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 <head>
  <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>
  <style>.r {margin-left: 3em}
   .a::before {content: "ACTION: "; font-weight: bold}
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<body>
<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, not until September</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>
 <title>CArts</title>
 <p>First payment was due on 1 June.</p>
 <p>Extra 100£ to stay an extra 5 days in the flat.  Added the flat into the
contract, recalculated the 4 payments</p>
 <p>[send copy to MHMC Trustees]</p>
 <p>Having heard from ... no changes requested to the Programme</p>
</div>
 <div>
  <title>4F1 After MG's departure</title>
  <p>Can we let it?  To Whom?</p>
 </div>
<div><title>Local Meeting on 12 May</title>
<p>Thanks to JN for taking this on -- report?</p>
</div>
 <div>
  <title>Lighting</title>
  <p>Consulted with Jean -- no way out</p>
  <p>Anna Levin: MG asked Gunn about spectrum, 'warm' will cost £800 more,
will revert to them about intrinsic vs. tinted plastic issue, confirm that we're still on
for the first week of July.  Is on Trustee's agenda for [tomorrow]</p>
 </div>
<div>
 <title>Pop-up cafe</title>
 <p>[MG to bring us up to date]</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 [CORRECTION: QuickBooks]
<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">1–12 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>We propose to cover business as usual, meaning at a minimum the
operation of the Meeting House on a day-to-day basis for existing
lettings and ongoing Quaker use with existing staff: the three contract
staff (MS, EG, KL) and the casual staff, supervised as necessary by
members of the MHMC.</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 not yet approached staff about their availability and
interest in stepping up to more responsible roles, and so the scale of
operation we can aim at will not be determined until we do so.</p>
<p>We will discuss with MG how the time between now and 1 July can best
be used to prepare staff for at least the necessary tasks.</p>
<p>We are prepared to cover supervision and, if necessary, be present,
during the crucial weeks of period B: 14-19 July*; 2–9 August; 24–31
August.</p>
 <p class="a">HST to check with Hartley about this – will they actually be
doing setup that week? <name>DONE</name></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	Fri, 31 May 2024 18:22:18 +0200
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