June 2018 minutes

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




Date 

Time

6.30pm
LocationUpstairs at P&V Wines
Meeting opened at6.03pm
Meeting closed at8.39pm
FacilitatorKelly Dent (Unlicensed)
Minute takerJenny Millman (Deactivated)
TimekeeperKelly Dent (Unlicensed)
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

Attendance (MC): Kelly Dent (Unlicensed), Stephen Catt, Jason Levett (Unlicensed),  Catherine O'Keefe (arrived during manager's report), Bruce Diekman (arrived during consent agenda)

Attendance (Members):

Attendance (Staff):

Apologies:  Ran de Silva, Caroline Brakewell, Emma Lees, Stevie Bee


2. Approval of Agenda

That the agenda be approved.

Moved: Stephen Catt

Seconded: Jason Levett (Unlicensed)

Carried by consensus


3. Consent Agenda


That the consent agenda be approved.

Moved: Stephen Catt

Seconded: Jason Levett (Unlicensed)

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:

Unable to render {include} The included page could not be found.
 


3.3. Out-of-session Decisions/Proposals

3.4. Reports from Working Groups

Marketing Working Group

  • n/a

Technology Working Group

  • Currently focused on transferring veggie box purchases from WooCommerce to Prestashop so as to integrate with the new POS
  • Met with Estefania to align on the volunteer strategy, and how we can better publicise open volunteer roles and events on the website
  • Next month will be aligning more closely with the Marketing WG to ensure campaigns and events are across both social media and the website, and blogs/other content are updated regularly

Shop Execution Working Group

  • Current project PosWIse - System integration to Xero of inventory and sales is on schedule for full implementation by 1 July. Inventory will be uploaded after the stocktake on June 30 with full use by shop opening 1 July. Additional ad ins PrestaShop and the Microsite for membership is also in development with the target date 1 July as well. 
  • The system will be fitted into the new counters at the end of June.
  • Next projects to be scoped.

Staff Liaison Working Group

  • Lara has left employment at the Coop, we conducted an exit interview with her
  • Janne has gone off on LSL and Leave without pay for six months, we conducted a performance review with her
  • We will finalise performance appraisals for remaining staff over the next 6 months
  • Finalising a opening and closing policy that staff will be asked to sign

Volunteer Working Group

  • WHS—agreed to focus on signs as priority as this would have the largest effect for volunteers. A volunteer (Jaz Lynch) who is a graphic designer has agreed to design standardised signs on a variety of areas relevant to AHs needs. The signs will be used as aids in volunteer inductions to draw attention to WHS needs, and will be constant reminders of WHS.
  • A second priority is to develop a Volunteer Handbook (using an example Estephania developed in a previous job). Aim is to have a copy referred to in volunteer inductions, a few hard copies to view at AH, and published online. Estephania to draft with assistance from VEWG.
  • Can VEWG get access to and use confluence for its activities?
  • Online food safety course under consideration.
  • Induction volunteer checklist circulated for amendment in a number of areas.
  • PXD discussed; to be investigated and further considered.
  • Draft buddy volunteer system being finalised.
  • Volunteer survey all but finalised.
  • “Grow the AH community internally” part of the AH strategy discussed. To be further considered.
  • Regular social activities for volunteers discussed — regular get togethers, seasonal (we’re a food co-op) gatherings as part of that,  eg spring picnic and summer in the back garden, curry night, variety of local venue.

Two new references —

  • First, potential for AH to registered for Centrelink so volunteers can complete required volunteer hours at AH.
  • Second, develop policy re disabled volunteers

Governance Working Group

  • n/a

3.5. Staffing (appointments and resignations)

n/a


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

Moved: Catherine O'Keefe

Seconded: Bruce Diekman

Carried by consensus

Comments:

  • Discussed increase in spend. Believe there's a need to improve the shopping experience - will put this on the next staff meeting. Potential to consider training for staff in the future. Additionally need to consider continual training as part of staff training.
  • Ran de Silva to add training on improving the shopping experience to the next staff meeting  
  • Ran de Silva to ensure the volunteers table includes a full year plus 1 month of data (as the other tables do)  
  • Stephen Catt to consider how volunteers can work better with customers (to indirectly increase overall spend). Ideas include buddy system improvements and induction improvements.  
  • Catherine O'Keefe to look at a secret shopper experience so we can get feedback from new customers  
  • Shop execution strategy group (led by Catherine O'Keefe) to focus next on shopping strategy  

5. Finance report

The below report has been restricted due to containing sensitive information. If you are unable to view and would like access, please contact the MC: alfalfamc@googlegroups.com

Moved: Stephen Catt

Seconded: Catherine O'Keefe

Carried by consensus

6. Project review

  • Bruce Diekman raised as we've had a different fridge delivered than ordered, we may have an increase in our electricity bills. Finance working group to keep an eye on this.

8. Payroll discussion


  • Discussed the need to have an improved process in place for discussing out of session decisions
  • Need to ensure future projects are put in the projects page

Decision:

  • If someone's on leave, they won't be part of the out of session approval process
  • If the manager wants to bring an out of session decision it has to be brought by the Manger to the Chair who will facilitate reaching a resolution among the MC. 

9. Review outstanding tasks

  • Stephen Catt to create a policy on recording MC hours over 8hrs, and logging these  

10. AOB

Brought by Jenny Millman (Deactivated):

  • Washing of reused glasses/containers - we now have a bottle washer
    • Ran de Silva to ensure that any donated glass bottles/jars should go through the commercial glass washer before they're made available to the public. A new process needs to be implemented. Anything 'dodgy' needs to be recycled.
  • Content migration - next steps
    • Volunteer engagement group, and Dropbox content from Catherine
  • Agenda and reports

Brought by Catherine O'Keefe:

  • Maintenance program or upcoming needs
    • Ensure we have a list of all items which will be needing maintenance/paying for to better allow us to budget
  • Shop deep clean schedule
    • Ran de Silva to ensure we have a deep clean schedule in place by  
  • Boomerang bags - great zero waste initiative with potential to increase spend

Brought by Kelly Dent (Unlicensed):

  • Co-op conference update
    • A need for us to focus on our role in the community and zero waste as differentiators compare to competitors
  • Plans for leave
    • Kelly on leave from  -   
      • MC members to let Kelly know if they're able to take over any roles during this period
    • Maurice on leave from  -  
    • From the  - , Jason Levett (Unlicensed), Catherine O'Keefe and Stephen Catt to be on point for staff to contact

11. Evaluation of this meeting