6th November 2023
MANAGEMENT MEETING MINUTES
Monday 6th November 2023
PRESENT
Mrs E Bendrey, -Chairman, 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. Mr M Brown, Mrs E Bayley.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 2ND OCTOBER 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
Storage shelving for War Games Club equipment and other Barn clubs’ property in the upper loft space is in progress.
Action Zoe/Andrew
4. CORRESPONDENCE
None.
5. PROPERTY & MANAGEMENT
The Maintenance review in detail is listed on the Notice boards within the Barn. Action Zoe
Tree by the Jubilee Hall will need to be checked by SGC, it looks like a lichen is growing. We would like to know if this tree is still healthy. We are concerned as the tree is so close to the building. There is a second tree beside the first one which does not have any marks growing on the trunk. Action Zoe.
6. FIRE & SAFETY.
Fire evacuation tests to be started shortly. Action Zoe
The Office will be looking to purchase a DVD on how to use a Fire extinguisher. Action Zoe
Concorde Fire exit door, members there is a notice beside this door on how to close. Please do not force the door to close from outside.
7. ADMINISTRATION
There are many private hire bookings for November and December. Action Office staff
8. FINANCIAL REPORT.
Current Financial Situation:
Deposit Account £61,725 -
Current Account £16,691
Total £78,416
(£10,000 transferred from Deposit Account to Current Account during October)
Significant Expenditure - > £500 (since the end of August)
Apart from salaries, utilities and cleaning, the expenditures in excess of £500 were:
£11,000 for Barn’s yearly insurance cover
£624 for two years auditor costs (last year we omitted to pay)
£870 for internal painting – hallway, landing and stairs Mel to Update monthly
“Over and Above” Expenditure (One-offs) – Budget £13,000
Budget of £13,000 for the year
£717 – AM Buildings – car park walls expansion gaps .
£1,158 – Mark Evans Electrical – school area and Concorde.
Remaining Budget - £11,125 Mel to update monthly
Annual Accounts
Annual Accounts have now been agreed. Closing Note:
9. SOCIAL & FUND RAISING
Visit to Dobbies Garden Centre – 4 October. The trip was cancelled due to poor response – only 6 people on the list.
Speaker Morning – 5 October. Bruce Gibbs gave us a breathtaking ‘tour’ of America’s National Parks with fascinating commentary which left everyone wanting more. Takings amounted to £45.00.
Thursday Lunch – 5 October. This pleasant social event, immediately following the Speaker Morning, was enjoyed by those who attended (including office staff). A selection of soups plus cheese and/or ham rolls were served. After costs, there was a profit of £30.
FUTURE EVENTS
Christmas Market - 11 November. Tables will include.
Bric-a-brac, preserves, knitting, handbags, jewellery, craft, plants, cakes, engraving demonstrations, cakes,
Men-in-Sheds (3 tables), quilt raffle, tombola, camera club, cross-stitch, cards, books.
Speaker Mornings Spring 2024
There will be no meeting in January. Christine Broadway has booked Richard Luna for February meeting who will speak on ‘The Dramway’. The subject for March is Avon Wildlife Trust. She is researching speakers for April and May Railway Police, RNLI, Gardening.
Outings 2024. Possibilities discussed for discussion at next meeting:
Bitton Railway £10 concession rate. Trips last one hour at 10.45, 12,00, 1,15, 2,30, Café facilities available before or after trip,
Bristol Blue Glass. 22 maximum. £10 including tea/coffee/biscuits on arrival. Tour lasting 1½ hours with a demonstration and a talk on the history.
Arnos Vale Cemetery. Cost £10. The Ceremonial Tour (commencing 10.30 or 2.30 and lasting 1½ hours) is on level paths with rest stops and includes details of noteworthy graves. Café is open 10.00 – 4.00.
‘Open Treasures’, Dyrham and East Lambrook Manor were also suggested
10. WEBSITE UPDATE
Nothing to report, all up and running. Acton Bruce.
11. AOB
There will be new photographs taken of the Clubs within the DFHA. Acton Bruce/Zoe
Friday 24th November the Salvation Army Band will play from 5.30 - 6.30pm, with a
pause at 6pm for the tree to be lit in front of The Horseshoe. Everyone Welcome!
A few shops/businesses may stay open a little later, some may offer refreshments.
D&BHPC are again running the Best Dressed Christmas Window competition. Bride
At Home won the Trophy last year.
Angela Hocking, our Parish Clerk has decided to retire next March 2024. She has
been with us for 20 years, and will be missed. We will of course be advertising for a new clerk. Information Cllr J Biggin
12. DATE AND TIME OF NEXT MEETING
Monday 4th December 2023 9.15 am.
Monday 6th November 2023
PRESENT
Mrs E Bendrey, -Chairman, 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. Mr M Brown, Mrs E Bayley.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 2ND OCTOBER 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
Storage shelving for War Games Club equipment and other Barn clubs’ property in the upper loft space is in progress.
Action Zoe/Andrew
4. CORRESPONDENCE
None.
5. PROPERTY & MANAGEMENT
The Maintenance review in detail is listed on the Notice boards within the Barn. Action Zoe
Tree by the Jubilee Hall will need to be checked by SGC, it looks like a lichen is growing. We would like to know if this tree is still healthy. We are concerned as the tree is so close to the building. There is a second tree beside the first one which does not have any marks growing on the trunk. Action Zoe.
6. FIRE & SAFETY.
Fire evacuation tests to be started shortly. Action Zoe
The Office will be looking to purchase a DVD on how to use a Fire extinguisher. Action Zoe
Concorde Fire exit door, members there is a notice beside this door on how to close. Please do not force the door to close from outside.
7. ADMINISTRATION
There are many private hire bookings for November and December. Action Office staff
8. FINANCIAL REPORT.
Current Financial Situation:
Deposit Account £61,725 -
Current Account £16,691
Total £78,416
(£10,000 transferred from Deposit Account to Current Account during October)
Significant Expenditure - > £500 (since the end of August)
Apart from salaries, utilities and cleaning, the expenditures in excess of £500 were:
£11,000 for Barn’s yearly insurance cover
£624 for two years auditor costs (last year we omitted to pay)
£870 for internal painting – hallway, landing and stairs Mel to Update monthly
“Over and Above” Expenditure (One-offs) – Budget £13,000
Budget of £13,000 for the year
£717 – AM Buildings – car park walls expansion gaps .
£1,158 – Mark Evans Electrical – school area and Concorde.
Remaining Budget - £11,125 Mel to update monthly
Annual Accounts
Annual Accounts have now been agreed. Closing Note:
9. SOCIAL & FUND RAISING
Visit to Dobbies Garden Centre – 4 October. The trip was cancelled due to poor response – only 6 people on the list.
Speaker Morning – 5 October. Bruce Gibbs gave us a breathtaking ‘tour’ of America’s National Parks with fascinating commentary which left everyone wanting more. Takings amounted to £45.00.
Thursday Lunch – 5 October. This pleasant social event, immediately following the Speaker Morning, was enjoyed by those who attended (including office staff). A selection of soups plus cheese and/or ham rolls were served. After costs, there was a profit of £30.
FUTURE EVENTS
Christmas Market - 11 November. Tables will include.
Bric-a-brac, preserves, knitting, handbags, jewellery, craft, plants, cakes, engraving demonstrations, cakes,
Men-in-Sheds (3 tables), quilt raffle, tombola, camera club, cross-stitch, cards, books.
Speaker Mornings Spring 2024
There will be no meeting in January. Christine Broadway has booked Richard Luna for February meeting who will speak on ‘The Dramway’. The subject for March is Avon Wildlife Trust. She is researching speakers for April and May Railway Police, RNLI, Gardening.
Outings 2024. Possibilities discussed for discussion at next meeting:
Bitton Railway £10 concession rate. Trips last one hour at 10.45, 12,00, 1,15, 2,30, Café facilities available before or after trip,
Bristol Blue Glass. 22 maximum. £10 including tea/coffee/biscuits on arrival. Tour lasting 1½ hours with a demonstration and a talk on the history.
Arnos Vale Cemetery. Cost £10. The Ceremonial Tour (commencing 10.30 or 2.30 and lasting 1½ hours) is on level paths with rest stops and includes details of noteworthy graves. Café is open 10.00 – 4.00.
‘Open Treasures’, Dyrham and East Lambrook Manor were also suggested
10. WEBSITE UPDATE
Nothing to report, all up and running. Acton Bruce.
11. AOB
There will be new photographs taken of the Clubs within the DFHA. Acton Bruce/Zoe
Friday 24th November the Salvation Army Band will play from 5.30 - 6.30pm, with a
pause at 6pm for the tree to be lit in front of The Horseshoe. Everyone Welcome!
A few shops/businesses may stay open a little later, some may offer refreshments.
D&BHPC are again running the Best Dressed Christmas Window competition. Bride
At Home won the Trophy last year.
Angela Hocking, our Parish Clerk has decided to retire next March 2024. She has
been with us for 20 years, and will be missed. We will of course be advertising for a new clerk. Information Cllr J Biggin
12. DATE AND TIME OF NEXT MEETING
Monday 4th December 2023 9.15 am.