Annual General Meeting Minutes 2006
Tuesday November 21, 2006
Newtown RSL Level 3, Enmore Road, Newtown
Meeting Opened: 7:10 pm
Attendance and apologies
Present: Stevie Bee, Jason Bush, Lara Cassar (to 9pm), Vita Christie (to 7.45 pm), Sarah Cook, Bruce Diekman, Lisa Durante, Wendy Dyson (to 8.45pm), Marcos Garcia-Roncero, Dominika Grossy, Ling Halbert (to 9pm), Tom Halbert (to 9pm), Motra Hayward, Jeannette Hind (to 7.45pm), Danny Hirschfeld, Adam Hulbert, Jacqueline Jensen, Jason Koh, Althea Mackenzie, Vivienne Murray, Gabrielle Nicholson, Nick Penty (from 7.30pm to 8.45pm), Ursula Scott, Ryan Sengara, David Tilley, Andreas Venizelou (to 8pm), Ian Wamijo (to 8.40pm)
Apologies: Holly Putwain
Appointment of facilitator, minute taker
Facilitator: Motra Hayward
Minute taker: Bruce Diekman
All members present were welcomed and each introduced themselves.
Acceptance of Minutes from previous AGM
That the minutes of the 2005 AGM be accepted.
Moved: Jacqueline Jensen Seconded: Althea Mackenzie CARRIED
Staff Reports
MANAGER
Manager Sarah Cook spoke to her report, detailing current activities, changes and opportunities and what she will focus on in the near future, including stock management, budget and finances, volunteers and process.
Sarah also encouraged members to communicate to Alfalfa House by email to new special purpose addresses: feedback@alfalfahouse.org and mural@alfalfahouse.org .
STOCK COORDINATORS
Groceries
Lisa Durante spoke to her report as presented in the AGM Newsletter.
Comments: Suggestion box – Lisa checks monthly; will check more frequently.
Fruit+Veg
David Tilley spoke to his report as presented in the AGM Newsletter.
Comments: Need for survey – what do members want? Survey planned.
That all staff reports be accepted.
Moved: Danny Hirschfeld Seconded: Wendy Dyson CARRIED
Directors’ Report
Management Committee Chairperson, Motra Hayward spoke to the Directors’ Report, as presented in the AGM Newsletter, as did other MC members.
The year just passed has seen much “hands on” management by the MC. With the recent employment of Sarah Cook as Manager, and other changes throughout the year, strong foundation stones for administration have been laid.
MC’s role can now be more strategic. A smooth handover is envisaged by next month.
Finance Report
Treasurer Althea Mackenzie spoke to the Audited Accounts.
As accounts received only this afternoon, detailed analysis is not yet possible.
However, Audited Accounts for Financial Year 2005-6 record $30,000 loss.
Stevie Bee spoke to finances:
New financial year 2006/7 – accumulated profit so far $17,000.
No cash flow problem
2005/6 turnover = $880,000
24% increase in revenue
27% increase in stock
The trend of growth in sales for the past two years is continuing.
Due to late arrival of report, the Auditor’s Report cannot be accepted tonight. Needs time to be examined and signed off by MC. AGM must be reconvened in one week's time (Tuesday November 28) to accept Auditor’s Report. Advertise adjourned AGM in shop, by email, and on website.
That the AGM be adjourned to Tuesday November 28 to accept the Audited Accounts, with or without amendments.
Moved: Althea Mackenzie Seconded: Motra Hayward CARRIED
Election of Returning Officer
That Danny Hirschfeld be elected Returning Officer.
Moved: Bruce Diekman Seconded: Althea Mackenzie CARRIED
Call for Nominations for the Management Committee
The Returning Officer declared the posiitons on the seven-member committee vacant, thanking the retiring MC members, and called for nominations, explaining that members may nominate themselves or be nominated by other members, and must indicate whether they accept the nomination.
The following were nominated:
Ian Wamijo, self-nominated.
After questions from three members, Ian withdrew his nomination.
Vivienne Murray
Nominated: Wendy Dyson Seconded: Motra Hayward
Ursula Scott
Nominated: Stevie Bee Seconded: Jacquie Jensen
Althea Mackenzie
Nominated: Motra Hayward Seconded: Jacquie Jensen
There being no further nominations, Vivienne, Ursula and Althea were declared elected.
The facilitator advised that the committee must consist of at least four members need in order for there to be a quorum under the Rules.
It was therefore resolved:
That the MC election be adjourned until next week’s reconvened AGM.
Moved: Motra Hayward Seconded: Jacquie Jensen CARRIED
Confirmation of the Auditor
That Auditor Andrew Savas be confirmed as the co-op’s auditor.
Moved: Motra Hayward Second: Ursula Scott CARRIED
General Business
There being no other business, the facilitator thanked members for their attendance and declared the meeting closed at 9.30pm, reminding members that the AGM would be reconvened at 7pm on Tuesday November 28, 2006 at Alfalfa House.
Annual General Meeting Minutes 2006 (adjourned meeting)
Tuesday November 28, 2006
Alfalfa House, 113 Enmore Road, Enmore
Meeting Commenced: 7:10 pm
Attendance and apologies
Present: Maja Berilazic, Jason Bush, Sarah Cook, Bruce Diekman, Wendy Dyson, Kare Godsell, Tom Halbert, Motra Hayward, Jacqueline Jensen, Miho Kobayashi, Althea Mackenzie, David Mansfield, Vivienne Murray, Gabrielle Nicholson, Elmarie Pareezer, Paula Quigley, Lea Rothberg (till 8pm), Ursula Scott, Jake Wearing
Apologies: Stevie Bee, Ling Halbert
Facilitator: Motra Hayward
Minute taker: Bruce Diekman.
Motra welcomed members present and each introduced themselves.
Finance Report
Treasurer Althea Mackenzie presented the Audited Accounts. Although the accounts were first presented to members the week before, detailed analysis was not possible then as the documents were only received just before that meeting.
Since last Tuesday, Sarah (Manager) and Althea (Treasurer) have examined the Audited Accounts, and are satisfied with them. The Audited Accounts have been signed by the outgoing MC.
There were only 3 areas of difference between the Auditor’s Accounts and our records. These include depreciation and insurance and are largely due to the different ways our accounts have been presented and recorded by the Auditor and by our accounting system.
Comments
It was noted that Audited Accounts are normally sent out with notice of the AGM, ie. 21 days before AGM.
It is recognised that this lateness was due to loss of financial data on the Alfalfa House computer system in mid-2006, and the time taken to restore that data, as well as filling the vacant bookkeeper position.
It was also noted that in the previous year (2004/5) our accounts were also not completed by the AGM.
Several members requested easier access to Rules and Audited Accounts. Sarah: These are now in the MC folder in office.
The Audited Accounts for 2005/6 will be an attachment to the AGM Minutes.
That the Auditors’ Report be accepted.
Moved: Althea Mackenzie Seconded: Motra Hayward CARRIED
Ursula is happy to run mini-financial training workshops for MC.
Sarah: Better reporting will be possible this financial year as there have been improvements to financial reporting since 30/6/06.
Election of Returning Officer
That Wendy Dyson be elected as the Returning Officer. CARRIED
Call for Nominations for the Management Committee
Members elected last week (Vivienne Murray and Ursula Scott) were confirmed; however, Althea Mackenzie indicated she would not continue as an MC member. This left five positions to be filled.
The Returning Officer called for nominations for the 5 positions, explaining that members may nominate themselves or be nominated by other members, and must indicate whether they accept nomination.
The following members nominated:
Paula Quigley
Self-nominated Seconded: Althea Mackenzie
Paula has cooperative experience with RSL Taxi Cooperative (cash, banking experience, leasing manager).
Elmarie Pareezer
Self-nominated Seconded: Vivienne Murray
Elmarie has event management and cooperative experience (theatre management and financial management experience). She is keen to focus on marketing and communications.
Both Paula and Elmarie were elected unanimously by a show of hands.
There being no further nominations, these Paul Quigley and Elmarie Pareezer were declared elected.
Vivienne noted that two members who were absent tonight have also indicated their interest in serving on MC. They are Rick Shaw and Jane Dinsdale-Scanlon.
Other members have indicated their willingness to be involved as volunteers at Sub-Committee level.
General Business
VENUE FOR NEXT MC MEETING
The Venue for the next MC meeting is still to be confirmed.
Newtown Neighbourhood Centre is best option on 3rd Tuesdays.
Third Tuesdays are also better for end of month accounts presentation.
That the next MC meeting will be held on Tuesday December 19, venue to be confirmed. CARRIED
There being no other business the facilitator thanked members present for their attendance and declared the meeting closed at 8.40pm.
ATTACHMENTS:
Manager’s Report (Sarah Cook) November 21, 2006
• Welcome and thanks for inviting me to work at Alfalfa House.
• Two resignations: Holly (already) and Danielle (December 17 is last day)
Opportunity to rework the roster and potentially increase staff body (gaps in the current roster that mean that our customers are being affected).
• Retail customers accounted for a 5.8% sales growth on the previous year, great opportunity (10% members: 4.6% and 25% members: 7.3% increase)
• Rolling confirmed contracts out very soon
• IT Upgrade. POS system being upgraded now. Second till is currently out of action because of a hardware issue but will be back on line ASAP. Server upgrade.
• New Monitor stands coming after receiving significant feedback from customer base.
• Looking at redesigning office to provide more space and seat four people (could double as a member terminal when not in use).
• Wall Mural: signed off by owner and a member competition has started (any ideas e-mail to mural@alfalfahouse.org. Marrickville Council has agreed to fund the project
• Airconditioner has been sourced for storeroom.
• We have such an opportunity at Alfalfa House, with the mural, improved processes, managing our stock better and doing all we can to delight our customers we can’t help but continue our sales and membership growth!
The Future – Focus on:
• Stock Management, including moving our stock into the system so we can have visibility of what we are ordering, what we have and what we are selling per product line
• Budget: Working to a monthly budget and monitoring actuals against what we believe we should be spending
• Finance: Managing our creditors more smoothly and making sure that our accounts are in order
• Volunteers: keen to understand how our volunteer body can continue to support the co-op in an efficient and driven way
• Process: Why we do it, How we do it, when we do it – translated into training
DIRECTORS’ REPORT 2005-2006
This past year has certainly been an eventful, challenging and productive one for the Management Committee (MC).
Since last AGM we’ve focused on:
• Managing rapid growth
• Keenly supporting that growth by upgrading infrastructure and IT systems and also securing professional IT support for the co-op’s computer systems.
• Consultative decision-making, in liaison with staff and other members. The cooperative approach involves appreciating various points of view and perspectives.
• Improving internal and external communications, including record keeping
• Creating equity and accountability in the workplace
• Preparing employment agreements for staff, updating staff job descriptions and conducting staff reviews
• Updating policies and procedures, particularly relating to work practices
• Improving volunteer coordination
• Managing complex issues such as complying with OH+S regulations and other regulatory and legislative requirements.
In 2005-6, the MC voluntarily contributed their time, energy, experience and expertise to the broader management requirements of the co-op, and, where necessary, day-to-day management in consultation and with the much-appreciated assistance of staff and volunteers.
At the last AGM, seven were elected to the MC: Carolyn Watt, Roberto Rouco, Nick Penty, Jacqueline Jensen, Althea Mackenzie, Bruce Diekman and Motra Hayward. For various reasons, three resigned in the current term. We thank Nick, Carolyn and Roberto for their contributions and acknowledge their continued active involvement in the co-op.
This year, the MC came to realise that continuity in day-to-day management required a Manager. Although it had been envisaged that staff would work towards a group management structure, due to increasing growth and pressures, staff changes and the need to respond quickly and effectively to unforeseen demands, the MC decided to employ a Manager.
We are very pleased to announce that member Sarah Cook has taken up the challenge. She will bring great experience and skills to the co-op – the AGM will be an opportune time to welcome her.
The three MC vacancies proved difficult to fill – for much of the year we were down to the minimum number required for a quorum, with ex-MC member David Mansfield deputising on one occasion. Our thanks to David for his ongoing support and advice, particularly on financial matters. As the four remaining MC members, we persevered honing our skills to match the challenges.
In addition to monthly meetings, MC held two strategic planning meetings, one in January focusing on Future Directions and in September on Financial Planning.
The MC were also involved in employing new staff: Lisa Durante (Stock Coordinator/ Groceries), David Tilley, (Stock Coordinator/ Fruit+Veg), Denis Bonner (Finance Coordinator); and Sarah Cook (Manager, from October).
Moving on
The current board won’t be re-nominating for the MC at this AGM. After fulfilling the need for a highly hands-on management approach, it’s time for others to undertake a more strategic role.
The MC would like to emphasise that it has been an extremely valuable and rewarding experience, and that under significant pressure, we discovered a strength and unexpected degree of support in each other that kept us going. We intend to continue working voluntarily for the co-op and look forward to offering our support and experience to the new committee.
We encourage members to nominate for the MC. Four is the minimum number required to keep the co-op as a co-op, seven is the maximum. The AGM is therefore a great opportunity for members with the time, commitment, skills and energy to volunteer at a time when Alfalfa is moving into what we’re sure will be a bright future.
Motra Hayward, Bruce Diekman, Althea Mackenzie, Jacqueline Jensen
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