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| Date | 18 February 2021 |
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Time | 6.30 PM |
| Location | via Zoom |
| Meeting opened at | 6.35 PM |
| Meeting closed at | 8.25 PM |
| Facilitator | Bruce Diekman |
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| Minute taker | Jenny Kent |
| Timekeeper | |
| Next meeting date | Friday 26 February 2021, 6.30 PM, P&V Wines |
Acknowledgement of Country: Before we begin the meeting, I would like to acknowledge and pay respect to the traditional owners, both past and present, of the land we occupy and upon which we meet — the Gadigal people of the Eora Nation. It is also upon their ancestral lands that Alfalfa House is built.
We welcome all participants to this Alfalfa House gathering and acknowledge our aim to build a community based on mutual respect and support for each other through acts of active listening, thoughtful and clear communication, sharing of knowledge and experience, and the creation of safe spaces where each of us can participate in achieving the aims of our co-op.
1. Attendance and Apologies
Attendance (MC): Andrew Whittingham, Bruce Diekman, Cyrus Irani, Jenny Kent, Tara Morelos.
Attendance (Members): Bill Jarvis, Carina Fisk-Charlton, Meg Quinlisk, Sandra Clark, Tallulah Ebbs, Yue Ajioka
Apologies: Lisa Kwok
2. Approval of Agenda
That the agenda be approved.
Moved: Bruce Diekman
Seconded: Andrew Whittingham
Carried by consensus
3. Consent Agenda
That the consent agenda be approved.
Moved: Bruce Diekman
Seconded: Andrew Whittingham
Carried by consensus
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3.1. Adoption of Previous MinutesThat the minutes of the 11 February 2021 meeting be adopted. 3.2. New Members and CancellationsNONE this meeting3.3. Out-of-session Decisions/ProposalsNONE |
4. Matters Arising
Staffing actions:
- Lisa preparing position descriptions for Co-Manager positions.
- Meeting held with Ran & Carina on February 16 (MC members Andrew & Jenny attended) to discuss agreement to backdate pay for higher duties from February 21.
Finance report:
- Discussion about maintaining flat fee for member subscription of $20, possibly with new members to receive discount based on quarter joined. To be discussed with staff.
- Problem with communicating subscription timing and process identified by staff. Agreed that co-manager role is to ensure accurate and timely communication between MC and staff.
- Action: WhatsApp group for staff to be established (Carina)
- Action: Joint staff-MC meeting to be organised (MC)
- Action: Subscription policy to move to sub-committee for determination. Moved: Cyrus, Seconded: Andrew.
Other matters arising:
- More use to be made of the AH YouTube channel – contains some useful videos.
- MC members provided their 3 priority items to Tara to collate.
- Cyrus to follow up with Janet who advised she will mail him the shop key.
5. Finance report
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The below reports have been restricted due to containing sensitive information. If you are unable to view and would like access, please contact the MC: alfalfamc@googlegroups.com |
Monitoring and reporting on declining sales.The following spreadsheet lists shop sales from 2 January to February 16.
View file name Shop Sales 1 Jan - 16 Feb 2021.xlsx height 250
Andrew's rental proposal.
THAT the Finance report be approved.
Andrew’s report tabled for discussion:
- Noted significant sales drop-off in February to approximately half of required daily sales to ensure break-even.
- Staff suggested that reduced number of shoppers related to: confused messaging regarding shop remaining open; and shop still not fully stocked.
- Noted 794 members have shopped since January; 320 have paid their fees.
- Action: Active members to be approached for subscription fee payment (Bruce, Bill, Tara, staff).
- Action: subscription policy to be clear in AH communications to staff and members.
Rental proposal
Andrew provided two options for consideration: a shorter term (1 + 1) or longer term (5 + 5) lease agreement. Offer includes a 11% increase on current rent (to $3,900/ month + GST) with 2 yearly rent review for CPI increase and landlord to repair defects.
Action: Agreed to accept short-term proposal to be sent to real estate agent as soon as possible (moved: Andrew; seconded: Bruce. Carried unanimously)
Moved: Andrew Whittingham
Seconded: Bruce Diekman
Carried by consensus
Forecast, options for fewer trading days, extended hours on other days?
6. Report from Marketing team: social media options, online sales options
Tara, Carina
7. Report from 'Future of Alfalfa' v. 2.0 team
Cyrus (or replacement)
8. Need to address volunteer discount system
Proposal to address the current system going forward, then deal with the 'historical' accumulations of volunteer credits – all new systems need an 'end date' or 'claim by date'. This may actually encourage more members to shop to take advantage of their credits.
9. Grant applications
Need to diversify our income streams, and take best advantage of current grant applications.
Need for small group of members to actively take on this role as a Grants Working Group, whose purpose will be to:
- collate and review grant opportunities as a supplementary form of income; and
- if the grant is aligned with AH's strategic direction, research and develop applications for funding.
The MC agenda should include a standing item noting current grant opportunities & applications in progress.
10. Proposed upcoming events
Monday 22 February – Games night, FUNdraiser (Eamonn)
Thursday 4 March – George Catsi event at Petersham Bowlo (Tara)
11. Governance
Resolution to accept Vicki D'Adam's resignation from the MC.
THAT Vicki D'Adam's resignation from the MC be accepted, and THAT the following Bank Australia account signatories be removed:
REMOVE: Ashton Roskill, Tom Bartels, Vicki D'Adam, Stevie Bee (Broadbent)
Moved:
Seconded:
Carried by consensus
12. Vote of thanks for Tom and Vicki
– For their awesome recent efforts.