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<?xml version='1.0'?> <?xml-stylesheet type="text/xsl" href="../../../lib/xml/doc.xsl" ?> <!DOCTYPE doc SYSTEM "../../../lib/xml/doc.dtd" > <doc> <head> <title>Report to Area Meeting from the Future of Victoria Terrace Working Group</title> <title><emph color="red">DRAFT: contains contributions received through 31/5</emph></title> <author>Alison Burnley, Madeleine Harding, Phil Lucas, Brian Mayes, Laurie Naumann, Eileen Schott, Henry S. Thompson</author> <date>1 June 2009</date> <style>td.t, td.s {text-align: right} td.n {text-align: center} td.s {font-weight: bold} td.d {color: red} table {border-collapse: collapse} tr.t td {border-bottom: 2px solid black; border-top: 1px dashed black} tr.gt td {border-bottom: 5px double black} tr.ti td {padding-top: 6pt} thead.r th {text-align: left}</style> </head> <body> <div id="intro"> <title>Background and introduction: The remit of the working group</title> <p>In August and October of 2008, South East Scotland Area Meeting "considered the history and prospects for the Quaker Meeting House at 7 Victoria Terrace". The end result was the creation of a "short-life working group", requested to report back to Area Meeting in June 2009. The group consists of the Friends named above, convened by Henry S. Thompson. Further details on the history and remit of the group can be found in Appendix A to this report.</p> <p>The group has taken as its fundamental goal to gather as much information as possible to assist Area Meeting in clarifying its vision for the future Quaker presence and witness in Central Edinburgh, the part 7 Victoria Terrace might play in that future, and the costs and benefits of alternative ways forward in this regard.</p> <p>This report has three main sections, organised chronologically, covering the history of the Quaker ownership of 7 Victoria Terrace, its current situation, and a range of possibilities for the future. These are preceded by a brief 'executive summary' of our work and its conclusions, and followed by a collection of background material.</p> <p>Although in the end it is our judgement that some options make more sense going forward than others, we have <emph>not</emph> felt that it was our place to make any overall recommendations. We feel strongly that it is for Area Meeting, gathered in Meeting for Worship for Business, to discern the right way forward.</p> </div> <div id="exec"> <title>Executive summary of work and conclusions</title> <p>The working group met a total of twelve times throughout the first five months of 2009. We invited a number of people to join us to share their particular perspectives on the matter, solicited information from a number of different constituencies via questionnaires and held two open meetings for Friends and attenders to share with us their answers to the question "What is your vision for the Quaker presence and witness in Central Edinburgh for the <emph>next</emph> 20 years."</p> <p>Our conclusions can be summarised in terms of a sequence of choices, each leading to a situation with costs and benefits. The primary choice is, do we stay in 7 Victoria Terrace, or do we leave it? If we leave, do we attempt to find somewhere which provides essentially the same facilities as 7 Victoria Terrace, or somewhere more modest, or more than one place? Do we look for somewhere to share, or somewhere of our own? If we stay, do we reduce our use, and with it our costs, or do we continue more-or-less as at present, or do we try to do more? How do each of these choices align with our vision for Quaker presence and witness in Edinburgh?</p> <p>[more, or leave it at that?]</p> </div> <div id="history"> <title>The past</title> <div> <title>Origins</title> <p>We moved to 7 Victoria Terrace from premises at 28 Stafford Street some 20 years ago. At that time the Meeting was growing and we needed more space.</p> <p>The Meeting Room at Stafford Street was upstairs with no lift so access was a problem. It was an L-shaped room which made it difficult to sit in a circle as in 7 Victoria Terrace and you could get "lost" at one end or the other of the L-shape and not hear or see the rest of the meeting.</p> <p>The coffee room was a bit of a squash.</p> <p>The children were in the basement in three small rooms. The young people were like sardines in the smallest room. The crèche was at the front of the building and the 5-12s at the back---neither room was very big and there was very little room for storage.</p> <p>There was lack of office space.</p> <p>Letting possibilities were minimal and the Meeting House was not open to all during the week.</p> <p>A property developer had approached the Meeting several times offering to purchase the building on very attractive terms, and after a series of Meetings for Business and threshing sessions the Preparative and Monthly Meetings agreed to the move, even though we didn't know at the time we left where our new home would be. In the end we spent nearly two years at Gilles College in Marchmont, first while we found a new home, and then while it was refurbished for us.</p> <p><emph>What have we gained from the move?</emph></p> <p>We have considerably more space at 7 Victoria Terrace.</p> <p>We have a beautiful meeting room that is light and airy and creates a feeling of calm and the sense that it is a place of worship.</p> <p>There are rooms that can be let out.</p> <p>The Meeting House is in a central position in the city, which means it is accessible to lots of people. Disabled access has been difficult lately with the nearby building work going on, but this is now completed.</p> <p>The position also offers lots of possibilities for Quaker outreach and for the Meeting House to be a Quaker centre.</p> <p>There is plenty of space for coffee and tea after Meeting for Worship on a Sunday and for lunch as well.</p> <p>There are also quiet areas for sitting and talking.</p> <p>There is space for a good-sized library.</p> <p>The children's space is improved although the crèche is rather dark and small and out of the way but other spaces are quite flexible.</p> <p>In the past the young people have used the youth café at 6 Victoria Terrace which provided a good opportunity for local community building.</p> <p>Very recently we have acquired access to the Scottish wild life garden in Johnston Terrace. This is very welcome for all but particularly for the children---a garden opens up lots of possibilities for fun and learning.</p> <p>Over the years the Meeting House has hosted many link group weekends. These have allowed young people from all over Scotland to come together for a residential weekend, to share their thoughts and feelings in a safe environment, to learn more about being a Quaker and benefit from being with like-minded young people.</p> <p>It is hard to quantify/evaluate just how important these events are, but speaking to young Quakers now in their twenties and thirties they say how important these events have been for their own spiritual development. If we are going to keep our young people we need to care for and nurture them. 7 Victoria Terrace is an ideal place to do this. </p> </div> <div> <title>Building structure</title> <p> The building was in quite a poor state when it was purchased by the Monthly Meeting. Apart from the internal work which gave us the basic rooms layout, substantial repair work had to be undertaken to repair badly weathered sandstone on the exterior and some roof repairs were also necessary. Urgent repair to stonework was necessary in 2007-8 to make the building safe and opportunity was taken, while the scaffolding was in place, to do general stonework improvement with a view to preventing the need for further such work for the next 20 years or so. </p> <figure> <caption> [Insert room plans from publicity leaflet -- argh, where are these coming from?!] </caption> </figure> <p>There follows a description of each room, working down from the top.</p> <list> <item> <p> The second floor <name>Meeting Room</name> and its lobby are substantially unchanged, except for redecoration, since 1988. Ceiling-mounted fluorescent light fittings started to fail during the early 2000s and were difficult to access for maintenance because of their height from the floor. They were replaced in 2006 by suspended fittings, a year or so after the room was redecorated and re-carpeted. The hearing loop system was upgraded in 2003 with the installation of four suspended microphones, but users are not entirely satisfied: apparently the microphones still pick up too much ambient noise. </p> <p> The high <name>roof space</name> above the Meeting Room was largely uninsulated and had been very difficult to access (except by pigeons, whose leavings littered the floor). This was remedied in 2004 with the installation of a hatch from the lobby, a fixed steel ladder above the suspended ceiling height and an inspection platform. Some strengthening work was done to the beams, which have a large and fragile span, the area was cleaned and blown recycled paper insulation was put in (2007). The roof space cannot be used for storage because it lacks the necessary structural strength. </p> </item> <item> <p> The first floor <name>Hall</name> had served as a gym during the Boys Brigade years and, except for redecoration, was substantially unchanged when we upgraded the building. Ceiling-hung scaffold bars for the suspension of theatre lighting and curtains were installed in 1995, from which theatre loudspeakers are also hung, with a transverse bar, wired for lighting, added some years later. The blue and yellow colour scheme of 1988 was replaced by a two-tone green scheme in 1997, when some of the wooden wall-barring, a gym feature, was removed, and this was replaced in turn by a neutral buff colour scheme in 2008, when a storage cupboard was added in the passage linking this room to the Library. </p> </item> <item> <p> The <name>Library</name> has been largely unchanged during the past 20 years apart from twice being redecorated and once re-carpeted. A decorative stained glass window has been added, given by Nancy Selkirk in memory of John, her husband, and made by their son. </p> </item> <item> <p> Little was spent on the <name>Kitchen</name> when the building was purchased and, if it is to continue to be used to prepare food for public consumption, it is now in need of significant upgrading to meet current food hygiene regulations. The commercial dishwasher has been replaced once and a domestic gas cooker replaced by a second commercial gas cooker. Electric water heating has been replaced by a through-flow gas water heater. </p> </item> <item> <p> The <name>Bow Room</name>, accessed from the foyer by a corridor (with two steps) and with its own outside door to Upper Bow, was, for the first 20 years of Quaker ownership, let to charities (most recently International Voluntary Service) for office hours use, with the Monthly Meeting retaining the right to use it in the evenings and at weekends. It was redecorated and re-carpeted in 2002. IVS, who rented the room at considerably less than its commercial value, moved out in 2008, at which point the room became available for meeting use throughout the week. </p> </item> <item> <p> Little has been done to the double <name>Crèche</name> room on the first floor, except for redecoration. This is awkward of access, through a narrow corridor which leads off the kitchen and can only otherwise be accessed from the tenement common stair. There is a lavatory off the corridor between the kitchen and this room. </p> </item> <item> <p> There are <name>two mezzanine floors</name> (not shown in the plans) in a flat-roofed extension behind the main building. The upper of these, above first floor level, houses <name>toilets</name>. The women's toilets, which house two lavatory cubicles and two wash hand-basins, were upgraded in 1996. There is one small lavatory room for men. The lower floor has one toilet room with a single lavatory and hand-basin (and for much of the 20 years housed the washing machine). Adjacent to this is a <name>small room</name>, known as the teenagers' room during early Quaker occupation, when there were a number of teenagers in the Meeting. This is now known as Room 5 and is used mostly for one-to-one meetings; it can accommodate only four or five at most. </p> </item> <item> <p> The <name>Foyer</name> (also not shown in the plans) is fairly spacious, but its adaptability is inhibited by two structural pillars. The original entrance to this space, when it was a shop under the Original Secession Church, was in its present position under the Victoria Terrace arches. At some point in the twentieth century, this had been made into a window and a new entrance made on the Upper Bow elevation. When the decision was taken in 2002 to make the building wheelchair-accessible, it proved impossible to add a ramp to this entrance, so the original entrance was re-opened and a stone ramp installed on the terrace. At the same time, the foyer was completely refurbished and redecorated, with the installation of a seating area, also suitable for informal meetings, and a reception desk. </p> <p> During the past ten years, spacious storage cupboards have been built into an alcove in the eastern end of the foyer and in the passage linking the foyer to the Bow Room. </p> <p> A tiled passage leads from the foyer past doors to under-stair storage and a small cleaner's cupboard and on to a utility area with Belfast sink, in which the washing machine is now fitted. Off this is an <name>accessible toilet</name> and a small shower room, which has in the past been used by residential groups but which is more commonly used for further storage. </p> </item> <item> <p> The <name>managers' office</name>, situated between the foyer and the Bow Room, is quite small and has a timber-barrelled ceiling installed in the 1950s, when this style was in vogue. </p> </item> <item> <p> The Meeting House interleaves with the <name>adjacent tenement building</name>, which was built about 30 years after the Original Secession Church. The Boys' Brigade purchased both buildings in the 1950s and made the link through at first floor level, where the levels were very similar (the difference evidenced by the slight dip as one enters the Library from the lobby). The two tenement flats at this level were incorporated in the main building and provide the present Library, Kitchen and Creche Rooms, while one ground floor flat provided the present Managers' Office and Bow Room. The other ground floor flat was retained by the Boys' Brigade for income and let as an office, first to a taxi company and in recent years to the 6VT Youth Cafe project. One second floor flat was sold to the Boys' Brigade caretaker, who lived there until 2004, when she sold it to a member of the Meeting. The other four flats were offered to the Meeting, which bought the fourth floor two-bedroomed flat in 1987. The Meeting also rented a single-bedroomed flat on the third floor (Flat 3F2), which was eventually also purchased in 1995. The remaining two flats were bought by a member of the Meeting, who subsequently sold them to other local Quakers. </p> <p> The spacious <name>top floor two-bedroomed flat,</name> owned by the Meeting, is occupied by the Managers. Some basic improvement work was done to this when it was purchased and secondary glazing has subsequently been installed in both bedrooms. It is in reasonable order and has gas-fired central heating, but the roof is poorly insulated. </p> <p> The <name>third floor flat</name>, currently occupied by the assistant manager, has, for most of the past 20 years been occupied by Meeting House staff. There was a period in the late 1990s when it was not required for this purpose. It was then refurbished, refurnished and let for income until it was again required for staff. Gas-fired central heating was installed in 2004. </p> </item> </list> </div> <div> <title>Outline history of building use</title> <p>QVS, (not) GMfS, Venue 40, AM and GM groups, Commercial/charitable letting; Wardens and Managers timeline</p> <p> The principal reasons which led to the decision to purchase the Victoria Terrace building were: </p> <list type="enum"> <item> The Meeting had grown in size and included a significant number of families with children. A more suitable Meeting Room was needed, with separate spaces for children's and teenagers' groups, for the serving of refreshments and for social activity.</item> <item>A suitable building in a central location would enable the Meeting to serve the community by providing meeting rooms, primarily for charities and grass roots organisations.</item> <item>A central location would enable both Quakers and others to access the building easily, whether by public or private transport, and would give Quakers a higher profile in the city.</item> </list> <p> To service this building it was decided to appoint wardening staff who would be in sympathy with these aims and who would develop the use of the building along these lines. The first warden appointed was Lise Bech, who moved in with her partner, Ian. </p> <div> <title>Early developments in Meeting House use</title> <p>Quaker use of the building developed well in the early years, as did community use. A group, which included Lise, saw from the beginning the opportunity offered by the August Festival Fringe to develop the use and profile of the building. Lise was an able vegetarian/vegan cook. She and others had `green' concerns and it was decided to run the Library as the `Rainforest Cafe' for two weeks during the Fringe, raising money for rainforest charities. The Hall and Meeting Room were offered for exhibition and concert use concurrent with this. </p> <p>There were some tensions between the wardens and the Meeting in these early years. Mark and Anna, a young couple who were still students, were appointed to work with Lise. They moved into the top flat and Lise into the smaller third floor flat, but this team did not work well together and eventually Lise moved out, to be replaced temporarily by a young Australian woman, Sam Graham. A support group of Friends, which included Archie Campbell and Jennie Nielson was now in place, which had the specific purpose of ensuring a Quaker profile for the building. By 1994, they were running a rota to staff the building on Wednesdays to greet visitors, advise any who had problems and explain Quakerism. For a few months, after Mark and Anna left, the building was staffed by these Friends with the aid of Sam and three or four other students (including Andy May). </p> <p>The warden's post was advertised before Mark and Anna left and Pat and Phil Lucas were appointed, Phil taking post in late October 1994 and Pat joining him in January 1995, the two sharing one full-time post. Pat and Phil were asked to continue the development of community use, with a specific objective of attempting to achieve a balance between costs and income, and with the work of raising the Quaker profile of the building in the community. They were invited to join the Festival Committee, clerked at that time by Bronwyn Harwood, which was already engaged in exploring the development of the Festival Fringe involvement. </p> </div> <div> <title>Use of the Meeting House and income from lettings develop</title> <p>Income from lettings in 1994 was about £14,000. Given stable management and the resulting improved standards of service offered to users, this grew quite rapidly with increasing use of the building. As lettings increased, there were some small tensions regarding Quaker use during the week. Quaker committees had been accustomed to turning up, sometimes without booking, and finding there was a room available. They now found they had to book and then had to book longer and longer in advance to ensure a room was free. An attempt was made to solve this problem by setting the Library apart one evening each week for Quaker use, but this (unsurprisingly) failed – the evening so reserved seldom suited the committee that wanted it – so committees and groups which were unable to plan sufficiently in advance became accustomed to meeting in homes. </p> <p>A two tier letting charge system has been developed over the years, with a lower charge for charitable and grass-roots groups and higher charges for local and national government and commercial groups and classes. There has been some measure of negotiation on charges, at the discretion of the wardens/managers, with, for example, new grass-roots groups being given use below the charitable rate until they became established. An eye has been kept on rates charged by comparable buildings in the neighbourhood and there has been co-operation on this, especially with Augustine United and St Columba's-by-the-Castle. The busyness of the building increased steadily until, for several years, it was about as full as it reasonably could be, from 9 am until 10 pm six days per week and often with Sunday afternoon and evening use as well. </p> <p>Facilities and equipment have been steadily developed over the years, with digital projector, laptop computer and wireless internet availability now added to the familiar flipcharts, TV and DVD player and overhead projectors. </p> <p>Increase in the use of the building necessitated an increase in staff and it was particularly important to ensure continuity of standards of service during the managers' absence on holidays and days off. There has been a deputy warden/manager appointed for the past 12 years or so and this has usually been a residential post, with the appointee occupying the smaller flat. Deputy managers have included Andy May, Doug Kline, Finn Pollard, Philip Davies, Mary Woodward and Tom Nisbet. Additional staffing, all paid, has been provided by members of the Meeting and by students, also usually attenders or members. The role title of the wardens was changed to managers some 7 or 8 years ago, this job title more accurately reflecting the managerial responsibility the post now carries. </p> </div> <div> <title>Quaker Link Scotland</title> <p>At the time that Phil and Pat Lucas were appointed, Marion Morton was clerk of General Meeting for Scotland. She was also part of the group providing a Quaker presence in 7 Victoria Terrace and she combined these two roles by doing her GM work in the Meeting House Office one day a week, providing cover for a wardens' day off. </p> <p>A GM group was then looking at developing the Quaker base and presence in Scotland, including the appointment of an administrative assistant to support the GM Clerk. It was thought by some that this should be Edinburgh-based, working from 7 Victoria Terrace. Quaker Link Scotland was born. Phil Lucas was, early in 1995, appointed to the Quaker Home Service Outreach Committee and he, followed by Pat, were appointed General Meeting Outreach Function Group conveners, so one aspect of the QLS development was that the Edinburgh Meeting House became an outreach base for Scotland. Enquirers packs were sent to Scottish enquirers from here, in consultation with QHS Outreach in Friends House. There was thought that the Bow Room could become the Quaker Link Scotland office. </p> <p>There was concern in some other Scottish Area Meetings about Scottish Quaker affairs becoming too Edinburgh-based, which may have contributed to the end of Quaker Link Scotland's short life, but the fatal blow was that, when the paid administrative assistant post was advertised, the successful candidate lived on the Moray coast and preferred to work from home. The GM clerkship at the same time moved away from the South East. When Pat and Phil Lucas's outreach appointments came to their end, it was no longer appropriate to send enquirers' packs to Scottish enquirers from the 7VT office, (although they continued to do so for a year or two on a voluntary basis). The last vestiges of Quaker Link Scotland thus disappeared. </p> </div> <div> <title>Venue 40 – the Festival Fringe</title> <p>The Festival Committee introduced a tiered seating rake to the hall, turning it into a 65 seat black box theatre, for the first time in August 1995. Use of the theatre that year was dominated by one theatre group, which was reluctant to share facilities with others. Setting up the theatre in this way involved considerable hire costs, so the Committee decided for 1996 to take firmer control and, to recoup hire costs, to run for three weeks. Use of the space developed over subsequent years until there were up to six shows per day, six days each week, with the café now open also for three weeks. The increased staffing this required was provided almost entirely from volunteers, many of them Quakers from other parts of Britain or the world, who are accommodated in Friends' homes. Exhibitions continued to be organised in the Meeting Room, but the Local Meeting became uncomfortable with the annual transformation of this room. Continuation of the Fringe involvement was endorsed but use of the Meeting Room for exhibitions ceased. The Festival Committee works through the year, but a considerable proportion of the organisational work falls on the Meeting House managers. </p> </div> <div> <title>Recent developments</title> <p>Pat and Phil Lucas retired in April 2007 and Sue and Anthony Buxton succeeded them as Meeting House managers, also sharing one full-time job. The changes that have taken place during the past two years reflect in part their priorities for the development of the building and developments in health and safety and particularly food hygiene regulations and the way in which these have been interpreted.</p> <p>An early bird meeting for worship has been initiated at 8 am each weekday for 30 minutes. Use of the Meeting House kitchen has been tightened up and restricted with home-made food not permitted to be brought in or served. The ambience of the hall and library have been improved through redecoration and new table storage. Food and drinks (other than water) are no longer served in the Meeting Room or its lobby. Groups using the second floor during the day and requiring refreshment come down to the Library for that purpose, usually taking the Library out of use as a place for separate meetings at those times. The lettings calendar is considerably less busy than it was four or five years ago; this may be due in part to the difficulty of access during the building work on the terrace and in part to the current recession. </p> </div> </div> <div> <title>Outline financial history</title> <p>The Monthly Meeting sold the previous Meeting House premises in Stafford Street in 1987 and bought Victoria Terrace, a listed building, and one adjacent flat in West Bow, for £138,000 with the sale proceeds. (An further flat in West Bow was purchased in 1995 for £25,000). A fund raising appeal and a contribution (for stonework) from Historic Scotland covered a further £360,000, which was used for external repairs, complete internal remodelling, purchase of furniture and equipment, as well as common repairs to 6 Upper Bow.</p> <p>From the outset it had been intended that the new Meeting House, given its central position and the variety of rooms available, should become a community resource and, additionally, be able to generate an income to help offset management and maintenance costs.</p> <p> In 1994 the new wardens/managers appointed were explicitly, as a part of their jobs, expected to develop the full use of the building and generate an increased income from the letting of the property to outside organisations. As can be seen from the attached income and expenditure table, this proved to be successful with differential charges being levied of small voluntary organisations and larger government or other public sector bodies some of which had long term, fairly permanent, arrangements to regularly hire out parts of the property. A significant, but fluctuating, contribution to the funds has been received from the Festival Fringe Committee over most of those years. </p> <figure> <table> <thead> <tr> <th></th> <th> Notes </th> <th>1994</th> <th>1997</th> <th>2000</th> <th>2001</th> <th>2002</th> <th>2003</th> <th>2004</th> <th>2005</th> <th>2006</th> <th>2007</th> <th>2008</th> </tr> </thead> <tbody> <tr class="ti"> <td><name>Running Expenditure</name></td> </tr> <tr> <td>Staff Costs</td> <td class="n">[1]</td><td class="t">8.4</td><td class="t">11.6</td><td class="t">16.5</td><td class="t">17.9</td><td class="t">19.7</td><td class="t">22.5</td><td class="t">30.3</td><td class="t">29.9</td><td class="t">31.4</td><td class="t">35.1</td><td class="t">39.4</td> </tr> <tr> <td>Services (inc. Council Tax)</td><td class="n">[2]</td><td class="t">9.7</td><td class="t">6.8</td> <td class="t">6.8</td><td class="t">9.4</td><td class="t">8.0</td><td class="t">8.8</td><td class="t">10.6</td><td class="t">11.2</td><td class="t">14.5</td><td class="t">14.6</td><td class="t">14.3</td> </tr> <tr> <td>Cleaning</td><td></td><td class="t">1.3</td><td class="t">3.2</td><td class="t">3.5</td><td class="t">3.6</td><td class="t">3.8</td><td class="t">4.1</td><td class="t">4.0</td><td class="t">4.4</td><td class="t">4.3</td><td class="t">6.9</td><td class="t">8.8</td> <td></td> </tr> <tr> <td>Purchases, maintenance and repairs</td><td class="n">[3]</td><td class="t">1.4</td><td class="t">8.6</td> <td class="t">10.6</td><td class="t">21.1</td><td class="t">19.7</td><td class="t">22.4</td><td class="t">10.5</td><td class="t">23.0</td><td class="t">30.6</td><td class="t">33.1</td><td class="t">22.6</td> </tr> <tr class="t"> <td class="s">Total</td><td></td><td class="t">20.8</td><td class="t">30.2</td><td class="t">37.4</td><td class="t">52.0</td><td class="t">51.2</td><td class="t">57.8</td><td class="t">55.4</td><td class="t">68.5</td><td class="t">80.8</td><td class="t">89.7</td><td class="t">85.1</td></tr> <tr class="ti"> <td><name>Income</name></td> </tr> <tr> <td>Lettings</td><td></td><td class="t">18.6</td><td class="t">29.3</td><td class="t">38.6</td><td class="t">41.4</td><td class="t">50.0</td><td class="t">55.4</td><td class="t">55.2</td><td class="t">52.5</td><td class="t">57.1</td><td class="t">57.0</td><td class="t">50.7</td> </tr> <tr> <td>Festival Fringe Committee</td><td class="n">[4]</td><td class="t">5.4</td><td class="t">1.0</td> <td class="t">3.7</td><td class="t">2.5</td><td class="t">3.0</td><td class="t">5.0</td><td class="t">7.0</td><td class="t">4.0</td><td class="t">9.5</td><td class="t">6.5</td><td class="t">4.0</td> </tr> <tr class="t"> <td class="s">Total</td><td></td><td class="t">24.0</td><td class="t">30.3</td><td class="t">42.3</td><td class="t">43.9</td><td class="t">53.0</td><td class="t">60.4</td><td class="t">62.2</td><td class="t">56.5</td><td class="t">66.6</td><td class="t">63.5</td><td class="t">54.7</td></tr> <tr class="gt"> <td><name>Operating surplus/deficit</name></td><td class="n">[5]</td><td class="t">3.2</td><td class="t">0.1</td><td class="t">4.9</td><td class="t d">-8.1</td><td class="t">1.8</td><td class="t">2.6</td><td class="t">6.8</td><td class="t d">-12.0</td><td class="t d">-14.2</td><td class="t d">-26.2</td><td class="t d">-30.4</td> </tr> <tr> <td></td> </tr> <tr class="ti"> <td><name>Exceptional Expenditures</name></td> </tr> <tr> <td>Redevelopment of Foyer</td> <td class="n">[6]</td><td class="t"></td><td class="t"></td><td class="t"></td><td class="t">5.8</td><td class="t">34.7</td><td class="t">29.4</td><td class="t"></td><td class="t"></td><td class="t"></td> </tr> <tr> <td>External Stonework</td> <td class="n">[7]</td><td class="t"></td><td class="t"></td><td class="t"></td><td class="t"></td><td class="t"></td><td class="t"></td><td class="t"></td><td class="t"></td><td class="t">29.7</td> </tr> <tr> <td>Consultancy</td> <td class="n">[8]</td><td class="t"></td><td class="t"></td><td class="t"></td><td class="t"></td><td class="t"></td><td class="t"></td><td class="t"></td><td class="t"></td><td class="t">8.3</td> </tr> <tr class="t"> <td class="s">Total</td> <td></td><td class="t"></td><td class="t"></td><td class="t"></td><td class="t">5.8</td><td class="t">34.7</td><td class="t">29.4</td><td class="t"></td><td class="t"></td><td class="t">38.0</td> </tr> </tbody> </table> <list type="enum"> <item>Staff costs relate to usage of the building, the changing roles of staff and increased remuneration.</item> <item>Council tax on flats, water, electricity and gas, phone and IT.</item> <item>Major items: Roof access and toilets upgrading (2001); redecoration (2005 and 08); roof repair and insulation (2006); lift upgrading (2007).</item> <item>Festival Committee: sum remitted for use of 7VT. Other sums used for external charities and for Kelso MH Appeal.</item> <item>Contributed to/made up from Area Meeting</item> <item>Approximate cost, 2003-05.</item> <item>Approx cost incurred during 2008.</item> <item>Mainly architect (quinquennial review)</item> </list> <caption>7 Victoria Terrace: income and expenditure 2000-8 (All figures shown are thousands of pounds)</caption> </figure> <p> For about the first 15 years, until 2004, of its operation, Victoria Terrace covered its general running costs, there was a balance between income and expenditure. From 2005 onwards there has been a growing annual `loss'; when calculated in this way. The latter has been due to a combination of reduced income from lettings, especially in the last two years, and the cost of redecoration including new carpets, improvements to the lift, roof repairs and insulation to the property having been undertaken. There has also been an increase in staffing costs over the same period with them assuming greater responsibility for internal financial matters and providing more intensive cover from 0900 to 2200 each weekday. The deficit, ranging from £12k to £30,000 <emph>per annum</emph>, has been met from Area Meeting contributions from Friends and attenders. The contribution to Britain Yearly Meeting has, as a consequence, had to be reduced. Throughout the two decades it has not been possible to set aside sufficient funds for undertaking large pieces of work that regularly occur, whether major repairs or improvements. </p> <p> Given the limited number of rooms that are available to let, the management costs per letting have proved relatively high. This has been exacerbated as higher health and safety standards are imposed by law and the expectations of user groups about the service provided also increase. Furthermore there are both routine and one-off capital costs that have to be met both to keep the building safe, wind and watertight as well as to meet disability access legislation for properties open to the public. While the routine maintenance and repairs can be met from regular letting income, contributions from Friends and attenders and donations, specific appeals have had to be made for the redevelopment of the foyer and the Bow Room costing nearly £70,000. In 2008 the cost of the stonework repairs of about £30,000 was largely met by two legacies recently left to the Area Meeting.</p> <p> Lettings are not of course the only use made of the building. Central Edinburgh Local Meeting worships there, Area Meeting groups have meetings there, and study days and workshops organised by Local and Area Meeting are held there. The scale of that use would have cost in the region of £17,000 in 2008, based on the current charitable rate that would have been charged in Victoria Terrace for the relevant rooms and facilities. This sum represents just over half of the shortfall met by the Area Meeting in 2007 and 2008, and exceeds the shortfall in previous years.</p> </div> </div> <div id="present"> <title>The present</title> <div> <title>Building use</title> <div> <title>Meeting for Worship</title> <p> At present there is a meeting for worship on Sunday mornings at 11.00am which sixty plus people attend. After meeting there is coffee or tea in the library, and then a simple lunch (soup, bread and cheese) in the hall. Central Edinburgh is a big meeting and people value the opportunity to get to know each other better over lunch.</p> <p>There is a mid-week meeting for worship on Wednesday at 12.30pm which up to twenty people attend. Some people like a smaller meeting or perhaps cannot always manage a Sunday. This meeting for worship lasts about thirty minutes and is also followed by a simple lunch.</p> <p>People who completed a questionnaire felt the library was a good place to have this meeting for worship and lunch afterwards.</p> <p>People felt it was important to have a central location that is normally accessible by bus. The building itself is not so good for the less physically able and some people do rely on buses coming close to the Meeting House. Access within the Meeting House is good but the toilets need improving.</p> <p>There is also now an early bird meeting for worship on weekdays at 8.00am lasting thirty minutes. This is a small meeting, but valued by those who come.</p> <p>Elders are currently looking at having another meeting for worship on Sundays, either at 9.30am or Sunday evening.</p> <p>Children’s meeting for worship takes place every Sunday. The children meet at 11.00am for their own programme and join the adult meeting at 11.45am</p> <p>On the second Sunday of the month there is an all age meeting for worship held in the hall to which all are welcome. This meeting for worship is programmed, normally lasts thirty to forty minutes, and is well attended by families and other regular attenders from the meeting.</p> <p>We occasionally have “special” all age worship such as the welcome of new babies and children. This is an Area Meeting event, and others from Area Meeting come along to be part of this. The most recent of these took place in December 2008 and was held in the meeting room. It was very positively received. This event can only take place at 7 Victoria Terrace because of the need for a large meeting room in which to hold it.</p> </div> <div> <title>Lettings</title> <p>Since 2000 income from lettings has increased gradually until 2008 when there was a small decline.</p> <p>The main use of the Meeting House as a venue is for voluntary and community groups who want a relatively cheap but central location for one-off meetings, or a series of meetings, or one day conferences with a good ambience. (People frequently say they do not like the formal service they get from hotels). We are not in the market for corporate events.</p> <p>This means our clients cannot afford commercial rates that would bring us a clear profit. However the small number of rooms available limits the number of staff required for cleaning and catering.</p> <p>7 Victoria Terrace is not in the same league as other large Meeting Houses such as Friends House or Manchester Mount Street, to be a large Quaker centre.</p> <p>The Meeting House is open every day from 9.00am – 10.00pm and five hours on Sunday. The managers, Anthony and Sue Buxton, are employed for twenty hours a week each but in fact work nearer thirty-four hours a week.</p> <p>Tom Nisbet, assistant warden is employed for three days a week. In addition there are a number of staff working a varying number of hours a week.</p> <p>To give an idea of the pattern of non–Quaker lettings we have taken a recent six-week period and have looked at the groups who used the Meeting House and how long the lets were for. The two figures below summarise the results.</p> <figure> <table> <thead class="r"> <tr> <th>Group</th> <th>Number of people</th> <th>Room</th> <th>Rent charged</th> </tr> </thead> <tbody> <tr><td>CAAT (charity)</td><td>10 -15</td><td>Bow </td><td>£14.00</td></tr> <tr><td>AVP (charity)</td><td>10 -15</td><td>Bow</td><td>£15.00</td></tr> <tr><td>Wood Craft Folk</td><td>5</td><td>Bow</td><td>£35.00 </td></tr> <tr><td>British Stammering Support Assoc.</td><td>10</td><td>Bow</td><td>£50.00</td></tr> <tr><td>J. Johnson</td><td>20</td><td>Library</td><td>£62</td></tr> <tr><td>Soc. of Homeopaths</td><td>20</td><td>Meeting</td><td>£200 (3 sessions)</td></tr> <tr><td>Family Fed. of World Peace Development</td><td>0 -15</td><td>Library</td><td>£88.00 (3 sessions)</td></tr> <tr><td>Edinburgh Drug & Alcohol Action Team</td><td>20</td><td>Hall</td><td>£105 (5 sessions)</td></tr> <tr><td>Blake & Stevenson</td><td>4 – 5</td><td>Bow</td><td>£64</td></tr> <tr><td>I.A. Support Group</td><td>30</td><td>Hall & library</td><td>£45.00</td></tr> <tr><td>Scottish Natural Heritage</td><td>20</td><td>Hall</td><td>£45.00</td></tr> <tr><td>Parkinsons Disease Soc.</td><td>10</td><td>Bow</td><td>£60</td></tr> <tr><td>Collective Gallery</td><td>10</td><td>Bow</td><td>£60.00</td></tr> <tr><td>Built Environment Forum</td><td>20+</td><td>Hall</td><td>£75</td></tr> <tr><td>C.E.C. Welfare Rights</td><td>4+</td><td>Room 5</td><td>£80.00</td></tr> <tr><td>Ramblers</td><td>20</td><td>Meeting</td><td>£32.00</td></tr> <tr><td>College of Occupational Therapists</td><td>10</td><td>Bow</td><td>£50.00</td></tr> <tr><td>Fruit-market Gallery</td><td>4</td><td>Bow</td><td>£40.00</td></tr> <tr><td>Social Research Assoc. Scotland</td><td>6</td><td>Bow</td><td>£80.00 </td></tr> <tr><td>Scottish Handcraft Circle</td><td>20</td><td>Library</td><td>£40.00</td></tr> <tr><td>No 2 I.D.</td><td>20</td><td>Meeting</td><td>£32.00</td></tr> <tr><td>Darfur training Committee</td><td>4 – 6</td><td>Bow</td><td>£30.00</td></tr> <tr><td>Action learning Group</td><td>10</td><td>Bow</td><td>£30.00</td></tr> <tr><td>Alzheimer Scotland</td><td>10 – 12</td><td>Library</td><td>£28.00</td></tr> <tr><td>Alzheimer National</td><td>50</td><td>Meeting & Hall</td><td>£156.00</td></tr> <tr><td>British Assoc. of drama Therapists</td><td>20</td><td>Hall</td><td>£198.00</td></tr> <tr><td>World Development Movt.</td><td>6</td><td>Bow</td><td>£72.00</td></tr> <tr><td>Spiritualist Friends of Edin</td><td>4 - 5</td><td>Room 5</td><td>£82.50 (11 sessions)</td></tr> <tr><td>Scottish Traditional Dance & Music Society</td><td>10</td><td>Hall</td><td>£27.00 (11 weeks)</td></tr> <tr><td>Social Enterprise Academy</td><td>8</td><td>Hall(?)</td><td>£105.00 a day</td></tr> <tr><td>Parkinsons Disease Soc. Stirling</td><td>10</td><td>Bow</td><td>£50.00</td></tr> </tbody> </table> <caption>Non-Quaker groups using the Meeting House: number of people, the rooms used and the rent charged</caption> </figure> <figure> <p>??? didn't get anything for this from Madeleine ???</p> <caption>How long the lets were for and the number each week</caption> </figure> <p>It was not possible to know from the non-Quaker groups how they rated the premises. However there were over thirty groups using the building which feels very positive.</p> <p>It is unclear if we should or could increase income by raising the letting rates. Trustees are aware the lettings levels have fallen, especially daytime use. A possible reason for this could be greater competition in the area for the level of provision we offer. Our letting charges are comparable with other churches/halls in the area.</p> <p>On the plus side it is an advantage having managers on site and we have a good informative website.</p> <p>At the end of the day the staff are not here to run a business but to be the face of Quakerism in Edinburgh.</p> </div> <div> <title>Festival Fringe</title> <p>The use of the building for the Festival is a major undertaking (see 3.3.4). The main hall is made into a small theatre with raked seating. Several small theatre groups rent this space during the Festival.</p> <p>There is also the Rainforest Café that runs at the same time – from around 10.00am – 6.00pm. The income form this has increased over the years but again last year there was a drop. The main income is from the theatre lettings but the café does not make much of a profit but adds to the feel and ethos of the venue.</p> </div> <div> <title>Summary of input from Quaker Groups which use the Meeting House</title> <p>See Questionnaire ?? in Appendix ??</p> <p>People felt they were not entirely dependant on Victoria Terrace but for meetings it was felt to be accessible, convenient and the "right" place to meet. Good access by public transport.</p> <p>Disabled access is difficult at present but will improve when the building work on the Terrace has finished.</p> <p>Victoria Terrace was felt to be "our spiritual home". Meeting there creates, through the silence, an atmosphere of stillness and worship.</p> <p>It is necessary to meet at Victoria Terrace to do practical tasks and allows access to resources.</p> <p>The building is ideal for young people's link weekend---there is no other Quaker building in Scotland that is big enough. We do need to nurture and care for our young people if we are going to keep them.</p> <p>People did feel they could meet elsewhere if necessary. Occasionally they did so out of choice for practical reasons such as babysitting.</p> <p>The overall room size, location, comfort and facilities are considered to be good.</p> <p>Some Quaker groups had a problem booking rooms for the times they requested and asked if there could be some priority booking for Quaker groups.</p> <p>The service offered by meeting house staff is very good.</p> <p>Ideally placed for outreach</p> </div> </div> <div> <title>Building staff and management</title> <p>AM, Trustees, Fabric & Maintenance, [Managers' support group?]</p> <p>Managers, Ass't Mgr, as-required staff</p> </div> <div> <title>Building finances</title> <p> The table below summarises the 2008 income and expenditure and demonstrates the dependency on lettings and members and attenders' contributions for income. As far as expenditure was concerned, 2008 was what could be considered a fairly unusual year with elements of one-off capital expenditure on the stonework and the fees for the architect's quinquennial technical review of the property that we have to have to plan for its future maintenance.</p><figure> <table> <thead> <tr> <th></th> <th> Notes </th> <th> £'000 </th> </tr> </thead> <tbody> <tr class="ti"> <td><name>Expenditure</name></td> </tr> <tr><td>Salaries </td><td class="n"></td><td class="t">39.7</td></tr> <tr><td>Premises</td><td class="n">[1]</td><td class="t">54.0</td></tr> <tr><td>Capital expenditure</td><td class="n">[2]</td><td class="t">29.7</td></tr> <tr class="t"> <td class="s">Total</td> <td></td><td class="t">123.4</td> </tr> <tr class="ti"> <td><name>Income</name></td> </tr> <tr><td>Donations</td><td class="n">[3]</td><td class="t">2.7</td></tr> <tr><td>Lettings</td><td class="n">[4]</td><td class="t">50.7</td></tr> <tr><td>Transfers</td><td class="n">[5]</td><td class="t">34.0</td></tr> <tr class="t"> <td class="s">Total</td> <td></td><td class="t">87.4</td> </tr> <tr class="gt"> <td><name>Shortfall</name></td> <td class="n">[6]</td> <td class="t d">-36.0</td> </tr> </tbody> </table> <list type="enum"> <item>Includes services, cleaning, equipment and furniture purchases and architect's fees</item> <item>Building work - external stonework</item> <item>For the meeting house and specifically building work</item> <item>External £47.4k and Central Edinburgh meeting £3.3K</item> <item>From the capital account (legacies) £30k and the Festival Fringe account £4k</item> <item>Made up by Area Meeting</item> </list> <caption>7 Victoria Terrace: Revised summary of 2008 income and expenditure, including capital project</caption> </figure> <p>Of the total 2008 shortfall, roughly £9,000 is owed to one-off expenditures, leaving only £27,000 owed to ongoing operations, that is, roughly the same as that for 2007.</p> <p> [<emph>Need for a 2009 budget summary to be added and commented upon.</emph>] </p> <p> In order to meet the requirements of the 21st century, in terms of premises that can be let out, a number of further improvements would have to be undertaken. Health and safety requirements have stipulated improvements to the kitchen likely to cost in the region of £30,000 if cooking is to be undertaken and offered for sale, for example in conjunction with the <emph>Rainforest Café</emph> at the time of the Festival Fringe. Extending and improving the toilets is estimated would come to about £50,000 and opening the crèche to the library about another £5k. No figures are available [<emph>as far as I can remember</emph>] for the re-hanging and further insulation of the windows to the south west of the building or for improving the heating. </p> </div> </div> <div id="future"> <title>The future</title> <div> <title>Practicalities</title> <div> <title>Stay in Victoria Terrace</title> <div> <title>Do Less</title> <p> One option would be to do less than at present. That could mean reducing the hours that the building is open </p> <list> <item> The Meeting House office is open 9.00 to 5.00 daily </item> <item> The building is currently open to the public from 9.00 a.m. to 9.30/10.00 p.m. Monday to Friday depending on bookings and 9.30 to 5.00 p.m. on Saturday depending on bookings </item> <item> Sundays – 10.00 -3.00 for Quaker use. Bookings may be taken for 3.00 to 5.00 p.m. </item> </list> <p> Several staff work flexibly to cover these periods. </p> <p> Reasons for reducing the opening hours : reducing costs- heating, lighting and staff cover and reducing wear and tear on the fabric of the building </p> <p> Reasons for not reducing opening hours: reduced lettings and reduced income, </p> <p> reduced facilities for Quakers and non-Quakers using the building and reduced opportunities for outreach. </p> <p> Note - Lettings are down on previous years and staff costs are higher. </p> <p> Hospitality, information and outreach: the Meeting House is centrally located and attracts many visitors – reduced opening hours would limit contact with the public, it may affect bookings if enquiries are not answered in person (rather than on-line or by leaving a message on an answer-phone) and may reduce first-timers coming to Meeting for Worship. </p> <p> Other alternatives – all of which would reduce costs, reduce income and contact with the general public, visitors, newcomers and passers-by therefore reducing outreach opportunities. </p> <list> <item> Reduce activities to Quaker activities only – this would reduce opening hours and lettings and increase costs per capita. </item> <item> The Rain Forest Café - the café could go and/or drinks and snacks alone could be provided for visitors. </item> <item> The Meeting House as a Festival Venue – events/opening hours could be reduced and income would be reduced. </item> <item> Reduce or cancel Christmas lunch and other social activities involving the preparation of food and serving of food and drink. </item> </list> <p> It is clear from our initial consultations that radical changes would change the nature of the Meeting and affect the users of the building. </p> </div> <div> <title>Steady On</title> <p> The meeting could continue to be open for Quaker and non-Quaker activities but we could look for savings and raise money to meet the cost of essential maintenance and upgrading of facilities. </p> <list> <item> The kitchen does not meet Health and Safety standards to prepare and serve meat to the public. An alternative is to serve vegetarian food only and ask for donations from the public. </item> <item> We could plan for the future to include a schedule of works - upgrading basic facilities - the windows, toilets, heating and consider what is required to improve the layout of the rooms and food preparation facilities as they affect members of the meeting and lettings. </item> </list> <p> The group looked at selling the building, renting premises and relocating to the outskirts of the city and these are not viable options. </p> </div> <div> <title>Do More</title> <p> The Quakers and non-Quakers who responded to our questionnaire and Worship Sharing sessions said they value the building, its central location and what is available in the Meeting House. Successive Meeting House Managers have continually improved the appearance of the Meeting House. Doing more in the Meeting House and with the Meeting House could include </p> <list> <item> Offering more activities/learning opportunities on Quaker concerns to Quakers and non-Quakers </item> <item> Offering more activities/learning opportunities on Quaker Faith and Practice and other aspects of Quakerism–past and present </item> <item> Becoming an information centre on Quakers in Scotland </item> <item> Becoming a national resource for Quakers in Scotland </item> <item> Becoming a centre for groups sharing similar values. </item> </list> <p> There are probably many more visions for the Meeting House and a strategy for fund raising on a larger scale would need to be put into operation. </p> </div> </div> <div> <title>Leave Victoria Terrace</title> <list> <item>Own premises (build/refit/share)</item> <item>Hire premises (Sole tenant/share)</item> </list> <p>One of the prime motivations for leaving Stafford Street was that though central it was not 'visible' to the public; it had no lettings of rooms, no display windows and no involvement in the Festival. These would therefore be looked for in any alternative</p> <p>premises.</p> <p>If we decide to sell Victoria Terrace in order to buy, lease or even share somewhere else it would probably be necessary to sell also the two flats. [see sections ]</p> <list type="enum"> <item>Minimum accommodation for our own use only would be: <list> <item>1 Meeting Room</item> <item>1 Children's Room</item> <item>Library</item> <item>Kitchen (for heating up only)</item> <item>Lavatories</item> <item>Office (?)</item></list></item> <item>Preferably, for our own needs and possible lettings or sharing, we would be looking for: <list> <item>2 Meeting Rooms</item> <item>2 Children's Rooms</item> <item>Kitchen (for cooking)</item> <item>Library</item> <item>Lavatories</item> <item>2 Committee rooms</item> <item> Office</item> </list></item> </list> <p>A central location would be in the area bounded by High Street to Queen Street and Queensferry Street. to Leith Street.</p> <p>Alternatively, we might have more that one Meeting House to replace Victoria Terrace; this would mean no central Edinburgh Meeting. Possible areas would include Portobello, Trinity/Granton, Leith Walk/London Road or around Cameron Toll and the Commonwealth Pool.</p> <p>If we could find no suitable venue for our exclusive use we might share with, say, 7th Day Adventists, a play group, an Open Door or community hall that was not required on a Sunday.</p> <p>However, it would be necessary for us to be the 'chief' occupants in order that we can arrange mid-week or evening meetings, and have some say over publicity displays and lettings. We would wish to be in charge of lettings, including festival events such as poetry readings, plays, small musical events, and so on. We would not have a café, but might offer light refreshments and have an exhibition on walls other those of the Meeting Room.</p> </div> </div> <div> <title>The Vision</title> <p>What do we want: summary of options, from our discussions and open meetings</p> <p>From the returned questionnaires and the discussions we have had it would seem that the majority of users of the premises would prefer to remain in Victoria Terrace if this is financially possible. </p> <p>It is felt that we should be in the centre of Edinburgh for a number of reasons, such as the presence of the Scottish Parliament and the Scottish offices of financial, church and corporate bodies, such as Christian Aid. This would enable us to present our Quaker witness to these bodies and to the general public, including the large numbers of tourists and visitors to the city. However, it cannot be assumed that Friends in Scotland outwith Edinburgh would be happy to recognize us as a Scottish Quaker Centre. Indeed, there are Friends in the Area Meeting who do not have any feeling of 'ownership' of 7 Victoria Terrace nor any sense of involvement in its activities. It is also the case that not all members of Edinburgh Central welcome the disruption and disturbance arising from our Festival activities.</p> <p>Overall, we feel that most people have been positive about staying in Victoria Terrace because it is central and visible, available and open. The doubts are about finance and the Festival.</p> </div> <div> <title>Conclusions</title> <p>How the practicalities and the vision fit (or don't). What does AM do next. . .</p> </div> </div> <div id="appendices"> <title>Appendices</title> <p>Material we've gathered (what do we keep back?)</p> <div id="remit"> <title>Appendix A: Remit from Area Meeting</title> </div> </div> </body> </doc>