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

Full consent agenda

3.1. Adoption of Previous Minutes

That the minutes of the 27 May 2020 meeting be adopted.

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.

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