2 September 2020 - Minutes
- Lauren Sims
- v_d_adam
- Bruce Diekman
- Tom Bartels
| Date | 2 September 2020 |
|---|---|
Time | 6.30 pm start |
| Location | P&V Wines, upstairs 64 Enmore Road, Newtown |
| Meeting opened at | 6.35 pm |
| Meeting closed at | 8.20pm |
| Facilitator | Bruce Diekman |
|---|---|
| Minute taker | Vicki D'Adam |
| Timekeeper | Bruce Diekman |
| Next meeting date | Wednesday 30 September, 6.30 pm |
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, Vicki D'Adam, Tom Bartels, Ashton Roskill (6.40 pm)
Attendance (Staff): Ran de Silva (Manager 2IC), Emily Olive (Volunteer Coordinator), Allie Cooke (from 8.20 pm)
Attendance (Members): Lisa Kwok (until 8.00 pm) – acted as Deputy for Karl Coombe until Ashton arrived
Apologies: (MC) Karl Coombe, Lauren Sims, Uppma Virdi
2. Approval of Agenda
That the agenda be approved.
Moved: Bruce
Seconded: Tom
Carried by consensus
3. Consent Agenda
That the consent agenda be approved.
Moved: Vicki
Seconded: Tom
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
- Update on Stock Manager Role
- Update on Computer upgrade
That the Manager's report be approved.
Aug 20 Manager's Report
Priority of works:
→ Shelving & bolts holding in gravity bins Ashton to assist in
→Ashton to finalise securing 2x replacement computers.
→Discussion if need 3rd computer req'd (possibly to BYO laptop in lieu of 3rd laptop)
→ Electrical wiring (vollie to check)
→ Staged upgrades-gravity bins replacement
→ Explore wiring requirements
→ Fridges & air-conditioning maintenance and issues on-going (Ran & Emily)
→ Is there a possibility of getting a fit-out incentive/rent-abatement to allow for fit-out in renewed lease agreement
→ Different storage solutions for cold goods and dry goods
→ Nuclear option (in-lieu of fit-out upgrades)-Explore available tenancies in "Sweet-spot" area of Newtown/Enmore (between Cinema and Lentil as Anything)
→ Request for Org chart-to map out-Ran will map out (roles & responsibilities, in particular Stock mgmt)
Moved:
Vicki
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
Treasurer's Report 2nd Sept 2020
That the Finance report be approved.
→ Downward trend in August
→ Need to get message out to encourage Members/Shoppers to shop with us
→ Survey to members?
→ Allie/Carina working on Product Mix and pricing
→ Need to focus on our complementary mix-no shopper does 100% of their weekly shop at AH
→ Avoid competing on price with same products with competing supermarkets
Moved:
Vicki
Seconded:
Ashton
Carried by consensus
6. Marketing program
- Proposed changes to format and timing of email newsletter
- Website overhaul
7. COVID Safety Plan
Vicki to report.
That the draft COVID-19 safety plan was noted and agreed to be submitted to MC for approval following discussion at staff meeting on
9 September.
Moved: Bruce
Seconded: Tom
8. AGM and proposed rule changes
Bruce to report on consultation with certain members and timeline for AGM
→ 1st or 2nd weekend of Nov AGM date. TBC
→ Mixed live and Virtual (MS Teams or Zoom?)
9. Lease
That discussion on the lease was noted and agreed not to take any further action at this stage until ‘go or stay’ options are explored.
Lease Renewal Page (see comments in comment thread for further analysis, analysis attached at link below)
AH Rent Costs FY16-FY20 (UPDATED 1 Sep 20)
Moved: Ashton
Seconded: Tom
10. Store maintenance plan
Report into January 2020 AH office workplace assessment to be tabled, plus introductory discussion.
- Brought by Lisa Kwok
Highlights
→ Flooring-cut out patches that are issues and replace.
→ Door behind stock area issue
→ Chairs
→ Computer monitors to be able to push back
Focus on simple pragmatic solutions (~$1k cost)
→ Tickets for pricing
→ Filing cabinet (is there anything of worth)
→ Cable ties/velcro for wiring
→ The store flow
→ Staff meeting next Wed 8th to discuss
→ List all actions itesm->prioritise/"quick win" items
Stock holdings:
→ Is there a capability to stock less 'slow turn' stock to improve space constraints in the shop?
→ Would require higher frequency of deliveries from suppliers
11. Jury Duty
Request for exemption letter.
- Brought by Manager.
12. Late-mail-Latest Co-op of Co-ops proposal ($100 outlay)
Coop of Coops Business Case (31 Aug 2020)
Latest iteration of proposal (page 4 of above link to attached file):
- $100 outlay
- Joint ordering capability (bulk purchasing)-(Tom question-where are bulk goods stored?)
- Sharing marketing content, local suppliers-(beneficial if can share Marketing/Branding function)
- Shared Website for all Co-ops involved in Co-op of Co-ops (free advertising for AH)
→ MC discussed and were happy with benefits.
→ Disagreed on need for legal entity. Requested that the key benefits be achieved via joint legal agreement rather than legal entity due to cost and admin involved.