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Copy agenda and engross to produce starting point for minutes
author Henry Thompson <ht@markup.co.uk>
date Mon, 03 Jun 2024 18:15:30 +0100
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1 Meeting House Management Committee Agenda 2024-06-03
2 Monday 3 June, 7 p.m., in 7 Victoria Terrace
3
4 1. Attendance
5
6 2. Matters arising
7
8 2.1. Wrt 2024-04-30_3.3. Carpets
9 ACTION: HST&JK to put a request to Trustees for approval, using
10 recycled carpet tiles: Carried forward until after Fringe
11
12 2.2. Wrt 2024-04-30_3.4. Flat 3F2 at 6 Upper Bow
13 Hartley subsequently asked for a slight extension to the let, from 12 July to 3 September, and we agreed this for a revised total of £3,600.
14
15 3. CArts
16
17 [Miranda: Update, Licence agreement from Hartley
18
19 Hartley is in Montreal, but promised 1st payment (which was due on 1
20 June) today.]
21
22 [HT: Hartley says "at the moment we are planning to start moving materials
23 etc in on Wednesday 17 July at the earliest---very possibly
24 the Tuesday for some items, or possibly the Thursday, but I think
25 Wednesday is more likely"]
26
27 4. 4F1 After MG's departure
28 [HT: MG will vacate by 5 July, should we offer to Hartley?]
29
30 5. Lighting
31
32 [HT: Consulted with Jean Carletta -- no viable alternative to whole-fitting
33 installation: See Jean's web page on the subject:
34 https://guide.heathack.org/background-knowledge/electrics/lighting.html.
35 [MG: spectrum and toilets auto on-off wrt concern from Anna Levin]
36
37 6. Pop-up cafe
38 [MG]
39
40 7. MG's departure
41 [HT: MG has decided to stick to her original notice of resignation, so 30
42 June will be her last day. She would like to actually hand over the
43 keys on 5 July.]
44
45 [MG: is working on a list of tasks requiring handover training, and a
46 rough estimate of required time to carry these out, drawing on her own
47 records, the list created by Majk, Ellie and Ken (MEK) and the
48 spreadsheet circulated by JN, so we can make a
49 more informed judgement about increased hours and possible a further
50 MHA appointment.]
51
52 [HT: Note error in previous minutes: it's Quickbooks that can communicate
53 with Xero, Hallmaster can _not_.]
54
55 *Draft minute*
56
57 From 1 July we need to have arrangements in place to cover all the
58 essential responsibilities of the Meeting House Manager. Exactly what
59 this means varies in terms of three distinct periods:
60
61 *A* 1–16 July: (Somewhat less than) business as usual
62 *B*: 13 July–31 August: Let to CVenues
63 *C*: 1 September onwards: Business as usual
64
65 Beginning on 1 July we propose to cover business as usual, meaning
66 at a minimum the operation of the Meeting House on a day-to-day basis,
67 that is for existing lettings and ongoing Quaker use, with existing
68 staff: the three contract staff (MS, EG, KL, aka MEK) and the casual
69 staff, supervised as necessary by members of the MHMC.
70
71 MG and HST, with input from JN and MEK, aim to have a plan by 10 June for
72 MG to train MEK between then and 25 June, when there will be an
73 all-hands staff meeting with HST present to review the state of play
74 and address any remaining issues.
75
76 HST, KM and RF will form a rota to be the point person for
77 MEK questions/contact in emergencies. This is particularly important
78 during the crucial weeks of period B: 14-19 July; 2–9 August; 24–31
79 August.
80
81 The extent to which we will be open for new bookings during periods A
82 and C will depend on staff availability and fitness for the relevant
83 tasks. We have approached staff about their availability and
84 interest in stepping up to more responsible roles, but a detailed
85 analysis of what we can expect will not be available until the
86 training plan is clearer.
87
88 We look to Trustees to initiate and drive the consultation process
89 on what staffing profile we are looking to see in SE Scotland Area
90 Meeting, which MHMC are of course happy to participate in.
91
92 8. Date of next meeting
93