Meeting +House Management Committee Minutes 2024-05-07

1. Attendance

Present: Rachel Fitzgerald (RF), Miranda Girdlestone +(MG) (in part), Katrina McCrea (KM), +Jacqueline Noltingk (JN), Laragh Quinney (LQ), +Henry S. Thompson(HST) +
Prevented: Sue Sierra (SS)
Copy to: Susie Harding, Neil Turner

2. Transition and hiring

2.1. Transition cover

MG asks for questions

Do you foresee any problems for contract staff (Majk Stokes (M), +Eliza Giles (E), Ken Latham (K)) going forward?

Having 3 people in an office along with 2 PCs is not likely to work +well. So we need to work hard to encourage M&K to take annual leave.

MG & HST to identify work for MEK to do during July/August towards +improving the booking process

E has a project to move forward on sustainable reusables, K + on signage

MEK all have annual leave cards, fill in and bring it to MG, it's on TeamUp

MG thinks MEK's Job Descriptions are sufficient for what's coming

At Annual Review time, we'll look at their Job Descriptions if need be.

Structure between the three of them should be as flat as possible: when in doubt, send email + to all three. Leave it up to them to choose who + does something that you ask to be done. Always be +encouraging them to work + as a team.

A small uplift across the board, say 1%, would be a good + signal that we recognise their contribution.

2.2. Security issues

Safe is in two parts, MS and MG have keys to the top, there's a + key to the bottom therein

MG to add "safe key" to [relevant log]

MG to inventory the safe and send to HST

Passwords?

Building security in the absence of anyone on the stair:

HST and MG to arrange for more building keys, for MHMC + contacts and CArts

HST to bring the matter of the intruder alarm back to a + subsequent meeting

2.3. Hiring

MG: This [her leaving] is not an uncommon problem, the difficulties + of [the situation] are 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 Job Description for Manchester to HST

HST to circulate Manchester Job Description

Get a system for notice when contract renewal + (e.g. maintenance) are coming up.

2.4. Minor points

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 empty flat(s) regularly to satisfy insurance

MG to notify JN when she cancels the utility contract +for 3F2, take meter reading and send to JN as she leaves.

MG to be sure that new lighting invoice from Gunn is addressed +to Area Meeting and goes to JN

3. Practical matters during Fringe

3.1. On-call rota for 7 weeks

RF to arrange contact rota with HST, RF

MG to get HST, RF, KM access to TeamUps

3.2. Staff rota for 7 weeks

In case of illness/family urgency, staff will contact us if + can't sort out between themselves.

MG to send August staff rota to HST

HST to send staff rota to RF, KM

3.3. Staff tasks during their weeks

HST to ask staff to think about this at all-hands on 25/6 DONE

4. Time without staff

We have had time without staff, which was taken up with a good threshing session.

Job Description is simple to update, key + part of expectation management for new hire(s) is getting the Aims and Objectives right. + Calling this a 'Manager' post carries an expectation of e.g. a 5-year + plan and a budget.

[The following will be removed before uploading/circulating outside MHMC]

[MG: MS was not the Assistant Meeting House Manager that MG needed -- +outstanding Meeting House Assistant, but + resisted attempts to get him to step up sooner.]

5. Date of next meeting

Tuesday 2 July, 5 p.m., at 7 Victoria Terrace

Transition and hiring -

- Recommendations from the outgoing Meeting House Manager

- Transition cover + Transition cover

MG asks for questions

Do you foresee any problems for contract staff (Majk Stokes (M), Eliza Giles (E), Ken Latham (K)) going forward?

August: 3 people in an office with 2 PCs

Need to work hard to encourage M&K to take annual leave

MG & HST to identify work for them to do towards +

Having 3 people in an office along with 2 PCs is not likely to work +well. So we need to work hard to encourage M&K to take annual leave.

MG & HST to identify work for MEK to do during July/August towards improving the booking process

E has a project to move forward on sustainable reusables, K on signage

MEK all have annual 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 -

on MG to inventory the safe and send to HST

on MG to notify JN when she cancels the utility contract -for 3F2, take meter reading and send to JN as she leaves.

MG to be sure that new lighting invoice from Gunn is addressed -to AM and goes to JN

HST to bring the matter of the intruder alarm back to a - subsequent meeting

- 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 +

MG thinks MEK's Job Descriptions are sufficient for what's coming

At Annual Review time, we'll look at their Job Descriptions if need be.

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

+ Security issues +

Safe is in two parts, MS and MG have keys to the top, there's a + key to the bottom therein

MG to add "safe key" to [relevant log]

MG to inventory the safe and send to HST

Passwords?

Building security in the absence of anyone on the stair:

HST and MG to arrange for more building keys, for MHMC contacts and CArts

HST to bring the matter of the intruder alarm back to a + subsequent meeting

Hiring

MG: This [her leaving] is not an uncommon problem, the difficulties of [the situation] are 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

HST to circulate Manchester JD

Gave a relevant Job Description for Manchester to HST

HST to circulate Manchester Job Description

Get a system for notice when contract renewal (e.g. maintenance) are coming up.

MG to send August rota to HST

HST to send staff rota to RF

RF to arrange contact rota

Practical matters during Fringe

- On-call rota for 7 weeks -

HST, RF, KM to agree

In case of illness/family urgency, staff will contact us if - can't sort out between themselves.

+ On-call rota for 7 weeks +

RF to arrange contact rota with HST, RF

MG to get HST, RF, KM access to TeamUps

- Staff rota for 7 weeks -

MG, HST to circulate

+ Staff rota for 7 weeks +

In case of illness/family urgency, staff will contact us if + can't sort out between themselves.

MG to send August staff rota to HST

HST to send staff rota to RF, KM

Staff tasks during their weeks -

HST to ask staff to think about this at all-hands on 25/6

HST to ask staff to think about this at all-hands on 25/6 DONE

Time without staff -

[MG: MS was not the AMHM that MG needed -- outstanding MHA, but +

We have had time without staff, which was taken up with a good threshing session.

[The following will be removed before uploading/circulating outside MHMC]

[MG: MS was not the Assistant Meeting House Manager that MG needed -- +outstanding Meeting House Assistant, 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.]