December 2018 minutes

Owned by Stephen Catt
Last updated: Jun 26, 2021 by Tara Morelos
6 min read




Date19 December 2018

Time

6.30pm
LocationP&V Wines upstairs
Meeting opened at6.37pm
Meeting closed at8.54pm
FacilitatorKelly Dent (Unlicensed)
Minute takerStephen Catt
Timekeeper
Next meeting date23 January 2019


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), Cameron Burgess, Bruce Diekman, Caroline Brakewell, Stephen Catt, Tom Bartels

Attendance (Members): Anna Mackiewicz, Kyle Wiebe, Maurice Cabrera, Anthony Taylor, Marnie Harris, Jenny Millman (Deactivated)

Apologies: Stevie Bee, Estefania Fontealba


2. Approval of Agenda

That the agenda be approved.

Moved: Cameron Burgess

Seconded: Tom Bartels

Carried by consensus


3. Consent Agenda


That the consent agenda be approved.

Moved: Caroline Brakewell

Seconded: Bruce Diekman

Carried by consensus



 Full consent agenda

3.1. Adoption of Previous Minutes

That the minutes of the 28 November 2018 meeting be adopted.

That the minutes of the 12 December 2018 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

By exchange of emails MC approved 20 volunteer hours being added to the account of [name redacted] in relation to participation in a grievance procedure.


3.4. Reports from Working Groups

Finance Working Group

Governance Working Group

Marketing Working Group

  • Snacks service - Launched
  • Special offers (process flow) - Launched
  • Why shop AH film - First cut due
  • Next Open Day - Propose 23 March
  • AH guiding principles on Philip St & Enmore Rd - Design complete, costs being obtained

Technology Working Group

  • Development is underway to build the new online store
  • Prestashop will start with a single product the Annual Subscription Fee

Staff Liaison Working Group

Shop Execution Working Group

Volunteer Engagement Working Group

  • Welfare Rights Centre to be asked to advise whether volunteer discounts would affect any Centrelink payments paid to volunteers.
  • Policy on provision of used containers discussed, including staff feedback. General approval of amended version. Nominations of volunteers to carry out roles under the policy if adopted. 
  • Agreed to work towards a Volunteer Summer Twilight function in and around Marrickville Croquet Club (at Marrickville Park) in February/March 2019.
  • Further work planned on volunteer manual with focus on refilling, cleaning and restocking.
  • Survey results are to be followed up with a view to broader publication. Julia to look at how to do it and report back.

Sustainability Working Group

  • Met with Tom Nockolds from community solar group Pingala and Peter Wilson (Belle Property) to discuss solar energy options for AH. Two options were presented (listed below) should we wish to consider them. Tom is happy to estimate costs for investment in a solar garden, but costs for on-site solar would require assessment of the premises.
    1. The Coop inform Belle Property that we are interested in assessing the feasibility of solar panels being installed on the roof of the premises (and possibly 111 Enmore Road) to supply solar power to the shop. This would lead to discussions with the landlord and Pingala about the project.
    2. The Coop invests in a solar garden (community owned solar farm at an external location). The electricity produced from our share in the solar garden would be credited towards our power bill.
  • Summer Round applications for Environment Small Grants of $500 from Inner West Council will open 10 January 2019. We are planning to apply for funding to run a series of free or low-cost workshops with an environmental focus and are currently working with Estefania to identify suitable workshop topics and facilitators.
  • A possible area for water savings in the building has been identified. Flow restrictors are a low-cost solution (approximately $10-15 per tap) which could reduce water basin usage by up to 70% without reducing water pressure. Discussion with the real estate will take place to confirm what is currently installed and whether permission can be granted to install them. This can be done without a licensed plumber.
  • The current disposable gloved used in the shop are made from Ingeo PLA (corn-based bioplastic). Unfortunately the manufacturer notes that PLA is suitable for commercial composting systems only, meaning that we are unable to compost the gloves and they should be placed in the General Waste bins. Shop staff and volunteers will need to be informed that the gloves cannot be placed in our compost bins. Efforts to try and find a suitable alternative will be made, however, it should be noted that PLA has a lower overall environmental impact than plastic traditional plastics.

3.5. Staffing (appointments and resignations)



4. 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

/wiki/spaces/Manager/pages/176128001

Discussion around produce, and that quality needs to improve.

Prices are to be reduced by 10% from January.

We need to look to explain why produce might not be as good. Better communication discussed.

Options for briefings and training about produce discussed. Further discussion offline to be led by Ran de Silva.

That the Manager's report be approved.

Moved: Tom Bartels

Seconded: Cameron Burgess

Carried by consensus

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

FWG Report Nov 18

That the Finance report be approved.

Moved: Bruce Diekman

Seconded: Tom Bartels

Carried by consensus

6. Policy on provision of used jars

Proposed policy:

Consistent with our aim to minimise waste and encourage reuse and recycling Alfalfa House will accept the donation of used glass containers of products that we have sold. That way we would take responsibility for what we generate. 

We will not accept any other used containers.

Donated glass containers must be in good condition and washed and dried, preferably by dishwasher.

Shoppers wishing to donate containers should hand them to shop staff and not leave them in the shop, office or storeroom.

Staff will check the containers to make sure they meet policy, and place any containers that are accepted in the storeroom for processing.  All other containers should be returned to the person donating them. On occasion staff may be too busy serving customers to check and accept containers immediately, so staff may accept a small number of containers for later checking.

For health and insurance reasons all containers accepted then must be washed in a dishwasher to an appropriate standard. Volunteers will be responsible for washing the containers. The Volunteer Co-ordinator, in consultation with the Volunteer Engagement Working Group, will identify suitable volunteers who will be responsible for the washing. Preferably the washing will be done by the volunteers at home. The washing will be done on the highest heat setting. In the exceptional case that the containers are washed in the shop dishwasher, that should be done only on days when the storeroom isn't busy, for example taking deliveries or prepping for veggie box deliveries.

As examples of appropriate re-uses, the KUBU coconut yogurt glass jars with metal lids would make an ideal addition to the zero waste kits or as standalones in the zero waste section of the shop. We should focus on locating pre-loved and clean glass containers in the zero waste section. A sign is to be placed with the containers stating:

'These jars were purchased from Alfalfa, donated  back and have been washed by us for you to use. Please be aware they may have been near nuts.'

The new policy is to be advertised through the newsletter, via social media and website and using shop signage in the sink and other areas.

The policy and its implementation will be reviewed after 2 months in consultation with staff.

Implementation:

Staff to advise customers purchasing glass containers that the containers may be returned cleaned. Policy will allow for tweaks after the first 2 months. Talking points will be prepared and left at counter for staff by Ran de Silva.

Staff to be invited to give feedback at the end of January 2019 and at end of February for final consideration in March.

That the policy be adopted and implemented.

Moved: Kelly Dent (Unlicensed)

Seconded: Tom Bartels

Carried by consensus

7. AH Strategy: alignment of communications & marketing strategy 

Jenny Millman (Deactivated) to share strategy document with staff.

8. AH Commons proposal

Kyle Wiebe spoke to his proposal and a series of questions were asked and comments made. Agreed informally that AH communicate to agents that we may be interested in the flat above and seek an initial meeting to feel out the options that may be feasible. The FWG is to start putting together a cost-benefit analysis of a potential use.

9. Maximizing uptake of the ASF by existing members


10. Retail stimulus actions

  1. Added at the suggestion of Caroline Brakewell. Item 5 of minutes of MC meeting of 24 October 2018 suggests this be a regular item, but under item 9 of the MC meeting on 28 Novmber 2018 it was allocated to Stephen Catt and Cameron Burgess to work through.

Update: Retail Stimulus Actions

Cameron Burgess agreed to take first responsibility for moving this project forward.

11. Choices for some potential rule changes

  1. Brought by Bruce Diekman. 

Allocate as first item on January MC agenda.

12. Project review

Not reached.

13. Review outstanding tasks

Not reached.

14. AOB

Shop promotion, signage shop advertising – funding about $1,500 for vinyl signage; where would funding come from. ASF?

Inner West Times has made an offer for advertising for one month with a 50% discount. Inner West Courier discussed as an alternative. Kelly suggested seeing how we were going financially at the end of December, with a view to prioirtisinhg an advertisement in the IWC. Following that the MWG is to get a budget from the ASF, some of which is to be spent on vinyl signage for the Phillip Street window.

Gift for P&V. We should do something to thank them for the use of the room and presents of wine. Kelly Dent (Unlicensed) and Ran de Silva to collaborate on an appropriate gift.