Date	18 February 2021
Time	6.30 PM
Location	via Zoom
Meeting opened at	6.35 PM
Meeting closed at	8.25 PM

Facilitator	Bruce Diekman
Minute taker	Jenny Kent
Timekeeper	Bruce Diekman
Next meeting date	Friday 26 February 2021, 6.30 PM, P&V Wines

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): Andrew Whittingham, Bruce Diekman, Cyrus Irani, Jenny Kent, Tara Morelos.

Attendance (Members): Bill Jarvis, Carina Fisk-Charlton, Meg Quinlisk, Sandra Clark, Tallulah Ebbs, Yue Ajioka

Apologies: Lisa Kwok

2. Approval of Agenda

That the agenda be approved.

Moved: Bruce Diekman

Seconded: Andrew Whittingham

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 11 February 2021 meeting be adopted.

3.2. New Members and Cancellations

NONE this meeting

3.3. Out-of-session Decisions/Proposals

NONE

4. Matters Arising

Staffing actions:

Lisa preparing position descriptions for Co-Manager positions.
Meeting held with Ran & Carina on February 16 (MC members Andrew & Jenny attended) to discuss agreement to backdate pay for higher duties from February 21.

Finance report:

Discussion about maintaining flat fee for member subscription of $20, possibly with new members to receive discount based on quarter joined. To be discussed with staff.
Problem with communicating subscription timing and process identified by staff. Agreed that co-manager role is to ensure accurate and timely communication between MC and staff.
Action: WhatsApp group for staff to be established (Carina)
Action: Joint staff-MC meeting to be organised (MC)
Action: Subscription policy to move to sub-committee for determination. Moved: Cyrus, Seconded: Andrew.

Other matters arising:

More use to be made of the AH YouTube channel – contains some useful videos.
MC members provided their 3 priority items to Tara to collate.
Cyrus to follow up with Janet who advised she will mail him the shop key.

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

Monitoring and reporting on declining sales.The following spreadsheet lists shop sales from 2 January to February 16.

Andrew’s report tabled for discussion:

Noted significant sales drop-off in February to approximately half of required daily sales to ensure break-even.
Staff suggested that reduced number of shoppers related to: confused messaging regarding shop remaining open; and shop still not fully stocked.
Noted 794 members have shopped since January; 320 have paid their fees.
Action: Active members to be approached for subscription fee payment (Bruce, Bill, Tara, staff).
Action: subscription policy to be clear in AH communications to staff and members.

Rental proposal

Andrew provided two options for consideration: a shorter term (1 + 1) or longer term (5 + 5) lease agreement. Offer includes a 11% increase on current rent (to $3,900/ month + GST) with 2 yearly rent review for CPI increase and landlord to repair defects.

Action: Agreed to accept short-term proposal to be sent to real estate agent as soon as possible.

Moved: Andrew Whittingham

Seconded: Bruce Diekman

Carried by consensus

Options for fewer trading days, and/or extended hours on other days, were flagged for discussion at another meeting – they would need sound financial data for and against.

6. Report from Marketing team: social media options, online sales options

Marketing space is now on Confluence with all documents available for review.

Carina & Sharyn (volunteer) are working on a marketing strategy and social media plan.

Suggested that all bulletins routinely include AH bank details for subscription fees and donations (Action: Tara)

7. Report from 'Future of Alfalfa' V. 2.0 team

Cyrus clarified that the purpose of the V. 2.0 work is to map out strategies and solutions for AH viability for the medium-long term.

Short-term strategy needs to be developed and actioned in another forum – suggested that weekly Wednesday night volunteer get togethers run by Eamonn could recruit volunteers for short-term projects.

Emma is conducting market research.

Workshops will be investigated for income generation and member/community engagement (Action: Cyrus & Tara)

Jenny suggested that the MC co-ordinate a dedicated brainstorm and planning session with members and staff to develop a short-term strategy and action plan.

8. Need to address volunteer discount system

Proposal to address the current system going forward, then deal with the 'historical' accumulations of volunteer credits – all new systems need an 'end date' or 'claim by date'.

This may actually encourage more members to shop to take advantage of their credits.

Bill has done substantial work generating data on outstanding volunteer discount vouchers in the system.

Some members have a substantial number of discount vouchers and a clear policy and process is needed going forward.

Bill proposed that members with discount vouchers are consulted regarding their use and requested to consider forfeiting and/or using before a set deadline.

Action: Bill to send list. MC to develop/revise draft policy & consult with members.

9. Grant applications

Need to diversify our income streams, and take best advantage of current grant applications.

Need for small group of members to actively take on this role as a Grants Working Group, whose purpose will be to:

collate and review grant opportunities as a supplementary form of income; and
if the grant is aligned with AH's strategic direction, research and develop applications for funding.

The MC agenda should include a standing item noting current grant opportunities & applications in progress.

10. Proposed upcoming events

Monday 22 February – Games night, FUNdraiser (Eamonn) – bookings are FULL.

Thursday 4 March – George Catsi event at Petersham Bowlo to proceed.

Saturday 20 March – Plant & Bake Sale (organised by Carina)

11. Governance

Resolution to accept Vicki D'Adam's resignation from the MC.

THAT Vicki D'Adam's resignation from the MC be accepted, and THAT the following Bank Australia account signatories be removed:

Ashton Roskill, Tom Bartels, Vicki D'Adam (no longer on the board), and Stevie Bee (Broadbent) – no longer on the Finance Working Group.

Moved: Bruce Diekman

Seconded: Andrew Whittingham

Carried by consensus

New Bank Australia debit cards will be received shortly.

Leave loading deadline has been met and staff payments have now been finalised. A huge thanks, especially to Tom, Lisa and other helpers, for ensuring this process was conducted thoroughly, fairly and efficiently.

12. Vote of thanks for Tom and Vicki

The meeting expressed a vote of thanks for the efforts of recently resigned Directors, Tom Bartels and Vicki D'Adam.

Action: Bruce to draft a letter of thanks from the MC.

13. Any other business

Sandra suggested that shop trading days are clarified for public holidays such as Easter (first week of April).

Action: Andrew

14. Next Meeting

Friday February 26, 6:30pm at P&V Liquor

Jenny will be an apology

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