12th May 2025
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
MONDAY 12TH MAY 2025
PRESENT
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, Mrs E Bendrey, Mr M Brown.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 7TH APRIL 2025.
The meeting agreed the Minutes to be a true representation, and the Vice Chairman signed the supplied copy.
3. REPORT ON IT.
New Switch box installed (some assistance from Smooth IT) this helps with the satiability of the Public Wi-Fi
Print issues also resolved with the above installation.
Back up of PCs (x2) to commence from end of May through Smooth IT.
Phone call recording - to be investigated through BT via on line portal. Action Martin
4. MATTERS ARISING FROM THE MANAGEMENT MEETING.
The potholes on entry to the car park have been repaired. Completed.
Lights in the Loft have been replaced. Completed
Mawdsley’s Tanker job (sewage tank clean) £959.52 Completed
Concorde Hall new lights work completed. Completed.
Lights in the Loft have been replaced. Completed.
5. CORRESPONDENCE
An email from National Trust thanking DFHA for the donation that Julia Kennett gave after her interesting talk about the Dyrham Estate.
Julia is prepared to take a group around and show the beautiful building in person on Monday 23rd June. More information in S&FR section.
A letter has been received from the DFHA Downend Family History Group to say that they will be leaving the DFHA at the end of July. Their group is extremely popular, and they have outgrown their allotted room (Wi-Fi issues plus Health and Safety requirements.) The Office could not offer the group a larger room on their preferred day. The Management Committee are sorry to see them leave but thank them for their long-standing support.
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.
Deep clean of the corridors, kitchen and coffee lounge booked July 29th, 2025. Action Zoe.
Kindergarten toilets - Concorde Hall
Another sink in the child’s toilets to be position directly under the extra soap dispenser. As children increase or toilet break for lunch and queuing for the wash hand routine – Ella thought an extra sink would be beneficial. MC Agreed
Another item with the kindergarten is the extra screens required, to separate the room.
These screens when not in use must be stored within the kindergarten private area. MC Agreed
TR19 certificate is required from June. MC Agreed
Accordial Wall Screen Partition – Service August 2025 Booked for Action Zoe
Regular weekly jobs for Maintenance Litter pick and leaves collection regular and ongoing. Also, hand gel dispensers’ maintenance keeps 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: The report is in.
Andrew will be getting a quote for 4 new Fire doors with surrounds. Ongoing Action Zoe/Andrew
8. ADMINISTRATION
The prospectus & Social Calendar 2025-26 are now available to collect from the Barn. Action Zoe
Waterbrook Church who use the DFHA on a Sunday, have made an enquiry if there were any vacancies on the Management Committee.
At the May MC meeting it was discussed and I will be contacting the group to invite a member to join the next meeting and see how our organization runs. Action Christine.
9. FINANCIAL REPORT
Current Financial Situation:
Deposit £55,198
Current Account £11,368
Total. £66,566.
We did receive £350 from HMRC in regards of the 140 members who signed up for Gift Aid during
the year ending 5th April 2025)
Significant Expenditure - > £500 (during March)
Apart from administration (monthly average £4,000), utilities (monthly average £1,000) and cleaning (monthly average £1,850), there were four expenditures in excess of £500:
AM Buildings (Potholes) - £987
Red Spark (Fire Survey) - £540
Mark Evans (Storeroom lights upstairs and downstairs) £605
Maudsleys (Sewage tank cleaning and service) £959.
Energy Survey (March 2024)
Following Mel’s letter to Dave Perry (SGC CEO), complaining that it had taken over a year and that we were getting no answers, Mel received a letter from Katrin Mathias stating that she never saw his letter to her, but that she would supply a full reply by Friday 9th May. For Information
BT Issues
A letter has been sent to BT, (14th April) reminding them of the issues we have experienced during the changing of the phone system to digital, also an invoice for £675 to cover our “lost hirings”, SmoothIT costs, and a new network switch.
No reply has yet been forthcoming Awaiting BT.
10. SOCIAL & FUND RAISING
Spring 2025
Speaker Morning
3rd April – Auctioneer. This was quite well attended, a good talk and valuations. £61 taken and £11 for refreshments.
1st May Speaker Morning with Merle Hosking talking about her experiences in Africa in the 1960s.
Autumn season commencing.
4th September with Dave Harknell talking about New Zealand.
2nd October Tim Mayo will give a talk entitled A Pantomime Dame.
7th June a Saturday– Barn Exhibition from 11 am – 3 pm. Refreshments available.
A Christmas Meal is to be investigated with AHM Catering at Staple Hill.
OUTINGS:
The Salisbury Flower Show is on Friday 18th May. Emma has organized this outing and there are still places on the coach.
Dyrham Park National Trust - Monday 23rd June at 10 am. Entrance Fee is £21, and parking is £2 for 2 hours or £4 for all day. Members have free entrance and parking so they will need to take their membership card. Use own transport to save costs. Jayne, Merle and Janet can give lifts.
To book – leave a message for Merle Tel: 0117 9575346.
Tyntesfield National Trust. Tuesday 8 July. £20 a day. £1 for an adults’ discount of 15 or more people. Jayne is making enquiries. Margaret is awaiting a reply from Kingswood Transport re: availability. The office will be asked to take bookings.
A Tea Dance led by Geoff Ward has been suggested. Ongoing enquiries.
Speaker Mornings entrance fee will increase to £3.50 in September.
CHRISTMAS MARKET. Saturday 15th November 2025. All Actions S&FR Committee.
11. WEBSITE UPDATE
Up and running. Prospectus is on the Web page. Action Bruce
12. AOB
Sports Pavilion, KGV Park now open for business! For bookings please contact Parish Clerk, Kevin Spratt, 0117 9567001.
clerk@dbhparishcouncil.co.uk or Chrisy DeNiro, pavilionmanager@dbhparishcoucil.co.uk
Visitors welcome to look around, just contact Kevin or Chrisy, as things can get busy…
Parish Council meetings will now be conducted in the new pavilion, so please use this opportunity to visit…. Our next Parish meeting will be on Thursday 15th May, 7pm.Entrance to the pavilion from Sutherland Avenue.
Saturday 21st June - Armed Forces Day, Page Park, 11-4pm
Saturday 12th July - Heathfest, Bromley Heath Playing Field, 10.30- 5pm
Information Cllr Janet Biggin
13. DATE AND TIME OF NEXT MEETING
Monday 2nd June 2025 9.15am
MANAGEMENT MEETING MINUTES
MONDAY 12TH MAY 2025
PRESENT
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, Mrs E Bendrey, Mr M Brown.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 7TH APRIL 2025.
The meeting agreed the Minutes to be a true representation, and the Vice Chairman signed the supplied copy.
3. REPORT ON IT.
New Switch box installed (some assistance from Smooth IT) this helps with the satiability of the Public Wi-Fi
Print issues also resolved with the above installation.
Back up of PCs (x2) to commence from end of May through Smooth IT.
Phone call recording - to be investigated through BT via on line portal. Action Martin
4. MATTERS ARISING FROM THE MANAGEMENT MEETING.
The potholes on entry to the car park have been repaired. Completed.
Lights in the Loft have been replaced. Completed
Mawdsley’s Tanker job (sewage tank clean) £959.52 Completed
Concorde Hall new lights work completed. Completed.
Lights in the Loft have been replaced. Completed.
5. CORRESPONDENCE
An email from National Trust thanking DFHA for the donation that Julia Kennett gave after her interesting talk about the Dyrham Estate.
Julia is prepared to take a group around and show the beautiful building in person on Monday 23rd June. More information in S&FR section.
A letter has been received from the DFHA Downend Family History Group to say that they will be leaving the DFHA at the end of July. Their group is extremely popular, and they have outgrown their allotted room (Wi-Fi issues plus Health and Safety requirements.) The Office could not offer the group a larger room on their preferred day. The Management Committee are sorry to see them leave but thank them for their long-standing support.
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.
Deep clean of the corridors, kitchen and coffee lounge booked July 29th, 2025. Action Zoe.
Kindergarten toilets - Concorde Hall
Another sink in the child’s toilets to be position directly under the extra soap dispenser. As children increase or toilet break for lunch and queuing for the wash hand routine – Ella thought an extra sink would be beneficial. MC Agreed
Another item with the kindergarten is the extra screens required, to separate the room.
These screens when not in use must be stored within the kindergarten private area. MC Agreed
TR19 certificate is required from June. MC Agreed
Accordial Wall Screen Partition – Service August 2025 Booked for Action Zoe
Regular weekly jobs for Maintenance Litter pick and leaves collection regular and ongoing. Also, hand gel dispensers’ maintenance keeps 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: The report is in.
Andrew will be getting a quote for 4 new Fire doors with surrounds. Ongoing Action Zoe/Andrew
8. ADMINISTRATION
The prospectus & Social Calendar 2025-26 are now available to collect from the Barn. Action Zoe
Waterbrook Church who use the DFHA on a Sunday, have made an enquiry if there were any vacancies on the Management Committee.
At the May MC meeting it was discussed and I will be contacting the group to invite a member to join the next meeting and see how our organization runs. Action Christine.
9. FINANCIAL REPORT
Current Financial Situation:
Deposit £55,198
Current Account £11,368
Total. £66,566.
We did receive £350 from HMRC in regards of the 140 members who signed up for Gift Aid during
the year ending 5th April 2025)
Significant Expenditure - > £500 (during March)
Apart from administration (monthly average £4,000), utilities (monthly average £1,000) and cleaning (monthly average £1,850), there were four expenditures in excess of £500:
AM Buildings (Potholes) - £987
Red Spark (Fire Survey) - £540
Mark Evans (Storeroom lights upstairs and downstairs) £605
Maudsleys (Sewage tank cleaning and service) £959.
Energy Survey (March 2024)
Following Mel’s letter to Dave Perry (SGC CEO), complaining that it had taken over a year and that we were getting no answers, Mel received a letter from Katrin Mathias stating that she never saw his letter to her, but that she would supply a full reply by Friday 9th May. For Information
BT Issues
A letter has been sent to BT, (14th April) reminding them of the issues we have experienced during the changing of the phone system to digital, also an invoice for £675 to cover our “lost hirings”, SmoothIT costs, and a new network switch.
No reply has yet been forthcoming Awaiting BT.
10. SOCIAL & FUND RAISING
Spring 2025
Speaker Morning
3rd April – Auctioneer. This was quite well attended, a good talk and valuations. £61 taken and £11 for refreshments.
1st May Speaker Morning with Merle Hosking talking about her experiences in Africa in the 1960s.
Autumn season commencing.
4th September with Dave Harknell talking about New Zealand.
2nd October Tim Mayo will give a talk entitled A Pantomime Dame.
7th June a Saturday– Barn Exhibition from 11 am – 3 pm. Refreshments available.
A Christmas Meal is to be investigated with AHM Catering at Staple Hill.
OUTINGS:
The Salisbury Flower Show is on Friday 18th May. Emma has organized this outing and there are still places on the coach.
Dyrham Park National Trust - Monday 23rd June at 10 am. Entrance Fee is £21, and parking is £2 for 2 hours or £4 for all day. Members have free entrance and parking so they will need to take their membership card. Use own transport to save costs. Jayne, Merle and Janet can give lifts.
To book – leave a message for Merle Tel: 0117 9575346.
Tyntesfield National Trust. Tuesday 8 July. £20 a day. £1 for an adults’ discount of 15 or more people. Jayne is making enquiries. Margaret is awaiting a reply from Kingswood Transport re: availability. The office will be asked to take bookings.
A Tea Dance led by Geoff Ward has been suggested. Ongoing enquiries.
Speaker Mornings entrance fee will increase to £3.50 in September.
CHRISTMAS MARKET. Saturday 15th November 2025. All Actions S&FR Committee.
11. WEBSITE UPDATE
Up and running. Prospectus is on the Web page. Action Bruce
12. AOB
Sports Pavilion, KGV Park now open for business! For bookings please contact Parish Clerk, Kevin Spratt, 0117 9567001.
clerk@dbhparishcouncil.co.uk or Chrisy DeNiro, pavilionmanager@dbhparishcoucil.co.uk
Visitors welcome to look around, just contact Kevin or Chrisy, as things can get busy…
Parish Council meetings will now be conducted in the new pavilion, so please use this opportunity to visit…. Our next Parish meeting will be on Thursday 15th May, 7pm.Entrance to the pavilion from Sutherland Avenue.
Saturday 21st June - Armed Forces Day, Page Park, 11-4pm
Saturday 12th July - Heathfest, Bromley Heath Playing Field, 10.30- 5pm
Information Cllr Janet Biggin
13. DATE AND TIME OF NEXT MEETING
Monday 2nd June 2025 9.15am