Management Collective meeting: Sunday 11th September 2005
From ANU Food Co-op Wiki
- Venue
- ROCKS Meeting Room
- Present
- Lucia, Cedar, Grace, Greg
- Apologies
- Ceilidh, Julian
- Facilitator
- Greg
- Members
- Madeleine, Alistair.
- Visitors
- Adrian, Dioni, Timothy.
August 14th minutes read and accepted by consensus with one amendment ('fresh' added to food).
Contents |
Business arising
- Assets record ?
- ANU liaison ?
- Website: volunteer section and volunteer/s to help Sam. Planned IT meeting did not eventuate. Grace has put member IT volunteers in touch with Sam Wilson.
- OHS survey is in process (by whom?). Posters for back care have not yet been made/located/displayed. ACTION: Cedar will try and track down back brace.
- Discount vouchers and GST claim deferred as Ceilidh absent
- Shop sign over door: Tanisha has submitted designs with the official name and logo as it appears on membership cards. The general consensus was to have the trading name in large lettering i.e.The Cooperative Food Shop and the official name either much smaller or omitted altogether. One suggestion was to display Tanisha’s paper designs with the official name inside the shop.
- Logo for membership cards and stationery. Current logo considered appropriate and acceptable (representing cooperation).
- Coordinator guidebook: Grace reported this as complete apart from IOU policy.
- Working group policy on reporting and submissions. Deferred as Julian absent
- Marketing report from David Jones: deferred due to time constraints
- Coordinator interviewing and recruitment: Lucia has prepared a list of suitable questions which Cedar finds acceptable.
Finance Report
Ceilidh absent
Shop manager's report
Grace made a request for critical comments of a personal nature to be dealt with face to face in preference to email. She felt that emails are too liable to promote misunderstanding. Celeste is away for a few weeks. Julie has offered to take her place as a last resort if we can’t find anyone else.
Renovation report
(from Julian) attached
Membership Report
New Members List attached (19, including one family membership)
General business
- Scales: It was decided not to offer the antique scales for sale.
- Letter to member: There was a great deal of controversy and heated discussion concerning a proposed letter ( approved by the Registrar) to ban a member of the old Food Co op, who has failed to complete an application form and also regularly acts in an inconsiderate manner towards coordinators and fellow members at the counter. The board made it clear to the visiting coordinators that we are legally and morally obliged to act. ACTION: Dione to obtain free legal advice, if available, to help protect the Food Co op from any possibility of libel action, and to report back to Lucia, who as secretary is responsible for preparing the letter.
- Postal Vote Result: All 21 votes were in the affirmative, thus making the proposed rule changes now legitimate.
- Meeting help: Biff’Ward’s offer to help us have better meetings is acceptable, date to be arranged.
- Coordinator training: Kathryn has suggested that coordinator training needs to involve both practical experience with the till and shoppers and also one to one tuition with a trainer. She is prepared to help with this, pointing out that she has had considerable experience in the Public Service in training personnel. Grace, the shop manager suggested that the one to one tuition could be undertaken by the shop manager.
Cedar left: No longer a Quorum Present for meeting
- Coordinator performance bonuses. Coordinators present not sure about their acceptance. Grace, the shop manager obviously not keen to be responsible for monitoring coordinator performance. She also pointed out that the manager only attends on four days a week so would be unable to observe all coordinators.
- IOU motion, rewording necessary for clarification. ACTION: Lucia
- Bulk order mark ups. Grace explained that the Food Co op made very little out of some bulk orders but quite a lot out of others. In general she felt this was a worthwhile service to members.
- Mark ups of members’ goods. ACTION: Grace to investigate mark ups of around 40%. No loss or freight costs involved with member consignments.
- Security door locking and electric water heater turn off. Part of coordinator training, which may have been neglected in the past. ACTION: Grace
- Soup and registration with ACT Health: ACTION: Soup made on Mondays to be put in fridge overnight and served hot only on Tuesdays. Thereafter any remaining soup to be served cold from containers in fridge.
- Madeleine as independent director. Formal Motion needed. Check rules for requirements. Deferred no quorum present.
- Spring clean, renovation. Money needed for shelf material, new bins, paint and brushes. ACTION: Expenses to be reimbursed for these materials.
- Used containers: Members take own risks. Direct dealings with non member public changes situation. Madeleine suggested that used containers could be sterilised at her place of employment across the road. For now coordinators only to be allowed to keep a store of containers for their own use only out of sight. ACTION 1: Investigate legal situation regarding used containers and bags. ACTION 2: Greg to investigate a source of new jars for the Co op to sell to shoppers.
- Black bins: Grace and Greg to sort out whether we can return to supplier and/ or sell to members (enquiries have been made) as they are unsuitable for our requirements as neither rat nor pest proof. Any proceeds must be used for same purpose as original grant application.
- Seal: ACTION: Lucia to investigate, no registration number needed according to Registrar.
- Children’s Christmas Party: Suggestion accepted for Food Co op families to attend LETS Children’s Christmas Party.
- Regular cleaning coordination needed. ACTION: Grace to organise.
Next meeting 11am Tuesday 11th October 2005
