MC Meeting Minutes Wednesday March 30, 2009
Meeting opened: 7.30pm

ATTENDANCE
MC: Genevieve Derwent (Chair), Teddy Cook, Jo Rose, Sam Byrne (Minutes)
Others: Monika Baumann (Groceries Coordinator), Nija Dalal (Coop Coordinator), Renata Field (F+V Coordinator), Aidan Calabria (Shop Coordinator), Stevie Bee (Info Coordinator), Rose Radiciic (visitor)
Apologies: Linda Grkinic, Nick Friedl, Amity Lynch

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 5321-5357 and 5361-5364 as members. Teddy/Jo CARRIED

Note: Nija is investigating why numbers 5358-5360 were skipped.

RESIGNATIONS
Proposal: That Alfalfa House accept the resignations of members with membership numbers 2162, 3122, 3146, 3175, 3204, 3722, 3852, 4186 and 4453.
Teddy/Jo CARRIED

FORFEITURES
Proposal: That Alfalfa House forfeit the memberships of the members 113 and 545.
Teddy/Jo CARRIED

STAFFING

Proposal: That Alfalfa House accept the resignation of Anika Vinson as Shop Coordinator effective May 28, 2009. Jo/Teddy CARRIED

OCCUPATIONAL HEALTH AND SAFETY (OH+S)

• The landlord has the hole in the floor near Monika’s desk repaired, but further repairs are needed.
Action: Nija will work with Stevie to put a note in the eNews to seek help from members to make further repairs.

• A new process has solved the OH+S issue regarding the filling of gravity bins.

REPORTS

FINANCE
• The balance sheet is healthy with approximately $14,500 equity. The surplus for February was $8038.68. The surplus year to date is $1726.34 and the revenue year to date is $716,303. The surplus for March should be approximately $11,000.

Proposal: That the Treasurer’s Report be accepted. Jo/Sam CARRIED

CO-OP COORDINATOR

Proposal: That Olivia Lovell (Shop Coordinator) be employed for two hours a week to work on a new Shop Coordinator Manual, contingent on a review plan being submitted within two weeks that includes how long it will take.
Teddy/Jo CARRIED

Action: Teddy and Nija will work on quotes for banners.

Action: Nija will ask the computer network people to write up a plan for the work and send a quote, with Phil volunteering his time.

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

F & V PRODUCE

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

GROCERIES
• A trial of some larger gravity bins was supported in principle. Rose’s partner Dave will assist with installation.

Proposal: That AH price Bonsoy soy milk as a “loss leader” at the following: non-members - $4.90, members - $4.41 and XD - $3.68. Teddy/Jo CARRIED

• The winner of the March raffle was Danny Hirschfield.

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

STAFF MEETING
Staff delegate: Aidan

• The imperfect seals on the gravity bins will be further investigated. Staff supported endorsing the Food Fairness Alliance Summit. Nija is looking at the contract arrangements for Stevie as a casual Shop Coordinator. Staff have discussed the proposed staff appraisals process and will discuss further the question of peer review anonymity. The Treasurer’s report will now go to staff meetings but the Treasurer is not needed to present.

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

CORRESPONDENCE None

FOOD GRANTS

Proposal: That a food grant as per policy be made to Jura Books. Genevieve/Jo CARRIED

CURRENT MATTERS

REGISTRY OF CO-OPS LETTER
Action: Teddy will prepare and circulate a response to Exception 5.

• In relation to Exception 6a, from now on, the Treasurer will now sign off on the monthly bank reconciliation, a monthly list of payments made and a monthly list of aged creditors provided by the Bookkeeper.
• In relation to Exceptions 6b, 6c and 6d, MC noted the Registry's concerns and is considering further risk management procedures including extra insurance.
• In relation to Exception 6e, the Bookkeeper and Coordinator will develop internal and cash control procedures for implementation in the procedures manual.
• In relation to Exception 7, MC is actively seeking other MC members and is confident that by the end of April there will be a full complement. Furthermore, MC is considering proposing to members a change to the Rules to provide for a minimum and maximum number of MC members.

CITY OF SYDNEY LOCAL COMMUNITY GRANTS PROGRAM
Action: Sam will pull together a draft application for comment.

MARRICKVILLE COUNCIL'S WATER PLANNING FUTURE
Action: Jo will be our contact for this program.

STALLS: FAIR TRADE FIESTA ND MARRICKVILLE COUNCIL'S SUSTAIN
• Fair Trade Fiesta is supported, but not actively with a stall.
Action: Jo will coordinate our Sustain stall.

MARKUPS
• There will be further discussion of recommended changes at the staff meeting.

NEW PRODUCTS
• New products were discussed.
Action: Groceries Coordinator to provide a report on deleted items.

BUSINESS CARDS
Action: Teddy and Nija will work on quotes bundled together with the banner.

STAFF CONTRACTS
• Discussion deferred to the next meeting.

POLICY REVISIONS
• Discussion deferred to the next meeting.

MURAL
• A mural working group meeting is set for tomorrow.
Action: Sam to provide contact details of Marrickville Council’s murals person.

BUDGET 2009-2010
Action: Teddy will provide a draft budget at the next meeting.

CHANGE TO EX-MC XD POLICY
Proposal: That all previous decisions on this issue be revoked. That once a member leaves the MC then their XD ceases.
Genevieve/Sam CARRIED

OTHER MATTERS
Action: Nija will develop a job description for Cleaning Coordinators for discussion at a future meeting.

Meeting closed at 9.45pm