6th December 2021

DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 6th December 2021

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

1. APOLOGIES
Mrs J Kennett, Ms J Biggin ,Mrs Z Tanner

2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 1ST NOVEMBER 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 roof inspection was all good although the maintenance has the cleaning of the ceiling in the Jubilee Hall on their list of jobs when more of them are available. Action maintenance team
The cracks in the Jubilee Hall due to age of building.
The painter has been booked for next May to do the painting of the windows of the front door area, and Sandtex paint to be applied to wall area around the door. Action Zoe
New pieces of flooring to repair Jubilee floor have been chosen but will not be available until January Action Zoe

4. CORRESPONDENCE
Thank you letter from Mrs Joan Wheadon for Flowers and Card from Management Committee.

5. PROPERTY & MANAGEMENT
New desk in the office for Zoe
A meeting with Mrs Bucket our cleaning company went well and the office is now included in the specification, a deep clean of the larger floor areas within the Barn will be done this month. Action Zoe
Gardening
Peter Bryant the gardener has cleared weeds and removed and cleared some border areas.
‘Adam the Gardener’ is coming to attend the border area outside Jubilee in December and give it a tidy also maybe advise on new planting. (ongoing) Action Zoe
Barn News Zoe has advertised the entries to be submitted to the office for the 12/12/21 we will see the take up of the 20 clubs in attendance at the Barn. Action Zoe
Mondays the maintenance volunteers are doing well and are carrying out work vital to the Barn. Clearing leaves, General maintenance to the building, sorting outside lighting, weed control. Also, the notice board from the play area has been removed and needs a new rubber seal which they are working on. Action Zoe

6. ADMINISTRATION
Jane Faithfull and Derek Whitchurch doing an amazing job supporting the office in the mornings.
The volunteers are doing equally as well and support Zoe in the office on Mon, Tues, & Wed.
The bookings are going well, and two new regular monthly hire of Rugby tots and Hanham & Downend Taekwondo have arrived at the weekend slots in the mornings. Also, a new Yoga class and additional Pilates class time slot has started. Action Zoe

7. FINANCIAL REPORT
Current Financial Situation:
Deposit (interest paid 1st April) £100,142
Current Account £ 31,195
Total £131,337.
Main income - £5K rent - £1.7K market 0.75K clubs/membership
Significant Expenditure - > £500
Apart from salaries, utilities and cleaning, there has been no significant expenditure in November 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 request for information in August 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 to which there has not been any reply. Mel to update

Out Of Hours Rota
The individuals who volunteered to be on the “Call-out” rota have met together and reviewed the potential incidents for which they may be disturbed. This system is now in operation. Closing Note

8. SOCIAL & FUND RAISING
The speaker morning on 2nd December was poorly attended.
The next speaker morning will be Thursday 3rd February 2022 Action Merle

9. FIRE & SAFETY
Mel and Zoe have received training on the fire alarm system and the CCTV. Ongoing

10. WEBSITE UPDATE
Up to date Action Bruce

11. AOB
(D&BHPC) have already had many compliments about how well the lights looked when the two Christmas trees were switched on Friday 26th November in Downend. Information from Janet Biggin
During the Christmas holiday the DFHA will close on Friday December 24th and reopen on Tuesday 4th January

12. Kathy Morris is our new member on the Management Committee and brought to the table some points for discussion: Proposals for costs.
Rename Management committee.
Cost of cleaners, how much income to stand still.
Events should be cost neutral, refreshments sponsored.
Cupboards lockable. Grants. Sinking fund. 10% stretch.

13. DATE AND TIME OF NEXT MEETING
Monday 10 January 2022 9.15 am