DateThursday 24 June 2021

Time

6.30 PM
Location

via ZOOM

Meeting ID: 816 8608 3368
Password: 085562
Meeting opened at6.30 PM
Meeting closed at8.35 PM



FacilitatorTara Morelos
Minute takerJanet Loughman
TimekeeperBruce Diekman & Andrew Whittingham
Next meeting dateThursday 22 July 2021 (via Zoom)



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, Jenny Kent, Tara Morelos, Jennifer Saminathen, Janet Loughman, Isabel Togi, Andrew Whittingham

Attendance (Members): Kathryn Welch, Lisa Kwok, Ran de Silva (Co-Manager), Carina Fisk Charlton (Co-Manager), Eamonn O'Flaherty, Sandra Clark, Jim Morris

Apologies: Cyrus Irani, Ai Leen Quah


The meeting opened with all present being asked to talk briefly about what they brought to the meeting.

2. Approval of Agenda

That the agenda be approved.

Moved: Bruce Diekman

Seconded: Isabel Togi

Carried by consensus


3. Consent Agenda


That the consent agenda be approved.

Moved: Bruce Diekman

Seconded: Isabel Togi

Carried by consensus



3.1. Adoption of Previous Minutes

That the minutes of the 27 May 2021 meeting be adopted.

3.2. New Members and Cancellations

THAT members who joined from March 2021 to May 2021 (membership nos. 15449 - 15532, as LISTED below) BE ACCEPTED as NEW MEMBERS.


The following list contains members who haven't shopped with us for the past two years, and didn't respond to our cancellation notice sent out in May 2021.

THAT the members listed be CANCELLED, with the exception of those highlighted in yellow, who have asked us to retain their memberships for COVID-related reasons.


3.3. Out-of-session Decisions/Proposals (N/A this meeting)

3.4. Reports from Working Groups (N/A this meeting)

3.5. Staffing (appointments and resignations) (N/A this meeting)



4. Matters Arising from the last meeting (May 27)

Please find the latest Matters Arising file attached, up to 21 June, 2021

Item 9: AH open day celebrity

  • ACTION: Bruce Diekman to contact Costa Georgiadis   

Item 8: Staff / Volunteer aprons - investigate and report

  • ACTION:  Ran de Silva and Carina will report to next meeting on aprons  

Item 7: Kombucha fridge removal / re-housing - Carina reported this in progress - the cafe who wanted it has changed their mind and she is progressing with social media ads.

  • ACTION: Carina to report to next meeting on Kombucha fridge   

Item 6: Investigate energy efficient lights for front window. Togi noted her experience with this and is working with Cyrus. Currently we have halogen lights which use a lot of electricity. Seek electrician only if needed.

  • ACTION: Togi Pi and Cyrus Irani to report to next meeting on energy efficient lights  

Item 5: Establish service contract for regular dishwasher servicing - Ran reported that a volunteer has given guidance about deep cleaning the dishwasher which has happened. Service still required to ensure working to standard. Ad hoc service rather than a locked in service contract is preferred.

  • ACTION: Ran de Silva to investigate what service is needed / recommended for the dishwasher and report back  

Item 4: Re-submit rule change and financial forms (C10 and C12) + full set of changed rules to Fair Trading. DEADLINE 7 July. 

  • ACTION: Bruce Diekman to submit forms to Fair Trading  

Item 3: POLICY REVIEW - exit interview policy to be drafted for inclusion in HR policies. Noted that staff leaving can be offered an exit interview but cannot be required to attend one.

  • ACTION: Jennifer Kent with help from Lisa will propose a policy to incorporate into HR policy   

Item 2: POLICY REVIEW - Extra discounts and other arrangements policy, including review of historical accumulation of vouchers. Lisa met with Ran to begin process; the policy is old and needs re-writing from scratch.

Discussion points: need to include vouchers expiring within 'x' months of stopping volunteering (or working); needs simplifying; does it need to go to members for vote or is it for MC to decide; could warrant an SGM for member vote; best not to spring on members - so a notice and consultation process is needed; what do other co-ops do?

AH Discount Policy - Discussion points

  • ACTION: Ran de Silva to gather info from other co-ops
  • ACTION: A Committee to steer the consultation and policy development process be established and include: @Lisa Kwok; Ran de Silva Kathryn Welch; Tara Morelos; Eamonn O'Flaherty; Bill Jarvis to be invited. Lisa and Ran to convene.

Item 1: Review annual subscription fee. A new fee policy needs to be approved by MC prior to AGM and put to members at the AGM for information.

Discussion points: a concession rate; half yearly payment option; an increase; a 'passionate member' fee; our stabilising financial situation will assist budgeting including setting an appropriate fee. Info on other co-op fees has been undertaken (document in Confluence)

Further brief discussion followed about the decision made at the last meeting to keep the $20 fee for 1 July - 30 December. A $15 fee for Plastic Free July was proposed but not supported. Carina reported not hearing any objections from members about paying their $20 subs.

AGREED: Co-Managers to monitor response to annual $20 fee mid year for next 2 months.

  • ACTION: Ran de Silva and Carina to report back to next 2 meetings on response to ASF.  

5. Co-Managers' Report

The Co-Managers' June Report is attached below, as well as Honest to Goodness's 17 June response to our Plastic Free July letter. 

Issues for decision

Refrigerator:

  • ACTION: Carina purchase second hand fridge for milk deliveries  

Tote bag printing: Printing quote was too expensive, so recommendation is to buy screen printing equipment. Discussed idea of partnering with local designer, maybe for a limited edition design.

  • ACTION: Carina to purchase screen printing equipment needed for tote bag printing.  
  • ACTION: Togi Pi to research local artists with a view to partnering for a design  

Honest to Goodness response to plastic packaging challenge: they did not show interest in City of Sydney Environmental Performance Innovation Grant. Suggestion to push them on durable container options.

  • ACTION: Carina and Jennifer Kent to follow up with H2G re: durable container options.  

Policy on MC and staff:

That the Co-Managers' report be approved.

Moved: Jenny Kent

Seconded: Bruce Diekman

Carried by consensus

6. Finance report

Treasurer Andrew has provided the following three reports for tonight's meeting:

Andrew noted that trading has levelled off over the year. We made a profit on $66,000 revenue. May saw a 3% increase. The May results show that our finances are stabilising and we can budget for next year. A positive that the May result includes the rent increase. We can start to have some confidence in business spending. The meeting expressed its thanks to Andrew for his clear guidance through the financial challenges. 

The Co-Managers report mentioned Saturday opening hours - shopping busier later in the day; should we have summer and winter trading hours?

AGREED:  Review shop data first before reviewing opening hours.

That the Finance report be approved.

Moved: Bruce Diekman

Seconded: Jenny Kent

Carried by consensus

7. Shop Managers' meeting, Tuesday 22 June

FOR INFORMATION : Postponed – new date to be set.

8. Communication Team ('Content Gang') report

FOR INFORMATION: Comms plan for June & July 

9. Planning: Visions and Goals


FOR INFORMATION : Sub-committee members - Cyrus, Jennifer, Ai Leen, Tara, Janet and Milhara - meeting rescheduled to July 6.

10. Report on Co-op Federation conference

Held in Sydney on 17 & 18 June – attended by MC Members (Tara, Jennifer Saminathen & Janet), and staff (Ran & Carina). 

Reps from Manly and Lyttleton Stores also attended the meeting.

Part of the Conference included a meeting of Co-op Grocers Ltd - a co-op established by the Sydney Metro food co-ops. See below the Co-op of Co-ops business case, first tabled by Tom Bartels in 2019. Sam Byrne's view (Co-op Federation) is that a grant is needed to get the work of the Co-op Grocers going. We don't have enough info to enable someone to volunteer to join the board of the Co-op Grocers Ltd.

  • ACTION: Janet Loughman to contact Sam Byrne and bring info about Co-op Grocers Ltd back to next meeting  

11. Upcoming events

For information: Plant & Bake Sale - Saturday 26 June (postponed)

For information: Workshop program update provided. The Vegan Baking workshop on June 19 was a success - 12 participants including 3 from Common Ground. Adity was great presenter. Suggestion that in future we plan fewer workshops, e.g. one per month. 

AGREED: Alfalfa Talks proposal to go ahead. 
1. Scinema Film Screening proposed by Jim Morris.

AGREED:  Scinema next volunteer event in August with pocket City Farm as suggested venue. 

2. Moonacres Farm talk - Phil Lavers. Phil not charging, but suggestion that AH charge small fee (to cover Phil's travel costs, and some profit to AH).

3. Spencer Chocolate - Luke

AGREED: A Community Engagement Team be established to plan and organise workshops, talks and other events. Members to include: Cyrus Irani, Tara Morelos, Jennifer Saminathen (Unlicensed), Togi Pi (helping with Facebook)

  • ACTION:Tara Morelos to prepare a strategy document in consultation with team for presentation at next meeting  

12. Grant proposals

FOR INFORMATION : City of Sydney Environmental Performance Innovation Grant. Honest to Goodness has not expressed interest in collaborating with us on this grant program. 

13. Any other business

a) Storing documents in Confluence: Discussion re: MC members needing to get on top of using Confluence. All MC members have Site Admin privileges; Bruce has Site and Org Admin privileges. See Secretary Handover notes for some information.

  • ACTION: Tara Morelos to provide a training session for interested MC members on using Confluence  

/wiki/spaces/MC/pages/171442179

b) Discount for Common Ground on cleaning products. Common Ground have asked us for a discount on cleaning products. We don't have enough info about what is being asked of us. Noted that we give P+V a discount in recognition of their support for our meetings.
  • ACTION: Bruce Diekman to contact Kyle from Common Ground and bring more information back to meeting  
c) Togi proposed a role for herself (as an MC member) working with staff to improve store infrastructure, simplification of systems, relationship between staff, MC and store. 
  • ACTION: Togi Pi Ran de Silva and Carina to scope out roles and functions of a potential Committee to focus on the store and bring back to next meeting.   


MEETING CLOSED 8.35 PM