July 22, 2021 Minutes

Owned by Bruce Diekman
Last updated: Aug 30, 2021 by Janet Loughman
8 min read




DateThursday July 22, 2021

Time

6.30 PM
Location

via ZOOM

Meeting ID: 816 8608 3368
Password: 085562
Meeting opened at6.35 PM
Meeting closed at8.45 PM
FacilitatorTara Morelos
Minute taker

Janet Loughman

TimekeeperBruce Diekman
Next meeting dateThursday August 26 (via Zoom)

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): Bruce Diekman, Jenny Kent, Tara Morelos, Cyrus Irani, Andrew Whittingham, Janet Loughman, Isabel Togi, Ai Leen Quah

Attendance (Members): Bill Jarvis, Kathryn Welch, Ran de Silva

Apologies: Jennifer Saminathen

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 Diekman

Seconded: Andrew Whittingham

Carried by consensus


 Full consent agenda

3.1. Adoption of Previous Minutes

That the minutes of the 24 June, 2021 meeting be adopted.

3.2. New Members and Cancellations

That the 15 members who joined in June 2021 (listed below with their membership numbers) be accepted as new members.

3.3. Out-of-session Decisions/Proposals

Approval of Jar Shelves' 90 degree move, refit

Common Ground (Mission Australia) to be given Volunteer discount for purchases

4. Matters Arising from our last meeting

4.1 Contacting Costa for 40th anniversary - Bruce is waiting for more info before contacting Costa. Cyrus suggested Clarence Slockee as alternative. He is a presenter on Gardening Australia, a First Nations man, lives locally and manages the Eveleigh gardens. We could ask him to talk about the original vegetation in the Enmore area. There would likely be a fee. Bruce to report back to next meeting.

  • ACTION: Bruce Diekman report to meeting on progress with contacting celebrity guest for 40th anniversary  
  • ACTION: Carina to purchase screen printing equipment  
  • ACTION: Annual Subscription Fee sub committee Bruce Diekman. Janet Loughman, Andrew Whittingham, Ran de Silva to report for next meeting  
  • ACTION: Carina to purchase second hand fridge  
  • ACTION: Carina and  Jennifer Kent follow up with H2G re durable containers  
  • ACTION: Janet Loughman to nominate to fill vacant position on board of Food Grocers Ltd.
  • ACTION: Members Council , Togi Pi  to decide 2 members for staff liaison  
  • ACTION: Community Engagement Strategy - carried over to next meeting  

4.9 Include Exit Interview policy in HR policy - Jenny Kent has reviewed and sought input from Lisa. Put over to next meeting

  • ACTION:  Jennifer Kent to seek feedback from Lisa and finalise proposal re: Exit Interviews in HR policy  

4.10 Liaison with Common Ground re discount complete

4.11 Kombucha fridge sold for $250.

4.12 Store Committee to be established:

  • Ran, Carina and Togi yet to meet to discuss roles, etc.
  • ACTION: Ran, Carina and Togi to meet to discuss roles, parameters of Store Committee.  

  • Energy efficient lights inspection concluded too small a job for the rebate program. Cyrus noted lights in front window not working and suggested next time an electrician is in or call in to repair. Togi reported that she had looked at the lights and they are LED and she followed the line to a point above the tills near the lanterns but not wired separately with a switch. Ai Leen may be able to get pro bono electrician. Possibility of paying with discount vouchers. We will put a call out to members for a volunteer electrician.

  • ACTION:  Ai Quah to investigate pro bono or work for discount voucher electrician  
  • ACTION: Ran to put call out to members for volunteer or work for discount voucher electrician  
  • Shop needs a new mobile phone. Bruce can get reconditioned iPhones from the Bower. Ai Leen has a phone she can donate.

4.13 Dishwasher has been serviced, see Managers Report.

4.14 Aprons - carry over to next meeting.

  • ACTION: Ran de Silva to investigate new AH aprons for volunteers and staff  

4.15 Shop data points analysis - Andrew sent info to Jennifer S and will follow up with her. Carry over to next meeting

4.16 Research local artists for design work - carry over to next meeting.

  • ACTION: Togi Pi to research local artists for design work.  

4.17 Ran reported back to Discount group about discounts at other co-ops.

4.18 Discount Policy - Committee hasn't met yet. Bill has prepared a spreadsheet with the voucher accruals. Kathryn commented that she doesn't know how all her vouchers were accrued and she doesn't want them - perhaps other members too. Committee will look at how to deal with accumulated vouchers as well as review current system.

That the matters arising be approved

Moved: Janet Loughman

Seconded: Tara Morelos

Carried by consensus

5. Finance Report 

Andrew presented the Finance Report:

  • Tabled Finance Report and Profit and Loss statements, Daily shop sales data (all attached). 
  • Trading was flat in June.
  • Costs were kept under control.
  • A bit more loss recorded because we had 3 wage bills in the period - this happens about twice a year.
  • Noted that trading is up in July - Saturday July 17 shop sales figure was over $5k.
  • Noted that we won't qualify for COVID support because turnover has to fall by 30%, but he and bookkeeper are keeping an eye on support packages and our circumstances.
  • Will have 2020/21 Financial Year reports by end of September.
  • Question from Janet - will include a Balance Sheet? Yes
  • ACTION: Andrew Whittingham will include Balance Sheet in end of financial year reports  
  • Question from Ran - how is cost of sale between produce and groceries done? In Zero, each supplier has a marker. Query about GST
  • Question about GST - Andrew will look into.

That the Finance report be approved.

Moved: Bruce Diekman

Seconded: Ai Leen Quah

Carried by consensus

6. Co-Managers' Report

That the Co-Managers' report as attached be approved.


Moved: Isabel Togi

Seconded: Jenny Kent

Carried by consensus

7. Approval of updated COVID-19 plan

Please find attached our updated COVID-19 Plan, for approval at this meeting.

  • Ran asked for paragraph about staff not being able to wear masks be taken out. Agreed.
  • Jenny asked for clarification about square metre rule; whether it is total people or customers. Agreed it would be clearer if total people.
  • Janet noted that the COVID-19 Plan will need to be updated regularly, depending on changing health orders and circumstances.

Moved: Cyrus Irani

Seconded: Bruce Diekman

Carried with amendments noted by consensus

8. Member Fees Sub-Committee report

Please find attached above an ASF backgrounder provided by the Member Fees Sub-Committee, and data on new members numbers from 2017 to the present.

Sub-Committee recommendation: Due to the marked drop-off in new members in 2021, and with a view to rebuilding our membership into the new year, the Sub-Committee unanimously recommends a HALF-YEARLY Annual Subscription Fee of $10 be introduced for the rest of the year, and if approved, that it start as soon as possible.

That the recommendation for a $10 half-yearly fee be introduced asap, and also be applied to renewing or existing members who have yet to pay the ASF for 2021.

Moved: Cyrus Irani

Seconded: Bruce Diekman

Carried by consensus

9. Staffing

  • Noted that the Co-Managers' contracts with Co-Manager higher duties expired on 30/6/2021.
  • Cyrus reported that he consulted with Lisa who suggested an extension for 2 or 3 months to allow time for review and recruitment.
  • Cyrus and Tara met with Yue and Carina today - Carina does not want to continue in her Co-manager role; other issues about roles also raised.
  • Andrew asked if it was now time to employ a permanent Manager.
  • Janet suggested that a definite date for contract extensions be decided.

It was proposed that:

  1. A Staffing Sub-Committee be established with members Cyrus Irani, Tara Morelos, Bruce Diekman, Andrew Whittingham & Isabel Togi.
  2. The extension of Higher Duties contracts for the Co-Managers to a date to be determined, be made by the Staffing Sub-Committee
  3. A liaison role be established between MC and shop Co-Managers - 2 MC members to do this.

Moved: Jenny Kent

Seconded: Bruce Diekman

Carried by consensus

10. Planning: Visions and Goals


Ai Leen reported on the sub-committee meeting of 20/7/21. 
See attached diagram
2 options for the 'Vision' were proposed:
  • Sustainable and healthy food for a sustainable and healthy community, or 
  • Sustainable and healthy food for a sustainable and healthy planet.
1 option for purpose was proposed:
  • To empower the community to make informed decisions that have a positive impact on the environment, local producers, and its members through its shop and activities.
It was agreed that:
The Vision be:  Sustainable and healthy food for a sustainable and healthy planet
The Purpose be: To empower the community to make informed decisions that have a positive impact on the environment, local producers, and its members through its shop and activities.
Further work will continue for identifying actions under the 4 pillars.
That the report of the Visions and Goals Sub-committee be accepted including the Vision and Purpose as agreed.

Moved: Cyrus Irani

Seconded: Tara Morelos

Carried by consensus


11. Upcoming events

Proposed 40th Anniversary Celebrations discussed.

  • A Saturday in October is preferred.
  • Kathryn spoke in favour of organising the date and event and having an in-person plan and an online plan. It could be an activity that would work in person or online eg a quiz using Kahoot! software. This is preferable than having to cancel.
  • Community Engagement Sub-Committee will continue planning work.

12. Any other business

Report on workshops - Cyrus.

  • First workshop received high satisfaction feedback, and made $282 profit.
  • Other workshops postponed to Spring because of lockdown.


MEETING CLOSED 8.45 PM