MC Meeting Minutes Monday October 12, 2009
The September meeting was delayed to Oct. 12.
Meeting opened: 7.30pm

ATTENDANCE
MC: Genevieve Derwent, Jo Rose (minutes), Sam Byrne, Linda Grkinic (facilitator)
Others/visitors: Monika Baumann (Groceries Coordinator), Aidan Calabria (Shop Coordinator), Julia Gray (Finance Coordinator)
Apologies: Nija Dalal (Co-op Coordinator), Stevie Bee (Info Coordinator), Amity Lynch (Shop Coordinator)

CONFIRMATION OF PREVIOUS MINUTES

Proposal: That the August 2009 minutes be accepted.

PROPOSALS CONFIRMED BY EMAIL

Proposal: That the June and July 2009 minutes be accepted.
Genevieve/Sam CARRIED

Proposal: That the food grant be approved. Genevieve/Sam CARRIED

Proposal: That the Alfalfa House Budget 2009-10 be adopted. Genevieve/Sam CARRIED

MEMBERSHIP

NEW MEMBERS

Proposal: That Alfalfa House accept applicants with membership numbers 5596–5648 (except for 5619) as members. Jo/Genevieve CARRIED

RESIGNATIONS and FORFEITURES

Proposal: That Alfalfa House accept the resignations of members 4463 and 4950 be accepted and that shares of members 2786, 2811, 2884, 2943, 3010, 3030, 3157, 3354, 3417, 3551, 3557, 3564, 3660, 3708, 3935, 3968, 4163, 4209, 4297, 4319, 4349, 4407, 4442, 4460, 4481 be forfeited.
Sam/Linda CARRIED

STAFFING

Proposal: That Alfalfa House accept the appointment of Helena Syrett as a Shop Coordinator as of September 15, 2009. Sam/Genevieve CARRIED

Proposal: That one day of leave be approved for Amity Lynch. Sam/Genevieve CARRIED

OCCUPATIONAL HEALTH AND SAFETY (OH+S)
• Monika raised the problem of lifting heavy boxes and that two staff are required for this task. It is planned to amend the existing counter signage to inform customers that the till is briefly closed while staff are busy with lifting.

REPORTS

FINANCE
• Reasonably strong month, some annual expenses were recorded.
• The budget seems to be workable and looking at expenses quarterly is proofing useful.

CO-OP COORDINATOR
• Julia raised that with Christmas approaching that planning needs to commence for promotions, staffing and shut down.

Proposal: That the shop close from Christmas Day and reopen on Tuesday Dec. 29, then open the usual hours on Tuesday Dec. 29, Wednesday Dec. 30. On New Years Eve, Thursday Dec. 31, the shop closes early (staff to determine best time for closing) and remain closed for New Year's Day (Jan. 1). Option for staff to work on Sunday Dec. 27 if the shop requires a clean. Staff to decide on closing time for New Year's Eve and Christmas Eve before October MC meeting. Linda/Jo CARRIED

• The AGM be followed by a small catered function.

Proposal: That expenditure for catering for the AGM be approved.
Jo/Linda CARRIED

Proposal: That the report be accepted. Sam/Genevieve

F & V PRODUCE

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

GROCERIES

• Monika requested that extra funds raised from gravity bin fundraising be used to pay staff overtime. Monika will email a proposal.

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

STAFF MEETING (Presented by Dave (staff delegate))

• The safer spaces policy has been added to the Vollie folder. MC will discuss this next meeting.
• The till rearrange is complete and has resulted in more efficient working arrangements.

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

CORRESPONDENCE none

FOOD GRANTS

Proposal: That Alfalfa House approve a food grant for the WAYS Youth Service. Linda/Jo CARRIED

CURRENT MATTERS

SUPPORTING OTHER CO-OPS AND FOOD GRANTS
• Monika gave background to new procedures for food grants. Following discussion, Monika to amend wording to note that food grants are for a maximum $100 at the XD rate (extra discount rate of 25%) rather than the retail price. Monika will circulate revised procedure for approval at October 2009 MC meeting.
• MC supported the intent of the change to procedures
• Auditor suggested that food grants be posted against 'Donations'.

POLICY
• Nija suggested that policies for Structure and Products be created.

Proposal: That these policies were not required at this stage and that these headings could be removed. Sam/Genevieve CARRIED

BUDGET 2009-10
Proposal: That the meeting recommends that Alfalfa House thank Teddy Cook for his hard work as Treasurer and MC member. Sam/Jo CARRIED

MODERN RETAIL INDUSTRY AWARD/STAFF EMPLOYMENT CONDITIONS
• Discussion on the new award and the merits and disadvantages of a collective agreement, the award and common law contract. Genevieve to email a summary of the points of the award to staff and to attend the staff meeting to talk with staff.

LONG-TERM GOALS
• Discussion on a proposal to buy own premises and/or expand to a second store or move to bigger premises. The idea of working to buy premises was generally supported though it was noted that it was important to improve staff conditions (wages and hours worked) whilst savings are being accrued. The idea of a second store was not supported. There was also a suggestion to raise funds to start a building fund. Staff to discuss long-term goals at the staff meeting.

Proposal: That the Management Committee endorses buying a building as a long-term goal of Alfalfa House. Jo/Genevieve CARRIED

AUDITOR'S REPORT
• The auditor questioned expenditure on extending Filemaker and has suggested AH create a contract that covers the parameters of work to be undertaken and the contract’s end date.
Motion
Proposal: That Alfalfa House endorses the draft contract for Phil Byrne to be sent to the auditor on September 13. Jo/Linda CARRIED

350 DAY
• MC is happy for staff to decide on what is practical in the timeframe.

LEASE
• Discussion on options presented by landlord to separate the two spaces so that Alfalfa House only leases downstairs. Landlord has offered a 3–5 year lease at a reduced rent. Staff to provide feedback on whether moving offices upstairs would be valuable and whether they feel AH can operate at the present premises for the next 3-5 years.

CITY OF SYDNEY GRANT
• City of Sydney has been invoiced and an updated proposal forwarded to the Council.

Meeting closed: 10pm