rsof: MHMC/2023-06-06/minutes.html comparison

comparison MHMC/2023-06-06/minutes.html @ 287:e104c158c805

as circulated to committee etc.

author	Henry Thompson <ht@markup.co.uk>
date	Wed, 12 Jul 2023 14:39:15 +0100
parents	c6c454cceeb1
children

comparison

equal deleted inserted replaced

-:7e08bb8871c1
+:e104c158c805
 &#xa0;&#xa0;Marilyn Higgins (MH), Neil Turner (NT)</li></ul></div></div><div class="toc"><h1>Table of Contents</h1><ul class="naked"><li><h2>0 <a href="#introduction">New convenor's welcome</a></h2></li><li><h4>0.1 <a href="#business">How HT will aim to handle our business</a></h4></li><li><h4>0.2 <a href="#remit">A reminder of our remit</a></h4></li><li><h2>1 <a href="#next">Date and time of next meeting</a></h2></li><li><h2>2 <a href="#arising">Matters arising</a></h2></li><li><h4>2.1 <a href="#8a"><a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</a>
 8a: IT - Private and public networks</a></h4></li><li><h4>2.2 <a href="#8b"><a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</a>
 8b: IT - Email issues / Google Workspace</a></h4></li><li><h4>2.3 <a href="#6a"><a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</a>
 6a bullet 3: Staffing</a></h4></li><li><h4>2.4 <a href="#9b"><a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</a>
 9b bullet 4: Fabric and maintenance - secondary glazing in the kitchen of 4F</a></h4></li><li><h4>2.4 <a href="#9c"><a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</a>
-9c: Fabric and maintenance</a></h4></li><li><h2>3 <a href="#MGupdate">Manager's update</a></h2></li><li><h4>3.1 <a href="#QCG">Quaker Centres Gathering</a></h4></li><li><h4>3.2 <a href="#PAT">PAT testing</a></h4></li><li><h4>3.3 <a href="#Risk">Risk Management Strategy</a></h4></li><li><h2>4 <a href="#fringe">Fringe update</a></h2></li><li><h2>5 <a href="#VTAG">Victoria Terrace affordability group update</a></h2></li><li><h2>6 <a href="#staffing">Staffing</a></h2></li><li><h4>6.1 <a href="#org">Moving to operation with one resident manager</a></h4></li><li><h4>6.2 <a href="#flat">Ongoing staffing issues</a></h4></li><li><h2>7 <a href="#lettings">Room hire &amp; marketing</a></h2></li><li><h4>7.1 <a href="#controversy">Controversial bookings: Common Knowledge</a></h4></li><li><h4>7.2 <a href="#weddings">Quaker weddings: Griffiths/Lawrence</a></h4></li><li><h2>8 <a href="#IT">IT</a></h2></li><li><h4>8.1 <a href="#split">Private and public networks</a></h4></li><li><h4>8.2 <a href="#email">Email issues</a></h4></li><li><h2>9 <a href="#building">Fabric and maintenance</a></h2></li><li><h4>9.1 <a href="#large">Large projects on hold</a></h4></li><li><h4>9.2 <a href="#issues">Ongoing issues</a></h4></li><li><h4>9.2.1 <a href="#wifi2f">Meeting room wifi</a></h4></li><li><h4>9.2.2 <a href="#glazing">Glazing in flats</a></h4></li><li><h4>9.2.3 <a href="#dialer">Emergency phone in lift</a></h4></li><li><h4>9.3 <a href="#carpets">Carpets</a></h4></li><li><h4>9.4 <a href="#signs">Signage</a></h4></li><li><h2>10 <a href="#woStaff">Time without staff</a></h2></li><li><h2>A.  <a href="#actions">Action items</a></h2></li></ul></div><div class="body"><div id="introduction" i="0"><h2>0 <a name="introduction">New convenor's welcome</a></h2><div id="business" i="0.1"><h4>0.1 <a name="business">How HT will aim to handle our business</a></h4><p>For routine business we'll proceed informally, and HT will
+9c: Fabric and maintenance</a></h4></li><li><h2>3 <a href="#MGupdate">Manager's update</a></h2></li><li><h4>3.1 <a href="#QCG">Quaker Centres Gathering</a></h4></li><li><h4>3.2 <a href="#PAT">PAT testing</a></h4></li><li><h4>3.3 <a href="#Risk">Risk Management Strategy</a></h4></li><li><h2>4 <a href="#fringe">Fringe update</a></h2></li><li><h2>5 <a href="#VTAG">Victoria Terrace affordability group update</a></h2></li><li><h2>6 <a href="#staffing">Staffing</a></h2></li><li><h4>6.1 <a href="#org">Moving to operation with one resident manager</a></h4></li><li><h4>6.2 <a href="#flat">Ongoing staffing issues</a></h4></li><li><h2>7 <a href="#lettings">Room hire &amp; marketing</a></h2></li><li><h4>7.1 <a href="#controversy">Controversial bookings: Common Knowledge</a></h4></li><li><h4>7.2 <a href="#weddings">Quaker weddings: Griffiths/Lawrence</a></h4></li><li><h2>8 <a href="#IT">IT</a></h2></li><li><h4>8.1 <a href="#split">Private and public networks</a></h4></li><li><h4>8.2 <a href="#email">Email issues</a></h4></li><li><h2>9 <a href="#building">Fabric and maintenance</a></h2></li><li><h4>9.1 <a href="#large">Large projects on hold</a></h4></li><li><h4>9.2 <a href="#issues">Ongoing issues</a></h4></li><li><h4>9.2.1 <a href="#wifi2f">Meeting room wifi</a></h4></li><li><h4>9.2.2 <a href="#glazing">Glazing in flats</a></h4></li><li><h4>9.2.3 <a href="#dialer">Emergency phone in lift</a></h4></li><li><h4>9.2.4 <a href="#intruder">Intruder alarm</a></h4></li><li><h4>9.3 <a href="#carpets">Carpets</a></h4></li><li><h4>9.4 <a href="#signs">Signage</a></h4></li><li><h2>10 <a href="#woStaff">Time without staff</a></h2></li><li><h2>A.  <a href="#actions">Action items</a></h2></li></ul></div><div class="body"><div id="introduction" i="0"><h2>0 <a name="introduction">New convenor's welcome</a></h2><div id="business" i="0.1"><h4>0.1 <a name="business">How HT will aim to handle our business</a></h4><p>For routine business we'll proceed informally, and HT will
 take notes.  Suitably cleaned up and filled out, these will appear in
 the circulated minutes.</p><p>For important matters, or for any matter by request, we'll
 move into Meeting for Worship for Church Affairs mode, HT acting as
 Clerk.  The results will be highlighted as <b>Minutes</b> in the
 circulated minutes.</p><p>Henceforth HT will use Word or PDF, not plain text, for
 9b bullet 4: Fabric and maintenance - secondary glazing in the kitchen of 4F</a></h4><p>Overtaken, see <a href="#flat">item 6.2</a> below</p></div><div id="9c" i="2.4"><h4>2.4 <a name="9c"><a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</a>
 9c: Fabric and maintenance</a></h4><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_3"><b xmlns="http://www.w3.org/1999/xhtml">Action MG:</b> Installing LED lighting.  Carried forward.</p></div></div><div id="MGupdate" i="3"><h2>3 <a name="MGupdate">Manager's update</a></h2><div id="QCG" i="3.1"><h4>3.1 <a name="QCG">Quaker Centres Gathering</a></h4><p>HT and MG attended this.  Hearing from other
 Quaker management teams about their situation, their difficulties and
 their strategies was very helpful.</p><p>We heard particular details relevant to us of how others manage the booking
 process, incoming email and staffing.  Integrating these is an urgent
-project for us: MG and Majk Stokes will tackle planning for this
+project for us: MG and Majk Stokes (MS) will tackle planning for this
 during August.  We hope to get help from Hallmaster (the suppliers of
 our room booking software).</p></div><div id="PAT" i="3.2"><h4>3.2 <a name="PAT">PAT testing</a></h4><p>PAT testing is not required to be yearly.  Visual checks, plus a 3-year
 cycle of testing should be fine.  JN checked the insurance and
 confirmed there is nothing about PAT therein.  We <b>AGREED</b>
 to take this forward.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_4"><b xmlns="http://www.w3.org/1999/xhtml">Action MG:</b> Draft a proposal and send it, noting
 </div></blockquote><p>[From MG] The Fringe Society visited 7 Victoria Terrace to look
 at office space planning.  They have been invoiced, but no money has
 been received as yet.
 They will visit again next week to look at accessibility issues.</p></div><div id="VTAG" i="5"><h2>5 <a name="VTAG">Victoria Terrace affordability group update</a></h2><p><a href="https://www.dropbox.com/s/0dg79uqslj6jbbi/victoria-terrace-affordability-group-2023-05-30-notes.docx?dl=0">Notes from meeting 2023-05-30</a></p><p>See the above for details.  Some topics of interest to us:</p><ul class=" "><li>Quotes from various rental agents for the Upper Bow
 flat, with our without upgrading</li><li>Some details on the suggested use of some of the foyer as a caf&#xe9;.</li></ul><p>If the cafe idea goes ahead, we would need to look at
-possible impact on our relief from Council Tax.</p></div><div id="staffing" i="6"><h2>6 <a name="staffing">Staffing</a></h2><div id="org" i="6.1"><h4>6.1 <a name="org">Moving to operation with one resident manager</a></h4><p><a href="https://www.dropbox.com/s/jl98oczqh611cpe/Staffing%20proposal%20May%202023.docx?dl=0">Background paper</a> from MG</p><p>See above for details.  Key points:</p><ul class=" "><li>Permanent part-time MH Assistant post not refilled, needs to be</li><li>Shift in Majk's role and hours</li><li>Two new casual staff</li></ul><p>Taken together this will free MG to do BizDev.</p><p class="minute"><href xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" name="MHMC_2023-06-06_1"/><b>Minute MHMC_2023-06-06_1</b> We ask Trustees to agree to the creation of a new  permanent
+possible impact on our relief from Council Tax.</p></div><div id="staffing" i="6"><h2>6 <a name="staffing">Staffing</a></h2><div id="org" i="6.1"><h4>6.1 <a name="org">Moving to operation with one resident manager</a></h4><p><a href="https://www.dropbox.com/s/jl98oczqh611cpe/Staffing%20proposal%20May%202023.docx?dl=0">Background paper</a> from MG</p><p>See above for details.  Key points:</p><ul class=" "><li>Permanent part-time MH Assistant post not refilled, needs to be</li><li>Shift in MS's role and hours</li><li>Two new casual staff</li></ul><p>Taken together this will free MG to do BizDev.</p><p class="minute"><href xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" name="MHMC_2023-06-06_1"/><b>Minute MHMC_2023-06-06_1</b> We ask Trustees to agree to the creation of a new  permanent
 part-time MH Assistant job starting in September, to be
 advertised widely.</p></div><div id="flat" i="6.2"><h4>6.2 <a name="flat">Ongoing staffing issues</a></h4><p><b>Issue for decision:</b> Resident Assistant Warden
 post renewal</p><p class="minute"><href xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" name="MHMC_2023-06-06_2"/><b>Minute
 MHMC_2023-06-06_2</b> We agree to move to operation with one
 resident manager.  We will not ask Trustees to agree for Richard and Lauren to
 Common Knowledge online publicity for future events, and we hope the
 matter is closed.</p></div><div id="weddings" i="7.2"><h4>7.2 <a name="weddings">Quaker weddings: Griffiths/Lawrence</a></h4><p>Wedding planning going well.  They've quite likely
 over-catered, but fridge issue sorted. Photographer will come early.
 IT for overlow in the Hall is an issue but we can work with what we
 have: Emma and Andy were aware of what the MH provided when they booked.
-Additional purchase of AV equipment is <i>not</i> required, MG does not recommend it for AM.
+Additional purchase of AV equipment is <i>not</i> required, MG does
+not recommend it for AM just for this event.
 With respect to numbers, looks like 80&#x2013;90 from outside invitees, not much feedback from
-local Friends, but usual suspects would be 20&#x2013;30, so probably 100+.</p></div></div><div id="IT" i="8"><h2>8 <a name="IT">IT</a></h2><div id="split" i="8.1"><h4>8.1 <a name="split">Private and public networks</a></h4><p>Done, thanks to DS.  Now two SSIDs: quaker (old
+local Friends, but usual suspects would be 20&#x2013;30, so probably 100+.</p><p>With respect to AV, note that AM's plan to purchase an OWL
+microphone/camera/speaker unit is fine on the understanding it's for general AM use.</p></div></div><div id="IT" i="8"><h2>8 <a name="IT">IT</a></h2><div id="split" i="8.1"><h4>8.1 <a name="split">Private and public networks</a></h4><p>Done, thanks to DS.  Now two SSIDs: quaker (old
 pw) and quaker-office (new, staff-only).  Relevant instructions are
 in the 'WiFi' folder in the office filing cabinet, and on HT's
 personal machine at home.</p></div><div id="email" i="8.2"><h4>8.2 <a name="email">Email issues</a></h4><p>There's too much email on too many diverse topics coming in
-to <code>office@equaker.org.uk</code>.  Things get lost.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_8"><b xmlns="http://www.w3.org/1999/xhtml">Action HT, MG:</b> Meet with Majk to explore
+to <code>office@equaker.org.uk</code>.  Things get lost.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_8"><b xmlns="http://www.w3.org/1999/xhtml">Action HT, MG:</b> Meet with MS to explore
 options, e.g. multiple folders, multiple email addresses</p></div><p/></div><div id="building" i="9"><h2>9 <a name="building">Fabric and maintenance</a></h2><p>In the past responsibility for keeping track of this topic
 has been delegated to a member of the committee.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_9"><b xmlns="http://www.w3.org/1999/xhtml">Action HT:</b> Put this on the agenda for next time.</p><div id="large" i="9.1"><h4>9.1 <a name="large">Large projects on hold</a></h4><p>Heat pump, courtyard, waiting on finance (see <a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHMC
 minutes for 2023-04-20, item 9a</a>)</p></div><div id="issues" i="9.2"><h4>9.2 <a name="issues">Ongoing issues</a></h4><div id="wifi2f" i="9.2.1"><h4>9.2.1 <a name="wifi2f">Meeting room wifi</a></h4><p>Still broken</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_10"><b xmlns="http://www.w3.org/1999/xhtml">Action HT:</b> Meet with DS to discuss state of
-networking in 7VT, possible remedial actions</p></div><div id="glazing" i="9.2.2"><h4>9.2.2 <a name="glazing">Glazing in flats</a></h4><p>Status unclear, issues with both 3F2 and 4F</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_11"><b xmlns="http://www.w3.org/1999/xhtml">Action MG:</b> Prepare brief report for next meeting</p></div><div id="dialer" i="9.2.3"><h4>9.2.3 <a name="dialer">Emergency phone in lift</a></h4><p>GSM dialler was installed in the lift on 2023-06-06,
+networking in 7VT, possible remedial actions</p></div><div id="glazing" i="9.2.2"><h4>9.2.2 <a name="glazing">Glazing in flats</a></h4><p>Status unclear, issues with both 3F2 and 4F</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_11"><b xmlns="http://www.w3.org/1999/xhtml">Action MG:</b> Prepare brief report for next meeting</p></div><div id="dialer" i="9.2.3"><h4>9.2.3 <a name="dialer">Emergency phone in lift</a></h4><p>Engineer has said that it is <i>not</i> at risk from end of voice
-engineer said that it is <i>not</i> at risk from end of voice
+connnectivity.</p></div><div id="intruder" i="9.2.4"><h4>9.2.4 <a name="intruder">Intruder alarm</a></h4><p>A GSM dialler has been fitted to the intruder alarm and it no longer sounds
-connnectivity.</p><p>There is an issue with the (re)direction for
+on the stair when the building is opened or closed.</p><p>There is an issue with the (re)direction for
-calls from this phone, which currently is set up to dial MG, then SS.
+calls from this phone.  If the alarm rings for longer than 30 seconds then it calls MG, then MS, then SS. It <i>should</i> 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><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_12"><b xmlns="http://www.w3.org/1999/xhtml">Action MG:</b> Experiment further to determine
 what the facts are, contact engineer for advice if necessary</p></div></div><div id="carpets" i="9.3"><h4>9.3 <a name="carpets">Carpets</a></h4><p>No decision yet on carpets. The impact of building changes / cafe could change
 decision to be made.  No action until after the Fringe at the earliest.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_13"><b xmlns="http://www.w3.org/1999/xhtml">Action MG:</b> Send quotes to JN</p></div><div id="signs" i="9.4"><h4>9.4 <a name="signs">Signage</a></h4><p>MG invited quotes from two firms, both visited but no
 course</p></div></div><div id="woStaff" i="10"><h2>10 <a name="woStaff">Time without staff</a></h2><p>HT and DS held an interim Employment Review with MG on
 2023-06-05.  It was felt to have been valuable by all concerned.</p></div><div class="appendix" id="actions"><h2>Appendix A.  <a name="actions">Action items</a></h2><div><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_1"><b>Action HT:</b></a> Email membership for available weeks
 in July, then poll for date/time.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_6"><b>Action HT:</b></a> Tell R&amp;L that they have to vacate.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_7"><b>Action HT:</b></a> Ask DS for time at the next
 Affordability Group meeting (26 June 1200) for an informal chat with members of the MHC to discuss the
 flat(s).</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_9"><b>Action HT:</b></a> Put this on the agenda for next time.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_10"><b>Action HT:</b></a> Meet with DS to discuss state of
-networking in 7VT, possible remedial actions</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_8"><b>Action HT, MG:</b></a> Meet with Majk to explore
+networking in 7VT, possible remedial actions</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_8"><b>Action HT, MG:</b></a> Meet with MS to explore
 options, e.g. multiple folders, multiple email addresses</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_5"><b>Action JN:</b></a> forward MG anything we have along these lines.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_2"><b>Action MG:</b></a> Lone worker lanyard alarms. Carried forward.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_3"><b>Action MG:</b></a> Installing LED lighting.  Carried forward.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_4"><b>Action MG:</b></a> Draft a proposal and send it, noting
 our agreement, to the Safety Officer of AM Trustees.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_11"><b>Action MG:</b></a> Prepare brief report for next meeting</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_12"><b>Action MG:</b></a> Experiment further to determine
 what the facts are, contact engineer for advice if necessary</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_13"><b>Action MG:</b></a> Send quotes to JN</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_14"><b>Action MG:</b></a> Bring a proposal to MHMC in due
 course</p></div></div></div></body></html>

Mercurial > hg > rsof

comparison MHMC/2023-06-06/minutes.html @ 287:e104c158c805