24 June 2020 - Minutes
- Lauren Sims
- Bruce Diekman
- Tom Bartels
| Date | 24 June 2020 |
|---|---|
Time | 7.30 pm |
| Location | via Zoom |
| Meeting opened at | 7.35 |
| Meeting closed at | 9.05 |
| Facilitator | Bruce Diekman |
|---|---|
| Minute taker | Lauren Sims |
| Timekeeper | Bruce Diekman |
| Next meeting date | 30 July 2020 (time and venue 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.
Meeting held via Zoom
1. Attendance and Apologies
Attendance (MC): Bruce Diekman, Tom Bartels, Vicki D’Adam, Karl Coombe, Lauren Sims, Uppma VIrdi (from 8pm)
Attendance (Members): Ran de Silva, Cyrus Irani, Allie Cooke
Apologies:
2. Approval of Agenda
That the agenda be approved.
Moved: Vicki
Seconded: Lauren
Carried by consensus
3. Consent Agenda
That the consent agenda be approved.
Moved: Bruce
Seconded: Tom
Carried by consensus
4. Manager’s Report
Brief manager's report received by email. Updated manager’s report to be provided after stocktake.
NB Manager's proposal/request for reduced hours briefly discussed. MC support proposed part-time arrangements.
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-24 June 20 MC meeting
See Report for preliminary FY20 full year analysis
That the Finance report be approved.
Moved: Bruce
Seconded: Vicki
Carried by consensus
6. Report on recent grant application
Cyrus: The Community Building Partnership 2020 Grant Application has been submitted, ~$34k with our contribution of $5k. Total cost of proposed refit is around $39k. Grant outcome will be known in November.
7. Pandemic response and risks
No change to current arrangements
8. Lease developments
No change to current position. Vicki to follow up with Ashton as to next steps.
AH Proposed 2020 New Lease-to be reviewed/negotiated
9. Office Computer replacements & requirements
See Link: https://drive.google.com/file/d/1ecrTLDaEo8VwXxYg3PYQ-nB07rh5amMx/view?usp=sharing
Agreed:
a. Server – needs to be looked at ASAP – Allie to arrange IT person to come in on hourly rates
b. Overall upgrade plan for computers (including the following scope: review current equipment, advise on equipment upgrades and set-up new equipment):
- call out to members to volunteer with upgrade plan in next available newsletter
- if no members volunteer, then consider any other potential volunteers (e.g. Atlassian and other volunteer noticeboards)
- if we can’t get volunteers within a reasonable timeframe, seek contractor quotes
10. Policy – excess volunteer XD credits
MC consensus required to begin formulation of clear policy on:
- volunteer hours, credit accumulations and caps
- rules of engagement for unsupervised volunteering outside of the shop (to cap projects)
- ruling on previous MC and previous staff with XD credits
- total XDs allowable for volunteers who have v.high balances (years worth of credits)
NB some of these issues are also related to compatability of old (Filemaker) system and new system (POSWise) – further review of overall volunteer policy and practices may be required.
Agreed actions:
a. Tom, Bruce and Ran to meet with Bill Jarvis to understand scope of technical issues (after stocktake, early July)
b. Report back to future MC meeting to inform discussion of:
- Policy for future discounts – accrual, acquittal, expiry
- Existing very high accumulations – negotiate with each person (a small number)
- Transition arrangements for other credits
11. Any other business
30 June EOFY Stocktake – logistics, roster – last minute info. Shop will close at 3pm.