Date	27 May 2020
Time	7.30 pm
Location	via Zoom
Meeting opened at	7.30pm
Meeting closed at	8.50pm

Facilitator	Bruce Diekman
Minute taker	Lauren Sims
Timekeeper	Bruce Diekman
Next meeting date	24 June 2020

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):

Uppma Virdi, Karl Coombe, Vicki d’Adam, Bruce Diekman, Tom Bartels, Lauren Sims

Attendance (Members): Cyrus Irani, Allie Cooke, Ran de Silva

Apologies: Lisa Kwok

2. Approval of Agenda

That the agenda be approved.

Moved: Bruce

Seconded: Vicki

Carried by consensus

3. Consent Agenda

That the consent agenda be approved.

Moved: Lauren

Seconded: Bruce

Carried by consensus

Full consent agenda

3.1. Adoption of Previous Minutes

That the minutes of the 22 April 2020 meeting be adopted.

3.2. New Members and Cancellations

That new members for March & April 2020 as circulated and/or attached be accepted as new members.

3.3. Out-of-session Decisions/Proposals

3.4. Reports from Volunteer Teams (Streams)

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

Allie provided the Manager’s report – and has provided weekly email reports to MC with sales figures and observations. Sales are steady – veggie boxes no more deliveries (pick up only), but no reduction in popularity yet. New products include bread, cereals, and dairy. Members Tuesday specials don’t seem to be cutting through yet – Emily to consider more social media on this (NB Emily now responsbile for social media – all social media feedback to volunteer email address).

Vicki noted that True Organic have gone into administration.

That the Manager's report be approved.

Moved: Bruce

Seconded: Tom

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

5.1 TREASURER's REPORT: 27 May 20 Treasurer's Report

5.2 PLAN FOR 30 JUNE 2020 ANNUAL STOCKTAKE:

Timing
Volunteers call out
Process (including completeness using stickers)

That the Finance report be approved.

Moved: Bruce

Seconded: Lauren

Carried by consensus

6. Lease

No further progress on negotiating new lease.

7. COVID-19 Risks and Response

We have increased shop numbers to 6 and haven’t had to have many people wait outside since increasing to 6 – staff to use discretion depending on how busy it is with volunteers, staff and shoppers

Lauren – option to stock/use Boomerang Bags masks – updated industry specific advice about COVID-19 https://www.safeworkaustralia.gov.au/covid-19-information-workplaces/industry-information/retail/about-covid-19?tab=tab-toc-employer

8. Any other business

Volunteers siutation during COVID, difficulties currently faced, plan while restrictions easing (brought by Tom)
Filing, archiving in office of dated financial & membership records (brought by Bruce)

Tom – volunteers, a few no-shows during the pandemic - discussed options to assist.

Bruce – record keeping, Ran to send list of categories of documents for consideration by governance group.

Cyrus – grant application due 12 June (Building Communities NSW Govt) for shop fitout, based on 2017 plans and quotes (requested updated quote and second quote from another supplier – to discuss with Allie) – whether we would contribute funds to project to discuss with Allie and Tom.

Resolution: that the MC approve submission of the grant application by Cyrus, to be signed by Allie, and reviewed by Tom Bartels and Cameron Burgess prior to submission.

Moved: Bruce

Seconded: Vicki

Carried by consensus

Bruce – can make calls about second-hand macs – Allie says we need IT volunteer to assist with set-up.

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