Meeting +House Management Committee Minutes 2024-05-07

+ + Meeting +House Management Committee Minutes 2024-05-07 + Convenor: Henry S. Thompson + Tuesday 7 May, 5:15 p.m., in 7 Victoria Terrace + + + +

+ Attendance + + Rachel Fitzgerald (RF), Katrina McCrea (KM), +Jacqueline Noltingk (JN), +Henry S. Thompson(HST) + + Laragh Quinney (LQ), Sue Sierra (SS) + Susie Harding, Neil Turner + +

+Matters arising +

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

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

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

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.

+ CArts +

First payment was due on 1 June.

Extra 100£ to stay an extra 5 days in the flat. Added the flat into the +contract, recalculated the 4 payments

[send copy to MHMC Trustees]

Having heard from ... no changes requested to the Programme

+ 4F1 After MG's departure +

Can we let it? To Whom?

Local Meeting on 12 May +

Thanks to JN for taking this on -- report?

+ Lighting +

Consulted with Jean -- no way out

Anna Levin: MG asked Gunn about spectrum, 'warm' will cost £800 more, +will revert to them about intrinsic vs. tinted plastic issue, confirm that we're still on +for the first week of July. Is on Trustee's agenda for [tomorrow]

+ Pop-up cafe +

[MG to bring us up to date]

Time without staff +

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 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 of likely street closure at the bottom of Johnston Terrace

Katrina is available for the 3 relevant weeks

Hallmaster [CORRECTION: QuickBooks] +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 +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

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 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:

+ +1–12 July: (Somewhat less than) business as usual +13 July–31 August: Let to CVenues +1 September onwards: Business as usual + +

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, 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 +tasks. We have not yet approached staff about their availability and +interest in stepping up to more responsible roles, and so the scale of +operation we can aim at will not be determined until we do so.

We will discuss with MG how the time between now and 1 July can best +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? DONE

+Any other business +

+Quinquenial Review +

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

+Date of next meeting +

3 June 2024, 7 p.m., at 7 Victoria Terrace

+ +