These minutes is currently in draft status.

Date	19 December 2019
Time	6.30pm
Location	P&V Wines, 64 Enmore Road Newtown
Meeting opened at	6:35
Meeting closed at	9:00

Facilitator	Bruce Diekman
Minute taker	Lauren Sims
Timekeeper	Lauren Sims
Next meeting date	23 January 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): Bruce Diekman, Anthony Taylor, Lauren Sims, Vicki D’Adam, Tom Bartels

Attendance (Members): Ran de Silva, Allie Cooke

Apologies: None

2. Approval of Agenda

That the agenda be approved.

Moved: Vicki

Seconded: Tom

Carried by consensus

3. Consent Agenda

That the consent agenda be approved.

Moved: Vicki

Seconded: Bruce

Carried by consensus

Full consent agenda

3.1. Adoption of Previous Minutes

That the minutes of the 28 November 2019 meeting be adopted.

3.2. New Members and Cancellations

That members who joined from June to November 2019 (with membership numbers listed under 'new members') be accepted as new members.

New Memberships for June 2019.docx

New Memberships Jul 2019.docx

New Membership Numbers August 2019.docx

New Memberships September 2019.docx

New Memberships November 2019.docx

New Memberships October 2019.docx

3.3. Out-of-session Decisions/Proposals

Voted by consensus online that:

Lauren Sims, who had nominated for the vacant Secretary position, would be accepted to that position.
Anthony Taylor, having agreed to be nominated to that position, would fill the remaining vacant Director (MC) position.

3.4. Reports from Volunteer Teams

Nil

3.5. Staffing (appointments and resignations)

Nil

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

That the Manager's report be approved.

Moved: Tom

Seconded: Vicki

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-19th Dec 19 MC Meeting

That the Finance report be approved.

Moved: Lauren

Seconded: Bruce

Carried by consensus

6. Project review

Nil

7. Review outstanding tasks from previous meeting

Ashton to review contract with energy supplier to see if we can get a better deal - deferred to future meeting.

Ashton and Declan to model impact of reduced volunteer’s discount - deferred to future meeting.

Allie to discuss volunteer coordinator position with Emily (if she hasn’t already) – completed – Tom to review financials for consideration next meeting.

Lauren to review current lease, including terms of option and advise MC – completed, see agenda item 9.

Ran to prepare a draft story about support for suppliers affected by bushfire for the newsletter and discuss with Caroline – completed.

Governance volunteer team to prepare a draft loan document – Not yet completed - Anthony to draft and circulate to volunteer team.

Notice to members to be drafted advising of the deferral of the AGM and the proposed new rules – completed re AGM, email re new rules to be circulated 21 December, see agenda item 14.

8. Fundraisers and marketing

Discussion regarding the need for fundraisers to be cash neutral. Future fundraisers for third parties should including provision for AH admin costs recovery.

9. Lease renewal

Awaiting rent review by real estate/owner.

10. Insurance renewal

Bruce provided an update. Quote from new insurers expected imminently. May require out of session decision.

11. Filing & archiving

Brought by the Governance Volunteer Team

Discussion about approach to record keeping.

Ran to prepare table summarising category of record, how/where stored (e.g. hard copy in filing cabinet or electronic copy and location on server) and how long we need to retain.

12. State of office computers

Brought by Bruce

Back up for servers are physical hard drives, one in the office, the other stored off premises, and swapped by the Manager regularly.

Discussion that computers may need replacing soon. Noted that current IT volunteer has ability to install new internal hard drives if needed.

13. Staff liaison

Brought by Anthony

Primary contact for staff liaison is Allie. Staff also free to contact any MC member or attend MC meetings.

14. AGM/Rules changes timeline

Brought by Anthony

Proposed MC end of year email message to members next Saturday 21 December 2019 will invite Draft new Rules comments through Confluence by 14 January 2020. Follow-up email needed early January.

Lock in Rules 'Workshop' on 16 January 2020 to finalise new rules to go to AGM, at MC meeting on 23 January.

Notice of AGM and proposed rules will need to be sent by 24 January to allow for postal delivery (to Active Members without an email address) 21 days prior to the AGM on Sunday 23 February.

AGREED: to defer proposed change to active member rule due to requirement for prior approval from Co-op Registrar before we can give official notice of 2019 AGM Agenda – so best to defer this change to 2020 AGM at the end of the year. The proposed 'active member' change should make little difference to most members.

15. Any other business

Ran spoke to issue that extra support in shop needed if staff on sick leave with short notice, and back up staff are unavialable as well. We need a list of available volunteers – Tom and Vicki put there hands up, Cameron Burgess also mentioned.

ACTION: Tom to create a google sheet and circulate to Ran and Allie.

Outstanding Crowdfunding perks – some 25% discount perks still outstanding, yet to be claimed.

ACTION: Tom to draft reminder email and request they be used by the end of March 2020 – Bruce to review other outstanding perks.

Bulk orders – review of discount policy, practice

ACTION: Allie and Ran to work up some options for consideration at a future MC meeting.

MC vacancy

Now that Kirsten's status has been confirmed, Bruce to follow-up previous expressions of interest to replace her, until the 2019 AGM (Kirsten to be thanked for her role).

Summary of tasks agreed at this meeting

MC email regarding consultation on proposed rule changes.

Ran to prepare table summary of record keeping, see agenda item 11.

Tom to prepare google sheet of volunteers willing to assist in shop at short notice.

Tom to draft reminder email about discount perks from crowd funding.

Bruce to follow up on other outstanding perks from crowd funding.

Allie and Ran to consider options for bulk order pricing/discounts.

Bruce to follow-up on previous EOIs re MC vacancies.

Summary of actions carried over from previous meetings

Ashton to review contract with energy supplier to see if we can get a better deal - deferred to next meeting.

Ashton and Declan to model impact of reduced volunteer’s discount - deferred to next meeting.

Governance volunteer team to prepare a draft loan document - Anthony to draft and circulate to volunteer team.

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