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comparison MHMC/2026-03-02/notes.txt @ 683:0530144a57bd

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Complete, as circulated
author Henry Thompson <ht@markup.co.uk>
date Sat, 14 Mar 2026 13:53:03 +0000
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8 Prevented: Chris Jardine, Duncan Wallace, Sammi Searle 8 Prevented: Chris Jardine, Duncan Wallace, Sammi Searle
9 9
10 * Matters Arising 10 * Matters Arising
11 11
12 * YFGM 12 * YFGM
13
13 *Action* on HST: Ask YFGM for feedback about other venues 14 *Action* on HST: Ask YFGM for feedback about other venues
14 *Done*, no reply as yet. 15 *Done*, no reply as yet.
15 16
16 * Managers' report 17 * Managers' report
17 18
18 * Fringe update 19 * Fringe Update
20
21 Still working on getting the multi-year contract finalised. Hartley
22 is very busy at the moment but we had a quick meeting on Thursday to
23 go over it. He sent us a multi-year contract template that they’ve
24 used with the Freemasons, but it contains some clauses we’re not
25 happy with. We’ve talked about it though and I understand where he’s
26 coming from so I think we can figure something out.
27
28 He asked if there can be any more flexibility with the Midweek Meeting
29 slot. Apparently 75 minutes is a tricky amount of time to program around -
30 could it be an hour?
31
32 Also, he asked if it could be any earlier or later. The current
33 contract says between 11:30 and 14:00. He said 11:00 or even 11:15
34 would make it easier for him as well.
35
36 We *agreed* *Action* on MH Managers: discuss this with Midweek
37 Meeting attendees with an eye to agreeing with some version of
38 Hartley's request
39
40 * Heating Survey
41
42 Following a visit from from Luths we're still waiting for a promised report
43
44 A new possibility is what's know as a "mini-heat pump" which can
45 be sited inside to provide warm or cool air.
46
47 St. Augustines are looking at something like this
19 48
20 * Charity Rate Monday 49 * Charity Rate Monday
21 50
22 Giving it a try 51 Progress is happening - posters have been put out to advertise it,
23 52 and Ellie has spoken to some groups directly. We haven’t had much
24 * Website refresh 53 interest yet from the groups we’ve contacted so far.
25 54
26 * Heating Survey 55 Part of the feedback has been that even at half-price our rooms
27 56 still aren’t much cheaper than the cheapest venues - which makes it
28 LUPS (sp) report expected 57 not worth the hassle of moving day/venue.
29 58
30 Mini-heat pump/aircon? 59 * Website update
31 60
32 St. Augs are looking at similar 61 Moving slowly due to circumstances outside of our control, but
62 progress is happening.
63
64 * Full Building Electrical Survey
65
66 John Renshaw said this is a thing that should be done every 5 years
67 Majk did some research and said he saw somewhere that this was a
68 recommendation rather than a requirement, I have asked him to go
69 back and find a source on that.
70
71 We’ve got a few quotes - two for about £3.1k and one for about £
72 1.6k! I haven’t had time to go through and see why the cheaper one
73 is so much cheaper!
74
75 * Lift Condition Report
76
77 It was recommended - we’d like to get it - £327 - is that ok?
78
79 We *agreed* that this should go ahead.
80
81 * Training Updates
82
83 We have organised a first aid training at the MH, opening it to
84 other organisations like Augustine in order to keep cost to a
85 minimum.
86
87 We will be doing the same with other essential training in time, and
88 we’re exploring options to bring the most opportunities for staff
89 learning/training that we will update the MHMC when we have
90 finalised our thoughts
91
92 *Inclusive Toilet mention on website:*
93
94 Ellie has written some text for the website about our toilets - are
95 the committee ok with this?
96
97 * Short Version
98
99 Yes, our toilets are trans-inclusive meaning that toilets labelled
100 ‘female’ or ‘male’ are intended for any person for whom these
101 facilities are best aligned with their lived experience. There are
102 also two un-gendered self-contained cubicles, one of which is
103 accessible.
104
105 *Long Version:*
106
107 Our toilet facilities are trans-inclusive, meaning that toilets
108 labelled ‘female’ or ‘male’ are intended for any person for whom
109 these facilities are best aligned with their lived
110 experience. Further details are outlined below:
111
112 - There is one accessible, un-gendered facility on the ground floor with a
113 private basin, hand rails, a sanitary bin, and free period
114 products. The size and layout of the cubicle allows wheelchair
115 users to transfer from the left-hand side of the toilet only.
116
117 - There is a second un-gendered facility on the ground floor with a
118 toilet, basin, baby-changing facilities, a sanitary bin and free period
119 products.
120
121 - There are toilets labelled ‘male’ located on the stairs between
122 the ground floor and the first floor which contain 2x urinals, 2x
123 individual cubicles, a shared hand washing area, and free period products.
124
125 - There are toilets labelled ‘female’ located on the mezzanine
126 between the first and second floor which contain 3x single cubicle
127 toilets each with a sanitary bin, a shared handwashing area, baby
128 changing facilities, and free period products.
33 129
34 * Full-building wiring survey 130 * Full-building wiring survey
35 131
36 EICR 5-year recommendation, we've been doing it, St. Augs ditto 132 EICR 5-year recommendation, we've been doing it, St. Augs ditto
37 Agreed, after quote review 133 We *Agreed* that the Managers should go ahead with this, after a
134 review of several quotes.
38 135
39 * More thorough lift report 136 * More thorough lift report
40 137
41 Go ahead 138 We *Agreed* that the Managers should go ahead with this
42 139
43 * Financial Report 140 * Financial Report
44 141
45 Slides attached as circulated 142 Chris's report was circulated in advance
46 143
47 Very helpful, could we add comparison with last year overall 144 Our thanks to Chris, as before this is very helpful and encouraging.
145 Could we have some comparisons with last year at our next meeting, please.
48 146
49 * Works to be undertaken: Bow Room 147 * Works to be undertaken: Bow Room
50 148
51 * Asbestos 149 * Bow Room/Asbestos Update
52 150
53 Whole bldg General Mgt survey is out-of-date, needs to be done 151 The company who did the original test has gone into administration!
54 152 Asbestos regulations changed in 2012, so our previous survey is out
55 Refurb in the Bow Room and corridor [ref. accessibiity] 153 of date. What we think is best to do now is:
56 and a few other floor/ceilings 154
57 155 - Get a new full building Management Survey.
58 EG very positive for wrt least expensive quote: 942 [both tasks] 156
59 Most expensive also most clued-up: 1200 157 - Get a Refurbishment Survey of the Bow Room - because that’s where
60 158 we’re planning to do the work.
61 Over to Andy 159
160 - Get more thorough checks under the floor of the Bow Room corridor
161 (for potential accessibility improvements) and in the ceiling
162 cavities above the Hall and Meeting Room (for
163 soundproofing/heating installation)
164
165 Got 4 quotes for this (all inc VAT)
166
167 - *Forth Asbestos Surveys - £1200*
168
169 The only one who wanted to come and look around before
170 quoting. Based very locally, seems very knowledgeable. But he
171 is the most expensive by far
172
173 - *ASA Asbestos - £1008*
174
175 They’ve done work at Riddle’s Court around the corner. I spoke
176 to the guy on the phone and he gave a good impression, but
177 when I asked about coming to visit the site they said they
178 wouldn’t normally do that and they would charge for it.
179
180 - *Safe Environment - £960*
181
182 My least favourite - automatic responses, haven’t answered any
183 of my questions
184
185 - Asbestos Building Surveys - £943.20
186
187 Are sending someone round on Tuesday to have a look
62 188
63 * Central Edinburgh Sunday fee 189 * Central Edinburgh Sunday fee
64 190
65 AM Treasurer has asked if we plan to change this. It's currently 191 AM Treasurer has asked if we plan to change this. It's currently
66 £600. Has been done since 2023 (£512). So maybe £600. 192 £600. Has been done since 2023 (£512). So maybe £600.
77 "we need ... an assurance from [MHMC] that staff have an 203 "we need ... an assurance from [MHMC] that staff have an
78 escalation route whenever they need backup. ... We are happy for 204 escalation route whenever they need backup. ... We are happy for
79 trustees to be on a reserve backup list in case no-one from MHMC 205 trustees to be on a reserve backup list in case no-one from MHMC
80 is available." 206 is available."
81 207
82 All we have at the moment is an informal phone tree: MHM -MHMC via 208 All we had in the past was an informal phone tree: MHM---MHMC via
83 HST -Trustees via Martin Ward 209 HST---Trustees via Martin Ward
84 210
85 What SCALP gave us was more in the direction of how to behave 211 What SCALP gave us was more in the direction of how to behave
86 towards the police in a less than full-cooperation way. But was not 212 towards the police in a less than full-cooperation way. But was not
87 really quite what we expected/hoped for for _building staff_. 213 really quite what we expected/hoped for for _building staff_.
88 214
89 De-escalation training! RF to let us know more about this. 215 Staff now have a plan they are happy with: Manager contact in
90 216 TeamUp, fallback to MHMC via phone list (on wall) *Action Andy* to
91 ------- 217 create the phone list
92
93 Staff have a plan they are happy with: Manager contact in TeamUp,
94 fallback to c'ttee via phone list (on wall)
95 *Action Andy*
96 218
97 * Policy/procedures for early booking arrivals 219 * Policy/procedures for early booking arrivals
98 220
99 What is the policy wrt Friends opening the front door when they are 221 What is the policy wrt Friends opening the front door when they are
100 in the Foyer, there are no staff present and someone knocks or 222 in the Foyer, there are no staff present and someone knocks or
107 This is clearly complicated, and begs the question of how a Friend 229 This is clearly complicated, and begs the question of how a Friend
108 or Friends may come to be in the Foyer without staff. 230 or Friends may come to be in the Foyer without staff.
109 231
110 This interacts with the "be a welcoming place for SESAM" goal. 232 This interacts with the "be a welcoming place for SESAM" goal.
111 233
112 Jonathan Riddell has complained about not being allowed in, naming 234 Jonathan Riddell has complained about not being allowed in
113 Ken.
114 235
115 The problem is only in general outside M-F 9-5. Outside that time 236 The problem is only in general outside M-F 9-5. Outside that time
116 if the outer door is locked, it will only be opened for events 15 237 if the outer door is locked, it will only be opened for events 15
117 minutes before a booking. 238 minutes before a booking.
118 239
119 After MfW on Sunday if there is an event. 240 After MfW on Sunday if there is an event is another tricky point.
120 241
121 To be shared with LM once cleaned up. 242 The Managers are working on an explicit set of guidelines
122 243
123 *Action Andy* to send guidelines to Katrina and HST, HST to tidy and 244 *Action Andy* to send guidelines to Katrina and HST, HST to tidy and
124 send to LM Clerks 245 send to LM Clerks
125 246
126 * Sale of Alcohol 247 * Sale of Alcohol
128 It might be time to test this question with AM, against a background 249 It might be time to test this question with AM, against a background
129 of a shift in attitude towards the consumption of alcohol in 250 of a shift in attitude towards the consumption of alcohol in
130 moderation, when the whole of 7VT is being let, and consumption is 251 moderation, when the whole of 7VT is being let, and consumption is
131 part of having a drink with a show. 252 part of having a drink with a show.
132 253
254 [Not resolved, carried forward]
255
133 * Convenor of MHMC 256 * Convenor of MHMC
134 257
135 HST leaves the Committee on 1 April... 258 HST leaves the Committee on 1 April...
136 259
137 HST to produce a list of bullet points wrt what the job entails and 260 *Action HST* to produce a list of bullet points wrt what the job entails and
138 send to C'ttee (includes SS and At) 261 send to C'ttee (including SS and AT)
139 262
140 ?? to convene a meeting of C'ttee (not SS and to discuss this and 263 We *agreed* to move quickly to have a meeting of MHMC without the
141 how if necessary the role could be split 264 Managers or HST to discuss this and how if necessary the role could
142 265 be split
143 The C'tte expressed its thanks for the many contributions HST made 266
144 over the last three years 267 The C'tte expressed its thanks to HST for the many contributions he
268 has made over the last three years.
145 269
146 * Date of next meeting 270 * Date of next meeting
147 271
148 We need to do a reset on what everyone's blackout days are... 272 We need to do a reset on what everyone's blackout days are...
149
150 * AOB
151
152 * Time without staff
153