Meeting +House Management Committee Minutes 2024-05-07

+ Transition and hiring +

1. Attendance + Present: HST, RF, MG (in part), KM, JN, LQ + Prevented: SS, JA +2. Transition and hiring + 2.1 Recommendations from the outgoing Meeting House Manager + 2.1.1 Transition cover + MG asks for questions + Do you foresee any problems for MEK going forward? + August: 3 people in an office with 2 PCs + Need to work hard to encourage M&K to take annual leave + MG&H need to try to find work to set them wrt the booking mess + E has a project to move forward on sustainable reusables, K + on signage + MEK all of leave cards, fill in and bring it to MG, it's on TeamUp + Security issues: Add safe key to list in FD doc wrt Banking and + financial reporting + Safe is in two parts, MS and MG have keys to the top, there's a + key to the bottom therein + Passwords? + September - carpet changeover will need attention from staff, but + they should be up for it + + E cares for the wee garden and the plants + K/E will be tasked with checking flats + +ACTION: on MG to inventory the safe and send to HST +ACTION: on MG to notify JN when she cancels the utility contract for +3F2, take meter reading and send to JN as she leaves. +ACTION: MG to be sure that new lighting invoice from Gunn is addressed +to AM and goes to JN +ACTION: HST to bring the matter of the intruder alarm back to a + subsequent meeting + 2.1.2 Transition Management structure + MG: Thinks JD is sufficient for what's coming + At AR time, we'll look at the JD if need be + Structure: As flat as possible: when in doubt, send email + to all 3. Leave it up to them to choose who + does something that you ask to be done. Work + as a team. + A small uplift across the board, say 1%, would be a good + signal that we recognise their contribution. + Building security in the absence of anyone on the stair +ACTION: HST and MG to arrange for more building keys, for MHMC + contacts and CArts + 2.1.3 Hiring + MG: This [her leaving] is not an uncommon problem, the difficulties + of [the situation] is widely shared + You'll need to reset/review/renew the situation with MEK + for what's coming next, say next 3 months + Gave a relevant JD for Manchester to HST +ACTION: HST to circulate + +ACTION: Get a system for notice when contract renewal + (e.g. maintenance) are coming up. + +ACTION: MG to send August rota to HST +ACTION: HST to send staff rota to RF +ACTION: RF to arrange contact rota + +3. Practical matters during Fringe + 3.1 On-call rota for 7 weeks + ACTION: HST, RF, KM to agree + In case of illness/family urgency, they will contact us if + can't sort out between themselves. + ACTION: MG to get us access to TeamUps + 3.2 Staff rota for 7 weeks + 3.3 Staff tasks during their weeks + ACTION: HST to ask staff to think about this at all-hands on 25/6 +4. Time without staff + [MG: MS was not the AMHM that MG needed -- outstanding MHA, but + resisted attempts to get him to step up sooner.] + [good threshing period -- Job Description is simple to update, key + part of expectation management is getting the Aims and Objectives + Calling this a Manager post carries an expectation of e.g. a + 5-year plan and a budget. ] + + 4.1 Recommendation to Trustees re Transition Management structure + + 4.2 Recommendation to Trustees re Hiring +5. Date of next meeting + 2 July, 1700, 7 VT +