February 24, 2022 – Draft Minutes
| Date | 24 February 2022 |
|---|---|
Time | 6.30 PM -7.30PM |
| Location | JOIN online with Google Meet Join by phone (AU) +61 2 9051 7817 (PIN: 532367168) |
| Meeting opened at | 6.35pm |
| Meeting closed at | 8.10pm |
| Facilitator | Cyrus Irani |
|---|---|
| Minute taker | Janet Loughman |
| Timekeeper | |
| Next meeting date | Thursday March 24, 2022 |
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): Cyrus Irani, Janet Loughman, Jennifer Kent, Alex Giersz, Isabel Togi, Bruce Diekman
Attendance (Members): Sandra Clark, Andrew Whittingham
Observers: Paul Weerappah
Apologies: Tara Morelos
2. Approval of Agenda
That the agenda be approved.
Moved: Bruce Diekman
Seconded: Jennifer Kent
Carried by consensus
3. Consent Agenda
That the consent agenda be approved.
Moved: Bruce Diekman
Seconded: Jennifer Kent
Carried by consensus
4. Business Arising from the last meeting
| Description | Due date | Assignee | Task appears on |
|---|---|---|---|
| 24 Feb 2022 | 27 January, 2022 – Minutes | |
| 24 Feb 2022 | Tara Morelos | 27 January, 2022 – Minutes |
| 04 Mar 2022 | Bruce Diekman | February 24, 2022 – Draft Minutes |
| 24 Mar 2022 | Andrew Whittingham | February 24, 2022 – Draft Minutes |
| 24 Mar 2022 | Jennifer Kent | 27 January, 2022 – Minutes |
| Tara Morelos | February 24, 2022 – Draft Minutes | |
| 27 January, 2022 – Minutes | ||
| Tara Morelos | 27 January, 2022 – Minutes |
5. Application to fill casual MC vacancy
Sandra Clark has submitted her CV as background to be considered for one of our casual vacancies as an MC Director.
Sandra left the meeting for this decision.
Proposed that:
- Sandra's application be accepted
Moved: Jennifer Kent
Seconded: Bruce Diekman
Carried by majority vote
Sandra Clark CV_February 2022.pdf
6. Finance Report
See attached Finance report circulated and tabled at the meeting. Andrew reiterated some key points:
December and January showed a lower level of trading than during lockdown in 2021. We made a loss of $10,000 in December 2021 and January 2022.
Noted that January included termination pay for the Acting Manager who resigned in January.
The purchasing budget appeared to be working well, based on the January figures.
It seems not many people have renewed their memberships this January. 20% renewals have been on line, so this method is successful. But we do have to pay a fee to Paypal for this. In January 2021 saw a major membership renewal drive.
Andrew has applied for NSW gov COVID business support money - he expects we will receive about $3,000 representing 20% wages paid in February; and $407 for Council rates paid under our lease. Any Fair Trading fees or other gov or council charges can be claimed. Send info to Andrew asap.
- ACTION: Bruce Diekman and any others with outstanding reimbursements to put in claim to Andrew asap so rebate can be claimed
Sales in the shop are down. Andrew asks that since sales are down to $1700 on some days, are there enough sales for current staffing levels. Is it possible to reduce for an hour or two at quiet times. Cyrus noted that staff are always busy, there are many non serving tasks to do.
Andrew advised that promoting membership renewals was crucial - memberships will convert into sales. We should be promoting membership renewals in store, in newsletter, on social media.
- ACTION: Tara Morelos, Sharyn Foulis, all staff and MC to promote memberships renewals in the shop and on social media
We welcomed Paul Weerappah to the meeting. Paul has expressed interest in the role of Treasurer and has attended the meeting as an observer. Paul left the meeting at the conclusion of the Finance report.
- ACTION: Andrew Whittingham to have a follow up phone call with Paul about the role of treasurer, and will also review the other application(s) for volunteer treasurer and report back to the MC
That the finance report be approved.
Moved: Janet Loughman
Seconded: Bruce Diekman
Carried by consensus
7. Manager’s Report
The Manager's report was circulated and tabled at the meeting. Cyrus re-iterated some key points:
Air conditioner 8.5 kw - purchased for $2,900 including installation. Includes 5 year warranty. Thanks to Togi for getting a good deal, under budget.
Staff suggestion for public holiday opening was to open Sunday hours on the public holidays that Alfalfa House is open. No change to the public holiday days we close/open.
The RAT kits purchased for staff have not all been used, so no need to buy any further kits.
Community art in the shop idea has support from staff.
Tara has organised a volunteer photographer to help Freya with social media work.
That the acting manager's report and public holiday hours proposal be approved.
DECISION: That the public holiday closed days remain the same, and on the public holidays that the shop is open, that it open Sunday hours.
Moved: Janet Loughman
Seconded: Bruce Diekman
Carried by consensus
Manager report Alfalfa House Feb 2022.docx
8. Other Business
8.1 Revised COVID Plan – discussion and decision
Cyrus noted that further relaxation of NSW Health Guidelines will commence this week. How will this affect our operations?
Masks will no longer be required by public health order in the shop, but the government recommends mask wearing indoors where social distancing is not possible and for customer-facing retail staff.
DECISION: Proposed that:
- Staff and volunteers continue to wear masks in the shop and that we will review this month by month.
- Medical exemptions will be applied on a case by case basis.
- We will encourage customers to wear masks in the shop - signage to ask customers to please wear a mask. Any customer without a mask will not be challenged to wear a mask.
Moved: Jennifer Kent
Seconded: Alex Giersz
Carried by consensus
8.2 Volunteer request – decision
As part of his Duke of Edinburgh Award, a 17 year old student was volunteering at AH pre-COVID (he has a medical mask exemption). He is available to return Fridays after 2pm, Saturdays after 12pm and Sundays after 2pm. He has 3 x 2 hour shifts to complete. His father reported to us that Ran was supervising and had a Working with Children Check (WWCC). It is a condition of Duke of Edinburgh Awards that the supervisor has a Working with Children Check. Cyrus has a WWCC and can supervise.
DECISION: That the Duke of Edinburgh award student be supported to complete his Duke of Edinburgh award volunteering, and be provided with free RAT kits to support him to complete his placement without a mask.
Moved: Jennifer Kent
Seconded: Alex Giersz
Carried by consensus
8.3 MC members receiving payment for non-MC work in the shop – decision
MC member Togi has requested that she be able to be appointed to a paid position as a casual Shop Coordinator. Togi spoke to the meeting prior to absenting herself from the discussion and vote: she wants to help out wherever she can to the max to support the co-op; if there is no-one to fill a Sunday shift she would like to be able to do so even if only occasional shifts when needed; at the moment Togi is volunteering most of the day on Saturday.
The Sunday shift requires a staff member at Senior Shop co-ordinator level to open and close the shop, managing the float, etc.
Our rules require remuneration to MC members for work done as a director be approved by the members. We have confirmed with Sam Byrne at the Co-op Federation that this doesn't mean an MC member cannot be remunerated for other work done. But it's a question of policy for the MC whether to support it or not. Sam advised that we need to be mindful of conflict of interest issues, and the MC member should be absent from this decision; and if employed would in future need to be absent from decisions about staffing.
Togi left the meeting.
There was initial discussion about whether it was a good idea or not for the co-op to start this practice.
Alex left the meeting at 8pm and Jennifer left the meeting at 8.10pm.
However, the meeting concluded without this being resolved since 3 members had to leave the meeting, leaving us without a quorum.
8.4 Social Engagement – information
Alex's Film Festival Newtown Station Garden, Common Ground communal cooking & meal, Alfalfa Garden music sessions. Engage community to make/display art in the Shop.