Date	30 Sept 20
Time	6:30pm
Location	P&V Wine + Liquor Merchants Upstairs, 64 Enmore Rd, Newtown AND by Zoom
Meeting opened at	6.30pm
Meeting closed at	8.40pm

Facilitator	Bruce Diekman
Minute taker	Lauren Sims
Timekeeper	Bruce Diekman
Next meeting date	29 October 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): Lauren Sims, Vicki D'Adam, Bruce Diekman, Karl Coombe, Tom Bartels

Attendance (Members): Ran de Silva (Assistant Manager), Cyrus Irani (until 7.45), Allie Cooke (Manager), Maurice Cabrera (6.55-7.35pm)

Apologies: Ashton Roskill, Uppma Virdi

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: Tom

Seconded: Bruce

Carried by consensus

Full consent agenda

3.1. Adoption of Previous Minutes

That the minutes of the 2nd of September meeting be adopted.

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

Oral update:

2 weeks ago, sales were back up again
Last week dropped down again by about 6%
New computers installed - very happy with them!
Kept one old computer (Mac)
All data saved to Cloud - no longer need server
Filemaker - only works on laptop - IT person to assist with a new member/volunteer database software
Fridges - same issues with front fridge - needs servicing - use new referral
Lots of new products - selling well - still want to have each customer buy more
Also stocking different products to be able to compete on price e.g. cheaper soap

That the Manager's report be approved.

Moved: Vicki

Seconded: Bruce

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-30 Sept 20

FY20 DRAFT Financials

AH FY20 Financial Statements
→ MC: please raise comments/queries
→ Tom can revert back to AH accountant (Caroline Raissis) to respond or make amendments to Financials

That the Finance report be approved.

Moved: Bruce

Seconded: Vicki

Carried by consensus

6. Grant Plan - Jenny Leong's office

Maurice related his 2017 experience

MC to form a delegation if agreed worthwhile, and tee up a time to visit her office.

Decision on grant expected in November
Maurice - previous grant process in 2017 - Catherine Lustig and Maurice met with Jenny Leong and Lydia to discuss vision for Co-op, membership, community - wanting to spread the benefit of the grant to the community - he recommended we meet to discuss recent grant submission - give an update on how the Co-op is going now - crowdfunding campaign, community involvement
Cyrus - spoke to Lydia before submitting application - positive - they don't make the final decision, just assess and submit to State government - we missed out last year because there were a large number of applicants and we had had the 2017 grant - strategy to break down the application into parts, so that we might get a partial grant
ACTION: Cyrus to contact Jenny Leong's office to arrange a meeting, if possible (Ashton and/or Tom to attend meeting with Cyrus)

7. COVID Safety Plan-implementation

Completed and circulated. Discussed at staff meeting. Registration - people can view and comment online.

That AH adopt the COVID Safety Plan and register it.

Moved: Lauren

Seconded: Bruce

Carried by consensus

8. AGM and proposed rule changes

- Progress on venue/Zoom access
- Progress on Rules consultation
- Progress on preferred date

Bruce:

Physical AGM mid-November Pocket City Farms, weekday evening
Also need Zoom option
Need to lodge the annual return by end November
Change to active member rule - out of session MC decision
Notices to members - most by email

9. Lease

Updates on Lease renewal vs outside lease

AH Lease Renewal 2020

Potential new premises

Maurice - redevelopment of Marrickville Metro (parking and convenience to other shops); redevelopment of Young Henry's (community feel, like Tramsheds); close to transport (if no parking); bargains to be had, lots of shops closing due to pandemic; Pocket City Farms (restaurant space or shops nearby)
Cyrus - Inner West Council - will follow up - occasionally has properties available for community groups, also Sydney Council
Bruce - Bower and Reverse Garbage moving to Summer Hill
Allie - shopping centre will increase sales, as will being near the station; any other location wouldn't get sales
Vicki - vegan precinct King Street, just south of the station

Need to approach our current landlord - but wait to see outcome of grant.

10. Computer upgrade & store issues

Are computers running ok?
Are critical items for repair still in need of repair?

11. Marketing program

Any updates? Newsletter & website?
→ T-shirt printing & t-shirt design comp (once we have costing from Em/Carina)

12. Membership discounts & systems (POS + database)

POS System (with member discounts) - Tom will need help seeking out more info from other retailers/co-ops
Membership system - Have idea to finish with Filemaker, but need replacement(s)
Help required.

13. Co-op of Co-ops - 1st meeting outcome

- Tom attended first meeting (Tues 29th Sept.)
- Need replacement rep. from Co-op (ideally a vollie)
- Plan for this vollie would be to encourage/contribute to:
→ joint marketing
→ joint ordering, and
→ joint website promotion of Co-ops

Initial Co-op of Co-ops (1) Meeting agenda (2) Rules (3) M'ship form:

(Co-op of Co-ops)Approved Rules- 3 Sept. 2020

Co-op Grocers Formation Meeting Agenda 29 Sep 20

Co-op Grocers Membership Form ($100)

14. Any other business