11 February 2021
| Date | 11 February 2021 |
|---|---|
Time | 6.30 PM |
| Location | P&V Wine Merchants, Upstairs 64 Enmore Road, Newtown |
| Meeting opened at | 6.35 PM |
| Meeting closed at | 8.55 PM |
| Facilitator | Bruce Diekman |
|---|---|
| Minute taker | Cyrus Irani |
| Timekeeper | Bruce Diekman |
| Next meeting date | TBC |
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): Andrew Whittingham, Bruce Diekman, Cyrus Irani, Tara Morelos, Lisa Kwok (deputised by Jenny Kent)
Attendance (Members): N/A
Apologies: Jenny Kent (MC), Sandra Clark
2. Approval of Agenda
That the agenda be approved.
Moved: Bruce Diekman
Seconded: Andrew Whittingham
Carried by consensus
3. Consent Agenda
That the consent agenda be approved.
Moved: Bruce Diekmann
Seconded: Andrew Whittingham
Carried by consensus
4. Staffing, Co-Manager roles
DETAILS OMITTED FROM PUBLIC RECORD TO RESPECT PRIVACY
4.1 Co-Manager positions – grading & backdating (Lisa)
4.2 Short-term staffing requirements – review updated roles & responsibilities doc. provided by Ran & Carina & identify needs, gaps.
4.3 Set up review process for staff departures in late 2020, i.e.
- Paolo's exit interview, Allie's resignation email (Bruce to provide to MC)
- Janet's departure
- MC to also discuss approaching Emily to conduct exit interview (Jenny happy to lead).
4.4 Recruitment process going forward (Lisa to advise)
5. 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
Andrew’s Report to be added to Confluence version.
Profit was up in Jan. Andrew noted that with approx. 2,000 members each owing $20 for subscription, our revenue should have been significantly higher.
The revenue forecast for Feb is $70k and then $80k per month for the following few months. The projections include $2,100 for management salary from April and rent of $3,900 per month from Feb. We need to increase our revenue if we are to remain viable.
Volunteer discounts
Bruce discussed extending the ASF grace period for receipt of discounts to the end of Feb. The first $5 reduction given each quarter would begin on 1 April. There was discussion of the need to offer this $5 reduction.
ACTION: Bruce will obtain staff’s view on charging a flat $20 fee regardless of when the membership was taken up.
ACTION: Tara will raise this issue with the Membership team for their assessment.
Shop lease
Jenny Cohen was not available to undertake research but referred our request to her legal firm for possible pro bono work. Andrew undertook market research himself.
Andrew proposed we ask for a 1+1 lease.
ACTION: Andrew will prepare a position to take to the real estate agent. It will be circulated to MC for approval.
ACTION: Cyrus will discuss repairs needed in the shop with staff and forward this information to Andrew.
6. Manager's report
To be reinstated.
7. Report from 'Future of Alfalfa' v. 2.0 team
Cyrus said that the V2 team has started on the Business Plan and was using the business.gov template. At our last meeting we went through the headings to make sure we captured all the areas that need to be addressed and some of the detail. We added topics such as Volunteers to the template.
The next task was to ensure people were assigned to work on each area and that those already working in these areas such as Andrew and Tara’s teams provided information in a format suitable for inclusion.
The risk is that we don’t get volunteers wanting to take on the work required. Tara suggested more of a personal approach and calling potential participants.
Tara questioned the need to produce a large document and to include lots of detail. Cyrus’ view was that we need strong planning and in the past decisions had been a bit ad hoc. Detailed procedures would not be included in the Business Plan but can be added to Confluence. There were already pages about Procedure on Confluence which should be updated.
8. Report from Phone & Marketing team
Tara advised that her teams were using Basecamp to store and share information.
Marketing Strategy Tara is working on this with Sharyn, Amy and Prema.
Volunteer engagement is being worked on by Eamonn.
Website team are making recommendations for a revised website. Also looking at more urgently adding option for people to sign up for membership online and to receive reminders online. We do not have login details for the Website. The team are trying to track this down. James Templeman is the AH contact listed with the company hosting the site.
Social Media Sharyn is meeting with Carina for information. Tara met with Caroline Brakewell. Carina and Freya both advised that they want to get involved.
Content Creation Mandy and Fabio are working with Robert T. to create content for sharing on social media. They start filming at the end of next week.
ACTION: The AH YouTube channel needs to be rejuvenated.
Member Survey Tara now has login details for Survey Monkey. She suggested we don’t ask the same questions as before which will elicit the same replies.
Fundraising Tara obtained the list of donors from our last fundraising campaign. Looking at ways to reach out to them.
Newsletters need to be short and sweet. Could target volunteers and what they’re doing. There was discussion about the need for positive stories to dispel the feeling that we’re about to close down. Need for positive engagement and shopping.
ACTION: Andrew suggested that MC each send information on 3 things they are working on.
There was discussion about AH not operating like a retail shop, i.e. not having any product or promo for Valentine’s Day or Lunar New Year. Lisa said she has worked in Diversity Management roles and felt we needed to celebrate more cultural festivities rather than ignoring them.
Discussion of a Plant & Bake sale and of holding workshops to increase engagement.
ACTION: Cyrus will see if Tallulah is interested in running a workshop on fermenting fruit and look into the availability of Common Ground.
9. Actions arising
Actions Arising to be added to the agenda going forward.
Action items from our previous 2 meetings – Cyrus.
The actions from the previous minutes were completed. The remaining are:
ACTION: Lauren Sims, former Secretary needs to give us access to the Alfalfa House secretary email. Cyrus will contact her.
ACTION: Janet has a key. Cyrus will remind her to return it.
10. Any other business
Discount Liability and actions to prevent the problem growing – Cyrus.
11. Next meeting, frequency of meetings
That meetings will be held weekly for the time being.
ACTION: Bruce will contact P&V Wines requesting the meeting room.