2nd September 2020

DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 2nd September 2020

PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown, Mrs M Hosking, Mrs C Bilella, Mrs J Wheadon ,
Mr B Gibbs. Mr A Clements, Mrs Julia Kennett . Mrs J Bishop

1. APOLOGIES.
Ms J Biggin –Parish Councillor.

2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 2ND MARCH 2020.
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
Tree cutting has taken place on the boundary fence and the tree obstructing the car park light. Action Joan/Mel

4. CORRESPONDENCE.
Nothing.

5. Property & Management
A Velux window in Cleeve Annex has been fitted, there was only room for one unit. Action Joan

6. ADMINISTRATION
Most of the clubs Risk Assessments agreed. Action Joan/Eileen

7. FINANCIAL REPORT
Current Financial Situation :
Deposit £ 119,243
Current Account £ 28,102.
Total £ 147,345
(Aug 31st 2019 – D/A £136,725 C/A £23,055 Total £159,780)
Owed to DFHA – Invoices past their requirement date, and not yet paid: £31 (two hirers)
Without the final bank statement for August, last year’s financial figures for DFHA may be subject to some adjustment, but in broad terms it would appear that we made a loss of about £13,500. (This figure includes the £1,100 in refunds to be paid for trips that were cancelled). More detail will be available at the October meeting)
There was the problem with the Pre-School deficit, which being unable to be resolved, resulted in Pre-School closing, thus generating redundancy payments.
Also significant expenditure due to work involved with re-opening the facility.
Income was reduced due to the shutdown, and the grants we had from the Government (Furlough payments and Small Business Grant) did not make up this shortfall. Also appropriate refunds were given to pre-school and hirers Action: Mel
Deposit Account (Interest rate)
The Bank of England has recently reduced its interest rates to 0.1%.
Our savings are currently held by Virgin Money, who have been paying 0.75% yearly interest. They have just reduced this to 0.15%.
New better banking rates are being looked at. Action Mel/ MC members

Significant Expenditure - > £500

Since the March meeting, apart from the normal large payments, ie wages, utilities, cleaning company etc, (cleaning company stopped at the end of March), we have spent the following significant amounts:
£1,248 for replacement blinds in Concorde Hall
Over £2,000 spent in covid related items
Nearly £1,000 spent in refunds for hirers/pre-school due to lockdown
Planned expenditure of £3K on Velux blinds, but may not be as much as this.
Mel to update

Barn Membership Fee
Due to the staggered re-opening of the Barn clubs, MC would like to propose that the £5 discounted fee is kept for the whole of this academic year, rather than only September and October.
Agreed by Management Committee
Monies Spent on New Barn Porch
Ongoing conversation with SGC Mel to Update

Eileen will contact our architect to see if there is any news on plans for a new office at the rear of the DFH by the back entrance.
Action Eileen.
Lone Operator Security

With the reduction in volunteers, both Joan and Zoe can find themselves on their own in the Barn, and should they have a fall/accident, we could be found liable for not having any safety process in place.

There appear to be three different types of “Lone operator” devices:
1) The conventional pendant/bracelet – where a central control box is wirelessly linked to the devices. This system would not be suitable due to the distance between the control box and area covered within the Barn.
2) Using mobile phones over the normal network. Again not suitable due to our problems with mobile phone signals inside the Barn. Boosters for mobile signals to cover all networks would cost in excess of £500
3) Using a mobile phone with a Wi-Fi system. This is what Zoe and Joan are trying at present, on a four week free trial. If acceptable it will cost us £8 per month per phone. Mel to Update

Future Events

AGM currently advertised for 3pm 6th November. The Charity Commission have ruled, due to CoVid19, that:
“Trustees of any type of charity can decide it is necessary to cancel or postpone any meeting, but you should record this decision to demonstrate good governance of your charity”.
The Charity Commission however are still asking for the Annual Accounts/Report to be submitted on-time, irrespective of whether the AGM has taken place.
New date for AGM Friday 5th February 2021 at 3pm. Information on Website nearer this date. Christine to Note

Wessex Water will be relining the drain which runs under the car park later this year. It would appear that for the duration of the work the car park adjacent to Rockland road will not be available to us.
They are currently planning to take three weeks, starting on the following Mondays 7th December, 14th December, and 4th January 2021.
They have agreed to maintain access for us to the “back door” sizable enough for wheelchair access, and also for fire exits from Page and maintenance room.

8. SOCIAL & FUND RAISING
Speaker mornings will restart in October on Thursday mornings.
October 8th Alan Freke Frankie went to Hollywood. Action Christine Broadway

9. FIRE & SAFETY
Up to Date. Action Joan

10. WEBSITE UPDATE.
Up to Date. Action Bruce

11. AOB
This year Management Committee have decided that the membership money will cost £5 whenever the members pay.
Clubs restarting in January to pay membership money and club fees together by the club leader.
Reminder to any club thinking of” returning” NO RISK ASSESSMENT FORM you will not be permitted to restart your club.
It is the responsibility of the club starting its session, to clean the equipment (tables and chairs).
There will be no Christmas Market/Fayre this year.

12. DATE AND TIME OF NEXT MEETING
Monday 5th October at 9.15 am