7th March 2022

DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 7th March 2022

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

1. APOLOGIES
Mrs M Gunnion.

2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 7TH FEBRUARY 2022
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
Quotes for work in Jubilee Hall and Loft space. Ongoing Julia
Warning lights to show sewage level needs attention in kitchen. Done

4. CORRESPONDENCE
Message from Barbara New, Hilary, and Frances to say Thank You for the information of how their mother’s Margaret Kinsey’s bequest had been spent.

5. PROPERTY & MANAGEMENT
See attached sheet on the notice board.

6. ADMINISTRATION
New power lead required for a computer, as the computers are of an age , new equipment may be required in the future. Action Zoe

7. FINANCIAL REPORT
Current Financial Situation:
Deposit £100,142 (interest paid 1st April) -
Current Account £ 36,059
Total £136,201
Increase mainly from Covid recovery grant £2,666

Significant Expenditure - > £500
Apart from salaries, utilities and cleaning, £619 was spent on a replacement washing machine, and £894 on having an internal warning panel for sewage pump problems located in the coffee lounge. Mel to Update monthly
Donations/Grants
We have received a grant of £300 from DBHPC towards the Soundproofing of Heath Room Door. Closing Note
Change/Additional Name for DFHA
HSBC have agreed that we could have two distinct separate names for our current account . Closing Note
The Management Committee agreed to have a second name for the operation of DFHA, the suggestion was made for us to be “Downend Folk House Association, trading as Lincombe Barn”
Necessary actions to be identified

Utility Costs (Heat Loss)
In an attempt to identify heat loss areas, Peter Smithson spent time at the Barn with a thermal imaging camera, and has compiled a report (copied to Mgt Comm. on Friday 4th Feb).
Following the report from Peter Smithson, Mel subsequently asked him about the single skinned panels under the windows in Concorde/Coffee lounge, (which he had earlier mentioned ) and for his view on roof insulation. His reply is below:
Hi Mel, looking at the panels under the windows, they obviously do not insulate as well as the walls. However the windows in the halls ( & doors) emit far more heat so should be a priority over the panels. 
With the cost of fuel set to sky-rocket, it makes sense to put at least 270mm in the ceilings as the heat is on for long period and will help keep the building cool in summer. 
A cost benefit exercise would be useful for replacing doors and windows as it will be expensive. It may be useful to look at the area the doors/ windows take up as a % of the total wall space in each room. If they are a significant  percentage, it would make sense to reduce the losses in rooms where it is higher, as a guide as to where to spend the money 1st.  Action Mel /Julia
Staff Recruitment

A vacancy notice (for Deputy Office Manager) has been put on our website, and notices posted in the Barn. If no appropriate candidates appear, we would then use an advert in the Downend Voice . The closing date for the April issue is 16th March. (Our current notices have a requested application date of Monday 14th March)
Agreed by Management Committee
Regular Hirers

The suggestion of a single common invoice communication to all the hirers has not been currently possible, due the historic complexities of these hirers. (Having different rates, using different rooms on different days and needing to supply hiring dates on invoices).

However a single personalised communication has been sent to all 31 regular hirers, advising them of the rises that were agreed by the Management Committee, coupled with a request for suggestions which would make the current invoicing system less time-consuming.

(First reply has been to say that the hirer is prepared to raise her own invoice, and send it to us when payment is made) Closing Note

8. SOCIAL & FUND RAISING
Table top sale at Lincombe Barn 23rd April 11 to 3pm Action Merle
3 outings are being arranged please watch the S&FR notice board. Action Merle.
April 7th The next Speaker/Coffee morning. Action Christine Broadway

9. FIRE & SAFETY
Testing up to Date. Action Zoe

10. WEBSITE UPDATE
Updated. Action Bruce

It was found that the cost of Projectors was too expensive to buy ( if you have a good one) so if a group wish to hire one (camera club privately hire one with an operator)please contact the office.

11. AOB
156 trees have been identified in the Downend area as having Ash Die Back, so will be removed then replaced on a rolling programme with a selection of alternative trees.
Police/PCSO’s will be doing spot checks in Co-op and Sainsbury’s here in Downend,
following on from issues with stealing and abuse, as has been happening in
Sainsbury’s, Emerson’s Green.
The Scout War Memorial will be cleaned, ready for the Jubilee Celebrations in
June.
Community, History & Art Project, (CHAP) are keen to collect words and images of
our local area in the 1950’s and share these with others on their website. The idea
is to reflect what Downend and Emerson’s Green was like back then and to get
people thinking about these times. We (CHAP) will have a stall at the
Jubilee Celebration in Page Park on Saturday 4th June, from 11 - 5pm.
Email for this is: downendchap@email.com
The group have put a few questions up on their website to get people thinking
about life in our area during the decade Queen Elizabeth ll, ascended to the
throne - www.downendchap.org/Downend-1950s
The installation of the public toilet at Downend Library is on track and all set to be ready on time,
next Monday 14th March.
Parish Annual Assembly will be held at Badminton Road Methodist Church, on
Thursday 21st April, 7.30pm. EVERYONE WELCOME.
Information Cllr Janet Biggin

Louise Kennedy will be having a free Yoga Class sometime in the future, Time and Date to be arranged.

12. DATE AND TIME OF NEXT MEETING
Monday 4th April 2022 9.15 am