1st November 2021

DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 1st November 2021

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

1. APOLOGIES
Mrs J Bishop

2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 4TH OCTOBER 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
The front and back entry doors have been painted, the grass borders have had attention and plants in pots added to the front entrance.
Installing new fire doors at the back door will begin in the Spring. Action Christine

4. CORRESPONDENCE
None.

5. PROPERTY & MANAGEMENT
The window in Grace Room needs some repair work which will be done in the Spring. Acton Zoe.
Cracks in the wall paintwork in Jubilee Hall will be investigated. Action Zoe
Emergency fire exit signs have been fitted on the outside walls of the Halls to assist members if it is necessary to enter the rooms from the outside of the building.

6. ADMINISTRATION
Elaine Fitzgerald has left the Office volunteers the Management Committee would like to thank her for her help.
Melinda Gunnion has returned to the Office Volunteers, again thank you from the Management Committee.
We are still short on a couple of half days for help in the Office. Could you come and be a volunteer? Training would be given. Action Zoe

7. FINANCIAL REPORT
Current Financial Situation:
Deposit (interest paid 1st April) £100,142
Current Account £ 29,073
Total £129,215.
Significant Expenditure - > £500

This month I have detailed all the significant spends in order to highlight where the expenditure has been:
£7,100 - Yearly Insurance costs ( Contents, Buildings and Officers Insurances)
£2,000 - Administration – Wages. Pensions, Tax payments
£2,000 - Maintenance and repairs – Painting of external doors, Replacement desk (Zoe), Replacement of fire door, IT support on e-mail system, Replacement scissor mops.
£1,250 – cleaning contract (Mrs Bucket)
£300 – Audit costs Mel to update monthly

Mobile Phone Improvement (County Court Claim for £2,000)

On 5th July 2021 warrants were issued instructing local courts to arrange bailiff visits to recover the monies agreed by the courts.
A further request for information in August has resulted in a note from the courts, dated 7th September, stating:
“The bailiffs have visited the addresses given on various dates and times, but have been unable to make contact with the debtor. The bailiffs are continuing to attempt to execute the warrants”
A further letter was sent to the courts on 22nd October asking for an update Mel to update

Out Of Hours Rota

Following earlier meetings, it is proposed to hold a review of both the potential call-out requests, and the agreed responses. I have asked the individuals who agreed to partake for their availability for a “get together” early this month. Ongoing
DFHA Holiday Shutdowns

Christmas
The DFHA will close midday Christmas Eve Friday 24th December and reopen on Tuesday 4th January 2022
Easter
The DFHA will close on Good Friday and Easter Monday.

Staff Holiday Arrangements

During the Christmas closure of the DFHA the Management Committee have decided that the staff should take two days holiday from their holiday allocation. Agreed by Management Committee

8. SOCIAL & FUND RAISING
Speaker morning Thursday 4th November. Philip Taubenheim AUCTIONEER 10.30 am start. Action Christine Broadway
Christmas Market Saturday 13th November 11 am to 3pm Action Merle

9. FIRE & SAFETY
Vision training on the Fire and Safety equipment to be arranged. Action Zoe.
Health and Safety policy document to be written. Action Andrew

10. WEBSITE UPDATE
Update in progress, Up dated Prospectus on line soon. Action Bruce.

11. AOB
The date of the next AGM Friday 19th November 2021 at 2 pm. Tea and biscuits will be provided.
Members of the public can request a Fire Officer to give them advice on fire safety in their home, going through the house with hints and tips. There is also a new bracelet especially for people with dementia, called a Dementia Band, which has the data inputted, which just has the person’s first name and a contact phone number, in case they are lost and need to be repatriated with their family or a care home.
Community Governance - You may know that SGC currently have a consultation regarding the parishing of Cheswick, Kingswood and Staple Hill/Mangotsfield. This consultation will run until January next year, so please let family and friends know about it.
Christmas Lighting in Downend – I can now confirm that the Salvation Army will be playing from 3.45 – 4.30 on Friday 26th November, when the lights and Christmas tree, will be lit at 4pm.
Kingswood Community Transport – looking for more volunteer drivers, so please contact them if you or someone you know is interested. Training will be given.
Heathfest – Bromley Heath Festival, will be held on Saturday 2nd July in Bromley Heath Playing Fields from 12.30 – 6pm
Through my committee Community History & Arts Project, (CHAP), I have some wonderful historical notes about Wendover (originally known as Overndale) from 1907 – 1919 and I would be happy to share them if anyone is interested.  Also through my committee, we have made contact with members of the Cave family who have a thriving business in Barbados, so we will be delving into the history of the family when they owned land here in Downend many years ago.
YTL Developments – (Bristol Arena) the arena will be opening in 2024, with a capacity of 1,700 people. Over 4,000 new 1, 2 and 3 bed homes are being built, along with 3 new schools, a Food Court, Festival Hall and Community Centre and a 120 bed hotel. The area will generate 10,000 new jobs. Several million pounds will be spent on improving Junctions 16 & 17, for better access to the area. This is on the Brabazon site, Filton.
Information from Janet Biggin

12. DATE AND TIME OF NEXT MEETING
Monday 6th December 2021 9.15 am