Present: Alison Burnley, Sue Buxton (in part), Anthony Buxton (in part), Madeleine Harding, Phil Lucas, Brian Mayes, Laurie Naumann Eileen Schott, Henry Thompson (in the clerk's chair)
Prevented: Rufus Reade
SB began by showing us the Staff Handbook—57 pages of guidance for our staff, as a counterweight to suggestions that we don't need staff, or that volunteer staff could do as well as paid staff.
SB shared her view of what her tasks were, although a 'typical' day doesn't really exist. Although the Manager role is notionally a job-share, it is often the case that both SB and AB are here, along with Tom Nisbet sometimes. Rough distribution of responsibilities is
Through the day with SB: 0745: open up, check kitchen if hot water needs to be turned on; 0800 Early-bird meeting; 0830 Prepare for 0900 entries (some days three groups, some days none); 0900 Group arrival, catering (catering drinks for a group takes a number of tasks, at roughly 1.5/2 hour intervals. [Caterers may arrive any time after 0900 for 1300 lunch, in which case stuff may need refridgerated and then taken out and served.]
Also during the morning, with help from assistant, work through booking requests from phone, email overnight.
Trying to close between end of day lettings and evening staff opening is rarely possible.
Post-group cleanup has been simplified since no food in Meeting Room, but even there sometimes hovering is required/usually done.
The evening staff like to have a set of tasks, e.g. ironing, for when they have a lull, but if a group keeps them busy they don't get to them.
The bookshop takes time, as we are now recognised as a bookshop by Friends House bookshop
SB cleans the kitchen on a regular basis.
Window displays: we do try to put a topical display up for a big group, and sometimes that needs staff help, for instance finding materials: Jane Angel does a lot, but sometimes gets help.
Kitchen stock taking, and ordering. Similarly for cleaning and toilet supplies.
BM reported that Sheffield meeting has 4--6 full-time staff, plus part-timers. What is the right full staffing level for 7VT? S & A said the flexibility of the part-timers works well, because it allows them to balance staffing with demand from lettings. HST suggested to clarify that it's the full-time appointment that matters. AB said that in fact they are both working full-time 8 1/2 hours a day for four days (M--Th). Originally they were working alternate Sundays to make it up to 36, but that has been stopped, and SB said that has improved her engagement as a member of the Meeting. Using temporary staff as primary staff on Sunday.
There is one paid cleaner in 6 days a week early in the mornings, mostly toilets and floors, but not the kitchen.
AB spends most of his time in the office: email takes a lot of time (30+ a day, more on Mondays). Some is forwarded, but a lot is enquiries. This is where all the Festival stuff comes in. At certain times of year that can be a very time-consuming task. Fringe admin involves a lot of liaison work with both companies and volunteers, as well as liaison 'upwards': with the Fringe committee and the association of independent venues. Oversight of all the maintenance work, and, for work that TN doesn't do, dealing with quotes/contractors/etc. CCTV, Lifts, Doors, Dishwashers,. . . are all on contract. Recycling (which we pay for). Financial work: bills and invoices for the running of the Meeting House. During building work, AB was involved with a lot of co-ordination. Chases all late payers for lettings. All the general practical correspondence.
While AB and SB are on holiday, some things are suspended (including most email processing), but most work gets done by the Assistant Manager. Obviously there is both preparation in advance and extra work on return.
Quaker presence: Displays in the Foyer, keeping the website up-to-date, brochures.
We came back to the FTE question. 9am to 10pm 6 days a week open, plus 5 hours on a Sunday. HST pointed out that between SB&AB working roughly 34/wk each, and TN doing 3 days a week, we are well over two 'permanent' staff, in addition to the casual labour which is adjusted to meet demand. Cathy, McCarron, Andrew Farrar, Lee Marlow, Emma Dumment, Mike Stokes, Amy Naumann, Philip Davis are all in for differing amounts of time.
MH asked if this was substantially different from how things were before the Buxtons arrived. There is more staff, somewhat less lettings/other us, transfer of work from Treasurer. Under-staffing does not seem to be directly responsible for any reduction in lettings.
We will have to return to this when we come to the report, as the question of sustainability of our current lettings/staffing/usage policy for our discussion of options and their costs and benefits.
A general feeling was expressed that the meeting went well, with a good atmosphere.
PL and MH reported that the outlying meetings were generally positive, appreciate the building and what was offered, but not terribly engaged with the issue.
"We may be impartial, but we're not neutral".
We see no need for Monday's arrangements to be any different than originally planned:
HST to circulate via email a proposal for report-writing responsibilities.
Our next meeting will be at 7 Victoria Terrace at 5:30pm on Friday 15 May [RR apologies]. We tentatively agreed on Friday 29 May 5:30pm [apologies MH, ML] for our next (and final) meeting after that.
We currently expect HST, PL, BM, ES, AB, MH at Area Meeting in Fife on 6 June