MC Meeting Minutes Monday February 22, 2010
Meeting opened: 7.30pm

ATTENDANCE
MC: Jo Rose, Rosie Lambert (facilitator), Tony Grech, Peter Lead (minutes), Sam Byrne
Others/visitors: Nija Dalal (Co-op Coordinator), Monika Baumann (Groceries Coordinator), Aidan Calabria (Shop Coordinator), Dave Tilley (Shop Coordinator), Jann French (member)
Apologies: Julia Gray, Lisa Lewin, Renata Field, Andrew McNicol

CONFIRMATION OF PREVIOUS MINUTES
• Sam suggested some changes to the minutes. As there were items to be clarified and this could not be done at the meeting, the MC agreed that approval of the January minutes should be deferred to the next meeting.

Action: Sam to distribute suggested changes to January minutes by email.

BUSINESS ARISING Nil

MEMBERSHIP

NEW MEMBERS

Proposal: That Alfalfa House accept applicants with membership numbers 5850-5906 as members. Jo/Sam CARRIED

RESIGNATIONS and FORFEITURES

Proposal: That the shares of members 2027, 4003, 4292, 4676, and 4884 be forfeited. Jo/Sam CARRIED

STAFFING
• The MC noted that Olivia Lovell has resigned and will conclude her employment on February 27, 2010. Olivia has agreed to train her replacement on the Thursday following her final shift.

Proposal: That Olivia Lovell’s resignation as Shop Coordinator effective February 27, 2010 be accepted. Jo/Sam CARRIED

• Nija noted that there were at least 22 good applicants for the two advertised positions from a total of 46 applications, which were narrowed down prior to selecting a few applicants for interview. Sam asked why there was such a healthy field of applicants this time as opposed to previous advertisements. There was speculation that it might be something to do with the economy, and possible the time of year (e.g. not many people hiring over Christmas; students looking for work as they return to study).
• There was discussion about keeping a shortlist of acceptable applicants for the next vacancy/ies. AH would need to change policy to allow this. (Current policy is to advertise publicly when there is a vacancy.) One impediment to doing so in the current instance is that AH didn't note in the advertisement that we would keep applicants on file for next time.

Proposal: That MC propose to staff (for discussion at their next meeting, reporting back to MC) that AH keep a merit list /short list for when the next vacancy arises. Rosie/Tony CARRIED

OCCUPATIONAL HEALTH AND SAFETY (OH+S)
• Nija reported that AH is looking to replace the wooden ladder with a metal ladder that can stand up on its own.
• Rosie asked if AH has a 'working at heights' policy, or an OH+S committee. Nija reported that we don't. Rosie recommended that AH informally review the co-op's OH+S situation in the shop.

Action: Rosie to produce an informal OH+S Report for the April meeting.

REPORTS

FINANCE
• The treasurer's report was read by Jo to the meeting.
• Jann noted that when the positions were changed the bookkeeper's hours were radically cut back; Monika noted that some hours were soon added. It was generally accepted by the meeting that it would be good to ensure adequate hours are allocated to bookkeeping. The MC will discuss bookkeeper hours when the treasurer is present.

Proposal: That the Treasurer’s report be accepted. Jo/Rosie CARRIED

CO-OP COORDINATOR

• The Shop Coordinator Manual is moving along, and should be completed soon.
• Reciprocal agreements: Discounts are offered to members of various organisations, including: 10% discount to members of all food co-ops in the world; 10% to members of the Bower (not sure why, as it's the only non-food co-op AH has an agreement with); 5% to The Vegetarian Society and Natual Health Association. Radio station 2SER is happy to give AH on-air time, which was to start in March, athough its marketing manager has just resigned so this might not happen.
Discussion about Reciprocal Agreements.
• Stevie explained that the Bower reciprocal arrangement was part of a push by AH to attract more people into AH. The arrangement with The Vegetarian Society was in return foe an advertisement in the Societys magazine, which we did appear for a number of months. It would seem we may no longer be receiving this benefit.
• Sam would like to see guidelines formalised so organisations have some idea of whether they fit. This would help with ad hoc requests AH receives.
• Dave thought it was not worth it for the very few shoppers from the Society.
• Aidan thought that some of Society members who came to AH would not have heard of us if it weren't for the discount.
• Monika thought the logistics of knowing which discounts, and how to prove they were members, was difficult.
• Nija thought that we should let 2SER know if we're not planning to go ahead with offer, as they are planning the 20-second promos.
• Policy should include time limits (sunset clause) on reciprocal agreements, i.e., periodic reviews.
• Uniform approach to current agreements, and guidelines for future agreements.

Action: Sam and Nija to draft a policy on reciprocal agreements for the next meeting.

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

F & V PRODUCE

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

GROCERIES
• Monika noted that it was strange to be taking annual leave to attend training. MC agreed, and discussed paying Monika and Renata wages for the time they spent at the NSW Co-ops conference.

Proposal: That AH pay Monika and Renata the relevant wage-equivalent for attending staff development/training in the form of the NSW Cooperatives Conference, provided staff are in agreement at the next staff meeting.
Rosie/Tony CARRIED

• It was proposed that AH should have a policy on staff development and training. The matter should be discussed at a staff meeting, then brought to the MC if staff are in agreement. The policy would include: an allocation for training and development in the annual budget from 2010-2011; how areas for training needs will be identified and prioritised; what will be included, e.g. travel, accommodation, meal allowance; a requirement to report back and disseminate information to staff/MC/members as appropriate.

Action: Pete to draft training policy for April meeting.

• For remainder of 2009-2010 decisions would have to be ad hoc (being mindful of the fact that there is no line item in the budget).

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

STAFF MEETING
• Staff Delegates Aidan and Dave
• Aidan reported that Renata is arranging for a Volunteers Coordinator (volunteer) to coordinate volunteers.

Action: Renata/staff delegates to report more about the Volunteers Coordinator at the next meeting.

• Aidan reported that the Public Holiday proposal was being worked on by Janne and Monika.
• All other items to report were already on the agenda for discussion.
• Rosie thanked Aidan for the Safer Spaces policy (for discussion later in the agenda).

CORRESPONDENCE Nil

FOOD GRANTS
• MC considered a food grant application from Marrickville Council for Clean Up Australia Day.

Proposal: That a food grant to Marrickville Council be declined. Sam/Jo CARRIED

CURRENT MATTERS

LEASE
• Sam reported that the Lease Subcommittee met last week. Lisa has drafted a letter in response to the Real Estate Agents' letter of November 2009, which Sam circulated to MC to review.
• AH rent is presently $3100 per month, with $1100 per month from the upstairs tenant; in effect $2000 per month, plus GST.
• The proposal from the estate agent was that we give up the upstairs room and a metre-wide strip of the backyard for access. The proposed new rent is $2900 + GST.
• Lisa's letter of response proposed a monhly rental of $2200.

Proposal: That AH approve the draft letter and give the Lease Subcommittee authority to respond along the above lines. Jo/Tony CARRIED

PAY SUBCOMMITTEE
• Tony, Julia and Rosie were originally on the pay subcommittee, however, it was disbanded when AH discovered legal advice was required.
• Rosie, Nija, Lisa and Julia met with a lawyer to discuss backpay and future pay.

Main points from the meeting (note that neither Rosie or Nija had their notes at the meeting and were working from memory):
• When Workchoices award came in it used the state award conditions but pay rates were replaced each year.
• What was widely thought were AWAs were never registered so they became common law contracts.
• As an organisation AH has an obligation to research and calculate what should have been paid and pay it. We are now clarifying how we calculate this amount. (We were provisionally advised that it should be worked out on a shift-by-shift basis, but then working out the underpay could be done across a financial year.)
• Staff choosing to donate their backpay to AH must be a personal matter; there can be no involvement/coercion by MC.
• For past staff members (no longer employed/contactable) AH should make a rough calculation. Send a letter to their last known address, asking them to contact AH.
• Julia will do some hypothetical calculations to give us an idea of the amounts involved.
• Lisa did some rough calculations to ensure that AH remains solvent. The asset provided by the change to member shares means that we have some room in the finances and this appears to ensure we remain solvent. More calculations will be done when more information is available.
• Julia mentioned to Nija that the cleaners might be under a different award. This will be clarified with the lawyer.
• AH may be able to negotiate making payments in installments.

OPEN DAY
• Sunday March 14 is the date set for Open Day. Flyers are in the shop, and some are in letterboxes already.
• Jo discussed making the open day a 10% discount day for all shoppers, to help with marketing and promoting a positive experience. After discussion it was agreed that the goodwill and public/media interest gained by the discount would outweigh the small reduction in income that day.

Proposal: That a 10% discount be applied to all sales on the Open Day on Sunday March 14, 2010. Jo/Tony CARRIED

LONG-TERM ACCOMMODATION SUB-COMMITTEE
• Sam reported that the subcommittee (Jo, Renata, Lisa, Sam) met for a preliminary meeting. The ideas generated at that meeting included:
This year we should have a few fundraisers to get the co-op vibe out. Conduct some research on the property market - how much money would AH need to proceed. Look into DGR (tax deductible) status. Need to work out our financial foundations.
• Aidan reported that quite a few members have tried to make a donation towards the cause while shopping. There was a discussion about whether this should be encouraged, and whether we should set something up to accommodate such donations. Some MC members thought we should not accept them, but rather take a strategic approach when we have more concrete plans. No consensus was reached on this matter.
• Sam said the subcommittee welcomed ideas, and that anyone could drop into the next meeting. Aidan asked that the subcommittee inform staff of the next meeting date so they could come along if they wished.

Action: Sam/Long-term accom subcommittee to notify staff of next subcommittee meeting so they can attend if they want.

SAFER SPACES POLICY
• There was a lengthy discussion about including 'speciesism' in the list. It was decided that Aidan would review the policy based on feedback from the meeting and take it to the staff meeting.
• Staff to consider how to communicate the policy.

BULK AND PREPAID ORDERS POLICY
Suggested changes:
• Discretion for the stock coordinators to suspend bulk orders where there have been significant difficulties with bulk orders in the past.
• Change format to be 'more bullet point'.

Proposal: That the Bulk and Prepaid Orders policy be approved on the basis with the suggested changes as above. Jo/Rosie CARRIED

FITNESS TRAINING OFFER
• It was decided that it would not be equitable to promote this offer over any others. The offer does not fit with AH policy, the business was thanked for the offer and may put a flyer in the window with the other notices.

POLICIES: WORK PERFORMANCE AND DISMISSAL
• Deferred to the next meeting.

Action: Jo to create an earlier agenda item for policy, e.g. Governance (to include policy, OH+S etc).

NSW FEDERATION OF COOPERATIVES
• Monika discussed the co-ops conference. She reported that it was useful on a number of fronts, including technical and legal information.
• Practically, it was good to see Blue Mountains Co-op members. She reported that they discussed the joint day and got a better understanding of what they wanted. Start this year as BM and AH, but move towards involving other co-ops in future.
• Sam received an email about joining the Federation. MC discussed the proposal to join and agreed that it would be good to try it out this year.

Proposal: That AH join the NSW Federation of Cooperatives at the rate of $363 pa, but ask that Sam negotiate a cheaper rate. Sam/Jo CARRIED

MARKET STALL
• Deferred.

OTHER MATTERS

FLEXIBILITY AGREEMENTS
• MC received a request from Dave Tilley to formally approve a joint agreement so he may work his weekends as is without meeting the requirement under FairWork to not work more than three weekends in a row.
MC discussed this matter briefly with Dave. MC's concern was that the matter had not been addressed in the staff meeting and did not want to intervene in the roster, which is normally managed by staff. MC would generally only intervene if there was a problem that could not be resolved by staff.
• MC asked Dave to take his suggestion to the next staff meeting.

Meeting closed 10pm