Date	21 January 2021
Time	6.00 PM
Location	via conference phone link-up
Meeting opened at	6.00 pm
Meeting closed at	7.40 pm

Facilitator	Bruce Diekman
Minute taker	Vicki D’Adam
Timekeeper	Vicki D’Adam
Next meeting date	TBA

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): Andrew Whittingham, Bruce Diekman, Cyrus Irani, Jenny Kent, Tara Morelos, Vicki D’Adam

Attendance (Members): Ai Leen Quah, Ran de Silva, Tom Bartels

Apologies: Ashton Roskill

2. Approval of Agenda

That the agenda be approved.

Moved: Bruce Diekman

Seconded: Vicki D’Adam

Carried by consensus

3. Consent Agenda

That the consent agenda be approved.

Moved: Bruce Diekman

Seconded: Tara Morelos

Carried by consensus

Full consent agenda

3.1 Adoption of Previous Minutes

That the minutes of the 8 January & 15 January 2021 meetings be adopted.

3.2 Out-of-session Decisions/Proposals

None

4. 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

Better sales and donations, further reduction in staff costs, a restrictive purchasing budget and price reductions on slow moving stock have improved the financial outlook. Financial analysis confirmed $85k of sales per month required to maintain viability.

To support strict budgeting and inventory management on a week to week basis, a thirteen week rolling cash forecast to be developed and products and margins to be reviewed, including member and volunteer discounts. Ongoing, amount required for a potential financial buffer and options for building buffer to be developed.

THAT the Finance report be approved.

Moved: Bruce Diekman

Seconded: Jenny Kent

Carried by consensus

4.1 Leave Loading liability latest

There has been another recalculation from Tom, and reviewed by Lisa, which still has to be checked with our legal adviser. Final calculations will then be forwarded to Fair Work Australia, with deadline for payment still 15 February. Fair Work Australia has now issued a compliance notice against Alfalfa House cooperative.

THAT the report by Tom Bartels be noted and agree that final documentation be submitted to Fair Work Australia as soon as possible to ensure payment deadline is met and no penalties incurred. Tom was thanked for his assiduous work on this matter.

Moved: Vicki D’Adam

Seconded: Andrew Whittingham

Carried by consensus

5. Guidance for month ahead: February 2021

With improved trading since mid-December, donations, payment of voluntary annual subscription fees and the analysis contained in the financial report, it is proposed THAT the shop not close at the end of January and continue trading on a month to month basis.

Continued trading will depend on high levels of member and volunteer engagement and close financial management on a week to week basis.

Actions outlined in the financial report to be undertaken by the Financial Committee and staff.

Tara and Jenny to develop text for next newsletter and social media to advise members and volunteers and support staff on providing information in the shop on the changing situation. Key messages also to be developed.

Ran to advise suitable date for Zoom meeting of staff and MC for the week of 25 January.

Moved: Bruce Diekman

Seconded: Jenny Kent

Carried by consensus

6. Reports from volunteer teams

6.1 'Alfalfa's future' team (AH version 2.0)

Report on progress to date circulated. Cyrus advised there are two sub-groups (1) keep the shop; (2) new model in different location. Aiming to conclude work by 23 February, including review by Andrew of the financial implications.

THAT actions proposed by the working groups that can be easily implemented to improve financial viability, should be considered before then.

6.2 Phone team

Tara reported more people volunteering to phone or email members about AH’s financial situation, but many contact details were out of date. Clear that member engagement needed improvement and better messaging about short-term and longer-term goals required. Not possible to obtain quantitative data from phone calls/email contacts but good qualitative data on why people are members.

To better reach out to members, proposed THAT Tara lead on developing an engagement strategy and key messages (see item 5), including improving web site, an online membership tool, PayPal option and possible member survey on what members like/want about AH.

Moved: Bruce Diekman

Seconded: Vicki D’Adam

Carried by consensus

7. Confirmation of signatories to Bank Australia accounts

New signatories are in progress (Ashton, Vicki, Cyrus and Carina) and will be added soon. Advised 22 January that Ashton, Carina and Vicki confirmed as signatories, Cyrus pending.

THAT Andrew Whittingham be added to the signatory list for our Bank Australia accounts.

Moved: Bruce Diekman

Seconded: Jenny Kent

Carried by consensus

8. Confirmation of casual MC (director) vacancies

Andrew, Jenny and Tara welcomed as new MC Directors.

THAT the resignation of Director Uppma Virdi be accepted. Uppma was thanked for her contribution, particularly for her practical operational guidance.

This leaves us with two (2) casual vacancies until the next AGM. Bruce to follow up.

THAT these casual vacancies be filled by suitable candidates at the earliest opportunity.

Moved: Vicki D’Adam

Seconded: Bruce Diekman

Carried by consensus

9. Payment for Sunday staff

At their initiative, Sunday shop hours were reinstated by staff working in a voluntary capacity from last weekend (Sunday 17 January), supported by 2-4 volunteer members.

On the strength of the Sunday trade, it is proposed THAT wages for staff members involved be paid at the usual Sunday rate (i.e. one staff member per Sunday).

Moved: Jenny Kent

Seconded: Cyrus Irani

Carried by consensus

10. Any other business

Insurance update: 2021 policy renewal.

Bruce, Vicki and Andrew to finalise.

Rent relief: no further advice from real estate agent. Ashton to follow up.

11. Next meeting

To be advised.

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