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at beginning of meeting itself
author Henry Thompson <ht@markup.co.uk>
date Thu, 13 Jul 2023 17:40:35 +0100
parents 6c41e12f0d60
children a04d9c5bea3e
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1 <?xml version='1.0'?>
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2 <?xml-stylesheet type="text/xsl" href="../../../lib/xml/doc.xsl" ?>
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3 <!DOCTYPE doc SYSTEM "../../../lib/xml/doc.dtd" [
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4 <!ENTITY prev "https://www.dropbox.com/s/7leals7ain2hk1t/sesam-management-2023-06-06-minutes.pdf">
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5 ]>
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6 <doc>
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7 <head>
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8 <title>Minutes MHMC 2023-07-13</title>
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9 <title>Edinburgh Meeting House Management Committee</title>
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10 <author>Henry S. Thompson, Convenor</author>
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11 <date>Thursday 13 July 6:30 p.m., in 7 Victoria Terrace</date>
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12 <style type="text/css">.minute {margin-left: 1cm; border-left:
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13 2px solid red; padding-left: 2px}
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14 div.toc ul.naked {padding-left: 0 ! important}</style>
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15 </head>
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16 <body>
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17 <div><list type="1defn">
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18 <item term="Present:">Miranda Girdlestone (MG), Jackie Noltingk (JN), John
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19 Phillips (JP), Laragh Quinney (LQ), Sue Sierra (SS), Henry Thompson (HT)</item>
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20 <item term="Prevented:"></item>
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21 <item term="Copies to:">Marilyn Higgins (MH), Neil Turner (NT), David
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22 Sterratt (DS)</item>
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23 </list></div>
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24 <div id="next">
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25 <title>Date and time of next meeting</title>
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26 <p class="action" on="HT">Email membership for available weeks
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27 in September, then poll for date/time.</p>
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28 </div>
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29 <div id="arising">
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30 <title>Matters arising</title>
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31 <div id="a_1">
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32 <link href="&prev;#next">MHM_2023-06-06 1 Next
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33 meeting</link>
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34 <p>On HT: "Email membership ...": <name>Done</name>.</p>
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35 </div>
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36 <div id="a_p_6a">
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37 <link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20 6a bullet 3: Staffing</link>
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38 <p>Carried forward.</p>
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39 <p class="action" on="MG">Lone worker lanyard alarms.</p>
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40 </div>
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41 <div id="a_p_9c">
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42 <title><link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</link>
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43 9c: Fabric and maintenance</title>
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44 <p>Carried forward.</p>
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45 <p class="action" on="MG">Installing LED lighting.</p>
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46 </div>
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47 <div id="a_3.2">
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48 <title><link href="&prev;#PAT">MHM_2023-06-06</link> 3.2 PAT Testing</title>
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49 <p>Carried forward.</p><p class="action" on="MG">Draft a proposal and send it, noting our agreement, to the Safety Officer of AM
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50 Trustees.</p>
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51 </div>
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52 <div id="a_3.3">
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53 <title><link href="&prev;#PAT">MHM_2023-06-06</link> 3.3 Risk management
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54 strategy</title> <p>On JN: "forward MG anything we have along these lines".
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55 <name>Done</name>, see also <link href="#Risk">below under 4.1</link>.</p>
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56 </div>
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57 <div id="a_6.2">
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58 <title><link href="&prev;#staff">MHM_2023-06-06</link> 6.2 Ongoing staffing issues</title>
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59 <p>On HT: "Tell R&amp;L that they have to vacate." <name>Done</name>, with a minimum of fuss.</p>
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60 <p>On HT: "Ask DS for time at the next Affordability Group
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61 meeting (26 June 1200) for an informal chat with members of the MHC to discuss
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62 the flat(s)". <name>Not done</name>, see <link href="#flats">below under 6
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63 Upper Bow Flats</link>.</p>
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64 </div>
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65 <div id="a_8.2">
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66 <title><link href="&prev;#email">MHM_2023-06-06</link> 8.2 Email issues</title>
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67 <p>On HT, MG: "Meet with Majk Stokes (MS) to explore options, e.g. multiple folders,
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68 multiple email addresses". <name>Done</name>, but more work needed. See <link href="#email">below under Email issues</link></p>
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69 </div>
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70 <div id="a_9">
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71 <title><link href="&prev;#staffing">MHM_2023-06-06</link> 9. Fabric and Maintenance</title>
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72 <p>On HT: "Put [F&amp;M specialist needed] on the agenda for next time." <name>Done</name>, see <link href="#building">below under Fabric and Maintenance</link>.</p>
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73 </div>
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74 <div id="a_9.2.1">
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75 <title><link href="&prev;#wifi2f">MHM_2023-06-06</link> 9.2.1 Meeting room wifi</title>
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76 <p>On HT: "Meet with DS to discuss state of networking in 7VT, possible remedial
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77 actions." <name>Done</name>, but more work needed. See <link href="#wifi2f">below under Meeting Room wifi</link>.</p></div>
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78 <div id="a_9.2.2">
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79 <title><link href="&prev;#glazing">MHM_2023-06-06</link> 9.2.2
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80 Glazing in flats</title>
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81 <p>Carried forward.</p>
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82 <p class="action" on="MG">Prepare brief report for next meeting</p>
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83 </div>
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84 <div id="a_9.2.3">
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85 <title><link href="&prev;#dialer">MHM_2023-06-06</link> 9.2.3 Emergency phone in lift</title>
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86 <p>On MG: [error in original minutes]. <name>Done</name>.</p>
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87 </div>
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88 <div id="a_9.2.4">
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89 <title><link href="&prev;#intruder">MHM_2023-06-06</link> 9.2.4 Intruder alarm</title>
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90 <p>On MG: "Experiment further to determine what the facts are, contact engineer for advice if necessary"</p>
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91 <p>See <link href="#alarm">below under Alarm callout phone</link>.</p></div>
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92 <div id="a_9.3">
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93 <title><link href="&prev;#">MHM_2023-06-06</link> 9.3 Carpets</title>
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94 <p>Carried forward.</p>
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95 <p class="action" on="MG">Send quotes to JN.</p>
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96 </div>
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97 <div id="a_9.4">
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98 <title><link href="&prev;#wifi2f">MHM_2023-06-06</link> 9.4 Signage</title>
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99 <p>Carried forward.</p>
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100 <p class="action" on="MG">Bring a proposal to MHMC in due
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101 course.</p>
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102 </div>
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103 </div>
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104 <div id="convenor">
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105 <title>Convenor's report</title>
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106 <p>HT still struggling to manage the multitude of Dropbox accounts, Google
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107 groups and GMail accounts involved in this job.</p>
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108 <p class="action" on="HT">Make all relevent Dropbox accounts and Google
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109 groups use the MHMCC email address, i.e. <code>sesam.emh.management@gmail.com</code>.</p>
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110 <p>MG and HST have agreed to have regular meetings to share status updates.</p>
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111 </div>
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112 <div id="MGupdate">
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113 <title>Manager's update</title>
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114 <div id="Risk">
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115 <title>Risk Management Strategy</title>
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116 </div>
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117 </div>
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118 <div id="VTAG">
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119 <title>Victoria Terrace affordability group update</title>
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120 <p><link href="https://www.dropbox.com/s/oyhogrblz6n54d8/victoria-terrace-affordability-group-2023-06-26-notes.docx?dl=0">Notes from meeting 2023-06-26</link></p>
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121 <p>See the above for details. Some topics of interest to us:</p>
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122 <list>
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123 <item>Some alternative back-of-the envelop financial plans</item>
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124 <item>A lengthy discussion of the caf&eacute; idea</item>
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125 </list>
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126 </div>
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127 <div id="staffing">
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128 <title>Staffing</title>
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129 <div id="assistant">
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130 <title>Additional Meeting House Assistant</title>
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131 <p>Last time we asked Trustees to agree to the creation of a new permanent
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132 part-time MH Assistant job starting in September, to be
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133 advertised widely, and they agreed. This has been put on hold.</p>
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134 <p>[MG to expand]</p>
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135 </div>
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136 <div id="casual">
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137 <title>Additional casual staff</title>
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138 <p>[MG]</p>
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139 </div>
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140 </div>
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141 <div id="lettings">
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142 <title>Room hire &amp; marketing</title>
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143 <div id="weddings">
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144 <title>Quaker weddings: Griffiths/Lawrence</title>
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145 <p>[Anyone present?]</p>
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146 </div>
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147 </div>
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148 <div id="IT">
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149 <title>IT</title>
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150 <div id="email">
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151 <title>Email issues</title>
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152 <div id="email_1">
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153 <title>Booking form email issues</title>
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154 <p>HT has fixed the major problem with Google refusing to allow booking
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155 requests from the online form to pass through its hands.</p>
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156 <p>A problem with the online form that means a default reply doesn't go
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157 to the booker's email address remains, awaiting an upgrade to the underlying
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158 web server.</p>
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159 <p class="action" on="HT">Liaise with DS when he returns from holiday to
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160 make sure this gets done.</p>
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161 </div>
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162 <div id="email_2">
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163 <title>Email to office@equaker</title>
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164 <p>There's too much email on too many diverse topics coming in
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165 to <code>office@equaker.org.uk</code>. Things get lost.</p>
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166 <p>HT discussed this with MS, but needs more time to explore options.</p>
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167 <p class="action" on="HT">Draft a proposal for upgrading email handling.</p>
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168 </div>
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169 </div>
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170 </div>
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171 <div id="building">
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172 <title>Fabric and maintenance</title>
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173 <div id="specialist">
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174 <title>New committee member?</title>
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175 <p>[HT] Should we ask Emma Griffiths? Other suggestions?]</p>
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176 </div>
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177 <div id="large">
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178 <title>Large projects on hold</title>
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179 </div>
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180 <div id="issues">
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181 <title>Ongoing issues</title>
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182 <div id="wifi2f">
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183 <title>Meeting room wifi</title>
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184 <p>[HT] Deferred until September</p>
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185 </div>
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186 <div id="alarm">
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187 <title>Alarm callout phone</title>
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188 <p>A GSM dialler has been fitted to the intruder alarm and it no longer sounds on the stair when the building is opened or closed.</p>
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189 <p>There is an issue with the (re)direction for calls from this phone. If the alarm rings for longer than 30 seconds then it calls MG, then MS, then SS. It should not call the other two if MG answers the phone. Currently it has returned to default settings and calls all of us. Since our meeting IMMS have agreed to come in and reset the alarm this week. which currently is set up to dial MG, then SS. For obvious reasons, MG's work phone is set up to go to voicemail, but if that means the call is taken to have gone through, that's a problem.</p>
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190 </div>
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191 </div>
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192 </div>
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193 <div id="flats">
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194 <title>6 Upper Bow</title>
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195 <p>Decision process for refurbishment, including discussion with VTAG</p>
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196 <p>Request from Richard West for furniture from 3F2</p>
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197 </div>
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198 <div id="woStaff">
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199 <title>Time without staff</title>
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200 </div>
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201 <div class="appendix" id="actions">
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202 <title>Action items</title>
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203 <div class="actions"/>
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204 </div>
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205 </body>
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206 </doc>