6th October 2025
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
MONDAY 6TH OCTOBER 2025
PRESENT
Mrs E Bendrey Chairman, Mrs M Hosking, Mrs C Bilella, Mr A Clements, Mr B Gibbs,
Cllr J Biggin, Mrs J Kennett. Mr M Brown, Mrs Z Tanner.
1. APOLOGIES
Cllr L Brennan.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 8TH SEPTEMBER 2025.
The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied copy.
3. REPORT ON IT.
Martin reported that there are no current issues Monthly Update: Martin.
4. MATTERS ARISING FROM THE MANAGEMENT MEETING OF 8TH SEPTEMBER.
Jubilee Hall floor strips to be replaced with stock that we have. MC Agreed
As we need more strips to complete the repair, Zoe is a waiting quotes for the whole floor to be resurfaced
5. CORRESPONDENCE
A thank you from Howard and Ceri (family of Peris and Brin Jones) for the rose planted in their parents’ memory.
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 for inclusion in these minutes.
Hygiene Certificates run out 30/11/2025 – Organize On-Line course Action: Zoe
Washing machine drier has failed – a new separate air stand drier bought for now. Action: Zoe
Energy Survey 6/03/24 2nd visit 9/04/24
On Thursday the 22/05/25 visit from Chris Knight SGC –
To quote all lights left on the programme to be replaced to LED to complete the whole building.
Some painting on ceilings will be required; Zoe has provided paint. This work has started Action Zoe
Stab Kit – A kit has been received but will need periodic parts replaced. Action: Mel
PAT testing ongoing Action: Zoe/Martin
Chair ferrules – rubber feet on chairs. Will go ahead. Action: Martin
Regular weekly jobs for Maintenance Litter pick and leaves collection regular and ongoing. Also, hand gel dispensers’ maintenance keeps free flowing and fill up. Litter sweep. Grass cutting, chair maintenance.
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
Barn News is available to collect from the Office
9. FINANCIAL REPORT
Current Financial Situation : (as at end August)
Deposit. £40,000
Current Account £30,615
Total £70,615
Significant Expenditure - > £500 (during September)
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:
Annual Accounts Issue (Catering finances):
The catering system is really a separate business running within the Barn, and Mel thinks that we should have an individual responsible for it, reporting at each Management meeting, and being responsible for all aspects of this business, including stock control/pricing, decision making on replenishing/ new products, purchasing such products, and confirming that the “honesty box” system is not being abused. Ongoing monitoring.
Insurances
The DFHA quote this year is £11,000. Mel asked our agents if they could do any better, and they have come back with a reduction of about £1,000. Mel also asked SGC if they could use their insurance company to obtain a competitive obtain a quote for us. They have agreed to approach their insurers on our behalf. So far no reply. Our insurance renewal is due on 14th October. (We currently use Aviva, and SGC Zurich). Without reply from SGC, we will need to renew soon, with Aviva Ongoing
AGM Annual Accounts
Mel has not yet received confirmation from our Auditor that the Draft set of accounts are acceptable. Contact will be made this week, but if the audit has not been completed in time, we are permitted to use the Draft Accounts for the AGM. Note
10. SOCIAL & FUND RAISING
Speaker Morning
Autumn .
4th December Ben and friends on the Ukulele
Speaker Mornings entrance fee has increased to £3.50 from September.
A Christmas Meal will be held Tuesday 9th December at DFHA with AHM Catering £20:50 for two courses. Office bookings now open. BYO drinks.
A Tea Dance led by Geoff Ward has been organised for the 17th October. Charges £5pp. Refreshments extra.
Christmas Market – Saturday November 15th All Actions S&FR Committee.
11. WEBSITE UPDATE
Up and running. Recent Barn News has been loaded to the web. Action Bruce.
12. AOB
Sunday 12th October 11- 3 pm Downend Sunday Market held on the pavements of the main street. All welcome.
Saturday 18th October 11- 3pm Pumpkin Patch in Page Park.
Friends of Page Park will have their own stall.
There will also be an Artisan Market. Many activities for all the family Information Cllr Janet Biggin.
13. DATE AND TIME OF NEXT MEETING
Monday 3rd November 2025 9.15am
MANAGEMENT MEETING MINUTES
MONDAY 6TH OCTOBER 2025
PRESENT
Mrs E Bendrey Chairman, Mrs M Hosking, Mrs C Bilella, Mr A Clements, Mr B Gibbs,
Cllr J Biggin, Mrs J Kennett. Mr M Brown, Mrs Z Tanner.
1. APOLOGIES
Cllr L Brennan.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 8TH SEPTEMBER 2025.
The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied copy.
3. REPORT ON IT.
Martin reported that there are no current issues Monthly Update: Martin.
4. MATTERS ARISING FROM THE MANAGEMENT MEETING OF 8TH SEPTEMBER.
Jubilee Hall floor strips to be replaced with stock that we have. MC Agreed
As we need more strips to complete the repair, Zoe is a waiting quotes for the whole floor to be resurfaced
5. CORRESPONDENCE
A thank you from Howard and Ceri (family of Peris and Brin Jones) for the rose planted in their parents’ memory.
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 for inclusion in these minutes.
Hygiene Certificates run out 30/11/2025 – Organize On-Line course Action: Zoe
Washing machine drier has failed – a new separate air stand drier bought for now. Action: Zoe
Energy Survey 6/03/24 2nd visit 9/04/24
On Thursday the 22/05/25 visit from Chris Knight SGC –
To quote all lights left on the programme to be replaced to LED to complete the whole building.
Some painting on ceilings will be required; Zoe has provided paint. This work has started Action Zoe
Stab Kit – A kit has been received but will need periodic parts replaced. Action: Mel
PAT testing ongoing Action: Zoe/Martin
Chair ferrules – rubber feet on chairs. Will go ahead. Action: Martin
Regular weekly jobs for Maintenance Litter pick and leaves collection regular and ongoing. Also, hand gel dispensers’ maintenance keeps free flowing and fill up. Litter sweep. Grass cutting, chair maintenance.
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
Barn News is available to collect from the Office
9. FINANCIAL REPORT
Current Financial Situation : (as at end August)
Deposit. £40,000
Current Account £30,615
Total £70,615
Significant Expenditure - > £500 (during September)
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:
Annual Accounts Issue (Catering finances):
The catering system is really a separate business running within the Barn, and Mel thinks that we should have an individual responsible for it, reporting at each Management meeting, and being responsible for all aspects of this business, including stock control/pricing, decision making on replenishing/ new products, purchasing such products, and confirming that the “honesty box” system is not being abused. Ongoing monitoring.
Insurances
The DFHA quote this year is £11,000. Mel asked our agents if they could do any better, and they have come back with a reduction of about £1,000. Mel also asked SGC if they could use their insurance company to obtain a competitive obtain a quote for us. They have agreed to approach their insurers on our behalf. So far no reply. Our insurance renewal is due on 14th October. (We currently use Aviva, and SGC Zurich). Without reply from SGC, we will need to renew soon, with Aviva Ongoing
AGM Annual Accounts
Mel has not yet received confirmation from our Auditor that the Draft set of accounts are acceptable. Contact will be made this week, but if the audit has not been completed in time, we are permitted to use the Draft Accounts for the AGM. Note
10. SOCIAL & FUND RAISING
Speaker Morning
Autumn .
4th December Ben and friends on the Ukulele
Speaker Mornings entrance fee has increased to £3.50 from September.
A Christmas Meal will be held Tuesday 9th December at DFHA with AHM Catering £20:50 for two courses. Office bookings now open. BYO drinks.
A Tea Dance led by Geoff Ward has been organised for the 17th October. Charges £5pp. Refreshments extra.
Christmas Market – Saturday November 15th All Actions S&FR Committee.
11. WEBSITE UPDATE
Up and running. Recent Barn News has been loaded to the web. Action Bruce.
12. AOB
Sunday 12th October 11- 3 pm Downend Sunday Market held on the pavements of the main street. All welcome.
Saturday 18th October 11- 3pm Pumpkin Patch in Page Park.
Friends of Page Park will have their own stall.
There will also be an Artisan Market. Many activities for all the family Information Cllr Janet Biggin.
13. DATE AND TIME OF NEXT MEETING
Monday 3rd November 2025 9.15am