3rd March 2025
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
MONDAY 3RD MARCH 2025
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. Mr M Brown.
1. APOLOGIES
Cllr L Brennan,
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 3RD FEBRUARY 2025.
The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied copy.
3. MATTERS ARISING FROM THE MANAGEMENT MEETING.
From the April Management Committee meeting there will be a report from Mr Martin Bailey on IT matters. Action Martin.
The fire door opposite the maintenance room will be repaired for another year by maintenance. Action Maintenance
4. CORRESPONDENCE
None.
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:
Hygiene Advice.
Please sanitize hands where possible and clean tables after use.
Wash hands regularly.
Clubs if you are unwell, please don’t attend and spread the virus, wear a mask to cover your mouth and nose.
Potholes
Zoe has noticed that the pothole on entry to the car park was getting larger.
Aaron has identified 9 potholes Ongoing Action Zoe.
Roof
Part A only on the side of Overndale Road. Storage in the loft space will be covered and War
Games have been advised.
Due to weather and things beyond our control work may have been delayed. Zoe is in touch with Nick Sheppard and awaiting a text for the next stage. Awaiting Scaffolding Action Zoe
Mawdsley’s Tanker job for this years’ service in May is £639.00 plus VAT Ongoing action Zoe
Regular weekly jobs for Maintenance
Litter pick and leaf collection.
6. FIRE & SAFETY
Fire Alarm tests weekly. Action Zoe
Monthly light test (Zoe can only do the remote control as the others are done by DS Security.)
Staff Training for Fire Alarm tests. Ongoing Action Zoe
Management Committee has requested a new Fire Risk Assessment to be carried out Action Zoe/Andrew
It is proving difficult to obtain quotes for new Fire Doors. Action Andrew
7. ADMINISTRATION
DFHA Members wishing to book a room for a party will have a 10% discount.
Clubs wishing to pay fees after February 2026, the fee will be half price.
Lost key policy. There will be no refund. New keys charged at full price. All action Zoe
8. FINANCIAL REPORT
Current Financial Situation:
Deposit £53,641
Current Account £14,480
Total £68,121
Our reserves are roughly the same as last month, primarily due to only having one significant additional expenditure.
Significant expenditure - > £500 (during February)
Apart from administration costs (monthly average £4,000), utilities (monthly average £1,000) and cleaning (monthly average £1,850), there has been one expenditure in excess £500.
AM Buildings £657 for roof work.
Complaints Procedure.
A complaints procedure document is within the DFHA office. Management Committee
Deposit Account Interest Rate
Mel to review interest rates with other Banks.
9. SOCIAL & FUND RAISING
Spring 2025
Thursday Speaker Mornings
6th March Julia Kennett Dyrham Park
3?d April Philip Taubenheim Wotton Auction Rooms Auctioneer Talk and valuations.
1st May Merle Hosking African experiences in the 1960s.
Outings
1. Salisbury Flower Show Friday May 18th £40
2.A lunch at Sandringham pub. following a ‘Speaker’ morning.
CHRISTMAS MARKET. Saturday 15th November 2025.
Publicity
Merle has prepared an appeal notice for volunteers particularly requesting a person who could fill the secretarial vacancy. All Actions S&FR Committee.
10. WEBSITE UPDATE
Up and running.
Bruce will take new photographs of Concorde Hall. All action Bruce
11. AOB
The Sunday Markets in Downend have been confirmed as:
Easter Sunday – 6th April
Summer – Sunday 13th July
Autumn – Sunday 12th October
Christmas – Sunday 14th December
M4 motorway closed between junctions 18 and 19 from Friday 21st - Monday 24th March, to allow the
Bridge on the Badminton Road to be demolished.
March 2026 - the bridge will be OPEN!
100,000 vehicles use the M4 each day.
Annual Parish Assembly - Thursday 24th April, 7pm at Badminton Road
Methodist Church, Badminton Road. EVERYONE WELCOME!
Heathfest - Saturday 12th July, 11.30-7pm, Bromley Heath Playing Field. Information Cllr Janet Biggin
12. DATE AND TIME OF NEXT MEETING
Monday 7th April 2025 9.15am
MANAGEMENT MEETING MINUTES
MONDAY 3RD MARCH 2025
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. Mr M Brown.
1. APOLOGIES
Cllr L Brennan,
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 3RD FEBRUARY 2025.
The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied copy.
3. MATTERS ARISING FROM THE MANAGEMENT MEETING.
From the April Management Committee meeting there will be a report from Mr Martin Bailey on IT matters. Action Martin.
The fire door opposite the maintenance room will be repaired for another year by maintenance. Action Maintenance
4. CORRESPONDENCE
None.
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:
Hygiene Advice.
Please sanitize hands where possible and clean tables after use.
Wash hands regularly.
Clubs if you are unwell, please don’t attend and spread the virus, wear a mask to cover your mouth and nose.
Potholes
Zoe has noticed that the pothole on entry to the car park was getting larger.
Aaron has identified 9 potholes Ongoing Action Zoe.
Roof
Part A only on the side of Overndale Road. Storage in the loft space will be covered and War
Games have been advised.
Due to weather and things beyond our control work may have been delayed. Zoe is in touch with Nick Sheppard and awaiting a text for the next stage. Awaiting Scaffolding Action Zoe
Mawdsley’s Tanker job for this years’ service in May is £639.00 plus VAT Ongoing action Zoe
Regular weekly jobs for Maintenance
Litter pick and leaf collection.
6. FIRE & SAFETY
Fire Alarm tests weekly. Action Zoe
Monthly light test (Zoe can only do the remote control as the others are done by DS Security.)
Staff Training for Fire Alarm tests. Ongoing Action Zoe
Management Committee has requested a new Fire Risk Assessment to be carried out Action Zoe/Andrew
It is proving difficult to obtain quotes for new Fire Doors. Action Andrew
7. ADMINISTRATION
DFHA Members wishing to book a room for a party will have a 10% discount.
Clubs wishing to pay fees after February 2026, the fee will be half price.
Lost key policy. There will be no refund. New keys charged at full price. All action Zoe
8. FINANCIAL REPORT
Current Financial Situation:
Deposit £53,641
Current Account £14,480
Total £68,121
Our reserves are roughly the same as last month, primarily due to only having one significant additional expenditure.
Significant expenditure - > £500 (during February)
Apart from administration costs (monthly average £4,000), utilities (monthly average £1,000) and cleaning (monthly average £1,850), there has been one expenditure in excess £500.
AM Buildings £657 for roof work.
Complaints Procedure.
A complaints procedure document is within the DFHA office. Management Committee
Deposit Account Interest Rate
Mel to review interest rates with other Banks.
9. SOCIAL & FUND RAISING
Spring 2025
Thursday Speaker Mornings
6th March Julia Kennett Dyrham Park
3?d April Philip Taubenheim Wotton Auction Rooms Auctioneer Talk and valuations.
1st May Merle Hosking African experiences in the 1960s.
Outings
1. Salisbury Flower Show Friday May 18th £40
2.A lunch at Sandringham pub. following a ‘Speaker’ morning.
CHRISTMAS MARKET. Saturday 15th November 2025.
Publicity
Merle has prepared an appeal notice for volunteers particularly requesting a person who could fill the secretarial vacancy. All Actions S&FR Committee.
10. WEBSITE UPDATE
Up and running.
Bruce will take new photographs of Concorde Hall. All action Bruce
11. AOB
The Sunday Markets in Downend have been confirmed as:
Easter Sunday – 6th April
Summer – Sunday 13th July
Autumn – Sunday 12th October
Christmas – Sunday 14th December
M4 motorway closed between junctions 18 and 19 from Friday 21st - Monday 24th March, to allow the
Bridge on the Badminton Road to be demolished.
March 2026 - the bridge will be OPEN!
100,000 vehicles use the M4 each day.
Annual Parish Assembly - Thursday 24th April, 7pm at Badminton Road
Methodist Church, Badminton Road. EVERYONE WELCOME!
Heathfest - Saturday 12th July, 11.30-7pm, Bromley Heath Playing Field. Information Cllr Janet Biggin
12. DATE AND TIME OF NEXT MEETING
Monday 7th April 2025 9.15am