8th January 2024
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 8th January 2024
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner, Mr A Clements, Mr B Gibbs,
Mrs J Kennett.
1. APOLOGIES
Cllr L Brennan. Cllr J Biggin.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 4TH DECEMBER 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
Action to shred DFHA paperwork. Ongoing.
Fire Extinguisher DVD. Ongoing
No response from SGC after DFHA Management Committee has asked for a
Health check condition of tree in car park. Ongoing
4. CORRESPONDENCE
Thank you letter from Mrs Jane Faithfull, and a thank you from the Maintenance team.
Emma Bayley has resigned from the Management Committee. We are sorry to see her leave, thank you for all your help. Management Committee
5. PROPERTY & MANAGEMENT
The Maintenance review by Zoe is listed in detail on the two Notice boards within the Barn. Action Zoe
DFHA Management Committee would like to take this opportunity to thank the whole Office team for their continued work in the smooth running and modernizing the whole building.
Pat Testing complete. Action Zoe
6. FIRE & 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
Bouncy Castles to be allowed in party bookings, with conditions. Action Zoe
Membership fees for the year 2024-2025 will be £10 per person.
Club fees are to rise 5% per hour. Agreed by MC
8. FINANCIAL REPORT.
Current Financial Situation :
Deposit £61,725
Current Account £13,213
Total £74,938
Significant Expenditure - > £500 (since the end of November)
Apart from salaries, utilities and cleaning, there have been two expenditures in excess of £500.
£1,416 to Mark Evans for the replacement of the lighting in the office.
£1,542 to AM Buildings for the additional wall by Page making the step area inaccessible.
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.
£1,416 – Mark Evans – Office Lighting (see December report)
£1,542 – AM Buildings – extension wall by Page.
Remaining Budget - £8,167 Mel to update monthly
Review of Constitution and “Rules”
Feedback on changes needed to Constitution and Rules
(Changes will be incorporated and documents re-issued for review at February meeting) Management Committee
9. SOCIAL & FUND RAISING
FUTURE EVENTS
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
Profit from the Christmas Market £1604.61 Post meeting note.
10. WEBSITE UPDATE
All up and running. Action Bruce
11. AOB.
Downend and Bromley Heath District Council Christmas lighting decorations, what a beautiful display. The four Christmas trees looked amazing. Same again next year?
The fencing along Rockland Road is looking a little tired. Quotes are being sorted for a new fence.
25th October 2024 DFHA AGM
Term dates 2024-2025
02: 09: 2024 - 20: 12:2024
02: 01:2025 - 11: 04:2025
28: 04:2025 - 25: 07:2025
12. DATE AND TIME OF NEXT MEETING
Monday 5th February 2024 9.15 am.
MANAGEMENT MEETING MINUTES
Monday 8th January 2024
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner, Mr A Clements, Mr B Gibbs,
Mrs J Kennett.
1. APOLOGIES
Cllr L Brennan. Cllr J Biggin.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 4TH DECEMBER 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
Action to shred DFHA paperwork. Ongoing.
Fire Extinguisher DVD. Ongoing
No response from SGC after DFHA Management Committee has asked for a
Health check condition of tree in car park. Ongoing
4. CORRESPONDENCE
Thank you letter from Mrs Jane Faithfull, and a thank you from the Maintenance team.
Emma Bayley has resigned from the Management Committee. We are sorry to see her leave, thank you for all your help. Management Committee
5. PROPERTY & MANAGEMENT
The Maintenance review by Zoe is listed in detail on the two Notice boards within the Barn. Action Zoe
DFHA Management Committee would like to take this opportunity to thank the whole Office team for their continued work in the smooth running and modernizing the whole building.
Pat Testing complete. Action Zoe
6. FIRE & 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
Bouncy Castles to be allowed in party bookings, with conditions. Action Zoe
Membership fees for the year 2024-2025 will be £10 per person.
Club fees are to rise 5% per hour. Agreed by MC
8. FINANCIAL REPORT.
Current Financial Situation :
Deposit £61,725
Current Account £13,213
Total £74,938
Significant Expenditure - > £500 (since the end of November)
Apart from salaries, utilities and cleaning, there have been two expenditures in excess of £500.
£1,416 to Mark Evans for the replacement of the lighting in the office.
£1,542 to AM Buildings for the additional wall by Page making the step area inaccessible.
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.
£1,416 – Mark Evans – Office Lighting (see December report)
£1,542 – AM Buildings – extension wall by Page.
Remaining Budget - £8,167 Mel to update monthly
Review of Constitution and “Rules”
Feedback on changes needed to Constitution and Rules
(Changes will be incorporated and documents re-issued for review at February meeting) Management Committee
9. SOCIAL & FUND RAISING
FUTURE EVENTS
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
Profit from the Christmas Market £1604.61 Post meeting note.
10. WEBSITE UPDATE
All up and running. Action Bruce
11. AOB.
Downend and Bromley Heath District Council Christmas lighting decorations, what a beautiful display. The four Christmas trees looked amazing. Same again next year?
The fencing along Rockland Road is looking a little tired. Quotes are being sorted for a new fence.
25th October 2024 DFHA AGM
Term dates 2024-2025
02: 09: 2024 - 20: 12:2024
02: 01:2025 - 11: 04:2025
28: 04:2025 - 25: 07:2025
12. DATE AND TIME OF NEXT MEETING
Monday 5th February 2024 9.15 am.