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date Tue, 13 Jun 2023 19:20:19 +0100
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<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 cafe</item>
      </list>
    </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></p>
    </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>