MC Meeting Minutes Wednesday August 27, 2008
Meeting opened: 7.39pm

ATTENDANCE
MC: Nassim Arrage, Genevieve Derwent, Lara Daley, Linda Grkinic, Gemma Beall, Katherine Myers

Others: Gareth Elliott, Stevie Bee, Nija Dalal, Monika Baumann, Anika Vinson

Apologies: Sarah Cook (others)

CONFIRMATION OF PREVIOUS MINUTES
That the minutes of the previous meeting be accepted as a true and accurate record.
Moved: Gemma Seconded: Lara CARRIED


BUSINESS ARISING FROM PREVIOUS MINUTES
None

MEMBERSHIP

Proposal: That Alfalfa House accept applicants with membership numbers 5023–5079 as members.
Moved: Lara Seconded: Genevieve CARRIED

RESIGNATIONS None

FORFEITURES None

REPORTS

FINANCE

• Net profit for July $1380, 10-15% drop in income from this time last year.
• Factors that could explain why we are down: low stock levels and limited availability of particular products that are high-sellers, ie, brown rice. Also increases in costs of living.
• The treasurer has projected a couple of budget scenarios. It is suggested that we budget on the scenario where profits are down 3% and our costs increase 10%. It may be the case that if we are more conservative in budgeting, we will be more motivated to perform well. Another suggestion was made that we budget on 0% growth in income 0% increase on cost of sales. The lack of growth at Alfalfa is not necessarily the case for the organics sector as a whole. We need to look at what we are doing.
• The treasurer will forward the three different budget scenarios to staff and MC to talk about at the upcoming business plan meeting.

Banking
• The current eftpos service(Pulse) is costing $710 and making deposits is proving difficult for the Bookkeeper. It is suggested that we use the Commonwealth Bank for deposits and then transfer to Bendigo Bank. Bendigo has a more competitive Eftpos system than Pulse. This means we are using the Commonwealth Bank but we will save $100 per month and improved security for the Bookkeeper. This lowers the eftpos and credit card rates for customers too.

Proposal: That AH open an account with Bendigo Bank, close its account with the Sydney Credit Union and also open an account with the Commonwealth Bank. The Commonwelath Bank account will only be used to deposit daily takings and to obtain change.
Nassim/Gemma CARRIED

Proposal: That the Treasurer’s Report be accepted. Genevieve/Linda CARRIED

CO-OP COORDINATOR

AGM:
Proposal: That AH's AGM take place on November 12, 2008.
Lara/Gemma CARRIED

Mural:
• Concern expressed that we have mucked the artists' collective around and given the impression that we were definitely working with them on the project.
• Another concern is that we haven't clarified the process from beginning to end and how we will move from finding the right design to having it painted. It is suggested that we plan this first and then engage the artists.
• At the last meeting with council there was no money currently available to assist our project. We missed the last round of funding.
• It is stated that we ought to allow some level of artistic licence regarding the final design.

Proposal: That AH forms a new working group to be empowered to make all the decisions regarding the mural. The new working group will consist of Katherine, and possibly Aidan and Renata. The timeline will be roughly six weeks for design and three months for completion. The working group will follow this up.
Nassim/Lara CARRIED

Proposal: That the Co-op Coordinator’s report be accepted.
Gemma/Genevieve CARRIED

STAFF MEETING REPORT
Staff delegates to this meeting: Paul and Dave were nominated but did not attend. Monika and Anika spoke to this item.

• Proposal for a dinner with Staff, Vollies and MC.
• There was a call-out for vollies to help in September as we will be strained during that month.
• MC suggested that one of MC attend part of the staff meeting to talk through the communication channels between staff and MC.

Proposal: That the staff delegates report be accepted. Gemma/Lara CARRIED

F & V PRODUCE

Proposal: That the report be accepted. Gemma/Genevieve CARRIED

GROCERIES

Liquids section:
• There was prior concern about this proposal and it was to be discussed at staff meeting. The Groceries Coordinator wasn't present at staff meeting. Staff recorded a number of matters they wanted clarified. However, a ecanter was purchased before these questions were clarified.

Groceries hours:
• Roughly four weeks ago a member of MC asked the Groceries Coordinator (Stepehn Honey) to fulfil the responsibilities of his job. Specifically to be there when he is required to be there.
• Stephen sent an email to the Co-op Coordinator this week informing her he would not be coming in from August 25-29. He did not organise leave nor arrange a cover for this time. No leave has been approved.
• Staff report that they have been dealing with numerous deliveries on Thursdays with little support.

Proposal: That the Co-op Coordinator draw up a list of tasks that need to be completed to fulfil the duties of his role before the Groceries Coordinator leaves. CARRIED

• MC will contact Stephen regarding the matter this week.
• Possible ways to deal with a situation where Stephen does not come in: Warren has made an offer to fill the gap between Stephen leaving and the new person starting. Or we could create another shift to cover deliveries.

Proposal: That the report be adopted in lieu of the Coordinator’s presence noting that there are concerns about the liquids and the sales analysis he has made in his report.
Gemma/Genevieve CARRIED

CORRESPONDENCE

• The resignations of both Gareth Elliott and Freya Latona were tabled.

Proposal: That the resignations of Gareth Elliott and Freya Latona as Shop Coordinator be accepted. CARRIED

Proposal: That AH directs the Co-op Coordinator to undertake all current and future Shop Coordinator exit interviews unless the outgoing staff member requests another person. Outgoing staff may ask a friend to attend an interview with them.
Nassim/Lara CARRIED

Proposal: That the correspondence be adopted
Nassim/Gemma CARRIED

FOOD GRANTS
Nil

CURRENT MATTERS

AGM
• The required MC report will be coordinated by Gemma. September 19th is the deadline for reports.

FORUM FEEDBACK AND NEXT STEPS
• User-friendly but not overly glossy. Liked it, still think it is a good idea.
• We can have a staff forum and an MC forum with usernames and passwords.
• MC and staff forums need to be secure but the rest of the forums are public and open.

SCALES

Proposal: That AH purchase a new set of scales with data capability to the value of $700 to meet recommendations and to comply with current legislation.
Lara/Gemma CARRIED

BUSINESS PLAN DINNER
• Planned for September 4. Attendance is voluntary for staff. The Treasurer will take responsibility to organise it.

SPRING PARTY
• It was suggested we call for volunteers to coordinate a spring party fundraiser.

OTHER MATTERS

STAFF PAY INCREASE

Proposal: That AH increase the Shop Coordinator weekday hourly rate to $17 per hour. AH recognises that the icrease is small and will look at improving employment conditions. The new rates will be effective from today (Aug. 27). Weekend rates are unaffected.
Nassim/Genevieve CARRIED

• Staff to take offer of improved conditions to the staff meeting for discussion. MC wants to start the process of working towards a collective agreement. Staff should talk amongst themselves about what they would like.
• It was suggested it would still be good to have a plan to increase wages. This will be included in the business plan discussion.

POLICY UPDATING
Key policy
• Only permanent staff should have the security key.

• Alfalfa House policies are in process of being updated.
• Any updated AH policies will be drafted and sent around for feedback and to be approved with amendments at the next MC meeting.

NEXT MEETING
Chair: Linda
Minutetaker: Genevieve

Meeting closed at 9:11pm