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26 June 2019 Minutes

26 June 2019 Minutes

Owned by Stephen Catt
Last updated: Jul 26, 2019 by Bruce Diekman




Date26 June 2019

Time

6.30pm
LocationP&V Wine upstairs
Meeting opened at6.35pm
Meeting closed at8.45pm
FacilitatorBruce Diekman
Minute takerSteve Catt
TimekeeperBruce Diekman
Next meeting date24 July 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): Steve Catt, Bruce Diekman, Tom Bartels, Caroline Brakewell, kirstenlunoe1 Lunoe

Attendance (Members): John Schembri, Emma Lees, Allie Cooke, Declan Schuller, Yue Ajioka, Mel & Bill Jarvis (7.19), Ran de Silva (7.22), Mariko Everett (7.22)

Apologies: Cameron Burgess (MC), Ashton Roskill (MC)


2. Approval of Agenda

That the agenda be approved.

Moved: Tom Bartels

Seconded: Caroline

Carried by consensus


3. Consent Agenda

That the consent agenda be approved.

Moved: Bruce

Seconded: Tom

Carried by consensus



 Full consent agenda

3.1. Adoption of Previous Minutes

That the minutes of the following meetings be adopted:

  • 28 February 2019
  • 17 April 2019
  • 24 April 2019
  • 9 May 2019
  • 15 May 2019
  • 22 May 2019
  • 6 June 2019


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:

January 2019
New members
13644 13645 13646 13647 13648 13649 13650 13651 13652 13653 13654 13655 13656 13657 13658 13659 13660 13661 13662 13663 13664 13665 13666 13667 13668 13669 13670 13671 13672 13673 13674 13675 13676 13677 13678 13679 13680 13681 13682 13683 13684 13685 13686 13687 13688 13689 13690 13691 13692 13693 13694 13695 13696 13697 13698 13699 13700 13701 13702 13703 13704 13705 13706 13707 13708 13709 13710 13711 13712 13713 13714 13715 13716 13717 13718 13719 13720 13721 13722 13723 13724 13725 13726 13727 13728 13729 13730 13731 13732 13734

Cancellations
3274 3861 4040 4162 4165 4506 5214 5760 7508 7573 7777 7866 8231 8316 8373 8840 9059 9410 9824 9880 10067 10109 10204 10225 10235 10364 10559 10751 10790 10903 11051 11089 11237 11301 11472 11481 11527 11528 11610 11646 11726 11891 11894 11919 11954 12016 12037 12090 12175 12185 12198 12211 12240 12263 12270 12305 12352 12354 12361 12363 12381 12387 12392 12399 12404 12408 12410 12413 12416 12423 12426 12427 12439 12452

February 2019
New members
13735 13736 13737 13738 13739 13740 13741 13742 13743 13744 13745 13746 13747 13748 13749 13750 13751 13752 13753 13754 13755 13756 13757 13758 13759 13760 13761 13762 13763 13764 13765 13766 13767 13768 13769 13770 13771 13772 13773 13774 13775 13776 13777 13778 13779 13780 13781 13782 13783 13784 13785 13786 13787 13788 13789 13790 13791 13792 13793 13794 13795 13796 13797 13798 13799 13800 13801 13802 13803 13804 13805 13806 13807 13808 13809 13810 13811 13812 13813 13814 13815 13816
Cancellations
1008 2736 3332 3337 3550 4834 7073 7383 7453 7790 7835 7861 8080 8740 9057 9267 9268 9406 9454 9680 9812 9814 10017 10222 10423 10473 10506 10629 10868 10976 10992 11050 11091 11131 11214 11394 11408 11410 11449 11476 11531 11537 11586 11659 11766 11787 11887 11950 12029 12043 12066 12075 12078 12089 12103 12115 12245 12253 12271 12300 12324 12368 12372 12415 12421 12428 12431 12458 12461 12466 12484 12496 12497 12498 12501 12506 12508 12509 12515 12516 12519 12523 12531 12533 12538 12539 12547 12552

March 2019
New members
13817 13819 13820 13821 13822 13824 13825 13826 13827 13828 13829 13830 13831 13832 13833 13834 13835 13836 13837 13838 13839 13840 13841 13842 13843 13844 13845 13846 13847 13848 13849 13850 13851 13852 13853 13854 13856 13857 13858 13859 13860 13861 13862 13863 13864 13865 13866 13867 13868 13869 13870 13871 13872 13873 13874 13875 13876 13877 13878 13879 13880 13881 13882 13884 13885 13886 13887 13888 13889 13890 13891 13892 13893 13894 13895 13896 13897 13898 13899 13900 13901 13902 13903 13904 13905 13906 13907 13908 13909 13910 13911 13912 13913 13914 13915 13916 13917 13918 13919 13920 13921 13922 13923 13924 13925 13926 13927 13928 13929 13930 13931 13932 13933 13934 13935 13936 13937 13939 13940 13941 13942 13943 13944 13945 13946 13947 13948 13949 13950 13951 13952 13953 13954 13955

Cancellations
234 930 1107 2125 2180 2677 3808 4134 4251 4801 4830 5846 6085 6670 7000 7056 7059 7647 7917 8032 8255 8461 9047 9116 9223 9370 10019 10199 10507 10651 10699 10791 11092 11151 11583 11622 11759 11789 11790 11964 12341 12357 12375 12384 12409 12417 12433 12444 12445 12469 12487 12491 12504 12525 12541 12557 12560 12561 12565 12566 12568 12574 12576 12578 12579 12580 12581 12583 12585 12586 12587 12592 12593 12597 12606 12607 12616 12617

April 2019
New members
13956 13957 13958 13959 13960 13961 13962 13963 13964 13965 13966 13967 13968 13969 13971 13972 13973 13974 13975 13976 13977 13978 13979 13980 13981 13982 13983 13984 13986 13987 13988 13989 13990 13991 13992 13994 13995 13996 13998 13999 14000 14001 14002 14003 14004 14005 14006 14007 14008 14009 14010 14011 14012 14013 14014 14015 14016 14017 14018 14019 14020 14021 14022 14023 14025 14026 14027 14028 14029 14030 14031 14032 14033 14034 14035 14036 14037 14038 14039 14040 14041 14042 14043 14044 14045 14046 14047 14048 14049 14050 14051 14052 14053 14054 14056 14057 14058 14059 14060 14061 14062 14063 14064 14065 14066 14067 14068 14069 14070 14071 14072 14073 14074 14075 14076 14077 14078 14079 14080 14081 14082 14083 14084 14085 14086 14087 14088 14089 14090 14091 14092 14093 14094 14095 14096 14097 14098 14099 14100 14101 14102 14103 14104 14105 14106 14107 14108 14109 14110 14111 14112 14113 14114 14115 14116 14117 14118 14119 14120 14121 14122 14123 14124 14125 14126 14127 14128 14129 14130 14131 14132 14133 14134 14135 14136 14137 14138 14139

Cancellations
3835 4075 4267 4348 4362 4575 4869 5027 5167 5325 5561 6047 6956 7219 7384 7838 7903 7928 8485 8553 9166 9277 9881 9948 10024 10250 10315 10700 10742 10847 10898 10974 11107 11110 11113 11170 11256 11480 11594 11720 11730 11773 11921 11960 12015 12107 12120 12135 12139 12202 12241 12242 12259 12315 12317 12350 12402 12419 12422 12507 12510 12512 12540 12548 12573 12596 12603 12605 12619 12623 12628 12629 12631 12632 12642 12643 12646 12647 12648 12652 12657 12660 12664 12669 12676 12677 12680 12685 12687 12688 12696 12698 12700 12701 12703 12707 12708 12712 12713 12720 12721

May 2019
New members
14140 14141 14142 14143 14144 14145 14146 14147 14148 14149 14150 14151 14152 14153 14154 14155 14156 14157 14158 14159 14160 14161 14162 14163 14164 14165 14166 14167 14168 14169 14170 14171 14172 14173 14174 14175 14176 14177 14178 14179 14180 14181 14182 14183 14184 14185 14186 14187 14188 14189 14190 14191 14192 14193 14194 14195 14196 14197 14198 14199 14200 14201 14202 14203 14204 14205 14206 14207 14208 14209 14210 14211 14212 14213 14214 14215 14216 14217 14218 14219 14220 14221 14222 14223 14224 14225 14226 14227 14228 14229 14230 14231 14232 14234 14235 14236 14237 14238 14239 14240 14241 14242 14243 14244 14245 14246 14247 14248 14249 14250 14251 14253

Cancellations
2303 2596 2755 3111 3252 3437 3497 3631 3733 4832 4931 5155 5251 5297 5981 6026 6303 6741 6841 7033 7140 7547 7763 7883 8146 8364 8430 8459 8479 8633 8823 8989 9209 9336 9657 9658 9695 9907 10049 10413 10471 10526 10632 10716 10845 11019 11053 11185 11216 11489 11576 11579 11677 11820 11976 11977 11980 12024 12027 12106 12114 12129 12264 12287 12338 12366 12465 12477 12514 12524 12528 12532 12535 12556 12569 12608 12622 12655 12658 12704 12709 12710 12722 12727 12729 12730 12731 12734 12735 12736 12740 12741 12742 12746 12748 12749 12752 12753 12754 12766 12768 12769 12777 12783 12786 12787

3.3. Out-of-session Decisions/Proposals

  • Decided to offer the position of manager to Alexandra (Allie) Cooke (25 February 2019)
  • Decided, on the resignation of Kelly Dent as Chair and member of the Members Council on 2 April 2019, to appoint Ashton Roskill and Kirsten Lunoe to the 2 vacant positions on the Members Council (4 April 2019)
  • Decided to offer the new position of Stock Manager to Paulo Santos (24 May 2019)
  • Decided that:

(a) the $10 new members Annual Subscription Fee (ASF) for the 3rd quarter start now; and

(b) the same method be offered to existing members who have not paid their ASF to date, with the option for waivers to be given by staff on an individual basis, depending on the member's spending records (27 May 2019)

  • Approval to create and advertise Assistant Manager position finalised (11 June 2019)
  • Final decision to terminate part-time employment of shop co-ordinator positions and offer redeployment as casuals, and finalisation of terms of letter to staff (19 Jun 2019)
  • Approval of terms of standard letter of engagement for casual employment (19 June 2019)

3.4. Reports from Working Groups

Volunteer Engagement Working Group

Strategic discussion – with the reduction in staff there is a need for volunteers to take on more responsibility. That means increased emphasis is needed on:

  • regularity of volunteering,
  • reliability and experience of volunteers, and
  • development of a reliable mechanism for replacements where a volunteer cannot attend (rather than taking up Volunteer Co-ordinator's time).

As an example of a problem, some volunteers (e.g. students) are less stable over an extended period as their circumstances change, so recruitment needs to take that into account.  Selection and induction needs to emphasise the 3 points above.

On the third point Estefania is trialling an app Sling which aids co-ordination of staff (and in our case volunteers). So far there has been a steady take up in the use of the app. We need to test it and develop our use of it and assess its value to us.

Sling training is to be arranged. There might be a suitable room for training at Mission Australia (see below). Need a projector (Mission Australia?).

Also discussed a range of different streams of volunteers, including new ones such as on the tills, and the potential for a degree of self-management within the streams (with the aid of technology?) to ensure stability in availability of volunteers for each shift.

Foreshadowed a future review of discounts and rewards and ran over some options that might be considered. There may be a need to reconsider volunteer related policy.

Also discussed the need for volunteer support for Stef – Steve and Paul, plus one other to be identified.

Also priority needs to be given to renewing VEWG with extra volunteers.

Need to identify important skills such as done to great effect recently with retail experience/expertise, accounting/bookkeeping, HR.

Workshops – Kyle Wiebe attended and discussed the Common Ground project at Mission Australia and facilities they have at premises in Camperdown (Bruce and Steve arranged to visit next Monday).

Staff Liaison Working Group

  • "MC - Staff Relationship" policy was sent to staff and MC for comments and review. This feedback has been sent to Lisa (HR Volunteer) who will help to write a new policy.

Sustainability Working Group

  • Inner West Council Small Environment Grant
    • Funding has been received
    • Both workshop hosts have subsequently pulled out of the project. Cameron currently working with Estefania to source new hosts and topics. Approval of these topics will rely on council approval.
    • Plans to host both workshops in July and August (deadline is September)
  • Clean Up Australia - Every Day Clean Up
    • Currently looking into organising an Every Day Clean Up as part of Plastic Free July
  • Footprints EcoFestival
    • An application to host a stall at the Footprints EcoFestival (August) has been submitted

Outreach Working Group

  • Sunsuper "Dreams for A Better World" grant
    • Application was submitted during the crowdfunding campaign
    • Application was unsuccessful
  • My Community Project grant
    • Application was submitted, applying for funding for a series of professionally filmed cooking workshops focusing on minimising waste and using seasonal produce
    • Application is currently under consideration


3.5. Staffing (appointments and resignations)

Tallulah Ebbs ceased as Produce Co-ordinator and reverted to Shop Co-ordinator 29 March 2019

Maurice Carbrera ceased as Manager 29 March 2019

Allie Cooke commenced as Manager 9 April 2019

Paulo Santos commenced as Stock Manager 3 June 2019

Laurel Parker ceased as Groceries Co-ordinator 10 June 2019



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


That the Manager's report be approved.

Moved: Tom

Seconded:Kirsten

Carried by consensus


  • Membership figures: 




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

June 2019 Treasurer's Report

Still operating at a loss. Don't have final figures

Tom will follow up progress with Bank Australia re: loan.

That the Finance report be approved.

Moved: Steve

Seconded: Kirsten

Carried by consensus

6. Review of progress and identification of priority issues

Brought by Steve

Fundraising plugged a hole.

But still operating at a loss.

Main focus has been on reducing costs (largely staff) and increasing sales (focus on increasing sales and increased basket size).

But feels much like less people are coming in.

7. Manager's update

Allie

Big changes required to make viable. Lots of time spent on community engagement but not getting money for that, e.g. volunteers.  

Dual focus between commercial and community presents difficulties.

8. Application for Council funding for community service nature of Alfalfa 

Brought by Kirsten

General discussion.

9. Report on Co-ops conference & Co-op of Co-ops proposal from Sarah Weate

Allie

Declan volunteered to be AH's rep on the CoC idea for bulk purchasing.

10. Assistant manager position – report on progress

Ran only candidate to apply. Interviewed today. Decision to be made in next couple of days. 

12. P&L report May 2019; weekly sales breakdown

Brought by Kirsten

Ask for weekly report for MC. Need something from POSWise, but they are being really slow to provide. 

Manly use Vend and are willing to show us how it works. It has features which we need and can't get POSWise to develop. May be worth considering Vend.

13. Purchasing budget

Brought by Kirsten

We don't have a budget. We should have a purchasing budget.

Allie – Currently Paulo is able to purchase $13k/week, or more if it balances over 2 weeks. Kirsten – Maybe he needs to have $14k. Need to have milk, bread, etc. even at the risk of having to discount some the following day.

Allie – Discovering things as we proceed. Taking initiatives when problems arise (e.g. recently bread was sold out within an hour, so we got more from a different source).

14. Social media control

Brought by Caroline

Caroline reported on the incidents that had previously been mentioned. Things have calmed down more recently.

Declan asked how many types of social media are being used. Caroline answered – Facebook and Instagram. We have LinkedIn, but don't monitor it.

There is a problem with transient nature of the team. 

But the number of followers has doubled.

Perfect example that would benefit from the Streams proposal.

A question was raised about the time it takes to render the newsletter when opening. Are the images too large?

15. Grant wiki access to MC members (all MC members have been given access)

Brought by Kirsten

Done

16. Daily shrink accounting – systems or staff tracking

Brought be Kirsten

Not dealt with.

17. Job titles

Brought by Kirsten

Done

18. Volunteers: usefulness, vetting, Volunteers Co-ordinator's role

Brought by Kirsten

Need to redesign the process of recruiting volunteers. Screen for permanence. Steve agreed to work with Stef to develop and send to MC for consideration.

19. Alfalfa House streams model

Brought by Tom

Under the Streams model we need 1 MC member or other person to take responsibility for a particular stream, rather than all MC being expected to participate. That person would be expected to go away and come up with something strong and come back to MC. MC would then consider the proposal and decide. When issues arise they would automatically go to the person with responsibility for the relevant stream to consider. Tom will send an email to MC members to identify interest in particular streams.

20. Future meeting to discuss options re: discounts and loyalty rewards

Brought by Kirsten

A reduction in the rate of discount for permanent volunteers from 25% to 20% was discussed and agreed.

An issue whether there should be a cap on the spending that would be allowed under the discount is to be considered in the future.

'Heritage' (large historical accumulated) discounts will also need to be discussed in the future.

That the permanent volunteer discount and staff discount be reduced from 25% to 20% and all other volunteer discounts be reduced from 25% to 15%. Member discounts are to remain at 10%.

Moved: Bruce

Seconded: Kirsten

Carried by consensus

Steve to draft the communication and distribute for comment.

Steve and VEWG to report to MC on heritage discounts.

21. AOB

Emma suggested it would be great if a complementary business was to set up next door – worth keeping an eye on current restaurant tenants, and if lease there becomes vacant again it would be a good opportunity for a like-minded, complementary business, or cafe/restaurant to move in.