5th February 2024
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 5th February 2024
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner,
Mr A Clements, Cllr J Biggin, Mrs J Kennett.
1. APOLOGIES
Cllr L Brennan. Mr B Gibbs.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 8TH JANUARY 2024.
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 should start the middle of February. 2024. Action Zoe/Christine.
4. CORRESPONDENCE .
Nothing.
5. PROPERTY & MANAGEMENT
The Maintenance Review document was issued to the attendees and discussed. This review document identifies all the outstanding actions needed, however the following are highlighted as requiring more urgent attention.
2A. New Office Filing Cabinet required. Management Agreed/ Zoe to Advise.
4. Attention to the Fire Door in Page Room. Action Zoe.
5. Bluetooth Speaker added to amp box – for Jubilee Hall only. Action Zoe / Martin.
7. Tree by the Jubilee Hall will need to be checked by South Glos Council, lichen is attaching itself to some of the branches. Management Committee would like to know if this is still a healthy tree.
Simon Lunn from SGC part of the Arborist team has visited the Tree at DFHA and said no work is needed at the moment. Action Completed.
13. Chairs in the building
The Concorde Hall: Several are split, and foam exposed: looking for a repair company or replacement. 53 chairs. The Britannia Room: Red chairs – fabric material – water stains on fabric from roof. Legs are battered and need painting. (22 chairs) looking for a company to clean, price to replace, or re upholster.
New per chair - £46.50 pack of 4 £186.00 or £65.50 each £262.00 per pack of 4. Ongoing Action Zoe.
The Maintenance review in detail x2 is listed on the Notice boards within the Barn. Action Zoe
6. FIRE & SAFETY
Fire Alarm tests done weekly. Action Zoe.
7. ADMINISTRATION
After 15 years volunteering in the Office, Maureen Walker has resigned. Thank you Maureen for all your help and attendance. We wish you well. Management Committee.
Private Hire Bookings have started to improve. Action Office Staff.
8. FINANCIAL REPORT
Current Financial Situation :
Deposit £61,725
Current Account £15,341
Total £77,066
Significant Expenditure - > £500 (since the end of December)
Apart from salaries, utilities and cleaning, there have been two expenditures in excess of £500.
£510 – Bristol Drains for checking the Saniflow pipework from school area to main sewer/sump
£534 – Painting of the reception area
(Mel will not propose to take these costs from our “Over and Above” budget, as he regards these as regular maintenance items) Mel to Update monthly
“Over and Above” Expenditure (One-offs) – Yearly Budget £13,000
£717 – AM Buildings – car park walls expansion gaps (see Oct report)
£1,158 – Mark Evans Electrical – school area and Concorde (see Oct report)
£1,416 – Mark Evans – Office Lighting (see January report)
£1,542 – AM Buildings – extension wall by Page (see January report)
Remaining Budget - £8,167 Mel to update monthly
Constitution and “Rules”
The Office to be supplied with full issue of Rules for distribution to Clubs – Secretary to initiate the change of Constitution into the AGM in November)
BT proposal for Phone system
Proposal document circulated for discussion at March meeting. Ongoing Management Committee.
9. SOCIAL & FUND RAISING
Christmas Concert. 2 December 2023. Merle Hosking reported that the attendance was very satisfactory. £90 made on the raffle will help boost funds. She thanked Christine Bilella and S&FRC members who helped with refreshments.
Speaker Morning – 7 December 2023 Although the attendance was disappointing, the audience enjoyed Lynne Hayes’ flower arrangement demonstration. The 3 arrangements were then raffled.
Thursday Lunch Club – 7 December 2023. In spite of the efforts of the team and Merle’s homemade sausage rolls, it was very poorly supported. It is agreed that this project will be cancelled.
Speaker Morning – 1 February 2024 A talk on ‘The Dramway’ by Richard Lamb.
Speaker Mornings 2024. Having completed the Spring schedule, Christine Broadway is now concentrating on speakers from September onwards.
Outings 2024
Tuesday 14 May. Bristol Blue Glass. Margaret C has provisionally booked a visit for 16 at 2.00 pm lasting 1½ hours.
Wednesday 12 June. Jayne G has been advised that there is no need for a firm booking at Avon Valley Railway but we intend to arrange a visit for 12.00 noon.
Thursday 4 July. Arnos Vale Cemetery - Margaret Coote has booked a 10.30 am tour.
Redgrave Theatre. From the list of productions, the committee chose ‘The Pirates of Penzance’ on Saturday 23 March at 2.00 pm. Margaret Coote will try to book 16 seats for this performance.
Transport. Margaret Coote will contact Kingswood Community Transport to check availability for these three visits. Action S&FR Committee.
10. WEBSITE UPDATE
Up and running. Action Bruce.
11. AOB
DFHA QR Code is around the building for you to view the website, in the form of posters. Action Mel/Bruce/Zoe.
The Management Committee wish to thank the members of "War Games" for their purchase and installation of replacement racking in the storeroom, which replaced a variety of "storage units". It now looks professional and will be able to accommodate more than the previous configuration. It is much appreciated.
D&BHPC have now secured a new parish clerk, Kevin Spratt, who will begin on
Monday 1st March and shadow Angela Hocking for that month, until she retires at the end of March after 20 years... We still have two vacancies on parish council, if anyone wishes to apply, please
contact Angela Hocking on 0117 9567001 or, clerk@dbhparishcouncil.co.uk St. Augustine’s Catholic Church will be holding a special mass and afterwards a blessing for the newly installed defibrillator. Cllr. J. Biggin has been invited, as the parish council granted part of the cost for said defibrillator. Annual Parish Assembly will be held on Thursday 18th April, which will cover all aspects of our business 2023-2024, all are very welcome! 7.30pm-9pm, Badminton Road Methodist Church, Badminton Road, Downend. Information Cllr Janet Biggin.
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 4th March 2024 9.15 am.
MANAGEMENT MEETING MINUTES
Monday 5th February 2024
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner,
Mr A Clements, Cllr J Biggin, Mrs J Kennett.
1. APOLOGIES
Cllr L Brennan. Mr B Gibbs.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 8TH JANUARY 2024.
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 should start the middle of February. 2024. Action Zoe/Christine.
4. CORRESPONDENCE .
Nothing.
5. PROPERTY & MANAGEMENT
The Maintenance Review document was issued to the attendees and discussed. This review document identifies all the outstanding actions needed, however the following are highlighted as requiring more urgent attention.
2A. New Office Filing Cabinet required. Management Agreed/ Zoe to Advise.
4. Attention to the Fire Door in Page Room. Action Zoe.
5. Bluetooth Speaker added to amp box – for Jubilee Hall only. Action Zoe / Martin.
7. Tree by the Jubilee Hall will need to be checked by South Glos Council, lichen is attaching itself to some of the branches. Management Committee would like to know if this is still a healthy tree.
Simon Lunn from SGC part of the Arborist team has visited the Tree at DFHA and said no work is needed at the moment. Action Completed.
13. Chairs in the building
The Concorde Hall: Several are split, and foam exposed: looking for a repair company or replacement. 53 chairs. The Britannia Room: Red chairs – fabric material – water stains on fabric from roof. Legs are battered and need painting. (22 chairs) looking for a company to clean, price to replace, or re upholster.
New per chair - £46.50 pack of 4 £186.00 or £65.50 each £262.00 per pack of 4. Ongoing Action Zoe.
The Maintenance review in detail x2 is listed on the Notice boards within the Barn. Action Zoe
6. FIRE & SAFETY
Fire Alarm tests done weekly. Action Zoe.
7. ADMINISTRATION
After 15 years volunteering in the Office, Maureen Walker has resigned. Thank you Maureen for all your help and attendance. We wish you well. Management Committee.
Private Hire Bookings have started to improve. Action Office Staff.
8. FINANCIAL REPORT
Current Financial Situation :
Deposit £61,725
Current Account £15,341
Total £77,066
Significant Expenditure - > £500 (since the end of December)
Apart from salaries, utilities and cleaning, there have been two expenditures in excess of £500.
£510 – Bristol Drains for checking the Saniflow pipework from school area to main sewer/sump
£534 – Painting of the reception area
(Mel will not propose to take these costs from our “Over and Above” budget, as he regards these as regular maintenance items) Mel to Update monthly
“Over and Above” Expenditure (One-offs) – Yearly Budget £13,000
£717 – AM Buildings – car park walls expansion gaps (see Oct report)
£1,158 – Mark Evans Electrical – school area and Concorde (see Oct report)
£1,416 – Mark Evans – Office Lighting (see January report)
£1,542 – AM Buildings – extension wall by Page (see January report)
Remaining Budget - £8,167 Mel to update monthly
Constitution and “Rules”
The Office to be supplied with full issue of Rules for distribution to Clubs – Secretary to initiate the change of Constitution into the AGM in November)
BT proposal for Phone system
Proposal document circulated for discussion at March meeting. Ongoing Management Committee.
9. SOCIAL & FUND RAISING
Christmas Concert. 2 December 2023. Merle Hosking reported that the attendance was very satisfactory. £90 made on the raffle will help boost funds. She thanked Christine Bilella and S&FRC members who helped with refreshments.
Speaker Morning – 7 December 2023 Although the attendance was disappointing, the audience enjoyed Lynne Hayes’ flower arrangement demonstration. The 3 arrangements were then raffled.
Thursday Lunch Club – 7 December 2023. In spite of the efforts of the team and Merle’s homemade sausage rolls, it was very poorly supported. It is agreed that this project will be cancelled.
Speaker Morning – 1 February 2024 A talk on ‘The Dramway’ by Richard Lamb.
Speaker Mornings 2024. Having completed the Spring schedule, Christine Broadway is now concentrating on speakers from September onwards.
Outings 2024
Tuesday 14 May. Bristol Blue Glass. Margaret C has provisionally booked a visit for 16 at 2.00 pm lasting 1½ hours.
Wednesday 12 June. Jayne G has been advised that there is no need for a firm booking at Avon Valley Railway but we intend to arrange a visit for 12.00 noon.
Thursday 4 July. Arnos Vale Cemetery - Margaret Coote has booked a 10.30 am tour.
Redgrave Theatre. From the list of productions, the committee chose ‘The Pirates of Penzance’ on Saturday 23 March at 2.00 pm. Margaret Coote will try to book 16 seats for this performance.
Transport. Margaret Coote will contact Kingswood Community Transport to check availability for these three visits. Action S&FR Committee.
10. WEBSITE UPDATE
Up and running. Action Bruce.
11. AOB
DFHA QR Code is around the building for you to view the website, in the form of posters. Action Mel/Bruce/Zoe.
The Management Committee wish to thank the members of "War Games" for their purchase and installation of replacement racking in the storeroom, which replaced a variety of "storage units". It now looks professional and will be able to accommodate more than the previous configuration. It is much appreciated.
D&BHPC have now secured a new parish clerk, Kevin Spratt, who will begin on
Monday 1st March and shadow Angela Hocking for that month, until she retires at the end of March after 20 years... We still have two vacancies on parish council, if anyone wishes to apply, please
contact Angela Hocking on 0117 9567001 or, clerk@dbhparishcouncil.co.uk St. Augustine’s Catholic Church will be holding a special mass and afterwards a blessing for the newly installed defibrillator. Cllr. J. Biggin has been invited, as the parish council granted part of the cost for said defibrillator. Annual Parish Assembly will be held on Thursday 18th April, which will cover all aspects of our business 2023-2024, all are very welcome! 7.30pm-9pm, Badminton Road Methodist Church, Badminton Road, Downend. Information Cllr Janet Biggin.
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 4th March 2024 9.15 am.