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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>Monday 24 June, 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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465
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18 <item term="Present">Rachel Fitzgerald (RF), Miranda Girdlestone
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19 (MG) (in part), Katrina McCrea (KM),
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20 Jacqueline Noltingk (JN), Laragh Quinney (LQ),
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21 Henry S. Thompson(HST)
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22 </item>
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23 <item term="Prevented">Sue Sierra (SS)</item>
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24 <item term="Copy to">Susie Harding, Neil Turner</item>
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25 </list>
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26 </div>
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27 <div>
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28 <title>Transition and hiring</title>
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29 <div>
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30 <title>Transition cover</title>
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31 <p>MG asks for questions</p>
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32 <p>Do you foresee any problems for contract staff (Majk Stokes (M),
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33 Eliza Giles (E), Ken Latham (K)) going forward?</p>
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34 <p>Having 3 people in an office along with 2 PCs is not likely to work
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35 well. So we need to work hard to encourage M&K to take annual leave.</p>
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36 <p class="a">MG & HST to identify work for MEK to do during July/August towards
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37 improving the booking process</p>
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38 <p>E has a project to move forward on sustainable reusables, K
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39 on signage</p>
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40 <p>MEK all have annual leave cards, fill in and bring it to MG, it's on TeamUp</p>
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41 <p>MG thinks MEK's Job Descriptions are sufficient for what's coming</p>
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42 <p>At Annual Review time, we'll look at their Job Descriptions if need be.</p>
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43 <p>Structure between the three of them should be as flat as possible: when in doubt, send email
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44 to all three. Leave it up to them to choose who
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45 does something that you ask to be done. Always be
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46 encouraging them to work
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47 as a team.</p>
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48 <p>A small uplift across the board, say 1%, would be a good
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49 signal that we recognise their contribution.</p>
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466
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50 </div>
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51 <div>
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52 <title>Security issues</title>
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53 <p>Safe is in two parts, MS and MG have keys to the top, there's a
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54 key to the bottom therein</p>
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55 <p class="a">MG to add "safe key" to [relevant log]</p>
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56 <p class="a">MG to inventory the safe and send to HST</p>
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57 <p>Passwords?</p>
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58 <p>Building security in the absence of anyone on the stair:</p>
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59 <p class="a">HST and MG to arrange for more building keys, for MHMC
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60 contacts and CArts</p>
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61 <p class="a">HST to bring the matter of the intruder alarm back to a
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62 subsequent meeting</p></div>
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63 <div>
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64 <title> Hiring</title>
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65 <p>MG: This [her leaving] is not an uncommon problem, the difficulties
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66 of [the situation] are widely shared</p>
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67 <p>You'll need to reset/review/renew the situation with MEK
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68 for what's coming next, say next 3 months</p>
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69 <p>Gave a relevant Job Description for Manchester to HST</p>
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70 <p class="a">HST to circulate Manchester Job Description</p>
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71 <p class="a">Get a system for notice when contract renewal
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72 (e.g. maintenance) are coming up.</p>
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73 </div>
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466
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74 <div>
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75 <title>Minor points</title>
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76 <p>September - carpet changeover will need attention from staff, but
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77 they should be up for it</p>
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78 <p>E cares for the wee garden and the plants</p>
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79 <p>K/E will be tasked with checking empty flat(s) regularly to satisfy insurance</p>
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80 <p class="a">MG to notify JN when she cancels the utility contract
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81 for 3F2, take meter reading and send to JN as she leaves.</p>
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82 <p class="a">MG to be sure that new lighting invoice from Gunn is addressed
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83 to Area Meeting and goes to JN</p></div>
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84 </div>
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85 <div>
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86 <title> Practical matters during Fringe</title>
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87 <div>
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88 <title> On-call rota for 7 weeks</title>
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89 <p class="a">RF to arrange contact rota with HST, RF</p>
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90 <p class="a">MG to get HST, RF, KM access to TeamUps</p>
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91 </div>
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92 <div>
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93 <title> Staff rota for 7 weeks</title>
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94 <p>In case of illness/family urgency, staff will contact us if
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95 can't sort out between themselves.</p>
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96 <p class="a">MG to send August staff rota to HST</p>
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97 <p class="a">HST to send staff rota to RF, KM</p>
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98 </div>
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99 <div>
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100 <title> Staff tasks during their weeks</title>
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101 <p class="a">HST to ask staff to think about this at all-hands on 25/6 <name>DONE</name></p>
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102 </div>
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103 </div>
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104 <div>
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105 <title> Time without staff</title>
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106 <p>We have had time without staff, which was taken up with a good threshing session.</p>
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107 <p>Job Description is simple to update, key
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108 part of expectation management for new hire(s) is getting the Aims and Objectives right.
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109 Calling this a 'Manager' post carries an expectation of e.g. a 5-year
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110 plan and a budget.</p>
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111 <p>[The following will be removed before uploading/circulating outside MHMC]</p>
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112 <p>[MG: MS was not the Assistant Meeting House Manager that MG needed --
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113 outstanding Meeting House Assistant, but
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114 resisted attempts to get him to step up sooner.]</p>
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115 </div>
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116 <div>
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117 <title>Date of next meeting</title>
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118 <p>Tuesday 2 July, 5 p.m., at 7 Victoria Terrace</p>
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119 </div>
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120 </body>
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121 </doc>
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