Date	25 March 2020
Time	7.00pm
Location	by phone link up (02) 8285 3717
Meeting opened at	7.00pm
Meeting closed at	8.00pm

Facilitator	Bruce
Minute taker	Lauren
Timekeeper
Next meeting date	22 April 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): Ashton Roskill (until 7.30), Bruce DIekman, Lauren Sims, Vicki D’Adam, Tom Bartels, Uppma Virdi, Karl Coombe

Attendance (Staff and members): Anthony Taylor, Allie Cooke, Ran de Silva, Mariko Everett, Tallulah Ebbs, Yue Ajoika, Emily Olive

Apologies: Nil

2. Approval of Agenda

That the agenda be approved.

Moved: Bruce

Seconded: Vicki

Carried by consensus

3. Consent Agenda

That the consent agenda be approved.

Moved: Ashton

Seconded: Vicki

Carried by consensus

Full consent agenda

3.1. Adoption of Previous Minutes

That the minutes of the 12 February 2020 and 23 February 2020 meetings be adopted.

3.2. New Members and Cancellations

That members (with membership numbers listed under 'new members') be accepted as new members.

That members (with the membership numbers listed under 'cancellations') be cancelled:

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3.3. Out-of-session Decisions/Proposals

22 February 2020 - Financial resolutions as follows:

1. That the co-operative is, and was during the 2018-2019 financial year, a small co-operative as defined in the Co-operatives National Regulations.

(we are required to confirm this, as only "small co-ops" are exempt from formal audit of financial reports)

2. That the financial report presents fairly the entities financial position as at 30 June 2019 and its performance for the year ended on that date in accordance with the accounting policies described in Note 1 to the financial statements.

(this is what the two directors who sign the financial report are confirming the board has resolved)

3.That there are reasonable grounds to believe the co-operative will be able to pay its debts as and when they become due and payable.

(this is what the two directors who sign the financial report are confirming the board has resolved, as Tom says, based on current financial position, not the FY18-19 report)

4. That the 2018-2019 financial report is approved for distribution to members of the co-operative.

3.4. Reports from Working Groups
3.5. Staffing (appointments and resignations)

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:

Seconded:

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 25th March 2020

That the Finance report be approved.

Moved: Bruce

Seconded: Vicki

Carried by consensus

6. COVID-19 Response

Draft Business Continuity Plan/Pandemic Plan/Risk Assessment circulated for discussion.

The Manager's latest COVID-19 proposals to be tabled and discussed.
Changes to shopping procedures – how best to implement with least risk, pressure on staff.
AH eligibility for government financial support.

Current actions: limit of 5 shoppers at once (has quietened down now); message to members around hygiene, etc.

Allie: peak in sales pretty much over now, out of a lot of items (flour, oats) and can’t get anymore, produce eggs and bread fine, need to push produce.

Concerned about the number of volunteers in store each day – reduce to 2-3 per day, one at a time, no new volunteers (no inductions or buddy sessions). Move to week A/B roster. Agreed, provided cleaning can be maintained.

Close a bit earlier because most people are working from home. Agreed on closing early. 10am-5.30pm.

Counter service – no refills, customer doesn’t touch bins, etc. Option to consider for future, would reduce sales. Beechworth is doing this now. May need more pre-packaged supplies, start re-stocking now. More likely in two weeks when sales further diminish. Will need assistance with moving counter. Re-assess next week.

Veggie boxes with bread milk add-ons. Already set up online for these items. Other items would need to build online and procedures. Agree, including delivery (using courier) or pick-up.

Staff roster remains around 3 per day.

Events to be cancelled.

Government support as part of stimulus, likely to be eligible for $20k. Tom to discuss with bookkeeper/accountant.

Bruce to contact insurers.

7. Review outstanding tasks

Lease renewal impasse. Ashton gave update. Further discussion off-line.
Follow-up on outstanding crowd funding perks – email re: discount vouchers. Bruce to follow up on crowd funding vouchers liaise with Ran.
Review of energy supplier contract - not discussed.

8. Competition from other bulk food stores

Unique Wholefoods opening in Leichhardt Marketplace.

Proposal to stock minimally/sustainably packaged goods and identification of suitable product categories.

Deferred as issue overtaken by current events.

9. Planning for strategy session in April

Deferred as issue taken over by current events.

10. Any other business

Nil.

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