3rd November 2025
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
MONDAY 3RD NOVEMBER 2025
PRESENT
Mrs E Bendrey Chairman, Mrs M Hosking, Mr A Clements, Mr B Gibbs, Cllr J Biggin, Mr M Brown,
Ms Carole Flint, Mrs Z Tanner.
1. APOLOGIES
Cllr L Brennan.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 6TH OCTOBER 2025.
The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied copy.
3. REPORT ON IT.
On Martin’s behalf, Zoe reported that there are no current issues Monthly Update: Martin.
4. MATTERS ARISING FROM THE MANAGEMENT MEETING OF 6TH OCTOBER.
Jubilee Hall floor – no more stock of current floor strips. Zoe is a waiting quotes for the whole floor to be resurfaced. Action Zoe.
CORRESPONDENCE
No correspondence was reported
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
Kindergarten – bins situation to be resolved Action: Mel
Energy Survey visits on 6/03/24 and 9/04/24 resulted in SGC agreeing (22/05/25) to fund the replacement of all non-LED bulbs, with LED type.
All work has been completed except for the lamps that illuminate the snooker table. The electrical contractor will acquire a new fitting, which DFHA will fund.(Approx. £275) Ongoing
Cleaner’s Hours – it was decided, for a three month trial, to increase the weekly cleaning hours from 16 to 20, in view of the workload in keeping the facility clean/tidy Action Mel/Zoe
Jubilee “small section” – door lock in-operable, so to ensure safe means of egress, the screen, if pulled, needs to have a suitable gap left. Waiting Maintenance to resolve. Action Zoe/Maintenance
Fire Doors – With the best quotation now available, it was decided to apply to SGC for a grant towards this work. Assuming no grant, or no information on a grant, the decision was made to start work 1st February. To Note
Post-Party issues – following information from Zoe, it was agreed to “recruit” individuals to support this activity, and they would be paid the normal “call-out” rate for this. To Note
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 in progress. Action Zoe
8. ADMINISTRATION
Barn News is available to collect from the Office
9. FINANCIAL REPORT
Current Financial Situation : (as at end October)
Deposit. £40,000
Current Account £21,828
Total £61,828
Significant Expenditure - > £500 (during October)
Apart from administration (monthly average £4,000), utilities (monthly average £1,000) and cleaning (monthly average £1,850), there were was one expenditure in excess of £500:
Yearly Insurance for Barn £10,211.
10. SOCIAL & FUND RAISING
Speaker Morning
Autumn .
4th December Ben and friends on the Ukulele
Speaker Mornings entrance fee has been increased to £3.50, however this activities are beginning to run at a loss., and will be reviewed.
A Christmas Meal will be held Tuesday 9th December at DFHA with AHM Catering £20:50 for two courses. Max 30 – currently 27 places taken. BYO drinks.
Tea Dance led by Geoff Ward held on 17th October was very successful – possible running more in the future.
Christmas Market – Saturday November 15th – good take-up of tables. All Actions S&FR Committee.
11. WEBSITE UPDATE
Up and running. No known issues Action Bruce.
12. AOB
Remembrance Sunday in Page Park, 9th November – processing along High St at 11.30, service at noon.
Artisan Market – Page Park 15th November 11-3pm, all kinds of things on sale as well as various food stalls and the sale of Page Park calendars. information Cllr Janet Biggin.
13. DATE AND TIME OF NEXT MEETING
Monday 1st December 9.15am
MANAGEMENT MEETING MINUTES
MONDAY 3RD NOVEMBER 2025
PRESENT
Mrs E Bendrey Chairman, Mrs M Hosking, Mr A Clements, Mr B Gibbs, Cllr J Biggin, Mr M Brown,
Ms Carole Flint, Mrs Z Tanner.
1. APOLOGIES
Cllr L Brennan.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 6TH OCTOBER 2025.
The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied copy.
3. REPORT ON IT.
On Martin’s behalf, Zoe reported that there are no current issues Monthly Update: Martin.
4. MATTERS ARISING FROM THE MANAGEMENT MEETING OF 6TH OCTOBER.
Jubilee Hall floor – no more stock of current floor strips. Zoe is a waiting quotes for the whole floor to be resurfaced. Action Zoe.
CORRESPONDENCE
No correspondence was reported
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
Kindergarten – bins situation to be resolved Action: Mel
Energy Survey visits on 6/03/24 and 9/04/24 resulted in SGC agreeing (22/05/25) to fund the replacement of all non-LED bulbs, with LED type.
All work has been completed except for the lamps that illuminate the snooker table. The electrical contractor will acquire a new fitting, which DFHA will fund.(Approx. £275) Ongoing
Cleaner’s Hours – it was decided, for a three month trial, to increase the weekly cleaning hours from 16 to 20, in view of the workload in keeping the facility clean/tidy Action Mel/Zoe
Jubilee “small section” – door lock in-operable, so to ensure safe means of egress, the screen, if pulled, needs to have a suitable gap left. Waiting Maintenance to resolve. Action Zoe/Maintenance
Fire Doors – With the best quotation now available, it was decided to apply to SGC for a grant towards this work. Assuming no grant, or no information on a grant, the decision was made to start work 1st February. To Note
Post-Party issues – following information from Zoe, it was agreed to “recruit” individuals to support this activity, and they would be paid the normal “call-out” rate for this. To Note
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 in progress. Action Zoe
8. ADMINISTRATION
Barn News is available to collect from the Office
9. FINANCIAL REPORT
Current Financial Situation : (as at end October)
Deposit. £40,000
Current Account £21,828
Total £61,828
Significant Expenditure - > £500 (during October)
Apart from administration (monthly average £4,000), utilities (monthly average £1,000) and cleaning (monthly average £1,850), there were was one expenditure in excess of £500:
Yearly Insurance for Barn £10,211.
10. SOCIAL & FUND RAISING
Speaker Morning
Autumn .
4th December Ben and friends on the Ukulele
Speaker Mornings entrance fee has been increased to £3.50, however this activities are beginning to run at a loss., and will be reviewed.
A Christmas Meal will be held Tuesday 9th December at DFHA with AHM Catering £20:50 for two courses. Max 30 – currently 27 places taken. BYO drinks.
Tea Dance led by Geoff Ward held on 17th October was very successful – possible running more in the future.
Christmas Market – Saturday November 15th – good take-up of tables. All Actions S&FR Committee.
11. WEBSITE UPDATE
Up and running. No known issues Action Bruce.
12. AOB
Remembrance Sunday in Page Park, 9th November – processing along High St at 11.30, service at noon.
Artisan Market – Page Park 15th November 11-3pm, all kinds of things on sale as well as various food stalls and the sale of Page Park calendars. information Cllr Janet Biggin.
13. DATE AND TIME OF NEXT MEETING
Monday 1st December 9.15am