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| author | ht |
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| date | Sun, 03 May 2009 11:14:41 -0400 |
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| 28 </style><title>Future of 7 VT working group: Tenth meeting</title></head><body style="font-family: DejaVu Sans, Arial; background: rgb(254,250,246)"><div style="text-align: center"><h1>Future of 7 VT working group: Tenth meeting</h1><div class="byline">This informal summary by Henry S. Thompson, Convenor</div><div class="byline">Held at 7 Victoria Terrace, Edinburgh on 1 May 2009, 5:30 p.m.</div></div><div><h2>1. Attendance</h2><p>Present: Alison Burnley, Sue Buxton (in part), Anthony Buxton (in part), Madeleine Harding, | |
| 29 Phil Lucas, Brian Mayes, Laurie Naumann | |
| 30 Eileen Schott, Henry Thompson (in the clerk's chair)</p><p>Prevented: Rufus Reade</p></div><div><h2>2. Discussion with Meeting House Managers</h2><p>SB began by showing us the Staff Handbook—57 pages of guidance for | |
| 31 our staff, as a counterweight to suggestions that we don't need staff, or that | |
| 32 volunteer staff could do as well as paid staff.</p><p>SB shared her view of what her tasks were, although a 'typical' day doesn't | |
| 33 really exist. Although the Manager role is notionally a job-share, it is often the | |
| 34 case that both SB and AB are here, along with Tom Nisbet sometimes. Rough | |
| 35 distribution of responsibilities is</p><ul><li>office: AB;</li><li>maintenance and AV invoicing: | |
| 36 TN;</li><li>bookings and public face: SB.</li></ul><p>Through the day with SB: 0745: open up, check kitchen if hot water needs to be turned on; | |
| 37 0800 Early-bird meeting; | |
| 38 0830 Prepare for 0900 entries (some days three groups, some days none); | |
| 39 0900 Group arrival, catering (catering drinks for a group takes a number of | |
| 40 tasks, at roughly 1.5/2 hour intervals. | |
| 41 [Caterers may arrive any time after 0900 for 1300 lunch, in which case stuff | |
| 42 may need refridgerated and then taken out and served.]</p><p>Also during the morning, with help from assistant, work through booking | |
| 43 requests from phone, email overnight.</p><p>Trying to close between end of day lettings and evening staff opening is | |
| 44 rarely possible.</p><p>Post-group cleanup has been simplified since no food in Meeting Room, but | |
| 45 even there sometimes hovering is required/usually done.</p><p>The evening staff like to have a set of tasks, e.g. ironing, for when they have a lull, | |
| 46 but if a group keeps them busy they don't get to them.</p><p>The bookshop takes time, as we are now recognised as a bookshop by | |
| 47 Friends House bookshop</p><p>SB cleans the kitchen on a regular basis.</p><p>Window displays: we do try to put a topical display up for a big group, and sometimes that | |
| 48 needs staff help, for instance finding materials: Jane Angel does a lot, but | |
| 49 sometimes gets help.</p><p>Kitchen stock taking, and ordering. Similarly for cleaning and toilet supplies.</p><p>BM reported that Sheffield meeting has 4--6 full-time staff, plus | |
| 50 part-timers. What is the right full staffing level for 7VT? S & A said the | |
| 51 flexibility of the part-timers works well, because it allows them to balance | |
| 52 staffing with demand from lettings. HST suggested to clarify that it's the | |
| 53 full-time appointment that matters. AB said that in fact they are both working | |
| 54 full-time 8 1/2 hours a day for four days (M--Th). Originally they were working | |
| 55 alternate Sundays to make it up to 36, but that has been stopped, and SB said | |
| 56 that has improved her engagement as a member of the Meeting. Using temporary | |
| 57 staff as primary staff on Sunday.</p><p>There is one paid cleaner in 6 days a week early in the mornings, mostly | |
| 58 toilets and floors, but not the kitchen.</p><p>AB spends most of his time in the office: email takes a lot of time (30+ | |
| 59 a day, more on Mondays). Some is forwarded, but a lot is enquiries. This is | |
| 60 where all the Festival stuff comes in. At certain times of year that can be a | |
| 61 very time-consuming task. Fringe admin involves a lot of liaison work with both companies and | |
| 62 volunteers, as well as liaison 'upwards': with the Fringe committee and the | |
| 63 association of independent venues. Oversight of all the maintenance work, and, | |
| 64 for work that TN doesn't do, dealing with quotes/contractors/etc. CCTV, Lifts, | |
| 65 Doors, Dishwashers,. . . are all on contract. Recycling (which we pay for). Financial work: bills and invoices for the running of the Meeting | |
| 66 House. During building work, AB was involved with a lot of co-ordination. Chases all late payers for lettings. All the general practical correspondence.</p><p>While AB and SB are on holiday, some things are suspended (including most | |
| 67 email processing), but most work | |
| 68 gets done by the Assistant Manager. Obviously there is both preparation in | |
| 69 advance and extra work on return.</p><p>Quaker presence: Displays in the Foyer, keeping the website up-to-date, brochures.</p><p>We came back to the FTE question. 9am to 10pm 6 days a week open, plus 5 | |
| 70 hours on a Sunday. HST pointed out that between SB&AB working roughly | |
| 71 34/wk each, and TN doing 3 days a week, we are well over two 'permanent' staff, | |
| 72 in addition to the casual labour which is adjusted to meet demand. Cathy, | |
| 73 McCarron, Andrew | |
| 74 Farrar, Lee Marlow, Emma Dumment, Mike Stokes, Amy Naumann, Philip Davis are | |
| 75 all in for differing amounts of time.</p><p>MH asked if this was substantially different from how things were before | |
| 76 the Buxtons arrived. There is more staff, somewhat less lettings/other us, transfer of work | |
| 77 from Treasurer. Under-staffing does not seem to be directly responsible for any | |
| 78 reduction in lettings.</p><p>We will have to return to this when we come to the report, as the | |
| 79 question of sustainability of our current lettings/staffing/usage policy for | |
| 80 our discussion of options and their costs and benefits.</p></div><div><h2>3. Form followup</h2><dl><dt><b><a name="Lettings_comparison">Lettings comparison</a></b></dt><dd>ES has gotten some more info re | |
| 81 smaller out-of-town sites, no large ones available. HST has this and will feed it in to the report.</dd><dt><b><a name="Quaker_groups">Quaker groups</a></b></dt><dd>MH has re-circulated an updated tabulation. | |
| 82 Library C'ttee will reply this week.</dd><dt><b><a name="Central_Edinburgh">Central Edinburgh</a></b></dt><dd>HST has circulated a tabulation of the replies, and is still working on copying the individual comments.</dd><dt><b><a name="Local_meetings">Local meetings</a></b></dt><dd>PL has had replies from Midweek Meeting, East Lothian and | |
| 83 Central Fife, pretty much as expected. Kelso will reply this week.</dd><dt><b><a name="MH_staff">MH staff</a></b></dt><dd>PL has circulated a "discerned corporate response" | |
| 84 from a meeting of MH staff, as well as an individual one from AF.</dd></dl></div><div><h2>4. First open meeting review and second open meeting preparation</h2><p>A general feeling was expressed that the meeting went well, with a good | |
| 85 atmosphere.</p><p>PL and MH reported that the outlying meetings were generally positive, | |
| 86 appreciate the building and what was offered, | |
| 87 but not terribly engaged with the issue.</p><p>"We may be impartial, but we're not neutral".</p><p>We see no need for Monday's arrangements to be any different than | |
| 88 originally planned:</p><ul><li>HST to introduce</li><li>LN to take notes</li><li>PL, MH, BM, ES will also attend.</li></ul></div><div><h2>5. Actions review and new actions</h2><p>HST to circulate via email a proposal for report-writing responsibilities.</p></div><div><h2>6. Next Meetings</h2><p>Our next meeting will be at 7 Victoria Terrace at 5:30pm on Friday 15 May | |
| 89 [RR apologies]. We | |
| 90 tentatively agreed on Friday 29 May 5:30pm [apologies MH, ML] for our next (and final) meeting after that.</p><p>We currently expect HST, PL, BM, ES, AB, MH at Area Meeting in Fife on 6 June</p></div></body></html> |