Date	25 March 2021
Time	6.30 PM
Location	Upstairs P&V Wines, 64 Enmore Road, NEWTOWN Zoom Meeting ID: 749 908 7047 Passcode: 9087047
Meeting opened at	6.50 PM
Meeting closed at	8.55 PM

Facilitator	Jenny Kent
Minute taker	Bruce Diekman
Timekeeper	Jenny Kent, Bruce Diekman
Next meeting date	22 April 2021

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): Jenny Kent, Bruce Diekman, Cyrus Irani, Andrew Whittingham

Attendance (Members): Janet Loughman (Deputy for Tara Morelos), Jennifer Saminathen, Ran de Silva, Isabel Togi

AND (via Zoom) Ai Leen Quah, Sandra Clark, Tallulah Ebbs & Sam Byrne

Apologies: Tara Morelos (MC), Carina Fisk-Charlton

2. Approval of Agenda

That the agenda be approved.

Moved: Bruce Diekman

Seconded: Jenny Kent

Carried by consensus

3. Consent Agenda

That the consent agenda be approved.

Moved: Bruce Diekman

Seconded: Andrew Whittingham

Carried by consensus

Full consent agenda

3.1. Adoption of Previous Minutes

That the minutes of the 26 February 2021 meeting be adopted.

3.2. New Members

That members (with membership numbers listed in the following files) who joined from August 2020 to February 2021, be approved as new members.

3.3. Out-of-session Decisions/Proposals

None to report.

3.4. Staffing (appointments and resignations)

Eleanor Zurowski has been appointed as a new casual Shop Co-ordinator, with further interview(s) planned.

4. Matters arising from February 26 meeting

All done, except revision of key register: Ran to do.

ACTION: Bruce to compile cumulative list of recent matters (actions) arising, for publication with future draft meeting agendas. Items can be ticked off when completed or progressed.

5. Co-Managers' Report

Ran spoke to the Co-Managers' report

Impact of NSW floods

Alternatives produce providers to those affected by north coast floods being sought.

Vege boxes

'Dry' trial run proposed for next week, based on Co-Managers' report.

Monday ordering/Tuesday filling & pick-ups. Limit is still about 15 boxes.

Future cargo bike team delivery option – worth contacting Bicycle Garden + opportunity for promotion/grant.

Tallulah: Labour intensive

Bread options review

Some bread lines are not selling as well as others, with leftover loaves unsold (stock lossed).

ACTION: Ran & Carina to review, and report back.

Kirsten's email feedback about her disappointment with items being regularly out of stock

Referred to Andrew, Sandra and Carina to liaise with Kirsten.

ACTION: Andrew's suggestion is to invite Kirsten to be involved in process.

That the Co-Managers' report be approved.

Moved: Cyrus Irani

Seconded: Andrew Whittingham

Carried by consensus

6. Finance report

February shop trading declined significantly (to $58k), but the adjusted net profit was close to +$8k, after the removal of one-off expenses (incl. 1 x extra rent payment, plus Leave Loading payout).

Daily sales trends have marginally increased for March, and we are still breaking even. There are also a number of opportunities to add revenue to the Co-op, including:

Increased member engagement
Grants
Workshops & events
Vege boxes

Our rent renewal is recommended to be renegotiated at 2 years, with a 2 year additional option, with the owner paying for our itemised faults.

That the Finance report be approved.

Moved: Bruce Diekman

Seconded: Cyrus Irani

Carried by consensus

Proposed Shop Trading Hours – changes

POS data tells us that best trading hours are 12-1pm, and 5-6pm.

Andrew's proposal is to trial new shop hours from April 6 (after daylight saving has ended), i.e. weekday close at 6.30pm; and Saturday opening from 9am.

Sandra suggested Summer and Winter trading hours, and there was strong support for this.

MOTION: That Alfalfa House shop hours be changed as per above.

Moved: Andrew Whittingham

Seconded: Cyrus Irani

Carried by consensus

7. Potential new Directors (MC members)

We have interest from two potential new MC members, both attending tonight. Candidates introduced themselves:

Janet Loughman – Enmore local, long-term member, has been volunteering from 2021 in several fields. Legal background of 30+ years.

Jennifer Saminathen – Data analytic background from Silicon Valley. She is in Australia to progress her company's roll-out for the Asia-Pacific region. She also has strong, sustainability and animal rights interests, and is already helping with several volunteer streams, and is keen to engage a younger and wider audience, and bring a fresh perspectives to AH.

MOTION: That Janet Loughman and Jennifer Saminathen be accepted as Members' Council directors, effective immediately.

Moved: Jenny Kent

Seconded: Bruce Diekman

Carried by consensus

ACTION: Bruce to add Janet and Jennifer to MC Google Group. Cyrus to complete Co-op Registry Form.

8. Vege box revival proposal

Discussed above in Co-Manager's report.

9. Proposed Planning meeting: Visions and Goals

Now set for Tuesday 13 April, from 6.30pm at Dickson Street Hall, Newtown, with Lucas Hakewill facilitating. There will be no Zoom facility. Venue capacity is 30 people.

ACTION: Cyrus has circulate background information + needs list for the night to the people helping

ACTION: Bruce to re-forward Tara's 11 March Vision meeting notes to all MC.

Proposed Member survey nearly ready (requires MC approval + run by staff: Carina, Ran)

NEEDS TO CONNECT with proposed planning meeting themes.

Janet: Doable that we should plan for survey posting next Monday, requesting survey completion within 10 days, with a 7 day reminder – tight schedule though!

10. Schedule for MC meetings 2021

We are opting for regular monthly meetings on the 4th Thursday of each month (except December).

The following dates have been approved in principle:

April 22nd (alt. April 29th )

May 27th

June 24th 

July 22nd (alt. July 29th )

August 26th 

September 23rd (alt. September 30th )

October 28th 

November 25th

December 16th

AGM preferred in November (TBC)

All meetings to be held in person and on Zoom.

Optimal Venue: P&V Wines (TBC), other venues (incl. Alfalfa House can be fall-back venues).

ACTION: Bruce to email P&V with list as the first option venue.

11. Upcoming events

This Saturday 27 March – postponed Plant and Bake Sale

We need a calendar of events for the year – so far we also have:

Fermenting Workshop at Common Ground, Mission Australia, Camperdown – Tallulah locked in as presenter, late May date TBC.

Cyrus is speaking with Marcea for Dumplings and Adity for Vegan baking, Uppma for chai and others in June

We have a Humantix account

Others ideas needing trainers are

Tofu/tempeh (Tempeh Temple to be approached by Carina)

Cheese

Saitan (Ran has a suggested person)

Permaculture or classes around growing food

12. Any other business

We were recently advised by Fair Trading's Co-ops Registry that we have outstanding payments and late fees allegedly owing for 2020, i.e. for our submitted rule change and financial forms (C10 & C12).

ACTION: Bruce to seek clarification as detailed reasons were not given by the Registry – payments were made though in advance of the 2020 AGM and in January.

Staff proposal to buy nut mylk machine (for approx. $200) from Plant & Bake sale income. Machine makes all kinds of mylk, including almond, hazlenut, oat, soy and more. Proposed to be housed in rear room, members won't have access, mylks can be made to order. MC noted that almond mylk now not regarded as sustainable as others, due to high water resource usage in farming process.

ACTION: Needs thoroughly researched proposal including machine specifications, costs, risks & maintenance issues (is it commercial grade?) before funding can be approved.

Grant proposal from Tara & Janet for 'Inner West Club Grant', community development. Applications close in April, and are announced in August.

Proposal suggested will be for an inter-generational program to engage with backyard farmers, introducing permaculture principles, and working through developing partnership with our networks.

MC needs to approve application.

Jenny – needs abstract. Grants require concerted effort, planning and group energy. How much can we invest, how much will it cost in terms of human (including volunteer) resources?

Cyrus – strategic alignment required.

We need a grants calendar, including timeframes, and be able to selectively pick the ones which present the best chances of success, and which we have the capacity to apply for.

Shop stock meeting Tuesday next week – Sandra, Andrew & Carina

To discuss and process Sandra's already circulated product sales data, and start to rationalise what we stock, while optimising sales and profit margins.

Ai Leen: offered to source affordable IT help and options.

Current status discussed: two new computers bought in 2020, and IT service arrangement in place. Such resources may be valuable for software, but first we need a list of what we have, and what we need or want.

Ran to present options for National Volunteers Month in May at next MC meeting (April 22nd) – important to recognise existing volunteers.

Eamonn has volunteered to organise an event for Volunteers Week. We'll discuss his plans at April meeting

Meeting Closed 8.55 PM

Next Meeting: Thursday 22nd April (TBC)

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