Planning Framework September 2016

Your Harbour Coop

As with any cooperative the involvement of the owner members is vital and we are therefore pleased to be able to share an outline of our planning framework with you as detailed below. 

How can you help?

You can volunteer to assist with any of the tasks outlined in this plan or to assist with regular shop work such as bagging goods for sale.  Volunteers receive discounts over and above regular member discounts.

You can provide feedback on our plan by emailing your feedback to us (or coming along to the AGM  to join the discussion).

You can come to our AGM - Harbour Coop Ltd AGM Sunday 25th September 2pm at the Portal, 54A Oxford St, Lyttelton (please note this day is the start of daylight saving so don’t be late). All members, intending members and supporters welcome.  View the full AGM notice here.


Harbour Co-op - Planning For Our Future

We are a resilient & prosperous co-operatively owned business that provides for the well-being of the Harbour Co-op Community

1. ECONOMIC – Fair Share

We Run a Member-Owned Economically Sustainable Business…

A.  Manage our profits through monitoring of product lines and margins

B. We Manage Staff & Shop Hours; Sales & Training to Improve Our Income & Reduce Costs.

C. We Source an Innovative & Unique Well Marketed Product Range to Create a Distinctive Shopping Experience


2. SOCIAL - People Care

We Nourish & Grow the Harbour Co-op Community through Education, Food, & Social Connections…

A. We Care for Our Members; Customers; & the Greater Community through Mutually Beneficial Relationships.

B. We Care for Our Staff & Volunteers through a Nurturing Co-Creative Work Environment.

C. We Care for Our Suppliers by Fostering Reciprocal Relationships


3. ENVIRONMENTAL  - Earth Care

We Consciously Strive To Improve Our Environmental Impact…

A. We Reduce Waste & Encourage Closed-Cycle Systems.

B.  We Source Ethical, Environmentally, & Responsible Products.

C. We Support Proactive & Regenerative Practices.


1. ECONOMIC – Fair Share -  We Run A Member Owned Economically Sustainable Business…

A: We Manage Our Profits through Improving Our Margins

A1.  Market Research & Evaluating Competition: Identify 3 New Product Lines Each Month.

Look to other organic wholefood stores in NZ.

Choose 3 loss leader products (could be bread, milk, eggs).

Create a Harbour Co-op brand of products. Swap 1 pre-packaged products a month.


A2.  Ensure Discounts from Suppliers of up to 20% to allow for Monthly Specials & other Promotions.

Create Members Specials 2 months prior.

Contact Supplier 2 months prior to arrange deals.

Identify 10 products per month that specials can be on (esp. slow sellers or new products).

Eventually choose items we are overstocking


A3.  Discontinuing Worst Sellers - (cut 10? worst sellers each year).

Use monthly stock movement sales report to identify worst sellers (& seasonal highs & lows).

View the worst seller each month for the last year...what is consistent? Look to Remove.

Why is the product a slow seller? Competition, Layout, Niche Product? Change the Strategy?

Advertise the opportunity to buy on order (ask for a deposit over $100 worth).


A4.  Reduce Wastage, Shrinkage & Spoilage. 

Special items before unsellable. Weekly Date Check.

Stock take and adjustment on F&V every time we sold out an item, before the new is entered.

Find stock/ products and use before spoiled - Fruit & Veg before wasting time and use in cafe food

Record wastage in system and print dockets with explanation.

Staff awareness to buy the products close to B.B (in consideration of the discount staff already get).


A5.  Examine Member & Volunteer Special System to Ensure Minimum 20% Margin.

Look at member sales from when we had the % buy system to compare

Trial run with both systems working side by side to increase Member purchases.

Monitor the margins on every invoice processed to prevent ‘under selling’ to Members & Volunteers


B. We Manage Staff & Shop Hours; Sales & Training to Improve Our Income & Reduce Costs

B1.  Staff Training: Sales; Health & Safety; Business Development & Research.

Create a Training Schedule. Budget Planned for 40hr/year Training pp & 78hr/year pp Staff Meetings. Monthly check on hours used.​

Food Hygiene and Safety Compliance Document – Updated.

Product Development Time Allocation over the year to enable continued stream of new products.


B2.  Maintain Lean Staff hours to 70 hours in Shop per week During Ordinary Operations.

Staff take responsibility for their time management.

Management checking on hours logged by staff

Pre-approve extraordinary operations...Linked to events and sales.

Reduce management time in the morning and reduce the cross over time for floor staff in winter.


B3.  Specialised Department Leads – Knowledge; Ordering; Teaching other Staff.

List the departments to match names of those interested in being the head of.​

Create a procedure for department leads regarding roles and actions.

Create and implement a training programme for each department lead. Also book in a review date.


B4.  Seasonal Shop Hours.

Look at the cross over time verses early starting time for morning shift.

Explore sales/hours/month to inform the change of opening hours (9am- 6.30pm in summer? Late night shopping one night a week Thursday or Friday and combine with something social)

Customer's survey. Would you like to change the co-op opening hours?


C. We Source an Innovative & Unique Well Marketed Product Range to Create a Distinctive Shopping Experience & Service

C1.  Expanding Product Range with Diverse & Unique Items.

Investigate viability of garden department options for implementation in shop expansion.

Explore the variety of homewares available and prime place, a clear view for customers.

Investigate viability of alcohol licensing, and product options.

Investigate options from members and customers opinion on stocking a meat range.


C2.  Prioritising Product Range When Ordering – Best Sellers.

Looking into the best sellers report to see trends.​

Improve the floor staff interaction with the order board.

Shop Staff have department leads to monitor sales for ordering.


C3.  Café

Allocate a budget for hours for staff (to sell) or volunteer (to prepare)

Create a product range to sell within the shop/café.

Monitor Profit or Loss...Review items every 2 months

Identify needs –  equipment, recipes, staff, appearance (street +  shop)


C4.  Local Business Wholesalers, Be the Middle Person.

Create a stock items list for local businesses.​

Create an account system for the local businesses.

Research suppliers willing for us to be their distribution centre for local business.


C5.  Change Shop Layout and Bulk Bin Expansion.

Finish layout of shop plan of re-arrangement and complete a plan implementation for movement.

Identify shop improvement need to be completed by the Harbour Co-op.

Identify shop improvement need to be completed by landlords.

Create a budget for shop refit.


2. SOCIAL - People CareWe Nourish & Grow the Harbour Co-op Community through Education, Food, & Social Connections

A. We Care for Our Members, Customers, & the Greater Community through Mutually  Beneficial Relationships

A1.  Expanding Our Newsletter.

Link our newsletter to our webpage

Create a visual look to represent the Harbour Co-op essence.

Communicate member’s special, new products, co-op/ local news to the public.

Create a newsletter contents database.

Create a relationship with Project Lyttelton & Time Bank newsletters to share newsletter info.


A2.  Maintaining a Strong Social Media Presence.

Spend 1-2 hrs a week on the webpage; manage content & editing the look.

Link newsletter to webpage and create a print out version to give to non-members.

Write an article for the Lyttelton Review for every Publication.

Facebook, Twitter and Pinterest posts 2-3 times a week each.

Explore articles and advert options in different publications and online options.


A3.  Connecting with Local Community Groups.

Collaborate on Projects that have a comparable future directions.

Grow harbour Kids, Project Lyttelton, Schools, FRN, Veggie Box Scheme, Volunteer Canterbury, Steiner School (School Fare), Lift Library (Movie Nights)

Help with events; Donate time,energy, money, and ideas to local groups.

Educational programme promotion (Talks & Workshops) for members & community.


A4.  Follow Health Concerns & Trends Promoted in the Media.

Spend 2 hrs wkly researching trends & collating data for staff training & informing customers.

Look to suppliers to inform us and customers on health topics and new products.

Explore and present facts on dietary needs...Create 1 Info Sheet a month.

Listen to customer feedback and product requests.

Visit other areas in Canterbury for trends and movements within other types of businesses.


A5.  Kids Involvement.

Explore similar business for ideas they are doing to connect with kids.​

Look into kid loyalty cards; and game competitions to win fruit/ healthy snacks.

School talks about The Harbour Co-op, nutrient, organic food etc…

Stock more kid friendly products.


B. We Care for Our Staff & Volunteers through a Nurturing Co-Creative Work Environment

B1.  Create a Seasonal Calendar of Events.

What grows this season share through window displays, posters, & write ups for the newsletter.

What does our community get involved in - Events, Exhibition, …

Regular staff social meet-ups...Freeman drink nights; potluck meals; game nights.

Celebrate International/ NZ events, eg. World Vegan Day, Volunteer Day, Fair Trade Day, etc.


B2.  Provide for the Needs & Comfort of those Working at the Co-op.

Maintain a workplace culture – all staff at ease to be themselves…

Listen to feedback in the staff catch-ups on needs & concerns within the work space.

Locker room space/ hang up your belongings.

Rest room /space for their breaks.


B3.  Improve Communication within the Harbour Co-op.

Staff and Management communication book is used daily.

Improve order board system with staff for customers needs to be met.

Create a white board for customers to see if product suggestions or orders are in and to receive other feedback

Every 3rd staff catch-up will be opened to volunteers.


B4.  Maintain Time for Ideas to Generate Flow into Action.

Allow time in staff catch-ups and working hours to generate and expand ideas.​

Maintain Visual Board in office used to develop business ideas. Open for all to see and add too.

Every staff catch-up allows 30 mins for feedback from staff on issues/ concerns from the shop.

Hold workshop times to development specific ideas for the business.


B5.  Ensure Harbour Co Op Acts as a Good Employer. 

Create performance agreements policy and induction.

Hold 6 monthly performance appraisals and feedback from staff handbook.

Look to other businesses on their employment relation models to add to our procedures.

Stay up-to-date with management tools offered online, training courses or articles/ books etc.


C. We Support Proactive & Regenerative Practices

C1.  Supply Promotional Tastings & Info Sharing.

Regular training for our staff with our suppliers.

Every 2nd to 3rd Saturday market tasting and information sharing session. And evening events.

Rotate promotional material within the shop and supply information leaflets for our customers.


C2.  Joint Marketing Options

Poster displays & signage within the shop.

Promote suppliers mission statement and community contribution efforts.

Advertising and posters within the local expanding community and at supplier events.

Connect with Piko to advertise their workshops

Connecting with local groups/ schools for advertising ops, plus reciprocal relationships.


C3.  Newsletter Features of Our Suppliers.

Visit our Suppliers and learn about what they do, plus photos of their space and staff.

Write a blog about their business - Customer opinions of their products.

Fact Sheets on supplier products with info on certification -local, organic, spray-free, GMO free.


C4.  Joint Purchasing Stock with Competitors.

Investigate joint purchasing process to identify potential items.

Investigate joint purchasing process to identify potential suppliers.

Plan of action and protocol for joint purchasing if decided it is viable.


C5.  Co-op Small Shop Association/ other memberships

Investigate Co-op Small Shop Association and or membership of Cooperative Business NZ

What is the beneficial relationship?

What are their requirements?

What will we need to do or change for the connection?


3. ENVIRONMENTAL  - Earth Care We Consciously Strive To Improve Our Environmental Impact…

A. We Reduce Waste & Encourage Closed-Cycle Systems

A1.  Reduce Un-Recyclable Packaging by 1/3 rd.

Replace packaged items with bulk bins or our own packaged version.

Increase bulk bins options that fit the space efficiently.

Promote the price of buying bulk.

Talk with suppliers about the packaging they use to send to us.


A2.  Reduce Food Waste by Half (with the intention of totally removing it from waste).

Value Added products – Soups, Juices, Wraps …

Use slow selling products within recipes.

Look into other products that need using quickly twice weekly (Tue & Fri).

Reduce/ Remove slow sellers that have high item order amounts.


A3.  Promote Reusable Packing & Packed Products.

Create options for selling reusable bags. Our own and other companies.

Create customers rewards system for customers who use their own bags.

Signs in the shop promoting re-usable bag & jars, and how to dispose of unusable options.

Use donated plastic bags and reuse cardboard boxes for shopping.

Highlight the products with no to low packaging involved.


A4.  Reduce Drips & Spills by 2/3 rd.

Find stainless steel jugs and funnels for each of the bulk liquids.

Sign 'If you need help please ask a member or staff for help'.

Staff to monitor bulk liquid station.

Replace bulk liquid holders to newer options for less drip, and easier handle.


A5.  Find Uses for our Waste Before the Last Option of Landfill.

Creative Junk. A business that takes all types of items for creative purposes.​

Compost & Chickens get the food scraps.

Cardboard and paper go to recycling Locally.

Jars, Bottles, Bags, Egg Cartons are cleaned and used in shop for bulk fill.

Cultivate relationship with Project Lyttelton Waste Matters.


B. We Source Ethical, Environmentally, & Responsible Products:

B1.  Buy from Renewable Source Supporters.

Define a set of questions/ Criteria to match our intent with suppliers practice.

Check ten existing supplier to the above criteria, a month.

What other companies & business have the same ethics/ criteria that we could supply.


B2.  Support Local Suppliers, then, NZ before Overseas Products / Business.

Spend 20 mins a week researching local and NZ options to replace the overseas version​

What stock items can we make in store? Or ask suppliers on ability to taken on?

Offer local business and suppliers in store deals. Wholesale options.


B3.  Create an In Store Rating System for Sustainability.

Talk to Jake from Common Sense about their Star Rating Systems

High Light local product – distance from shop. Promote NZ companies on map within the shop.


B4.  Find Alternative Product Options for Our Community.

Market research – what service does our community need? What is not available locally?

Supplier research – are there market stall holders needed a week time out let in Lyttelton?

Supplier research – do our existing suppliers have other stock items we could sell?

Search the internet for new products and supplier options.


B5.  Appearance

Capture the Atmosphere of Harbour Co-op look like, sound like, feeling?  And Enhance.

Create a destination that. people want to go to, hang out and promote to other people they know

Allow for a comfortable shopping experience.

Clean and tidy; ease to navigate;


C. We Support Proactive & Regenerative Practices:

C1.  We Choose Suppliers & Companies that Match Our Ethics.

Look at our Electricity Provider for Sustainable Energy Production.

Does our Bank match our ethics...Local Economic Principles?

What do our suppliers do to support & promote regenerative practices.


C2.  We Take Care of our Environment from Our Door Step out to the Harbour Basin.

Daily street sweeping & rubbish care. Plus share knowledge of disposing of rubbish environmentally.

Greening the front of the shop with plants/ flower, and out into the community  in planting schemes.

Taking part in fundraising, donation time and energy into environmental projects and awareness.

Share our visionary of a greener community; find others doing & wanting to do the same.


C3.  We Connect with our Community on Shared Projects.

Connect with FRN, Project Lyttelton, School, Grow Harbour Kids

Can we become Edible Harbour Basin? (CSA; FRN)

Connect with Steiner community


C4.  We Promote the Actions of Others Working the Same Way.

Through Google,  FB, Twitter, Blogs on our Webpage and Newsletter​

Poster in the window of Harbour Co-op

Word of mouth, flyers

Through Donations or Fundraising events help.

Choose one Company to sponsor in some way. Every month/ season/ year?