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