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

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