7th July 2025
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
MONDAY 7TH JULY 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, Mrs Z Tanner.
Observer Mr Luke Goodway.
1. APOLOGIES
Cllr L Brennan,
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 2ND JUNE 2025.
The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied copy.
3. REPORT ON IT.
Back up PC's to be completed by the office weekly - Friday Midday.
(Extra back up to be held off site)
Wi-Fi issues still to be resolved .
Awaiting visit from BT to install new Public Wi-Fi system to cover the whole Barn.7/07/25. Action Martin.
4. MATTERS ARISING FROM THE MANAGEMENT MEETING. Kindergarten toilets - Concorde Hall
The group agreed to paying £300 towards the cost of a new sink. Action Zoe.
Accordial Wall Screen Partition – Service August 2025 Booked for 31/07/25. Action Zoe.
Deep clean of the corridors, kitchen and coffee lounge booked July 29th, 2025. Action Zoe.
Gas Central Heating Certificate required yearly service, appointment booked 4/08/25. 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.
P.A.T. Testing is ongoing within the building. Action Zoe/Martin.
Chair Ferrers – rubber feet on chairs. Action Martin.
Energy Survey 6/03/24 2nd visit 9/04/24
On Thursday the 22/05/25 visit from Chris Knight
A quote for all lights left on the programme to be changed to LED to conform to the whole
building internal and external. This quote will then be passed to SGC. Zoe awaiting quotes.
Regular weekly jobs for Maintenance Litter pick and leaves collection regular and ongoing. Also, hand gel dispensers 5maintenance 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
Sum up machine – several issues with the docking station, it is three years old.
Action is needed to get the equipment working. Action Martin.
9. FINANCIAL REPORT
Current Financial Situation :
Deposit. £40,000
Current Account £28,467
Total £68,467
This month we received two months of “full money” from the Preschool >£2K, and there were no significant expenditures. However we are about £7K down on our position from the beginning of our year.
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 no expenditures in excess of £500
BT Issue (More Good News)
Following the escalation of our BT issue to the CEO, a more than satisfactory offer from BT has been accepted.
Closing Note
10. SOCIAL & FUND RAISING
Speaker Morning
Autumn season commencing.
4th September with Dave Harknell talking about New Zealand.
2nd October Tim Mayo will give a talk entitled A Pantomime Dame.
4th December Ben and friends on the Ukaleli
Speaker Mornings entrance fee will increase to £3.50 in September.
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 on the 23rd June took a couple of interested DFHA Members to Dyrham Park and gave them a personal guided tour ( she is a National Trust volunteer) Very pleasant time was had by all.
Tyntesfield N.T. Tuesday 8th July . This trip was cancelled due to lack of interest.
A Tea Dance led by Geoff Ward has been suggested for the 3rd October. Charges £5pp. Refreshments extra. .More information to follow Ongoing .
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
Heathfest, Saturday 12th July 11.30-7pm, Bromley Heath Playing Field.
Market on the High Street, Sunday 13th July, 11-3pm, Downend village.
Grand Official Opening of the new Pavilion, KGV Park, Sunday 10th August, 10-2pm
we have 20 stalls and refreshments on sale, so do come to look around our lovely
Pavilion just to see the wonderful facilities we now have here in our community!
Entrance on Sutherland Avenue. There is an article in the June edition of Downend Voice, detailing contact numbers and information on room hires. Information Cllr Janet Biggin
13. DATE AND TIME OF NEXT MEETING
Monday 8th September 2025 9.15am
MANAGEMENT MEETING MINUTES
MONDAY 7TH JULY 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, Mrs Z Tanner.
Observer Mr Luke Goodway.
1. APOLOGIES
Cllr L Brennan,
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 2ND JUNE 2025.
The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied copy.
3. REPORT ON IT.
Back up PC's to be completed by the office weekly - Friday Midday.
(Extra back up to be held off site)
Wi-Fi issues still to be resolved .
Awaiting visit from BT to install new Public Wi-Fi system to cover the whole Barn.7/07/25. Action Martin.
4. MATTERS ARISING FROM THE MANAGEMENT MEETING. Kindergarten toilets - Concorde Hall
The group agreed to paying £300 towards the cost of a new sink. Action Zoe.
Accordial Wall Screen Partition – Service August 2025 Booked for 31/07/25. Action Zoe.
Deep clean of the corridors, kitchen and coffee lounge booked July 29th, 2025. Action Zoe.
Gas Central Heating Certificate required yearly service, appointment booked 4/08/25. 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.
P.A.T. Testing is ongoing within the building. Action Zoe/Martin.
Chair Ferrers – rubber feet on chairs. Action Martin.
Energy Survey 6/03/24 2nd visit 9/04/24
On Thursday the 22/05/25 visit from Chris Knight
A quote for all lights left on the programme to be changed to LED to conform to the whole
building internal and external. This quote will then be passed to SGC. Zoe awaiting quotes.
Regular weekly jobs for Maintenance Litter pick and leaves collection regular and ongoing. Also, hand gel dispensers 5maintenance 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
Sum up machine – several issues with the docking station, it is three years old.
Action is needed to get the equipment working. Action Martin.
9. FINANCIAL REPORT
Current Financial Situation :
Deposit. £40,000
Current Account £28,467
Total £68,467
This month we received two months of “full money” from the Preschool >£2K, and there were no significant expenditures. However we are about £7K down on our position from the beginning of our year.
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 no expenditures in excess of £500
BT Issue (More Good News)
Following the escalation of our BT issue to the CEO, a more than satisfactory offer from BT has been accepted.
Closing Note
10. SOCIAL & FUND RAISING
Speaker Morning
Autumn season commencing.
4th September with Dave Harknell talking about New Zealand.
2nd October Tim Mayo will give a talk entitled A Pantomime Dame.
4th December Ben and friends on the Ukaleli
Speaker Mornings entrance fee will increase to £3.50 in September.
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 on the 23rd June took a couple of interested DFHA Members to Dyrham Park and gave them a personal guided tour ( she is a National Trust volunteer) Very pleasant time was had by all.
Tyntesfield N.T. Tuesday 8th July . This trip was cancelled due to lack of interest.
A Tea Dance led by Geoff Ward has been suggested for the 3rd October. Charges £5pp. Refreshments extra. .More information to follow Ongoing .
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
Heathfest, Saturday 12th July 11.30-7pm, Bromley Heath Playing Field.
Market on the High Street, Sunday 13th July, 11-3pm, Downend village.
Grand Official Opening of the new Pavilion, KGV Park, Sunday 10th August, 10-2pm
we have 20 stalls and refreshments on sale, so do come to look around our lovely
Pavilion just to see the wonderful facilities we now have here in our community!
Entrance on Sutherland Avenue. There is an article in the June edition of Downend Voice, detailing contact numbers and information on room hires. Information Cllr Janet Biggin
13. DATE AND TIME OF NEXT MEETING
Monday 8th September 2025 9.15am