May 2018 minutes

Owned by Jenny Millman (Deactivated)
Last updated: Jun 26, 2021 by Tara Morelos
4 min read



Date 

Time

6.30pm
LocationP&V Wines (upstairs)
Meeting opened at6.30pm
Meeting closed at8.45pm
FacilitatorKelly Dent (Unlicensed)
Minute takerJenny Millman (Deactivated)
TimekeeperCatherine O'Keefe
Next meeting date 


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

(3 minutes)

Attendance MC: Jason Levett (Unlicensed), Bruce Diekman, Caroline Brakewell, Stephen Catt, Kelly Dent (Unlicensed), Catherine O'Keefe, Jenny Millman (Deactivated)

Attendance members: Emma Lees, Stevie Bee

Attendance staff: Ran de Silva

Apologies: n/a


2. Approval of Agenda

(3 minutes)

That the agenda be approved.

Moved: Bruce Diekman

Seconded: Jenny Millman (Deactivated)

Carried by consensus


3. Consent Agenda

(5 mins)

That the consent agenda be approved.

Moved: Catherine O'Keefe

Seconded: Jenny Millman (Deactivated)

Carried by consensus


 Full consent agenda

3.1. Adoption of Previous Minutes

That the minutes of the  meeting 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

n/a

3.4. Reports from Working Groups

Marketing Working Group

  • Zero Waste Open Day overview
  • Volunteers: Facebook, writer/blogger
  • Engagement approach (from customer & volunteer experience to product collaboration)
  • Website update proposal 
  • CB on leave

Volunteer Engagement Working Group

  • Consideration of ensuring WHS standards are met for volunteers commenced.
  • Recommendation to MC that volunteers should record their hours within a month of undertaking the work.
  • VEWG discussed other aspects of volunteers hours (eg terms of PXD, possible expiry of hours, potential monetary limits on discount) and decided to undertake information gathering and consultation before it could come to any views.
  • Design of survey of volunteers well advanced.
  • Methods of recognition of value of volunteers’ contributions canvassed; for consideration at next meeting.

Technology working group

  • Met with new volunteer (Jenny Mai) to discuss assisting with the working group
  • Continued with Confluence improvements and roll-out plan
    • Incl. adding MC info section and strategy section
    • As of  the MC minutes section of the website will link to Confluence
  • Inputted into POS replacement plans
  • Uploaded new blog and open day info the the website

Staff liaison working group

  • The 3 monthly paid staff meeting took place and Robyn Brady came and conducted staff training on dealing with difficult behaviors in a customer service environment. I have handouts from this meeting. Staff found it valuable and were appreciative of the opportunity for training.
  • At the staff meeting we advised staff that we would be conducting performance review appraisal with them
  • Post the break-in we held a staff meeting to determine how we can tighten up closing (and also opening) procedures - this occurs as a separate item on the agenda.

4.1. Staffing (appointments and resignations)

  • Marnie Harris has started to train as a casual shop coordinator on 23 April
  • Anna Mackiewicz has started to train as a casual shop coordinator on 16 May and her first produce training shift will on 25 May.
  • Lara Ottingnon last day will be 4 June
  • Janne King last day will be 6 June


4. Manager’s Report

(10 minutes)

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: Catherine O'Keefe

Seconded: Jason Levett (Unlicensed)

Carried by consensus


5. Finance report

(10 minutes)

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

That the Treasurer's report be approved.

Moved: Catherine O'Keefe

Seconded: Stephen Catt

Carried by consensus

5.1 Audit

  • Current understanding from Stephen Catt is that the audit motion passed 3 years ago is ineffective.
  • Proposal: ahead of the next AGM we tell the members that we believe the AGM audit motion passed 3 years ago not to be valid
    • We propose not having an audit this year (due to the POS replacement). Our recommendation would be for us to wait one year before auditing.
    • Should members wish to have an audit, the process would be X, and we would require 5% of active members to request this in writing. 
    • We need to let members know of this proposal at least 3 weeks before the AGM. We propose doing this in the next newsletter (along with the POS announcement)
    • There was concern brought that this wouldn't leave us with time to carry out the audit (so as to register it), but it was pointed out that we do not have to carry out a registered audit
  •  Stephen Catt to wordsmith our audit proposal and determine the next steps  

That the intent of the above audit proposal be approved.

Moved: Stephen Catt

Seconded: Kelly Dent (Unlicensed)

Carried by consensus


6. Project review

(10 minutes)

See: /wiki/spaces/MC/pages/295046

7. Security

(25 minutes)

Brought by Kelly. To update the MC following the recent shop theft and to discuss additional security procedures and measures.

Full details (page locked down due to privacy concerns): /wiki/spaces/Manager/pages/117047301

Proposal: We will communicate the theft to our members this week, and let them know we will be implementing the new closing procedures and implement a new side blind. 

Moved: Jason Levett (Unlicensed)

Seconded: Bruce Diekman

Carried by consensus


9. Policy for recording of volunteer hours

(10 minutes)

Brought by Steve. Proposal to require that volunteers record their hours in the shop within a month of undertaking the work. We'll be happy to grant exceptions where required in terms of having to email in hours, but will not be publicising this widely. Similarly grace periods may be offered in exceptional circumstances, but this won't be publicised to members.

  • Ran de Silva to ensure Estefania puts the new policy (re: recording hours) in the next volunteer update  

Moved: Stephen Catt

Seconded: Bruce Diekman

Carried by consensus


10. Discount for Buddha Bowl at Alfalfa house

(5 minutes)

Brought by Maurice. Carried over from 2 meetings ago. Buddha Bowl has given us a discount and they shop at Alfalfa House. Can we extend a discount to them?

Proposal: We revise the existing policy over our relationships and discounts offered. We grant a 20% temporary discount to the owner of the Buddha Bowl. 

Moved: Catherine O'Keefe

Seconded: Caroline Brakewell

Carried by consensus

11. AOB

(10 mins)

  • Co-op conference. All the co-ordinators, and Ran de Silva will be in attendance. Catherine and Kelly Dent (Unlicensed) will also attend.
  • Circuit loss. Caused an outage on , at a cost of $400.
  • Business awards. - determined we won't be in attendance
  • Zero waste day - MC members will be in attendance

12. Review outstanding tasks

(5 mins)

12. Evaluation of this meeting

(10 minutes)