5th July 2021

DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 5th July 2021

PRESENT
Mrs E Bendrey- Chairman, Mrs M Hosking, Mrs C Bilella , Mrs J Wheadon , Mrs Julia Kennett, Mrs J Bishop Ms J Biggin –Parish Councillor. Mr A Clements.

1. APOLOGIES.
Mr B Gibbs, Mr M Brown,

2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 7TH JUNE 2021
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
New floor and shelving in old boiler room finished.
Mrs Bucket our cleaning company have returned to clean our premises.

4. CORRESPONDENCE
It is with sadness that Management Committee have to announce the death of Bernice Steer who was involved with the Barn in many levels over the years.

5. PROPERTY & MANAGEMENT
A new Laptop to be purchased for Office use. Agreed MC
Andrew will check other venues for Public Liability requirements. Action Andrew
Andrew has started the Barn Inventory of club’s equipment which is stored within the building.
This is to bring our Insurance details up to date. Action Andrew

6. ADMINISTRATION
Our First Aid equipment has been checked and is in date. Action Joan

7. FINANCIAL REPORT
Current Financial Situation :
Deposit £100,142
Current £38,407
Total £138,549
(Deposit account pays interest yearly on 1st April).
We were fortunate in obtaining a restart grant of £8,000.

We still have Joan and Zoe on flexible furlough, ie any of their hours they do not work, the government has been paying 80% of their normal salary – this will be dropping to 60% shortly and the whole furlough system ends at the end of September. This has been a big help in keeping the cash flow going, whilst continuing to keep Joan and Zoe “on the books”.

Significant Expenditure - > £500
Since the June report, apart from the normal large payments, ie wages, cleaning, utilities, etc, we have paid £840 for a false floor and fitting of shelving in the old boiler room MC agreed

Mobile Phone Improvement (County Court Claim for £2,000)
With no replies to the court order, Mel has asked the court to start enforcement proceedings ie sending in the bailiffs. This request for enforcement letter was posted on 10th June, and was received and signed for on 11th June. On 24th June MeI received a letter stating that the cheque for £144 was too small, it should have been £166 (using out of date webpage –HMG!). On 25th June posted new cheque, plus all the paperwork again. It was signed for on Monday 28th June, so allowing the court the same time period again, it will be middle of July before the bailiffs are actioned. Mel to update

Hirers and Public Liability Insurance
DFHA carries Public Liability Insurance in case someone using the DFHA facilities is injured or has their property damaged and it can be shown to be the responsibility of the DFHA.
It is a completely different situation if it is the actions of the hirers that cause such injury or damage.*
If it can be shown that the incident is due to negligence, or the fault of the hiring organization, then the responsibility lies with the hirer, and not with the DFHA.
It is quite likely that many hirers are unaware of the fact, and, innocently, assume that the DFHA insurance policy covers them.
Some organizations insist that hirers have their own public liability insurance before allowing a hiring to take place.
MC think that to insist that one-off hirers have their own public liability insurance is overkill, however regular hirers need to be reminded of their responsibilities.
MC suggest that their hiring forms should draw the attention of hirers to the fact that they are primarily liable for any accident or injury which arises out of their activities whilst using the premises, and that they could protect themselves by obtaining Public Liability Insurance for their activities.
MC further suggest that a simple form is sent to all regular hirers asking them to sign to acknowledge their responsibility to the individuals using their group.

*examples of injuries/damage which would be the hirer’s responsibilities:
An accident resulting from any item brought on site by hirer.
A slip caused by drinks being spilt resulting in injury
Damage to any equipment brought on site (speakers amplifiers etc)
Tripping hazards - electrical cables not being protected – carpets being used
Management Committee Approves Action Joan.

8. SOCIAL & FUND RAISING
Coffee / Speaker mornings will begin during October. Action Christine Broadway

There will be a Christmas Market on Saturday 4th December 11 a.m. - 4.00 p.m. Action Merle

The Gardening Club have been on an outing to a National gardening scheme
Serridge House Coalpit Heath on the 6th July.
All money that is made goes to charity, and you get a cream tea.

9. FIRE & SAFETY
Vision have been in to do checks for our CCTV and Fire Safety. Action Joan

10. WEBSITE UPDATE.
Ongoing. Action Bruce

11. AOB
Management Committee would like to thank Bruce Gibbs for the work he has done to make digital copies of The Barns 35mm Transparencies 1969 to 1989.
There appears to be a problem with the proposed new site of our Office. The building will go over a public sewer. Observations/talks will be taking place between our Architect, Wessex water and ourselves. Ongoing MC

The A.G.M. will be held on Friday 19th November from 2.00 p.m. - 4.00 p.m.

Downend and Bromley Heath Parish Council have had an invitation about participating in lighting a beacon for the Queens Platinum Jubilee. They will need to decide whether they wish to generate an event.      FYI
Local History club will not be returning in September.

12. DATE AND TIME OF NEXT MEETING
Monday 6th September at 9.15 am