These minutes is currently in draft status.
| Date | 19 December 2019 |
|---|---|
Time | 6.30pm |
| Location | P&V Wines, 64 Enmore Road Newtown |
| Meeting opened at | 6:35 |
| Meeting closed at | 9:00 |
| Facilitator | Bruce Diekman |
|---|---|
| Minute taker | Lauren Sims |
| Timekeeper | Lauren Sims |
| Next meeting date | 23 January 2020 |
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.
1. Attendance and Apologies
Attendance (MC): Bruce Diekman, Anthony Taylor, Lauren Sims, Vicki D’Adam, Tom Bartels
Attendance (Members): Ran de Silva, Allie Cooke
Apologies:
2. Approval of Agenda
That the agenda be approved.
Moved: Vicki
Seconded: Tom
Carried by consensus
3. Consent Agenda
That the consent agenda be approved.
Moved: Vicki
Seconded: Bruce
Carried by consensus
4. Manager’s Report
The below report has been restricted due to it containing potentially sensitive information. If you are unable to view and would like access, please contact the MC: alfalfamc@googlegroups.com
That the Manager's report be approved.
Moved: Tom
Seconded: Vicki
Carried by consensus
5. Finance report
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
Treasurer's Report-19th Dec 19 MC Meeting
That the Finance report be approved.
Moved: Lauren
Seconded: Bruce
Carried by consensus
6. Project review
Nil
7. Review outstanding tasks from previous meeting
Ashton to review contract with energy supplier to see if we can get a better deal - deferred to future meeting
Ashton and Declan to model impact of reduced volunteer’s discount - deferred to future meeting
Allie to discuss volunteer coordinator position with Emily (if she hasn’t already) – completed – Tom to review financials for consideration next meeting
Lauren to review current lease, including terms of option and advise MC – completed, see agenda item 9
Ran to prepare a draft story about support for suppliers affected by bushfire for the newsletter and discuss with Caroline – Completed
Governance volunteer team to prepare a draft loan document – Not yet completed - Anthony to draft and circulate to volunteer team
Notice to members to be drafted advising of the deferral of the AGM and the proposed new rules – completed re AGM, email re new rules to be circulated 21 December, see agenda item 14
8. Fundraisers and marketing
Discussion regarding the need for fundraisers to be cash neutral. Possibility of future fundraisers including provision for AH costs recovery.
9. Lease renewal
Awaiting rent review by real estate/owner.
10. Insurance renewal
Bruce provided an update. Quote from new insurers expected imminently. May require out of session decision.
11. Filing & archiving
Brought by the Governance Volunteer Team
Discussion about approach to record keeping.
Ran to prepare table summarising category of record, how/where stored (e.g. hard copy in filing cabinet or electronic copy and location on server) and how long we need to retain
Back up for servers are physical hard drives, one stored off premises
12. State of office computers
Brought by Bruce
Discussion that hard drives may need replacing soon. Volunteer has ability to do this for us when required.
13. Staff liaison
Brought by Anthony
Primary contact for staff liaison is Allie. Staff also free to contact any MC member or attend MC meetings.
14. AGM/Rules changes timeline
Brought by Anthony
Consultation email 21 December 2019 inviting comments through confluence by 14 January 2020. Follow up email early January.
Workshop 16 January 2020 to finalise proposed new rules for final consideration at MC meeting on 23 January.
Notice of AGM and proposed rules will need to be sent 24 January to allow for postal delivery 21 days prior to AGM (scheduled for 23 February).
Deferral of change to active member rule due to requirement to have approval from Co-op Registrar prior to giving notice of AGM - defer to next year.
15. Any other business
Ran – support in shop if people on leave – need a list of available volunteers – Tom, Vicki, Cameron Burgess – Tom to create google sheet and circulate to Ran and Allie
Crowd funding – discount perks outstanding - Tom to draft reminder email and request they use by end March 2020 - Bruce to review other outstanding perks
Bulk orders – review rules/discounts – Allie and Ran to work up some options for consideration at a future MC meeting
MC vacancy – Bruce to follow up on previous expressions of interest to replace Kirsten
Summary of tasks agreed at this meeting
MC email regarding consultation on proposed rule changes
Ran to prepare table summary of record keeping, see agenda item 11
Tom to prepare google sheet of volunteers willing to assist in shop at short notice
Tom to draft reminder email about discount perks from crowd funding
Bruce to follow up on other outstanding perks from crowd funding
Allie and Ran to consider options for bulk order pricing/discounts
Bruce to follow up on previous EOIs re MC vacancies
Summary of actions carried over from previous meetings
Ashton to review contract with energy supplier to see if we can get a better deal - deferred to next meeting
Ashton and Declan to model impact of reduced volunteer’s discount - deferred to next meeting
Governance volunteer team to prepare a draft loan document - Anthony to draft and circulate to volunteer team