5th October 2026
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
MONDAY 5TH OCTOBER 2026
Present
Mrs. E Bendrey Chairman, Cllr J Biggin Vice Chairman
Mr. A Clements, Mrs. Z Tanner, Mr. B Gibbs, Ms. C Flint, Mrs. Merle Hosking.
1. Apologies
Mr. M. Brown,
2. Minutes of the Management Meeting held on September 7th, 2026
3. The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied Copy.
Report on IT
No report received by Martin Bailey.
An additional meeting for IT in the future, as an executive meeting.
Carole and Zoe to update Monthly Update
4. Matters arising from the Management Meeting of Set 5th October 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.
- Boiler has now a certificate and is in the Risk Assessment file.
- Washer Dryer to be replaced as tumble dry part on the machine, is now not working.
- Maintenance of the wall screen partition to be used and not locked down.
- Disable toilet needs an emergency light installed. The lock also to receive review if needs replacing.
Quotes to be provided.
More investigations to the asbestos certification – provide details on file next meeting. Action Zoe
7. Fire & Safety
Fire Exit opposite Maintenance, quote received £1500 - awaiting trade availability. Checking this is still something that can be progressed to report stage. Ongoing for Andrew
Training for the 4 members of War Games are now trained to do action tests for Emergency Lights.
Emergency exit light opposite the Maintenance needs to be inspected by an electrician for replacement.
Actioned by Zoe
8. Administration
Extreme weather policy to be discussed later date. Ongoing
Looking to purchase some fans / portable AC units in the future for office Ongoing
Copies of Barn News and Prospectus are available in buildings and on the website. Ongoing
AGM attendance rules discussed that a proposal AGM motion to create a
regular hire forum. Carole to Action
Hirer issues with cleaning up after parties. Zoe to Monitor
More volunteers to help with table setting up for the clubs, various times during the week. Action Zoe
Mel Brown Treasurer until 9/10/26 support until a replacement can be found. December being the cut off.
9. Financial Report
Current Financial Situation:
Deposit £41,302 - Current Account £40,753 Total £82,055
This shows an increase of £10,000 since September 1st, but with it being the beginning of our financial year there is always a significant increase in income.
Significant Expenditure - > £250 (during September)
Apart from administration (monthly average £4,000), utilities (monthly average £1,000) and
cleaning (monthly average £2,345), there were two expenditures of £250 or more:
£270 for catering supplies – these are usually bought in bulk to reduce costs.
£264 for yearly gas safety checks.
National Lottery
Grant Application re-submitted for £14,500 on 17th July to support remaining roof work across the Barn. – anticipate answer by 9th December. Value of original application exceeded the year
application level (not known at initial application)
Ongoing Reports
Whilst I am stepping down from the treasurer’s role, for the remainder of 2026, I will continue to produce monthly financial reports, until this activity has been taken on by another trustee.
10. Social & Fund Raising
Lincombe Barn Christmas Market Saturday 21st November 2026
Lincombe Barn Christmas Lunch Tuesday 8th December 2026. Catering to be supplied by AHM Catering £22.50 per person
Lincombe Barn - Christmas Choir Concert - December 12th, 2026, 2-4pm
11. Website Update:
Bruce reported all was up and running with no issues.
12. AOB
Pumpkin Carving & Halloween Crafts - Wednesday 28th October 1-3pm & Friday 30th, 10-12 & 1-3pm, The Pavilion, KGV - £4 per session, each child to be accompanied by an adult at all times.
Tallest Sunflower Competition - this was a popular free family activity, which began in the Easter holidays. Christmas Wreath Making Afternoon - Sunday 29th November, The Pavilion, KGV, 2-4.30, £25 per person, limited to 12 people.
Halloween Event - Saturday 17th October, Page Park 11-3pm and Artisan Market. High Street Market, Downend Central, Sunday 11th December 11-3pm: food stalls and Christmas gifts.
Christmas Service St. Augustine’s Church, 6-30pm on Friday 18th December, followed by refreshments & entertainment in the Church Hall.
Lincombe Barn AGM - 9/10/26 – 2-4pm
13. Date and time of next Meeting Monday 2nd November 2026 - 9.15am
MANAGEMENT MEETING MINUTES
MONDAY 5TH OCTOBER 2026
Present
Mrs. E Bendrey Chairman, Cllr J Biggin Vice Chairman
Mr. A Clements, Mrs. Z Tanner, Mr. B Gibbs, Ms. C Flint, Mrs. Merle Hosking.
1. Apologies
Mr. M. Brown,
2. Minutes of the Management Meeting held on September 7th, 2026
3. The meeting agreed the Minutes to be a true representation, and the Chairman signed the supplied Copy.
Report on IT
No report received by Martin Bailey.
An additional meeting for IT in the future, as an executive meeting.
Carole and Zoe to update Monthly Update
4. Matters arising from the Management Meeting of Set 5th October 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.
- Boiler has now a certificate and is in the Risk Assessment file.
- Washer Dryer to be replaced as tumble dry part on the machine, is now not working.
- Maintenance of the wall screen partition to be used and not locked down.
- Disable toilet needs an emergency light installed. The lock also to receive review if needs replacing.
Quotes to be provided.
More investigations to the asbestos certification – provide details on file next meeting. Action Zoe
7. Fire & Safety
Fire Exit opposite Maintenance, quote received £1500 - awaiting trade availability. Checking this is still something that can be progressed to report stage. Ongoing for Andrew
Training for the 4 members of War Games are now trained to do action tests for Emergency Lights.
Emergency exit light opposite the Maintenance needs to be inspected by an electrician for replacement.
Actioned by Zoe
8. Administration
Extreme weather policy to be discussed later date. Ongoing
Looking to purchase some fans / portable AC units in the future for office Ongoing
Copies of Barn News and Prospectus are available in buildings and on the website. Ongoing
AGM attendance rules discussed that a proposal AGM motion to create a
regular hire forum. Carole to Action
Hirer issues with cleaning up after parties. Zoe to Monitor
More volunteers to help with table setting up for the clubs, various times during the week. Action Zoe
Mel Brown Treasurer until 9/10/26 support until a replacement can be found. December being the cut off.
9. Financial Report
Current Financial Situation:
Deposit £41,302 - Current Account £40,753 Total £82,055
This shows an increase of £10,000 since September 1st, but with it being the beginning of our financial year there is always a significant increase in income.
Significant Expenditure - > £250 (during September)
Apart from administration (monthly average £4,000), utilities (monthly average £1,000) and
cleaning (monthly average £2,345), there were two expenditures of £250 or more:
£270 for catering supplies – these are usually bought in bulk to reduce costs.
£264 for yearly gas safety checks.
National Lottery
Grant Application re-submitted for £14,500 on 17th July to support remaining roof work across the Barn. – anticipate answer by 9th December. Value of original application exceeded the year
application level (not known at initial application)
Ongoing Reports
Whilst I am stepping down from the treasurer’s role, for the remainder of 2026, I will continue to produce monthly financial reports, until this activity has been taken on by another trustee.
10. Social & Fund Raising
Lincombe Barn Christmas Market Saturday 21st November 2026
Lincombe Barn Christmas Lunch Tuesday 8th December 2026. Catering to be supplied by AHM Catering £22.50 per person
Lincombe Barn - Christmas Choir Concert - December 12th, 2026, 2-4pm
11. Website Update:
Bruce reported all was up and running with no issues.
12. AOB
Pumpkin Carving & Halloween Crafts - Wednesday 28th October 1-3pm & Friday 30th, 10-12 & 1-3pm, The Pavilion, KGV - £4 per session, each child to be accompanied by an adult at all times.
Tallest Sunflower Competition - this was a popular free family activity, which began in the Easter holidays. Christmas Wreath Making Afternoon - Sunday 29th November, The Pavilion, KGV, 2-4.30, £25 per person, limited to 12 people.
Halloween Event - Saturday 17th October, Page Park 11-3pm and Artisan Market. High Street Market, Downend Central, Sunday 11th December 11-3pm: food stalls and Christmas gifts.
Christmas Service St. Augustine’s Church, 6-30pm on Friday 18th December, followed by refreshments & entertainment in the Church Hall.
Lincombe Barn AGM - 9/10/26 – 2-4pm
13. Date and time of next Meeting Monday 2nd November 2026 - 9.15am