Management Collective meeting: Thursday 12th June 2008
From ANU Food Co-op Wiki
The ANU Food Co-op
Board Meeting – Minutes
Kingsley Street, Acton (opposite Toad Hall). Telephone: (02) 6257 1186
Thursday 12th June 2008 6.30 pm start
Contents |
Attendees
Dominika Grossy (Co-Manager), Sarah Aylott (Co-Manager), Greg Carman (Treasurer), Cedar Newton,
Michael Wilson, Heather Boyer, Tessa McDonald, and Kate McCarthy (Secretary).
Apologies
Valli Rao and Alan Jeynes.
1) Previous Minutes
The minutes of the May 2008 meeting of the Cooperative Board accepted.
2) Matters Arising from Previous Minutes
Kate requested she be involved in the processing of the older records to ensure legal requirements are met.
(rest by Agenda Item No.)
1. Greg referred to email messages about progress sent to Board.
2. Greg identified issue with meters being combined. Could be difficult to separate usage between occupants.
3. See Manager’s Report
4. See Manager’s Report
5. See Manager’s Report.
3) Correspondence in/out
OUT
1. Registrar regarding process necessary to increase fees.
2. Australian Taxation Office advising of contact officers.
4) Treasurer’s Report
Treasurer circulated the statement of Food Co-op’s financial position as at the meeting date (June 12th).
5) Manager’s Report
Sarah identified improvements completed by Mark prior to his departure including benches, shelving and cupboards in shop area, shelving in kitchen, storage and coolrooms as well as the loading dock, picnic tables and stools, and signs . Board agreed this will assist with efficiency of the management of the Coop.
The large cake display cabinet is to be sold.
Sarah advised that distributors will take back the produce waxed boxes. Sarah undertook the waste audit, advising more can be done in conjunction with ANU Green but required significant hours of work and attendance at monthy forums.
Sarah bought the following items to the meeting (by Agenda Item No.)
1. David Lamont from ANU Exchange has reported that the delays with the parking signs are down to some hold-up in getting the signs made and installed.
2. Probably too expensive to retrofit separate electricity meters for the three ROCKS tenants, so we will have to come up with a formula for splitting the bill for the common meter.
3. Trixie disclaimer checked by lawyers and others – not formal endorsement but considered to be good. To be incorporated in Co-op records with copy held in Trixie with stall procedures. Greg advised our insurance broker had assured him the Co-op insurance policy covers volunteers on Co-op activities, including when in transit to outside activities on Trixie.
4. All fundraising money used for improvement projects including paying wages to Mark, Scott and Danny for work undertaken.
Accounting for fundraising events has been very limited. It was agreed that it would be preferable for events to be conducted by someone from outside the Board with a budget cap for each event. Consideration given to us keeping the provision of food and for the entertainment to be undertaken separately with vouchers and stamps for Events Coordinators.
Mark’s superlative efforts in conducting past events was acknowledged by the Board.
5. Sarah explained her reasons for leaving and apologised to the Board. Dominika thanked Sarah for her support and work in the transition after Mark’s departure. Sarah’s efforts were acknowledged by the Board.
Extensive discussion on Manager/s position/s.
Lack of Coordinators discussed. Tessa to continue her survey of Coordinator attitudes.
Board acknowledged it is early days with new management regime getting to understand what is needed and to consider how best to progress forward.
Board to consider these options until July meeting, in the meantime accepting Dominika’s offer to carry all the managerial responsibilities within her existing hours.
Sarah presented a record of takings for May and early June. This can be produced in the future by Deb on MYOB. Alan has progressed with checking commercial POS software and should report to the July meeting.
6) General Business
(per agenda item numbers)
1. Product information probably direction for Co-op. Sarah has information to assist and advised that Liz at Environment Centre can also assist with information. Further discussion to be held over until next meeting.
2. Paper on principles to be discussed at future meeting. Ethics and values issues to be considered before purchasing. Consider cheap V organic V home grown. Dry goods and fresh fruit and vegetables have different consideration. Board was advised of new Co-op in Jamison.
3. Deferred to July meeting
4. Deferred to July meeting
5. The Board decided that workers for projects should only be paid as employees to be sure insurance cover etc is adequate. Must fill out taxation paperwork for payments above $70 per week, not required if paid in lesser amounts.
6. Investment needed on Coordinators. Further discussion deferred to July meeting.
7. Discussion on increasing electronic banking including direct debit of salaries. More information needed regarding access, passwords, security etc. Deb to advise on procedure.
Discussion on wages which must be paid against an award.
To eliminate the need for Manager to work on Saturday, the orders can be placed on Friday even without latest details from suppliers as the Manager is aware of the stock usually held.
7) New members approved
List of new members read out and approved.
8) New coordinators approved
Chris Bennets-Cash, Catherine Bennets-Cash and Trish Roan approved. Thursday coffee may again be possible if more Coordinators come on board.
Next meeting
The next meeting is scheduled for 6.30pm, Thursday 10 July 2008, at the ANU Food Co-op, Kingsley Street, Acton (opposite Toad Hall).
Meeting finished 8.50 pm
