Date	Thursday 28 November
Time	6.30 pm
Location	P&V Wines, 64 Enmore Rd. Newtown
Meeting opened at	6.45 pm
Meeting closed at	8.10 pm

Facilitator	Bruce Diekman
Minute taker	Lauren Sims
Timekeeper	Bruce Diekman
Next meeting date	Thursday 19 December (TBC)

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): Bruce Diekman, Ashton Roskill, Anthony Taylor (Deputy for Steve Catt), Lauren Sims, Vicki D’Adam (appointed this meeting)

Attendance (Members): Ran de Silva, Declan Schuller, Paul Lawrence (6.55 pm)

Apologies: Kirsten Lunoe, Tom Bartels, Steve Catt, Allie Cooke, Prema Menon

2. Approval of Agenda

That the agenda be approved.

Moved: Ashton

Seconded: Bruce

Carried by consensus

3. Consent Agenda

That the consent agenda be approved.

Moved: Ashton

Seconded: Bruce

Carried by consensus

Full consent agenda

3.1. Adoption of Previous Minutes

That the minutes of the 24 October 2019 meeting be adopted.

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

No Manager's report was tabled this month. The Manager has commenced 2 weeks leave, however did email MC before her departure on several matters.

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

Treasurer's Report 28th Nov 19

Tom's Treasurer's Report is attached.

Summary:

October profit around $1,000 EBITDA
Honest to Goodness called in debt of around $10,000
Three directors have offered loans to pay suppliers

ACTION: Ashton to review contract with electricity supplier to see if we can get a better deal.

ACTION: Ashton and Declan to model impact of reduced volunteer discount.

MOTION: That the Finance Report be approved.

Moved: Ashton

Seconded: Bruce

Carried by consensus

6. Volunteer Co-ordinator position

A brief discussion was held on the Manager's proposal for this position.

A decision deferred for further consideration in early February 2020.

ACTION: Allie to discuss this with Emily, if she hasn’t already.

7. Lease renewal

Discussion on lease renewal due in February 2020.

AGREED that we need to renew the lease, but for what term. Noted that option for 5-year lease has to be exercised by 2 December 2019. MC to deal with the matter out of session.

ACTION: Lauren to review current lease, including terms of option and advise MC.

Ashton to liaise with estate agent.

8. MC membership

We currently have one casual vacancy on MC.

MOTION: That Vicki D’Adam be appointed to the vacant MC position.

Moved: Bruce

Seconded: Ashton

Carried by consensus

9. Report on Volunteer Teams initial meeting 21 November

Ashton & Bruce reported that about 12 members attended. All attendees introduced themselves, and spoke to their preferred involvement and commitment. skills and backgrounds – a number of team head positions are still to be filled. Tom to set up Volunteer Team Confluence pages, and report back.

10. Support for bushfire affected suppliers

AH macadamia supplier, Hand 'n' Hoe lost many trees during the recent bushfires near Port Macquarie. Others were damaged. Our egg supplier may also be affected. Another supplier in the same area was not affected.

MC supports action to encourage members to directly support affected suppliers. An online fundraising page to be set up, with cash donations and signs at the till.

ACTION: Ran to prepare a draft story for the newsletter with Caroline Brakewell to help.

11. The refillable milk scheme

Deferred to next meeting.

12. Debenture loans by members

General MC support for seeking no interest, open term 'debenture' loans from members – a good target would be to raise approximately $25,000.

ACTION: Governance volunteer team to prepare a draft loan document.

13. AGM & rules review update

Bruce reported that upstairs at Lentil as Anything has been tentaively booked for our 2019 AGM on Sunday February 23rd – details TBC.

ACTION: Notice to members to be drafted advising of the deferral of the AGM and proposed new rules.

14. Annual Subscription Fee, 2020

MOTION: That the annual subscription fee for 2020 be $20, that any new members signing up from tomorrow will pay $20 Annual Subscription Fee (ASF) to cover their membership until the end of 2020.

NB: This decision confirms the continuation of current ASF policy since 2017 and rescinds the MC's decision from the October meeting.

ACTION: Members to be advised accordingly.

Moved: Ashton

Seconded: Anthony

Carried by consensus

15. MC director loans

MOTION: That the MC accept the kind offer of director loans from: Ashton $10,000; Bruce $5,000 and Tom $10,000 and authorise two directors to execute the loan documents on behalf of the MC.

Moved: Lauren

Seconded: Anthony

Carried by consensus

16. Any other business

Paul raised his issue of the new A-frame shop sign that he has made. Staff have confirmed that it too heavy and difficult for them to move. Paul was advised to collect the sign and settle any costs in the shop, and was also thanked for his efforts.

Summary of actions agreed

Ashton to review contract with energy supplier to see if we can get a better deal.

Ashton and Declan to model impact of reduced volunteer’s discount.

Allie to discuss volunteer coordinator position with Emily (if she hasn’t already)

Lauren to review current lease, including terms of option and advise MC.

Ran to prepare a draft story about support for suppliers affected by bushfire for the newsletter and discuss with Caroline.

Governance volunteer team to prepare a draft loan document.

Notice to members to be drafted (Bruce) advising of the deferral of the AGM and the proposed new rules.

Summary of matters deferred

Volunteer Co-ordinator position – deferred to February 2020

Exercise of lease option – out of session, by 2 December 2019)

Filling vacant MC and Secretary position – out of session, by next meeting 19 December

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