Meeting House Management Committee Agenda 2024-06-03
Monday 3 June, 7 p.m., in 7 Victoria Terrace

1. Attendance

MG, LQ, RF, JN
HST, KM

2. Matters arising

2.1. Wrt 2024-04-30_3.3. Carpets
ACTION: HST&JK to put a request to Trustees for approval, using
recycled carpet tiles: Carried forward until after Fringe

2.2. Wrt 2024-04-30_3.4. Flat 3F2 at 6 Upper Bow
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.

3. CArts

[Miranda: Update, Licence agreement from Hartley]
HT: MG and I will prepare a short digest of the small number of the
possibly significant changes he has requested.

The most import thing in his draft is a full acceptance of the 5M liabilty
insurance requirement

Hartley is in Montreal, but promised 1st payment (which was due on 1
June) today.]

[HT: Hartley says "at the moment we are planning to start moving materials
etc in on Wednesday 17 July at the earliest---very possibly
the Tuesday for some items, or possibly the Thursday, but I think
Wednesday is more likely"]

4. 4F1 After MG's departure
[HT: MG will vacate by 5 July, should we offer to Hartley?  ]

5. Lighting

[HT: Consulted with Jean Carletta -- no viable alternative to whole-fitting
installation: See Jean's web page on the subject:
https://guide.heathack.org/background-knowledge/electrics/lighting.html.
[MG: spectrum and toilets auto on-off wrt concern from Anna Levin]

6. Pop-up cafe
Uplands Roast are definitely interested
Brazilian Crepes might be interested, interest mostly longer term


7. MG's departure
[HT: MG has decided to stick to her original notice of resignation, so 30
June will be her last day.  She would like to actually hand over the
keys on 5 July.]

[MG: is working on a list of tasks requiring handover training, and a
rough estimate of required time to carry these out, drawing on her own
records, the list created by Majk, Ellie and Ken (MEK) and the
spreadsheet circulated by JN, so we can make a
more informed judgement about increased hours and possible a further
MHA appointment.]

Something about cards and bank accounts

[HT: Note error in previous minutes:  it's Quickbooks that can communicate
with Xero, Hallmaster can _not_.]

Need a decision about Beth's application

Need a plan for holidays

*Draft minute*

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:

*A* 1–16 July: (Somewhat less than) business as usual
*B*: 13 July–31 August: Let to CVenues
*C*: 1 September onwards: Business as usual

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.

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.  
	
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.

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.

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.

8. Date of next meeting