July 2018 minutes

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




Date 

Time

6.30pm
LocationP&V Wines (upstairs)
Meeting opened at6.31pm
Meeting closed at8.47pm
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), Caroline Brakewell, Jason Levett (Unlicensed), Jenny Millman (Deactivated), Bruce Diekman, Catherine O'Keefe

Attendance (Members): Emma Lees, Stevie Bee, Ran de Silva

Apologies: Stephen Catt


2. Approval of Agenda

That the agenda be approved.

Moved: Jenny Millman (Deactivated)

Seconded: Caroline Brakewell

Carried by consensus


3. Consent Agenda


That the consent agenda be approved.

Moved: Jenny Millman (Deactivated)

Seconded: Caroline Brakewell

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

  • Successful zero waste & plastic free July campaigns. Resulted in significant uplift in followers to support our engagement goal

Technology Working Group

  • Alignment with Marketing WG and Estefania on 
  • Jenny Mai has moved over to the Marketing WG to ensure website content better reflects our current campaigns
  • Focus on POSWise including setting up a bug tracking system for shop staff

Shop Execution Working Group

  • POS System
    • The POS system was implemented ready for 1 July. Great team effort.
    • The system has teething problems which are being overcome gradually. One til has changed over and the other imminent with the manager deciding when it is appropriate.
    • The purchasing workflow will be implemented when teh functioning day to day has been completed.
    • Presta shop likewise on hold.
  • Next projects may include
    • Boomerang bags
    • Increase shopper spend
    • Range reviews

Staff Liaison Working Group

  • Staff have been provided with and asked to sign a standardised opening and closing procedure policy
  • Staff performance appraisals will be completed at the end of July and early August

Volunteer Working Group


  • VEWG decided to adopt Confluence as its communication and document platform. Jenny Millman has been invited to a future meeting to demonstrate Confluence

  • Volunteer survey has been emailed to members who have volunteered in the past year

  • Detailed discussion and variety of decisions advancing draft of Volunteer Handbook. This is to be given priority

  • Review of latest draft of Volunteer Induction Checklist; final draft to be distributed to VEWG members. Another priority task

  • Future focus on developing the Buddy system: consultation on Handbook, source of feedback, co-ordination, development of AH culture and future growth. A future priority task

  • Action to be taken formalising offers to commence PXD. Draft email by Coco articulating policy has been distributed for feedback

  • Discussion of how to best focus volunteers’ role in improving customer shopping experience—decided to initially advance through induction and the buddy system

  • Discussion of policy development re MC members’ entitlement to record non-MC volunteer hours. Broadly agreed that hours should be recognised but noted differential recording practices. To be considered further

  • Discussion of AH Strategy to increase regular volunteers as a percentage of members and setting an appropriate target percentage. Consideration of metrics. Regular volunteers not limited to PXD. What figures can be derived from AH records? Content of those records to be raised by Steve with Coco. I have approached Coco for assistance. Also to be discussed with Manager

  • Some matters postponed for later consideration: (a) development of policy for volunteers with disability, and (b) possibility of volunteers completing their Centrelink required hours as volunteers at AH and registration of AH with Centrelink for that purpose

Governance Working Group

  • A draft governance working group blurb has been written ready to email out to members or publish in the next newsletter. Members who have already expressed interest in this working group will also be followed up.
  • A first set of draft new model rules for Alfalfa have been drawn up, based on the 2017 Governance Working Group's effort last September. It has only been sent to the Members Council at this stage.

3.5. Staffing (appointments and resignations)

n/a

4. Strategy update

5. 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


That the Manager's report be approved.

Moved: Jason Levett (Unlicensed)

Seconded: Jenny Millman (Deactivated)

Carried by consensus

6. 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


That the Treasurer's report be approved.

Moved: Catherine O'Keefe

Seconded: Jenny Millman (Deactivated)

Carried by consensus

7. Review Volunteer Coordinators increased hours

The trial for increasing the Volunteer Coordinators hours from 10 to 20 has ended, we need to review against the criteria we set, whether this trial has been successful and whether or not we want to continue this arrangement

KPI’s

  1. Renewing member paid ASF > 2016 or < -54% (equates to 46% take-up)
    • Target met
  2. Avg spend per trans = > 2.2%
    • Target met
  3. No. of times shopped per week > 0.28
    • Target not meet (we have likely seen a decrease)
  4. How many members converted to volunteers since 1 Jan 2017
    • Analysis not complete
  5. How many people attended workshops > than 2017 attendance (%)
    • Target met - more people have attended


That the Volunteer Coordinator's hours be permanently increased from 10 to 20 hours, but with a view to removing the Volunteer Coordinator Saturday hours on a long-term basis.

  • This will mean we do not have to pay Saturday penalty rates, for the volunteer inductions that take place on a Saturday.

Moved: Kelly Dent (Unlicensed)

Seconded: Catherine O'Keefe

Carried by consensus

8. Arrangements while Manager, Chair and Treasurer are away

Brought by Kelly Dent (Unlicensed)

The following people will cover Maurice during his annual leave from Sat 5 Aug to Friday 24 August, his first day back at work will be the 27 August.

  • Stevie Bee - will be the main person covering his leave and will action the following tasks
    • bi-weekly banking (beginning and end of week - to ensure minimal cash is left of premises over the weekend and staff have cash change)
    • Stevie will process invoice payments in Bank Aus (this can be done remotely), he will be added as a signatory and Jason will be second approver
    • monitor 'manager' email account (remotely via Gmail)
    • Stevie will be first point of contact for staff, given Stevie's intimate knowledge of the coop, is well placed to assist staff problem solve any issues
      • Any major issue will be escalated to Kelly/Jason on a case by case basis
    • Stevie will be onsite 2 x per week for a 2 hour block
    • Stevie has agreed to cover these tasks on a volunteer engagement basis.
  • Jason Levett
    • will action the Payroll approval through the newly implemented Deputy system
    • a trial Payroll process will be actioned on 31 July, prior to Maurice going on leave.
  • Ran de Silva
    • has agreed to be the main contact for any staff roster issues during his leave
    • Maurice will lock-down the roster prior to his leave, however there may be unforeseen changes (e.g. sickness etc)

We need to appoint someone to facilitate meetings while Kelly is away 17th Aug - 3rd Oct and share out the Chairs responsibilities. We also need to add a second signatory and make a decision, based on MC availability whether we have a MC meeting in September.

We need someone to act while Jason Levett (Unlicensed) is away (25th Aug - 16th Sept):

Moved: Catherine O'Keefe

Seconded: Jason Levett (Unlicensed)

Carried by consensus

9. Project review

10. Review outstanding tasks

  • Jenny Millman (Deactivated) to put due dates against all tasks  
  • Jenny Millman (Deactivated) to add the glass washer discussion (regarding washing donated jars) to the next agenda  
  • Catherine O'Keefe to research liability in terms of putting donated jars in the glass washer (in conjunction with Stephen Catt), and to bring a proposal based on a discussion with our insurer on this issue  

11. AOB

  • War on waste update - Caroline Brakewell is working on a campaign and will share more soon
  • Audit proposal email to members
    • Bruce Diekman to wordsmith the Audit proposal for members and circulate by