1st December 2025
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
MONDAY 1ST DECEMBER 2025
PRESENT
Cllr J Biggin, Vice Chairman, Mrs M Hosking, Mr A Clements, Mr B Gibbs, Mr M Brown,, Mrs Z Tanner.
1. APOLOGIES
Cllr L Brennan, Mrs E Bendrey
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 3RD NOVEMBER 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 3RD NOVEMBER.
It was agreed that the matters arising were all going to be covered in the body of the meeting
5. Correspondence
Thank you letter from “Men In Sheds” for the support they received at the Christmas Market.
Communication from Carole Flint – to be discussed Action: Andrew
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.
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, however “Glen Group” appear unable to satisfy Zoe’s request. Action Mel/Zoe
First Aid Training – due to recent sickness the course has been postponed to 2026 Action: Zoe
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
Christmas Shut-down – from close of Friday 19th Dec – re-open Friday 2nd January. There will be a requirement for occasional visits regarding central heating and post-event checks
Discussions needed as regards Annual Holiday Entitlement for all staff Action: Mel/Zoe
9. Financial Report
Current Financial Situation : (as at end October)
Deposit Account £30,000
Current Account £32,109
Total £62,109
Significant Expenditure - > £500 (during November)
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:
Deposit for Fire Doors £2,575.
A Grant application has been made to the National Lottery – Community Grants for the total cost of upgrading 6 internal doors and surrounds to meet latest regulations. (Decision will be made prior to February 13th 2026)
Gas Contract – it was decided, using the available information, to “lock-in” the proposed gas prices from 2027.
10. SOCIAL & FUND RAISING
Speaker Morning
Autumn .
4th December Ben and friends on the Ukuleles
Speaker Mornings entrance fee has been increased to £3.50, however these activities are beginning to run at a loss., and will be ceased after December 4th . They will be reviewed in 2026.
A Christmas Meal will be held Tuesday 9th December at DFHA with AHM Catering £20:50 for two courses. Max 30 – currently 23 places taken. BYO drinks.
Christmas Market – Saturday November 15th – this event was very well supported and generated about £1,500 in total profit.
Choir Concert – Saturday 13th December at 14.00 All Actions S&FR Committee.
11. WEBSITE UPDATE
Up and running. No known issues Action Bruce.
12. AOB
Friday 28th November the Christmas Trees were lit, and were well supported.
Saturday 13th December Artisan Market in Page Park 11am to 3pm Christmas Gifts and various food vans
Sunday 14th December – Downend High St Sunday Market 11am – 3pm Christmas Gifts and food stalls
Information Cllr Janet Biggin.
13. DATE AND TIME OF NEXT MEETING
Monday 5th January 2026, 9.15 am.
MANAGEMENT MEETING MINUTES
MONDAY 1ST DECEMBER 2025
PRESENT
Cllr J Biggin, Vice Chairman, Mrs M Hosking, Mr A Clements, Mr B Gibbs, Mr M Brown,, Mrs Z Tanner.
1. APOLOGIES
Cllr L Brennan, Mrs E Bendrey
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 3RD NOVEMBER 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 3RD NOVEMBER.
It was agreed that the matters arising were all going to be covered in the body of the meeting
5. Correspondence
Thank you letter from “Men In Sheds” for the support they received at the Christmas Market.
Communication from Carole Flint – to be discussed Action: Andrew
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.
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, however “Glen Group” appear unable to satisfy Zoe’s request. Action Mel/Zoe
First Aid Training – due to recent sickness the course has been postponed to 2026 Action: Zoe
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
Christmas Shut-down – from close of Friday 19th Dec – re-open Friday 2nd January. There will be a requirement for occasional visits regarding central heating and post-event checks
Discussions needed as regards Annual Holiday Entitlement for all staff Action: Mel/Zoe
9. Financial Report
Current Financial Situation : (as at end October)
Deposit Account £30,000
Current Account £32,109
Total £62,109
Significant Expenditure - > £500 (during November)
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:
Deposit for Fire Doors £2,575.
A Grant application has been made to the National Lottery – Community Grants for the total cost of upgrading 6 internal doors and surrounds to meet latest regulations. (Decision will be made prior to February 13th 2026)
Gas Contract – it was decided, using the available information, to “lock-in” the proposed gas prices from 2027.
10. SOCIAL & FUND RAISING
Speaker Morning
Autumn .
4th December Ben and friends on the Ukuleles
Speaker Mornings entrance fee has been increased to £3.50, however these activities are beginning to run at a loss., and will be ceased after December 4th . They will be reviewed in 2026.
A Christmas Meal will be held Tuesday 9th December at DFHA with AHM Catering £20:50 for two courses. Max 30 – currently 23 places taken. BYO drinks.
Christmas Market – Saturday November 15th – this event was very well supported and generated about £1,500 in total profit.
Choir Concert – Saturday 13th December at 14.00 All Actions S&FR Committee.
11. WEBSITE UPDATE
Up and running. No known issues Action Bruce.
12. AOB
Friday 28th November the Christmas Trees were lit, and were well supported.
Saturday 13th December Artisan Market in Page Park 11am to 3pm Christmas Gifts and various food vans
Sunday 14th December – Downend High St Sunday Market 11am – 3pm Christmas Gifts and food stalls
Information Cllr Janet Biggin.
13. DATE AND TIME OF NEXT MEETING
Monday 5th January 2026, 9.15 am.