Building Local Buying Clubs. Brief History of Whole Life

Building Local

Buying Clubs

Brief History of Whole Life

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”

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...”

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

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!

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!

Finding Proper Companies

Don't forget to look locally!

– Whole Alternatives, Brightly Green WAPF Shopping Guide ACRES and other publications

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!

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!

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.)

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

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

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

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

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.

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

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)

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

Handling Problems

• “Bad things happen• to good buying clubs...”

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

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.

Handling Problems

Problem people –

Require even more creativity???

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.

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)

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

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

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)

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!

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...

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

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.

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...

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

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