1st June 2026
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
MONDAY 1ST JUNE 2026
Present
Mrs. E Bendrey Chairman, Cllr J Biggin, Vice Chairman
Mr. A Clements, Mrs. Z Tanner, Ms. C. Flint
1. Apologies
Mr. M. Brown, B. Gibbs, M. Hosking, M. Bailey
2. Minutes of the Management Meeting held Monday 11th May 2026.
3. The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied
Copy.
Monthly Update
4. Matters arising from the Management Meeting of 11th May 2026.
It was agreed that any other 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.
Faulty light in Jubilee store awaiting Mark Evans to repair - should be no charge as under guarantee. This is still outstanding
Follow up on IT. Nursery wish to use Virgin Media for Wi-Fi but it seems that it isn’t available in the area.
Jubilee flooring – issue On Hold
Parking Barrier – ongoing.
Washer dryer on hold.
Need to identify all roof sections that need to be replaced due to age or potential sources of problems. Considering Lotteries Grant bid.
7. Fire & Safety
Fire Safety Assessment completed. Andrew and Zoe to review.
Staff Training for Fire Alarm tests is ongoing.
Fire door opposite the Maintenance Room has a lot of water damage and is quite difficult to open, making it unsafe for use as a fire exit. Reported by Phil via email to Andrew. Maintenance have agreed to keep the door repaired for one more year but Phil believes it should be replaced Awaiting quote for costs.
There was a serious incident involving a pupil from Pathways Learning Centre who gained access to the Barn and managed to get up into the roof void. The Fire Brigade was called. Incident resolved safely. No apparent damage cause and no one was injured.
8. Administration
Drive for more Clubs - possibly advertise or write as a letter in the Downend voice. Discussed but no decision yet to be followed up (Andrew and Carole)
Office is preparing for the enrolment over the next few months and documents with the change in prices have been actioned.
Prospectus is complete and is in the building containing September fees. Also given to Bruce for the Website. The booking documents and prices will be also be updated on the website for September term.
Staff will be taking annual leave so please ring the office to check it is manned, if you wish to discuss or book an appointment
9. Financial Report
Current Financial Situation as of 31/05/26: (summarized from Mel’s sheet supplied)
Deposit £30,000 -
Current Account £32,938
Total £62,938 (increase of £1,726)
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 May)
Apart from admin (monthly average £4,000) utilities (monthly average £1,000) and cleaning (monthly average £2.345)
There were two expenditures more than £250.00.
Hire deposit refund to JMCA - £250
Annual Fire Alarm Maintenance - £268
n.b. Cleaning costs have risen due to Glen Group 8% rise and also contract rises with SUEZ (rubbish collection) and CML (sanitary waste).
National Lottery
Grant application for £14.500 submitted on 14/05/2026 for remaining roof work. Answer expected by 03/08/2026
Water bills have identified the same issue as last year, i.e. a sudden increate in the size of the bill, as below;
Nov 2024 usage 111 cubic metres £492
May 2025 usage 228 cubic metres £964
Nov 2025 usage 132 cubic metres £649
May 2026 usage 298 cubic metres £1395 (due in July 2026)
This May increase in use needs to be investigated again. No apparent cause has so far been found. The Nov 2026 bill needs to be reviewed. All users should be asked to ensure that taps are turned off as part of their checks when leaving the building.
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. Update: this could be reviewed for a dance later this year.
Janet list trips available from Kingswood community Transport to be discussed and next SFRC meeting.
Cleeve Singers concert on 04/07/2026.
The Christmas Fair will be on 21/11/2026– agreed to keep tables price @ £15.00
There will be a Downend Promenade Through Time event on 12/07/2026 11am-3pm in Downend High Street.
All Actions S&FR Committee
11. Website Update - none Action Bruce.
12. AOB
Mel’s health continues to improve and is now home. He is more mobile and has a follow-up hospital appointment booked. Zoe and Melinda are still supporting Mel with what he requires for the accounts process.
13. Date and time of next Meeting Monday 6th July 2026
MANAGEMENT MEETING MINUTES
MONDAY 1ST JUNE 2026
Present
Mrs. E Bendrey Chairman, Cllr J Biggin, Vice Chairman
Mr. A Clements, Mrs. Z Tanner, Ms. C. Flint
1. Apologies
Mr. M. Brown, B. Gibbs, M. Hosking, M. Bailey
2. Minutes of the Management Meeting held Monday 11th May 2026.
3. The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied
Copy.
Monthly Update
4. Matters arising from the Management Meeting of 11th May 2026.
It was agreed that any other 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.
Faulty light in Jubilee store awaiting Mark Evans to repair - should be no charge as under guarantee. This is still outstanding
Follow up on IT. Nursery wish to use Virgin Media for Wi-Fi but it seems that it isn’t available in the area.
Jubilee flooring – issue On Hold
Parking Barrier – ongoing.
Washer dryer on hold.
Need to identify all roof sections that need to be replaced due to age or potential sources of problems. Considering Lotteries Grant bid.
7. Fire & Safety
Fire Safety Assessment completed. Andrew and Zoe to review.
Staff Training for Fire Alarm tests is ongoing.
Fire door opposite the Maintenance Room has a lot of water damage and is quite difficult to open, making it unsafe for use as a fire exit. Reported by Phil via email to Andrew. Maintenance have agreed to keep the door repaired for one more year but Phil believes it should be replaced Awaiting quote for costs.
There was a serious incident involving a pupil from Pathways Learning Centre who gained access to the Barn and managed to get up into the roof void. The Fire Brigade was called. Incident resolved safely. No apparent damage cause and no one was injured.
8. Administration
Drive for more Clubs - possibly advertise or write as a letter in the Downend voice. Discussed but no decision yet to be followed up (Andrew and Carole)
Office is preparing for the enrolment over the next few months and documents with the change in prices have been actioned.
Prospectus is complete and is in the building containing September fees. Also given to Bruce for the Website. The booking documents and prices will be also be updated on the website for September term.
Staff will be taking annual leave so please ring the office to check it is manned, if you wish to discuss or book an appointment
9. Financial Report
Current Financial Situation as of 31/05/26: (summarized from Mel’s sheet supplied)
Deposit £30,000 -
Current Account £32,938
Total £62,938 (increase of £1,726)
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 May)
Apart from admin (monthly average £4,000) utilities (monthly average £1,000) and cleaning (monthly average £2.345)
There were two expenditures more than £250.00.
Hire deposit refund to JMCA - £250
Annual Fire Alarm Maintenance - £268
n.b. Cleaning costs have risen due to Glen Group 8% rise and also contract rises with SUEZ (rubbish collection) and CML (sanitary waste).
National Lottery
Grant application for £14.500 submitted on 14/05/2026 for remaining roof work. Answer expected by 03/08/2026
Water bills have identified the same issue as last year, i.e. a sudden increate in the size of the bill, as below;
Nov 2024 usage 111 cubic metres £492
May 2025 usage 228 cubic metres £964
Nov 2025 usage 132 cubic metres £649
May 2026 usage 298 cubic metres £1395 (due in July 2026)
This May increase in use needs to be investigated again. No apparent cause has so far been found. The Nov 2026 bill needs to be reviewed. All users should be asked to ensure that taps are turned off as part of their checks when leaving the building.
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. Update: this could be reviewed for a dance later this year.
Janet list trips available from Kingswood community Transport to be discussed and next SFRC meeting.
Cleeve Singers concert on 04/07/2026.
The Christmas Fair will be on 21/11/2026– agreed to keep tables price @ £15.00
There will be a Downend Promenade Through Time event on 12/07/2026 11am-3pm in Downend High Street.
All Actions S&FR Committee
11. Website Update - none Action Bruce.
12. AOB
Mel’s health continues to improve and is now home. He is more mobile and has a follow-up hospital appointment booked. Zoe and Melinda are still supporting Mel with what he requires for the accounts process.
13. Date and time of next Meeting Monday 6th July 2026