11th May 2026
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
MONDAY 11TH MAY 2026
Present
Mrs. E Bendrey Chairman, Cllr J Biggin, Vice Chairman
Mr. A Clements, Mrs. Z Tanner, Ms. C. Flint, Mr. M. Bailey, M. Hosking
1. Apologies
Cllr L Brennan, Mr. M. Brown, B. Gibbs
2. Minutes of the Management Meeting held Monday 20 April 2026.
3. The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied
Copy.
Report on IT.
Still some issues with Wi-Fi Nursery looking into getting their own fitted Monthly Update: Martin.
4. Matters arising from the Management Meeting of 20th April March 2026.
It was agreed that the matters arising were all going to be covered in the body of the meeting
5. Correspondence
Nothing to report
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.
Ceiling of Cleeve Annex awaiting quote from Pete Painter
Faulty light in Jubilee store awaiting Mark Evans to repair - should be no charge as under guarantee.
Vapor Clean booked in to clean cooker extractor and flu.
Resident cleaner leaving on 15/05 new person starts on 18/05.
New sign placed in lobby by H2H – permission given after sign erected by Zoe.
Jubilee Flooring on hold
Parking Barrier - needs to be adjusted, several complaints received.
Washer dryer on hold, office decoration on hold.
Visit to Service Sewage System (Mawsleys) - complete.
Awaiting quote from Zac regarding fire doors outside Page room - Andrew to action
7. Fire & Safety
Fire Safety visit is due at the end of the month (smoke detectors fire extinguishers alarms etc.).
Staff Training for Fire Alarm tests. Ongoing Action Zoe
8. Administration
Catering spends £440 to date approx. £25.00 per week - reducing stocks so not to incur waste from best before dates etc...
Water Brook Church again complained of not getting dates requested – indicted they would leave in June
Zoe to action
9. Financial Report
Current Financial Situation as of 30/04/26: (summarized from Mel’s sheet supplied)
Deposit £30,000 -
Current Account £31,212
Total £61,212
Deposit Account interest (3.5%) is paid annually at the end of May
Barn needs an income of about £7,000 per month just to balance regular spending on admin, utilities and cleaning,
Significant - > £250 (during April)
Apart from admin (monthly average 4K) utilities (monthly average 1k) and cleaning (monthly average 1.8K)
There were six expenditures more than £250.00.
Roofing - £7,893
Remainder of door cost £2,575
Employers NI / Tax £1,406 (see below)
Plumbing - £504.00
Pianist cost £500.00
Yearly lease (rent – paid to SGC) - £300.00
The payment for arrears to HMRC is because whilst I made sure the payroll for each employee was correct. I omitted to deal with the NI /Tax, which we must pay each month. On arrival home I realized my error and corrected the issue, this would normally be included in the monthly admin cost.
National Lottery
At the last meeting it was suggested that we approach the National Lottery for another grant. The National Lottery Community awards grants that:
- Bring people together to build strong relationships in and across communities
- Improve the places and spaces that matter to communities
- Help more people to reach their potential by supporting them at the earliest possible stage
- Support pole, communities and organizations facing demands because of the cost-of-living crisis
Out of the projects that we have on hold a decision could be made for which one I should prepare a grant application (max £20,000) MGT Committee
10. Social & Fund Raising
Tea dance cancelled due to lack of sales / interest, but Dave Gilard is happy to re-book £20.00 per session.
Janet list trips available from Kingswood community Transport to be discussed and next SFRC meeting.
Bookings started to come in for tables for the Christmas Fair – agreed to keep tables price @ £15.00
All Actions S&FR Committee
11. Website Update - none Action Bruce.
12. AOB
Mel’s health continues to improve and is now home.
Bunched together jobs requiring monies for application to the Lottery Fund
Drive for more Clubs - possibly advertise in the Downend voice.
13. Date and time of next Meeting Monday 1st June 2026
MANAGEMENT MEETING MINUTES
MONDAY 11TH MAY 2026
Present
Mrs. E Bendrey Chairman, Cllr J Biggin, Vice Chairman
Mr. A Clements, Mrs. Z Tanner, Ms. C. Flint, Mr. M. Bailey, M. Hosking
1. Apologies
Cllr L Brennan, Mr. M. Brown, B. Gibbs
2. Minutes of the Management Meeting held Monday 20 April 2026.
3. The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied
Copy.
Report on IT.
Still some issues with Wi-Fi Nursery looking into getting their own fitted Monthly Update: Martin.
4. Matters arising from the Management Meeting of 20th April March 2026.
It was agreed that the matters arising were all going to be covered in the body of the meeting
5. Correspondence
Nothing to report
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.
Ceiling of Cleeve Annex awaiting quote from Pete Painter
Faulty light in Jubilee store awaiting Mark Evans to repair - should be no charge as under guarantee.
Vapor Clean booked in to clean cooker extractor and flu.
Resident cleaner leaving on 15/05 new person starts on 18/05.
New sign placed in lobby by H2H – permission given after sign erected by Zoe.
Jubilee Flooring on hold
Parking Barrier - needs to be adjusted, several complaints received.
Washer dryer on hold, office decoration on hold.
Visit to Service Sewage System (Mawsleys) - complete.
Awaiting quote from Zac regarding fire doors outside Page room - Andrew to action
7. Fire & Safety
Fire Safety visit is due at the end of the month (smoke detectors fire extinguishers alarms etc.).
Staff Training for Fire Alarm tests. Ongoing Action Zoe
8. Administration
Catering spends £440 to date approx. £25.00 per week - reducing stocks so not to incur waste from best before dates etc...
Water Brook Church again complained of not getting dates requested – indicted they would leave in June
Zoe to action
9. Financial Report
Current Financial Situation as of 30/04/26: (summarized from Mel’s sheet supplied)
Deposit £30,000 -
Current Account £31,212
Total £61,212
Deposit Account interest (3.5%) is paid annually at the end of May
Barn needs an income of about £7,000 per month just to balance regular spending on admin, utilities and cleaning,
Significant - > £250 (during April)
Apart from admin (monthly average 4K) utilities (monthly average 1k) and cleaning (monthly average 1.8K)
There were six expenditures more than £250.00.
Roofing - £7,893
Remainder of door cost £2,575
Employers NI / Tax £1,406 (see below)
Plumbing - £504.00
Pianist cost £500.00
Yearly lease (rent – paid to SGC) - £300.00
The payment for arrears to HMRC is because whilst I made sure the payroll for each employee was correct. I omitted to deal with the NI /Tax, which we must pay each month. On arrival home I realized my error and corrected the issue, this would normally be included in the monthly admin cost.
National Lottery
At the last meeting it was suggested that we approach the National Lottery for another grant. The National Lottery Community awards grants that:
- Bring people together to build strong relationships in and across communities
- Improve the places and spaces that matter to communities
- Help more people to reach their potential by supporting them at the earliest possible stage
- Support pole, communities and organizations facing demands because of the cost-of-living crisis
Out of the projects that we have on hold a decision could be made for which one I should prepare a grant application (max £20,000) MGT Committee
10. Social & Fund Raising
Tea dance cancelled due to lack of sales / interest, but Dave Gilard is happy to re-book £20.00 per session.
Janet list trips available from Kingswood community Transport to be discussed and next SFRC meeting.
Bookings started to come in for tables for the Christmas Fair – agreed to keep tables price @ £15.00
All Actions S&FR Committee
11. Website Update - none Action Bruce.
12. AOB
Mel’s health continues to improve and is now home.
Bunched together jobs requiring monies for application to the Lottery Fund
Drive for more Clubs - possibly advertise in the Downend voice.
13. Date and time of next Meeting Monday 1st June 2026