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): Bruce Diekman, Cyrus Irani, Jenny Kent, Janet Loughman, Tara Morelos, Isabel Togi, Andrew Whittingham

Attendance (Members): Sandra Clark

Apologies: Lisa Kwok, Ai Leen Quah, Kathryn Welch

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: Andrew Whittingham

Seconded: Bruce Diekman

Carried by consensus

4. Business arising from the last meeting

Membership fees review - Andrew to prepare budget for 2022 first, then membership fees sub-committee can meet to make recommendations for 2022 fees.

•  ACTION: Bruce DiekmanAndrew WhittinghamJanet Loughman membership fees sub-committee to meet to discuss 2022 budget and make recommendations for membership fees for 2022 and report to next meeting 23 Sep 2021

Discount policy - Ran and Bill have made a segmented list to send out messages to members about discount vouchers. Group is up to drafting letters to members. Bruce reminded group he is in sub-committee and would like to review letters when drafted.

•  ACTION: Tara MorelosBruce DiekmanKathryn WelchRan de SilvaEamonn O'Flaherty Discount policy committee to report back to next meeting re: discount voucher letters and discount policy review proposal and report to next meeting 23 Sep 2021
•  ACTION: Tara Morelos investigate artists for design and screen printing equipment for bags, T shirts, aprons 23 Sep 2021
•  ACTION: Ran de Silva to purchase second hand fridge for outside shed milk delivery 23 Sep 2021
•  ACTION: Tara Morelos Community engagement strategy - carried over from last meeting 23 Sep 2021
•  ACTION: Tara MorelosSharyn Foulis ‘advertise’ in newsletter for member electrician to volunteer 23 Sep 2021
•  ACTION: Andrew Whittingham to look at Deputy rostering app to see if it can can link to POS for daily takings analysis 23 Sep 2021
•  ACTION: Jennifer Kent to get H2G contact details from Ran de Silva and follow up about what we can do to facilitate their movement on packaging 23 Sep 2021
•  ACTION: Jennifer Kent to follow up with countesslisa about Exit Interview policy after feedback received 23 Sep 2021
•  ACTION: Andrew Whittingham to update MC on progress of EOY financial reports at next meeting 23 Sep 2021

5. Finance Report 

Refer to (attached above) report, Profit and Loss statement, COVID support grant analysis, Budget.

In summary:

• The lockdown has led to about 25% decline in business.

• We had a $3,000 loss in June, and a $14,000 profit in July.

• The COG sold purchasing budget is working well to keep us on track

• Andrew can't see whether rent paid in August - Ran to follow up.

• Discussion about a wages budget - Andrew confirmed that he has budgeted a ceiling of about $8,000 per payroll for wages including super and salary on costs. This allows us to monitor wages monthly to see if we are going over, then we can adjust. Spend up to this as needed, but don’t spend if not needed. Ran proposes to spend staff money for training and policy work - estimate $300 (8-10 hours per week).

• Shop Managers meetings discussed - they are not happening because can’t meet face to face, and it’s difficult to do this work virtually. Ran reported she is monitoring profit margin report, and during lockdown the focus is on staples so not really anything to do. Sandra reported she has noticed staples out of stock for a while, e.g. honey, and also that different reasons were given to her, which could undermine customer confidence; fruit and veg quality has been great. Ran reported that she is checking in with Yue and Carina re: time to get all work done, and will discuss communicating reasons to customers.

• Cyrus raised discrepancy in Humanitix re: first winter workshop revenue.

• COVID gov support: Andrew has been working with bookkeeper to monitor our eligibility. The NSW government changed eligibility criteria for Small Business grant - we may qualify for $7,500. We do qualify for JobSaver grant because we had a 30% decline in revenue during 19-day period in August. This is $2,800/fn to the wages bill. Condition that no staff are fired. 

•  ACTION: Ran de Silva to check August rent paid 03 Sep 2021
•  ACTION: Ran de Silva to check in with Yue and Carina about whether they have enough time to get all tasks done; and to find best way to communicate to all, staff messages to customers about staples out of stock 23 Sep 2021
•  ACTION: Andrew Whittingham to apply for COVID support packages 23 Sep 2021

That the Finance report be approved.

Moved: Bruce Diekman

Seconded: Cyrus Irani

Carried by consensus

6. Acting Manager’s Report

Acting Manager's Report tabled. Points of discussion:

• 60% previous weeks produce and grocery takings budget (COG sold) for purchasing - already discussed, and working well.

• COVID re-open plan - Ran is working on a plan to have all shop policies and procedures in one place, and some extra casual staff trained in case we need to close, clean and re-open following a COVID infection.

• Email receipts through POS - they make no sense and some customers complain they are misleading. The printed receipt is very clear. Ran has liaised with CloudHQ4 about changing the receipts but they want $770 to improve it. They made one change for free to add KG to unit price column. Agreed to spend $770, but we need to make sure we get what we want.

• Paid staff meetings - agreed they be monthly at the moment. First to be held before next MC meeting.

• Andrew congratulated Ran for her work over the difficult recent months.

•  ACTION: Ran de Silva to liaise with CloudHQ4 for a proposal and costing to improve the email receipt, and bring to MC for approval 23 Sep 2021
•  ACTION: Ran de Silva to convene staff meeting before next MC meeting 23 Sep 2021

That the Acting Manager's report be approved.

Moved: Bruce Diekman

Seconded: Andrew Whittingham

Carried by consensus

7. Staffing Sub-Committee Report

This sub-committee has met 4 times since last MC meeting. Work so far includes:

• Agreed paid staff meetings to occur - one hour, voluntary, online.

• Still working on Manager and Stock Coordinator job descriptions and letters of engagement.

• Approved flexible working hours for Manager position - 75% of time in shop; timesheet to record whether working in shop or at home/outside office.

• Assisting with a review of the roster. Carina put forward a roster proposal to which Ran provided feedback. Using the rostering app ‘Deputy’ to model rosters and costings. Still being considered.

• Reviewed discount policy for staff by removing conditions for 20% discount. Policy has been updated.

• Committed to transparency in employment, e.g. advertising positions.

• Key register being reviewed.

8. Member Fees Sub-Committee report

Has not met since last MC meeting on July 22nd - will update next meeting with proposal.

9. Upcoming events

40th Anniversary planning has stalled because of the difficulties of organising a celebration during the pandemic lockdown. Instead, the meeting supported Tara’s proposal to publish an e-book of recipes, interviews, stories with a potential 40-year span. Sharyn is writing a brief and timetable to include time for editing and formatting. Anticipating end of October finish date, but Sandra commented that this is a big job to get a consistent approach e.g. terminology, methods, oven temperatures, ingredients lists, etc. and realistically it will take longer. Sandra offered to assist.

•  ACTION: Sharyn Foulis to prepare a brief for the preparation of an Alfalfa House e-recipe book to celebrate 40 years. Timetable to take into account time for editing and formatting 23 Sep 2021

10. Other Business

Report back from Co-op Grocers Board meeting.

• Janet attended for AH. Sandra also attended for Rhubarb.

• Janet filling a casual vacancy on the board until the AGM.

• Finances: $1400 in bank. $150 going to renewing domain name and $500 for options for a logo.

• Grants: group is keen to look for a grant for a project officer to research the logistics for group bulk purchasing including purchasing from direct suppliers storage and transport.

• Info sharing: Manly has a storage unit and a forklift allowing them to purchase pallets; they have Herbal products which we can purchase from them; & now stock ABC toilet paper (found to have good eco-credentials) instead of Who Gives a Crap (small profit margin); Country Valley bulk milk in a returnable metal churn.

• Small group established to progress defining the project and opening communication channels for sharing.

•  ACTION: Janet Loughman to send Manly co-op info and contact details to Ran 02 Sep 2021

Newtown Chamber of Commerce participation

• Cyrus reported he had been contacted by Inner West Council officer (Bobby) keen to get a Business Council /Chamber of Commerce group up and running in Newtown and attended a meeting of 5 to 6 local business representatives.

• IWC has business support money to spend, but needs a legal entity to engage with.

• Previous Chamber of Commerce disbanded so there is practical work needed, e.g. to incorporate, etc.

• They are looking for someone to drive the re-establishment of a Business Council. Togi expressed some interest but has limited time.

• Agreed it would be good for AH to be involved, but perhaps not aa a driver. Contact Cyrus if interested.

•  ACTION: Members Council (Janet LoughmanAi QuahAndrew WhittinghamBruce DiekmanCyrus IraniJennifer Kent) contact Cyrus if interested in being an active member/driver on behalf of AH of a new Inner West Business Council. 23 Sep 2021

MEETING CLOSED 8.38 PM