3rd April 2023
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday April 3rd 2023
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner, Mrs J Kennett. Mr A Clements, Mrs E Bayley.
1. APOLOGIES
Cllr Janet Biggin, Cllr L Brennan. Mr B Gibbs,
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 6TH MARCH 2023
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
Snooker club will be asked to make a donation to the re-covering of the Snooker table. It will be pointed out that the current snooker fee will not be charged in September. Action Zoe/Mel
Loft insulation on hold for now.
4. CORRESPONDENCE
The request to use DFHA car park as an emergency fire marshalling point by Pathways school was rejected by the Management Committee as the area is not appropriate.
5. PROPERTY & MANAGEMENT
The Maintenance review in detail x2 is listed on the Notice boards within the Barn. Action Zoe
The front door, and all the back doors to be painted / repainted ( pale green). Action Zoe
Within our Area there has been an outbreak of Legionnaires’ disease Zoe will make enquires as to what measures we can take to keep DFHA safe.
6. ADMINISTRATION
Melinda is settling in well and is providing movable cover. Thank you.
7. FINANCIAL REPORT
Current Financial Situation:
Deposit £80,742
Current Account £17,644
Total £98,386
Significant Expenditure - > £500 (since the February report)
Apart from salaries, utilities and cleaning, the expenditure in excess of £500 .
£9,000 for the re-laying of external footpaths.
(Note there is an anticipated expenditure in excess of £7,500 for the remaining electrical work, plus nearly £1,000 for the relining of the parking spaces) Mel to Update monthly
5 yearly Electrical Installation Condition Report (Still Outstanding)
It is planned that on April 14th, the two main consumer units in Lincombe Barn will be replaced. (estimate £3,000). Information concerning the estimate (£4,400) for replacing the ring mains in Britannia/Cleeve/Cleeve Extension and the Office has been circulated for discussion. These two tasks should enable the EICS certificate to be completed. Work Agreed by MC
Mrs Bucket
Following the 30% rise proposed by Mrs Bucket, (£1,396 to £1,833), they have re-quoted a figure of £1,690 (20% rise). All prices include VAT.
DFHA will be looking at other cleaning companies to access a cheaper more competitive service. Agreed by MC
BT Increase
We are continuing using BT for phone line, broadband and unlimited calls. Agreed by MC
Bank Branch Closure
As previously advised, the HSBC branch at Downend is closing in April, and the recommendation is that we subsequently bank at Kingswood – fortunately no change will be made to banking account/sort code. HSBC are keeping a full counter service in only two local branches – Cabot Circus and Bath. Mangotsfield Post Office will deal with our money.
Further complication – whilst HSBC will allow Post Offices to accept cheques using a bank paying in slip, but to accept cash the depositor needs to have an HSBC deposit authorization card, which we don’t. Application made for one on 30th March. MC Thanks to Mel for all the extra work complications.
8. SOCIAL & FUND RAISING
There will be no Spring Fayre.
Speaker mornings, there are 8 in the pipeline.
The first: A day in the life of Chauffeurhire,
Thursday 6th April , Amusing stories and Anecdotes presented by Ian Miller.
Talk £2.50 Refreshments extra.
Doors open 10.15 am Talk from 10.45-11.45
Other topics:
Avon Wildlife Trust, Avon Cemetery, Avon Fire & Rescue Service, Dogs for Disability, Fraud, Victims Support, Kingswood Community Transport. Action Christine Broadway
Cream Tea afternoon, more support required. Action S&FR Committee
Gloucester Trip Friday 12th May. NAFAS Floral Competition in Gloucester Cathedral.
All information on S&FR notice board. Action Emma Bayley
9. FIRE & SAFETY
All testing done. Emergency fire drills to take place soon. Action Zoe
10. WEBSITE UPDATE
Up and running.
Bruce will be listing some Archive Barn information on the Website. Action Bruce.
11. AOB
The camera club has agreed to the Barn Clubs and private renters using the spare projector. Bruce has printed out instructions for connecting it to a laptop. We will have to keep it secured somewhere with access for renters etc. Rental will be £5 for DFHA clubs and £20 for private hire.
Insulation of the loft. Due to the amount of money spent over the last few months on repairing the Barn building, the loft insulation is on hold. Closing note.
Christine Broadway was asking if anyone knows where the Gulbenkian Award plaque is as it has disappeared from the wall at the bottom of the corridor. Any information please inform the Office
Easter Egg Trail – Downend village from 9th – 23rd April. 30 eggs will be in various shops/businesses for children to find and enter the competition, with a prize for the winners. Forms obtainable from Craig Anthony’s AND he will have chocolate Easter eggs to give away!
Armed Forces Day : Saturday 17th June, Page Park, with something for everyone.
Local Elections Thursday 4th May – there will be a few vacancies in Downend on the Parish Council, but also many vacancies in Staple Hill/Mangotsfield for the NEW Parish, so please look at or go online to find out more from SGC.
It is just a few weeks to the King and the Queen Consort Coronation and Page Park Coronation Big Lunch Sunday 7th May 11am-5pm.Our event will feature a programme of music on the bandstand and a selection of food stalls, ranging from Thai Food, Pizzas, Burgers, Hot Dogs and Chips, Savoury Pastries, Cakes, Sweets and Candy Floss.
Or bring a picnic, please note BBQ's are NOT permitted in the park.
We ask you please to walk to the event and not to drive around the roads surrounding the park to avoid congestion. Information Cllr Janet Biggin.
12. DATE AND TIME OF NEXT MEETING
Monday 15th May 2023 9.15 am
MANAGEMENT MEETING MINUTES
Monday April 3rd 2023
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner, Mrs J Kennett. Mr A Clements, Mrs E Bayley.
1. APOLOGIES
Cllr Janet Biggin, Cllr L Brennan. Mr B Gibbs,
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 6TH MARCH 2023
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
Snooker club will be asked to make a donation to the re-covering of the Snooker table. It will be pointed out that the current snooker fee will not be charged in September. Action Zoe/Mel
Loft insulation on hold for now.
4. CORRESPONDENCE
The request to use DFHA car park as an emergency fire marshalling point by Pathways school was rejected by the Management Committee as the area is not appropriate.
5. PROPERTY & MANAGEMENT
The Maintenance review in detail x2 is listed on the Notice boards within the Barn. Action Zoe
The front door, and all the back doors to be painted / repainted ( pale green). Action Zoe
Within our Area there has been an outbreak of Legionnaires’ disease Zoe will make enquires as to what measures we can take to keep DFHA safe.
6. ADMINISTRATION
Melinda is settling in well and is providing movable cover. Thank you.
7. FINANCIAL REPORT
Current Financial Situation:
Deposit £80,742
Current Account £17,644
Total £98,386
Significant Expenditure - > £500 (since the February report)
Apart from salaries, utilities and cleaning, the expenditure in excess of £500 .
£9,000 for the re-laying of external footpaths.
(Note there is an anticipated expenditure in excess of £7,500 for the remaining electrical work, plus nearly £1,000 for the relining of the parking spaces) Mel to Update monthly
5 yearly Electrical Installation Condition Report (Still Outstanding)
It is planned that on April 14th, the two main consumer units in Lincombe Barn will be replaced. (estimate £3,000). Information concerning the estimate (£4,400) for replacing the ring mains in Britannia/Cleeve/Cleeve Extension and the Office has been circulated for discussion. These two tasks should enable the EICS certificate to be completed. Work Agreed by MC
Mrs Bucket
Following the 30% rise proposed by Mrs Bucket, (£1,396 to £1,833), they have re-quoted a figure of £1,690 (20% rise). All prices include VAT.
DFHA will be looking at other cleaning companies to access a cheaper more competitive service. Agreed by MC
BT Increase
We are continuing using BT for phone line, broadband and unlimited calls. Agreed by MC
Bank Branch Closure
As previously advised, the HSBC branch at Downend is closing in April, and the recommendation is that we subsequently bank at Kingswood – fortunately no change will be made to banking account/sort code. HSBC are keeping a full counter service in only two local branches – Cabot Circus and Bath. Mangotsfield Post Office will deal with our money.
Further complication – whilst HSBC will allow Post Offices to accept cheques using a bank paying in slip, but to accept cash the depositor needs to have an HSBC deposit authorization card, which we don’t. Application made for one on 30th March. MC Thanks to Mel for all the extra work complications.
8. SOCIAL & FUND RAISING
There will be no Spring Fayre.
Speaker mornings, there are 8 in the pipeline.
The first: A day in the life of Chauffeurhire,
Thursday 6th April , Amusing stories and Anecdotes presented by Ian Miller.
Talk £2.50 Refreshments extra.
Doors open 10.15 am Talk from 10.45-11.45
Other topics:
Avon Wildlife Trust, Avon Cemetery, Avon Fire & Rescue Service, Dogs for Disability, Fraud, Victims Support, Kingswood Community Transport. Action Christine Broadway
Cream Tea afternoon, more support required. Action S&FR Committee
Gloucester Trip Friday 12th May. NAFAS Floral Competition in Gloucester Cathedral.
All information on S&FR notice board. Action Emma Bayley
9. FIRE & SAFETY
All testing done. Emergency fire drills to take place soon. Action Zoe
10. WEBSITE UPDATE
Up and running.
Bruce will be listing some Archive Barn information on the Website. Action Bruce.
11. AOB
The camera club has agreed to the Barn Clubs and private renters using the spare projector. Bruce has printed out instructions for connecting it to a laptop. We will have to keep it secured somewhere with access for renters etc. Rental will be £5 for DFHA clubs and £20 for private hire.
Insulation of the loft. Due to the amount of money spent over the last few months on repairing the Barn building, the loft insulation is on hold. Closing note.
Christine Broadway was asking if anyone knows where the Gulbenkian Award plaque is as it has disappeared from the wall at the bottom of the corridor. Any information please inform the Office
Easter Egg Trail – Downend village from 9th – 23rd April. 30 eggs will be in various shops/businesses for children to find and enter the competition, with a prize for the winners. Forms obtainable from Craig Anthony’s AND he will have chocolate Easter eggs to give away!
Armed Forces Day : Saturday 17th June, Page Park, with something for everyone.
Local Elections Thursday 4th May – there will be a few vacancies in Downend on the Parish Council, but also many vacancies in Staple Hill/Mangotsfield for the NEW Parish, so please look at or go online to find out more from SGC.
It is just a few weeks to the King and the Queen Consort Coronation and Page Park Coronation Big Lunch Sunday 7th May 11am-5pm.Our event will feature a programme of music on the bandstand and a selection of food stalls, ranging from Thai Food, Pizzas, Burgers, Hot Dogs and Chips, Savoury Pastries, Cakes, Sweets and Candy Floss.
Or bring a picnic, please note BBQ's are NOT permitted in the park.
We ask you please to walk to the event and not to drive around the roads surrounding the park to avoid congestion. Information Cllr Janet Biggin.
12. DATE AND TIME OF NEXT MEETING
Monday 15th May 2023 9.15 am