15th May 2023
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday May 15th 2023
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner, Mr A Clements, Mr B Gibbs, Cllr J Biggin ,Mrs J Kennett,
1. APOLOGIES
Cllr L Brennan, Mrs E Bayley.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 3RD APRIL 2023
The meeting agreed the Minutes to be a true representation and the Chairman signed the supplied copy.
3. MATTERS ARISING FROM THE MANAGEMENT MEETING
Property & Management
Snooker club will be asked to make a larger donation to the re-covering of the Snooker table. It will be pointed out that the current snooker fee will not be changed in September. Action Zoe/ Mel
4. CORRESPONDENCE
None.
5. PROPERTY & MANAGEMENT
The new cleaning company will start 1st September 2023. G.J. Treasure Cleaning Contractors. Action Zoe.
The New Handrail is being prepared. Action Zoe.
Within our Area there has been an outbreak of Legionnaires’ disease Zoe has made enquiries as to what measures we can take to keep DFHA safe. Zoe and Martin have visited another Community Centre to observe testing procedures and equipment required. Weekly tests will begin when the test equipment arrives. Andrew Clements will also be trained. Action Zoe/Martin /Andrew
The Maintenance review in detail x2 is listed on the Notice boards within the Barn. Action Zoe
Bristol Sounds have checked the Amp box. Action Zoe
Quote for the repainting of the corridor from reception to the Kitchen. Action Zoe
6. ADMINISTRATION
The new prospectus is being prepared. There have been some enquiries for new clubs starting in September. Action Zoe
7. FINANCIAL REPORT
Current Financial Situation:
Deposit £81,725
Current Account £19,234
Total £100,959
Significant Expenditure - > £500 (since the April report)
Apart from salaries, utilities and cleaning, the expenditure in excess of £500 was:
£906 for re-lining the parking slots.
There is an anticipated expenditure in excess of £7,500 for the remaining electrical work, (£3K for Consumer unit replacement and £4.4K for ring main work), plus nearly £1,000 for the relining of the parking spaces
Update 13th May - £554 – Britannia room plaster and paint, £3,800 replacement of consumer units and £1,187 external painting and fire doors. Mel to Update monthly
5 yearly Electrical Installation Condition Report (Still Outstanding)
The two main consumer units in Lincombe Barn were replaced in April. Replacing the ring mains in Britannia/Cleeve/Cleeve Extension and the Office still needs to be carried out and this should enable the EICS certificate to be completed. To Be Updated
Cleaning Contract
Mrs Bucket have agreed to our current contract ending at the end of August 2023. Closing Note
Electrical Supply Contract
We are currently, (until April 2024), benefitted from a deal which was agreed before the rise in prices, and as previously, one year before current contract end, Mel has received offers available to us. Our current supplier BrytEnergy is not prepared to quote (we do not use enough energy for them), however there are offers from four commercial companies, none of which we have used before. (TotalEnergies, Drax, Energie and United Gas & Power). Our current rate is 14.2p per kWh, and these offers range from 29p to 42p. per kWh. Once the standing charge is also calculated, it would appear that the best we can get is for just over double our current rate for an 18 month contract. The 12 month or 2 year plus offers are significantly higher. Closing Note
8. SOCIAL & FUND RAISING
The Gloucester Trip on 12th May was well received by all who attended.
Bookings for Kelmscott Manor and Gardens on Thursday 15th June 2023. There are a couple of spaces left. Information on the S&FR noticeboard. Action Merle
9. FIRE & SAFETY
All tests done.
Vision are attending to work on the CCTV and our Alarm. (6 monthly test). Action Zoe.
10. WEBSITE UPDATE
Up and running.
Additions to our Website, opening times amended, a map of our location and our full address. Action Bruce.
11. AOB
The Coronation Big Lunch in Page Park on Sunday 7th May was a great success and enjoyed by those people who attended.
The Armed Forces Day which was going to be held in June has been cancelled.
There are 5 vacancies on the Local Parish Councils if anyone is interested please find the information on the local Parish Council Websites.
The Gardening Committee are going to plant flowers /plants in the borders either side of the Fire Exit from Jubilee Hall, and the border along Overndale Road.
The Office is waiting for a risk Assessment from the Playgroup who use Concorde Hall.
The request for a permanent Black Board/ White Board in Concorde Hall by Playgroup. Declined by MC.
12. DATE AND TIME OF NEXT MEETING
Monday 5th June 2023 9.15 am
MANAGEMENT MEETING MINUTES
Monday May 15th 2023
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner, Mr A Clements, Mr B Gibbs, Cllr J Biggin ,Mrs J Kennett,
1. APOLOGIES
Cllr L Brennan, Mrs E Bayley.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 3RD APRIL 2023
The meeting agreed the Minutes to be a true representation and the Chairman signed the supplied copy.
3. MATTERS ARISING FROM THE MANAGEMENT MEETING
Property & Management
Snooker club will be asked to make a larger donation to the re-covering of the Snooker table. It will be pointed out that the current snooker fee will not be changed in September. Action Zoe/ Mel
4. CORRESPONDENCE
None.
5. PROPERTY & MANAGEMENT
The new cleaning company will start 1st September 2023. G.J. Treasure Cleaning Contractors. Action Zoe.
The New Handrail is being prepared. Action Zoe.
Within our Area there has been an outbreak of Legionnaires’ disease Zoe has made enquiries as to what measures we can take to keep DFHA safe. Zoe and Martin have visited another Community Centre to observe testing procedures and equipment required. Weekly tests will begin when the test equipment arrives. Andrew Clements will also be trained. Action Zoe/Martin /Andrew
The Maintenance review in detail x2 is listed on the Notice boards within the Barn. Action Zoe
Bristol Sounds have checked the Amp box. Action Zoe
Quote for the repainting of the corridor from reception to the Kitchen. Action Zoe
6. ADMINISTRATION
The new prospectus is being prepared. There have been some enquiries for new clubs starting in September. Action Zoe
7. FINANCIAL REPORT
Current Financial Situation:
Deposit £81,725
Current Account £19,234
Total £100,959
Significant Expenditure - > £500 (since the April report)
Apart from salaries, utilities and cleaning, the expenditure in excess of £500 was:
£906 for re-lining the parking slots.
There is an anticipated expenditure in excess of £7,500 for the remaining electrical work, (£3K for Consumer unit replacement and £4.4K for ring main work), plus nearly £1,000 for the relining of the parking spaces
Update 13th May - £554 – Britannia room plaster and paint, £3,800 replacement of consumer units and £1,187 external painting and fire doors. Mel to Update monthly
5 yearly Electrical Installation Condition Report (Still Outstanding)
The two main consumer units in Lincombe Barn were replaced in April. Replacing the ring mains in Britannia/Cleeve/Cleeve Extension and the Office still needs to be carried out and this should enable the EICS certificate to be completed. To Be Updated
Cleaning Contract
Mrs Bucket have agreed to our current contract ending at the end of August 2023. Closing Note
Electrical Supply Contract
We are currently, (until April 2024), benefitted from a deal which was agreed before the rise in prices, and as previously, one year before current contract end, Mel has received offers available to us. Our current supplier BrytEnergy is not prepared to quote (we do not use enough energy for them), however there are offers from four commercial companies, none of which we have used before. (TotalEnergies, Drax, Energie and United Gas & Power). Our current rate is 14.2p per kWh, and these offers range from 29p to 42p. per kWh. Once the standing charge is also calculated, it would appear that the best we can get is for just over double our current rate for an 18 month contract. The 12 month or 2 year plus offers are significantly higher. Closing Note
8. SOCIAL & FUND RAISING
The Gloucester Trip on 12th May was well received by all who attended.
Bookings for Kelmscott Manor and Gardens on Thursday 15th June 2023. There are a couple of spaces left. Information on the S&FR noticeboard. Action Merle
9. FIRE & SAFETY
All tests done.
Vision are attending to work on the CCTV and our Alarm. (6 monthly test). Action Zoe.
10. WEBSITE UPDATE
Up and running.
Additions to our Website, opening times amended, a map of our location and our full address. Action Bruce.
11. AOB
The Coronation Big Lunch in Page Park on Sunday 7th May was a great success and enjoyed by those people who attended.
The Armed Forces Day which was going to be held in June has been cancelled.
There are 5 vacancies on the Local Parish Councils if anyone is interested please find the information on the local Parish Council Websites.
The Gardening Committee are going to plant flowers /plants in the borders either side of the Fire Exit from Jubilee Hall, and the border along Overndale Road.
The Office is waiting for a risk Assessment from the Playgroup who use Concorde Hall.
The request for a permanent Black Board/ White Board in Concorde Hall by Playgroup. Declined by MC.
12. DATE AND TIME OF NEXT MEETING
Monday 5th June 2023 9.15 am