2nd June 2025
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
MONDAY 2ND JUNE 2025
PRESENT
Mrs E Bendrey, Mrs M Hosking, Mrs C Bilella, Mr A Clements, Mr B Gibbs, Cllr J Biggin, Mrs J Kennett. Mr M Brown.
1. APOLOGIES
Cllr L Brennan, Mrs Z Tanner.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 12TH MAY 2025.
The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied copy.
3. REPORT ON IT.
Awaiting date for Smooth IT for PC back Up (not actioned before due to holidays)
Reported add pop up on volunteer's PC to Smooth IT for resolution
Still issues with Page Room Wi-Fi will discuss with Paul at Smooth IT.
Will refer costings before any actions agreed . Action Martin.
4. MATTERS ARISING FROM THE MANAGEMENT MEETING.
Kindergarten toilets - Concorde Hall
Another sink in the child’s toilets to be positioned 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. Awaiting quote Action Zoe
Accordial Wall Screen Partition – Service August 2025 Booked for 31/07/25. Action Zoe
5. CORRESPONDENCE
None.
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.
P.A.T. Testing is ongoing within the building. Action Zoe/Martin.
Gas Central Heating Certificate 1/08/202 required yearly service. 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.
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
Evacuation tests for the Kindergarten to be arranged. Action Zoe
8. ADMINISTRATION
The prospectus & Social Calendar 2025-2026 are now available to collect from the Barn. Action Zoe
9. FINANCIAL REPORT
Current Financial Situation:
Deposit £40,000
Current Account £24,077
Total £64,077
(Change from last month – reduction of £2,489)
Significant Expenditure - > £500 (during May)
Apart from administration (monthly average £4,000), utilities (monthly average £1,000) and cleaning (monthly average £1,850), there were two expenditures in excess of £500:
Cleeve Singers £620 (pianist costs)
DB Security - £503 (replacement of three exit box emergency lights)
Energy Survey (March 2024)
No formal reply has been received to the letters sent to SGC, however a SGC Building Representative arrived to carry out a review of our lighting. It was suggested that SGC would be likely to pay for the replacement of any non-LED lights with LEDs. (We were asked to obtain a quotation for this work from Mark Evans, and Zoe has arranged this) For Information
BT Issues
Following letters to BT Business Complaints on 27th Feb, 6th March and 14th April, to which there has been no reply, a letter has been sent to BT’s customer service Manager (21st May), reminding them of the issues we have experienced during the changing of the phone system to digital, and also an invoice for £675 to cover our “lost hirings”, SmoothIT costs, and a new network switch. This letter was “signed for” at BT on 28th May.
Mel proposed that after a suitable period, (4 weeks), if there is still no reply, then the complaints/claim will be escalated to BT’s CEO. Awaiting BT
10. SOCIAL & FUND RAISING
Spring 2025
Speaker Morning
1st May Speaker Morning with Merle Hosking talking about her experiences in Africa in the 1960s. £18 taken.
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 will be held Tuesday 9th December at DFHA with AHM Catering £20 for two courses.
Office bookings nearer the time. BYO drinks.
OUTINGS:
Julia Kennett will be available to take a party around the building of Dyrham Park.
Dyrham Park National Trust Monday 23rd June at 10 am. Entrance Fee is £21, parking is £2 for
2 hours £4 all day. Members have free entrance and parking so take their membership.
Cards. Use own transport to save costs. Jayne, Merle and Janet can give lifts.
To book – leave a message for Merle Tel: 0117 9575346.
Tyntesfield N.T. Tuesday 8th July £30 for entrance and transport. Members free entrance £10 for transport with Kingswood Transport. Leave Barn 9.30am, return 3pm. Bookings at Office, thank you staff.
A Tea Dance led by Geoff Ward has been suggested for the 3rd October. Charges £5pp. Refreshments extra. .More information to follow Ongoing .
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
Sunday Market, Downend High Street, 13th July, 11-3pm
The New Sports Pavilion, KGV Park, now open for business and welcomes visitors, but please avoid Mondays, as they are incredibly busy. Entrance on Sutherland Avenue.
There is an article in the June edition of Downend Voice, detailing contact numbers and information on room hires.
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 7th July 2025 9.15am
MANAGEMENT MEETING MINUTES
MONDAY 2ND JUNE 2025
PRESENT
Mrs E Bendrey, Mrs M Hosking, Mrs C Bilella, Mr A Clements, Mr B Gibbs, Cllr J Biggin, Mrs J Kennett. Mr M Brown.
1. APOLOGIES
Cllr L Brennan, Mrs Z Tanner.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 12TH MAY 2025.
The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied copy.
3. REPORT ON IT.
Awaiting date for Smooth IT for PC back Up (not actioned before due to holidays)
Reported add pop up on volunteer's PC to Smooth IT for resolution
Still issues with Page Room Wi-Fi will discuss with Paul at Smooth IT.
Will refer costings before any actions agreed . Action Martin.
4. MATTERS ARISING FROM THE MANAGEMENT MEETING.
Kindergarten toilets - Concorde Hall
Another sink in the child’s toilets to be positioned 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. Awaiting quote Action Zoe
Accordial Wall Screen Partition – Service August 2025 Booked for 31/07/25. Action Zoe
5. CORRESPONDENCE
None.
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.
P.A.T. Testing is ongoing within the building. Action Zoe/Martin.
Gas Central Heating Certificate 1/08/202 required yearly service. 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.
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
Evacuation tests for the Kindergarten to be arranged. Action Zoe
8. ADMINISTRATION
The prospectus & Social Calendar 2025-2026 are now available to collect from the Barn. Action Zoe
9. FINANCIAL REPORT
Current Financial Situation:
Deposit £40,000
Current Account £24,077
Total £64,077
(Change from last month – reduction of £2,489)
Significant Expenditure - > £500 (during May)
Apart from administration (monthly average £4,000), utilities (monthly average £1,000) and cleaning (monthly average £1,850), there were two expenditures in excess of £500:
Cleeve Singers £620 (pianist costs)
DB Security - £503 (replacement of three exit box emergency lights)
Energy Survey (March 2024)
No formal reply has been received to the letters sent to SGC, however a SGC Building Representative arrived to carry out a review of our lighting. It was suggested that SGC would be likely to pay for the replacement of any non-LED lights with LEDs. (We were asked to obtain a quotation for this work from Mark Evans, and Zoe has arranged this) For Information
BT Issues
Following letters to BT Business Complaints on 27th Feb, 6th March and 14th April, to which there has been no reply, a letter has been sent to BT’s customer service Manager (21st May), reminding them of the issues we have experienced during the changing of the phone system to digital, and also an invoice for £675 to cover our “lost hirings”, SmoothIT costs, and a new network switch. This letter was “signed for” at BT on 28th May.
Mel proposed that after a suitable period, (4 weeks), if there is still no reply, then the complaints/claim will be escalated to BT’s CEO. Awaiting BT
10. SOCIAL & FUND RAISING
Spring 2025
Speaker Morning
1st May Speaker Morning with Merle Hosking talking about her experiences in Africa in the 1960s. £18 taken.
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 will be held Tuesday 9th December at DFHA with AHM Catering £20 for two courses.
Office bookings nearer the time. BYO drinks.
OUTINGS:
Julia Kennett will be available to take a party around the building of Dyrham Park.
Dyrham Park National Trust Monday 23rd June at 10 am. Entrance Fee is £21, parking is £2 for
2 hours £4 all day. Members have free entrance and parking so take their membership.
Cards. Use own transport to save costs. Jayne, Merle and Janet can give lifts.
To book – leave a message for Merle Tel: 0117 9575346.
Tyntesfield N.T. Tuesday 8th July £30 for entrance and transport. Members free entrance £10 for transport with Kingswood Transport. Leave Barn 9.30am, return 3pm. Bookings at Office, thank you staff.
A Tea Dance led by Geoff Ward has been suggested for the 3rd October. Charges £5pp. Refreshments extra. .More information to follow Ongoing .
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
Sunday Market, Downend High Street, 13th July, 11-3pm
The New Sports Pavilion, KGV Park, now open for business and welcomes visitors, but please avoid Mondays, as they are incredibly busy. Entrance on Sutherland Avenue.
There is an article in the June edition of Downend Voice, detailing contact numbers and information on room hires.
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 7th July 2025 9.15am