4th March 2024
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 4th March 2024
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.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 5TH FEBRUARY 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
Attention to the Fire door in Page room work to start soon. Action Zoe
New Office Filing Cabinet. Done
Bluetooth Speaker added to amp box – for Jubilee Hall only. Working well.
4. CORRESPONDENCE
Nothing.
5.PROPERTY & MANAGEMENT
The Maintenance Review document was issued to the attendees and discussed. Copies are available on the notice boards. This review document identifies all the outstanding actions needed, however the following are highlighted as requiring urgent attention:
Telephones are becoming an issue – Replacement set of 3 required, with an answerphone system.
Fire door & Exit doors.
Building Voids, Internal and External.
Chairs in the building renewed/ recovered.
Energy Survey 6/03/24.
Office needs total redecoration. All work actioned Zoe
Regular weekly jobs for Maintenance Litter pick and leaf collection regular and ongoing. Also, hand gel dispensers maintenance to keep free flowing and fill when required. Replace paper towels & refill the Antibacterial spray bottles – funnel provided. Litter sweep.
Jobs undertaken by the Maintenance Team
Road Paint and Brushes required at a cost £39.90 for paint.
6. FIRE & SAFETY
Fire Alarm tests done weekly. Action Zoe
Fire Risk Assessment to be made by outside company. Action Zoe
7. ADMINISTRATION
Problems with Emails arriving on the Office computers are being addressed. Action Mel/Zoe/Martin
8. Financial Report.
Current Financial Situation :
Deposit £61,725
Current Account £13,171
Total £74,896
Significant Expenditure - > £500 (since the end of December)
Apart from salaries, utilities and cleaning, there has been one expenditure in excess of £500.
£678 Repair/ replacement of Saniflow motor.
This brings over £1000 the cost of the resolving of the Saniflow warning light. (last month £500 for checking the drainage run for blockages)
(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 has distributed to all clubs the issue of Rules.
Secretary to initiate the change of Constitution into the AGM in November Action / Christine
9. SOCIAL & FUND RAISING
Speaker Morning
Thursday 4th April, ‘HAPPY HANDBAG’ Helping Women in Crisis, by Jeanne Long.
Talk £3 – Coffee extra. Doors open at 10.15am Talk from 10.45 – 11.45.
Outings 2024
Bookings at the Office.
Tuesday 14th May. Bristol Blue Glass. Leaving the Barn at 1.00 pm, Leaving Venue 4.00pm, £16 with Bus pass + £2 without Bus pass.
Sunday 16th June. Avon Valley Railway Travel on a Steam Train for 55 minutes with a cream tea served on route. Departing from the Barn 1.45pm. Leaving the Venue 4.00pm. £25 with Bus pass
Thursday 4th July. Arnos Vale Cemetery – Departing the Barn 9.30am. Leaving the Venue 1.30pm. £16 with Bus pass + £2 without Bus. Action S&FR Committee.
10. WEBSITE UPDATE
Up and running. Action Bruce
11. AOB
CHAP – Family History Walk, as we did for the year 8’s from Downend School in 2022 & 2023. This will be a walk of about 45 minutes around the ‘top’ of Downend, (so no hills), meeting at the War Memorial on Saturday 11th May, at 10am. This will be an interesting walk taking in some of the historical things/places/buildings from yesteryear. It will be led by Nick Smith, Downend School & Michael Gorely, Historic England, who can also answer your questions.
Parish Annual Assembly – Thursday 18th April, Badminton Road Methodist Church, Badminton Road, Downend, 7.30-9pm, where we will be detailing our work over the past year &, acknowledge 3 ‘Parish Champions’, who we feel have served our community well.
Easter Egg Trail – here in Downend between 25th March-6th April, so look out for the paintings of Easter eggs in the participating shops.
New Toilets Page Park – work will begin today (4th March) on the new toilets in the park, these will consist of 2 accessible ones & one called Changing Lives, which includes a shower & couch, for people with disabilities.
Saturday 6th July – a Party in the Park to celebrate 25 years of the work carried out to what the park is today &, do please bring family & friends, plus a picnic – enjoy!
Billy Kart Derby Day – this was such a success last year that this will be an annual event from now on in Page Park, Saturday 7th September – will confirm the time at a later date.
Green Spaces Meeting – Tuesday 19th March, Bean Tree Café, Page Park, 7pm – lots of things now happening around not just here in South Glos, but everywhere. Information Cllr Janet Biggin.
DFHA will have an ENERGY BENCHMARKING SURVEY done. Guidance from South Gloucester council.
12. DATE AND TIME OF NEXT MEETING
Monday 8th April 2024 9.15 am.
MANAGEMENT MEETING MINUTES
Monday 4th March 2024
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.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 5TH FEBRUARY 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
Attention to the Fire door in Page room work to start soon. Action Zoe
New Office Filing Cabinet. Done
Bluetooth Speaker added to amp box – for Jubilee Hall only. Working well.
4. CORRESPONDENCE
Nothing.
5.PROPERTY & MANAGEMENT
The Maintenance Review document was issued to the attendees and discussed. Copies are available on the notice boards. This review document identifies all the outstanding actions needed, however the following are highlighted as requiring urgent attention:
Telephones are becoming an issue – Replacement set of 3 required, with an answerphone system.
Fire door & Exit doors.
Building Voids, Internal and External.
Chairs in the building renewed/ recovered.
Energy Survey 6/03/24.
Office needs total redecoration. All work actioned Zoe
Regular weekly jobs for Maintenance Litter pick and leaf collection regular and ongoing. Also, hand gel dispensers maintenance to keep free flowing and fill when required. Replace paper towels & refill the Antibacterial spray bottles – funnel provided. Litter sweep.
Jobs undertaken by the Maintenance Team
Road Paint and Brushes required at a cost £39.90 for paint.
6. FIRE & SAFETY
Fire Alarm tests done weekly. Action Zoe
Fire Risk Assessment to be made by outside company. Action Zoe
7. ADMINISTRATION
Problems with Emails arriving on the Office computers are being addressed. Action Mel/Zoe/Martin
8. Financial Report.
Current Financial Situation :
Deposit £61,725
Current Account £13,171
Total £74,896
Significant Expenditure - > £500 (since the end of December)
Apart from salaries, utilities and cleaning, there has been one expenditure in excess of £500.
£678 Repair/ replacement of Saniflow motor.
This brings over £1000 the cost of the resolving of the Saniflow warning light. (last month £500 for checking the drainage run for blockages)
(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 has distributed to all clubs the issue of Rules.
Secretary to initiate the change of Constitution into the AGM in November Action / Christine
9. SOCIAL & FUND RAISING
Speaker Morning
Thursday 4th April, ‘HAPPY HANDBAG’ Helping Women in Crisis, by Jeanne Long.
Talk £3 – Coffee extra. Doors open at 10.15am Talk from 10.45 – 11.45.
Outings 2024
Bookings at the Office.
Tuesday 14th May. Bristol Blue Glass. Leaving the Barn at 1.00 pm, Leaving Venue 4.00pm, £16 with Bus pass + £2 without Bus pass.
Sunday 16th June. Avon Valley Railway Travel on a Steam Train for 55 minutes with a cream tea served on route. Departing from the Barn 1.45pm. Leaving the Venue 4.00pm. £25 with Bus pass
Thursday 4th July. Arnos Vale Cemetery – Departing the Barn 9.30am. Leaving the Venue 1.30pm. £16 with Bus pass + £2 without Bus. Action S&FR Committee.
10. WEBSITE UPDATE
Up and running. Action Bruce
11. AOB
CHAP – Family History Walk, as we did for the year 8’s from Downend School in 2022 & 2023. This will be a walk of about 45 minutes around the ‘top’ of Downend, (so no hills), meeting at the War Memorial on Saturday 11th May, at 10am. This will be an interesting walk taking in some of the historical things/places/buildings from yesteryear. It will be led by Nick Smith, Downend School & Michael Gorely, Historic England, who can also answer your questions.
Parish Annual Assembly – Thursday 18th April, Badminton Road Methodist Church, Badminton Road, Downend, 7.30-9pm, where we will be detailing our work over the past year &, acknowledge 3 ‘Parish Champions’, who we feel have served our community well.
Easter Egg Trail – here in Downend between 25th March-6th April, so look out for the paintings of Easter eggs in the participating shops.
New Toilets Page Park – work will begin today (4th March) on the new toilets in the park, these will consist of 2 accessible ones & one called Changing Lives, which includes a shower & couch, for people with disabilities.
Saturday 6th July – a Party in the Park to celebrate 25 years of the work carried out to what the park is today &, do please bring family & friends, plus a picnic – enjoy!
Billy Kart Derby Day – this was such a success last year that this will be an annual event from now on in Page Park, Saturday 7th September – will confirm the time at a later date.
Green Spaces Meeting – Tuesday 19th March, Bean Tree Café, Page Park, 7pm – lots of things now happening around not just here in South Glos, but everywhere. Information Cllr Janet Biggin.
DFHA will have an ENERGY BENCHMARKING SURVEY done. Guidance from South Gloucester council.
12. DATE AND TIME OF NEXT MEETING
Monday 8th April 2024 9.15 am.