February 2019 Minutes
| Date | 28 February 2019 |
|---|---|
Time | 6.30pm |
| Location | P&V Wines upstairs |
| Meeting opened at | 6.40pm |
| Meeting closed at | 8.38pm |
| Facilitator | Bruce Diekman |
|---|---|
| Minute taker | Stephen Catt |
| Timekeeper | |
| Next meeting date | 27 March 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): Stephen Catt, Cameron Burgess, Bruce Diekman, Caroline Brakewell, Tom Bartels
Attendance (Members): Ran de Silva, Ran de Silva (7.20), Yue Ajioka (7.20)
Apologies: Kelly Dent (Unlicensed), Lea Rothberg
2. Approval of Agenda
That the agenda be approved.
Moved: Tom Bartels
Seconded: Bruce Diekman
Carried by consensus
3. Consent Agenda
That the consent agenda be approved.
Moved: Cameron Burgess
Seconded: Tom Bartels
Carried by consensus
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/185696261
That the Manager's report be approved. New security procedures identified in the report on the sixth page be approved and the manager be authorised to spend up to $200 implementing those procedures.
Moved: Bruce Diekman
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
/wiki/spaces/FinanceWG/pages/186515532
That the Finance report be approved. The trial of early opening on Thursdays be continued for a further month and an extension of the trial to Tuesdays be considered at the March meeting..
Moved: Stephen Catt
Seconded: Bruce Diekman
Carried by consensus
6. Update on the manager selection process
Brought by Caroline.
Report updating progress and successful identification of candidate. Discussion of finalisation of letter of engagement. An alternative version of the letter of engagement was received by Caroline from Catherine O'Keefe during the meeting and that was preferred as the basis for the final letter.
7. Marketing budget (following the AGM) - how much will be allocated from the ASF
Brought by Caroline.
Maurice said that we will have a better handle on the amount of the ASF by the end of March. Caroline should quantify desirable items in the interim, identifying priorities.
.
8. Staff Liaison - what is happening with this role?
Brought by Caroline.
Cam volunteered to take on the MC role on the Staff Liaison Committee should Kelly be unable to continue in the role.
Bruce volunteered to contact Renata to sound out her intentions about continuing in her role.
Maurice suggested that the policy should be reviewed. Cam to distribute policy for everyone to read. Stevie Bee was the author of the policy.
9. Update on inquiries about upstairs premises of AH building and the AH Commons proposal
Sought by Steve
No offer had been made because there had been an offer by a tenant. The property is now leased for 12 months.
10. Retail stimulus actions
Brought by Cam
https://docs.google.com/spreadsheets/d/1KPrJn5vEI0VpH4Yg184CsH_ReZTK5bYMFx6PcrafnZ8/edit?usp=sharing
The file is updated regularly on google drive, so is available to monitor. In general progress is being made – 3 items ticked off in January. Clarification of what particular items meant.
11. AH purchasing policy in relation to countries with recognised human rights issues
Brought by Bruce (more info to be provided)
Stood over to March meeting. Steve said he would not be able to attend that meeting.
12. Staff requests for access to Manager's Report and Finance Report
Brought by Steve
Steve and Maurice to liaise in order to give staff access to both reports through work email accounts.
13. Lodging documents with the Registrar of Co-operatives
Brought by Steve
Steve gave background to the issue. We had failed to file the 2018 Annual Report with the Registrar of Co-operatives by the due date (end of November 2018) and thereby incurred a penalty fee of $216. We also have not filed a C8 form giving notice of details of co-op officers. In previous years the C8 forms had also not been filed. First, we need to ensure that a mistake like this should not be made again. Second, we should correct the record by filing the proper C8 form. Bruce distributed a printed C8 form asking officers to fill out the required details to allow Steve to complete the form and file it. Previously Jonny as President (2016) and Maurice as Manager (2017) had lodged the form. It was agreed that the secretary was the more appropriate person to lodge the form in future.
That the secretary, currently Stephen Catt, be authorised to notify the Registrar of the changes in the C8 form, and
That the problem of failure to file one annual report and a number of C8 forms be referred to the Governance Working Group to develop measures that will ensure that all requirements will be met in a timely manner in future notwithstanding turnover of personnel.
Moved: Tom Bartels
Seconded: Cameron Burgess
Carried by consensus
Steve said that he thought he should also inquire of the registry whether previous details should be corrected by filing further C8 forms.
14. Identifying potential MC candidates
Brought by Steve
Steve said that we were one director short and with Kelly's change of job it was likely that there would be another vacancy. It would also be advantageous to develop other possible directors. Accordingly we needed to identify potential candidates for MC.
Maurice suggested Vanessa Cullen, once the directors information pack is improved. Tom volunteered to prepare an initial draft of a reviewed pack and distribute it for development and comment.
Ran asked for information about a reference in the previous meeting to possible conflicts with fiduciary duties of directors that might cause difficulties for staff to be on MC. Tom would send something on fiduciary duties to Ran. Discussion about elegibility of staff to become MC member.
15. Project review
Cam to merge into retail stimulus list.