4th December 2023
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 4th December 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 6TH NOVEMBER 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 shredding company has been sourced to action our private paperwork. Action/ Christine.
SGC has been approached again re the Tree by the light in the Car Park. Is it structurally sound. Action Mel/Zoe
How to use a Fire Extinguisher DvD. Zoe will speak to the Fire Service for recommendations or arrange a course. Action/ Zoe.
4. CORRESPONDENCE.
None
5. PROPERTY & MANAGEMENT
The Maintenance review in detail x2 is listed on the Notice boards within the Barn.
Canon copier is 10 years old and after discussing costs with Mel.
We have decided with costs to stay with the copier we have at present. Action /Zoe, Mel
P.A.T Testing will be done in the office 29/12/23. Action/Zoe, Martin.
P.A.T Testing Date: Started 17/11/23. Areas completed: -Maintenance & Upper Store.
Regular weekly jobs for Maintenance
Litter pick and leaves collection. Also, hand gel dispenser’s maintenance.
Replace paper towels & refill the Antibacterial spray bottles – funnel provided.
Blower for leaves has been purchased at a cost of £129.98. Action/Maintenance
6. FIRE AND SAFETY.
Fire Alarm tests weekly.
Fire lights monthly on the ones we have with remote control.
Evacuation fire tests to be done over the coming months so people know what to do and where to stand.
Security has gone over to Vision & DS Securities- We have all details and service of the CCTV has been done. Action/ Zoe
7. ADMINISTRATION.
Running well.
8. FINANCIAL REPORT.
Current Financial Situation :
Deposit £61,725
Current Account £18,972
Total £80,697
(Significant income of over £1,700 from the Christmas Fayre (on the day receipts)
Significant Expenditure - > £500 (since the end of August)
Apart from salaries, utilities and cleaning, there have been no expenditures in excess of £500.
Mel to Update monthly
“Over and Above” Expenditure (One-offs) – Yearly Budget £13,000
£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
9. SOCIAL AND FUND RAISING.
Speaker Morning – 2 November. A talk on ‘Dogs for Good’ by Mary (accompanied by her trainee dog Nick) and supported by videos of the amazing work carried out by the Charity. Takings £48; (Coffee £17.18).
Thursday Lunch Club – 2 November. Takings: £30. Some provisions had been carried forward from the previous lunch which helped the profit margin,
Christmas Market – 11 November. Merle H thanked all who had helped to make the day a great success, including Andrew and team from Wargames who helped to set up tables on Friday evening and prepare the rooms for Saturday. Figures are not yet finalised but to date profit is £1705.60 (less expenses). Everything went smoothly and reaction from stallholders was very positive with comments on the welcome and friendliness shown to them.
Takings in the Coffee Lounge were £400 plus. Christine Bilella and Julia Kennett, aided by their team, did a sterling job producing the always popular bacon rolls, cheese rolls and a selection of cakes. Sausage rolls were not popular so will not be served in future. A card reader may be available next time.
FUTURE EVENTS
Speaker Morning – 7th December. Christmas Flower Arrangements with Lynne Hayes, who will make 3 arrangements which will be raffled.
Thursday Lunchtime Club. 7th December. Helpers will include Merle H, Margaret C. Jayne G (cashier).
Christmas Concert – 2 December 2.00 pm. Refreshment team: Christine Bilella, Margaret C, Jayne G.
Outings 2024
Tuesday 14 May. Bristol Blue Glass. Margaret C will check tour times (preferably afternoon).
Wednesday 12 June. Jayne G will request a booking for the 12.00 noon slot at Avon Valley Railway.
Thursday 4 July. Arnos Vale Cemetery - Margaret C will request a 10.30 am tour.
A visit to Dyrham House is also a possibility.
Emma B will contact Chipping Sodbury Town Hall for a list of any theatre productions which may be held there.
Margaret C will contact Redgrave Theatre.
New S&FR Committee Members and Members needed, contact the Office for information. Action /Merle
10. WEBSITE UPDATE
Up and running. New Club photographs to be taken for the web page in the New Year. Action /Bruce.
11. AOB
Over 200 people enjoyed seeing the Christmas trees being lit on Friday 24th November
in the village, with the Salvation Army Band playing for an hour.
The Best Dressed Christmas Window was won by Kip McGrath and was awarded the
Trophy Cup this week.
Carolling and much more at St. Augustine’s, with a choir, steel band along with
refreshments. Friday 15th December, 6.30pm.
Page Park - Last artisan market this year on Saturday 16th December, 11-4pm, with so
much to see, plus purchase those last minute gifts for Christmas!
D&BHPC has now advertised the job of Parish Clerk on their website, with further
Adverts appearing in Downend Voice and Avon Local Councils Association.
Information Cllr Janet Biggin.
A note to all DFHA Clubs hiring rooms for private sessions. A deposit will be charged £50. This is due to non-clearance by a club previously.
12. DATE AND TIME OF NEXT MEETING
Monday 8th January 2024 9.15 am.
MANAGEMENT MEETING MINUTES
Monday 4th December 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 6TH NOVEMBER 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 shredding company has been sourced to action our private paperwork. Action/ Christine.
SGC has been approached again re the Tree by the light in the Car Park. Is it structurally sound. Action Mel/Zoe
How to use a Fire Extinguisher DvD. Zoe will speak to the Fire Service for recommendations or arrange a course. Action/ Zoe.
4. CORRESPONDENCE.
None
5. PROPERTY & MANAGEMENT
The Maintenance review in detail x2 is listed on the Notice boards within the Barn.
Canon copier is 10 years old and after discussing costs with Mel.
We have decided with costs to stay with the copier we have at present. Action /Zoe, Mel
P.A.T Testing will be done in the office 29/12/23. Action/Zoe, Martin.
P.A.T Testing Date: Started 17/11/23. Areas completed: -Maintenance & Upper Store.
Regular weekly jobs for Maintenance
Litter pick and leaves collection. Also, hand gel dispenser’s maintenance.
Replace paper towels & refill the Antibacterial spray bottles – funnel provided.
Blower for leaves has been purchased at a cost of £129.98. Action/Maintenance
6. FIRE AND SAFETY.
Fire Alarm tests weekly.
Fire lights monthly on the ones we have with remote control.
Evacuation fire tests to be done over the coming months so people know what to do and where to stand.
Security has gone over to Vision & DS Securities- We have all details and service of the CCTV has been done. Action/ Zoe
7. ADMINISTRATION.
Running well.
8. FINANCIAL REPORT.
Current Financial Situation :
Deposit £61,725
Current Account £18,972
Total £80,697
(Significant income of over £1,700 from the Christmas Fayre (on the day receipts)
Significant Expenditure - > £500 (since the end of August)
Apart from salaries, utilities and cleaning, there have been no expenditures in excess of £500.
Mel to Update monthly
“Over and Above” Expenditure (One-offs) – Yearly Budget £13,000
£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
9. SOCIAL AND FUND RAISING.
Speaker Morning – 2 November. A talk on ‘Dogs for Good’ by Mary (accompanied by her trainee dog Nick) and supported by videos of the amazing work carried out by the Charity. Takings £48; (Coffee £17.18).
Thursday Lunch Club – 2 November. Takings: £30. Some provisions had been carried forward from the previous lunch which helped the profit margin,
Christmas Market – 11 November. Merle H thanked all who had helped to make the day a great success, including Andrew and team from Wargames who helped to set up tables on Friday evening and prepare the rooms for Saturday. Figures are not yet finalised but to date profit is £1705.60 (less expenses). Everything went smoothly and reaction from stallholders was very positive with comments on the welcome and friendliness shown to them.
Takings in the Coffee Lounge were £400 plus. Christine Bilella and Julia Kennett, aided by their team, did a sterling job producing the always popular bacon rolls, cheese rolls and a selection of cakes. Sausage rolls were not popular so will not be served in future. A card reader may be available next time.
FUTURE EVENTS
Speaker Morning – 7th December. Christmas Flower Arrangements with Lynne Hayes, who will make 3 arrangements which will be raffled.
Thursday Lunchtime Club. 7th December. Helpers will include Merle H, Margaret C. Jayne G (cashier).
Christmas Concert – 2 December 2.00 pm. Refreshment team: Christine Bilella, Margaret C, Jayne G.
Outings 2024
Tuesday 14 May. Bristol Blue Glass. Margaret C will check tour times (preferably afternoon).
Wednesday 12 June. Jayne G will request a booking for the 12.00 noon slot at Avon Valley Railway.
Thursday 4 July. Arnos Vale Cemetery - Margaret C will request a 10.30 am tour.
A visit to Dyrham House is also a possibility.
Emma B will contact Chipping Sodbury Town Hall for a list of any theatre productions which may be held there.
Margaret C will contact Redgrave Theatre.
New S&FR Committee Members and Members needed, contact the Office for information. Action /Merle
10. WEBSITE UPDATE
Up and running. New Club photographs to be taken for the web page in the New Year. Action /Bruce.
11. AOB
Over 200 people enjoyed seeing the Christmas trees being lit on Friday 24th November
in the village, with the Salvation Army Band playing for an hour.
The Best Dressed Christmas Window was won by Kip McGrath and was awarded the
Trophy Cup this week.
Carolling and much more at St. Augustine’s, with a choir, steel band along with
refreshments. Friday 15th December, 6.30pm.
Page Park - Last artisan market this year on Saturday 16th December, 11-4pm, with so
much to see, plus purchase those last minute gifts for Christmas!
D&BHPC has now advertised the job of Parish Clerk on their website, with further
Adverts appearing in Downend Voice and Avon Local Councils Association.
Information Cllr Janet Biggin.
A note to all DFHA Clubs hiring rooms for private sessions. A deposit will be charged £50. This is due to non-clearance by a club previously.
12. DATE AND TIME OF NEXT MEETING
Monday 8th January 2024 9.15 am.