MC Meeting Minutes Tuesday August 28, 2007
Meeting opened: 7pm

Attendance
MC: Rick Shaw, Paula Quigley, Cecilia Jensen
Others: Dom Grossy, Monika Baumann, Bruce Diekman, Warren McLaren, Nick Penty (until 7.45pm)
Apologies: Vivienne Murray, Sarah Cook, Elmarie Pareezer, Gabrielle Nicholson, Lisa Durante
Chair: Rick Minutes: Cecilia

• Rule 75: In accordance with this rule, three MC members constitute a quorum and by consensus appoint Nick Penty to MC.

Confirmation of previous minutes
That the July 2007 meeting minutes be accepted. CARRIED by consensus

Membership
• New members (75) No list provided. Lists for June, July and August to be provided at
September MC meeting.
• Resignations. No list provided. Held over for next meeting.
• Forfeitures. No list provided. Held over for next meeting.

Reports

STAFF MEETING
Minutes for August and September to be presented at September MC meeting.

CO-OP COORDINATOR
• Warren advised that server needs to be replaced. Recommendation from the technician was to buy a Mac mini (headless) at $1000 which will allow simultaneous usage. Bruce recommended a cheaper second-hand option but advantage of new is 3- year warranty and government discount.
Action: Warren to write a report to MC.
• Warren asked about a (forecast) budget, all agreed was necessary.
Action: Cecilia to work on budget with Warren and Gabe.
• Gab has requested 19 days leave (26/9/07 to 14/10/07) so Warren will work with Gab to familiarise with all finance functions. We currently have a volunteer in one day a week (Jan). Rick could also be an option once Warren assesses need.
• MC met last week and Sarah will follow up issues raised in Warren's report. Sarah has initiated discussions with Warren.
• Relationship between MC and coordinator is a work in progress. Warren is still learning; MC rule-of-thumb is approval is needed for expenditure above $500.
• Warren raised concern about silicon sealant on stainless steel bench. A new top would be $1000.
• There is also a need for staff lunch/downtime space which is a subset of a larger space issue, which MC will discuss after reviewing survey feedback.
• As well as need for budgets, Warren indicated a need for better reporting as current system is slow and time-consuming.
• Bruce suggested Warren produce a wish list which was agreed as an excellent idea.

STOCK (F+V) Report
MC agreed that Dom has presented an awesome first report. Generally Dom is feeling busy as it is taking her longer to do things while she is settling into the new role. Dom plans to continue on-training Lara (process started by David).

Current Matters

REGISTRY VISIT
• Rick reported that visit was generally positive. A few things were mentioned verbally, impressed overall with the diligence being applied; a letter is to follow to which we will respond. We still have negative equity (reduced over last year from $30,000 to $7,000). This was the reason for the visit. We need to consider building working capital. Recommendations are also expected on the tightening of cash procedures. This is an opportunity to improve our processes, with which Warren has experience.

COMMUNICATION
• Warren appreciated support and welcome from staff and MC. MC/staff communication is a work in progress.

ULLADULLA CO-OP
• The co-op will be able to make purchases at cost + 10%. This is in line with policy. Monika has copy of PhD on Alfalfa House which Rick is interested in seeing.

NEW STAFF
• Stock Co-ordinator (F+V) Dominika Grossy
• Shop Co-ordinator Amity Lynch

MEMBER SURVEY
Bruce suggested it would have been useful to have on website and more electronically- friendly. Rick advised that this was considered but was rejected due to cost ($1000). Warren advised that response has been very enthusiastic. Stevie has already spoken to a volunteer about collating information. Concern was voiced over the ability to capture the richness of the comments.
Action : Cecilia to organise volunteer support and liaise with Stevie about this task.

FOOD GRANT SCHEME
• Now on website. A thank you to Lara for this suggestion.

MC OFFICE ACCESS
• MC to make appointment to come to the office. Informal policy has been emailed. Formal policy to be drafted by Rick.

COMPUTER ACCESS
• Training and appointment required for use of computers at Alfalfa House. Formal policy to be drafted by Rick.

OFF-SITE COMPUTER FILES BACKUP
• Now happening.

Correspondence
• Vivienne to raise at next meeting.

General Business

LIVE GREEN
• Successful inaugural participation for profile raising and being involved in a worthwhile event. It was also an excellent event to have volunteer involvement. The numbers of attendees did not meet expectation partly due to the weather and partly due to lack of publicity. Cecilia is keen on developing a policy to handle similar events in the future. Bruce also suggested asking for a discount.
• A big thank you to Vivienne for the bulk of the work and to all staff.

FEASTIBILITY
We have been offered a free staff by Marrickville Council.
Action: Warren to look at the details and report to MC.

CRUELTY-FREE FESTIVAL
Elmarie to report at September MC Meeting.

MC RESIGNATION
Paula Quigley has been wonderful to work with. It is to everyone’s regret that she is leaving and we thank her.

NEW TREASURER: Cecilia Jensen

RESEARCH
Monika is working on her Honours Thesis which relates to co-ops and will formally present at the MC September Meeting for AH participation.

MURAL
We have received a submission that Rick and Warren will discuss.

MARK-UP SUB-COMMITTEE
We need to look at reinstating once we have looked at the surveys.

Closed 9pm