Facilitator: Toby
Notes: Kevin
Attendees: Toby, Laina, Vicki, Liz, Kevin, Anneka (Phone)
Apologies: Anna, Indy, Jen
Meeting Open: 15:15
ACTION ITEMS
- Toby: Talk to Izzy about wholesale shop before Christmas (Liz will help and send order)
- Kevin: Remind people on the chat to use the shopping list.
- Vicki and Javad: Ask Sahar about what she needs from the wholesale shop.
- Kevin: Kevin to inform Communify of Christmas event and closing dates.
- Toby: Find co-ordinator for Christmas event; talk to Sahar about cooking on the day
- Toby: Create Facebook event for Christmas Day
- Vicki: Fully research implications of SPER registration
- Liz: Find affordable trolleys
- Kevin: Sharpen knives
- Liz: Buy some new knives
- Kevin: Check on attendance requirements for AGM
- Kevin, Vicki, Liz, Anna: Prepare organisation and financial report for AGM
- Kevin: Kevin to follow up with Nic Cooper to discuss obligation and to learn more about what is required for license.
- Anneke: Update jobs list on fridge
- ??? Organise a group of volunteers for deep clean when kitchen closed.
- Liz: Buy more tongs
Shopping (Laina)
- Shoppers unsure about what to buy.
- ACTION: Toby will talk to Izzy about wholesale shop before Christmas (Liz will help and send order)
- ACTION: Kevin will remind people on the chat to use the shopping list.
- ACTION: Vicki and Javad to ask Sahar about what she needs from the wholesale shop.
Holiday season (Kevin)
- Closed from 26th of December until the 17th of January i.e. reopening on the Thursday the 18th.
- Christmas: open 10:00 until 6:00; bring a plate; co-ordinator TBD.
- ACTION: Kevin to inform Communify.
- ACTION: Toby to find co-ordinator; will talk to Sahar about cooking on the day
- ACTION: Toby to create FB event.
SPER Registration (Vicki)
- Register to accept community service volunteers in place of fines
- The group will consider support on a case-by-case basis.
- ACTION: Vicki to fully research implications of registration
New trolleys (Laina)
- There a problems with the wheels on the existing trolleys
- ACTION: Liz to find affordable trolleys
Knives (Laina)
- ACTION: Kevin to sharpen knives
- ACTION: Liz to buy some new knives
Appointment of new treasurer (Kevin)
- Shahni resigned as treasurer on the 3rd of September.
- Vicki (president) and Mel (secretary) have appointed Anna as the treasurer from the 10th of December. Anna is has been doing the book since April/May and has accepted the position. The position will be up for election at the AGM.
AGM (Kevin)
- Notify membership 14 days before meeting
- Needs to be within six months of the end of financial year i.e. before end of December 2023
- Meeting components:
- President's/organisational report
- Financial report - present a report that has been validated by treasurer or president
- Election of office bearers
- Meeting only needs to cover time from incorporation to end-of-financial year i.e. 13th of March - 30th of June 2023
- Annual return needs to be submitted to the Department of Fair Trade, one month after the AGM.
- "In name only" Office Bearer Positions:
- The "in name only" positions are not working as much of the work required to keep the association running is not done.
- Alternative proposal: the office bearers are responsible for the formal aspects of the association. e.g. a working group may run the finances but the "treasurer" is responsible for the official financial records and signs off in an official capacity. (Accepted)
- Toby has volunteered to be the facilitator.
- Date/time/location: Wed 27th of December 3:00pm (Online)
- ACTION: Kevin to check on attendance requirements
- ACTION: Prepare organisation and financial report (Kevin, Vicki, Liz, Anna)
Food licensing (Kevin)
- Anneke:
- Nic Cooper and and an inspector from Environmental Health (both from Brisbane City Council) visited on the 19th of October.
- They seemed very supportive of the kitchen operation.
- They indicated that a food license was required as food was being "sold" and FS are "vendors"
- They indicated that a number of changes were required to the kitchen for licensing e.g. new sink, commercial dishwasher (all of Communify have committed to provide)
- ACTION: Kevin to follow up with Nic Cooper to discuss obligation and to learn more about what is required for license.
Kitchen (Laina)
- The rostered volunteers are not cleaning the kitchen at the end of day
- Vicki is often left to clean up
- Toby: there aren't enough experienced people to organise the work through the day and to communicate standards
- ACTION: Anneke to update jobs list on fridge
Additional kitchen opening day
- Mel S. has suggested she can bring her own group of volunteers for one day per week
- Group feels that a reconciliation process is necessary and the topic will be discussed again in January.
Deep clean:
- As customary, a deep clean will be done while the kitchen is closed over the Holiday Season break.
- ACTION: ??? will organise a group of volunteers to do this.
Other matters
- Tongs have gone missing; difficult to be food-safe
- ACTION: Liz will buy more tongs
Meeting Closed: 18:01