MC Meeting Minutes Wednesday July 23, 2008
Meeting opened: 7.35pm

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

Others: Gareth Elliott, Stevie Bee, Warren McLaren, Monika Baumann, Renata Field, Aidan Calabria

Apologies: Stephen Honey (others)

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


BUSINESS ARISING FROM PREVIOUS MINUTES
None

MEMBERSHIP

Proposal: That Alfalfa House accept applicants with membership numbers 4978–5022 as members.
Moved: Genevieve Seconded: Gemma CARRIED

RESIGNATIONS None

FORFEITURES None

REPORTS

FINANCE

• Profit & Loss (June): operating profit: -$2260
• Overall end-of-financial year profit: approx. $10 000
• Our gross profit was slightly higher in June than in May as we had no unexpected expenses. Staff costs increased due to the introduction of the extra Tuesday shift. The cost of sales was $5000 less than May.
• For the period from April through to June, our operating losses did reduce but we should be experiencing bigger sales as it’s winter, which is generally our busiest time of year.
• It was suggested that our new and possibly prompter bookkeeping has been paying off any backlog of invoices and thus our losses are due to older invoice reconciliation.
• Historically, AH has also had periods where sales have plateaud and we need to think creatively to make sure we stay in the black.

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

CO-OP COORDINATOR

• Old benchtops and old hot water instantaneous system.

Proposal: That AH advertise these items for sale to members in the next eNews. If after 14 days there is no interest, AH donate the items to the Bower or Black Rose.
Nassim/Gemma CARRIED

• Variance in POS (Point-of-Sale). This system reduces human error in variance, other reasons for variance is unexplained, possible problems with rounding or product pricing in the system. It has been picking up total transactions for each day.

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

STAFF MEETING REPORT
Staff delegates to this meeting: Gareth and Aidan

• Cleo’s milk: 1 bottle per person per day is now the limit.
• No routine holding of bread for customers anymore (except at staff discretion)
• Volunteers being placed in staff (ie. paid) roles: Staff are uncomfortable with this possibility and MC agrees
• Burnout and overload. Possible buddy system to be implemented by staff to cover when people are sick and to prevent burnout
• MC feels that a system needs to be initiated where decisions and procedures made by staff become staff policies, which are recorded on our database and in the Shop Coordinators' Manual. This is to stop the loss of information and to militate against hierarchies. Should these be called “procedures” not “policy”? Or MC Policy and Staff Policy? To reiterate, AH policy is made by MC and can only be changed by MC. Changes to co-op policy need to be bought before MC prior to any changes being made (eg. staff leave).

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

F & V PRODUCE

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

GROCERIES

• Bulk liquids storage containers
Q: Where will we store the bulk 20L containers if we are only putting 10L “jerry cans” on the floor of shop? A: Stephen is looking into storage, also looking into inverters to help in any decanting process which would mean there would be no body weight required to up-end container.
More discussion needs to occur as some liquids sell out daily so is it worth having smaller containers and we are curious as to which new products would be possible with the extra space?

Proposal: That the report be accepted in lieu of the Coordinator’s presence.
Lara/Linda CARRIED

CORRESPONDENCE

• Stephen Honey’s resignation as Stock Coordinator (Groceries Coordinator) was tabled, effective September 11. MC and staff to follow the same procedure to fill this position as was followed for the Co-op Coordinator's position. Staff need 2 delegates to meet with MC to revise/discuss role. The timeframe for this will be emailed by Lara.
Current staff will have the opportunity to apply once it’s advertised.

• Registry of Cooperatives Annual Report is pending. We will produce this for the AGM and publish it before December 28. This report requires a financial report, coordinator reports and audited financial statements. All MC are to email their addresses, when they started on MC and D.O.B. to Warren for the completion of this report

Proposal: That correspondence be accepted. Gemma/Linda CARRIED

FOOD GRANTS
Nil

CURRENT MATTERS

MC WORK AREAS/DIVISION OF LABOUR
• It was suggested that MC members specialise in certain areas, not to take over from staff but to ensure that all tasks are enacted. The people in these roles have the power to make decisions and will hopefully reduce the workload for all MC. This proposal will be passed as policy in coming months. The areas are as follows:
1. Chair: organising, general tasks
2. Secretary: recording and documentation
3. Treasurer: financial
4. Employment (2 people): staff liaison, recruiting
5. Outside world (2 peoplel): fundraising, marketing, e-news, volunteers

POLICIES AND PROCEDURES
• MC acknowledges that many AH policies are outdated, the new Co-op Coordinator cannot be expected to work without a policy revision so changes need to be made soon.
The proposed process is: to draft policy, ask for staff input and then policy will be adopted at the next MC meeting.

STAFF REQUEST FOR UNPAID LEAVE
• Olivia Lovell requests leave from September 8, 2008 until the beginning of March 2009, and would like to return to her position when she returns if possible.

Proposal: That AH approve the requested leave for Olivia Lovell (September 8, 2008 to beginning March 2009) and seek to fill Olivia’s shifts from existing staff but to empower Genevieve to facilitate the process to employ a new staff member (on a 6 month contract) if needed.
Nassim/Katherine CARRIED

URBAN ORCHARD PROJECT
• The project is based on swapping which could be done in the AH backyard and could have a money-making activity on the side if anyone has any bright ideas. Renata hasn’t mentioned this to staff yet but it seems to be a possibility.

OTHER MATTERS

FUNDRAISERS
• Spring party: AH used to organise an anuual fundraiser for a number of years. But these ended about five years ago due to burnout and too few organisers. They were a great way to bring our community together and now might be the right time to start them again.

BUSINESS PLAN (Nassim)
Priority areas for next 12 months
Stabilise finances of co-op in light of increased expenditure
Increase revenue
Reduce expenses
Increase wages
Promotion/marketing
Increase shop area
Improve member service
Increase participation
Increase sponsorship, donation

Proposal: That AH organise a Business Plan dinner for Thursday September 4 to prioritise these ideas and discuss ideas. Participation is voluntary.

CO-OP COORDINATOR.
Applications close July 25.
MC on interview panel: Nassim, Katherine
Staff on interview panel: TBA
Interview dates: Thursday August 31, Friday September 1

NEXT MEETING
Chair: Gemma
Minutetaker: Lara

Meeting closed at 9:20pm