7th April 2025
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
MONDAY 7TH APRIL 2025
PRESENT
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, Mrs E Bendrey.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 3RD MARCH 2025.
The meeting agreed the Minutes to be a true representation, and the Vice Chairman signed the supplied copy.
3. REPORT ON IT.
Phone system now back and running - complaint and claim to be made by M. Brown to BT.
Waiting invoice from Smooth IT to add to claim - timeline of events will then be forward to Mel as
part of claim.
Some issue with Public Wi-Fi for the Page Room - under investigation.
MESH box system to be reviewed. With support being withdrawn for Windows 10 - Office PCs cannot
support Windows 11 .
PC Back up – Management Committee have agreed to continue with Smooth IT. Action Martin
4. MATTERS ARISING FROM THE MANAGEMENT MEETING.
The potholes on entry to the car park are getting larger. Aaron will repair these. Action Zoe.
The roof above Snooker and the Loft (part A of listed job) has been repaired. Completed.
The fire door opposite the maintenance room will be repaired for another year by maintenance.
Action Maintenance
5. CORRESPONDENCE
Notice from the Downend Flower Club that they are leaving at the end of July 2025. After many years as part of the Barn we are sorry to see them go.
6. 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.
Mawdsley’s Tanker job for next years’ service is in April 2026. Ongoing action Zoe
Deep clean of the corridors, kitchen and coffee lounge booked July 29th 2026. Action Zoe.
Concorde Hall new lights work completed. Completed.
Lights in the Loft have been replaced. Completed.
Regular weekly jobs for Maintenance Litter pick and leaves collection regular and ongoing. Also, hand gel dispensers’ maintenance keep them free flowing and filled. Litter sweep.
Various jobs completed.
Grass cutting and sticking down the carpet in the snooker room.
7. 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
Fire Risk Assessment 04/04/2025 Andrew & Zoe in attendance: They are awaiting the report.
Action Zoe/Andrew
8. ADMINISTRATION
We have a new volunteer in the Office on an alternative Wednesday afternoon. Welcome Sue Hartnell. Action Zoe.
9. FINANCIAL REPORT
Current Financial Situation:
Deposit. £55,918
Current Account £13,241
Total £69,159
Our savings account yearly interest of £1,557 was added to our current account this month
Significant Expenditure - > £500 (during March)
Apart from administration (monthly average £4,000), utilities (monthly average £1,000) and cleaning (monthly average £1,850), there has been one expenditure in excess of £500:
Nick Sheppard £2,150 – the second part (the completion) payment for work on the roof over the snooker room – the side adjacent to Overndale Road.
BT Issues
The swap to digital phones definitely did not go as planned. It was a disaster of being “phone-less” for a significant amount of time, then it was necessary to request help from SmoothIT. The total cost of this loss of use of our telephone system is anticipated at £250 per week. Ongoing Action Mel.
Cleaning Costs Increase.
Management Committee have decided to stay with GJ Treasure cleaning company despite the rise in costs. Closing Note.
New Deposit Account
The Management Committee approved the opening of a Redwood Bank 35 day Business Savings Account, and the closure of the current Monmouth Building Society Account (ref 168012). Action Mel.
10. SOCIAL & FUND RAISING
Spring 2025
Thursday Speaker Mornings
1st May Merle Hosking African experiences in the 1960s.
Outings
Salisbury Flower Show Friday May 18th £40
Merle suggested that an Outing to Dyrham Park may attract interest following Julia’s talk. It is National Trust property but very local so perhaps transport could be shared to keep costs down.
A visit to Tyntesfield , again a National Trust property, which is a reasonable distance to travel and has not been visited for some time. There is now a bus to the house and other areas.
CHRISTMAS MARKET. Saturday 15th November 2025.
A Christmas lunch. Jayne to make enquiries to R.H.M. catering.
PUBLICITY
No response to request for committee members or Secretary.
Exhibition of Barn clubs on Saturday 7th June. Note in club folders. All Actions S&FR Committee.
11. WEBSITE UPDATE
Up and running. Action Bruce.
12. AOB
Thursday 24th April - Parish Annual Assembly, 7pm, Badminton Road Methodist
Church, Badminton Road, Downend. Everyone Welcome - come and hear what we
have been busy doing over the past year!
Sports Pavilion KGV Park - the Parish Council will be given the keys later this week &
hope to have it open later this month or early in May. Anyone who wishes to make
enquiries about hiring a room or any sports activities, please contact our parish clerk,
Kevin Spratt, 0117 9567001 or: clerk@dbhparishcouncil.co.uk
Saturday 21st June - Armed Forces Day, Page Park, 11-4pm
Saturday 13th July - Heathfest, Bromley Heath Playing Field, 10.30- 5pm
Information Cllr Janet Biggin
13. DATE AND TIME OF NEXT MEETING
Monday 12th May 2025 9.15am
MANAGEMENT MEETING MINUTES
MONDAY 7TH APRIL 2025
PRESENT
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, Mrs E Bendrey.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 3RD MARCH 2025.
The meeting agreed the Minutes to be a true representation, and the Vice Chairman signed the supplied copy.
3. REPORT ON IT.
Phone system now back and running - complaint and claim to be made by M. Brown to BT.
Waiting invoice from Smooth IT to add to claim - timeline of events will then be forward to Mel as
part of claim.
Some issue with Public Wi-Fi for the Page Room - under investigation.
MESH box system to be reviewed. With support being withdrawn for Windows 10 - Office PCs cannot
support Windows 11 .
PC Back up – Management Committee have agreed to continue with Smooth IT. Action Martin
4. MATTERS ARISING FROM THE MANAGEMENT MEETING.
The potholes on entry to the car park are getting larger. Aaron will repair these. Action Zoe.
The roof above Snooker and the Loft (part A of listed job) has been repaired. Completed.
The fire door opposite the maintenance room will be repaired for another year by maintenance.
Action Maintenance
5. CORRESPONDENCE
Notice from the Downend Flower Club that they are leaving at the end of July 2025. After many years as part of the Barn we are sorry to see them go.
6. 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.
Mawdsley’s Tanker job for next years’ service is in April 2026. Ongoing action Zoe
Deep clean of the corridors, kitchen and coffee lounge booked July 29th 2026. Action Zoe.
Concorde Hall new lights work completed. Completed.
Lights in the Loft have been replaced. Completed.
Regular weekly jobs for Maintenance Litter pick and leaves collection regular and ongoing. Also, hand gel dispensers’ maintenance keep them free flowing and filled. Litter sweep.
Various jobs completed.
Grass cutting and sticking down the carpet in the snooker room.
7. 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
Fire Risk Assessment 04/04/2025 Andrew & Zoe in attendance: They are awaiting the report.
Action Zoe/Andrew
8. ADMINISTRATION
We have a new volunteer in the Office on an alternative Wednesday afternoon. Welcome Sue Hartnell. Action Zoe.
9. FINANCIAL REPORT
Current Financial Situation:
Deposit. £55,918
Current Account £13,241
Total £69,159
Our savings account yearly interest of £1,557 was added to our current account this month
Significant Expenditure - > £500 (during March)
Apart from administration (monthly average £4,000), utilities (monthly average £1,000) and cleaning (monthly average £1,850), there has been one expenditure in excess of £500:
Nick Sheppard £2,150 – the second part (the completion) payment for work on the roof over the snooker room – the side adjacent to Overndale Road.
BT Issues
The swap to digital phones definitely did not go as planned. It was a disaster of being “phone-less” for a significant amount of time, then it was necessary to request help from SmoothIT. The total cost of this loss of use of our telephone system is anticipated at £250 per week. Ongoing Action Mel.
Cleaning Costs Increase.
Management Committee have decided to stay with GJ Treasure cleaning company despite the rise in costs. Closing Note.
New Deposit Account
The Management Committee approved the opening of a Redwood Bank 35 day Business Savings Account, and the closure of the current Monmouth Building Society Account (ref 168012). Action Mel.
10. SOCIAL & FUND RAISING
Spring 2025
Thursday Speaker Mornings
1st May Merle Hosking African experiences in the 1960s.
Outings
Salisbury Flower Show Friday May 18th £40
Merle suggested that an Outing to Dyrham Park may attract interest following Julia’s talk. It is National Trust property but very local so perhaps transport could be shared to keep costs down.
A visit to Tyntesfield , again a National Trust property, which is a reasonable distance to travel and has not been visited for some time. There is now a bus to the house and other areas.
CHRISTMAS MARKET. Saturday 15th November 2025.
A Christmas lunch. Jayne to make enquiries to R.H.M. catering.
PUBLICITY
No response to request for committee members or Secretary.
Exhibition of Barn clubs on Saturday 7th June. Note in club folders. All Actions S&FR Committee.
11. WEBSITE UPDATE
Up and running. Action Bruce.
12. AOB
Thursday 24th April - Parish Annual Assembly, 7pm, Badminton Road Methodist
Church, Badminton Road, Downend. Everyone Welcome - come and hear what we
have been busy doing over the past year!
Sports Pavilion KGV Park - the Parish Council will be given the keys later this week &
hope to have it open later this month or early in May. Anyone who wishes to make
enquiries about hiring a room or any sports activities, please contact our parish clerk,
Kevin Spratt, 0117 9567001 or: clerk@dbhparishcouncil.co.uk
Saturday 21st June - Armed Forces Day, Page Park, 11-4pm
Saturday 13th July - Heathfest, Bromley Heath Playing Field, 10.30- 5pm
Information Cllr Janet Biggin
13. DATE AND TIME OF NEXT MEETING
Monday 12th May 2025 9.15am