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author Henry S Thompson <ht@inf.ed.ac.uk>
date Wed, 22 Oct 2025 21:10:21 +0100
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1 Meeting House Management Committee Agenda 2025-10-20 1 Meeting House Management Committee Agenda 2025-10-20
2 Monday 20 October, 5.15 p.m., in 7 Victoria Terrace 2 Monday 20 October, 5.15 p.m., in 7 Victoria Terrace
3 3
4 * Attendance Draft minute: JP Ascher, Rachael Fitzgerald, Chris 4 * Attendance Draft minute: JP Ascher (via Zoom), Eliza Giles (observing), Rachael Fitzgerald
5 (from ???), Chris
5 Jardine, Katrina McCrea (via Zoom), Jackie Noltingk, Laragh Quinney, 6 Jardine, Katrina McCrea (via Zoom), Jackie Noltingk, Laragh Quinney,
6 Sammi Searle, Henry S. Thompson, Andy Tucker, Duncan Wallace 7 Sammi Searle, Henry S. Thompson, Andy Tucker, Duncan Wallace
7 8
8 * Convenor's report 9 * Convenor's report
9 * Change of representative from Treasury Team 10 * Change of representative from Treasury Team
46 47
47 * Windows 10 support 48 * Windows 10 support
48 49
49 HST and AT have worked together successfully to extend the 50 HST and AT have worked together successfully to extend the
50 provision of security updates to our Windows 10 PCs for a further 51 provision of security updates to our Windows 10 PCs for a further
51 year to 1 October 2026. 52 year to 1 October 2026. *Action* HST to check with User 2 about
53 the newest machine vs. Windows 11.
52 54
53 * Dundee Friends Property Trust 55 * Dundee Friends Property Trust
54 56
57 HST did this. Share info on DFPT management plan. Relationship
58 with a peer Meeting House.
59
55 * Managers' report 60 * Managers' report
61
56 * Defend our Juries 62 * Defend our Juries
63
64 Didn't need us.
65
57 * Area Meeting 10 September 66 * Area Meeting 10 September
67
68 AT and how the Warm Spaces had gone (well), but it's not
69 going ahead this year. EG and AT about answered some things about
70 the Fringe. We were reminded that in 2024 we put up the programme
71 in the Foyer ahead of time. We were asked to make it more obvious
72 that this was a Quaker space. Invite old Friends to get in touch
73 with Hartley?
74
58 * New Casual Staff 75 * New Casual Staff
76
77 Two new starting as we speak, shadowing three times
78
59 * 2026 Room Hire pricing 79 * 2026 Room Hire pricing
80
81 At least as much as RLW goes up. RF helped in 2024. Already
82 enquiries for 2026. HST and Managers to share a proposal with RF
83 and DW by 10 NOvember. RLW might be 7%. *Action* RF to share the
84 local comparators info.
85
60 * CVenues 2026 86 * CVenues 2026
87
88 MS has been doing some follow-up. Greenside are off the table
89 (Alcohol). CVenues are keen, Momentum will need a venue in 2026,
90 supposed to meet around now. They would allow us to do some normal
91 lettings, maybe some rehearsal spaces. They would presumably be
92 gone in a year, and we would have lost Hartley. Hartley wants a
93 3-year contract. Two reasons to do that: save time each year;
94 justify investment on Hartley's part: sound-proofing, network
95 cabling/architecture. *Agreed* To ask Managers to go ahead and
96 offer Hartley a 3-year deal, details to be negotiated. HST to tell
97 Trustees
98
99 * Mid-Week Meeting
100
101 Will try to re-house in one of the big rooms if the Library is not
102 available. We could ask them to identify a point of contact.
103 *Action* HST to have a chat with Alison and Margaret about how we
104 could make communication a bit easier (Whats App; E-mail; phone
105 tree).
106
107 * Probation Meetings
108
109 Ellie and Majk's went well. MS might take his months (already
110 agreed) after EG returns. We might be able to get one of the Casual
111 Staff applicants who would suit very well to get a temporary
112 replacement.
61 113
62 * Upper Bow report 114 * Upper Bow report
63 * Rent increase 115 * Rent increase
116
117 JP no longer proposes income increase. Market rates and %-yield
118 basis suggests. "Honest job as a decent landlord". Small regular
119 increases are fairer than nothing for a while and then bouncing a
120 lot. We're in good shape wrt value, Southside is our best source
121 of advice wrt market rates. So we *Agreed* to go with their
122 advice. But the market itself is not necessarily fair, but the
123 proposed raise from £900 to £918/mo, is not extortionate.
124
64 * Vacancy management 125 * Vacancy management
126
127 They're back.
65 128
66 * Finance report 129 * Finance report
67 130
131 C? presented a very well set-out summary of monthly- and
132 year-to-date figures, which show a very good month in September, for
133 which HST thanked staff, and
134
135 AT feels that the 'overrun' on the staff budget makes him think the
136 budget itself is unreasonable. The question of what the budget
137 should be based on should be sorted with Trustees as a matter of
138 urgency. Contract staff costs are fixed. Casual staff hours pay
139 for themself. The complexity arises when we get to the need for
140 cover throughout each weekday.
141
142 *Action* on staff (and JN) to bring what they can about
143 understanding where our income comes from to the next meeting.
144
68 * Heating/Insulation/Energy... 145 * Heating/Insulation/Energy...
69 * Community and Renewable Energy Scheme (CARES) 146 * Community and Renewable Energy Scheme (CARES)
147
148 DW points out that there's a local CARES person (Energy Adviser) for
149 this part of Scotland who we should cultivate in time for the next
150 opportunity. *Action* to DW to work with MS find out who, if the
151 person we were given to liaise with over the previous application,
152 is in that.
153
154 Two heaters have been fixed. Library heater under investigation.
70 155
71 * Works to be undertaken Upper Bow 156 * Works to be undertaken Upper Bow
72 * Report from Majk Stokes 157 * Report from Majk Stokes
158
159 Quotes for windows, flooring. Accessibility is an issue. *ACTION*
160 on AT and MS to give HST somethign for Trustees on 28 Oct.
161
73 162
74 * Quinquennial review/News from Trustees 163 * Quinquennial review/News from Trustees
75 164
76 * Staff escalation route if they need backup 165 * Staff escalation route if they need backup
77 166
83 "we need ... an assurance from [MHMC] that staff have an 172 "we need ... an assurance from [MHMC] that staff have an
84 escalation route whenever they need backup. ... We are happy for 173 escalation route whenever they need backup. ... We are happy for
85 trustees to be on a reserve backup list in case no-one from MHMC 174 trustees to be on a reserve backup list in case no-one from MHMC
86 is available." 175 is available."
87 176
177 Phone tree: MHM -> MHMC via HST -> Trustees via MW
178
179 What SCALP gave us was also/more in the direction of how to behave
180 towards the police in a less than full-cooperation way. But was not
181 really quite what we expected/hoped for for _building staff_.
182
183 De-escalation training! RF to let us know.
184
185 We will come back to this.
186
88 * Date of next meeting 187 * Date of next meeting
188
189 17th 1715 in the Meeting House
89 190
90 * Any other business 191 * Any other business
91 192
92 ht 193 ht