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author Henry S. Thompson <ht@inf.ed.ac.uk>
date Mon, 28 Aug 2023 21:22:05 +0100
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5 <head> 5 <head>
6 <title>Minutes</title> 6 <title>Minutes</title>
7 <title>Edinburgh Meeting House Management Committee</title> 7 <title>Edinburgh Meeting House Management Committee</title>
8 <author>Henry S. Thompson, Convenor</author> 8 <author>Henry S. Thompson, Convenor</author>
9 <date>Tuesday 6 June 2 p.m., in 7 Victoria Terrace</date> 9 <date>Tuesday 6 June 2 p.m., in 7 Victoria Terrace</date>
10 <style type="text/css">.minute {margin-left: 1cm; border-left:
11 2px solid red; padding-left: 2px}
12 div.toc ul.naked {padding-left: 0 ! important}</style>
10 </head> 13 </head>
11 <body> 14 <body>
12 <div><list type="1defn"> 15 <div><list type="1defn">
13 <item term="Present:">Miranda Girdlestone (MG), Jackie Noltingk (JN), John 16 <item term="Present:">Miranda Girdlestone (MG), Jackie Noltingk (JN), John
14 Phillips (JP), Laragh Quinney (LQ, via Zoom), Henry Thompson (HT)</item> 17 Phillips (JP), Laragh Quinney (LQ, via Zoom), Henry Thompson (HT)</item>
15 <item term="Prevented:">Sue Sierra</item> 18 <item term="Prevented:">Sue Sierra (SS)</item>
16 <item term="Copies to:">Marilyn Higgins, Neil Turner</item> 19 <item term="Copies to:">Marilyn Higgins (MH), Neil Turner (NT)</item>
17 </list></div> 20 </list></div>
18 <div id="introduction" i="0"> 21 <div id="introduction" i="0">
19 <title>New convenor's welcome</title> 22 <title>New convenor's welcome</title>
20 <div id="business" i="0.1"> 23 <div id="business" i="0.1">
21 <title>How HT will aim to handle our business</title> 24 <title>How HT will aim to handle our business</title>
42 are welcome to the meeting. Expensive work?</p> 45 are welcome to the meeting. Expensive work?</p>
43 </div> 46 </div>
44 </div> 47 </div>
45 <div id="next" i="1"> 48 <div id="next" i="1">
46 <title>Date and time of next meeting</title> 49 <title>Date and time of next meeting</title>
47 <p class='action' on='HT'>Email membership for available weeks 50 <p class="action" on="HT">Email membership for available weeks
48 in July, then poll for date/time.</p> 51 in July, then poll for date/time.</p>
49 </div> 52 </div>
50 <div id="arising" i="2"> 53 <div id="arising" i="2">
51 <title>Matters arising</title> 54 <title>Matters arising</title>
52 <div id="8a" i="2.1"> 55 <div id="8a" i="2.1">
53 <title><link 56 <title><link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</link>
54 href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link>
55 8a: IT - Private and public networks</title> 57 8a: IT - Private and public networks</title>
56 <p>see <link href="#split">item 8.1</link> below.</p> 58 <p>see <link href="#split">item 8.1</link> below.</p>
57 </div> 59 </div>
58 <div id="8b" i="2.2"> 60 <div id="8b" i="2.2">
59 <title><link 61 <title><link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</link>
60 href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link>
61 8b: IT - Email issues / Google Workspace</title> 62 8b: IT - Email issues / Google Workspace</title>
62 <p>See <link href="#email">item 8.2</link> below.</p> 63 <p>See <link href="#email">item 8.2</link> below.</p>
63 </div> 64 </div>
64 <div id="6a" i="2.3"> 65 <div id="6a" i="2.3">
65 <title><link 66 <title><link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</link>
66 href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link>
67 6a bullet 3: Staffing</title> 67 6a bullet 3: Staffing</title>
68 <p class='action' on='MG'>Lone worker lanyard alarms. Carried forward.</p> 68 <p class="action" on="MG">Lone worker lanyard alarms. Carried forward.</p>
69 </div> 69 </div>
70 <div id="9b" i="2.4"> 70 <div id="9b" i="2.4">
71 <title><link 71 <title><link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</link>
72 href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link>
73 9b bullet 4: Fabric and maintenance - secondary glazing in the kitchen of 4F</title> 72 9b bullet 4: Fabric and maintenance - secondary glazing in the kitchen of 4F</title>
74 <p>Overtaken, see <link href="#flat">item 6.2</link> below</p> 73 <p>Overtaken, see <link href="#flat">item 6.2</link> below</p>
75 </div> 74 </div>
76 <div id="9c" i="2.4"> 75 <div id="9c" i="2.4">
77 <title><link 76 <title><link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</link>
78 href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link>
79 9c: Fabric and maintenance</title> 77 9c: Fabric and maintenance</title>
80 <p class="action" on="MG">Installing LED lighting. Carried forward.</p> 78 <p class="action" on="MG">Installing LED lighting. Carried forward.</p>
81 </div> 79 </div>
82 </div> 80 </div>
83 <div id="MGupdate" i="3"> 81 <div id="MGupdate" i="3">
87 <p>HT and MG attended this. Hearing from other 85 <p>HT and MG attended this. Hearing from other
88 Quaker management teams about their situation, their difficulties and 86 Quaker management teams about their situation, their difficulties and
89 their strategies was very helpful.</p> 87 their strategies was very helpful.</p>
90 <p>We heard particular details relevant to us of how others manage the booking 88 <p>We heard particular details relevant to us of how others manage the booking
91 process, incoming email and staffing. Integrating these is an urgent 89 process, incoming email and staffing. Integrating these is an urgent
92 project for us: MG and Majk Stokes will tackle planning for this 90 project for us: MG and Majk Stokes (MS) will tackle planning for this
93 during August. We hope to get help from Hallmaster (the suppliers of 91 during August. We hope to get help from Hallmaster (the suppliers of
94 our room booking software).</p> 92 our room booking software).</p>
95 </div> 93 </div>
96 <div id="PAT" i="3.2"> 94 <div id="PAT" i="3.2">
97 <title>PAT testing</title> 95 <title>PAT testing</title>
103 our agreement, to the Safety Officer of AM Trustees.</p> 101 our agreement, to the Safety Officer of AM Trustees.</p>
104 </div> 102 </div>
105 <div id="Risk" i="3.3"> 103 <div id="Risk" i="3.3">
106 <title>Risk Management Strategy</title> 104 <title>Risk Management Strategy</title>
107 <p>We have a Risk Assessment, but what about a mitigation strategy?</p> 105 <p>We have a Risk Assessment, but what about a mitigation strategy?</p>
108 <p class='action' on='JN'>forward MG anything we have along these lines.</p> 106 <p class="action" on="JN">forward MG anything we have along these lines.</p>
109 </div> 107 </div>
110 </div> 108 </div>
111 <div id="fringe" i="4"> 109 <div id="fringe" i="4">
112 <title>Fringe update</title> 110 <title>Fringe update</title>
113 <p>[from David Sterratt (DS)]</p> 111 <p>[from David Sterratt (DS)]</p>
153 </div> 151 </div>
154 <div id="staffing" i="6"> 152 <div id="staffing" i="6">
155 <title>Staffing</title> 153 <title>Staffing</title>
156 <div id="org" i="6.1"> 154 <div id="org" i="6.1">
157 <title>Moving to operation with one resident manager</title> 155 <title>Moving to operation with one resident manager</title>
158 <p><link href="https://www.dropbox.com/s/jl98oczqh611cpe/Staffing%20proposal%20May%202023.docx?dl=0">Background paper</link> from Miranda</p> 156 <p><link href="https://www.dropbox.com/s/jl98oczqh611cpe/Staffing%20proposal%20May%202023.docx?dl=0">Background paper</link> from MG</p>
159 <p></p> 157 <p>See above for details. Key points:</p>
158 <list>
159 <item>Permanent part-time MH Assistant post not refilled, needs to be</item>
160 <item>Shift in MS's role and hours</item>
161 <item>Two new casual staff</item>
162 </list>
163 <p>Taken together this will free MG to do BizDev.</p>
164 <p class="minute"><href name="MHMC_2023-06-06_1"/><name>Minute MHMC_2023-06-06_1</name> We ask Trustees to agree to the creation of a new permanent
165 part-time MH Assistant job starting in September, to be
166 advertised widely.</p>
160 </div> 167 </div>
161 <div id="flat" i="6.2"> 168 <div id="flat" i="6.2">
162 <title>Ongoing staffing issues</title> 169 <title>Ongoing staffing issues</title>
163 <p><name>Issue for decision:</name> Resident Assistant Warden 170 <p><name>Issue for decision:</name> Resident Assistant Warden
164 post renewal</p> 171 post renewal</p>
165 <p>Moving to operation with one resident manager [Miranda, Henry] 172 <p class="minute"><href name="MHMC_2023-06-06_2"/><name>Minute
166 Where we are; Where we would like to be [4] 173 MHMC_2023-06-06_2</name> We agree to move to operation with one
167 Ref. MG's paper, to be attached. 174 resident manager. We will not ask Trustees to agree for Richard and Lauren to
168 1) Permanent part-time MH Assistant post not refilled, needs 175 remain in the flat after 31 July.</p>
169 2) Shift in Majk's role and hours 176 <p class="action" on="HT">Tell R&amp;L that they have to vacate.</p>
170 Two new casual staff 177 <p class="action" on="HT">Ask DS for time at the next
171 Taken together free MG to do BizDev. 178 Affordability Group meeting (26 June 1200) for an informal chat with members of the MHC to discuss the
172 Ken's Sunday? 179 flat(s).</p>
173 On a good day, I like Richard sometimes, but not always, clients
174 like him; liking people is not a requirement, but he's not a good
175 fit for the Team
176
177 *A*) We ask Trustees to agree to the creation of a new permanent
178 part-time MH Assistant job starting in September, to be
179 advertised widely.
180
181 *B*) We will not ask Trustees to agree for Richard and Lauren to
182 remain in the flat after 31 July.
183
184 ACTION: HT to tell R&amp;L that they have to vacate.
185
186 ACTION: HT to ask DS for time at the next AG meeting (26 June 1200)
187 for an informal chat with members of the MHC to discuss the
188 flat(s).
189 </p>
190 </div> 180 </div>
191 </div> 181 </div>
192 <div id="lettings" i="7"> 182 <div id="lettings" i="7">
193 <title>Room hire &amp; marketing</title> 183 <title>Room hire &amp; marketing</title>
194 <div id="controversy" i="7.1"> 184 <div id="controversy" i="7.1">
267 <title>Quaker weddings: Griffiths/Lawrence</title> 257 <title>Quaker weddings: Griffiths/Lawrence</title>
268 <p>Wedding planning going well. They've quite likely 258 <p>Wedding planning going well. They've quite likely
269 over-catered, but fridge issue sorted. Photographer will come early. 259 over-catered, but fridge issue sorted. Photographer will come early.
270 IT for overlow in the Hall is an issue but we can work with what we 260 IT for overlow in the Hall is an issue but we can work with what we
271 have: Emma and Andy were aware of what the MH provided when they booked. 261 have: Emma and Andy were aware of what the MH provided when they booked.
272 Additional purchase of AV equipment is <emph>not</emph> required, MG does not recommend it for AM. 262 Additional purchase of AV equipment is <emph>not</emph> required, MG does
263 not recommend it for AM just for this event.
273 With respect to numbers, looks like 80&ndash;90 from outside invitees, not much feedback from 264 With respect to numbers, looks like 80&ndash;90 from outside invitees, not much feedback from
274 local Friends, but usual suspects would be 20&ndash;30, so probably 100+.</p> 265 local Friends, but usual suspects would be 20&ndash;30, so probably 100+.</p>
266 <p>With respect to AV, note that AM's plan to purchase an OWL
267 microphone/camera/speaker unit is fine on the understanding it's for general AM use.</p>
275 </div> 268 </div>
276 </div> 269 </div>
277 <div id="IT" i="8"> 270 <div id="IT" i="8">
278 <title>IT</title> 271 <title>IT</title>
279 <div id="split" i="8.1"> 272 <div id="split" i="8.1">
285 </div> 278 </div>
286 <div id="email" i="8.2"> 279 <div id="email" i="8.2">
287 <title>Email issues</title> 280 <title>Email issues</title>
288 <p>There's too much email on too many diverse topics coming in 281 <p>There's too much email on too many diverse topics coming in
289 to <code>office@equaker.org.uk</code>. Things get lost.</p> 282 to <code>office@equaker.org.uk</code>. Things get lost.</p>
290 <p class="action" on="HT, MG">Meet with Majk to explore 283 <p class="action" on="HT, MG">Meet with MS to explore
291 options, e.g. multiple folders, multiple email addresses</p> 284 options, e.g. multiple folders, multiple email addresses</p>
292 </div> 285 </div>
293 <p></p> 286 <p></p>
294 </div> 287 </div>
295 <div id="building" i="9"> 288 <div id="building" i="9">
297 <p>In the past responsibility for keeping track of this topic 290 <p>In the past responsibility for keeping track of this topic
298 has been delegated to a member of the committee.</p> 291 has been delegated to a member of the committee.</p>
299 <p class="action" on="HT">Put this on the agenda for next time.</p> 292 <p class="action" on="HT">Put this on the agenda for next time.</p>
300 <div id="large" i="9.1"> 293 <div id="large" i="9.1">
301 <title>Large projects on hold</title> 294 <title>Large projects on hold</title>
302 <p>Heat pump, courtyard, waiting on finance (see <link 295 <p>Heat pump, courtyard, waiting on finance (see <link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHMC
303 href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHMC
304 minutes for 2023-04-20, item 9a</link>)</p> 296 minutes for 2023-04-20, item 9a</link>)</p>
305 </div> 297 </div>
306 <div id="issues" i="9.2"> 298 <div id="issues" i="9.2">
307 <title>Ongoing issues</title> 299 <title>Ongoing issues</title>
308 <div id="wifi2f" i="9.2.1"> 300 <div id="wifi2f" i="9.2.1">
316 <p>Status unclear, issues with both 3F2 and 4F</p> 308 <p>Status unclear, issues with both 3F2 and 4F</p>
317 <p class="action" on="MG">Prepare brief report for next meeting</p> 309 <p class="action" on="MG">Prepare brief report for next meeting</p>
318 </div> 310 </div>
319 <div id="dialer" i="9.2.3"> 311 <div id="dialer" i="9.2.3">
320 <title>Emergency phone in lift</title> 312 <title>Emergency phone in lift</title>
321 <p>GSM dialler was installed in the lift on 2023-06-06, 313 <p>Engineer has said that it is <emph>not</emph> at risk from end of voice
322 engineer said that it is <emph>not</emph> at risk from end of voice
323 connnectivity.</p> 314 connnectivity.</p>
324 <p>There is an issue with the (re)direction for 315 </div>
325 calls from this phone, which currently is set up to dial MG, then SS. 316 <div id="intruder" i="9.2.4">
317 <title>Intruder alarm</title>
318 <p>A GSM dialler has been fitted to the intruder alarm and it no longer sounds
319 on the stair when the building is opened or closed.</p>
320 <p>There is an issue with the (re)direction for
321 calls from this phone. If the alarm rings for longer than 30 seconds then it calls MG, then MS, then SS. It <emph>should</emph> not call the other two if MG answers the
322 phone. Currently it has returned to default settings and calls all of us.
323 Since our meeting IMMS have agreed to come in and reset the alarm this week. which currently is set up to dial MG, then SS.
326 For obvious reasons, MG's work phone is set up to go to voicemail, but 324 For obvious reasons, MG's work phone is set up to go to voicemail, but
327 if that means the call is taken to have gone through, that's a 325 if that means the call is taken to have gone through, that's a
328 problem.</p> 326 problem.</p>
329 <p class="action" on="MG">Experiment further to determine 327 <p class="action" on="MG">Experiment further to determine
330 what the facts are, contact engineer for advice if necessary</p> 328 what the facts are, contact engineer for advice if necessary</p>
346 </div> 344 </div>
347 </div> 345 </div>
348 <div id="woStaff" i="10"> 346 <div id="woStaff" i="10">
349 <title>Time without staff</title> 347 <title>Time without staff</title>
350 <p>HT and DS held an interim Employment Review with MG on 348 <p>HT and DS held an interim Employment Review with MG on
351 2023-06-05. The participants agreed on <link href="TBD">a positive report</link>.</p> 349 2023-06-05. It was felt to have been valuable by all concerned.</p>
352 </div> 350 </div>
351 <div class="appendix" id="actions">
352 <title>Action items</title>
353 <div class="actions"/>
354 </div>
353 </body> 355 </body>
354 </doc> 356 </doc>