Board of Directors

Candidate Application Packet

The Merc Co+op will be a thriving consumer-owned food cooperative in our region that is on the forefront of:

Providing access to healthy, local, organic food and products;
Transforming and nourishing the health of our community;
Creating a robust, sustainable local food economy;
Demonstrating hospitality, generosity and care for the environment;
Building a community based on justice, equity, diversity, and inclusion.

Dear Co-op Owner and potential Board of Directors candidate,

We are pleased that you are interested in running for The Merc Co+op’s Board of Directors. In this packet (link above), you will find helpful information to guide you through the election process. Three of the nine board positions are open for this year’s election. We ask that candidates attend a board meeting (virtual or in person) so that you can see how our board operates. Please send an email to let us know which meeting you would like to attend so that we can provide the login information or physical location (Lawrence, Kansas City). The 2025 dates are June 2, August 4 and September 8 at 6:30 p.m. There will be time set aside during the meeting for candidate questions. Should you need accommodations related to transportation, childcare or another reason to attend the board meeting, please email us.

Sincerely,
LeAnne Richardson, Chair, Election Committee and
The Merc Co+op’s 2025 Board of Directors:
Melissa Williams, Mark Sprauge, Sofía Galarza Liu, Deon Whitten, Hans Carttar, Isaac Falcon-Campos, Anthony Lang, LeAnne Richardson

BACKGROUND AND INSTRUCTIONS

Thank you for your interest in becoming a director! Serving on the board is a rewarding experience as it offers directors an opportunity to participate in their consumer-owned food co-op in a more meaningful way. It is also a great way to learn more about the co-op’s community impact while playing a key leadership role in ensuring that we thrive for many years to come. We recommend following these two steps to better acquaint you with the board’s work and to understand the application process that will be conducted.

STEP 1: Learn more about the board and its system of governing. This packet is designed to provide you with basic information regarding the board’s work and system of governance. If you would like additional information related to the board’s work, you are encouraged to contact our board members. Learning more about the board will help you decide what level of commitment is necessary and whether this will be a productive and rewarding experience for you. Materials available for Step One Background information on the co-op and the Board are available on our website:

• Board meeting minutes

• Current board members

STEP 2: Complete and submit the Application Form below. We need to know more about you and your skills, and how your skills would enhance your ability to be an effective director. The deadline for submitting an application is September 11, 2025. The board will review your application and be available to answer questions by contacting the Elections Chair.

BOARD STRUCTURE AND RESPONSIBILITIES

The Merc Co+op is governed by a Board of Directors that is elected by member-owners of the co-op. The board is directly accountable to the ownership for the activities and accomplishments of the cooperative. Specifically, it is responsible for:

Interacting with owners to understand their needs, values and visions for The Merc Co+op.
Developing, monitoring and revising a body of policies that guide the General Manager and board to achieve outcomes that are consistent with our owners’ values and vision.
Ensuring, through consistent monitoring mechanisms, that management achieves the goals set by the board and that the board operates according to its established processes.

The board fulfills its responsibilities through a system of governance called Policy Governance as originally developed by John Carver. Learn more about Policy Governance.

ELIGIBILITY AND EXPECTATIONS

Eligibility, expectations and qualifications of board membership include:

Being an owner in good standing and being at least 18 years of age.
Stating all potential conflicts of interest on application and not having an overriding conflict of interest.
A commitment to the board for the length of your term.
Familiarity with and adherence to The Merc Co+op’s Bylaws, Policy Governance and Code of Conduct.
Preparation for and active participation in monthly board meetings.
Attendance at board training sessions and the Annual Co-op Meeting.
Ability to understand financial statements with training.
Access to the Internet and availability to respond to frequent board work-related online communications.
A willingness to take responsibility for board duties and to work together with understanding, mutual support and respect.
An ability to keep information and materials confidential.
Integrity, flexibility and common sense.
Elected board members who wish to serve as board officers must undergo a background check.
Co-op staff members are not eligible to serve on the board.

DIRECTOR QUALIFICATIONS AND REQUIRED COMMITMENT

The Merc Co+op is seeking board candidates who are:

Interested in learning about and supporting cooperative values and principles.
Willing to participate actively in discussions.
Good at working in a team environment that prefers to make decisions by consensus.
Willing to delegate areas of decision making to others and hold them accountable for results.
Willing to set aside any personal agendas to honor the diversity of owner perspectives.
Willing to take on a “servant-leader” role and serve The Merc Co+op through active engagement.

Without question, governing an organization effectively is a serious commitment. Board members are expected to prepare for and actively participate in board meetings and stay engaged between board meetings, owner events and occasional training sessions. The board is a team, sharing responsibilities in a way to make its work a manageable part of members-owners’ lives. The term of a director lasts for three years.

Serving on The Merc Co+op’s Board of Directors: What to Expect

Meetings are normally held on the first Monday of each month at 6:30 p.m. via Zoom. One meeting per quarter is held in-person at alternating co-op locations.
Directors need to check their email at least twice a week and respond to board electronic communications. This should be done daily the few days leading up to a meeting.
New directors attend a one-day orientation that may require out-of-state travel and at least one overnight stay.
All directors attend an annual board retreat that is typically one day.
Attendance at owner events is expected.

Below is an example of the time you can expect to spend in a given month:

Meeting preparation — about 2 hours
Monthly board meeting — 2.5 to 3 hours
Committee work — 0 to 1 hour
Misc. (writing for blogs/newsletters, email communication, professional development, tabling at owner events, retreat preparation)
= Total hours of work: 6–12 hours monthly

BOARD ELECTION TIMELINE

The co-op conducts elections using electronic and written voting. If possible, we need your completed application in advance of the deadline to allow time to prepare the electronic materials.

Friday, May 9
- Applications available online and in store. Reach out to board@themerc.coop with questions.
Monday June 2, August 4, September 8
- Candidates asked to attend ONE board meeting at 6:30 p.m.
Thursday, September 11
- Application deadline. Application packets must be completed and received by this date. They are to be sent to the Elections Chair at board@themerc.coop to be published.
Monday, September 15
- Date of Record (owners as of this date can vote in the election and attend the Annual Owner Meeting).
Tuesday, September 16 — Friday, October 31
- Elections. Ballots accepted in-store and online.
November TBD
- Annual Co-op Meeting with announcement of successful candidates.

2025 Board Application Form

Name

First Name

Last Name

Email

Phone

(###)

###

####

Address

Address 1

Address 2

City

State/Province

Zip/Postal Code

Country

Owner Number

Candidate Statement

Please respond to the following questions in the form of a brief (750 words or less) candidate statement that will be shared with owners via the website. It is important that you follow this format in writing your statement: 1. Relevant work experience, e.g. employment, volunteer work, etc. 2. Previous experience with other groups. 3. What would you bring to The Merc Co+op’s Board of Directors? 4. Why would would like to serve on The Merc Co+op’s Board of Directors?

Candidate Commitment

Can you make a three-year commitment to the responsibilities outlined in the candidate’s packet?

Yes

No

Conflict of Interest Statement and Disclosure

I have read Policy B5, Directors Code of Conduct (find B5 at the bottom of this page). To the best of my knowledge and belief, except as disclosed below, I am not engaged in any transaction or activity which may represent a competing or conflicting interest with that of The Merc Co+op. I understand and agree that any conflict of interest will be immediately disclosed to the board. I also understand and agree that I will not participate in final deliberation or vote on any matter before the board in which I have, or may be perceived to have, a direct or indirect conflict of interest. I affirm that the following are all of my business, financial and organizational interests which could be construed to be related to the mission, vision, values or operations of The Merc Co+op. Please provide a digital signature below.

Business Interests

Financial Interests

Organizational Interests, Affiliations, or Positions Held

Date

Today's Date

MM

DD

YYYY

Candidate Conflict of Interest Statement and Disclosure

I agree to abide by Board Policy B5 Code of Conduct and any subsequent changes the board makes to that policy. I agree that if, in the opinion of the majority of the co-op’s Board of Directors, I have violated the letter or spirit of this agreement, I shall resign my position on the board immediately and shall not seek to cause continued disruption to the co-op and the co-op board for that action.

Policy B5: Code of Conduct

The board commits itself and its directors to ethical and responsible conduct.

B5.1: Directors have the following responsibilities:

B5.1.1: Base decisions on the interest of the Owners as a whole and the cooperative’s policies and bylaws.

B5.1.2: Avoid conflicts of interest. If a conflict of interest occurs, the board member should not participate in or be present for related decisions or votes.

B5.1.3: Perform board duties with integrity and prudence.

B5.1.4: Prepare for and attend all board meetings; notify the board president when an absence is unavoidable. Board member participation is crucial to a high functioning board.

If a board member is unable to attend a meeting they must contact the board president directly and in advance. If a board member is absent and does not notify the board president in advance, the board president will follow up directly with the board member.
If a board member misses two meetings (with advance notice), then the board president will follow up directly with the board member.
Details will be kept confidential when appropriate.
Board meetings will be set as far in advance as possible (ideally for the entire calendar year) and will take into account holidays.

B5.1.5: Promote deliberations that are civil, fair, open, and thorough, but also timely, orderly, and to the point.

B5.2: Directors shall not exercise individual authority over the cooperative

B5.2.1: Other than restating board decisions and policies, directors shall not speak for the board to Owners,

the general public, the press, or others.

B5.2.2: Directors shall not voice negative judgements of the General Manager, staff, or the board.

B5.2.3: Directors shall refer Owners and the general public, who have comments or concerns with the

operational issues, to the General Manager.

B5.2.4 As representatives of the co-op and its owners, directors will not exhibit violent, oppressive, or racist

behaviors or speech.

B5.3: Directors shall maintain confidentiality appropriate to sensitive issues such as financial, personnel, and

other issues as defined by the board.