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  <title>Meeting
House Management Committee Minutes 2024-05-07</title>
  <author>Convenor: Henry S. Thompson</author>
  <date>Tuesday 7 May, 5:15 p.m., in 7 Victoria Terrace</date>
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   .a::before {content: "ACTION: "; font-weight: bold}
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<div>
 <title>Attendance</title>
 <list type="defn">
  <item term="Present">Rachel Fitzgerald (RF), Katrina McCrea (KM),
Jacqueline Noltingk (JN),
Henry S. Thompson(HST)
  </item>
  <item term="Prevented">Laragh Quinney (LQ), Sue Sierra (SS)</item>
  <item term="Copy to">Susie Harding, Neil Turner</item>
 </list>
</div>
<div>
<title>Matters arising</title>
<div><title>Wrt 2024-04-30_3.2. Lighting</title>
<p class="a">HST to contact Jean
Carletta about more replacable fitting: <name>DONE</name></p>
 <p class="a">HST&amp;JK
to put a request to Trustees for approval for a budget of £10,000 with
Gunn: <name>DONE</name></p>
</div>
<div><title>Wrt 2024-04-30_3.3. Carpets</title>
<p class="a">HST&amp;JK to put a request to
Trustees for approval, using recycled carpet tiles: Not yet</p>
</div>
<div><title>Wrt 2024-04-30_3.4.  Flat 3F2 at 6 Upper Bow</title>
<p>We <name>AGREED</name> to go ahead on this basis: Hartley
pushed back, with explanation that ‘artists’ enjoyed a better rate
structure, with evidence. MG
 and HST agreed to accept his offer of
£3,500.</p>
 <p>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.</p>
</div>
</div>
<div><title>Local Meeting on 12 May</title>
<p>We still need someone to attend if possible,
as HST can’t be there</p>
 <p class="a">HST to copy JN and RF with notice to LM Clerks
and one of them will try to be at LM <name>DONE</name> by JN</p>
</div>
<div><title>Time without staff</title>
<p> We <name>AGREE</name> that any arrangement with MS and Beth Clark will only
happen once a new post is agreed and described.</p>
<p class="a">HST to discuss with MG:</p>
<list type="enum">
<item>What tasks has she been doing which will need to be covered by MKE,
and what training will be required.</item>
<item>A possible timetable for her availability: where and when</item>
</list>
 <p>MG should
certainly be <emph>allowed</emph> to go, but she may be <emph>willing</emph> to be
here for some number of weeks in July and August.</p>
 <p>She <emph>might</emph>
want to do at least some of this to get closure.</p>
 <p>So the invitation to a
discussion should be tentative: to talk about handover tasks? to talk
about what might be possible after 1 July?</p>
 <p>Removal scheduling is an
issue, because of likely street closure at the bottom of Johnston Terrace</p>
 <p>Katrina is available for the 3 relevant weeks</p>
 <p>Hallmaster
<emph>can</emph> communicate with Xero</p>
 <p>Week 1 is the real point where we
need cover to be involved in what’s going on</p>
 <p>We need the current
staffing timetable, from JN and MG, so we know what we need to cover,
both over the Fringe and in the autumn</p>
 <p>We <emph>can</emph> close the
building on, e.g. Mondays and on Friday afternoons. We do need more
casual staff, and if possible ones who will be planning to stay</p>
 <p class="a">JN to circulate the spreadsheet of duties she compiled.  <name>DONE</name></p>
 <p>July and August
are really different from September…</p>
 <p>HST will meet on a regular basis
with MKE, both as a group and individually. Scheduling is tricky. Some
regular closures may be necessary in order to have some staff overlap,
so we can meet as a team.</p>
 <p>We will have a ’phone tree.</p>
 <p>Some all-hands meetings
as well.</p>
 <p>Have to check <emph>both</emph> flats every week.</p>
<div>
<title>Draft minute</title>
<p>From 1 July we need to have arrangements in place to cover all the
essential responsibilities of the Meeting House Manager. Exactly what
this means varies in terms of three distinct periods:</p>
<list type="1defn">
<item term="A">1–16 July: (Somewhat less than) business as usual</item>
<item term="B">13 July–31 August: Let to CVenues</item>
<item term="C">1 September onwards: Business as usual</item>
</list>
<p>Beginning on 1 July we propose to cover business as usual, meaning
at a minimum the operation of the Meeting House on a day-to-day basis,
that is for existing lettings and ongoing Quaker use, with existing
staff: the three contract staff (MS, EG, KL, aka MEK) and the casual
staff, supervised as necessary by members of the MHMC.</p>
<p>MG and HST, with input from JN and MEK, aim to have a plan by 10 June for
MG to train MEK between then and 25 June, when there will be an
all-hands staff meeting with HST present to review the state of play
and address any remaining issues.  </p>
	<p>HST, KM and RF will form a rota to be the point person for
MEK questions/contact in emergencies.  This is particularly important
during the crucial weeks of period B: 14-19 July; 2–9 August; 24–31
August.</p>
<p>The extent to which we will be open for new bookings during periods A
and C will depend on staff availability and fitness for the relevant
tasks. We have approached staff about their availability and
interest in stepping up to more responsible roles, but a detailed
analysis of what we can expect will not be available until the
training plan is clearer.</p>
<p>We look to Trustees to initiate and drive the consultation process
on what staffing profile we are looking to see in SE Scotland Area
Meeting, which MHMC are of course happy to participate in.</p>
</div>
</div>
<div>
<title>Any other business</title>
	<div>
<title>Quinquenial Review</title>
<p>John Renshaw will visit in the week beginning 27 May to begin the
on-site inspection for the Quinquenial Review</p></div>
</div>
<div>
<title>Date of next meeting</title>
<p>3 June 2024, 7 p.m., at 7 Victoria Terrace</p>
</div>
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author	Henry Thompson <ht@markup.co.uk>
date	Thu, 13 Jun 2024 17:05:39 +0100
parents	a650249b6b16
children