1. Attendance and Apologies (1 minute)

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

Attendance (Members): Ran de Silva, Marnie, Carina, Tallulah Ebbs, Yue, Sandra Clark

Apologies: 

2. Approval of Agenda (2 minutes)

That the agenda be approved.

That Ashton Roskill’s resignation from MC be accepted, taking effect immediately, and be thanked for guiding AH through the 2019 financial crisis, his retail expertise and commitment. 

That meeting processes be discussed at the next MC. 

Moved: Vicki D’Adam

Seconded: Andrew Whittingham 

Carried by consensus

3. Consent Agenda (2 minutes)

That the consent agenda be approved.

Moved:  Bruce Diekman

Seconded: Andrew Whittingham 

Carried by consensus

4. Finance report (10 minutes)

Financial position update was provided by Andrew, including advising AH should be able to pay Fair Work Leave Loading liability and on time. 

Currently cash balance of $67k and generally hitting sales of approximately $3k daily. The thirteen week rolling forecast budget will be finalised in consultation with Carina and Ran on Tuesday 2 February. 

To assist in keeping members informed about the financial situation, it was agreed Andrew would provide a short (one page) financial update on a monthly basis, including sales and outlook, donations, stock levels, new members etc, in both text and charts. 

Andrew, Sandra and Elliot will assess the gross margin on products and discounts. This work will help clarify whether discounts are affecting profitability and to what extent. Sandra will also help review suppliers, including for fresh produce. 

No advice from real estate agent on meeting on 27 January with landlord about possible rent relief. 

5. Report from Alfalfa House V. 2.0 meetings (10 - 15 mins)

Cyrus reported that the working group was now focussing on the shop staying at Enmore Road, and if that was not feasible the fall back of a minimalist operation. This was based on an options assessment report prepared by Tom Bartels.  The working group was looking at a range of medium  and longer term strategies across five areas and was still aiming to submit a draft business plan to MC by the end of February and then to members. 

To provide a context for the business plan and clarify AH’s purpose and direction, it was agreed a strategic plan would be discussed at the next MC meeting. 

6. Report from Member Phone Contact Group (5 - 10 mins)

Tara reported the phone tree group would resume making contact with members when the new communique was released (see next agenda item). The process has been useful in telling members about the financial situation and for members seeking ways to become more involved. This will be followed up with a members survey, probably through Survey Monkey. 

Tara and Vidit will be updating AH’s website to minimum standard, including a digital membership form for potential new members and renewal of membership. The social media guidelines would also be reviewed to enhance AH’s social media presence. 

A “meet up”, subject to COVID restrictions, was also being proposed for our volunteers to maintain their energy and channel the momentum to tasks to help drive change and increase AH’s sustainability.

With volunteer inductions resuming on a fortnightly basis, the range of approaches should help attract more volunteers. 

7. Planned members' communique this Saturday (5 - 10 mins)

Agreed the key message was that the shop was not closing and would continue to trade on a month to month basis, subject to sales and members volunteering, including assisting in the shop. Text to be finalised Friday morning. 

Agreed a separate communique would be developed, led by Tara, as part of a volunteer drive. This would reach out to members to encourage volunteering across a range of areas and skills, as well as assisting in the shop, to help maintain the viability of the shop and better position the coop. 

8. MC & member support for staff (10 - 15 mins)

In our current circumstances, staff are under pressure as much as, if not more than anyone.

Proposals to improve support systems for staff included:

• nominating a MC member as a staff liaison person
• recognition and compassion that now 4 to 6 staff are covering the work previously done by about 12 staff so not able to do everything 
• more inclusiveness in decision making about best structure for AH and a develop more of a team based culture 
• clear messaging on what is happening and how members and volunteers can help (for example the pamphlet was useful)

On volunteer discounts, it was proposed that volunteers should be able to choose whether to take the full volunteer discount or not. The temporary suspension of the 20% volunteer discount had become a disincentive for some volunteers to assist in the shop and affected some people’s ability to afford to shop at AH. It was agreed that volunteer discounts would be discussed at the next MC meeting. 

9. Staff matters – operational items (30 mins)

Carina & Ran: Roles and responsibilities

• End of the day process – Ran
• Stock control – Carina, Ran
• Discontinued products – Carina
• Produce – Tallulah
• What sort of community engagement can happen? – Yue

10. Any other reports, business? (10 mins)

None discussed.