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comparison MHMC/2023-07-13/minutes.xml @ 291:a04d9c5bea3e

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meeting finished
author Henry Thompson <ht@markup.co.uk>
date Thu, 13 Jul 2023 20:26:40 +0100
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290:0b9b0c9919d1 291:a04d9c5bea3e
109 groups use the MHMCC email address, i.e. <code>sesam.emh.management@gmail.com</code>.</p> 109 groups use the MHMCC email address, i.e. <code>sesam.emh.management@gmail.com</code>.</p>
110 <p>MG and HST have agreed to have regular meetings to share status updates.</p> 110 <p>MG and HST have agreed to have regular meetings to share status updates.</p>
111 </div> 111 </div>
112 <div id="MGupdate"> 112 <div id="MGupdate">
113 <title>Manager's update</title> 113 <title>Manager's update</title>
114 <p>[festival news from MG, including JP's]</p>
115 <p>Green... might be interested </p>
116 <p>We need to talk about room rates. QCG meeting say Aug./Sep. is time.
117 Last year they put prices up 10/15%, but less this year to come. Smaller
118 groups/charity . Was discussed about this time last year, we'll look in the
119 minutes. November 2022 has some agreements, Item 7b in 2022-11-03</p>
120 <p>We said 'no' to DO days this year.</p>
121 <p class="action" on="HT">Put this on the agenda for next time.</p>
122 <p>Peace in the Heart has a block booking in October, but no news.</p>
123 <p class="action" on="MG">Contact AM Clerk for an about</p>
124 <p>Upper Bow drainpipe sorted ? There is another leak in the interior
125 courtyard which we have no clue about, but is dangerous in winter.</p>
126 <p>Tony Peach is getting frail, and struggling with lack of contact from the
127 office staff that he formerly enjoyed. We agreed that this is not part of
128 office staff's duties, and that other channels are in place for addressing his situation.</p>
114 <div id="Risk"> 129 <div id="Risk">
115 <title>Risk Management Strategy</title> 130 <title>Risk Management Strategy</title>
131 <p>MG is planning to take JP's task document [ref?] and look at all the tasks and see where
132 they need planned cover in case of whatever. NT has been working on an
133 <emph>assessment</emph> document. Some feedback from MG to NT (best via JK) on points that
134 he might want to include would be welcome. During COVID the MH Risk Assessment was updated
135 regularly in response to (changing) ScotGov regulations. Martin @@ is involve
136 with his AM H&amp;S coordinator hat on.</p>
137 <p class="action" id="MG">Move that work forward, and share material with
138 JK as appropriate.</p>
116 </div> 139 </div>
117 </div> 140 </div>
118 <div id="VTAG"> 141 <div id="VTAG">
119 <title>Victoria Terrace affordability group update</title> 142 <title>Victoria Terrace affordability group update</title>
120 <p><link href="https://www.dropbox.com/s/oyhogrblz6n54d8/victoria-terrace-affordability-group-2023-06-26-notes.docx?dl=0">Notes from meeting 2023-06-26</link></p> 143 <p><link href="https://www.dropbox.com/s/oyhogrblz6n54d8/victoria-terrace-affordability-group-2023-06-26-notes.docx?dl=0">Notes from meeting 2023-06-26</link></p>
129 <div id="assistant"> 152 <div id="assistant">
130 <title>Additional Meeting House Assistant</title> 153 <title>Additional Meeting House Assistant</title>
131 <p>Last time we asked Trustees to agree to the creation of a new permanent 154 <p>Last time we asked Trustees to agree to the creation of a new permanent
132 part-time MH Assistant job starting in September, to be 155 part-time MH Assistant job starting in September, to be
133 advertised widely, and they agreed. This has been put on hold.</p> 156 advertised widely, and they agreed. This has been put on hold.</p>
134 <p>[MG to expand]</p> 157 <p>MG decided the timing wasn't right so early, and will take that
158 forward in a month or so.</p>
135 </div> 159 </div>
136 <div id="casual"> 160 <div id="casual">
137 <title>Additional casual staff</title> 161 <title>Additional casual staff</title>
138 <p>[MG]</p> 162 <p>One candidate for casual staff, interviewed and was appropriate, will
163 be approached shortly with an offer. He would be able to cover Saturdays and Sundays. No
164 other applications, two other enquiries that didn't convert. MG will advertise
165 again, we are looking forward to a period of being short-staffed. Exploiting
166 routes into the post-graduate student communities might help.</p>
139 </div> 167 </div>
140 </div> 168 </div>
141 <div id="lettings"> 169 <div id="lettings">
142 <title>Room hire &amp; marketing</title> 170 <title>Room hire &amp; marketing</title>
143 <div id="weddings"> 171 <div id="weddings">
144 <title>Quaker weddings: Griffiths/Lawrence</title> 172 <title>Quaker weddings: Griffiths/Lawrence</title>
145 <p>[Anyone present?]</p> 173 <p>It all went smoothly.</p>
146 </div> 174 </div>
147 </div> 175 </div>
148 <div id="IT"> 176 <div id="IT">
149 <title>IT</title> 177 <title>IT</title>
150 <div id="email"> 178 <div id="email">
167 <p class="action" on="HT">Draft a proposal for upgrading email handling.</p> 195 <p class="action" on="HT">Draft a proposal for upgrading email handling.</p>
168 </div> 196 </div>
169 </div> 197 </div>
170 </div> 198 </div>
171 <div id="building"> 199 <div id="building">
172 <title>Fabric and maintenance</title> 200 <title>Fabric and maintenance</title>
173 <div id="specialist"> 201 <div id="specialist">
174 <title>New committee member?</title> 202 <title>New committee member?</title>
175 <p>[HT] Should we ask Emma Griffiths? Other suggestions?]</p> 203 <p>We need someone to cover the Staffing portfolio. Please send
204 suggestions to HT for him to include in a request to NomComm.</p>
176 </div> 205 </div>
177 <div id="large"> 206 <div id="large">
178 <title>Large projects on hold</title> 207 <title>Large projects on hold</title>
179 </div> 208 </div>
180 <div id="issues"> 209 <div id="issues">
184 <p>[HT] Deferred until September</p> 213 <p>[HT] Deferred until September</p>
185 </div> 214 </div>
186 <div id="alarm"> 215 <div id="alarm">
187 <title>Alarm callout phone</title> 216 <title>Alarm callout phone</title>
188 <p>A GSM dialler has been fitted to the intruder alarm and it no longer sounds on the stair when the building is opened or closed.</p> 217 <p>A GSM dialler has been fitted to the intruder alarm and it no longer sounds on the stair when the building is opened or closed.</p>
189 <p>There is an issue with the (re)direction for calls from this phone. If the alarm rings for longer than 30 seconds then it calls MG, then MS, then SS. It should not call the other two if MG answers the phone. Currently it has returned to default settings and calls all of us. 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. For obvious reasons, MG's work phone is set up to go to voicemail, but if that means the call is taken to have gone through, that's a problem.</p> 218 <p>There is an issue with the (re)direction for calls from this
219 phone. If the alarm rings for longer than 30 seconds then it calls MG, then MS,
220 then SS. It should not call the other two if MG answers the phone. Sounder
221 runs for 20 minutes, then turns off (Noise Abatement), but continues flashing. Currently it has returned to default settings and calls all of us. 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. For obvious reasons, MG's work phone is set up to go to voicemail, but if that means the call is taken to have gone through, that's a problem.</p>
222 <p>Unofficial test when someone (not actually an intruder) came in
223 through the stair, called MG, MS and SS, then around again, at which point MS picked up
224 and, we think, pressed '8' which is the way to signal that you've picked up
225 (solving the answerphone problem, because it doesn't press '8'). This stops
226 the calling, but someone still needs to come to the building to switch off the
227 alarm itself.</p>
228 <p>A subsequent intentional test has been done, leaving a few
229 questions but overall things are better.</p>
190 </div> 230 </div>
191 </div> 231 </div>
192 </div> 232 </div>
193 <div id="flats"> 233 <div id="flats">
194 <title>6 Upper Bow</title> 234 <title>6 Upper Bow</title>
195 <p>Decision process for refurbishment, including discussion with VTAG</p> 235 <p>Decision process for refurbishment, including discussion with VTAG</p>
196 <p>Request from Richard West for furniture from 3F2</p> 236 <p>Quinquennial report [ref?] lists things that need repair. This is
237 involved at least to some extent.</p>
238 <p>Request from Richard West for furniture from 3F2. Rental agents all
239 agreed that we should rent the flat furnished.</p>
240 <p class="action" on="MG, HT">Check the condition of the furniture RW has in
241 mind, and unless it's in bad shape tell RW 'no'.</p>
197 </div> 242 </div>
198 <div id="woStaff"> 243 <div id="woStaff">
199 <title>Time without staff</title> 244 <title>Time without staff</title>
200 </div> 245 </div>
201 <div class="appendix" id="actions"> 246 <div class="appendix" id="actions">