Meeting House Management Committee Minutes 2024-05-07

Matters arising -

2.1 Wrt 3.2. Lighting -

ACTION: HST to contact Jean -Carletta about more replacable fitting? No news yet ACTION: HST&JK +

Wrt 2024-04-30_3.2. Lighting +

HST to contact Jean +Carletta about more replacable fitting: DONE

HST&JK to put a request to Trustees for approval for a budget of £10,000 with -Gunn: DONE

+Gunn: DONE

2.2 Wrt 3.3. Carpets -

ACTION: HST&JK to put a request to +

Wrt 2024-04-30_3.3. Carpets +

HST&JK to put a request to Trustees for approval, using recycled carpet tiles: Not yet

2.3 Wrt 3.4. Flat 3F2 at 6 Upper Bow -

We AGREED to go ahead on this basis: Hartley +

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

We AGREED to go ahead on this basis: Hartley pushed back, with explanation that ‘artists’ enjoyed a better rate structure, with evidence. MG and HST agreed to accept his offer of £3,500.

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.

Local Meeting on 12 May

We still need someone to attend if possible, -as HST can’t be there. HST to copy JN and RF with notice to LM Clerks -and one of them will try to be at LM

+as HST can’t be there

HST to copy JN and RF with notice to LM Clerks +and one of them will try to be at LM DONE by JN

Time without staff -

We AGREE that any arrangement with MS and B? will -happen until a new post is agreed and described.

For discussion with -MG:

We AGREE that any arrangement with MS and Beth Clark will only +happen once a new post is agreed and described.

HST to discuss with MG:

What tasks has she been doing which will need to be covered by MKE, and what training will be required. -A possible timetable for her availability: where and when MG should -certainly be allowed to go, but if she’s willing to be -here for some number of weeks in July and August. She might -want to do at least some of this to get closure. So the invitation to a +A possible timetable for her availability: where and when + +

MG should +certainly be allowed to go, but she may be willing to be +here for some number of weeks in July and August.

She might +want to do at least some of this to get closure.

So the invitation to a discussion should be tentative: to talk about handover tasks? to talk -about what might be possible after 1 July? Removal scheduling is an -issue, because Catriona is available for the 3 relevant weeks Hallmaster -can communicate with Xero Week 1 is the real point where we -need cover to be involved in what’s going on We need the current +about what might be possible after 1 July?

Removal scheduling is an +issue, because of likely street closure at the bottom of Johnston Terrace

Katrina is available for the 3 relevant weeks

Hallmaster +can communicate with Xero

Week 1 is the real point where we +need cover to be involved in what’s going on

We need the current staffing timetable, from JN and MG, so we know what we need to cover, -both over the Fringe and in the autumn We can close the +both over the Fringe and in the autumn

We can close the building on, e.g. Mondays and on Friday afternoons. We do need more -casual staff, and if possible ones who will be planning to stay ACTION: -JN to circulate the spreadsheet of duties she compiled. July and August -are really different from September… HST will meet on a regular basis +casual staff, and if possible ones who will be planning to stay

JN to circulate the spreadsheet of duties she compiled. DONE

July and August +are really different from September…

HST will meet on a regular basis with MKE, both as a group and individually. Scheduling is tricky. Some regular closures may be necessary in order to have some staff overlap, -so we can have M4. We will have a ’phone tree. Some all-hands meetings -as well. Have to check both flats every week. - -

Draft minute:

+so we can meet as a team.

We will have a ’phone tree.

Some all-hands meetings +as well.

Have to check both flats every week.

+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:

@@ -88,7 +106,7 @@

We propose to cover business as usual, meaning at a minimum the operation of the Meeting House on a day-to-day basis for existing lettings and ongoing Quaker use with existing staff: the three contract -staff (MS, E?, K?) and the casual staff, supervised as necessary by +staff (MS, EG, KL) and the casual staff, supervised as necessary by members of the MHMC.

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 @@ -99,15 +117,17 @@ be used to prepare staff for at least the necessary tasks.

We are prepared to cover supervision and, if necessary, be present, during the crucial weeks of period B: 14-19 July*; 2–9 August; 24–31 -August. [HST to check with Hartley about this – will they actually be -doing setup that week?]

+August.

HST to check with Hartley about this – will they actually be +doing setup that week? DONE

Any other business

Quinquenial Review

John Renshaw will visit in the week beginning 27 May to begin the -on-site Quinquenial Review

+on-site inspection for the Quinquenial Review

Date of next meeting