MC Meeting Minutes Wednesday November 26, 2008
Meeting opened: 7.30pm

ATTENDANCE
MC: Genevieve Derwent, Linda Grkinic, Sarah Cook, Jo Rose
Others: Renata Field (F+V Coord), Monika Baumann (Groceries Coord), Julia Gray (Bookkeeper) Stevie Bee (Contractor), Sarah Bock (Member), Andrew Savva (Auditor)

Apologies: Nassim Arrage

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

BUSINESS ARISING FROM PREVIOUS MINUTES
Outstanding Actions:
Safer Spaces Policy That the sample policy provided by Lara be amended to Alfalfa House language and put on website. Stevie to place link in e-news and invite feedback and discussion.

MEMBERSHIP

NEW MEMBERS
Proposal: That Alfalfa House accept applicants with membership numbers 5167-5217 as members.
Genevieve/Jo CARRIED

RESIGNATIONS
Proposal: That Alfalfa House accept the resignations of members 1898, 2504
Sarah/Linda CARRIED

FORFEITURES
Proposal: That Alfalfa House cancel and absorb the shares of the following members as per the Rules of the cooperative.

44, 85, 189, 469, 648, 891, 1153, 1213, 1235, 1247, 1253, 1414, 1558, 1637, 1667, 1688, 1691, 1702, 1708, 1728, 1758, 1760, 1768, 1775, 1787, 1793, 1803, 1810, 1825, 1831, 1852, 1854, 1866, 1875, 1879, 1887, 1891, 1893, 1931, 1936, 1937, 1944, 1969, 1983, 1990, 1994, 2031, 2033, 2035, 2044, 2046, 2056, 2060, 2066, 2082, 2086, 2089, 2093, 2099, 2100, 2101, 2103, 2111, 2120, 2122, 2126, 2142, 2170, 2172, 2199, 2202, 2203, 2214, 2228, 2231, 2247, 2248, 2255, 2275, 2280, 2284, 2286, 2289, 2301, 2302, 2331, 2333, 2335, 2338, 2339, 2340, 2344, 2360, 2365, 2366, 2376, 2377, 2378, 2379, 2380, 2381, 2390, 2392, 2398, 2406, 2411, 2408, 2424, 2436, 2440, 2462, 2470, 2480, 2482, 2490, 2674, 2435, 2441, 2442, 2446, 2451, 2468, 2472, 2495, 2498, 2505, 2506, 2507, 2508, 2529, 2548, 2551, 2566, 2571, 2558, 2560, 2573, 2580, 2582, 2583, 2609, 2610, 2619, 2626, 2643, 2645, 2659, 2664, 2678, 2679, 2682, 2687, 2688, 2689, 2691, 2701, 2707, 2708, 2711, 2718, 2720, 2721, 2723, 2730, 2731, 2733, 2746, 2756, 2757, 2758, 2760, 2762, 2770, 2793, 2796, 2797, 2798, 2799, 2800, 2801, 2808, 2820, 2831, 2834, 2856, 2859, 2866, 2878, 2881, 2889, 2901, 2922, 2932, 2950, 2960, 2966, 2969, 2972, 2981, 2982, 2986, 2989, 3012, 3016, 3018, 3025, 3027, 3032, 3036, 3042, 3047, 3050, 3054, 3067, 3073, 3075, 3079, 3080, 3090, 3095, 3102, 3115, 3118, 3125, 3129, 3130, 3138, 3145, 3152, 3156, 3162, 3173, 3177, 3191, 3193, 3202, 3205, 3208, 3211, 3213, 3214, 3228, 3233, 3236, 3244, 3248, 3257, 3269, 3278, 3281, 3282, 3283, 3285, 3287, 3288, 3290, 3291, 3306, 3308, 3316, 3322, 3343, 3350, 3358, 3382, 3386, 3400, 3420, 3421, 3443, 3458, 3461, 3464, 3468, 3480, 3509, 3518, 3541, 3552, 3568, 3570, 3573, 3583, 3585, 3604, 3607, 3632, 3642, 3723, 3744, 3870, 3926, 4022, 4103, 4868

Genevieve/Jo CARRIED

REPORTS

FINANCE

• October delivered a $20,000 (approx.) loss with Year to Date coming in so far at a $26,000 (approx.) loss.
• Contributor is that appropriate financials detailing expenditure against income have not been available. Cost of Sales expenditure will be monitored closely from now on with F & V and Groceries Coordinators to work to significantly reduced spending budgets.
• Restocking when new Groceries Coordinator started has also contributed to recent spike in expenditure. Price lists needed from existing suppliers ASAP. Price lists essential for all new stock. Julia and Monika will go through past invoices to identify how much has been spent recently.
• Renata: concerns about time involved in entering required data. Also concerns about way process handled, would have like more consultative approach. Feels it will take two months to update required data. Didn't think finance sub-committee was able to make decisions. Believes decisions made in a larger framework is preferable. Felt a knee jerk reaction.
• Sarah: recognised that systems around ordering were very poor. Great to hear Renata and Monika have ideas on how to gather data required. Suggested avoid data entry to do this. Avoid anything that takes serious extra time to find out where we're at. Sarah is happy to work with Renata and Monika to support the process. Very important for us to agree and accept that we're in financial trouble.
• It was identified that the $20,000 set aside to cover memberships was not needed, this has helped our cash flow but more is needed..
• Nija and Monika to analyse what part of Monika's role is critical priority and what areas can be shelved for time being as well as identifying what areas vollies can help with.
• Finance meetings to be held 1 week before MC meeting, and report at MC meeting. Renata to be part of finance committee.

Proposal: That the F & V budget be set at $10,00 per month for the next two months and that the Groceries budget be set at $40,000 per months for the next two months, after which both will be reviewed.

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

STAFF MEETING REPORT
• Presented by Nija. At staff meeting, didn't really come up with anything not already on MC agenda. Made decision not to have contractors in shop if Shop Coordinators not present. No keys are to be provided. Generally there is to be no after-hours access.

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

F & V PRODUCE

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

GROCERIES

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

CO-OP COORDINATOR

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

CORRESPONDENCE None

FOOD GRANTS None

CURRENT MATTERS

AH's Auditor, Andrew Savva was invited to address the meeting.

Noticed transient set up so continuity of people doesn’t exist. Generally speaking, AH seems to be going backwards. Figures going backwards and the shop needs overhaul in just about every facet of operation. Turnover needs to be improved. From outside, seems haven't identified where target is, who we want to attract. Place looking run down and tardy. Crunch time to make difficult decisions - or will miss chance. No budgeting or planning. Sometimes well meaning people with best of intentions come along. They either give up or move on. Need to make some difficult decisions.

Suggestions from Auditor:
• Place needs a major overhaul.
• No one sees it - have great potential exposure with Enmore Theatre across the road. What will attract people to the shop?
• Philosophy that profit is a dirty word. It's not. We're not a corporate. Not out solely to make money. But making a surplus is essential.

• Sarah explained that AH now has a budget, which we haven't had in past. Some new processes about what we do. Tighter accounting.
• Andrew emphasised tightening was important, but increasing turnover essential. Asked if AH had thought of how to raise money to brighten the place up, e.g., fundraising, sponsorship. When he went to Newtown Festival didn't see anything representing AH. That was an opportunity to let people know we're around.
• Stevie noted that membership was growing at 40 per month / 2000 per year. Issue is not growth in membership, it's why people don't shop more often and spend more per shop. Average spend only $28 per shop.
• Andrew said no incentive for shoppers to look around and find out where things are. See what is in every white bin, e.g., not attractive with no colourful signage. Suggested a fresh coat of paint to brighten the place up. Major facelift/refurbishment, better containers, better presentation needed to start with.
• Genevieve suggested a staged plan to tackle facelift/renovation.
• Discussion about potential to make membership annual instead of for life. Stevie pointed out several years ago AH was two months from closing when it was decided to make membership based on a share with no annual membership fee - as people were not prepared to pay.
• Sarah: we currently have very limited potential to extract data from our systems. Important to know who our target market is and how to inspire people to shop more, but current systems not able to do provide this information. Also suggested changing profit to surplus, and referring to development money.
• We have a good product. Fresher. Has to be cheaper as doesn't have packaging.
• Working group to do a blitz on the co-op's exterior. Jo, Julia, Stevie to be Blitz Coordinators. Call for vollies in next e-news.

Proposal: That an Alfalfa House Blitz Committee begin work on improving the exterior of the shop front.
Genevieve/Sarah CARRIED

• Genevieve will put Business Plan on next agenda - go back to follow up on what people undertook to do.

MURAL
• Want mural that fits with key focus of the co-op, i.e., selling food. Set parameters to showcase produce. Advise current artists if they want to work within these parameters or if not, ask how much work they've already put in and give them equivalent XDs. Unclear if this has been communicated with artists. Nija to clarify with Katherine.
• When have decision from artists will decide on next steps. If mural can be resolved in near future it can become part of the exterior blitz project. If mural will take considerable time to resolve should not hold up exterior blitz.

ANNIVERSARY PARTY
• To become a 21st Birthday party in 2009. Nassim has said he's happy to work on projects and is experienced in organising parties. Will ask if he's prepared to come to Dec. MC meeting with proposal for a fundraising party to be held in 1st quarter 09. Action: Genevieve to talk to Nassim about party proposal.

GRAVITY FEED BINS
• Sarah suggested asking for grant from Marrickville Council. To install some gravity bins and see if there is a direct link between gravity bins and sales. Other option (possibly do both) is ask for bin sponsors.
• See if bin maker will supply a bin for display. Make xmas tree display. Hang vouchers/tags for gravity bin sponsorship (e.g., $10, $15, $20 options or people donate in units, e.g., 14 units - $10 per unit - equals a whole bin); similar to gift tags hung on fundraising Xmas trees at major department stores. Tiered incentive to give more. E.g. If buy whole bin ($100) get 3 XDs. If pay $50 get 1 XD. Nija to come up with proposal for how tiered incentive system might work. To email within next week.
• Sarah knows a carpenter who is up for work at the moment and who may be able to assist.

eNEWS
• Suggestion that the eNews be published after MC meeting rather than before, ie, eNews to come out at the start of the month.
• Stevie likes idea, but concern not a lot of time after MC meeting. Clarified that can still draft eNews before MC meeting then update to incorporate key issues from meeting prior to release.
• Stevie to work towards 2009 issues of eNews to come out at start of month (from Feb onwards) and incorporate key points for MC meeting in previous month.
Genevieve/Sarah CARRIED

SEASON DISCOUNT
• Jo to propose marketing ideas at Dec. MC meeting.

MARKUPS
• Deferred until Dec meeting.

ANNUAL LEAVE POLICY
• Renata to email. Will consult via email and finalise at Dec. MC meeting.

PERFORMANCE APPRAISALS
• Genevieve and Nija to discuss finalising template for performance appraisals. Will consult/communicate via email.

OTHER CO-OPS POLICY
• Monika has emailed already. Communicate via email and ratify at Dec. MC meeting.

END OF YEAR PARTY
• Propose get together for MC, staff and volunteers. Nassim has offered to use housing co-op where he lives. Any Thursday or Frdayi evening. Or Saturday or Sunday. Renata to raise at staff meeting to decide on dates. Friday night may be best. Renata to email date after next staff meeting.

OTHER MATTERS

• Can't have next MC Meeting on 4th Wed of month due to Xmas. Move to week 3rd week, Dec. 17.

• Festive Gift Vouchers - Nija to follow up promotion in shop. Monika suggested promoting in 2 page xmas card. Stevie and Monika to discuss ideas for 2 page xmas card. Renata and Monika would like to organise Xmas hamper raffle to draw winner at end of year party. Renata to price tickets to ensure make surplus from raffle. Suggest $3 each or 4 for $10. Jo suggested could cross promote raffle with gravity bin sponsor drive. Renata and Nija to discuss cross promotion.

Meeting closed at 9.45pm