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111 </style><title>Meeting
112 House Management Committee Minutes 2024-05-07</title></head><body style="font-family: DejaVu Sans, Arial; background: rgb(254,250,246)"><div style="text-align: center" class="head"><h1>Meeting
113 House Management Committee Minutes 2024-05-07</h1><hr/><div class="byline">Convenor: Henry S. Thompson</div><div class="byline">Monday 24 June, p.m., in 7 Victoria Terrace</div><div class="copyright">Copyright &#xa9; 2024 <a href="http://www.ltg.ed.ac.uk/~ht/">Henry S. Thompson</a>&#160;<a href="http://creativecommons.org/licenses/by-sa/3.0/deed.en">CC-BY-SA</a></div></div><div class="body"><div><h2>1. Attendance</h2><dl class=" "><dt><b><a name="Present">Present</a></b></dt><dd>Rachel Fitzgerald (RF), Miranda Girdlestone
114 (MG) (in part), Katrina McCrea (KM),
115 Jacqueline Noltingk (JN), Laragh Quinney (LQ),
116 Henry S. Thompson(HST)
117 </dd><dt><b><a name="Prevented">Prevented</a></b></dt><dd>Sue Sierra (SS)</dd><dt><b><a name="Copy_to">Copy to</a></b></dt><dd>Susie Harding, Neil Turner</dd></dl></div><div><h2>2. Transition and hiring</h2><div><h4>2.1. Transition cover</h4><p>MG asks for questions</p><p>Do you foresee any problems for contract staff (Majk Stokes (M),
118 Eliza Giles (E), Ken Latham (K)) going forward?</p><p>Having 3 people in an office along with 2 PCs is not likely to work
119 well. So we need to work hard to encourage M&amp;K to take annual leave.</p><p class="a">MG &amp; HST to identify work for MEK to do during July/August towards
120 improving the booking process</p><p>E has a project to move forward on sustainable reusables, K
121 on signage</p><p>MEK all have annual leave cards, fill in and bring it to MG, it's on TeamUp</p><p>MG thinks MEK's Job Descriptions are sufficient for what's coming</p><p>At Annual Review time, we'll look at their Job Descriptions if need be.</p><p>Structure between the three of them should be as flat as possible: when in doubt, send email
122 to all three. Leave it up to them to choose who
123 does something that you ask to be done. Always be
124 encouraging them to work
125 as a team.</p><p>A small uplift across the board, say 1%, would be a good
126 signal that we recognise their contribution.</p></div><div><h4>2.2. Security issues</h4><p>Safe is in two parts, MS and MG have keys to the top, there's a
127 key to the bottom therein</p><p class="a">MG to add "safe key" to [relevant log]</p><p class="a">MG to inventory the safe and send to HST</p><p>Passwords?</p><p>Building security in the absence of anyone on the stair:</p><p class="a">HST and MG to arrange for more building keys, for MHMC
128 contacts and CArts</p><p class="a">HST to bring the matter of the intruder alarm back to a
129 subsequent meeting</p></div><div><h4>2.3. Hiring</h4><p>MG: This [her leaving] is not an uncommon problem, the difficulties
130 of [the situation] are widely shared</p><p>You'll need to reset/review/renew the situation with MEK
131 for what's coming next, say next 3 months</p><p>Gave a relevant Job Description for Manchester to HST</p><p class="a">HST to circulate Manchester Job Description</p><p class="a">Get a system for notice when contract renewal
132 (e.g. maintenance) are coming up.</p></div><div><h4>2.4. Minor points</h4><p>September - carpet changeover will need attention from staff, but
133 they should be up for it</p><p>E cares for the wee garden and the plants</p><p>K/E will be tasked with checking empty flat(s) regularly to satisfy insurance</p><p class="a">MG to notify JN when she cancels the utility contract
134 for 3F2, take meter reading and send to JN as she leaves.</p><p class="a">MG to be sure that new lighting invoice from Gunn is addressed
135 to Area Meeting and goes to JN</p></div></div><div><h2>3. Practical matters during Fringe</h2><div><h4>3.1. On-call rota for 7 weeks</h4><p class="a">RF to arrange contact rota with HST, RF</p><p class="a">MG to get HST, RF, KM access to TeamUps</p></div><div><h4>3.2. Staff rota for 7 weeks</h4><p>In case of illness/family urgency, staff will contact us if
136 can't sort out between themselves.</p><p class="a">MG to send August staff rota to HST</p><p class="a">HST to send staff rota to RF, KM</p></div><div><h4>3.3. Staff tasks during their weeks</h4><p class="a">HST to ask staff to think about this at all-hands on 25/6 <b>DONE</b></p></div></div><div><h2>4. Time without staff</h2><p>We have had time without staff, which was taken up with a good threshing session.</p><p>Job Description is simple to update, key
137 part of expectation management for new hire(s) is getting the Aims and Objectives right.
138 Calling this a 'Manager' post carries an expectation of e.g. a 5-year
139 plan and a budget.</p><p>[The following will be removed before uploading/circulating outside MHMC]</p><p>[MG: MS was not the Assistant Meeting House Manager that MG needed --
140 outstanding Meeting House Assistant, but
141 resisted attempts to get him to step up sooner.]</p></div><div><h2>5. Date of next meeting</h2><p>Tuesday 2 July, 5 p.m., at 7 Victoria Terrace</p></div></div></body></html>