Mercurial > hg > rsof

view MHMC/2023-06-06/minutes.xml @ 265:de103dd070ef

Find changesets by keywords (author, files, the commit message), revision number or hash, or revset expression.
working on 7.1
author Henry Thompson <ht@markup.co.uk>
date Wed, 14 Jun 2023 19:41:16 +0100
parents e1636b91ee90
children 9858be8a1bd4
line wrap: on
line source

<?xml version='1.0'?>
<?xml-stylesheet type="text/xsl" href="../../../lib/xml/doc.xsl" ?>
<!DOCTYPE doc SYSTEM "../../../lib/xml/doc.dtd" >
<doc>
 <head>
  <title>Minutes</title>
  <title>Edinburgh Meeting House Management Committee</title>
  <author>Henry S. Thompson, Convenor</author>
  <date>Tuesday 6 June 2 p.m., in 7 Victoria Terrace</date>
 </head>
 <body>
  <div><list type="1defn">
   <item term="Present:">Miranda Girdlestone (MG), Jackie Noltingk (JN), John
Phillips (JP), Laragh Quinney (LQ, via Zoom), Henry Thompson (HT)</item>
   <item term="Prevented:">Sue Sierra</item>
   <item term="Copies to:">Marilyn Higgins, Neil Turner</item>
  </list></div>
  <div id="introduction" i="0">
   <title>New convenor's welcome</title>
      <div id="business" i="0.1">
        <title>How HT will aim to handle our business</title>
        <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 <name>Minutes</name> in the
circulated minutes.</p>
       <p>Henceforth HT will use Word or PDF, not plain text, for
agendas, minutes, etc.</p>
        <p>Action items will be signalled as <name>Action:
[someone]</name> and gathered at the end of the circulated minutes.</p>
      </div>
      <div id="remit" i="0.2">
        <title>A reminder of our remit</title>
       <list>
        <item>First part of <link href="https://www.dropbox.com/home/SESAM%20Management%20Committee/Background?di=left_nav_browse&amp;preview=Report+for+Management+Cttee+2017.doc">The role of the Quaker Meeting House</link></item>
        <item><link href="https://www.dropbox.com/home/SESAM%20Management%20Committee/Policy?di=left_nav_browse&amp;preview=SESAM+MH+Management+Committee+Terms+of+Ref-2022-10-11.docx">Terms of Reference</link></item>
        <item><link href="https://www.dropbox.com/s/eabc793h6lmstse/MoU_C_Edinburgh_v5.xlsx?dl=0">Area Meeting MoU with Central Edinburgh Local Meeting</link></item>
       </list>
       <p>We are a Trustee short, Neil and Marilyn are _not_ members, but
    are welcome to the meeting.  Expensive work?</p>
    </div>
    </div>
  <div id="next" i="1">
   <title>Date and time of next meeting</title>
      <p class='action' on='HT'>Email membership for available weeks
in July, then poll for date/time.</p>
    </div>
  <div id="arising" i="2">
   <title>Matters arising</title>
      <div id="8a" i="2.1">
        <title><link
href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link>
8a: IT - Private and public networks</title>
       <p>see <link href="#split">item 8.1</link> below.</p>
    </div>
      <div id="8b" i="2.2">
        <title><link
href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link>
8b: IT - Email issues / Google Workspace</title>
       <p>See <link href="#email">item 8.2</link> below.</p>
    </div>
      <div id="6a" i="2.3">
        <title><link
href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link>
6a bullet 3: Staffing</title>
       <p class='action' on='MG'>Lone worker lanyard alarms. Carried forward.</p>
    </div>
      <div id="9b" i="2.4">
        <title><link
href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link>
9b bullet 4: Fabric and maintenance - secondary glazing in the kitchen of 4F</title>
       <p>Overtaken, see <link href="#flat">item 6.2</link> below</p>
    </div>
      <div id="9c" i="2.4">
        <title><link
href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link>
9c: Fabric and maintenance</title>
      <p class="action" on="MG">Installing LED lighting.  Carried forward.</p>
     </div>
    </div>
  <div id="MGupdate" i="3">
   <title>Manager's update</title>
    <div id="QCG">
     <title>Quaker Centres Gathering</title>
        <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
during August.  We hope to get help from Hallmaster (the suppliers of
our room booking software).</p>
    </div>
   <div id="PAT">
     <title>PAT testing</title>
      <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 <name>AGREED</name>
to take this forward.</p>
        <p class="action" on="MG">Draft a proposal and send it, noting
our agreement, to the Safety Officer of AM Trustees.</p>
    </div>
   <div id="Risk">
     <title>Risk Management Strategy</title>
      <p>We have a Risk Assessment, but what about a mitigation strategy?</p>
      <p class='action' on='JN'>forward MG anything we have along these lines.</p>
    </div>
    </div>  
  <div id="fringe" i="4">
   <title>Fringe update</title>
   <p>[from David Sterratt]</p>
  <display>
  <p>We finalised the contract with the Fringe Society and both parties have
  signed it. Regarding the issues raised in the last minutes: (1) We
  agreed that the Fringe Society will have use of the meeting room from
  1pm on a Sunday and that meeting house staff will be using the kitchen
  up until 1.30pm. Friends will need to start departing at 12.45pm. (2)
  The Fringe Society were content with the liberalised media clause we
  proposed. (3) The Fringe Society did not, after all, want to use our AV
  system.</p>

  <p>We have liaised with the Fringe about operational details including
  moving the furniture and internet/Wifi connectivity. The conversation
  with the Fringe networking staff has led to us contacting User2
  computing and learning how to administer the Wifi access points, which
  has allowed us to set up a private network for the office and foyer
  computers. However, the admin interface is set up on David Sterratt's
  computer, and it may be desirable to install it on a meeting house
  computer. </p>

  <p>David Sterratt and Miranda have agreed with David Clarke (Elder) and other
  Friends attending 9.30 meeting that it will not be held in the meeting
  house during the Fringe, but it can still be held on Zoom.</p>
 </display>
  <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">
   <title>Victoria Terrace affordability group update</title>
   <p><link href="https://www.dropbox.com/s/0dg79uqslj6jbbi/victoria-terrace-affordability-group-2023-05-30-notes.docx?dl=0">Notes from meeting 2023-05-30</link></p>
   <p>See the above for details.  Some topics of interest to us:</p>
      <list>
        <item>Quotes from various rental agents for the Upper Bow
flat, with our without upgrading</item>
        <item>Some details on the suggested use of some of the foyer as a caf&eacute;.</item>
      </list>
      <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="lettings" i="7">
   <title>Room hire &amp; marketing</title>
      <div id="controversy" i="7.1">
        <title>Controversial bookings: Common Knowledge</title>
       <p>HT reported that following the cancellation of the Common Knowledge 13
April booking on the subject of vaccination, we received
concerned queries from several Friends about their meeting scheduled for 11 May,
entitled "Censorsing Debate&mdash;Marie Mamulova &amp; Lisa Randall",
about their struggle to have a meeting last year, in Portobello, about their concerns
regarding teaching about trans-gender issues in schools.</p>
        <p>After extensive consultation within this Committee, also
involving AM
Clerk and the Clerk of AM Trustees, agreement was reached
in two stages:</p>
<list type="enum">
 <item>Because there had been security problems with the original
(Portobello) meeting, MG contacted the Community Policing unit and on 28 April HT and
MG met with two police, who were reassuring both about the fact that
they did keep an eye on potential sources of trouble in such cases,
and that they make sure local patrols were aware of the 11 May meeting
if it went ahead.</item>
<item> We asked for and
received reassurance that the
meeting would be focussed on freedom of speech and that a statement setting out our expectations could
be made by the AM Clerk at the beginning of the meeting.</item>
 </list>
 <p>We then agreed to allow the meeting to go ahead, with the two
Clerks in attendance.</p>
 <p>HT emailed the Friends who had expressed concern explaining our decision.</p>
        <p>In the event there was no disturbance from protesters, but
the Clerks did not feel that the agreement to avoid anti-transgender
topics and rhetoric had been respected.</p>
        <p>[Extracts from an email from AM Clerk]</p>
        <display></display>
    </div>
      <div id="weddings" i="7.2">
        <title>Quaker weddings: Griffiths/Lawrence</title>
       <p></p>
    </div>
   <p></p>
    </div>
  <div id="IT" i="8">
   <title>IT</title>
      <div id="split" i="8.1">
        <title>Private and public networks</title>
       <p>Done, thanks to David Sterratt.  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">
        <title>Email issues</title>
       <p></p>
    </div>
   <p></p>
    </div>
  <div id="building" i="9">
   <title>Fabric and maintenance</title>
      <div id="large" i="9.1">
        <title>Large projects on hold</title>
       <p></p>
    </div>
      <div id="lift" i="9.2">
        <title>Ongoing issues, incl. Lift emergency 'phone</title>
       <p></p>
    </div>
      <div id="carpets" i="9.3">
        <title>Carpets</title>
       <p></p>
    </div>
      <div id="signs" i="9.4">
        <title>Signage</title>
       <p></p>
    </div>
   <p></p>
    </div>
  <div id="staffing" i="6">
   <title>Staffing</title>
      <div id="org" i="6.1">
        <title>Moving to operation with one resident manager</title>
       <p><link href="https://www.dropbox.com/s/jl98oczqh611cpe/Staffing%20proposal%20May%202023.docx?dl=0">Background paper</link> from Miranda</p>
       <p></p>
    </div>
      <div id="flat" i="6.2">
        <title>Ongoing staffing issues</title>
        <p><name>Issue for decision:</name> Resident Assistant Warden
post renewal</p>
       <p></p>
    </div>
   <p></p>
    </div>
  <div id="woStaff" i="10">
   <title>Time without staff</title>
   <p></p>
    </div>
 </body>
</doc>