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author Henry Thompson <ht@markup.co.uk>
date Fri, 31 May 2024 18:22:18 +0200
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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 <doc>
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5 <head>
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6 <title>Meeting
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7 House Management Committee Minutes 2024-05-07</title>
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8 <author>Convenor: Henry S. Thompson</author>
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9 <date>Tuesday 7 May, 5:15 p.m., in 7 Victoria Terrace</date>
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10 <style>.r {margin-left: 3em}
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11 .a::before {content: "ACTION: "; font-weight: bold}
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12 </style>
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13 </head>
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14 <body>
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15 <div>
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16 <title>Attendance</title>
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17 <list type="defn">
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18 <item term="Present">Rachel Fitzgerald (RF), Katrina McCrea (KM),
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19 Jacqueline Noltingk (JN),
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20 Henry S. Thompson(HST)
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21 </item>
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22 <item term="Prevented">Laragh Quinney (LQ), Sue Sierra (SS)</item>
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23 <item term="Copy to">Susie Harding, Neil Turner</item>
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24 </list>
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25 </div>
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26 <div>
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27 <title>Matters arising</title>
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28 <div><title>Wrt 2024-04-30_3.2. Lighting</title>
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29 <p class="a">HST to contact Jean
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30 Carletta about more replacable fitting: <name>DONE</name></p>
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31 <p class="a">HST&amp;JK
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32 to put a request to Trustees for approval for a budget of £10,000 with
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33 Gunn: <name>DONE</name></p>
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34 </div>
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35 <div><title>Wrt 2024-04-30_3.3. Carpets</title>
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36 <p class="a">HST&amp;JK to put a request to
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37 Trustees for approval, using recycled carpet tiles: Not yet, not until September</p>
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38 </div>
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39 <div><title>Wrt 2024-04-30_3.4. Flat 3F2 at 6 Upper Bow</title>
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40 <p>We <name>AGREED</name> to go ahead on this basis: Hartley
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41 pushed back, with explanation that ‘artists’ enjoyed a better rate
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42 structure, with evidence. MG
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43 and HST agreed to accept his offer of
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44 £3,500.</p>
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45 <p>Hartley subsequently asked for a slight extension to the let, from 12 July
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46 to 3 September, and we agreed this for a revised total of £3,600.</p>
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47 </div>
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48 <title>CArts</title>
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49 <p>First payment was due on 1 June.</p>
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50 <p>Extra 100£ to stay an extra 5 days in the flat. Added the flat into the
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51 contract, recalculated the 4 payments</p>
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52 <p>[send copy to MHMC Trustees]</p>
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53 <p>Having heard from ... no changes requested to the Programme</p>
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54 </div>
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55 <div>
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56 <title>4F1 After MG's departure</title>
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57 <p>Can we let it? To Whom?</p>
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58 </div>
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59 <div><title>Local Meeting on 12 May</title>
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60 <p>Thanks to JN for taking this on -- report?</p>
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61 </div>
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62 <div>
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63 <title>Lighting</title>
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64 <p>Consulted with Jean -- no way out</p>
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65 <p>Anna Levin: MG asked Gunn about spectrum, 'warm' will cost £800 more,
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66 will revert to them about intrinsic vs. tinted plastic issue, confirm that we're still on
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67 for the first week of July. Is on Trustee's agenda for [tomorrow]</p>
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68 </div>
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69 <div>
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70 <title>Pop-up cafe</title>
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71 <p>[MG to bring us up to date]</p>
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72 </div>
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73 <div><title>Time without staff</title>
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74 <p> We <name>AGREE</name> that any arrangement with MS and Beth Clark will only
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75 happen once a new post is agreed and described.</p>
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76 <p class="a">HST to discuss with MG:</p>
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77 <list type="enum">
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78 <item>What tasks has she been doing which will need to be covered by MKE,
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79 and what training will be required.</item>
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80 <item>A possible timetable for her availability: where and when</item>
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81 </list>
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82 <p>MG should
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83 certainly be <emph>allowed</emph> to go, but she may be <emph>willing</emph> to be
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84 here for some number of weeks in July and August.</p>
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85 <p>She <emph>might</emph>
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86 want to do at least some of this to get closure.</p>
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87 <p>So the invitation to a
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88 discussion should be tentative: to talk about handover tasks? to talk
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89 about what might be possible after 1 July?</p>
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90 <p>Removal scheduling is an
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91 issue, because of likely street closure at the bottom of Johnston Terrace</p>
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92 <p>Katrina is available for the 3 relevant weeks</p>
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93 <p>Hallmaster [CORRECTION: QuickBooks]
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94 <emph>can</emph> communicate with Xero</p>
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95 <p>Week 1 is the real point where we
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96 need cover to be involved in what’s going on</p>
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97 <p>We need the current
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98 staffing timetable, from JN and MG, so we know what we need to cover,
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99 both over the Fringe and in the autumn</p>
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100 <p>We <emph>can</emph> close the
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101 building on, e.g. Mondays and on Friday afternoons. We do need more
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102 casual staff, and if possible ones who will be planning to stay</p>
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103 <p class="a">JN to circulate the spreadsheet of duties she compiled. <name>DONE</name></p>
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104 <p>July and August
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105 are really different from September…</p>
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106 <p>HST will meet on a regular basis
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107 with MKE, both as a group and individually. Scheduling is tricky. Some
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108 regular closures may be necessary in order to have some staff overlap,
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109 so we can meet as a team.</p>
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110 <p>We will have a ’phone tree.</p>
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111 <p>Some all-hands meetings
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112 as well.</p>
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113 <p>Have to check <emph>both</emph> flats every week.</p>
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114 <div>
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115 <title>Draft minute</title>
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116 <p>From 1 July we need to have arrangements in place to cover all the
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117 essential responsibilities of the Meeting House Manager. Exactly what
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118 this means varies in terms of three distinct periods:</p>
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119 <list type="1defn">
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120 <item term="A">1–12 July: (Somewhat less than) business as usual</item>
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121 <item term="B">13 July–31 August: Let to CVenues</item>
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122 <item term="C">1 September onwards: Business as usual</item>
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123 </list>
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124 <p>We propose to cover business as usual, meaning at a minimum the
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125 operation of the Meeting House on a day-to-day basis for existing
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126 lettings and ongoing Quaker use with existing staff: the three contract
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127 staff (MS, EG, KL) and the casual staff, supervised as necessary by
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128 members of the MHMC.</p>
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129 <p>The extent to which we will be open for new bookings during periods A
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130 and C will depend on staff availability and fitness for the relevant
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131 tasks. We have not yet approached staff about their availability and
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132 interest in stepping up to more responsible roles, and so the scale of
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133 operation we can aim at will not be determined until we do so.</p>
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134 <p>We will discuss with MG how the time between now and 1 July can best
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135 be used to prepare staff for at least the necessary tasks.</p>
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136 <p>We are prepared to cover supervision and, if necessary, be present,
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137 during the crucial weeks of period B: 14-19 July*; 2–9 August; 24–31
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138 August.</p>
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139 <p class="a">HST to check with Hartley about this – will they actually be
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140 doing setup that week? <name>DONE</name></p>
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141 </div>
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142 </div>
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143 <div>
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144 <title>Any other business</title>
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145 <div>
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146 <title>Quinquenial Review</title>
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147 <p>John Renshaw will visit in the week beginning 27 May to begin the
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148 on-site inspection for the Quinquenial Review</p></div>
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149 </div>
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150 <div>
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151 <title>Date of next meeting</title>
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152 <p>3 June 2024, 7 p.m., at 7 Victoria Terrace</p>
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153 </div>
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154 </body>
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155 </doc>