5th Oct 2020

DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 5th October 2020

PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown, Mrs M Hosking, Mrs C Bilella, Mrs J Wheadon , Mrs J Kennett. Ms J Biggin Parish Councillor. Mr B Gibbs. Mr A Clements,

1. APOLOGIES.
Mrs J Bishop

2. MINUTES OF THE MANAGEMENT MEETING HELD WEDNESDAY 2ND SEPTEMBER 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
A Velux window in Cleeve Annex has been fitted. Action Joan

4. CORRESPONDENCE
A letter from Mrs Francis Tanner to inform the Management Committee that her Poetry Group would be finishing. The MC would like to acknowledge the support that Francis over the many years has shown to the DFHA. Action/ Christine

A letter from Mr Roy Shergold requesting a copy of the Management Committee minutes to be sent directly to the Camera Club during this Corona virus situation.
After discussion the MC have decided that a copy of the agreed monthly minutes will be posted on our Website. Agreed by Management Committee Action Bruce/Christine

5. PROPERTY & MANAGEMENT
The Gas boiler has been serviced. Action /Joan
New taps in the Ladies toilet. The leak in the Disabled toilet sorted. Action/ Joan
CCTV overhauled. The car park gate repaired. Action Joan

6.ADMINISTRATION
For visitors who do not have the track and trace app on their Phone, there is a signing in book in the Office. Action Joan
All clubs have returned their Risk Assessments. Action Joan/Eileen
Track and Trace App signs are around the whole building for members and Hirers to use. Action Joan
Private hire has started to return to the DFHA Action Joan

7. FINANCIAL REPORT
Current Financial Situation :
Deposit £99,243 Current Account £ 44,632. Total £143,875
(£20,000 transferred from D/A to cover current cash outflow)
Owed to DFHA – Nothing. No invoices past their requirement date, and not yet paid: Action: Mel
Enrolment Monies
Some clubs have submitted their enrolment monies/club fees but have not yet restarted. We are not banking monies until clubs actually start back, as those who pay termly/yearly would then need a refund, and it is easier for them to rewrite/make out new cheques than us having to write refund cheques for everyone involved To Note
Club Refunds due to closure
We are hoping that members will donate their “refunds” in order to help the Barn’s finances. A thank you to those who have already done so.
Gift Aid
Gift Aid for last year. Mel has received £480 refund. Action Mel
Deposit Account (Interest rate reduction)
Mel will change our bank from Virgin Money to Monmouthshire Building Society during October. Action: Mel
Significant Expenditure - > £500
Since the September meeting, apart from the normal large payments, i.e. wages, utilities, cleaning company etc, we spent £3,204 having a Velux window fitted in Cleeve extension. Mel to update
Monies Spent on New Barn Porch
Local Ombudsman now looking at our claim – have received phone call asking for clarification and additional information. Mel to Update
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.
Following last month’s report, the only proposed product has failed to prove satisfactory due to needing a mobile signal for the company to contact the lone operator in the event that an alarm was triggered via wi-fi.
A separate investigation has identified that the cost of boosting all mobile signals (4 providers) such that a mobile signal would be available throughout the Barn would be £984. (1 outside aerial and three inside transmitters)
Having mobile phone signals throughout the Barn also would benefit anyone visiting, and Mel would appreciate the meeting’s feelings on spending this amount of money. Go ahead agreed by Management Committee
Coffee Lounge (use of)
In normal times this area is used for a short period in the mornings, and possibly also in the afternoons. The rest of the time it is empty.
Currently it is proposed to use it as another room for clubs, and it is further proposed that when “normality” returns the room is still be used as a club room with a “walkway” between the entrance door and the kitchen flap to allow individuals to enter, purchase/make refreshments then return to the room in which their club is meeting.
A walkway has been created with screens. Agreed by Management Committee.

8. SOCIAL & FUND RAISING
Mrs Merle Hosking wishes it to be noted that she will continue to be chairperson of the S&FR committee but will not be running any events at the moment.
The October Speaker morning has been cancelled due to Mr Alan Freke (speaker) isolating. Action/Christine Broadway
A note to Leaders of clubs priority of rooms is being shown to clubs returning and using the DFHA facilities NOW. When clubs decide to return they will be allocated space but not always the room that they previously used. Action Joan.

9. FIRE AND SAFETY.
Up to date

10. WEBSITE UPDATE.
Enrolment forms are on the website. Action/Bruce
The September Management Committee Meeting minutes are to be listed on our website. Action/Bruce
The DFHA Prospectus is on line, but open to change (due to Corona virus restrictions) contact the Office with any enquiries.
Action Bruce/Joan
11. AOB.
A new additional LARGER parking sign will be put on the drivers side of the car parking gate entrance. Action Christine/Joan

There is a vacancy for a new councillor on the Downend & Bromley Heath Parish Council. Contact Angela Hocking

Friends of Page Park have produced a beautiful Calendar, views of the local area. On sale £5 from the Café in the Park.

12. DATE AND TIME OF NEXT MEETING
Monday 2nd November 2020 at 9.15am.