Date	Thursday 22 April 2021
Time	7.00 – 9.00 PM
Location	Upstairs, Lentil as Anything, 391 King Street, NEWTOWN Join Zoom Meeting https://us02web.zoom.us/meeting/register/tZUrf--opjgpHNyKmc7bMxyHBdETVOqGwZoh Meeting ID: 816 8608 3368 Password: 085562
Meeting opened at	7.10 PM
Meeting closed at	9.05 PM

Facilitator	Bruce Diekman
Minute taker	Jenny Kent
Timekeeper	Bruce Diekman
Next meeting date	Thursday 27 May

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.
We welcome all participants to this Alfalfa House gathering and acknowledge our aim to build a community based on mutual respect and support for each other through acts of active listening, thoughtful and clear communication, sharing of knowledge and experience, and the creation of safe spaces where each of us can participate in achieving the aims of our co-op.

1. Attendance and Apologies

Attendance (MC): Bruce Diekman, Cyrus Irani, Jenny Kent, Janet Loughman, Tara Morelos, Jennifer Saminathen (via Zoom), Andrew Whittingham

Attendance (Members): Sandra Clark, Ran de Silva, Carina Fisk-Charlton, Sharyn Foulis, Bill & Melian Jarvis, Ai Leen Quah, Isabel Togi, Catherine Welch (via Zoom)

Apologies: None

2. Approval of Agenda

That the agenda be approved.

Moved: Bruce Diekman

Seconded: Janet Loughman

Carried by consensus

2A. Proposal for change in meeting procedures

It was suggested by Cyrus in an email to MC of 8/4/21 that we more formally check that everyone who wants to speak on a topic has had the opportunity to do so, before the meeting moves on or decisions are made.

ACTION: Meeting agreed in principle to do its best to follow this suggestion.

3. Potential new Directors (MC members)

There are still two (2) casual vacancies on the Members' Council.

Ai Leen Quah (member # 6628), an Alfalfa member since 2007, recently expressed interest in joining the MC. Her CV was submitted earlier this year and has been re-circulated for this meeting. Ai Leen spoke briefly on her background and candidacy.

MOTION: That Ai Leen Quah's candidacy to fill a casual vacancy on the Alfalfa House Members' Council be approved.

Moved: Bruce Diekman

Seconded: Janet Loughman

Carried by consensus

4. Consent Agenda

That the consent agenda be approved.

Moved: Bruce Diekman

Seconded: Janet Loughman

Carried by consensus

Full consent agenda

4.1 Adoption of Previous Minutes

That the minutes of the 25 March 2021 meeting be adopted.

4.2 New Members and Cancellations

None this month.

4.3 Staffing (appointments and resignations)

Michael (Micky) Meuleman has been appointed a casual Shop Co-ordinator.

5. Matters Arising from last Meeting (25 March)

MC MATTERS ARISING LIST.docx

A cumulative list of 2021 'Matters Arising', including those from the 25 March meeting, was tabled. Most of the March matters arising have been dealt with. Earlier ones have been left over to next meeting.

ACTION: MC members to review previous matters arising list and tidy up before next meeting.

6. Co-Managers' Report

The below report may be restricted due to it containing potentially sensitive information. If you are unable to view the report and would like access, please contact the MC: alfalfamc@googlegroups.com

The following points were noted

The vege box trial has proceeded with two volunteers putting the boxes together. A maximum of 15 boxes can be catered for, however at this stage there has been poor uptake due to lack of promotion. If demand increases the service can move to twice a week; a delivery option is also being investigated. Noted that the members survey did not show a strong preference for online shopping.

Food Safety Supervisor/s need to be nominated and trained. Ran & Carina are both supported for this training with a minimum one-day course recommended.

Admin. load of co-managers is increasing and proposal was discussed for promoting experienced staff so they can undertake higher duties. Ran & Carina to discuss with Lisa.

Noted approx. 750 people have paid their annual subscription fee. Fee to be maintained at full rate until mid-year and then revision options to be discussed with the MC.

Difficult customer issue discussed and the role of AH's safe space policy noted. Meeting agreed that a minimum of two people should be in the shop at all times when customers are in the shop. Lack of staff on Sundays to be addressed by training MC members and interested volunteers on how to use the till.

ACTION: Volunteer policy to be included in the May agenda.

MOTION: That the Co-Managers' report be approved.

Moved: Bruce Diekman

Seconded: Janet Loughman

Carried by consensus

7. Finance Report

The below reports may be restricted due to containing sensitive information. If you are unable to view them and would like access, please contact the MC: alfalfamc@googlegroups.com

The following points were noted

A profit is forecast for April based on current trading figures. Increase in shop hours; front door open; and more member engagement have contributed to this result.

Forecast to end of calendar year estimates a profit of $100,000.

The new lease has not yet been received from Belle Property. Long-term maintenance issues will not be addressed by the real estate agent/owner, so looking at member volunteers with skills, such as an electrician, to assist.

That the Finance report be approved.

Moved: Jenny Kent

Seconded: Bruce Diekman

Carried by consensus

8. Shop Manager's meeting, Tuesday 30 March

Ran, Carina, Sandra, Andrew & Bruce attended.

The following points were noted

The group met on March 30th to discuss product selection, identify poor selling & low margin items, with a view to improve product range for sale with a reasonable profit margin.

Currently work is focussed on classifying items to assess range of products to be maintained.

Benefits of AH buying direct from farmers emphasised, and of promoting farmers' stories more.

Next meeting to be held 4th May.

9. Members' Survey responses

Janet spoke to this item and noted:

detailed data has been circulated to review
survey report is still in development
a mail out to respondents will be done acknowledging appreciation for their contributions
topline results will be published in the April AH newsletter.

ACTION: Agenda item for May MC meeting.

10. Proposal to purchase nut mylk machine

Points raised included:

Our insurance policy covers this use. Broker has asked for further information: a) What impact this activity has on the annual estimated revenue of $1.2m?; and b) What specific risk management plans are being implement regarding this specific product?
Requirement for approval by Inner West Council (IWC) raised – agreed further investigation required.
Option for use of another kitchen such as Mission Australia's Common Ground discussed, however investigations by staff have identified that a commercial kitchen is not required.
The meeting agreed to the following points before the proposal could proceed:

Co-managers to undertake Food Safety Supervisor training.
IWC to be approached regarding environmental health requirements.
Bottle/dishwasher to be serviced and undergo regular (annual) servicing.

11. Vege box revival progress report

Reported in Co-Managers' report.

12. Planning meeting Tuesday 13 April: Visions and Goals

Cyrus spoke to this item & noted:

Result of meeting was agreement for a small group to convene to progress refining AH's vision and purpose.
Agreed that the 4 strategic pillars decided at the meeting need to fleshed out with enabling actions.

ACTION: Cyrus & Ai Leen will work together to progress & report back to the May MC meeting.

13. Communication Team ('Content Gang') report

Sharyn spoke to this item & noted:

Weekly short format newsletter to be augmented with a monthly newsletter with more content.
A campaign calendar is being developed.
Team is working with Co-managers to provide marketing support, e.g. with Instagram.
Videos will be used in campaign for our 40th anniversary which will also focus on a membership drive.

14. Upcoming events

Events locked in:

Fermenting Workshop confirmed for 22nd May at Common Ground, Mission Australia, Camperdown: Tallulah to present.
Plant & Bake sale - proposed these are held quarterly. Next one will occur in June/July. Tastings may be able to resume.

ACTIONS: Cyrus & Tara to meet & send an updated program, and work with Sharyn on marketing. IWC to be contacted regarding any COVID restrictions on allowing tastings at future Plant & Bake sales.

15. Any other business

Grant proposal, Club Grants, Inner West Council

Janet spoke briefly to this item (due to close on 25 April) details of which were circulated prior to the meeting.

ACTIONS: Create standing agenda item for grant proposals. Feedback to be provided to Janet & Tara on the draft proposal developed.

MEETING CLOSED 9:05 PM

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