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annotate MHMC/2024-06-03/minutes.txt @ 540:58090a2a81a1

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author Henry Thompson <ht@markup.co.uk>
date Fri, 30 Aug 2024 15:43:38 +0100
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1 Meeting House Management Committee Agenda 2024-06-03
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2 Monday 3 June, 7 p.m., in 7 Victoria Terrace
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3
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4 1. Attendance
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5
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6 MG, LQ, RF, JN
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7 HST, KM
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8
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9 2. Matters arising
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10
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11 2.1. Wrt 2024-04-30_3.3. Carpets
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12 ACTION: HST&JK to put a request to Trustees for approval, using
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13 recycled carpet tiles: Carried forward until after Fringe
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14
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15 2.2. Wrt 2024-04-30_3.4. Flat 3F2 at 6 Upper Bow
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16 Hartley subsequently asked for a slight extension to the let, from 12 July to 3 September, and we agreed this for a revised total of £3,600.
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17
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18 3. CArts
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19
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20 [Miranda: Update, Licence agreement from Hartley]
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21 HT: MG and I will prepare a short digest of the small number of the
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22 possibly significant changes he has requested.
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23
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24 The most import thing in his draft is a full acceptance of the 5M liabilty
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25 insurance requirement
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26
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27 Hartley is in Montreal, but promised 1st payment (which was due on 1
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28 June) today.]
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29
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30 [HT: Hartley says "at the moment we are planning to start moving materials
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31 etc in on Wednesday 17 July at the earliest---very possibly
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32 the Tuesday for some items, or possibly the Thursday, but I think
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33 Wednesday is more likely"]
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34
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35 4. 4F1 After MG's departure
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36 [HT: MG will vacate by 5 July, should we offer to Hartley? ]
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37
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38 5. Lighting
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39
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40 [HT: Consulted with Jean Carletta -- no viable alternative to whole-fitting
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41 installation: See Jean's web page on the subject:
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42 https://guide.heathack.org/background-knowledge/electrics/lighting.html.
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43 [MG: spectrum and toilets auto on-off wrt concern from Anna Levin]
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44
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45 6. Pop-up cafe
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46 Uplands Roast are definitely interested
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47 Brazilian Crepes might be interested, interest mostly longer term
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48
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49
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50 7. MG's departure
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51 [HT: MG has decided to stick to her original notice of resignation, so 30
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52 June will be her last day. She would like to actually hand over the
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53 keys on 5 July.]
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54
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55 [MG: is working on a list of tasks requiring handover training, and a
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56 rough estimate of required time to carry these out, drawing on her own
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57 records, the list created by Majk, Ellie and Ken (MEK) and the
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58 spreadsheet circulated by JN, so we can make a
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59 more informed judgement about increased hours and possible a further
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60 MHA appointment.]
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61
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62 Something about cards and bank accounts
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63
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64 [HT: Note error in previous minutes: it's Quickbooks that can communicate
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65 with Xero, Hallmaster can _not_.]
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66
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67 Need a decision about Beth's application
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68
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69 Need a plan for holidays
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70
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71 *Draft minute*
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72
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73 From 1 July we need to have arrangements in place to cover all the
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74 essential responsibilities of the Meeting House Manager. Exactly what
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75 this means varies in terms of three distinct periods:
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76
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77 *A* 1–16 July: (Somewhat less than) business as usual
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78 *B*: 13 July–31 August: Let to CVenues
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79 *C*: 1 September onwards: Business as usual
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80
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81 Beginning on 1 July we propose to cover business as usual, meaning
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82 at a minimum the operation of the Meeting House on a day-to-day basis,
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83 that is for existing lettings and ongoing Quaker use, with existing
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84 staff: the three contract staff (MS, EG, KL, aka MEK) and the casual
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85 staff, supervised as necessary by members of the MHMC.
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86
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87 MG and HST, with input from JN and MEK, aim to have a plan by 10 June for
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88 MG to train MEK between then and 25 June, when there will be an
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89 all-hands staff meeting with HST present to review the state of play
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90 and address any remaining issues.
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91
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92 HST, KM and RF will form a rota to be the point person for
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93 MEK questions/contact in emergencies. This is particularly important
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94 during the crucial weeks of period B: 14-19 July; 2–9 August; 24–31
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95 August.
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96
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97 The extent to which we will be open for new bookings during periods A
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98 and C will depend on staff availability and fitness for the relevant
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99 tasks. We have approached staff about their availability and
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100 interest in stepping up to more responsible roles, but a detailed
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101 analysis of what we can expect will not be available until the
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102 training plan is clearer.
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103
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104 We look to Trustees to initiate and drive the consultation process
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105 on what staffing profile we are looking to see in SE Scotland Area
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106 Meeting, which MHMC are of course happy to participate in.
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107
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108 8. Date of next meeting
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109
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