Member Handbook

Contents
1. Foreword
2. The Essential Principles
3. A Direct Charge- What is it?
4. A History of Fredericton Direct Charge Co-Op
5. Organization Chart
6. Affiliation with Co-Op Atlantic
7. Fredericton Direct Charge Co-Op By-laws
8. Fredericton Direct Charge Co-Op Policies
9. Fredericton Direct Charge Co-Op Services
10. Personnel and Board Presidents

FORWARD

The Board of Directors has authorized the publication of this handbook. It is intended for the use of the members of this Co-Operative.

The handbook contains a brief history of the co-operative, the By-laws and specific information on the organization, operation and policies of the Fredericton Direct Charge Co-Operative Limited. It also contains information on other services offered by the Co-Operative.

It must never be forgotten that along with the rights a person has, as a member of the Co-Operative goes the responsibility to support and bolster the Co-Operative’s operation. The great strength of our Co-Operative has always resided in the dedication and loyalty of each member in the Co-Operative philosophy.

As a member of this Co-Operative we are reaping the benefits from the investments in the co-operatives by others here in Fredericton and elsewhere over the years.

It is hoped that this handbook will assist each member in understanding and supporting the Co-Operative, its objects, policies and mode of operation. Please retain it for regular reference.
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THE ESSENTIAL PRINCIPLES OF CO-OPERATION

1. OPEN AND VOLUNTARY MEMBERSHIP
Co-Operatives are voluntary organizations, open to all persons able to use its services and willing to accept the responsibilities of membership, without gender, social, racial, political or religious discrimination.

2. DEMOCRATIC MEMBER CONTROL
Co-Operatives are democratic organizations controlled by their members, who actively participate in setting their policies and making decisions. Men and women serving as elected representatives are accountable to the membership. In primary co-operatives members have equal voting rights (one member, one vote) and co-operatives at other levels are organized in a democratic manner.

3. MEMBER ECONOMIC PARTICIPATION
Members contribute equitably to, and democratically control, the capital of their co-operative. They usually receive limited compensation, if any, on capital subscribed as a condition of membership. Members allocate surpluses for any or all of the following purposes: developing the co-operative, possibly by setting up reserves. part of which at least would be indivisible; benefiting members in proportion to their transactions with the co-operative; and supporting other activities approved by the membership.

4. AUTONOMY AND INDEPENDENCE
Co-Operatives are autonomous, self-help organizations controlled by their members. If they enter into agreements with other organizations, including governments, or raise capital from external sources, they do so in terms that ensure democratic control by their members and maintain their co-operative autonomy.

5. EDUCATION, TRAINING AND INFORMATION
Co-Operatives provide education and training for their members, elected representatives, managers, and employees so they can contribute effectively to the development of their co-operatives.

6. CO-OPERATION AMONG CO-OPERATIVES
Co-Operatives serve their members most effectively and strengthen the co-operative movement by working together through local, national, regional and international structures.

7. CONCERN FOR COMMUNITY
While focusing on member needs, co-operatives work for the sustainable development of their communities through policies accepted by their members.
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A DIRECT CHARGE – WHAT IS IT?

A Co-Operative is a limited liability company owned and controlled by its member-users.

The co-operative must abide by the Co-Operative Associations Act and Regulation of New Brunswick which define the scope of operation. These By-laws are agreed upon by the membership and are subject to the approval of the Registrar of Co-Operatives.

Membership in, and ownership of the co-operative is acquired by the purchase of shares. Each member has one vote in the affairs of the co-operatives, regardless of the number of shares held. Members must vote in person at Annual Membership and Special Meetings; proxy voting is not permitted.

Co-operative shares differ from other types of shares in different ways:

  • The member votes, not the shares.
  • They are not saleable on the open market. They must be purchased from the Co-Op and sold back to the Co-Op when the member resigns.
  • Savings are not distributed as dividends or shares.
  • No interest is paid on shares.
  • Shares will not realize an increase in value.

Your share dollar investment is your contribution towards the money needed to purchase land, buildings, equipment and inventory.

Members in a direct charge pay a weekly service fee towards store operating costs such as heat, light and wages.

The purpose of the Direct Charge Co-Op is to provide its members with products and services they require at fair prices.. The members, in turn, must accept limitations in selection, service and facilities.

Savings are realized by limiting the selection of both brands and sizes of goods offered for sales. The brands and sizes offered will be those preferred by the largest number of members.

The goal of a Direct Charge store is to maximize efficiency for maximum savings. For any given facility there is an ideal number of members. Too few members will allow space, labour and facilities to go unused. Too many members will place a strain on the operations and increase operating costs.

Shopping at Direct Charge stores is limited to members only. A member is usually a single family or household unit. Members agree to purchase goods for household or family use only. We also permit “reciprocal shopping”- shopping from members of other co-ops.

Goods are sold as near to cost as possible. (The pricing policies are approved by our membership at our Annual Meetings.)

A small up charge is also added to products to cover losses incurred though damage from handling, breakage, etc.

The great difference between a co-operative and other types of businesses is that the co-op is owned and controlled by those who use its services. Ownership is a prerequisite of control, and control is essential if members are to achieve their goals.
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HISTORY OF FREDERICTON DIRECT CHARGE CO-OP

The Fredericton Direct Charge Co-Op was organized by a small group of people in the spring of 1973 and officially opened in May, 1974, serving a membership of 550 families with groceries, meat, produce and a gas bar. During the next four years membership increased to 900 families.

In November, 1978, 5000 square feet were added to the building to accommodate an additional 500 families. This expansion allowed us to open a Hardware Department and a Dry Goods Department enabling members to meet more of their needs at their Co-Operative.

By 1979, our membership had grown to a maximum of 1600 families. Because of our limited space, a waiting list for membership had to be set up.

In March 1982 an expansion of 7500 square feet of floor space allowed us to increase our membership to 2300 families.

Until 1987 the Fredericton Direct Charge Co-Op operated with 21,500 square feet of floor space, employed 50 people and had annual sales in excess of fifteen million dollars.

In September 1987, another expansion was completed, this time adding 10,570 square feet to the rear of the store. This allowed all existing departments to enlarge and added a deli, a snack bar and more warehouse and office space. Membership increased to 2650 families, staff numbered over 75 part time and full, and sales are over 19 million per year.

As of October, 1991 membership stands at 3200 families with sales in excess of 25 million and waiting list of 1400.

In March 1994, the Co-Op added 38,000 square feet, to total over 65,000 square feet. This resulted in the expansion of most of the existing departments and the addition of a bakery.

To better serve existing members, to offer new products, and to make a more convenient shopping experience; including a pharmacy the Co-op underwent a major renovation in October of 2002 adding 19,000 square feet.

In 2009 FDCC took over the management of the Northside Gas bar location. Sales have doubled at this location since that time and is now doing close to half the sales of the Doak Road gas bar.

Sales now range about 50 million and staff number about 160.

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ORGANIZATION CHART

Membership/Board of Directors/Manager/Staff

* Committees of the board include:

Member Relations, Finance, Property Management, Executive, Enterprise and Environmental
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AFFILIATION WITH CO-OP ATLANTIC

Co-Op Atlantic is a central wholesale and service co-operative owned and controlled on a co-operative basis by local member co-operatives in the Atlantic region. Co-Op Atlantic is a conventional co-operative. Its net surplus is returned to its members on the basis of patronage.

Co-Op Atlantic offers a full range of commercial services to keep its members supplied with goods and marketing services on a regular basis.

The Fredericton Direct Charge Co-Op has availed itself of the Management Supervision service. Under a Management Agreement contract the Fredericton Direct Charge Co-Op has hired Co-Op Atlantic to be its manager. Co-Op Atlantic provides the person to do the job in consultation with the Board of Directors. Under this contract, the Manager is supervised by Co-Op Atlantic’s Retail Services Department through its team of Zone and Area Managers. The benefit of this informed teamwork goes far beyond the service provided by manager and supervisor, and helps the system develop pertinent management skills.

The Co-Operative wholesale-retail system in Atlantic Canada is built by the efforts of dozens of local co-operatives, working with the management of their regional office.

 

Just as it makes sense for individuals to work together in their local co-op, so does it make sense for local co-ops to work together to support their regional federation- Co-Op Atlantic.
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BY-LAWS

Article I

1. The name of the Association shall be Fredericton Direct Charge Co-Operative Limited.

Article II

1. In these by-laws, unless the context otherwise requires:

a) “Act” means the Co-Operative Associations Act being Chapter C-22.1 of the Acts of New Brunswick.

b) “Regulation” means the Co-Operative Associations Regulation 82-58

c) “Association” means Fredericton Direct Charge Co-Operative Limited.

d) “Board” means the Board of Directors of the Association.

e) “Family Unit” means one or more persons who normally live in one dwelling, share common board and have the commonly recognizable signs of being a Family Unit. The Board shall have the final authority in determining, in individual cases, what constitutes a Family Unit, in the spirit of the definition.

f) “Member” means each one and everyone of the following:

i) an individual in whose name shares of the Association have been issued.

ii) a family unit, one person of which has been issued shares of the Association in his name.

iii) an organization, one person of which has been issued shares of the Association in his name.

g) “Organization” means a group of individuals, incorporated or unincorporated, having a common bond with a mutual purpose.

h) “Service Fees” mean the weekly charge to each member.

i) “Shall” is imperative, “May” is permissive. The singular includes the plural, and the masculine the feminine, and vice versa.

Article III

REGISTERED OFFICE

1. The registered office of the Association shall be located in Fredericton in the Province of New Brunswick.

Article IV

1. THE FISCAL YEAR of the Association shall commence on the first day of October in each year and shall end on the last day of September of the next year following.

Article V

MEMBERSHIP AND SHARE CAPITAL

1. THE SHARES of the Association shall have a par value of One Dollar ($1.00)

2. APPLICATION FOR MEMBERSHIP in the Association shall be made in writing to the Board of Directors and no application for membership shall be accepted and no allotment, assignment redemption or transfer of shares shall be valid unless and until approved by the Board of Directors.

3. SHARE SUBSCRIPTION Anyone wishing to become a member shall subscribe for not less than one thousand (1000) shares. For those members on record as of September 30,1983, the total share subscription shall be 1050.

4. PAYMENT SCHEDULE FOR SHARE CAPITAL

a) Upon application for membership, each applicant shall pay the value of thirty (30) shares and each member shall pay a weekly sum of Two Dollars ($2.00) until the full amount of shares subscribed is paid.

b) Under extraordinary circumstances, the Board may upon receiving a written request adjust the payment schedule for Share Capital as outlined in 4(a).

5. THE MAXIMUM NUMBER OF SHARES that any member may hold is unlimited.

6. MEMBERSHIP in this Association shall be open to any person.

7. ORGANIZATIONS wishing to become members may do so under such terms and conditions as may be prescribed by the Board and approved by the inspector.

8. ASSOCIATE MEMBERS Members of any other Co-Operative Association may, at the discretion of the Board of Directors, become Associate members. Associate membership bestows shopping privileges at the Board’s discretion.

Article VI

WITHDRAWAL FROM MEMBERSHIP

1. WITHDRAWAL: If a member wishes to withdraw from the Association, he must give notice in writing addressed to the Secretary of the Board. The Board shall deal with such withdrawal application and if approved, pay out the withdrawing member’s equity subject to section 27(1) of the Act.

2. EXPULSION: Any member or Associate Member may be expelled by order of the Board of Directors if, to the Board’s satisfaction, such member violates any by-law, rule, or regulation of the Association or acts in a manner which is detrimental or not in the best interests of the Association. Share capital shall be returned to the expelled member within three (3) months from the date of expulsion. Service fees shall not be charged after a date fixed by the Board.

3. PURCHASE OF SHARES: The Board of Directors shall not purchase the shares of any withdrawing member or any other member if such a reduction of the Association’s capital would in any way endanger the financial condition of the Association.

Article VII

MEMBERSHIP MEETINGS

1. The annual membership meeting shall be held within four months following the end of the fiscal year at a time and place as determined by the Board of Directors and specified in the call of the meeting. The order of business at all annual meetings shall be as follows:

a) the call to order by the chairmen;

b) appointment of the credentials committee;

c) report of the credentials committee;

d) the approval of the minutes of the preceding meeting;

e) business arising out of the minutes;

f) the reports of standing committees appointed at previous meetings;

g) the reports of standing committees appointed at previous meetings;

h) the reports of officers;

I) the reports of auditors;

j) consideration of financial statements;

k) financial considerations, including reserve funds, interest on share capital and patronage rebates;

l) unfinished business;

m) nomination and election of directors;

n) election of auditors;

o) new business.

2. NOTICE OF MEETING shall be posted prominently in the Association’s place of business at least fourteen (14) days prior to the meeting. In addition, the Board of Directors shall cause notice of meeting to be made available to members by:

a) sending such notice to the address of every member as registered on the books of the Association at least fourteen (14) days prior to the meeting or

b) distributing such notice to members in the Association’s place of business during regular business hours at least fourteen (14) days prior to the meeting.

3. SPECIAL GENERAL MEMBERSHIP MEETINGS may be called at any time by the Board of Directors and such meeting shall be called whenever a petition therefore is signed by at least fifty members or ten percent (10%) of the members of the Association, whichever is lesser, and presented to the Board of Directors.

4. NOTICE OF SPECIAL MEETINGS shall be given in the same manner as is provided for annual meetings and shall state the time, place and purpose of such meetings and the business to come before it, and no business other than that as specified in the notice shall be transacted.

5. QUORUM: At all general meetings of the Association thirty (30) members shall constitute a quorum.

6. VOTING: In keeping with co-operative principles, each member shall have only one vote at all annual or general membership meetings. The family unit member shall have only one vote and that vote shall be cast by any person in the family unit having an age of nineteen (19) years or more. The organization member shall have only one vote and the person in whose name the shares of the Association have been issued shall cast that vote.

7. AUDIT: Between the close of the fiscal year and the annual meeting of the Association, there shall be an audit of the books and accounts of the Association by an auditor appointed by the members at the previous annual or general meeting and approved by the Inspector.

The auditor shall have access to all books and accounts of the Association and shall examine the general statement of receipts and expenditures, funds and effects of the Association, verify the same to be correct, duly vouched, in accordance with law or report to the Association and to the Inspector in what respect he found any entry or account incorrect, unvouched for or not in accordance with law.

The auditor shall furnish the Directors and the Inspector with a certified copy of his report. The cost of all audits and reports shall be paid by the Association.

8. RESOLUTIONS: Any resolution shall be considered by the annual membership meeting if:

a) A member of the Fredericton Direct Charge Co-Op has submitted such resolution to the Corporate Secretary of the Co-Op by December 1st prior to the annual general meeting; and the secretary of the Co-Op shall ensure that a copy of the resolution is made available to each member of the Co-Op by distributing such resolution with the notice of meeting; or

b) It has been placed on the agenda with the consent of 2/3 of the registered members present at the annual membership meeting, subject to the resolution not being an extraordinary resolution as defined in the Co-Operative Association Act or a resolution to modify the by-laws; or

c) It has been considered and recommended by the board of directors and notice of intention to present such resolution(s) has been included in the notice of the annual membership meeting.

Article VIII

DIRECTORS

1. MANAGEMENT: The management of the Association shall be vested in the Board of Directors consisting of twelve (12) members duly elected.

a) The Board of Directors shall be authorized to take whatever action the Board deems necessary to protect the interest of the Association and members by initiating proper security measures on the Association’s property.

2. ELIGIBILITY FOR BOARD MEMBERSHIP: Eligibility for membership on the Board of Directors shall be extended to individual members, individual persons from family unit members and the persons from organization members in whose names shares of the Association have been issued. Only one person from a family unit member may serve as Director during the period of any particular term. Directors shall be at least nineteen (19) years of age.

3. NOMINATIONS: Candidates for the position of Director shall be nominated by a nominating committee appointed by the Board at least thirty (30) days previous to the meeting at which the election takes place. Additional candidates may be nominated from the floor of the meeting.

4. TERMS OF OFFICE: A director’s term shall be three (3) consecutive years and a Director may be elected for three (3) consecutive years.

5. ELECTION OF OFFICERS: At the meeting where the election takes place, or immediately thereafter, the Board shall meet and elect amongst themselves a President, a Vice-President, a Corporate Secretary and a Secretary-Treasurer.

6. BOARD VACANCIES: If a vacancy occurs in the Board of Directors by reason of death or resignation or other cause, or in the case where a newly elected Director fails to qualify himself for the office pursuant to section 31(5) of the Act, the vacancy so created shall be filled by appointment by the remaining Directors until the date of the next annual meeting. At the Annual Meeting Directors shall be elected for the remaining term of the vacated positions as follows: Candidates with the highest number of votes shall be appointed to full three-year term positions until all full term positions have been filled. The remaining candidates will be appointed in order of the vote received until all partial term positions have been filled. The portion of a term served by a person appointed by the Board to fill a vacancy caused by the departure of a director from the Board shall not be included in the calculation of the number of consecutive years served.

7. MEETINGS AND QUORUM: A meeting of the board of Directors shall be called every month at such time and place as the Board may determine. Eight directors shall constitute a quorum.

8. TIE BREAKING VOTE: The President or Chairman, at a meeting of the Board of Directors in addition to his regular vote, shall be entitled to cast a vote in the event of a tie.

9. DECLARATION OF BOARD VACANCY: If a Director fails to attend two consecutive meetings or any three of duly convened Board meetings in any one fiscal year without good cause, his office may be declared vacant by the Board and the vacancy may be filled in accordance with Article VII-9 of the By-laws until the next Annual Meeting.

10. GENERAL MANAGEMENT: The Board shall have the general management and direction of the affairs and business of the Association and may exercise all such powers that are not required to be exercised by the Association in a general meeting.

11. MINUTES OF MEETINGS: The Corporate Secretary shall ensure that the books containing the minutes of the Board of Directors are kept in the custody of the Association’s Head Office.

12. BUDGET AND SERVICE FEES:

a) The Board shall prepare or cause to be prepared, a budget of operating revenue and expenses for recommendation to the Annual or Special General Meeting.

b) The Board shall recommend to the Annual or Special General Meeting, the Service Fees to be charged to the members.

c) If during the period between meetings, it appears that it is in the best interests of the Association, the Board may adjust the Service Fees either upward or downward by any amount not exceeding ten percent (10%) of the amount approved by the Annual or Special General Meeting.

d) Notwithstanding Section 12 b) and c) above, the Board may, upon written request adjust the Service Fees under extraordinary circumstances for individual members.

13. MANAGEMENT AGREEMENT AND CONTRACTS: With the approval of the Inspector, the Board may enter into a “Management Agreement” or an “Operation Integration Contract” or both with a corporation or an association of which it is a member for the purpose of providing management and/or financing, under such terms and conditions as may be agreed between the Board and the corporation or association.

14. BONDING: The Board shall arrange for security in the way of fidelity bonds to the satisfaction of the Inspector, on all officers and employees coming in contact with the funds, goods and wares of the Association.

15. INVENTORY: The Board may quarterly or shall yearly cause an inventory to be taken, or they may direct the Auditor to perform this function.

16. PRESIDING OFFICER: It shall be the duty of the President to preside at all meetings of the Association and of the Board, to conduct all meetings according to these Articles, certify by his signature to all acts, orders and proceedings of the meeting and perform all such other duties as may properly come within the jurisdiction of his office.

17. VICE-PRESIDENT: In the absence of the President or his inability to act from any cause, the Vice-President shall discharge the duties of the President. If the office of the President becomes vacant, the Vice-President shall act as President until a successor is elected.

18. CORPORATE SECRETARY: It shall be the duty of the Corporate Secretary to ensure that correct minutes of all meetings of the Association and the Board of Directors are recorded and maintained. The Corporate Secretary shall discharge such other duties as may be determined from time to time by the Board.

19. SECRETARY-TREASURER: It shall be the duty of the Secretary-Treasurer to

a) ensure that all monies paid into the Association are deposited in whatever chartered bank, Credit Union Central, or Credit Unions the Board may select, and to be

b) responsible for and to ensure that a proper set of books are kept showing accurately all financial transactions of the Association and to present a detailed account of receipts and expenditures to the Board regularly, at least quarterly.

20. SIGNING OFFICERS: The authority to name persons who may sign cheques and other documents for the Co-Op shall rest with the Board of Directors, such appointments to be made by resolution of the Board.

21. ORDER OF BUSINESS: The Agenda and supporting documentation for the Board of Directors meetings shall be distributed to the Directors’ mail boxes at least one week prior to the Board Meeting and shall include the following items:

a) Approval of Agenda

b) Approval of Minutes of last meeting

c) Correspondence

d) Applications for and withdrawal from membership

e) Committee Reports

f) Manager’s Operational Report

g) Financial Statement

h) Concerns from Directors

I) Unfinished Business

j) New Business

22. APPOINTMENT OF MANAGER: The Board shall appoint a Manager or Management who shall, under the direction of the Board, have charge of the business of the Association in detail

a) he shall have custody of all the plant, goods, wares, merchandise and buildings of the Association and shall be responsible therefore;

b) he shall see to it that all stocks, buildings and other assets of the Association are at all times insured against fire to their full insurable value in some company or companies approved by the Board;

c) he shall keep a full set of commercial books and records which shall be open at all times to the Board or to any officer of the Association;

d) he shall prepare a report for the information of the Board in such form as the Board at time to time may require;

e) he shall take stock of the assets of the association in conjunction with any other person or persons appointed by the board at the end of the fiscal year and at such other times as the Board may require and exhibit a complete inventory to the Board as soon as it is reasonably possible thereafter;

f) he shall hand over to the Secretary-Treasurer vouchers and other evidence accounting for all moneys received, disbursed or deposited by him on behalf of the Association;

g) he shall permit access to all books, stocks, stock sheets and all assets of the Association to the auditor or auditors appointed by the members or the Inspector and

h) he shall discharge such other duties as may be required of him by the Board.

23. MANAGER’S FINANCIAL REPORT: The Manager shall submit to the monthly meeting of the Board a financial report in such detail as they may direct.

24. MANAGER’S OPERATIONS REPORT: The Manager shall submit in writing to the monthly meeting of the Board, an operations report in such form and such detail as they may direct.

25. INDEMNIFICATION OF DIRECTORS:

a) Association may purchase and maintain insurance for the benefit of a director or officer of the Association or a person who acts or acted at the Association’s request as a director or officer of a body corporate or which the Association is or was a shareholder or creditor, and his heirs and legal representatives against any liability occurred by him.

i) in his capacity as director or officer of the Association except where the liability relates to his failure to act honestly and in good faith with a view to the best interests of the Association; or

ii) in his capacity as a director or officer of another body corporate if he acts or acted in the capacity at the Association’s request, except where the liability relates to his failure to act honestly and in good faith with a view to the best interests of the body corporate.

b) Further, the Association may indemnify any person referred to in subsection a) against all costs, charges and expenses, including an amount paid to settle an action or justify a judgement, provided that he acted reasonably in doing so with the advice of legal counsel, in respect of any civil, criminal or administrative action or proceeding to which he is made a party by reason of being or having been a director or officer of the Association or body corporate, if

i) he acted honestly and in good faith with a view to the best interest of the co-operative, and

ii) in the case of a criminal or administrative action or proceeding that is enforced by a monetary penalty, he had reasonable grounds for believing that his conduct was lawful.

Article IX

BORROWING

The Association may purchase on credit, pledge its credit for money borrowed to pay for materials purchased or incur other liability on the credit and security of the Association upon such terms and conditions as the Board of Directors may from time to time determine; but at no time shall the liability incurred under this by-law exceed an amount equivalent to the value of the share capital.

Article X

TRADING POLICY

1. Purchases shall be made by members only, or a member’s designated representative, subject to Board policy.

2. All purchases shall be made on a cash or cheque basis in accordance with the Board of Directors policies.

3. The payment of service fees shall be as defined by Board policy.

4. The selling price of all stock in trade, shall be determined by the budget as approved by the annual membership meeting.

Article XI

1. SHARE CAPITAL: No interest will be paid on share capital.

2. REFUND OF SHARE CAPITAL: The Board may review annually the share capital position of the Association, and if more share capital has been subscribed and paid than is necessary to adequately finance the operation of the Association, the Board may recommend to the annual meeting that the share requirements for the membership be lowered. If the Board’s recommendation is approved, refunds shall be made to those members who have paid in excess of the maximum requirements.

3. LOAN CAPITAL: Members may invest loan capital under such terms and conditions as may be recommended by the Board and approved by the annual or general meeting.

4. RESERVES: The Directors shall set aside annually or semi-annually in a reserve account not less than five per cent of the annual or semi-annual savings arising from the business of the Association as determined in accordance with generally accepted accounting principles and practice, until such fund is equal to thirty per cent of paid-up share capital.

5. EXTRAORDINARY LOSSES: The reserve fund shall be for the purpose of extraordinary losses or expenditures and to provide protection for share capital.

6. LIEN ON SHARE CAPITAL: The Association shall have a lien on the share capital of a member for any debt due to it by the member and may set off any sum credited to thereon in or towards payment of the debt.

Article XII

AMENDMENTS

1. These by-laws may be amended at any annual or special membership meeting, providing due notice of intent is included with the notice calling the meeting; by a two-thirds vote of the members voting, provided a quorum is present when the vote is called. No amendment shall become operative until approved by the inspector.

 

Article XIII

APPROVAL

1. Pursuant to the authority granted to me by section 18(1) of the Act, I hereby approve the by-laws of Fredericton Direct Charge Co-Operative Limited.

(Sgd.) Donald R. Boudreau

Assistant Deputy Minister

Inspector of Co-Operatives

Date: January 28, 1985
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POLICIES AND IMPORTANT INFORMATION

The Co-Operative Association Act and the By-Laws of the Fredericton Direct Charge Co-Op delegates authority to the Annual General Meeting and the Board of Directors to establish policies affecting the administration of the Co-Op. This section of the Handbook contains those policies that would be of interest to all members.

 

CRITERIA FOR MEMBERSHIP

1. A member is the representative of family unit in whose name the shares of the Association are issued.

2. Membership is open to all persons to a maximum number as determined by the Board of Directors.

3. For membership, one must fulfill the requirements set forth in the By-laws of the Association. Submission of an application is a declaration of accepting the policies, principles and rules of the Association, together with the terms stated on the application form.

PRIVACY ACT

Your co-operative is committed to respecting and protecting personal information. Our approach to privacy is based on full compliance with legislation, and is consistent with co-operative ethical standards for co-operation.

SUGGESTION BOX PROGRAM

1. A Suggestion Box shall be provided for the members.

2. A representative of Management shall collate suggestions and report to the Member and Public Relations Committee.

3. The Member and Public Relations Committee shall report pertinent suggestions to the Board of Directors.

EXPRESS CHECKOUT SYSTEM

1. Express shoppers with twelve items or less may go to the express checkout and be directed to other cash registers by management.

MEMBERS’ LEAVE OR ABSENCE

1. A member who will be away from the area for a known period of time in excess of four (4) weeks, who wishes to retain his membership, shall be granted a leave of absence with no requirements to pay service fees or share capital. Upon the member’s return, membership will be reinstated upon request. Arrangements must be made at the Service Desk….Also ask about our Reciprocal Shopping Cards available for members travelling out of town for use at other Co-Ops.

 

NSF CHEQUES

The policy of dealing with NSF cheques and credit card rejections shall be as follows:

1. Information regarding this policy shall be given to the membership via the newsletter.

2. Member and reciprocal shoppers shall be notified by telephone that they have an outstanding cheque or refused credit card upon the Co-Op receiving notification from the Bank.

3. Members and reciprocal shoppers shall be notified that they are to go to the Head Cashier’s Office to correct the problem. If the problem is not resolved, the member will be notified at the checkout.

4. Where a member or reciprocal shopper

a) has written two (2) NSF cheques, or

c) has written one (1) NSF cheque

within a twenty-four (24) month period, the member’s cheque writing privileges shall be suspended for a period of twelve (12) consecutive months, and during such period shall obtain goods and services on a cash or certified cheque-only basis.

5. For a first suspension under Clause (4) the member may appeal to the store manager who has the authority to reinstate cheque writing privileges.

6. Where a member or reciprocal shopper is suspended for a second or more time, the member may appeal to the Board of Directors. The Board may, upon giving a member the opportunity to be heard, reinstate such privileges with, or without imposing terms, conditions or restrictions on any member or reciprocal shoppers cheque writing  privileges. A decision of the Board can be reviewed upon request each year.

7. Notwithstanding the above, the Board of Directors may, upon giving a member or reciprocal shopper an opportunity to be heard, revoke, suspend, or impose terms, conditions or restrictions on any member’s cheque writing privileges. A decision by the Board is revisable by the Board each year, upon receiving a request from the particular member or reciprocal shopper.

8. In the event that 4(a), 4(b) or 4(c) happens on the same day, such event will be considered as one (1) for the purpose of Clause 4.

 

SHOPPING HOURS

The shopping hours will be as follows:

Monday: Store open 9-6, Gas Bar open 7:30-6,

Tuesday: Store open 10-8:30, Gas Bar open 7:30-8:30

Wednesday: Store open 9-8:30, Gas Bar open 7:30-8:30

Thursday: Store open 10-8:30, Gas Bar open 7:30-8:30

Friday: Store open 10-8:30, Gas Bar open 7:30-8:30

Saturday: Store open 9-6, Gas Bar open 7:30-6

Sunday: Store open 10-5, Gas Bar open 10 – 5
COUPONS- 2 Options

1) Fredericton Direct Charge Co-Op will accept, without redemption, coupons from members at the checkout or the Service Desk by placing $3.00 worth of coupons in an envelope (please write co-op # on the outside of the envelope) Each envelope will be entered into a monthly draw.

See service desk staff for more details.

2) Effective Sept. 9, 1996 coupons can be redeemed for cash in the usual manner at the checkouts. Internet coupons not accepted due to redemption issues with suppliers.

VISA and MASTERCARD: Fredericton Direct Charge Co-Op accepts Visa and MasterCard at all checkouts. Debit cards are also accepted at all registers. Desjardins credit card applications are also available for a low interest option and for financing programs in the Home and Leisure department.
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SERVICES

The Fredericton Direct Charge Co-Op undertakes to provide additional service of direct benefit to its members. Because of the nature of these additional services, they are subject to change.

1. FUEL OIL PROGRAM: A fuel oil program has been established whereby members of this co-op may purchase home fuel oil from Co-Op Fuels at substantial savings.

2. CAPITAL AREA BUYERS CLUB: Arrangements have been made with local merchants to offer discounts to members shopping at their establishment. These arrangements may be withdrawn at any time by mutual agreement. Members will be required to present their membership card prior to finalizing the purchase. Pick up your Capital Area Buyers Club booklet at the Service Desk.

3. HOME DELIVERY FOR LARGE APPLIANCES OR FURNITURE: Arrangements can be made with the Home and Leisure Dept. to have large appliances or furniture delivered to your home for a minimal charge.

4. SERVICE DESK: A Service desk has been installed at the entrance of the store, the purpose which is:

a) To protect the interest of members by ensuring that only members, staff, designated sales people and reciprocal shoppers gain access to the store.

b) To facilitate the exchange or a refund for merchandise.

c) To sign up new members.

d) To check parcels leaving the store for security purposes. We also ask that members entering the store leave their gym/duffle bags at the service desk where they can be retrieved when leaving.

e) To answer any questions members may have.

f) To accept payment for Co-Op Credit Cards.

5. LIMITED PURCHASE PROGRAM: This program has been authorized by the Board of Directors to facilitate families who are purchasing, on average, less than $50. in groceries weekly, to participate in the benefits to co-operation (such as seniors, single parents, students etc.). Families on this membership will be required to purchase shares at a rate of $1.00 per week and pay a 2% up charge fee on items purchased in the following departments: grocery, meat, deli, fish and produce. Ask at the service desk for more details.

6. AWARDS- POST SECONDARY: Four $750. awards are presented to members, their spouse or children annually. There is a special annual award (The Sid Pobihushchy Post Secondary Award) is applicable to staff only. Applications are usually available at the service desk by the end of May/June each year. Applications are judged on academic achievement, community involvement, financial need and future plans.

7. AIR PUMP: An air pump has been installed by the gas bar for those wishing to adjust their tire pressure.

8. PARKING LOT TRAFFIC FLOW: Members are asked to use the entrance and exit routes as designated (the rear driveway as the entrance and the front driveway as the exit). Please follow the same traffic pattern for the gas bar. Members are asked to particularly note the flow of traffic for the parcel pick-up area. This traffic flow pattern has been designed for your protection. Please turn your car motor off while parked at the parcel pick up area to load groceries.

9. NEWSLETTERS: Newsletters are published on a regular basis to keep members informed of new policies, new products, etc. Newsletters are distributed by the greeters at the entrance way of the store. Handouts with pertinent information are often given out at the checkouts and we encourage all members to read these notices.

10. ATLANTIC CO-OPERATORS NEWSLETTERS: The Atlantic Co-Operator is published every two months and is distributed to members of this co-op without charge. Copies are available at the Service Desk or/and at the checkouts.

11. MOVIE RENTALS: All members may rent movies from the Lottery Booth. Reservations are accepted up to one month in advance. Late charges will be applied to any rentals that are brought back after the required return times. See the Video Rental Area for more details. Pertinent information is printed inside the movie rental cases for your convenience.

4. BANK MACHINE: We have available a bank machine (located by the service desk) for your “interac” convenience. Transactions up to $400 are only $.50/transaction. For each transaction, $.05 goes to charity

15. FLORAL TELEPHONE  We recommend that floral orders be placed prior to coming to the store to ensure prompt service.

16. INTERNET ACCESS: Email: info@frederictoncoop.nb.ca. Website: www.frederictoncoop.nb.ca

17. EFLYER PROGRAM: Each week an eflyer is sent out via email to members. The eflyer gives weekly news and specials. Members can apply for the eflyer on-line or at the service desk.
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PERSONNEL

Manager: Murray Hatchard

Division Manager (Admin): Cathy Moulton

Division Manager (Food): Teena Noble

DEPARTMENTS:

Grocery Manager: Jasmine Porter

Grocery Buyer: Laurin Trembath

Floral Shop: Heather McLaughlin

Produce: Ralph Harvey

Seafood: Russell Randall

Snack Bar: Kary Pike

Gas Bar: Mark Collett

Family Fashions: Tammy Beyer

Home and Leisure: Megan Kellestine

Meat Manager: Jeff Carr

Bakery: Sharon Guitard

Front end Manager: Rachall Gillette

Book keeper: Sherry Jordon

Maintenance: Eric Stewart

PRESIDENTS

Rhodes Cooper

Camille Albert

Paul Ryan

Alan Andrews

Sid Pobihushchy

Alister Anderson

Eric MacKenzie

Marj Gwalchmai

Cindy Riley

David Rankin

Gil MacNutt

Bob Taylor

Jane Keenan

Alison Webb

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