2nd October 2023
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 2nd October 2023
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner,
Mr A Clements, Mr B Gibbs, Cllr J Biggin, Mrs J Kennett,
1. APOLOGIES
Cllr L Brennan. Mrs E Bayley,
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 4TH SEPTEMBER 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
The car park wall has been repaired.
Camera Club have worked their magic on the left hand side of the corridor walls with new pictures. Looking great. Thank you.
4. CORRESPONDENCE.
Through a telephone call Anne Noonan informed the Office that Gardening Club has folded.
5. PROPERTY & MANAGEMENT
The Maintenance review in detail x2 is listed on the Notice boards within the Barn. Action Zoe.
A new upright fan has been supplied for the Office.
More storage shelving for War Games equipment and Barn clubs’ property in the upper loft space. Agreed by MC
A new door to be made for the entrance into the loft space above Britannia room. Agreed by MC
6. FIRE & SAFETY.
Fire Alarm tests weekly. Acton Zoe.
Fire lights monthly on the ones we have with remote control. Action Zoe.
Evacuation fire tests to be done over the coming months so people know how to exit the building. Action Zoe.
Replacement first aid box in the kitchen. Action Zoe.
7. ADMINISTRATION
Through holiday and sick leave the Office has been under pressure. Things have also proved difficult because the computers have not been working as required. (solutions have been sought.) Better times ahead.
8. FINANCIAL REPORT.
Current Financial Situation:
Deposit £71,725
Current Account £17,395
Total £89,120
Significant Expenditure - > £500 (since the end of August)
Apart from salaries, utilities and cleaning, the expenditure in excess of £500 was:
“Over and Above” Expenditure (One-offs)
£717 – AM Buildings – car park walls expansion gaps
£1,158 – Mark Evans Electrical – investigate and replace light in store room, plus change light in Concorde and rewire lighting in Concorde Storage Area (Play school)
Budget of £13,000 for the year Mel to update monthly
Annual Accounts
Documentation currently with Auditor Action: Mel
Computer Software
When the three computers were upgraded, we were assured that we had a free subscription to Microsoft 365 for ever. This has proved not to be the case, and the freelance technician who carried out the work is now “unobtainable”. As a charity Microsoft will let us have their “365 Business Basic” plan for free, but this is not appropriate. We are therefore going to pay a yearly subscription (approx. £100) for Microsoft 365 (Family version) Closing Note
9. SOCIAL & FUND RAISING.
Dobbies Garden Centre trip has been cancelled, due to lack of interest from members. Action Merle
Speaker morning open October 5th 10.15 am for Refreshments.
Talk 10.45 – 11.45 am
October 5th Bruce Gibbs American National Parks.
There will be Lunch Club starting after the talk in the kitchen area.
Choice of soup, filled roll and drink £3.50. A piece of cake 50p. Action S&FR Committee
Christmas Fair 11th November.
Tables booked to date : Books/Cakes/ Cross stitch/Glass engraving/ Children toys, games /Camera club/Men in sheds. Action Merle
Christmas wreath making 25th November, information on S&FR notice board.
10. WEBSITE UPDATE.
All updated and running. We now have booking forms on line which are being used. Action Bruce.
11. AOB
The 14th October onwards, Learn Laugh and Live with Bristol u3a.
Sat 21st October The Artisan Market and the Pumpkin Patch, If you can spare some time during the day your help will be very much appreciated.
All information on activities held in Page Park can be viewed:
www.friendsofpageparkbs16@gmail.com
Christmas Carolling at St. Augustine’s on Friday 15th December, from 6.30pm. with refreshments, a steel band along with a choir – all are welcome!
D&BHPC have plans to have 4 Christmas trees within the Downend area this year. Two in the main village, One by Cleevewood shops, and finally One on a green area on Bromley Heath Road.
D&BHPC has now signed for the £400,000K loan, enabling the parish to begin the journey to getting the sports pavilion built. The consultation was very successful, in having 91.87% for and 8.13% against the loan.
A new defibrillator will be appearing at St. Augustine’s, as an incident occurred a few weeks ago, but no defib, which the parish council has partly paid for.
Janet has 2024 calendars for both Page Park, £5, and Emersons Green, £3 if anyone wishes to purchase any from her.
We have two new dates for our Calendar Sales.
Friday 29th September at the Co-op in Downend 9am-4pm and
Saturday 30th September at Tesco's Staple Hill.
The calendars can also be purchased at several businesses in Staple Hill and Downend
Woodland Court, Fabrics Plus, Melanie’s Kitchen.
Bean Tree Café, Bunch Florist, The Card Shop, The Post Office, Jasons, ABC Blinds, Perfect Balance.
Having had our lovely unicorn, Gracie in Downend over the summer, Janet has heard that the Wallace and Gromit Trail with be back in 2025 – so watch this space!
The Round Table will be hosting the annual Firework Display again in KGV playing field in November, which has been highlighted in October’s edition of Downend Voice. It will be a ‘ticket only’ event, with tickets only available online. Information Cllr Janet Biggin
Louise Kennedy met with Eileen Bendrey and has very kindly offered to attend to our front garden at DFHA
She will plant the Japanese anemone plant she has for us in the space between the shrubs. She also has a Bergenia, commonly called Elephant ears, which she could put at the front of one of the borders there amongst the Pulmonaria . This is a good tough shade plant which will slowly spread and prevent weeds from coming up.
At a later date she will tidy up the edge at the front of the long border with an edging tool. She will also keep her eye out when gardening for useful plants which she will donate to the project. All this will be done free of charge at the moment. In the future any expenses incurred will be paid by DFHA. Thank you Louise.
Information Eileen Bendrey.
DFHA ANNUAL GENERAL MEETING FRIDAY 3RD NOVEMBER 2pm -4pm.
12. DATE AND TIME OF NEXT MEETING
Monday 6th November 2023 9.15 am.
MANAGEMENT MEETING MINUTES
Monday 2nd October 2023
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner,
Mr A Clements, Mr B Gibbs, Cllr J Biggin, Mrs J Kennett,
1. APOLOGIES
Cllr L Brennan. Mrs E Bayley,
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 4TH SEPTEMBER 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
The car park wall has been repaired.
Camera Club have worked their magic on the left hand side of the corridor walls with new pictures. Looking great. Thank you.
4. CORRESPONDENCE.
Through a telephone call Anne Noonan informed the Office that Gardening Club has folded.
5. PROPERTY & MANAGEMENT
The Maintenance review in detail x2 is listed on the Notice boards within the Barn. Action Zoe.
A new upright fan has been supplied for the Office.
More storage shelving for War Games equipment and Barn clubs’ property in the upper loft space. Agreed by MC
A new door to be made for the entrance into the loft space above Britannia room. Agreed by MC
6. FIRE & SAFETY.
Fire Alarm tests weekly. Acton Zoe.
Fire lights monthly on the ones we have with remote control. Action Zoe.
Evacuation fire tests to be done over the coming months so people know how to exit the building. Action Zoe.
Replacement first aid box in the kitchen. Action Zoe.
7. ADMINISTRATION
Through holiday and sick leave the Office has been under pressure. Things have also proved difficult because the computers have not been working as required. (solutions have been sought.) Better times ahead.
8. FINANCIAL REPORT.
Current Financial Situation:
Deposit £71,725
Current Account £17,395
Total £89,120
Significant Expenditure - > £500 (since the end of August)
Apart from salaries, utilities and cleaning, the expenditure in excess of £500 was:
“Over and Above” Expenditure (One-offs)
£717 – AM Buildings – car park walls expansion gaps
£1,158 – Mark Evans Electrical – investigate and replace light in store room, plus change light in Concorde and rewire lighting in Concorde Storage Area (Play school)
Budget of £13,000 for the year Mel to update monthly
Annual Accounts
Documentation currently with Auditor Action: Mel
Computer Software
When the three computers were upgraded, we were assured that we had a free subscription to Microsoft 365 for ever. This has proved not to be the case, and the freelance technician who carried out the work is now “unobtainable”. As a charity Microsoft will let us have their “365 Business Basic” plan for free, but this is not appropriate. We are therefore going to pay a yearly subscription (approx. £100) for Microsoft 365 (Family version) Closing Note
9. SOCIAL & FUND RAISING.
Dobbies Garden Centre trip has been cancelled, due to lack of interest from members. Action Merle
Speaker morning open October 5th 10.15 am for Refreshments.
Talk 10.45 – 11.45 am
October 5th Bruce Gibbs American National Parks.
There will be Lunch Club starting after the talk in the kitchen area.
Choice of soup, filled roll and drink £3.50. A piece of cake 50p. Action S&FR Committee
Christmas Fair 11th November.
Tables booked to date : Books/Cakes/ Cross stitch/Glass engraving/ Children toys, games /Camera club/Men in sheds. Action Merle
Christmas wreath making 25th November, information on S&FR notice board.
10. WEBSITE UPDATE.
All updated and running. We now have booking forms on line which are being used. Action Bruce.
11. AOB
The 14th October onwards, Learn Laugh and Live with Bristol u3a.
Sat 21st October The Artisan Market and the Pumpkin Patch, If you can spare some time during the day your help will be very much appreciated.
All information on activities held in Page Park can be viewed:
www.friendsofpageparkbs16@gmail.com
Christmas Carolling at St. Augustine’s on Friday 15th December, from 6.30pm. with refreshments, a steel band along with a choir – all are welcome!
D&BHPC have plans to have 4 Christmas trees within the Downend area this year. Two in the main village, One by Cleevewood shops, and finally One on a green area on Bromley Heath Road.
D&BHPC has now signed for the £400,000K loan, enabling the parish to begin the journey to getting the sports pavilion built. The consultation was very successful, in having 91.87% for and 8.13% against the loan.
A new defibrillator will be appearing at St. Augustine’s, as an incident occurred a few weeks ago, but no defib, which the parish council has partly paid for.
Janet has 2024 calendars for both Page Park, £5, and Emersons Green, £3 if anyone wishes to purchase any from her.
We have two new dates for our Calendar Sales.
Friday 29th September at the Co-op in Downend 9am-4pm and
Saturday 30th September at Tesco's Staple Hill.
The calendars can also be purchased at several businesses in Staple Hill and Downend
Woodland Court, Fabrics Plus, Melanie’s Kitchen.
Bean Tree Café, Bunch Florist, The Card Shop, The Post Office, Jasons, ABC Blinds, Perfect Balance.
Having had our lovely unicorn, Gracie in Downend over the summer, Janet has heard that the Wallace and Gromit Trail with be back in 2025 – so watch this space!
The Round Table will be hosting the annual Firework Display again in KGV playing field in November, which has been highlighted in October’s edition of Downend Voice. It will be a ‘ticket only’ event, with tickets only available online. Information Cllr Janet Biggin
Louise Kennedy met with Eileen Bendrey and has very kindly offered to attend to our front garden at DFHA
She will plant the Japanese anemone plant she has for us in the space between the shrubs. She also has a Bergenia, commonly called Elephant ears, which she could put at the front of one of the borders there amongst the Pulmonaria . This is a good tough shade plant which will slowly spread and prevent weeds from coming up.
At a later date she will tidy up the edge at the front of the long border with an edging tool. She will also keep her eye out when gardening for useful plants which she will donate to the project. All this will be done free of charge at the moment. In the future any expenses incurred will be paid by DFHA. Thank you Louise.
Information Eileen Bendrey.
DFHA ANNUAL GENERAL MEETING FRIDAY 3RD NOVEMBER 2pm -4pm.
12. DATE AND TIME OF NEXT MEETING
Monday 6th November 2023 9.15 am.