MC Meeting Minutes Wednesday February 23, 2009
Meeting opened: 7.30pm

ATTENDANCE
MC: Genevieve Derwent, Linda Grknic (Chair), Teddy Cook (Minutes), Jo Rose, Sam Byrne
Others: Monika Baumann (Groceries Coordinator), Nija Dalal (Coop Coordinator), Renata Field (F+V Coordinator), David Tilley (Shop Coordinator), Alanna Thorley (Shop Coordinator), Stevie Bee (Info Coordinator)

Apologies: Julia Gray, Nassim Arrage

The Chair (Linda) opened the meeting outlining the structure of the meeting whereby decisions would be made if possible, however, if no decision was possible that a item/project Champion would be appointed to manage the process outside of the meeting and present at the following MC meeting. The intention here was to ensure the meetings flowed much better.

CONFIRMATION OF PREVIOUS MINUTES
That the minutes of the previous meeting be accepted as a true and accurate record.
Genevieve/Jo CARRIED

BUSINESS ARISING FROM PREVIOUS MINUTES

Outstanding Actions: The retiring MC Extra Discount (XD) policy to be reviewed at the March MC Meeting.
Action: Nija to email policy to MC mailing list

MEMBERSHIP

NEW MEMBERS
Proposal: That Alfalfa House accept applicants with membership numbers 5287–5320 as members. Genevieve/Linda CARRIED

RESIGNATIONS

Proposal: That Alfalfa House accept the resignations of members with membership numbers 3661, 4394 and 4925. Genevieve/Linda CARRIED

Members resigned from the co-op due to moving away.

FORFEITURES None

Proposal: That Alanna write a paper entitled 'What is Co-op Membership' to encourage departing members to donate the $20 membership to the co-op.
Genevieve/Linda CARRIED

REPORTS

FINANCE
• Teddy outlined the current financial position as per the tabled report and the January 09 P+L (Profit+Loss) account and Balance Sheet.
• It agreed that the communication of finances to members should be discussed at the March meeting.

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

F & V PRODUCE
Renata spoke to her tabled report adding a big thanks to Anika for covering the role in her absence.

Proposal: That the report be accepted. Teddy/Linda CARRIED

GROCERIES
Monika spoke to her tabled report adding that the following has been raised for gravity bins:
- $351 in Sonoma muesli
- $605 in donated chocolate sales
- $956 in funds donated by suppliers
This enables the co-op to purchase 10 more gravity bins.

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

CO-OP COORDINATOR
Nija spoke to her tabled report emphasising:
• IT upgrade: Scope of work to be identified, once complete Nija to send to MC for their information
• A hole in the office floor has developed, real estate has been asked to repair.
• Staff contracts are in the process of being updated and template to be created for MC approval. Co-op, Finance, Stock and Shop Coordinator contracts to be updated and sent to MC for approval
• Gravity bin update to be added to eNews.

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

STAFF MEETING
Staff delegates: David Tilley and Alanna Thorley

The following actions arose from the meeting
• Suzie, Aidan and Anika to develop a Safer Spaces Policy, once developed the policy will be published in the eNews for member feedback and then to MC for approval. Monika to share Organarchy Safer Spaces Policy to support the policy development.
• Covers for gravity bins was discussed at length with the result that Monika and Julia would investigate a permanent solution for gaps/spaces in the gravity bins

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

CORRESPONDENCE
• All insurance policies have been paid.

FOOD GRANTS None

CURRENT MATTERS

ANNIVERSARY PARTY (April)
• Nassim submitted a proposal outlining plans for the party. With low volunteer numbers, it was decided to scale back the event to potentially a film screening with some food available at the Red Rattler. An outline on 'Your ticket will buy this...' to be put in April's eNews.

Proposal: That Genevieve to engage Nassim on plan. Teddy/Jo CARRIED

CUSTOMER SERVICE
• Much discussion on how much should be communicated to members about Alfalfa's financial situation and how Shop Coordinators should deal with members/customers on low stock levels.
• It was agreed that Alfalfa should be fairly seamless, however, definite low stock levels are now being flagged as an issue with MC to review budget restrictions and that current budgets should allow for stock to be at an appropriately abundant level.

STAFF REVIEWS
• Template to trialled with Nija's review and will also go to the next Staff Meeting for review.

MARKUPS
Markups Committee has been identified as; Teddy, Renata, Dave (where possible), Nija and Julia. Alanna and Monika will be consulted.

OTHER MATTERS None

Meeting closed at 9.25pm

Next meeting Chair: Teddy, Minutes: Sam