Proposal - 2025.07.06 Voting process

Context / Problem

SinceOur thegrocery co-opcooperative movedvalues awaydemocratic from using Venmo for order paymentsgovernance and transitionedinclusive participation. However, our current voting process lacks standardization, which can lead to aninconsistent onlineimplementation, paymentunclear processortimelines, (Stripe),and reduced transparency. Specific challenges we payhave aexperienced feeor aim to Stripeavoid for every order we place.

Every time a member places an order, Stripe charges:include:

• 2.9% of

  Limited theclarity orderon amountwhen proposals should be introduced and how they move forward to a vote

• Plus $0.30 for each transaction

BecauseInsufficient of these fees, as we process more orders, the co-op spends more on processing costs.

• Each $20 order = ~$0.88 fee (about 4.4% of the order)
• Each $5 order = ~$0.45 fee (about 9% of the order)

Currently, members contribute monthly dues on a sliding scale from $5 to $20, which help cover operating costs such as inventory loss, gas for pickups, and saving for future rental space. However, dues are not tied to how much members order. As some members place larger or more frequent orders, processing fees increase without a direct link to individual usage. See Annex A.

These fees will increase with more members, orders, and volume and will limit our ability to save for the co-op's future needs. To address this, we are proposing several optionstime for members to consider.review and reflect before being asked to vote

Uneven opportunities to propose alternative or amended options

Gaps in participation, especially from members who miss email links or meeting updates

Lack of a feedback loop to improve the voting process over time

To address these concerns, this proposal introduces a structured, predictable, and inclusive voting process to guide future decisions.

Options to vote on

Option 1: AddFull 5% markup on all ordersAdoption

• Ensures processing

  Proposals feesmust arebe coveredshared peron order.the wiki in advance of meetings.

• Keeps monthly

  All duesdiscussions as-is.occur at Sunday meetings with time for amendments.

• Estimated additional

  Ranked cost:choice $0.33voting tois $1used perby orderdefault.

  (e.g., $20 order = $1 extra).
• Generate negligible

  OpaVote surplusis toused helpfor withsecure, futureone-member-one-vote needselections.

  beyond
processing
• fees.

  Ballots must go out within 24 hours or wait until the next meeting.

• A minimum five-day voting window.

• Final call for votes and results shared at the next Sunday meeting.

• Feedback is collected after each vote for process improvement.

Option 2: AddPartial processingAdoption fee(Voting amountwithout asTiming markup on all ordersRequirements)

• Ensures processing

  Same feesas areOption covered1, perbut order,remove withthe morefollowing exactconstraints:

  precision.

  • No requirement that ballots must go out within 24 hours

  • Keeps monthly

    Flexibility dueson as-is.the voting window length (suggested but not mandated.

• Estimated additional

  This cost:version $0.33prioritizes toflexibility $1but permaintains orderthe (e.g., $20 order = $1 extra).

• Does not build surplusstructure for futuretransparency needsand likeaccess.
  inventory loss or rental space.

Option 3: Use dues but increase minimum monthly amount

• Keeps individual order costs the same.
• Raises the minimum dues amount, particularly affecting members paying lowest option.
• May result in members who order less frequently contributing more to cover processing fees generated by higher-volume shoppers.
• Guarantees generating additional surplus to help with future needs beyond processing fees.

Option 4: Leave as-is (nostatus markup,quo no+ duesimprovements increase)later)

• No immediate

  Do changenot foradopt members.a standardized process at this time.

• Processing fees

  Continue continuewith tocurrent beinformal absorbedmethods.

  by existing dues.
• Over time,

  Revisit lessthe moneyidea remainsof forformalizing futurethe savingsprocess asafter ordermore volumeexperimentation grows.or feedback.

Annex A. MonthlyStandard revenueVoting Process

1. Proposal Review and expenseMeeting calculationsDiscussion

• 

  Proposals

  Results

  are

  Option 1 (Add 5% markupposted on allthe orders)Grocery Cooperative's wiki ahead of Sunday meetings.

• The Sunday meeting includes:

  • Proposal presentation

  • Group discussion on pros and cons

  • Time for adding amendments or alternatives

2. Ballot Creation and Timing

• OpaVote is theused winnerfor after counting 15all ballots usingunless Instanta Runoffdifferent Voting,tool withis 80%specified.

• Ballots go out the evening of the votesSunday inmeeting.

  • If not possible, voting is postponed to the firstnext round.meeting There(Option wereA 15only)

    valid
  ballots

• Each ballot includes all viable options using ranked choice voting.

3. Voting and 0 empty ballots.Participation

• RoundBallot 1is open for at least five (count5) ofcalendar first choices):days.

• Final call for votes occurs at the next Sunday meeting.
You

Those who missed the email can accessvote alive more detailed breakdown ofduring the meeting.

4. Result Sharing and Feedback

• OpaVote calculates results automatically.

• Results shared at Opavote:the https://opavote.com/results/5939081703325696