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): Tara Morelos, Cyrus Irani, Bruce Diekman, Jennifer Kent, Isobel Togi, Alex Giersz, Janet Loughman
Attendance (Members): Sandra Clark, Bill Jarvis

Apologies: Andrew Whittingham

2. Approval of Agenda

That the agenda be approved.

Moved: Jennifer Kent

Seconded: Cyrus Irani

Carried by consensus

3. COVID Rapid Antigen Test strategy

There was discussion about the Rapid Antigen Test surveillance testing and the following points noted and agreed:

• It’s a short term strategy - schools are testing for 5 weeks - how long tbc for AH

• Schools are testing 2 x per week - this is supported for AH after staff consultation

• Noting a negative test is not definitive and public health measures like distancing, mask wearing, ventilation still important

• Jennifer Kent can share workplace COVID information from SCC

4. Consent Agenda

That the consent agenda be approved.

Moved: Tara Morelos

Seconded: Bruce Diekman

Carried by consensus

Full consent agenda

3.1. Adoption of Previous Minutes

None ready to approve.

3.2. New Members and Cancellations

Open

3.3. Staffing (appointments and resignations)

 Ran de Silva has resigned from her role as Acting Shop Manager, effective from January 23rd. 

3.4. COVID-19

That the email decision about response to staff about Managing COVID in the shop, and the expenditure of $259 for Rapid Antigen Tests with reimbursement to Janet, be confirmed.

3.5 Technology decisions (agreed prior to meeting)

Trial staged transition to Google Workspaces for Member' Council communications and file storage 
Trial in-store music as proposed by @Alexander Giersz

4. Business Arising from the last meeting

5. Finance Report 

Finance report not available this meeting. Andrew Whittingham has undertaken to provide it as soon as possible.

Cyrus has placed an advertisement with Volunteers NSW and is liaising with volunteer Lisa who has expressed interest in helping.

Sandra, @Janet Loughman, @Alexander Giersz are interested to participate in Andrew’s handover / induction to new treasurer in order to understand the processes and controls.

See Confluence for Manager’s notes on what financial role Manager currently has: e.g. Manager & Stock Co-ordinator prepare invoices and upload to Zero; the bookkeeper/accountant approves them; 2 bank signatories approve Bank Australia’s payment batches.

6. Acting Manager’s Report

Open

Cyrus Irani’s volunteer Acting Manager’s report was tabled and the following items discussed:

Staffing

• Yue taking indefinite leave from 5/2/22. Eleanor performing full Stock Co-ordinator role in interim, with back up from Freya & Cyrus, and additional casual staff as available.

• During the course of the MC meeting an email from Eleanor and Yue was received in response to the MC’s request for a meeting with staff to address the budgeting for fresh & dry goods purchasing, and to explain the difficulties with the current system. We need to acknowledge the email, and consider substantive issues when the new Manager starts.

ACTION: Tara and Bruce to draft an email response to Yue and Eleanor.

Air Con

Open

• Shop air con needs have been assessed by Cyrus and Togi. The back storeroom air con needs replacing for these reasons: it is leaking; it is not powerful enough to keep the room cool enough for good food storage, and recently in hot weather we have lost kilos of dry goods due to bugs.

• Togi’s research concludes that ideally 8.5kw power is needed so that on very hot days it can be run on max; and all other days run at lower power. This will also increase longevity of unit.

• Sandra raised benefit of going with installer who will provide on going maintenance.

• Refer to attached spreadsheet of quotes including installation, all with 5 year warranty.

• The front shop air con is adequate for most days. Investigation into a stand alone additional unit concludes it’s not practical - no access to outside vent.

Decision: Proceed with upgrade of new air conditioner for the back storeroom but not the front shop. Approve the best negotiated price under $3,000 for the highest power, at least 7.5kw

Printer

ACTION: @Alexander Giersz will try to install tomorrow

Public holiday opening?

• Should we consider closing on public holidays? Straw poll during the meeting showed support for this idea.

ACTION: @Cyrus or new manager to look at sales data for last few years on public holidays we have traded; and discuss at staff meeting 10/2/22.

That the Acting Manager's report be approved.

Moved: Tara Morelos

Seconded: Janet Loughman

Carried by consensus

New Manager update

• One candidate has been short listed by the interview panel; meeting Tara face to face prior to an offer.

• Recommendation to come to MC first before offer is made.

• Lisa to prepare letter of offer.

7. Other business

7.1 Membership Fees update

• Tara reported about 65-70 members have renewed online; a few teething problems - hope to sort when we get a new website.

• Members who haven’t renewed this month will be logged as unpaid after 31 January (i.e. after one month's period of grace)

Volunteer members

• The admin around updating permanent volunteer hours (about 20 volunteers) – i.e. recording hours worked, and when they cease volunteering – needs attention, system is very manual.

• Bill proposes we go easy if they’ve dropped off, many due to COVID – Bruce noted that Ran had attempted to contact all relevant volunteers about this.

7.3 Proposals: tabled by @Togi Pi – discussion

Togi prepared and tabled Proposls on the following (also attached):

1. Decision making - not discussed in detail

2. MC structure - this is based on the MC’s ‘Volunteer Teams’ document which originated 2020 with a team approach to getting things done. The concept was supported in principle by the MC at the time, but day-to-day contingencies, including stabilising the business, became higher priorities since then. Janet suggested the teams may be reflected in, or ‘re-emerge’ from the upcoming risk management consultation. Togi’s document can be accessed on Google Drive and MC members are encouraged to comment.

3. Technology - Alex is waiting for Bruce and Jenny to accept email invitation to join Google workspaces - being trialled by MC for MC business initially.

4. Further discussion to be had by email
   
   

Open

7.4 In-Store Music : Licensing – discussion/decision

See proposed prepared by Alex for engaging local musicians in in store music.

Open

Discussion about need and affordability of APRA licensing fee - $650 annually.

Ask treasurer to include cost in budget.

Possibility of crowd funding from membership for a ‘Musicians in the co-op’ project.

7.5 Grants

The attached list of grant opportunities prepared in 2021 will be put on Google Drive for updating for 2022.

Open