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rough, includes some draft minuting
author Henry Thompson <ht@markup.co.uk>
date Fri, 31 May 2024 18:22:18 +0200
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1 <?xml version='1.0'?>
2 <?xml-stylesheet type="text/xsl" href="../../../../lib/xml/doc.xsl" ?>
3 <!DOCTYPE doc SYSTEM "../../../../lib/xml/doc.dtd" >
4 <doc>
5 <head>
6 <title>Meeting
7 House Management Committee Minutes 2024-05-07</title>
8 <author>Convenor: Henry S. Thompson</author>
9 <date>Tuesday 7 May, 5:15 p.m., in 7 Victoria Terrace</date>
10 <style>.r {margin-left: 3em}
11 .a::before {content: "ACTION: "; font-weight: bold}
12 </style>
13 </head>
14 <body>
15 <div>
16 <title>Attendance</title>
17 <list type="defn">
18 <item term="Present">Rachel Fitzgerald (RF), Katrina McCrea (KM),
19 Jacqueline Noltingk (JN),
20 Henry S. Thompson(HST)
21 </item>
22 <item term="Prevented">Laragh Quinney (LQ), Sue Sierra (SS)</item>
23 <item term="Copy to">Susie Harding, Neil Turner</item>
24 </list>
25 </div>
26 <div>
27 <title>Matters arising</title>
28 <div><title>Wrt 2024-04-30_3.2. Lighting</title>
29 <p class="a">HST to contact Jean
30 Carletta about more replacable fitting: <name>DONE</name></p>
31 <p class="a">HST&amp;JK
32 to put a request to Trustees for approval for a budget of £10,000 with
33 Gunn: <name>DONE</name></p>
34 </div>
35 <div><title>Wrt 2024-04-30_3.3. Carpets</title>
36 <p class="a">HST&amp;JK to put a request to
37 Trustees for approval, using recycled carpet tiles: Not yet, not until September</p>
38 </div>
39 <div><title>Wrt 2024-04-30_3.4. Flat 3F2 at 6 Upper Bow</title>
40 <p>We <name>AGREED</name> to go ahead on this basis: Hartley
41 pushed back, with explanation that ‘artists’ enjoyed a better rate
42 structure, with evidence. MG
43 and HST agreed to accept his offer of
44 £3,500.</p>
45 <p>Hartley subsequently asked for a slight extension to the let, from 12 July
46 to 3 September, and we agreed this for a revised total of £3,600.</p>
47 </div>
48 <title>CArts</title>
49 <p>First payment was due on 1 June.</p>
50 <p>Extra 100£ to stay an extra 5 days in the flat. Added the flat into the
51 contract, recalculated the 4 payments</p>
52 <p>[send copy to MHMC Trustees]</p>
53 <p>Having heard from ... no changes requested to the Programme</p>
54 </div>
55 <div>
56 <title>4F1 After MG's departure</title>
57 <p>Can we let it? To Whom?</p>
58 </div>
59 <div><title>Local Meeting on 12 May</title>
60 <p>Thanks to JN for taking this on -- report?</p>
61 </div>
62 <div>
63 <title>Lighting</title>
64 <p>Consulted with Jean -- no way out</p>
65 <p>Anna Levin: MG asked Gunn about spectrum, 'warm' will cost £800 more,
66 will revert to them about intrinsic vs. tinted plastic issue, confirm that we're still on
67 for the first week of July. Is on Trustee's agenda for [tomorrow]</p>
68 </div>
69 <div>
70 <title>Pop-up cafe</title>
71 <p>[MG to bring us up to date]</p>
72 </div>
73 <div><title>Time without staff</title>
74 <p> We <name>AGREE</name> that any arrangement with MS and Beth Clark will only
75 happen once a new post is agreed and described.</p>
76 <p class="a">HST to discuss with MG:</p>
77 <list type="enum">
78 <item>What tasks has she been doing which will need to be covered by MKE,
79 and what training will be required.</item>
80 <item>A possible timetable for her availability: where and when</item>
81 </list>
82 <p>MG should
83 certainly be <emph>allowed</emph> to go, but she may be <emph>willing</emph> to be
84 here for some number of weeks in July and August.</p>
85 <p>She <emph>might</emph>
86 want to do at least some of this to get closure.</p>
87 <p>So the invitation to a
88 discussion should be tentative: to talk about handover tasks? to talk
89 about what might be possible after 1 July?</p>
90 <p>Removal scheduling is an
91 issue, because of likely street closure at the bottom of Johnston Terrace</p>
92 <p>Katrina is available for the 3 relevant weeks</p>
93 <p>Hallmaster [CORRECTION: QuickBooks]
94 <emph>can</emph> communicate with Xero</p>
95 <p>Week 1 is the real point where we
96 need cover to be involved in what’s going on</p>
97 <p>We need the current
98 staffing timetable, from JN and MG, so we know what we need to cover,
99 both over the Fringe and in the autumn</p>
100 <p>We <emph>can</emph> close the
101 building on, e.g. Mondays and on Friday afternoons. We do need more
102 casual staff, and if possible ones who will be planning to stay</p>
103 <p class="a">JN to circulate the spreadsheet of duties she compiled. <name>DONE</name></p>
104 <p>July and August
105 are really different from September…</p>
106 <p>HST will meet on a regular basis
107 with MKE, both as a group and individually. Scheduling is tricky. Some
108 regular closures may be necessary in order to have some staff overlap,
109 so we can meet as a team.</p>
110 <p>We will have a ’phone tree.</p>
111 <p>Some all-hands meetings
112 as well.</p>
113 <p>Have to check <emph>both</emph> flats every week.</p>
114 <div>
115 <title>Draft minute</title>
116 <p>From 1 July we need to have arrangements in place to cover all the
117 essential responsibilities of the Meeting House Manager. Exactly what
118 this means varies in terms of three distinct periods:</p>
119 <list type="1defn">
120 <item term="A">1–12 July: (Somewhat less than) business as usual</item>
121 <item term="B">13 July–31 August: Let to CVenues</item>
122 <item term="C">1 September onwards: Business as usual</item>
123 </list>
124 <p>We propose to cover business as usual, meaning at a minimum the
125 operation of the Meeting House on a day-to-day basis for existing
126 lettings and ongoing Quaker use with existing staff: the three contract
127 staff (MS, EG, KL) and the casual staff, supervised as necessary by
128 members of the MHMC.</p>
129 <p>The extent to which we will be open for new bookings during periods A
130 and C will depend on staff availability and fitness for the relevant
131 tasks. We have not yet approached staff about their availability and
132 interest in stepping up to more responsible roles, and so the scale of
133 operation we can aim at will not be determined until we do so.</p>
134 <p>We will discuss with MG how the time between now and 1 July can best
135 be used to prepare staff for at least the necessary tasks.</p>
136 <p>We are prepared to cover supervision and, if necessary, be present,
137 during the crucial weeks of period B: 14-19 July*; 2–9 August; 24–31
138 August.</p>
139 <p class="a">HST to check with Hartley about this – will they actually be
140 doing setup that week? <name>DONE</name></p>
141 </div>
142 </div>
143 <div>
144 <title>Any other business</title>
145 <div>
146 <title>Quinquenial Review</title>
147 <p>John Renshaw will visit in the week beginning 27 May to begin the
148 on-site inspection for the Quinquenial Review</p></div>
149 </div>
150 <div>
151 <title>Date of next meeting</title>
152 <p>3 June 2024, 7 p.m., at 7 Victoria Terrace</p>
153 </div>
154 </body>
155 </doc>