3rd July 2023
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday July 3rd 2023
PRESENT
Mrs E Bendrey, -Chairman, Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner, Mr A Clements ,Mrs J Kennett
Mr B Gibbs, Mrs E Bayley, Cllr J Biggin,
1. APOLOGIES
Mr M Brown. Cllr L Brennan
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 5TH JUNE 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
A new baize for the snooker table
Management Committee were disappointed at the poor contribution towards a new Snooker baize from the Snooker club members. They have decided that the money received will be returned to those members who gave. Club fees will be reinstated in September 2023 cost £10 per club member plus DFHA membership paid before August 31st £7.50. After this date as with all late paying members within DFHA £10 for the year 2023/24. Agreed Management Committee
4. CORRESPONDENCE
None.
5. PROPERTY & MANAGEMENT
The Car park wall
There are cracks appearing and Aaron assessed, and these will have channels cut through and expansion joint foam to be installed. The expansion strip is consisting of polythene foams to give it expansion room and movement. Action Zoe/Aaron
Handrail
Warmley forge have attached the handrail, the step is now complete. Closing note
Dave Regan has offered to cut our piece of grass and help with some gardening. Action Garden Committee
The Maintenance review in detail x2 is listed on the Notice boards within the Barn. Action Zoe
6. ADMINISTRATION
Membership for the year 2023/24 has started. Action Office team
Our new cleaning company G.J. Treasure Cleaning Contractors start 1st September 2023. Action Zoe
7. FINANCIAL REPORT
Current Financial Situation:
Deposit £71,725
Current Account £25,282
Total £97,007
Significant Expenditure - > £500 (since the end of May)
Apart from salaries, utilities and cleaning, the expenditure in excess of £500 were:
£558 – Replacement of fire extinguishers (out of date) and 3 defective emergency lights.
£504 – Replacement of hard drive in CCTV monitoring unit.
There still is an expenditure, estimated to be £4.5K, for ring main work in the Office and the upstairs rooms. This will allow us to receive our EICS certificate. Mel to Update monthly.
Car Park Incident on 26th May:
The insurers have been provided with information they requested concerning our procedures, checks etc. It is possible they will want to check/verify this information, so a visit is a possibility. The insurers will be talking directly to the lady involved, and we should not need to get involved. Ongoing.
8. SOCIAL & FUND RAISING
Visit to Gloucester Cathedral – 12 May. Emma B reported that 15 passengers from Flower Arranging Group enjoyed the displays and workshops.
Kelmscott Manor – 15 June. 14 passengers. Merle reported that we had broken even on costs.
FUTURE EVENTS
Summer Concert – 1 July. Janet B, Christine B and Margaret C agreed to help with refreshments. The concert commences at 7.30 pm so helpers should attend at 7.00 pm and will be welcome to attend the first half of the concert.
Botanic Gardens – Wednesday 19 July. 7 people have booked to date. The notice will be altered to emphasise that donations will be welcome on Wednesday (Daisy Day), rather than the normal £9.00 entry fee. It is possible Flower Club members may be interested (Emma B will contact them). Kingswood Community Transport has been booked.
Table Top Sale – 29 July 11.00 am – 1.30 pm. Emma B has had 2 definite bookings to date. Possible bookings include:
Men In Sheds Flower Arrangers
Crafters
Sellers of garden accessories/hanging baskets, plants etc
Almondsbury Garden Centre. 4 October. Merle H will check on refreshment facilities (KCT has been booked).
Speaker Mornings Autumn 2023
Date
7 September
5 October
2 November
7 December
** If speaker wishes to bring a dog, Merle H will first obtain approval from Management Committee
Thursday lunch time fundraisers. After a disappointing start, it is hoped that these can be resumed in the Autumn after the Thursday Speaker Morning commencing on 5 October, with improved advertising.
9. FIRE & SAFETY
Fire – Vision – Some Work to complete the 6mths test by Dean will now include the emergency lights that can be tested on site manually. Replacement of some fire hydrants. We now have a remote control for the new emergency lights for checking Monthly All tests done, up to date. Action Zoe
10. WEBSITE UPDATE
Up and Running Action Bruce
11. AOB
Gracie, our Unicorn was successfully positioned outside the former Lloyd’s Bank, which is one of 60 unicorns in the trail, being hosted by Leukaemia Care, which all starts on Saturday 1st July and runs until 3rd September. There is an App, to locate all the unicorns, with paper maps and collection tins in various locations. The maps have been delayed in getting to Cllr Biggin, but she will endeavour to get them out to the various shops & businesses as soon as she receives them.
D&BHPC still have two vacancies to fill, so please contact Angela Hocking, Parish Clerk - Tel: 0117 9567001, to enquire further. Information Cllr Janet Biggin
Attention to the Green Wilderness at the front of DFHA entrance
The southern boundary overgrown green area by the Bungalow is SGC responsibility and DFHA Management Committee have decided that when the council say, we will be added to the Rota, it is the right time of the year they will attend the wilderness. DFHA will not address this area at all. Action South Glos Council
The Maintenance team attend to the green bank by Rockland Road and we will start with a compost bin (donated by Julia Kennett),within the bank area and trial this way of dealing with the green waste with some greenery/Autumn leaves going in our SUEZ bins. Action Maintenance Team
We are a Breastfeeding friendly site.
12. DATE AND TIME OF NEXT MEETING
Monday 4th September 2023 9.15 am.
MANAGEMENT MEETING MINUTES
Monday July 3rd 2023
PRESENT
Mrs E Bendrey, -Chairman, Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner, Mr A Clements ,Mrs J Kennett
Mr B Gibbs, Mrs E Bayley, Cllr J Biggin,
1. APOLOGIES
Mr M Brown. Cllr L Brennan
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 5TH JUNE 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
A new baize for the snooker table
Management Committee were disappointed at the poor contribution towards a new Snooker baize from the Snooker club members. They have decided that the money received will be returned to those members who gave. Club fees will be reinstated in September 2023 cost £10 per club member plus DFHA membership paid before August 31st £7.50. After this date as with all late paying members within DFHA £10 for the year 2023/24. Agreed Management Committee
4. CORRESPONDENCE
None.
5. PROPERTY & MANAGEMENT
The Car park wall
There are cracks appearing and Aaron assessed, and these will have channels cut through and expansion joint foam to be installed. The expansion strip is consisting of polythene foams to give it expansion room and movement. Action Zoe/Aaron
Handrail
Warmley forge have attached the handrail, the step is now complete. Closing note
Dave Regan has offered to cut our piece of grass and help with some gardening. Action Garden Committee
The Maintenance review in detail x2 is listed on the Notice boards within the Barn. Action Zoe
6. ADMINISTRATION
Membership for the year 2023/24 has started. Action Office team
Our new cleaning company G.J. Treasure Cleaning Contractors start 1st September 2023. Action Zoe
7. FINANCIAL REPORT
Current Financial Situation:
Deposit £71,725
Current Account £25,282
Total £97,007
Significant Expenditure - > £500 (since the end of May)
Apart from salaries, utilities and cleaning, the expenditure in excess of £500 were:
£558 – Replacement of fire extinguishers (out of date) and 3 defective emergency lights.
£504 – Replacement of hard drive in CCTV monitoring unit.
There still is an expenditure, estimated to be £4.5K, for ring main work in the Office and the upstairs rooms. This will allow us to receive our EICS certificate. Mel to Update monthly.
Car Park Incident on 26th May:
The insurers have been provided with information they requested concerning our procedures, checks etc. It is possible they will want to check/verify this information, so a visit is a possibility. The insurers will be talking directly to the lady involved, and we should not need to get involved. Ongoing.
8. SOCIAL & FUND RAISING
Visit to Gloucester Cathedral – 12 May. Emma B reported that 15 passengers from Flower Arranging Group enjoyed the displays and workshops.
Kelmscott Manor – 15 June. 14 passengers. Merle reported that we had broken even on costs.
FUTURE EVENTS
Summer Concert – 1 July. Janet B, Christine B and Margaret C agreed to help with refreshments. The concert commences at 7.30 pm so helpers should attend at 7.00 pm and will be welcome to attend the first half of the concert.
Botanic Gardens – Wednesday 19 July. 7 people have booked to date. The notice will be altered to emphasise that donations will be welcome on Wednesday (Daisy Day), rather than the normal £9.00 entry fee. It is possible Flower Club members may be interested (Emma B will contact them). Kingswood Community Transport has been booked.
Table Top Sale – 29 July 11.00 am – 1.30 pm. Emma B has had 2 definite bookings to date. Possible bookings include:
Men In Sheds Flower Arrangers
Crafters
Sellers of garden accessories/hanging baskets, plants etc
Almondsbury Garden Centre. 4 October. Merle H will check on refreshment facilities (KCT has been booked).
Speaker Mornings Autumn 2023
Date
7 September
5 October
2 November
7 December
** If speaker wishes to bring a dog, Merle H will first obtain approval from Management Committee
Thursday lunch time fundraisers. After a disappointing start, it is hoped that these can be resumed in the Autumn after the Thursday Speaker Morning commencing on 5 October, with improved advertising.
9. FIRE & SAFETY
Fire – Vision – Some Work to complete the 6mths test by Dean will now include the emergency lights that can be tested on site manually. Replacement of some fire hydrants. We now have a remote control for the new emergency lights for checking Monthly All tests done, up to date. Action Zoe
10. WEBSITE UPDATE
Up and Running Action Bruce
11. AOB
Gracie, our Unicorn was successfully positioned outside the former Lloyd’s Bank, which is one of 60 unicorns in the trail, being hosted by Leukaemia Care, which all starts on Saturday 1st July and runs until 3rd September. There is an App, to locate all the unicorns, with paper maps and collection tins in various locations. The maps have been delayed in getting to Cllr Biggin, but she will endeavour to get them out to the various shops & businesses as soon as she receives them.
D&BHPC still have two vacancies to fill, so please contact Angela Hocking, Parish Clerk - Tel: 0117 9567001, to enquire further. Information Cllr Janet Biggin
Attention to the Green Wilderness at the front of DFHA entrance
The southern boundary overgrown green area by the Bungalow is SGC responsibility and DFHA Management Committee have decided that when the council say, we will be added to the Rota, it is the right time of the year they will attend the wilderness. DFHA will not address this area at all. Action South Glos Council
The Maintenance team attend to the green bank by Rockland Road and we will start with a compost bin (donated by Julia Kennett),within the bank area and trial this way of dealing with the green waste with some greenery/Autumn leaves going in our SUEZ bins. Action Maintenance Team
We are a Breastfeeding friendly site.
12. DATE AND TIME OF NEXT MEETING
Monday 4th September 2023 9.15 am.