. Do not add member's at questionable times of the year for production b. Do not add members for uncertain orders (first chicken processing day of the year) c. Do not add member's if it will adversely impact the quality of quantity offered to old members.

23. Handling Problems Problem people – Require even more creativity???

24. Handling Problems Problem people exist... Problem people still need to eat... You do not necessarily have to be the one who provides them with food... Problem people can become a big pain... Problem people are best kept out in the first place if at all possible.

25. Keeping Problem People Out Require an interview (phone or in person or both) for all prospective members (yes, this takes time... but it is well worth it). Asks lots of questions and the right questions Have a strong, clear member agreement. Use referrals (can ask who referred them questions if you have any reservations) Orientation Meeting for all new members (old members should and can do this at a pickup)

26. Handling Problems Power Problems Who's the boss? Don't let members micro-manage Don't let especially vocal members run over everyone else Find appropriate venues and means for members to provide feedback It is a TOUGH balance

27. Handling Pricing Probably one of the tougher areas Not as easy as many think... Basic tips... Better to start high and lower than start low and raise (same with membership fee) Notice opportunities for extra profit No “one size fits all” approach We preferential price local farmers

28. Handling Pricing Factors to consider Transport and storage Breakage and loss (eggs, bulk items) Amount of work (RM) Liability risk (RM, chicken, eggs) Returns (rate of) Shrinkage (theft)

29. Handling Pricing How to make money Turn low margin items into high margin items (make trail mixes) Take advantage of sales, case discounts, etc. on known popular items Make things people want (bread, muffins, Kombucha, yogurt, and more!) Keep overhead costs LOW Be... creative!

30. Practice Positive Pilfery 50% + of what a group needs can be secured for little to nothing... Shelves... plastic bins... clip boards... buckets... wood to make shelves... “Junk days...”, Recycle Dumpsters, Construction Dumpsters... Members...

31. Handling Partner Groups One of the highlights of our whole adventure! Shared learning and recon Shared infrastructure and farmers Shared orders and order runs Specialized focus

32. Handling Personal Space Leaders must be able to take trips, vacations, etc. or be covered in an emergency. Leaders must be compensated adequately and fairly. Leaders must not do it all themselves – members should have many, clear responsibilities to fulfill that help the group.

33. Handling Politics Farmers must be adequately supported both PERSONALLY (adequate pay, adequate appreciation) and POLITICALLY. To do one without the other is long term to do neither...

34. Top Tens Must Haves 1. Separate Checking Account 2. Laptop computer 3. Sanity and Stability 4. Committed core group 5. Basic, solid farmer line-up 6. Start up capital ($500-$1,000) 7. Clear member agreement 8. Acceptable location 9. A credit card 10. Basic record keeping system

35. Top Ten Decisions 1. From home or elsewhere 2. Prepay or zero out 3. Legal form or loose association 4. Frequency of pickup 5. Form of payment accepted 6. To have stock or not 7. Limited or wide range of products 8. Limited or wide range of members 9. Level of member involvement 10. Fee structure