5th January 2026
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
MONDAY 5TH JANUARY 2026
1. Present
Mrs. E Bendrey Chairman, Cllr J Biggin, Vice
Mrs. M Hosking, Mr. A Clements,
2. Apologies
Cllr L Brennan, Mr. M. Brown
3. Minutes of the Management Meeting held Monday 1st December 2025.
The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied copy.
4. Report on IT.
On Martin’s behalf, Zoe reported that there are no current issues Monthly Update: Martin.
Matters arising from the Management Meeting of 1st December 2025.
It was agreed that the matters arising were all going to be covered in the body of the meeting
5. Correspondence
Thank you - received from Julia Kennet & Christine Bilella for their gift presented at the Christmas meal for their service to the Barn
6. 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.
The emergency repair of the roof adjoining Jubilee and subsequent remedial work in the storage room in Jubilee was completed before the Christmas closure.
Zoe reiterated the work to the fire doors (Office Grace) must be completed before April with new booking coming into the Grace Room fitting dates required A.S.A.P Action Mel/Zoe
First Aid Training – will now take place on 26/01/25 those attending will be Z.T MJB & M.G
Action: Zoe
7. Fire & Safety
Fire Alarm tests weekly. Action Zoe
Staff Training for Fire Alarm tests. Ongoing Action Zoe
Evacuation tests for the kindergarten in progress. Action Zoe
Main Batteries to Alarm System will require replacement within six months Action Zoe
8. Administration
Not good response from Clubs to add information to the Barn News – Office to push information to private hire to boost interest Action Zoe & Martin
Discussion on advertising
Zoe to investigate separate washer dryer pricing (stand alone unit) rather than a combined washer/dryer Action: Mel/Zoe
9. Financial Report
Current Financial Situation:
Deposit £30,000 -
Current Account £28,737
Total £58,737
This shows a reduction in our reserves of £3,372.
As identified below, the Barn needs an income of about £7,000 per month just to balance our regular expenditure on administration, utilities and cleaning. During December the total income was approx. £7,500, which just about balances these “running costs”. As the graph indicates, unless significant changes are made, our present trend will indicate running out of money in the foreseeable future, with the collapse of the business.
As from this month, I will identify significant expenditures more than £250, rather than £500
Significant Expenditure - > £250 (during December)
Apart from administration (monthly average £4,000), utilities (monthly average £1,000) and cleaning (monthly average £1,850), there was four expenditures more than £250:
Roof/wall work around Jubilee table store (earlier e-mail circulated on this) - £2,908
AHM – Christmas Lunch costs £515 (should have been recouped by S&FR from attendees)
Disabled toilet electrical plumbing work £478 (has been refunded by relevant hire group)
PPL/PRS – yearly music licence £397
10. Social & Fund Raising
The last speaker morning was well attended as was the Christmas Meal All Actions S&FR Committee.
11. Website Update
Up and running. No known issues Action Bruce.
12. AOB
13. Date and time of next Meeting Monday 2nd February 2026
MANAGEMENT MEETING MINUTES
MONDAY 5TH JANUARY 2026
1. Present
Mrs. E Bendrey Chairman, Cllr J Biggin, Vice
Mrs. M Hosking, Mr. A Clements,
2. Apologies
Cllr L Brennan, Mr. M. Brown
3. Minutes of the Management Meeting held Monday 1st December 2025.
The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied copy.
4. Report on IT.
On Martin’s behalf, Zoe reported that there are no current issues Monthly Update: Martin.
Matters arising from the Management Meeting of 1st December 2025.
It was agreed that the matters arising were all going to be covered in the body of the meeting
5. Correspondence
Thank you - received from Julia Kennet & Christine Bilella for their gift presented at the Christmas meal for their service to the Barn
6. 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.
The emergency repair of the roof adjoining Jubilee and subsequent remedial work in the storage room in Jubilee was completed before the Christmas closure.
Zoe reiterated the work to the fire doors (Office Grace) must be completed before April with new booking coming into the Grace Room fitting dates required A.S.A.P Action Mel/Zoe
First Aid Training – will now take place on 26/01/25 those attending will be Z.T MJB & M.G
Action: Zoe
7. Fire & Safety
Fire Alarm tests weekly. Action Zoe
Staff Training for Fire Alarm tests. Ongoing Action Zoe
Evacuation tests for the kindergarten in progress. Action Zoe
Main Batteries to Alarm System will require replacement within six months Action Zoe
8. Administration
Not good response from Clubs to add information to the Barn News – Office to push information to private hire to boost interest Action Zoe & Martin
Discussion on advertising
Zoe to investigate separate washer dryer pricing (stand alone unit) rather than a combined washer/dryer Action: Mel/Zoe
9. Financial Report
Current Financial Situation:
Deposit £30,000 -
Current Account £28,737
Total £58,737
This shows a reduction in our reserves of £3,372.
As identified below, the Barn needs an income of about £7,000 per month just to balance our regular expenditure on administration, utilities and cleaning. During December the total income was approx. £7,500, which just about balances these “running costs”. As the graph indicates, unless significant changes are made, our present trend will indicate running out of money in the foreseeable future, with the collapse of the business.
As from this month, I will identify significant expenditures more than £250, rather than £500
Significant Expenditure - > £250 (during December)
Apart from administration (monthly average £4,000), utilities (monthly average £1,000) and cleaning (monthly average £1,850), there was four expenditures more than £250:
Roof/wall work around Jubilee table store (earlier e-mail circulated on this) - £2,908
AHM – Christmas Lunch costs £515 (should have been recouped by S&FR from attendees)
Disabled toilet electrical plumbing work £478 (has been refunded by relevant hire group)
PPL/PRS – yearly music licence £397
10. Social & Fund Raising
The last speaker morning was well attended as was the Christmas Meal All Actions S&FR Committee.
11. Website Update
Up and running. No known issues Action Bruce.
12. AOB
13. Date and time of next Meeting Monday 2nd February 2026