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author Henry Thompson <ht@markup.co.uk>
date Tue, 13 Jun 2023 19:20:19 +0100
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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>Minutes</title>
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7 <title>Edinburgh Meeting House Management Committee</title>
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8 <author>Henry S. Thompson, Convenor</author>
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9 <date>Tuesday 6 June 2 p.m., in 7 Victoria Terrace</date>
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10 </head>
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11 <body>
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12 <div><list type="1defn">
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13 <item term="Present:">Miranda Girdlestone (MG), Jackie Noltingk (JN), John
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14 Phillips (JP), Laragh Quinney (LQ, via Zoom), Henry Thompson (HT)</item>
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15 <item term="Prevented:">Sue Sierra</item>
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16 <item term="Copies to:">Marilyn Higgins, Neil Turner</item>
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17 </list></div>
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18 <div id="introduction" i="0">
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19 <title>New convenor's welcome</title>
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20 <div id="business" i="0.1">
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21 <title>How HT will aim to handle our business</title>
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22 <p>For routine business we'll proceed informally, and HT will
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23 take notes. Suitably cleaned up and filled out, these will appear in
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24 the circulated minutes.</p>
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25 <p>For important matters, or for any matter by request, we'll
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26 move into Meeting for Worship for Church Affairs mode, HT acting as
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27 Clerk. The results will be highlighted as <name>Minutes</name> in the
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28 circulated minutes.</p>
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29 <p>Henceforth HT will use Word or PDF, not plain text, for
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30 agendas, minutes, etc.</p>
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31 <p>Action items will be signalled as <name>Action:
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32 [someone]</name> and gathered at the end of the circulated minutes.</p>
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33 </div>
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34 <div id="remit" i="0.2">
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35 <title>A reminder of our remit</title>
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36 <list>
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37 <item>First part of <link href="https://www.dropbox.com/home/SESAM%20Management%20Committee/Background?di=left_nav_browse&amp;preview=Report+for+Management+Cttee+2017.doc">The role of the Quaker Meeting House</link></item>
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38 <item><link href="https://www.dropbox.com/home/SESAM%20Management%20Committee/Policy?di=left_nav_browse&amp;preview=SESAM+MH+Management+Committee+Terms+of+Ref-2022-10-11.docx">Terms of Reference</link></item>
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39 <item><link href="https://www.dropbox.com/s/eabc793h6lmstse/MoU_C_Edinburgh_v5.xlsx?dl=0">Area Meeting MoU with Central Edinburgh Local Meeting</link></item>
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40 </list>
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41 <p>We are a Trustee short, Neil and Marilyn are _not_ members, but
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42 are welcome to the meeting. Expensive work?</p>
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43 </div>
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44 </div>
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45 <div id="next" i="1">
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46 <title>Date and time of next meeting</title>
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47 <p class='action' on='HT'>Email membership for available weeks
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48 in July, then poll for date/time.</p>
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49 </div>
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50 <div id="arising" i="2">
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51 <title>Matters arising</title>
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52 <div id="8a" i="2.1">
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53 <title><link
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54 href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link>
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55 8a: IT - Private and public networks</title>
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56 <p>see <link href="#split">item 8.1</link> below.</p>
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57 </div>
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58 <div id="8b" i="2.2">
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59 <title><link
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60 href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link>
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61 8b: IT - Email issues / Google Workspace</title>
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62 <p>See <link href="#email">item 8.2</link> below.</p>
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63 </div>
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64 <div id="6a" i="2.3">
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65 <title><link
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66 href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link>
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67 6a bullet 3: Staffing</title>
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68 <p class='action' on='MG'>Lone worker lanyard alarms. Carried forward.</p>
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69 </div>
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70 <div id="9b" i="2.4">
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71 <title><link
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72 href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link>
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73 9b bullet 4: Fabric and maintenance - secondary glazing in the kitchen of 4F</title>
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74 <p>Overtaken, see <link href="#flat">item 6.2</link> below</p>
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75 </div>
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76 <div id="9c" i="2.4">
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77 <title><link
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78 href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link>
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79 9c: Fabric and maintenance</title>
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80 <p class="action" on="MG">Installing LED lighting. Carried forward.</p>
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81 </div>
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82 </div>
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83 <div id="MGupdate" i="3">
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84 <title>Manager's update</title>
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85 <div id="QCG">
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86 <title>Quaker Centres Gathering</title>
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87 <p>HT and MG attended this. Hearing from other
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88 Quaker management teams about their situation, their difficulties and
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89 their strategies was very helpful.</p>
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90 <p>We heard particular details relevant to us of how others manage the booking
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91 process, incoming email and staffing. Integrating these is an urgent
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92 project for us: MG and Majk Stokes will tackle planning for this
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93 during August. We hope to get help from Hallmaster (the suppliers of
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94 our room booking software).</p>
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95 </div>
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96 <div id="PAT">
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97 <title>PAT testing</title>
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98 <p>PAT testing is not required to be yearly. Visual checks, plus a 3-year
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99 cycle of testing should be fine. JN checked the insurance and
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100 confirmed there is nothing about PAT therein. We <name>AGREED</name>
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101 to take this forward.</p>
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102 <p class="action" on="MG">Draft a proposal and send it, noting
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103 our agreement, to the Safety Officer of AM Trustees.</p>
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104 </div>
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105 <div id="Risk">
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106 <title>Risk Management Strategy</title>
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107 <p>We have a Risk Assessment, but what about a mitigation strategy?</p>
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108 <p class='action' on='JN'>forward MG anything we have along these lines.</p>
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109 </div>
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110 </div>
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111 <div id="fringe" i="4">
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112 <title>Fringe update</title>
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113 <p>[from David Sterratt]</p>
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114 <display>
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115 <p>We finalised the contract with the Fringe Society and both parties have
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116 signed it. Regarding the issues raised in the last minutes: (1) We
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117 agreed that the Fringe Society will have use of the meeting room from
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118 1pm on a Sunday and that meeting house staff will be using the kitchen
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119 up until 1.30pm. Friends will need to start departing at 12.45pm. (2)
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120 The Fringe Society were content with the liberalised media clause we
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121 proposed. (3) The Fringe Society did not, after all, want to use our AV
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122 system.</p>
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123
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124 <p>We have liaised with the Fringe about operational details including
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125 moving the furniture and internet/Wifi connectivity. The conversation
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126 with the Fringe networking staff has led to us contacting User2
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127 computing and learning how to administer the Wifi access points, which
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128 has allowed us to set up a private network for the office and foyer
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129 computers. However, the admin interface is set up on David Sterratt's
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130 computer, and it may be desirable to install it on a meeting house
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131 computer. </p>
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132
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133 <p>David Sterratt and Miranda have agreed with David Clarke (Elder) and other
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134 Friends attending 9.30 meeting that it will not be held in the meeting
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135 house during the Fringe, but it can still be held on Zoom.</p>
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136 </display>
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137 <p>[From MG] The Fringe Society visited 7 Victoria Terrace to look
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138 at office space planning. They have been invoiced, but no money has
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139 been received as yet.
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140 They will visit again next week to look at accessibility issues.</p>
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141 </div>
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142 <div id="VTAG" i="5">
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143 <title>Victoria Terrace affordability group update</title>
264
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144 <p><link href="https://www.dropbox.com/s/0dg79uqslj6jbbi/victoria-terrace-affordability-group-2023-05-30-notes.docx?dl=0">Notes from meeting 2023-05-30</link></p>
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145 <p>See the above for details. Some topics of interest to us:</p>
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146 <list>
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147 <item>Quotes from various rental agents for the Upper Bow
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148 flat, with our without upgrading</item>
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149 <item>Some details on the suggested use of some of the foyer as a cafe</item>
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150 </list>
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151 </div>
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152 <div id="lettings" i="7">
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153 <title>Room hire &amp; marketing</title>
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154 <div id="controversy" i="7.1">
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155 <title>Controversial bookings: Common Knowledge</title>
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156 <p></p>
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157 </div>
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158 <div id="weddings" i="7.2">
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159 <title>Quaker weddings: Griffiths/Lawrence</title>
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160 <p></p>
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161 </div>
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162 <p></p>
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163 </div>
261
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164 <div id="IT" i="8">
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165 <title>IT</title>
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166 <div id="split" i="8.1">
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167 <title>Private and public networks</title>
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168 <p>Done, thanks to David Sterratt. Relevant instructions are
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169 in the 'WiFi' folder in the office filing cabinet, and on HT's
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170 personal machine at home.</p>
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171 </div>
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172 <div id="email" i="8.2">
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173 <title>Email issues</title>
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174 <p></p>
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175 </div>
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176 <p></p>
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177 </div>
261
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178 <div id="building" i="9">
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179 <title>Fabric and maintenance</title>
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180 <div id="large" i="9.1">
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181 <title>Large projects on hold</title>
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182 <p></p>
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183 </div>
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184 <div id="lift" i="9.2">
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185 <title>Ongoing issues, incl. Lift emergency 'phone</title>
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186 <p></p>
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187 </div>
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188 <div id="carpets" i="9.3">
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189 <title>Carpets</title>
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190 <p></p>
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191 </div>
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192 <div id="signs" i="9.4">
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193 <title>Signage</title>
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194 <p></p>
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195 </div>
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196 <p></p>
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197 </div>
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198 <div id="staffing" i="6">
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199 <title>Staffing</title>
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200 <div id="org" i="6.1">
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201 <title>Moving to operation with one resident manager</title>
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202 <p><link href="https://www.dropbox.com/s/jl98oczqh611cpe/Staffing%20proposal%20May%202023.docx?dl=0">Background paper</link> from Miranda</p>
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203 <p></p>
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204 </div>
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205 <div id="flat" i="6.2">
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206 <title>Ongoing staffing issues</title>
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207 <p><name>Issue for decision:</name> Resident Assistant Warden
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208 post renewal</p>
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209 <p></p>
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210 </div>
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211 <p></p>
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212 </div>
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213 <div id="woStaff" i="10">
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214 <title>Time without staff</title>
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215 <p></p>
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216 </div>
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217 </body>
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218 </doc>