Mercurial > hg > rsof
changeset 296:5278cd047de5
merge
| author | Henry S. Thompson <ht@inf.ed.ac.uk> |
|---|---|
| date | Mon, 28 Aug 2023 21:22:05 +0100 |
| parents | 97a3bcc3593d (current diff) 7e0d779b9558 (diff) |
| children | 06d5712d3653 |
| files | |
| diffstat | 14 files changed, 1032 insertions(+), 360 deletions(-) [+] |
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--- a/MHMC/2023-06-05_Miranda.txt Mon Aug 28 21:20:21 2023 +0100 +++ b/MHMC/2023-06-05_Miranda.txt Mon Aug 28 21:22:05 2023 +0100 @@ -74,7 +74,7 @@ L) Training: Hallmaster/Email [multiple email addresses, multiple folders for mail coming to office@ ACTION: HST to meet with Miranda - (and Mike?) about this] + (and Majk?) about this] More Hallmaster/Financial systems [ACTION: MG to talk with JK] ACTION: HG to do Food Hygiene
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"; + display: inline-block; + font-size: 80%; + width: 3em; + padding-left: auto; + margin-left: auto; + text-align: right; + } + + /* content doesn't combine :-( */ + pre.numbered.cl code::before { + content: counter(listing) ". $ "; + display: inline-block; + font-size: 80%; + width: 3em; + padding-left: auto; + margin-left: auto; + text-align: right; + } + @page { size: A4 portrait; margin: 2cm; + orphans: 2; widows: 2;} + @media screen { + body {width: 20cm; margin-left: auto; margin-right: auto} + } + @media print { + body {font-size: 10pt} + h1, h2, h3, h4 {page-break-after: avoid} + } + pre.code {font-family: monospace; + font-weight: bold; + line-height: 120%; + padding-top: 0.2em; + padding-bottom: 0.2em; + padding-left: 1em; + padding-right: 1em; + border-style: solid; + border-left-width: 1em; + border-top-width: thin; + border-right-width: thin; + border-bottom-width: thin; + border-color: #95ABD0; + color: #00428C; + background-color: #E4E5E7; +} + pre {margin-left: 0em} + div.toc h2 {font-size: 120%; margin-top: 0em; margin-bottom: 0em} + div.toc h4 {font-size: 100%; margin-top: 0em; margin-bottom: 0em; + margin-left: 1em} + div.toc h1 {font-size: 140%; margin-bottom: 0em} + div.toc ul {margin-top: 1ex} + .byline {font-size: 120%} + div.figure {margin-left: 2em} + div.caption {font-style: italic; font-weight: bold; margin-top: 1em} + i i {font-style: normal} + img {border: 0} + .copyright {font-size: 70%} + .note {width: 20%; float: right; clear: right; margin-left: .5em} + </style><style type="text/css">.minute {margin-left: 1cm; border-left: +2px solid red; padding-left: 2px} + div.toc ul.naked {padding-left: 0 ! important}</style><title>MinutesEdinburgh Meeting House Management Committee</title></head><body style="font-family: DejaVu Sans, Arial; background: rgb(254,250,246)"><div style="text-align: center" class="head"><h1>Minutes</h1><hr/><h1>Edinburgh Meeting House Management Committee</h1><hr/><div class="byline">Henry S. Thompson, Convenor</div><div class="byline">Tuesday 6 June 2 p.m., in 7 Victoria Terrace</div><div class="copyright">Copyright © 2023 <a href="http://www.ltg.ed.ac.uk/~ht/">Henry S. Thompson</a> <a href="http://creativecommons.org/licenses/by-sa/3.0/deed.en">CC-BY-SA</a></div></div><div class="preToC"><div><ul class="naked "><li><a name="Present:"><b>Present:</b></a> +  Miranda Girdlestone (MG), Jackie Noltingk (JN), John +Phillips (JP), Laragh Quinney (LQ, via Zoom), Henry Thompson (HT)</li><li><a name="Prevented:"><b>Prevented:</b></a> +  Sue Sierra (SS)</li><li><a name="Copies_to:"><b>Copies to:</b></a> +  Marilyn Higgins (MH), Neil Turner (NT)</li></ul></div></div><div class="toc"><h1>Table of Contents</h1><ul class="naked"><li><h2>0 <a href="#introduction">New convenor's welcome</a></h2></li><li><h4>0.1 <a href="#business">How HT will aim to handle our business</a></h4></li><li><h4>0.2 <a href="#remit">A reminder of our remit</a></h4></li><li><h2>1 <a href="#next">Date and time of next meeting</a></h2></li><li><h2>2 <a href="#arising">Matters arising</a></h2></li><li><h4>2.1 <a href="#8a"><a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</a> +8a: IT - Private and public networks</a></h4></li><li><h4>2.2 <a href="#8b"><a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</a> +8b: IT - Email issues / Google Workspace</a></h4></li><li><h4>2.3 <a href="#6a"><a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</a> +6a bullet 3: Staffing</a></h4></li><li><h4>2.4 <a href="#9b"><a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</a> +9b bullet 4: Fabric and maintenance - secondary glazing in the kitchen of 4F</a></h4></li><li><h4>2.4 <a href="#9c"><a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</a> +9c: Fabric and maintenance</a></h4></li><li><h2>3 <a href="#MGupdate">Manager's update</a></h2></li><li><h4>3.1 <a href="#QCG">Quaker Centres Gathering</a></h4></li><li><h4>3.2 <a href="#PAT">PAT testing</a></h4></li><li><h4>3.3 <a href="#Risk">Risk Management Strategy</a></h4></li><li><h2>4 <a href="#fringe">Fringe update</a></h2></li><li><h2>5 <a href="#VTAG">Victoria Terrace affordability group update</a></h2></li><li><h2>6 <a href="#staffing">Staffing</a></h2></li><li><h4>6.1 <a href="#org">Moving to operation with one resident manager</a></h4></li><li><h4>6.2 <a href="#flat">Ongoing staffing issues</a></h4></li><li><h2>7 <a href="#lettings">Room hire & marketing</a></h2></li><li><h4>7.1 <a href="#controversy">Controversial bookings: Common Knowledge</a></h4></li><li><h4>7.2 <a href="#weddings">Quaker weddings: Griffiths/Lawrence</a></h4></li><li><h2>8 <a href="#IT">IT</a></h2></li><li><h4>8.1 <a href="#split">Private and public networks</a></h4></li><li><h4>8.2 <a href="#email">Email issues</a></h4></li><li><h2>9 <a href="#building">Fabric and maintenance</a></h2></li><li><h4>9.1 <a href="#large">Large projects on hold</a></h4></li><li><h4>9.2 <a href="#issues">Ongoing issues</a></h4></li><li><h4>9.2.1 <a href="#wifi2f">Meeting room wifi</a></h4></li><li><h4>9.2.2 <a href="#glazing">Glazing in flats</a></h4></li><li><h4>9.2.3 <a href="#dialer">Emergency phone in lift</a></h4></li><li><h4>9.2.4 <a href="#intruder">Intruder alarm</a></h4></li><li><h4>9.3 <a href="#carpets">Carpets</a></h4></li><li><h4>9.4 <a href="#signs">Signage</a></h4></li><li><h2>10 <a href="#woStaff">Time without staff</a></h2></li><li><h2>A. <a href="#actions">Action items</a></h2></li></ul></div><div class="body"><div id="introduction" i="0"><h2>0 <a name="introduction">New convenor's welcome</a></h2><div id="business" i="0.1"><h4>0.1 <a name="business">How HT will aim to handle our business</a></h4><p>For routine business we'll proceed informally, and HT will +take notes. Suitably cleaned up and filled out, these will appear in +the circulated minutes.</p><p>For important matters, or for any matter by request, we'll +move into Meeting for Worship for Church Affairs mode, HT acting as +Clerk. The results will be highlighted as <b>Minutes</b> in the +circulated minutes.</p><p>Henceforth HT will use Word or PDF, not plain text, for +agendas, minutes, etc.</p><p>Action items will be signalled as <b>Action: +[someone]</b> and gathered at the end of the circulated minutes.</p></div><div id="remit" i="0.2"><h4>0.2 <a name="remit">A reminder of our remit</a></h4><ul class=" "><li>First part of <a href="https://www.dropbox.com/home/SESAM%20Management%20Committee/Background?di=left_nav_browse&preview=Report+for+Management+Cttee+2017.doc">The role of the Quaker Meeting House</a></li><li><a href="https://www.dropbox.com/home/SESAM%20Management%20Committee/Policy?di=left_nav_browse&preview=SESAM+MH+Management+Committee+Terms+of+Ref-2022-10-11.docx">Terms of Reference</a></li><li><a href="https://www.dropbox.com/s/eabc793h6lmstse/MoU_C_Edinburgh_v5.xlsx?dl=0">Area Meeting MoU with Central Edinburgh Local Meeting</a></li></ul><p>We are a Trustee short, Neil and Marilyn are _not_ members, but + are welcome to the meeting. Expensive work?</p></div></div><div id="next" i="1"><h2>1 <a name="next">Date and time of next meeting</a></h2><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_1"><b xmlns="http://www.w3.org/1999/xhtml">Action HT:</b> Email membership for available weeks +in July, then poll for date/time.</p></div><div id="arising" i="2"><h2>2 <a name="arising">Matters arising</a></h2><div id="8a" i="2.1"><h4>2.1 <a name="8a"><a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</a> +8a: IT - Private and public networks</a></h4><p>see <a href="#split">item 8.1</a> below.</p></div><div id="8b" i="2.2"><h4>2.2 <a name="8b"><a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</a> +8b: IT - Email issues / Google Workspace</a></h4><p>See <a href="#email">item 8.2</a> below.</p></div><div id="6a" i="2.3"><h4>2.3 <a name="6a"><a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</a> +6a bullet 3: Staffing</a></h4><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_2"><b xmlns="http://www.w3.org/1999/xhtml">Action MG:</b> Lone worker lanyard alarms. Carried forward.</p></div><div id="9b" i="2.4"><h4>2.4 <a name="9b"><a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</a> +9b bullet 4: Fabric and maintenance - secondary glazing in the kitchen of 4F</a></h4><p>Overtaken, see <a href="#flat">item 6.2</a> below</p></div><div id="9c" i="2.4"><h4>2.4 <a name="9c"><a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</a> +9c: Fabric and maintenance</a></h4><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_3"><b xmlns="http://www.w3.org/1999/xhtml">Action MG:</b> Installing LED lighting. Carried forward.</p></div></div><div id="MGupdate" i="3"><h2>3 <a name="MGupdate">Manager's update</a></h2><div id="QCG" i="3.1"><h4>3.1 <a name="QCG">Quaker Centres Gathering</a></h4><p>HT and MG attended this. Hearing from other +Quaker management teams about their situation, their difficulties and +their strategies was very helpful.</p><p>We heard particular details relevant to us of how others manage the booking +process, incoming email and staffing. Integrating these is an urgent +project for us: MG and Majk Stokes (MS) will tackle planning for this +during August. We hope to get help from Hallmaster (the suppliers of +our room booking software).</p></div><div id="PAT" i="3.2"><h4>3.2 <a name="PAT">PAT testing</a></h4><p>PAT testing is not required to be yearly. Visual checks, plus a 3-year +cycle of testing should be fine. JN checked the insurance and +confirmed there is nothing about PAT therein. We <b>AGREED</b> +to take this forward.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_4"><b xmlns="http://www.w3.org/1999/xhtml">Action MG:</b> Draft a proposal and send it, noting +our agreement, to the Safety Officer of AM Trustees.</p></div><div id="Risk" i="3.3"><h4>3.3 <a name="Risk">Risk Management Strategy</a></h4><p>We have a Risk Assessment, but what about a mitigation strategy?</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_5"><b xmlns="http://www.w3.org/1999/xhtml">Action JN:</b> forward MG anything we have along these lines.</p></div></div><div id="fringe" i="4"><h2>4 <a name="fringe">Fringe update</a></h2><p>[from David Sterratt (DS)]</p><blockquote class="vanilla"><div> + <p>We finalised the contract with the Fringe Society and both parties have + signed it. Regarding the issues raised in the last minutes: (1) We + agreed that the Fringe Society will have use of the meeting room from + 1pm on a Sunday and that meeting house staff will be using the kitchen + up until 1.30pm. Friends will need to start departing at 12.45pm. (2) + The Fringe Society were content with the liberalised media clause we + proposed. (3) The Fringe Society did not, after all, want to use our AV + system.</p> + + <p>We have liaised with the Fringe about operational details including + moving the furniture and internet/Wifi connectivity. The conversation + with the Fringe networking staff has led to us contacting User2 + computing and learning how to administer the Wifi access points, which + has allowed us to set up a private network for the office and foyer + computers. However, the admin interface is set up on David Sterratt's + computer, and it may be desirable to install it on a meeting house + computer. </p> + + <p>David Sterratt and Miranda have agreed with David Clarke (Elder) and other + Friends attending 9.30 meeting that it will not be held in the meeting + house during the Fringe, but it can still be held on Zoom.</p> + </div></blockquote><p>[From MG] The Fringe Society visited 7 Victoria Terrace to look +at office space planning. They have been invoiced, but no money has +been received as yet. + They will visit again next week to look at accessibility issues.</p></div><div id="VTAG" i="5"><h2>5 <a name="VTAG">Victoria Terrace affordability group update</a></h2><p><a href="https://www.dropbox.com/s/0dg79uqslj6jbbi/victoria-terrace-affordability-group-2023-05-30-notes.docx?dl=0">Notes from meeting 2023-05-30</a></p><p>See the above for details. Some topics of interest to us:</p><ul class=" "><li>Quotes from various rental agents for the Upper Bow +flat, with our without upgrading</li><li>Some details on the suggested use of some of the foyer as a café.</li></ul><p>If the cafe idea goes ahead, we would need to look at +possible impact on our relief from Council Tax.</p></div><div id="staffing" i="6"><h2>6 <a name="staffing">Staffing</a></h2><div id="org" i="6.1"><h4>6.1 <a name="org">Moving to operation with one resident manager</a></h4><p><a href="https://www.dropbox.com/s/jl98oczqh611cpe/Staffing%20proposal%20May%202023.docx?dl=0">Background paper</a> from MG</p><p>See above for details. Key points:</p><ul class=" "><li>Permanent part-time MH Assistant post not refilled, needs to be</li><li>Shift in MS's role and hours</li><li>Two new casual staff</li></ul><p>Taken together this will free MG to do BizDev.</p><p class="minute"><href xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" name="MHMC_2023-06-06_1"/><b>Minute MHMC_2023-06-06_1</b> We ask Trustees to agree to the creation of a new permanent + part-time MH Assistant job starting in September, to be + advertised widely.</p></div><div id="flat" i="6.2"><h4>6.2 <a name="flat">Ongoing staffing issues</a></h4><p><b>Issue for decision:</b> Resident Assistant Warden +post renewal</p><p class="minute"><href xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" name="MHMC_2023-06-06_2"/><b>Minute +MHMC_2023-06-06_2</b> We agree to move to operation with one +resident manager. We will not ask Trustees to agree for Richard and Lauren to + remain in the flat after 31 July.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_6"><b xmlns="http://www.w3.org/1999/xhtml">Action HT:</b> Tell R&L that they have to vacate.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_7"><b xmlns="http://www.w3.org/1999/xhtml">Action HT:</b> Ask DS for time at the next +Affordability Group meeting (26 June 1200) for an informal chat with members of the MHC to discuss the + flat(s).</p></div></div><div id="lettings" i="7"><h2>7 <a name="lettings">Room hire & marketing</a></h2><div id="controversy" i="7.1"><h4>7.1 <a name="controversy">Controversial bookings: Common Knowledge</a></h4><p>HT reported that following the cancellation of the Common Knowledge 13 +April booking on the subject of vaccination, we received +concerned queries from several Friends about their meeting scheduled for 11 May, +entitled "Censorsing Debate—Marie Mamulova & Lisa Randall", +about their struggle to have a meeting last year, in Portobello, about their concerns +regarding teaching about trans-gender issues in schools.</p><p>After extensive consultation within this Committee, also +involving AM +Clerk and the Clerk of AM Trustees, agreement was reached +in two stages:</p><ol class=" "><li>Because there had been security problems with the original +(Portobello) meeting, MG contacted the Community Policing unit and on 28 April HT and +MG met with two police, who were reassuring both about the fact that +they did keep an eye on potential sources of trouble in such cases, +and that they would make sure local patrols were aware of the 11 May meeting +if it went ahead.</li><li> We asked for and +received reassurance that the +meeting would be focussed on freedom of speech and that a statement setting out our expectations could +be made by the AM Clerk at the beginning of the meeting.</li></ol><p>We then agreed to allow the meeting to go ahead, with the two +Clerks in attendance.</p><p>HT emailed the Friends who had expressed concern explaining our decision.</p><p>In the event there was no disturbance from protesters, but +the Clerks did not feel that the agreement to avoid anti-transgender +topics and rhetoric had been respected.</p><p>[Extracts from an email from AM Clerk]</p><blockquote class="vanilla"><div><p>I don't think we should offer further bookings to this group when gender issues are on the agenda (and possibly not at all). While the chair made a point of saying all are welcome in their meetings, I didn't feel particularly welcome and as discussion went on I felt anyone who was trans would have felt very uneasy indeed.</p> +<p>I opened the meeting by reading the 2021 BYM minute to explain where Quakers are coming from and said that while we don't expect to agree with everything that is said in meetings on our premises, we do ask that those present understand and respect where Quakers are coming from.</p> +<p>Particularly in discussion there was no evidence that this had made +any impact. While there was no abuse of trans people, they were +continually seen as 'other', pushing forward an ideology which had +taken over corporate decision making in government and education. The +speaker said LGBT 'is all about the T' these days; 'it's a belief +system'; an audience member said it's a vicious ideology.</p></div></blockquote><p>Further email discussion concluded with clear agreement that +although we try to be a <i>broad</i> church in terms of making +our facilities available for hire to a wide range of groups, we are a +church, this is our home, and we don't have to allow people to say +whatever they like. The amount of time and emotional strain it was +taking from all of us was out of all proportion to the benefit.</p><p>Accordingly HT drafted a short note to Richard Ennos for MG to +send, cancelling the remaining (three) bookings. MG refunded the amount +already paid for those.</p><p>Ennos replied to the Office asking for an explanation, and AM Clerk +provided the following:</p><blockquote class="vanilla"><div><p>One audience member spoke of gender identity ideology as a 'vicious' +ideology. This was unchallenged by anyone, and was in line with a +general sense of antagonism towards the fact of trans identity. There +was no moderation of the discussion, and no attempt to question things +that were stated as fact.</p> +<p>Our clerk, who had introduced the meeting by explaining where Quakers +are coming from, felt that his contribution was ignored by those +contributing to the discussion. Although it had been stated that +anyone was welcome to the meeting, he felt that any trans person would +have felt unwelcome and excluded by the tone of the discussion, which +throughout showed that participants regarded trans identity as +something alien. On this basis, he felt that the group had not +respected the terms on which the letting had been made. We recognise +that some disagree with how trans issues are addressed within the +education system, and that you have the right to air this; but we +don't feel that the approach taken by Common Knowledge shares our +values of pluralism and kindness.</p> +</div></blockquote><p>All mention of 7 Victoria Terrace has now been removed from +Common Knowledge online publicity for future events, and we hope the +matter is closed.</p></div><div id="weddings" i="7.2"><h4>7.2 <a name="weddings">Quaker weddings: Griffiths/Lawrence</a></h4><p>Wedding planning going well. They've quite likely + over-catered, but fridge issue sorted. Photographer will come early. + IT for overlow in the Hall is an issue but we can work with what we + have: Emma and Andy were aware of what the MH provided when they booked. + Additional purchase of AV equipment is <i>not</i> required, MG does +not recommend it for AM just for this event. + With respect to numbers, looks like 80–90 from outside invitees, not much feedback from + local Friends, but usual suspects would be 20–30, so probably 100+.</p><p>With respect to AV, note that AM's plan to purchase an OWL +microphone/camera/speaker unit is fine on the understanding it's for general AM use.</p></div></div><div id="IT" i="8"><h2>8 <a name="IT">IT</a></h2><div id="split" i="8.1"><h4>8.1 <a name="split">Private and public networks</a></h4><p>Done, thanks to DS. Now two SSIDs: quaker (old +pw) and quaker-office (new, staff-only). Relevant instructions are +in the 'WiFi' folder in the office filing cabinet, and on HT's +personal machine at home.</p></div><div id="email" i="8.2"><h4>8.2 <a name="email">Email issues</a></h4><p>There's too much email on too many diverse topics coming in +to <code>office@equaker.org.uk</code>. Things get lost.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_8"><b xmlns="http://www.w3.org/1999/xhtml">Action HT, MG:</b> Meet with MS to explore +options, e.g. multiple folders, multiple email addresses</p></div><p/></div><div id="building" i="9"><h2>9 <a name="building">Fabric and maintenance</a></h2><p>In the past responsibility for keeping track of this topic +has been delegated to a member of the committee.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_9"><b xmlns="http://www.w3.org/1999/xhtml">Action HT:</b> Put this on the agenda for next time.</p><div id="large" i="9.1"><h4>9.1 <a name="large">Large projects on hold</a></h4><p>Heat pump, courtyard, waiting on finance (see <a href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHMC +minutes for 2023-04-20, item 9a</a>)</p></div><div id="issues" i="9.2"><h4>9.2 <a name="issues">Ongoing issues</a></h4><div id="wifi2f" i="9.2.1"><h4>9.2.1 <a name="wifi2f">Meeting room wifi</a></h4><p>Still broken</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_10"><b xmlns="http://www.w3.org/1999/xhtml">Action HT:</b> Meet with DS to discuss state of +networking in 7VT, possible remedial actions</p></div><div id="glazing" i="9.2.2"><h4>9.2.2 <a name="glazing">Glazing in flats</a></h4><p>Status unclear, issues with both 3F2 and 4F</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_11"><b xmlns="http://www.w3.org/1999/xhtml">Action MG:</b> Prepare brief report for next meeting</p></div><div id="dialer" i="9.2.3"><h4>9.2.3 <a name="dialer">Emergency phone in lift</a></h4><p>Engineer has said that it is <i>not</i> at risk from end of voice +connnectivity.</p></div><div id="intruder" i="9.2.4"><h4>9.2.4 <a name="intruder">Intruder alarm</a></h4><p>A GSM dialler has been fitted to the intruder alarm and it no longer sounds +on the stair when the building is opened or closed.</p><p>There is an issue with the (re)direction for +calls from this phone. If the alarm rings for longer than 30 seconds then it calls MG, then MS, then SS. It <i>should</i> not call the other two if MG answers the +phone. Currently it has returned to default settings and calls all of us. +Since our meeting IMMS have agreed to come in and reset the alarm this week. which currently is set up to dial MG, then SS. +For obvious reasons, MG's work phone is set up to go to voicemail, but +if that means the call is taken to have gone through, that's a +problem.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_12"><b xmlns="http://www.w3.org/1999/xhtml">Action MG:</b> Experiment further to determine +what the facts are, contact engineer for advice if necessary</p></div></div><div id="carpets" i="9.3"><h4>9.3 <a name="carpets">Carpets</a></h4><p>No decision yet on carpets. The impact of building changes / cafe could change +decision to be made. No action until after the Fringe at the earliest.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_13"><b xmlns="http://www.w3.org/1999/xhtml">Action MG:</b> Send quotes to JN</p></div><div id="signs" i="9.4"><h4>9.4 <a name="signs">Signage</a></h4><p>MG invited quotes from two firms, both visited but no +response from either. We suppose they are either too busy or the job +is too small. MG will develop alternatives for us to review.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action" id="action_14"><b xmlns="http://www.w3.org/1999/xhtml">Action MG:</b> Bring a proposal to MHMC in due +course</p></div></div><div id="woStaff" i="10"><h2>10 <a name="woStaff">Time without staff</a></h2><p>HT and DS held an interim Employment Review with MG on +2023-06-05. It was felt to have been valuable by all concerned.</p></div><div class="appendix" id="actions"><h2>Appendix A. <a name="actions">Action items</a></h2><div><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_1"><b>Action HT:</b></a> Email membership for available weeks +in July, then poll for date/time.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_6"><b>Action HT:</b></a> Tell R&L that they have to vacate.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_7"><b>Action HT:</b></a> Ask DS for time at the next +Affordability Group meeting (26 June 1200) for an informal chat with members of the MHC to discuss the + flat(s).</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_9"><b>Action HT:</b></a> Put this on the agenda for next time.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_10"><b>Action HT:</b></a> Meet with DS to discuss state of +networking in 7VT, possible remedial actions</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_8"><b>Action HT, MG:</b></a> Meet with MS to explore +options, e.g. multiple folders, multiple email addresses</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_5"><b>Action JN:</b></a> forward MG anything we have along these lines.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_2"><b>Action MG:</b></a> Lone worker lanyard alarms. Carried forward.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_3"><b>Action MG:</b></a> Installing LED lighting. Carried forward.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_4"><b>Action MG:</b></a> Draft a proposal and send it, noting +our agreement, to the Safety Officer of AM Trustees.</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_11"><b>Action MG:</b></a> Prepare brief report for next meeting</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_12"><b>Action MG:</b></a> Experiment further to determine +what the facts are, contact engineer for advice if necessary</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_13"><b>Action MG:</b></a> Send quotes to JN</p><p xmlns="" xmlns:x="http://www.w3.org/1999/xhtml" class="action"><a xmlns="http://www.w3.org/1999/xhtml" href="#action_14"><b>Action MG:</b></a> Bring a proposal to MHMC in due +course</p></div></div></div></body></html> \ No newline at end of file
--- a/MHMC/2023-06-06/minutes.txt Mon Aug 28 21:20:21 2023 +0100 +++ b/MHMC/2023-06-06/minutes.txt Mon Aug 28 21:22:05 2023 +0100 @@ -1,7 +1,7 @@ -0.a HST to use Word or PDF etc, not plain text for agendas, minutes, etc. +0.a HT to use Word or PDF etc, not plain text for agendas, minutes, etc. 0.b We are a Trustee short, Neil and Marilyn are _not_ members, but are welcome to the meeting. Expensive work? -1. HST to email +1. HT to email 2. See agenda 3: will complete after meeting on 05/06 QCG -- Booking process/email/staffing very helpful to hear from @@ -57,14 +57,14 @@ *B*) We will not ask Trustees to agree for Richard and Lauren to remain in the flat after 31 July. - ACTION: HST to tell R&L that they have to vacate. + ACTION: HT to tell R&L that they have to vacate. - ACTION: HST to ask DS for time at the next AG meeting (26 June 1200) + ACTION: HT to ask DS for time at the next AG meeting (26 June 1200) for an informal chat with members of the MHC to discuss the flat(s). 6b: Flat rental figures all in - see drop box folder in Affordability group. -7a: HST report +7a: HT report 7b: Wedding planning going well Over-catered, but fridge issue sorted, photographer will come early - IT an issue but we can work with what we
--- a/MHMC/2023-06-06/minutes.xml Mon Aug 28 21:20:21 2023 +0100 +++ b/MHMC/2023-06-06/minutes.xml Mon Aug 28 21:22:05 2023 +0100 @@ -1,354 +1,356 @@ -<?xml version='1.0'?> -<?xml-stylesheet type="text/xsl" href="../../../lib/xml/doc.xsl" ?> -<!DOCTYPE doc SYSTEM "../../../lib/xml/doc.dtd" > -<doc> - <head> - <title>Minutes</title> - <title>Edinburgh Meeting House Management Committee</title> - <author>Henry S. Thompson, Convenor</author> - <date>Tuesday 6 June 2 p.m., in 7 Victoria Terrace</date> - </head> - <body> - <div><list type="1defn"> - <item term="Present:">Miranda Girdlestone (MG), Jackie Noltingk (JN), John -Phillips (JP), Laragh Quinney (LQ, via Zoom), Henry Thompson (HT)</item> - <item term="Prevented:">Sue Sierra</item> - <item term="Copies to:">Marilyn Higgins, Neil Turner</item> - </list></div> - <div id="introduction" i="0"> - <title>New convenor's welcome</title> - <div id="business" i="0.1"> - <title>How HT will aim to handle our business</title> - <p>For routine business we'll proceed informally, and HT will -take notes. Suitably cleaned up and filled out, these will appear in -the circulated minutes.</p> - <p>For important matters, or for any matter by request, we'll -move into Meeting for Worship for Church Affairs mode, HT acting as -Clerk. The results will be highlighted as <name>Minutes</name> in the -circulated minutes.</p> - <p>Henceforth HT will use Word or PDF, not plain text, for -agendas, minutes, etc.</p> - <p>Action items will be signalled as <name>Action: -[someone]</name> and gathered at the end of the circulated minutes.</p> - </div> - <div id="remit" i="0.2"> - <title>A reminder of our remit</title> - <list> - <item>First part of <link href="https://www.dropbox.com/home/SESAM%20Management%20Committee/Background?di=left_nav_browse&preview=Report+for+Management+Cttee+2017.doc">The role of the Quaker Meeting House</link></item> - <item><link href="https://www.dropbox.com/home/SESAM%20Management%20Committee/Policy?di=left_nav_browse&preview=SESAM+MH+Management+Committee+Terms+of+Ref-2022-10-11.docx">Terms of Reference</link></item> - <item><link href="https://www.dropbox.com/s/eabc793h6lmstse/MoU_C_Edinburgh_v5.xlsx?dl=0">Area Meeting MoU with Central Edinburgh Local Meeting</link></item> - </list> - <p>We are a Trustee short, Neil and Marilyn are _not_ members, but - are welcome to the meeting. Expensive work?</p> - </div> - </div> - <div id="next" i="1"> - <title>Date and time of next meeting</title> - <p class='action' on='HT'>Email membership for available weeks -in July, then poll for date/time.</p> - </div> - <div id="arising" i="2"> - <title>Matters arising</title> - <div id="8a" i="2.1"> - <title><link -href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link> -8a: IT - Private and public networks</title> - <p>see <link href="#split">item 8.1</link> below.</p> - </div> - <div id="8b" i="2.2"> - <title><link -href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link> -8b: IT - Email issues / Google Workspace</title> - <p>See <link href="#email">item 8.2</link> below.</p> - </div> - <div id="6a" i="2.3"> - <title><link -href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link> -6a bullet 3: Staffing</title> - <p class='action' on='MG'>Lone worker lanyard alarms. Carried forward.</p> - </div> - <div id="9b" i="2.4"> - <title><link -href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link> -9b bullet 4: Fabric and maintenance - secondary glazing in the kitchen of 4F</title> - <p>Overtaken, see <link href="#flat">item 6.2</link> below</p> - </div> - <div id="9c" i="2.4"> - <title><link -href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2024-04-20</link> -9c: Fabric and maintenance</title> - <p class="action" on="MG">Installing LED lighting. Carried forward.</p> - </div> - </div> - <div id="MGupdate" i="3"> - <title>Manager's update</title> - <div id="QCG" i="3.1"> - <title>Quaker Centres Gathering</title> - <p>HT and MG attended this. Hearing from other -Quaker management teams about their situation, their difficulties and -their strategies was very helpful.</p> - <p>We heard particular details relevant to us of how others manage the booking -process, incoming email and staffing. Integrating these is an urgent -project for us: MG and Majk Stokes will tackle planning for this -during August. We hope to get help from Hallmaster (the suppliers of -our room booking software).</p> - </div> - <div id="PAT" i="3.2"> - <title>PAT testing</title> - <p>PAT testing is not required to be yearly. Visual checks, plus a 3-year -cycle of testing should be fine. JN checked the insurance and -confirmed there is nothing about PAT therein. We <name>AGREED</name> -to take this forward.</p> - <p class="action" on="MG">Draft a proposal and send it, noting -our agreement, to the Safety Officer of AM Trustees.</p> - </div> - <div id="Risk" i="3.3"> - <title>Risk Management Strategy</title> - <p>We have a Risk Assessment, but what about a mitigation strategy?</p> - <p class='action' on='JN'>forward MG anything we have along these lines.</p> - </div> - </div> - <div id="fringe" i="4"> - <title>Fringe update</title> - <p>[from David Sterratt (DS)]</p> - <display> - <p>We finalised the contract with the Fringe Society and both parties have - signed it. Regarding the issues raised in the last minutes: (1) We - agreed that the Fringe Society will have use of the meeting room from - 1pm on a Sunday and that meeting house staff will be using the kitchen - up until 1.30pm. Friends will need to start departing at 12.45pm. (2) - The Fringe Society were content with the liberalised media clause we - proposed. (3) The Fringe Society did not, after all, want to use our AV - system.</p> - - <p>We have liaised with the Fringe about operational details including - moving the furniture and internet/Wifi connectivity. The conversation - with the Fringe networking staff has led to us contacting User2 - computing and learning how to administer the Wifi access points, which - has allowed us to set up a private network for the office and foyer - computers. However, the admin interface is set up on David Sterratt's - computer, and it may be desirable to install it on a meeting house - computer. </p> - - <p>David Sterratt and Miranda have agreed with David Clarke (Elder) and other - Friends attending 9.30 meeting that it will not be held in the meeting - house during the Fringe, but it can still be held on Zoom.</p> - </display> - <p>[From MG] The Fringe Society visited 7 Victoria Terrace to look -at office space planning. They have been invoiced, but no money has -been received as yet. - They will visit again next week to look at accessibility issues.</p> - </div> - <div id="VTAG" i="5"> - <title>Victoria Terrace affordability group update</title> - <p><link href="https://www.dropbox.com/s/0dg79uqslj6jbbi/victoria-terrace-affordability-group-2023-05-30-notes.docx?dl=0">Notes from meeting 2023-05-30</link></p> - <p>See the above for details. Some topics of interest to us:</p> - <list> - <item>Quotes from various rental agents for the Upper Bow -flat, with our without upgrading</item> - <item>Some details on the suggested use of some of the foyer as a café.</item> - </list> - <p>If the cafe idea goes ahead, we would need to look at -possible impact on our relief from Council Tax.</p> - </div> - <div id="staffing" i="6"> - <title>Staffing</title> - <div id="org" i="6.1"> - <title>Moving to operation with one resident manager</title> - <p><link href="https://www.dropbox.com/s/jl98oczqh611cpe/Staffing%20proposal%20May%202023.docx?dl=0">Background paper</link> from Miranda</p> - <p></p> - </div> - <div id="flat" i="6.2"> - <title>Ongoing staffing issues</title> - <p><name>Issue for decision:</name> Resident Assistant Warden -post renewal</p> - <p>Moving to operation with one resident manager [Miranda, Henry] - Where we are; Where we would like to be [4] - Ref. MG's paper, to be attached. - 1) Permanent part-time MH Assistant post not refilled, needs - 2) Shift in Majk's role and hours - Two new casual staff - Taken together free MG to do BizDev. - Ken's Sunday? - On a good day, I like Richard sometimes, but not always, clients - like him; liking people is not a requirement, but he's not a good - fit for the Team - - *A*) We ask Trustees to agree to the creation of a new permanent - part-time MH Assistant job starting in September, to be - advertised widely. - - *B*) We will not ask Trustees to agree for Richard and Lauren to - remain in the flat after 31 July. - - ACTION: HT to tell R&L that they have to vacate. - - ACTION: HT to ask DS for time at the next AG meeting (26 June 1200) - for an informal chat with members of the MHC to discuss the - flat(s). -</p> - </div> - </div> - <div id="lettings" i="7"> - <title>Room hire & marketing</title> - <div id="controversy" i="7.1"> - <title>Controversial bookings: Common Knowledge</title> - <p>HT reported that following the cancellation of the Common Knowledge 13 -April booking on the subject of vaccination, we received -concerned queries from several Friends about their meeting scheduled for 11 May, -entitled "Censorsing Debate—Marie Mamulova & Lisa Randall", -about their struggle to have a meeting last year, in Portobello, about their concerns -regarding teaching about trans-gender issues in schools.</p> - <p>After extensive consultation within this Committee, also -involving AM -Clerk and the Clerk of AM Trustees, agreement was reached -in two stages:</p> -<list type="enum"> - <item>Because there had been security problems with the original -(Portobello) meeting, MG contacted the Community Policing unit and on 28 April HT and -MG met with two police, who were reassuring both about the fact that -they did keep an eye on potential sources of trouble in such cases, -and that they would make sure local patrols were aware of the 11 May meeting -if it went ahead.</item> -<item> We asked for and -received reassurance that the -meeting would be focussed on freedom of speech and that a statement setting out our expectations could -be made by the AM Clerk at the beginning of the meeting.</item> - </list> - <p>We then agreed to allow the meeting to go ahead, with the two -Clerks in attendance.</p> - <p>HT emailed the Friends who had expressed concern explaining our decision.</p> - <p>In the event there was no disturbance from protesters, but -the Clerks did not feel that the agreement to avoid anti-transgender -topics and rhetoric had been respected.</p> - <p>[Extracts from an email from AM Clerk]</p> - <display><p>I don't think we should offer further bookings to this group when gender issues are on the agenda (and possibly not at all). While the chair made a point of saying all are welcome in their meetings, I didn't feel particularly welcome and as discussion went on I felt anyone who was trans would have felt very uneasy indeed.</p> -<p>I opened the meeting by reading the 2021 BYM minute to explain where Quakers are coming from and said that while we don't expect to agree with everything that is said in meetings on our premises, we do ask that those present understand and respect where Quakers are coming from.</p> -<p>Particularly in discussion there was no evidence that this had made -any impact. While there was no abuse of trans people, they were -continually seen as 'other', pushing forward an ideology which had -taken over corporate decision making in government and education. The -speaker said LGBT 'is all about the T' these days; 'it's a belief -system'; an audience member said it's a vicious ideology.</p></display> -<p>Further email discussion concluded with clear agreement that -although we try to be a <emph>broad</emph> church in terms of making -our facilities available for hire to a wide range of groups, we are a -church, this is our home, and we don't have to allow people to say -whatever they like. The amount of time and emotional strain it was -taking from all of us was out of all proportion to the benefit.</p> -<p>Accordingly HT drafted a short note to Richard Ennos for MG to -send, cancelling the remaining (three) bookings. MG refunded the amount -already paid for those.</p> -<p>Ennos replied to the Office asking for an explanation, and AM Clerk -provided the following:</p> -<display><p>One audience member spoke of gender identity ideology as a 'vicious' -ideology. This was unchallenged by anyone, and was in line with a -general sense of antagonism towards the fact of trans identity. There -was no moderation of the discussion, and no attempt to question things -that were stated as fact.</p> -<p>Our clerk, who had introduced the meeting by explaining where Quakers -are coming from, felt that his contribution was ignored by those -contributing to the discussion. Although it had been stated that -anyone was welcome to the meeting, he felt that any trans person would -have felt unwelcome and excluded by the tone of the discussion, which -throughout showed that participants regarded trans identity as -something alien. On this basis, he felt that the group had not -respected the terms on which the letting had been made. We recognise -that some disagree with how trans issues are addressed within the -education system, and that you have the right to air this; but we -don't feel that the approach taken by Common Knowledge shares our -values of pluralism and kindness.</p> -</display> - <p>All mention of 7 Victoria Terrace has now been removed from -Common Knowledge online publicity for future events, and we hope the -matter is closed.</p> - </div> - <div id="weddings" i="7.2"> - <title>Quaker weddings: Griffiths/Lawrence</title> - <p>Wedding planning going well. They've quite likely - over-catered, but fridge issue sorted. Photographer will come early. - IT for overlow in the Hall is an issue but we can work with what we - have: Emma and Andy were aware of what the MH provided when they booked. - Additional purchase of AV equipment is <emph>not</emph> required, MG does not recommend it for AM. - With respect to numbers, looks like 80–90 from outside invitees, not much feedback from - local Friends, but usual suspects would be 20–30, so probably 100+.</p> - </div> - </div> - <div id="IT" i="8"> - <title>IT</title> - <div id="split" i="8.1"> - <title>Private and public networks</title> - <p>Done, thanks to DS. Now two SSIDs: quaker (old -pw) and quaker-office (new, staff-only). Relevant instructions are -in the 'WiFi' folder in the office filing cabinet, and on HT's -personal machine at home.</p> - </div> - <div id="email" i="8.2"> - <title>Email issues</title> - <p>There's too much email on too many diverse topics coming in -to <code>office@equaker.org.uk</code>. Things get lost.</p> - <p class="action" on="HT, MG">Meet with Majk to explore -options, e.g. multiple folders, multiple email addresses</p> - </div> - <p></p> - </div> - <div id="building" i="9"> - <title>Fabric and maintenance</title> - <p>In the past responsibility for keeping track of this topic -has been delegated to a member of the committee.</p> - <p class="action" on="HT">Put this on the agenda for next time.</p> - <div id="large" i="9.1"> - <title>Large projects on hold</title> - <p>Heat pump, courtyard, waiting on finance (see <link -href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHMC -minutes for 2023-04-20, item 9a</link>)</p> - </div> - <div id="issues" i="9.2"> - <title>Ongoing issues</title> - <div id="wifi2f" i="9.2.1"> - <title>Meeting room wifi</title> - <p>Still broken</p> - <p class="action" on="HT">Meet with DS to discuss state of -networking in 7VT, possible remedial actions</p> - </div> - <div id="glazing" i="9.2.2"> - <title>Glazing in flats</title> - <p>Status unclear, issues with both 3F2 and 4F</p> - <p class="action" on="MG">Prepare brief report for next meeting</p> - </div> - <div id="dialer" i="9.2.3"> - <title>Emergency phone in lift</title> - <p>GSM dialler was installed in the lift on 2023-06-06, -engineer said that it is <emph>not</emph> at risk from end of voice -connnectivity.</p> - <p>There is an issue with the (re)direction for -calls from this phone, which currently is set up to dial MG, then SS. -For obvious reasons, MG's work phone is set up to go to voicemail, but -if that means the call is taken to have gone through, that's a -problem.</p> - <p class="action" on="MG">Experiment further to determine -what the facts are, contact engineer for advice if necessary</p> - </div> - </div> - <div id="carpets" i="9.3"> - <title>Carpets</title> - <p>No decision yet on carpets. The impact of building changes / cafe could change -decision to be made. No action until after the Fringe at the earliest.</p> - <p class="action" on="MG">Send quotes to JN</p> - </div> - <div id="signs" i="9.4"> - <title>Signage</title> - <p>MG invited quotes from two firms, both visited but no -response from either. We suppose they are either too busy or the job -is too small. MG will develop alternatives for us to review.</p> - <p class="action" on="MG">Bring a proposal to MHMC in due -course</p> - </div> - </div> - <div id="woStaff" i="10"> - <title>Time without staff</title> - <p>HT and DS held an interim Employment Review with MG on -2023-06-05. The participants agreed on <link href="TBD">a positive report</link>.</p> - </div> - </body> -</doc> +<?xml version='1.0'?> +<?xml-stylesheet type="text/xsl" href="../../../lib/xml/doc.xsl" ?> +<!DOCTYPE doc SYSTEM "../../../lib/xml/doc.dtd" > +<doc> + <head> + <title>Minutes</title> + <title>Edinburgh Meeting House Management Committee</title> + <author>Henry S. Thompson, Convenor</author> + <date>Tuesday 6 June 2 p.m., in 7 Victoria Terrace</date> + <style type="text/css">.minute {margin-left: 1cm; border-left: +2px solid red; padding-left: 2px} + div.toc ul.naked {padding-left: 0 ! important}</style> + </head> + <body> + <div><list type="1defn"> + <item term="Present:">Miranda Girdlestone (MG), Jackie Noltingk (JN), John +Phillips (JP), Laragh Quinney (LQ, via Zoom), Henry Thompson (HT)</item> + <item term="Prevented:">Sue Sierra (SS)</item> + <item term="Copies to:">Marilyn Higgins (MH), Neil Turner (NT)</item> + </list></div> + <div id="introduction" i="0"> + <title>New convenor's welcome</title> + <div id="business" i="0.1"> + <title>How HT will aim to handle our business</title> + <p>For routine business we'll proceed informally, and HT will +take notes. Suitably cleaned up and filled out, these will appear in +the circulated minutes.</p> + <p>For important matters, or for any matter by request, we'll +move into Meeting for Worship for Church Affairs mode, HT acting as +Clerk. The results will be highlighted as <name>Minutes</name> in the +circulated minutes.</p> + <p>Henceforth HT will use Word or PDF, not plain text, for +agendas, minutes, etc.</p> + <p>Action items will be signalled as <name>Action: +[someone]</name> and gathered at the end of the circulated minutes.</p> + </div> + <div id="remit" i="0.2"> + <title>A reminder of our remit</title> + <list> + <item>First part of <link href="https://www.dropbox.com/home/SESAM%20Management%20Committee/Background?di=left_nav_browse&preview=Report+for+Management+Cttee+2017.doc">The role of the Quaker Meeting House</link></item> + <item><link href="https://www.dropbox.com/home/SESAM%20Management%20Committee/Policy?di=left_nav_browse&preview=SESAM+MH+Management+Committee+Terms+of+Ref-2022-10-11.docx">Terms of Reference</link></item> + <item><link href="https://www.dropbox.com/s/eabc793h6lmstse/MoU_C_Edinburgh_v5.xlsx?dl=0">Area Meeting MoU with Central Edinburgh Local Meeting</link></item> + </list> + <p>We are a Trustee short, Neil and Marilyn are _not_ members, but + are welcome to the meeting. Expensive work?</p> + </div> + </div> + <div id="next" i="1"> + <title>Date and time of next meeting</title> + <p class="action" on="HT">Email membership for available weeks +in July, then poll for date/time.</p> + </div> + <div id="arising" i="2"> + <title>Matters arising</title> + <div id="8a" i="2.1"> + <title><link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</link> +8a: IT - Private and public networks</title> + <p>see <link href="#split">item 8.1</link> below.</p> + </div> + <div id="8b" i="2.2"> + <title><link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</link> +8b: IT - Email issues / Google Workspace</title> + <p>See <link href="#email">item 8.2</link> below.</p> + </div> + <div id="6a" i="2.3"> + <title><link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</link> +6a bullet 3: Staffing</title> + <p class="action" on="MG">Lone worker lanyard alarms. Carried forward.</p> + </div> + <div id="9b" i="2.4"> + <title><link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</link> +9b bullet 4: Fabric and maintenance - secondary glazing in the kitchen of 4F</title> + <p>Overtaken, see <link href="#flat">item 6.2</link> below</p> + </div> + <div id="9c" i="2.4"> + <title><link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</link> +9c: Fabric and maintenance</title> + <p class="action" on="MG">Installing LED lighting. Carried forward.</p> + </div> + </div> + <div id="MGupdate" i="3"> + <title>Manager's update</title> + <div id="QCG" i="3.1"> + <title>Quaker Centres Gathering</title> + <p>HT and MG attended this. Hearing from other +Quaker management teams about their situation, their difficulties and +their strategies was very helpful.</p> + <p>We heard particular details relevant to us of how others manage the booking +process, incoming email and staffing. Integrating these is an urgent +project for us: MG and Majk Stokes (MS) will tackle planning for this +during August. We hope to get help from Hallmaster (the suppliers of +our room booking software).</p> + </div> + <div id="PAT" i="3.2"> + <title>PAT testing</title> + <p>PAT testing is not required to be yearly. Visual checks, plus a 3-year +cycle of testing should be fine. JN checked the insurance and +confirmed there is nothing about PAT therein. We <name>AGREED</name> +to take this forward.</p> + <p class="action" on="MG">Draft a proposal and send it, noting +our agreement, to the Safety Officer of AM Trustees.</p> + </div> + <div id="Risk" i="3.3"> + <title>Risk Management Strategy</title> + <p>We have a Risk Assessment, but what about a mitigation strategy?</p> + <p class="action" on="JN">forward MG anything we have along these lines.</p> + </div> + </div> + <div id="fringe" i="4"> + <title>Fringe update</title> + <p>[from David Sterratt (DS)]</p> + <display> + <p>We finalised the contract with the Fringe Society and both parties have + signed it. Regarding the issues raised in the last minutes: (1) We + agreed that the Fringe Society will have use of the meeting room from + 1pm on a Sunday and that meeting house staff will be using the kitchen + up until 1.30pm. Friends will need to start departing at 12.45pm. (2) + The Fringe Society were content with the liberalised media clause we + proposed. (3) The Fringe Society did not, after all, want to use our AV + system.</p> + + <p>We have liaised with the Fringe about operational details including + moving the furniture and internet/Wifi connectivity. The conversation + with the Fringe networking staff has led to us contacting User2 + computing and learning how to administer the Wifi access points, which + has allowed us to set up a private network for the office and foyer + computers. However, the admin interface is set up on David Sterratt's + computer, and it may be desirable to install it on a meeting house + computer. </p> + + <p>David Sterratt and Miranda have agreed with David Clarke (Elder) and other + Friends attending 9.30 meeting that it will not be held in the meeting + house during the Fringe, but it can still be held on Zoom.</p> + </display> + <p>[From MG] The Fringe Society visited 7 Victoria Terrace to look +at office space planning. They have been invoiced, but no money has +been received as yet. + They will visit again next week to look at accessibility issues.</p> + </div> + <div id="VTAG" i="5"> + <title>Victoria Terrace affordability group update</title> + <p><link href="https://www.dropbox.com/s/0dg79uqslj6jbbi/victoria-terrace-affordability-group-2023-05-30-notes.docx?dl=0">Notes from meeting 2023-05-30</link></p> + <p>See the above for details. Some topics of interest to us:</p> + <list> + <item>Quotes from various rental agents for the Upper Bow +flat, with our without upgrading</item> + <item>Some details on the suggested use of some of the foyer as a café.</item> + </list> + <p>If the cafe idea goes ahead, we would need to look at +possible impact on our relief from Council Tax.</p> + </div> + <div id="staffing" i="6"> + <title>Staffing</title> + <div id="org" i="6.1"> + <title>Moving to operation with one resident manager</title> + <p><link href="https://www.dropbox.com/s/jl98oczqh611cpe/Staffing%20proposal%20May%202023.docx?dl=0">Background paper</link> from MG</p> + <p>See above for details. Key points:</p> + <list> + <item>Permanent part-time MH Assistant post not refilled, needs to be</item> + <item>Shift in MS's role and hours</item> + <item>Two new casual staff</item> + </list> + <p>Taken together this will free MG to do BizDev.</p> + <p class="minute"><href name="MHMC_2023-06-06_1"/><name>Minute MHMC_2023-06-06_1</name> We ask Trustees to agree to the creation of a new permanent + part-time MH Assistant job starting in September, to be + advertised widely.</p> + </div> + <div id="flat" i="6.2"> + <title>Ongoing staffing issues</title> + <p><name>Issue for decision:</name> Resident Assistant Warden +post renewal</p> + <p class="minute"><href name="MHMC_2023-06-06_2"/><name>Minute +MHMC_2023-06-06_2</name> We agree to move to operation with one +resident manager. We will not ask Trustees to agree for Richard and Lauren to + remain in the flat after 31 July.</p> + <p class="action" on="HT">Tell R&L that they have to vacate.</p> + <p class="action" on="HT">Ask DS for time at the next +Affordability Group meeting (26 June 1200) for an informal chat with members of the MHC to discuss the + flat(s).</p> + </div> + </div> + <div id="lettings" i="7"> + <title>Room hire & marketing</title> + <div id="controversy" i="7.1"> + <title>Controversial bookings: Common Knowledge</title> + <p>HT reported that following the cancellation of the Common Knowledge 13 +April booking on the subject of vaccination, we received +concerned queries from several Friends about their meeting scheduled for 11 May, +entitled "Censorsing Debate—Marie Mamulova & Lisa Randall", +about their struggle to have a meeting last year, in Portobello, about their concerns +regarding teaching about trans-gender issues in schools.</p> + <p>After extensive consultation within this Committee, also +involving AM +Clerk and the Clerk of AM Trustees, agreement was reached +in two stages:</p> +<list type="enum"> + <item>Because there had been security problems with the original +(Portobello) meeting, MG contacted the Community Policing unit and on 28 April HT and +MG met with two police, who were reassuring both about the fact that +they did keep an eye on potential sources of trouble in such cases, +and that they would make sure local patrols were aware of the 11 May meeting +if it went ahead.</item> +<item> We asked for and +received reassurance that the +meeting would be focussed on freedom of speech and that a statement setting out our expectations could +be made by the AM Clerk at the beginning of the meeting.</item> + </list> + <p>We then agreed to allow the meeting to go ahead, with the two +Clerks in attendance.</p> + <p>HT emailed the Friends who had expressed concern explaining our decision.</p> + <p>In the event there was no disturbance from protesters, but +the Clerks did not feel that the agreement to avoid anti-transgender +topics and rhetoric had been respected.</p> + <p>[Extracts from an email from AM Clerk]</p> + <display><p>I don't think we should offer further bookings to this group when gender issues are on the agenda (and possibly not at all). While the chair made a point of saying all are welcome in their meetings, I didn't feel particularly welcome and as discussion went on I felt anyone who was trans would have felt very uneasy indeed.</p> +<p>I opened the meeting by reading the 2021 BYM minute to explain where Quakers are coming from and said that while we don't expect to agree with everything that is said in meetings on our premises, we do ask that those present understand and respect where Quakers are coming from.</p> +<p>Particularly in discussion there was no evidence that this had made +any impact. While there was no abuse of trans people, they were +continually seen as 'other', pushing forward an ideology which had +taken over corporate decision making in government and education. The +speaker said LGBT 'is all about the T' these days; 'it's a belief +system'; an audience member said it's a vicious ideology.</p></display> +<p>Further email discussion concluded with clear agreement that +although we try to be a <emph>broad</emph> church in terms of making +our facilities available for hire to a wide range of groups, we are a +church, this is our home, and we don't have to allow people to say +whatever they like. The amount of time and emotional strain it was +taking from all of us was out of all proportion to the benefit.</p> +<p>Accordingly HT drafted a short note to Richard Ennos for MG to +send, cancelling the remaining (three) bookings. MG refunded the amount +already paid for those.</p> +<p>Ennos replied to the Office asking for an explanation, and AM Clerk +provided the following:</p> +<display><p>One audience member spoke of gender identity ideology as a 'vicious' +ideology. This was unchallenged by anyone, and was in line with a +general sense of antagonism towards the fact of trans identity. There +was no moderation of the discussion, and no attempt to question things +that were stated as fact.</p> +<p>Our clerk, who had introduced the meeting by explaining where Quakers +are coming from, felt that his contribution was ignored by those +contributing to the discussion. Although it had been stated that +anyone was welcome to the meeting, he felt that any trans person would +have felt unwelcome and excluded by the tone of the discussion, which +throughout showed that participants regarded trans identity as +something alien. On this basis, he felt that the group had not +respected the terms on which the letting had been made. We recognise +that some disagree with how trans issues are addressed within the +education system, and that you have the right to air this; but we +don't feel that the approach taken by Common Knowledge shares our +values of pluralism and kindness.</p> +</display> + <p>All mention of 7 Victoria Terrace has now been removed from +Common Knowledge online publicity for future events, and we hope the +matter is closed.</p> + </div> + <div id="weddings" i="7.2"> + <title>Quaker weddings: Griffiths/Lawrence</title> + <p>Wedding planning going well. They've quite likely + over-catered, but fridge issue sorted. Photographer will come early. + IT for overlow in the Hall is an issue but we can work with what we + have: Emma and Andy were aware of what the MH provided when they booked. + Additional purchase of AV equipment is <emph>not</emph> required, MG does +not recommend it for AM just for this event. + With respect to numbers, looks like 80–90 from outside invitees, not much feedback from + local Friends, but usual suspects would be 20–30, so probably 100+.</p> + <p>With respect to AV, note that AM's plan to purchase an OWL +microphone/camera/speaker unit is fine on the understanding it's for general AM use.</p> + </div> + </div> + <div id="IT" i="8"> + <title>IT</title> + <div id="split" i="8.1"> + <title>Private and public networks</title> + <p>Done, thanks to DS. Now two SSIDs: quaker (old +pw) and quaker-office (new, staff-only). Relevant instructions are +in the 'WiFi' folder in the office filing cabinet, and on HT's +personal machine at home.</p> + </div> + <div id="email" i="8.2"> + <title>Email issues</title> + <p>There's too much email on too many diverse topics coming in +to <code>office@equaker.org.uk</code>. Things get lost.</p> + <p class="action" on="HT, MG">Meet with MS to explore +options, e.g. multiple folders, multiple email addresses</p> + </div> + <p></p> + </div> + <div id="building" i="9"> + <title>Fabric and maintenance</title> + <p>In the past responsibility for keeping track of this topic +has been delegated to a member of the committee.</p> + <p class="action" on="HT">Put this on the agenda for next time.</p> + <div id="large" i="9.1"> + <title>Large projects on hold</title> + <p>Heat pump, courtyard, waiting on finance (see <link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHMC +minutes for 2023-04-20, item 9a</link>)</p> + </div> + <div id="issues" i="9.2"> + <title>Ongoing issues</title> + <div id="wifi2f" i="9.2.1"> + <title>Meeting room wifi</title> + <p>Still broken</p> + <p class="action" on="HT">Meet with DS to discuss state of +networking in 7VT, possible remedial actions</p> + </div> + <div id="glazing" i="9.2.2"> + <title>Glazing in flats</title> + <p>Status unclear, issues with both 3F2 and 4F</p> + <p class="action" on="MG">Prepare brief report for next meeting</p> + </div> + <div id="dialer" i="9.2.3"> + <title>Emergency phone in lift</title> + <p>Engineer has said that it is <emph>not</emph> at risk from end of voice +connnectivity.</p> + </div> + <div id="intruder" i="9.2.4"> + <title>Intruder alarm</title> + <p>A GSM dialler has been fitted to the intruder alarm and it no longer sounds +on the stair when the building is opened or closed.</p> + <p>There is an issue with the (re)direction for +calls from this phone. If the alarm rings for longer than 30 seconds then it calls MG, then MS, then SS. It <emph>should</emph> not call the other two if MG answers the +phone. Currently it has returned to default settings and calls all of us. +Since our meeting IMMS have agreed to come in and reset the alarm this week. which currently is set up to dial MG, then SS. +For obvious reasons, MG's work phone is set up to go to voicemail, but +if that means the call is taken to have gone through, that's a +problem.</p> + <p class="action" on="MG">Experiment further to determine +what the facts are, contact engineer for advice if necessary</p> + </div> + </div> + <div id="carpets" i="9.3"> + <title>Carpets</title> + <p>No decision yet on carpets. The impact of building changes / cafe could change +decision to be made. No action until after the Fringe at the earliest.</p> + <p class="action" on="MG">Send quotes to JN</p> + </div> + <div id="signs" i="9.4"> + <title>Signage</title> + <p>MG invited quotes from two firms, both visited but no +response from either. We suppose they are either too busy or the job +is too small. MG will develop alternatives for us to review.</p> + <p class="action" on="MG">Bring a proposal to MHMC in due +course</p> + </div> + </div> + <div id="woStaff" i="10"> + <title>Time without staff</title> + <p>HT and DS held an interim Employment Review with MG on +2023-06-05. It was felt to have been valuable by all concerned.</p> + </div> + <div class="appendix" id="actions"> + <title>Action items</title> + <div class="actions"/> + </div> + </body> +</doc>
--- /dev/null Thu Jan 01 00:00:00 1970 +0000 +++ b/MHMC/2023-07-13/agenda.xml Mon Aug 28 21:22:05 2023 +0100 @@ -0,0 +1,139 @@ +<?xml version='1.0'?> +<?xml-stylesheet type="text/xsl" href="../../../lib/xml/doc.xsl" ?> +<!DOCTYPE doc SYSTEM "../../../lib/xml/doc.dtd" [ + <!ENTITY prev "https://www.dropbox.com/s/7leals7ain2hk1t/sesam-management-2023-06-06-minutes.pdf"> +]> +<doc> + <head> + <title>Agenda</title> + <title>Edinburgh Meeting House Management Committee</title> + <author>Henry S. Thompson, Convenor</author> + <date>Thursday 13 July 6:30 p.m., in 7 Victoria Terrace</date> + <style type="text/css">.minute {margin-left: 1cm; border-left: +2px solid red; padding-left: 2px} + div.toc ul.naked {padding-left: 0 ! important}</style> + </head> + <body> + <div><list type="1defn"> + <item term="Present:"></item> + <item term="Prevented:"></item> + <item term="Copies to:">Marilyn Higgins (MH), Neil Turner (NT), David +Sterratt (DS)</item> + </list></div> + <div id="next"> + <title>Date and time of next meeting</title> + </div> + <div id="arising"> + <title>Matters arising</title> + <div id="p_1"> + <title><link href="&prev;#next">MHM_2023-06-06</link> 1 Next meeting</title> + </div> + <div id="pp_6a"> + <title><link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</link> +6a bullet 3: Staffing</title> + </div> + <div id="pp_9c"> + <title><link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</link> +9c: Fabric and maintenance</title> + </div> + <div id="p_3.2"> + <title><link href="&prev;#PAT">MHM_2023-06-06</link> 3.2 PAT Testing</title> + </div> + <div id="p_3.3"> + <title><link href="&prev;#PAT">MHM_2023-06-06</link> 3.3 Risk management strategy</title> + </div> + <div id="p_6.2a"> + <title><link href="&prev;#staff">MHM_2023-06-06</link> 6.2 Ongoing staffing issues</title> + </div> + <div id="p_6.2b"> + <title><link href="&prev;#staff">MHM_2023-06-06</link> 6.2 Ongoing staffing issues</title> + </div> + <div id="p_8.2"> + <title><link href="&prev;#email">MHM_2023-06-06</link> 8.2 Email issues</title> + </div> + <div id="p_9"> + <title><link href="&prev;#staffing">MHM_2023-06-06</link> 9 Fabric and Maintenance</title> + </div> + <div id="p_9.2.1"> + <title><link href="&prev;#wifi2f">MHM_2023-06-06</link> 9.2.1 +Meeting room wifi</title></div> + <div id="9.2.2"> + <title><link href="&prev;#wifi2f">MHM_2023-06-06</link> 9.2.2 Glazing in flats</title> + </div> + <div id="9.2.3"> + <title><link href="&prev;#wifi2f">MHM_2023-06-06</link> 9.2.3 Emergency phone in lift</title> + </div> + <div id="9.3"> + <title><link href="&prev;#wifi2f">MHM_2023-06-06</link> 9.3 Carpets</title> + </div> + <div id="9.4"> + <title><link href="&prev;#wifi2f">MHM_2023-06-06</link> 9.4 Signage</title> + </div> + </div> + <div id="convenor"> + <title>Convenor's report</title> + </div> + <div id="MGupdate"> + <title>Manager's update</title> + <div id="Risk"> + <title>Risk Management Strategy</title> + </div> + </div> + <div id="VTAG"> + <title>Victoria Terrace affordability group update</title> + <p><link href="https://www.dropbox.com/s/oyhogrblz6n54d8/victoria-terrace-affordability-group-2023-06-26-notes.docx?dl=0">Notes from meeting 2023-06-26</link></p> + </div> + <div id="staffing"> + <title>Staffing</title> + <div id="Assistant"> + <title>Additional Meeting House Assistant</title> + </div> + <div id="casual"> + <title>Additional casual staff</title> + </div> + </div> + <div id="lettings"> + <title>Room hire & marketing</title> + <div id="weddings"> + <title>Quaker weddings: Griffiths/Lawrence</title> + </div> + </div> + <div id="IT"> + <title>IT</title> + <div id="email"> + <title>Email issues</title> + </div> + </div> + <div id="building"> + <title>Fabric and maintenance</title> + <div id="specialist"> + <title>New committee member?</title> + </div> + <div id="large"> + <title>Large projects on hold</title> + </div> + <div id="issues"> + <title>Ongoing issues</title> + <div id="wifi2f"> + <title>Meeting room wifi</title> + </div> + <div id="glazing"> + <title>Glazing in flats</title> + </div> + <div id="alarm"> + <title>Alarm callout phone</title> + </div> + </div> + </div> + <div id="flats"> + <title>6 Upper Bow</title> + </div> + <div id="woStaff"> + <title>Time without staff</title> + </div> + <div class="appendix" id="actions"> + <title>Action items</title> + <div class="actions"/> + </div> + </body> +</doc>
--- /dev/null Thu Jan 01 00:00:00 1970 +0000 +++ b/MHMC/2023-07-13/minutes.xml Mon Aug 28 21:22:05 2023 +0100 @@ -0,0 +1,251 @@ +<?xml version='1.0'?> +<?xml-stylesheet type="text/xsl" href="../../../lib/xml/doc.xsl" ?> +<!DOCTYPE doc SYSTEM "../../../lib/xml/doc.dtd" [ + <!ENTITY prev "https://www.dropbox.com/s/7leals7ain2hk1t/sesam-management-2023-06-06-minutes.pdf"> +]> +<doc> + <head> + <title>Minutes MHMC 2023-07-13</title> + <title>Edinburgh Meeting House Management Committee</title> + <author>Henry S. Thompson, Convenor</author> + <date>Thursday 13 July 6:30 p.m., in 7 Victoria Terrace</date> + <style type="text/css">.minute {margin-left: 1cm; border-left: +2px solid red; padding-left: 2px} + div.toc ul.naked {padding-left: 0 ! important}</style> + </head> + <body> + <div><list type="1defn"> + <item term="Present:">Miranda Girdlestone (MG), Jackie Noltingk (JN), John +Phillips (JP), Laragh Quinney (LQ), Sue Sierra (SS), Henry Thompson (HT)</item> + <item term="Prevented:"></item> + <item term="Copies to:">Marilyn Higgins (MH), Neil Turner (NT), David +Sterratt (DS)</item> + </list></div> + <div id="next"> + <title>Date and time of next meeting</title> + <p class="action" on="HT">Email membership for available weeks +in September, then poll for date/time.</p> + </div> + <div id="arising"> + <title>Matters arising</title> + <div id="a_1"> + <link href="&prev;#next">MHM_2023-06-06 1 Next +meeting</link> + <p>On HT: "Email membership ...": <name>Done</name>.</p> + </div> + <div id="a_p_6a"> + <link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20 6a bullet 3: Staffing</link> + <p>Carried forward.</p> + <p class="action" on="MG">Lone worker lanyard alarms.</p> + </div> + <div id="a_p_9c"> + <title><link href="https://www.dropbox.com/s/st5me0skwfrrm89/sesam-management-2023-04-20.docx?dl=0">MHM_2023-04-20</link> +9c: Fabric and maintenance</title> + <p>Carried forward.</p> + <p class="action" on="MG">Installing LED lighting.</p> + </div> + <div id="a_3.2"> + <title><link href="&prev;#PAT">MHM_2023-06-06</link> 3.2 PAT Testing</title> + <p>Carried forward.</p><p class="action" on="MG">Draft a proposal and send it, noting our agreement, to the Safety Officer of AM +Trustees.</p> + </div> + <div id="a_3.3"> + <title><link href="&prev;#PAT">MHM_2023-06-06</link> 3.3 Risk management +strategy</title> <p>On JN: "forward MG anything we have along these lines". +<name>Done</name>, see also <link href="#Risk">below under 4.1</link>.</p> + </div> + <div id="a_6.2"> + <title><link href="&prev;#staff">MHM_2023-06-06</link> 6.2 Ongoing staffing issues</title> + <p>On HT: "Tell R&L that they have to vacate." <name>Done</name>, with a minimum of fuss.</p> + <p>On HT: "Ask DS for time at the next Affordability Group +meeting (26 June 1200) for an informal chat with members of the MHC to discuss +the flat(s)". <name>Not done</name>, see <link href="#flats">below under 6 +Upper Bow Flats</link>.</p> + </div> + <div id="a_8.2"> + <title><link href="&prev;#email">MHM_2023-06-06</link> 8.2 Email issues</title> + <p>On HT, MG: "Meet with Majk Stokes (MS) to explore options, e.g. multiple folders, +multiple email addresses". <name>Done</name>, but more work needed. See <link href="#email">below under Email issues</link></p> + </div> + <div id="a_9"> + <title><link href="&prev;#staffing">MHM_2023-06-06</link> 9. Fabric and Maintenance</title> + <p>On HT: "Put [F&M specialist needed] on the agenda for next time." <name>Done</name>, see <link href="#building">below under Fabric and Maintenance</link>.</p> + </div> + <div id="a_9.2.1"> + <title><link href="&prev;#wifi2f">MHM_2023-06-06</link> 9.2.1 Meeting room wifi</title> + <p>On HT: "Meet with DS to discuss state of networking in 7VT, possible remedial +actions." <name>Done</name>, but more work needed. See <link href="#wifi2f">below under Meeting Room wifi</link>.</p></div> + <div id="a_9.2.2"> + <title><link href="&prev;#glazing">MHM_2023-06-06</link> 9.2.2 +Glazing in flats</title> + <p>Carried forward.</p> + <p class="action" on="MG">Prepare brief report for next meeting</p> + </div> + <div id="a_9.2.3"> + <title><link href="&prev;#dialer">MHM_2023-06-06</link> 9.2.3 Emergency phone in lift</title> + <p>On MG: [error in original minutes]. <name>Done</name>.</p> + </div> + <div id="a_9.2.4"> + <title><link href="&prev;#intruder">MHM_2023-06-06</link> 9.2.4 Intruder alarm</title> + <p>On MG: "Experiment further to determine what the facts are, contact engineer for advice if necessary"</p> + <p>See <link href="#alarm">below under Alarm callout phone</link>.</p></div> + <div id="a_9.3"> + <title><link href="&prev;#">MHM_2023-06-06</link> 9.3 Carpets</title> + <p>Carried forward.</p> + <p class="action" on="MG">Send quotes to JN.</p> + </div> + <div id="a_9.4"> + <title><link href="&prev;#wifi2f">MHM_2023-06-06</link> 9.4 Signage</title> + <p>Carried forward.</p> + <p class="action" on="MG">Bring a proposal to MHMC in due +course.</p> + </div> + </div> + <div id="convenor"> + <title>Convenor's report</title> + <p>HT still struggling to manage the multitude of Dropbox accounts, Google +groups and GMail accounts involved in this job.</p> + <p class="action" on="HT">Make all relevent Dropbox accounts and Google +groups use the MHMCC email address, i.e. <code>sesam.emh.management@gmail.com</code>.</p> + <p>MG and HST have agreed to have regular meetings to share status updates.</p> + </div> + <div id="MGupdate"> + <title>Manager's update</title> + <p>[festival news from MG, including JP's]</p> + <p>Green... might be interested </p> + <p>We need to talk about room rates. QCG meeting say Aug./Sep. is time. +Last year they put prices up 10/15%, but less this year to come. Smaller +groups/charity . Was discussed about this time last year, we'll look in the +minutes. November 2022 has some agreements, Item 7b in 2022-11-03</p> + <p>We said 'no' to DO days this year.</p> + <p class="action" on="HT">Put this on the agenda for next time.</p> + <p>Peace in the Heart has a block booking in October, but no news.</p> + <p class="action" on="MG">Contact AM Clerk for an about</p> + <p>Upper Bow drainpipe sorted ? There is another leak in the interior +courtyard which we have no clue about, but is dangerous in winter.</p> + <p>Tony Peach is getting frail, and struggling with lack of contact from the +office staff that he formerly enjoyed. We agreed that this is not part of +office staff's duties, and that other channels are in place for addressing his situation.</p> + <div id="Risk"> + <title>Risk Management Strategy</title> + <p>MG is planning to take JP's task document [ref?] and look at all the tasks and see where +they need planned cover in case of whatever. NT has been working on an +<emph>assessment</emph> document. Some feedback from MG to NT (best via JK) on points that +he might want to include would be welcome. During COVID the MH Risk Assessment was updated +regularly in response to (changing) ScotGov regulations. Martin @@ is involve +with his AM H&S coordinator hat on.</p> + <p class="action" id="MG">Move that work forward, and share material with +JK as appropriate.</p> + </div> + </div> + <div id="VTAG"> + <title>Victoria Terrace affordability group update</title> + <p><link href="https://www.dropbox.com/s/oyhogrblz6n54d8/victoria-terrace-affordability-group-2023-06-26-notes.docx?dl=0">Notes from meeting 2023-06-26</link></p> + <p>See the above for details. Some topics of interest to us:</p> + <list> + <item>Some alternative back-of-the envelop financial plans</item> + <item>A lengthy discussion of the café idea</item> + </list> + </div> + <div id="staffing"> + <title>Staffing</title> + <div id="assistant"> + <title>Additional Meeting House Assistant</title> + <p>Last time we asked Trustees to agree to the creation of a new permanent + part-time MH Assistant job starting in September, to be + advertised widely, and they agreed. This has been put on hold.</p> + <p>MG decided the timing wasn't right so early, and will take that +forward in a month or so.</p> + </div> + <div id="casual"> + <title>Additional casual staff</title> + <p>One candidate for casual staff, interviewed and was appropriate, will +be approached shortly with an offer. He would be able to cover Saturdays and Sundays. No +other applications, two other enquiries that didn't convert. MG will advertise +again, we are looking forward to a period of being short-staffed. Exploiting +routes into the post-graduate student communities might help.</p> + </div> + </div> + <div id="lettings"> + <title>Room hire & marketing</title> + <div id="weddings"> + <title>Quaker weddings: Griffiths/Lawrence</title> + <p>It all went smoothly.</p> + </div> + </div> + <div id="IT"> + <title>IT</title> + <div id="email"> + <title>Email issues</title> + <div id="email_1"> + <title>Booking form email issues</title> + <p>HT has fixed the major problem with Google refusing to allow booking +requests from the online form to pass through its hands.</p> + <p>A problem with the online form that means a default reply doesn't go +to the booker's email address remains, awaiting an upgrade to the underlying +web server.</p> + <p class="action" on="HT">Liaise with DS when he returns from holiday to +make sure this gets done.</p> + </div> + <div id="email_2"> + <title>Email to office@equaker</title> + <p>There's too much email on too many diverse topics coming in +to <code>office@equaker.org.uk</code>. Things get lost.</p> + <p>HT discussed this with MS, but needs more time to explore options.</p> + <p class="action" on="HT">Draft a proposal for upgrading email handling.</p> + </div> + </div> + </div> + <div id="building"> + <title>Fabric and maintenance</title> + <div id="specialist"> + <title>New committee member?</title> + <p>We need someone to cover the Staffing portfolio. Please send +suggestions to HT for him to include in a request to NomComm.</p> + </div> + <div id="large"> + <title>Large projects on hold</title> + </div> + <div id="issues"> + <title>Ongoing issues</title> + <div id="wifi2f"> + <title>Meeting room wifi</title> + <p>[HT] Deferred until September</p> + </div> + <div id="alarm"> + <title>Alarm callout phone</title> + <p>A GSM dialler has been fitted to the intruder alarm and it no longer sounds on the stair when the building is opened or closed.</p> + <p>There is an issue with the (re)direction for calls from this +phone. If the alarm rings for longer than 30 seconds then it calls MG, then MS, +then SS. It should not call the other two if MG answers the phone. Sounder +runs for 20 minutes, then turns off (Noise Abatement), but continues flashing. Currently it has returned to default settings and calls all of us. Since our meeting IMMS have agreed to come in and reset the alarm this week. which currently is set up to dial MG, then SS. For obvious reasons, MG's work phone is set up to go to voicemail, but if that means the call is taken to have gone through, that's a problem.</p> + <p>Unofficial test when someone (not actually an intruder) came in +through the stair, called MG, MS and SS, then around again, at which point MS picked up +and, we think, pressed '8' which is the way to signal that you've picked up +(solving the answerphone problem, because it doesn't press '8'). This stops +the calling, but someone still needs to come to the building to switch off the +alarm itself.</p> + <p>A subsequent intentional test has been done, leaving a few +questions but overall things are better.</p> + </div> + </div> + </div> + <div id="flats"> + <title>6 Upper Bow</title> + <p>Decision process for refurbishment, including discussion with VTAG</p> + <p>Quinquennial report [ref?] lists things that need repair. This is +involved at least to some extent.</p> + <p>Request from Richard West for furniture from 3F2. Rental agents all +agreed that we should rent the flat furnished.</p> + <p class="action" on="MG, HT">Check the condition of the furniture RW has in +mind, and unless it's in bad shape tell RW 'no'.</p> + </div> + <div id="woStaff"> + <title>Time without staff</title> + </div> + <div class="appendix" id="actions"> + <title>Action items</title> + <div class="actions"/> + </div> + </body> +</doc>
--- a/MHMC/handover_notes.txt Mon Aug 28 21:20:21 2023 +0100 +++ b/MHMC/handover_notes.txt Mon Aug 28 21:22:05 2023 +0100 @@ -34,4 +34,14 @@ Each site has distinct paths of responsible +See VT-email-setup.odt (password Rel1g1ous) +equaker.org.uk is 46.43.0.128, whose reverse lookup is weta.default.dsterratt.bv.iomart.io + +email from equaker.org.uk form comes from 217.72.192.67 == mx01.kundenserver.de + +mout.kundenserver.de has ip address 217.72.192.75 + +Added 217.72.192.75 to the spf record for equaker.org.uk + +Argh,