8th April 2024
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 8th April 2024
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs C Bilella, Mrs Z Tanner, Cllr J Biggin, Mrs J Kennett.
1. APOLOGIES
Cllr L Brennan. Mr A Clements, Mr B Gibbs, Mrs M Hosking
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 4TH MARCH 2024.
The meeting agreed the Minutes to be a true representation and the Chairman signed the supplied copy.
3. MATTERS ARISING FROM THE MANAGEMENT MEETING
Property & Management
Building Voids, Internal and External. Ongoing Action Zoe
Chairs in the building renewed/ recovered. Ongoing Mel/Christine/Zoe
4. CORRESPONDENCE
None.
5. PROPERTY & MANAGEMENT
The Maintenance Review document was issued to the attendees and discussed. This review document identifies all the outstanding actions needed, however the following are highlighted as requiring more urgent attention.
Chairs in the building.
The Concorde Hall: Several are split, and foam exposed: looking for repair company or replacement cost. (53 chairs)
The Britannia Room: Red chairs – fabric material – water stains on fabric from roof. – Legs are battered and need painting. (22 chairs) look for company to clean, price to replace, or re upholster.
New per chair - £46.50 pack of 4 £186.00 or £65.50 each £262.00 per pack of 4
Sent an email to Olympia upholstery. Received reply.
Inventory of chairs done and 60 required in the Concorde Hall new. Repair 56 plus 4 in the Grace Room.
Action Mel/Christine/Zoe
Energy Survey 6/03/24
New visit for Tuesday 9/04/24 Action Zoe
Ladies Toilets
Full decoration required to walls, radiator ceiling, internal doors both. Action Zoe
Regular weekly jobs for Maintenance
Litter pick and leaves collection regular and ongoing. Also, hand gel dispensers maintenance to keep free flowing and fill up. Replace paper towels & refill the Antibacterial spray bottles – funnel provided. Litter sweep.
Jobs undertaken by the Maintenance Team
Go to the Recycling Centre
Zoe & Melinda refilled the Antibacterial sprays and paper towels.
Martin has organized the upper Storage area for furniture to disposed.
6. FIRE & SAFETY
Fire Alarm tests weekly.
DS Securities Peter Coole M D made a visit for a new sounder unit in the upper store. Action Zoe
Fire Risk Assessment Action Zoe
Gas Boilers and system will need to be serviced in July/ August.
Contact with trades has commenced March 2024 to gather a Quote. Action Zoe
7. ADMINISTRATION
Nothing to report.
8. FINANCIAL REPORT
Current Financial Situation :
Deposit £61,725
Current Account £13,349
Total £75,074
Significant Expenditure - > £500 (from end of Feb – 23rd March)
Apart from salaries, utilities and cleaning, there has been one expenditure in excess of £500.
£700 A& M Buildings – Fire doors in Page (repair, protect, fit kickboard and rainwater deflectors) and replacing the manhole cover and casing in the old boiler room to stop smells leaking through) Mel to update monthly
“Over and Above” Expenditure (One-offs) – Yearly Budget £13,000
£717 – AM Buildings – car park walls expansion gaps (see Oct report)
£1,158 – Mark Evans Electrical – school area and Concorde (see Oct report)
£1,416 – Mark Evans – Office Lighting (see January report)
£1,542 – AM Buildings – extension wall by Page (see January report)
Remaining Budget - £8,160 Mel to update monthly
Energy Efficiency
The survey was carried out on 6th March, and whilst we have received no feedback from SGC, according to the paperwork that they provided:
This is to inform you that you will be contacted by Ian Shellard of Esos Energy shortly to undertake an Energy Efficiency Survey of your community centre. This will provide you with guidance on how to make energy efficiency savings and is being paid for by funding allocated to improve energy use in South Gloucestershire Council owned Community centres. In addition to this SGC will have a limited amount of fundings to undertake improvement works during this calendar year. For Information
Cleaning Costs
We have been informed by GJ Treasurer that they are raising the weekly charges for cleaning by about 6% in April due to the increase in the living wage. For Information
D&BH Parish Council Grant
After the meeting where we agreed to reseal the outer roof lights, and replace the inner sealing glazing’s in the “downlight” areas, Mel applied to D&BH for a grant towards this work.
He has been notified that the parish council have awarded us a grant of £500.
Mel has communicated our thanks. To Note
9. SOCIAL & FUND RAISING
Speaker Morning
7 March. A talk on Avon Wildlife Trust, including details of facilities available and work carried out at the Frenchay site. Admission money came to £51 (plus £9 in the Coffee Lounge)
7 April. Jeanne Long will talk about a charity called ‘Happy Handbag’ whose aim is to provide basic hygiene products for women living in crisis situations. Donations of handbags and/or hygiene items would be appreciated.
FUTURE EVENTS
George Alway is booked for the 2 May Speaker Morning when the subject will be ‘Gardening with Spring in Mind’.
Speaker Mornings Autumn 2024.
Date Title Speaker
Thursday 5 September Bristol Lost Chris Bigg
Thursday 3 October Page Park Steph Purser
Thursday 7 November 19 Holistic Therapies Jeanne Long
Thursday 5 December Not yet decided
(maybe winter gardening)
Spring 2025 Perhaps consider theatre talk.
Outings 2024
Date Destination Leaving Barn Leaving Venue Ticket Price
Tuesday 14 May Bristol Blue Glass 1.00 pm 4.00 pm £16.00
Sunday 16 June Avon Valley Railway 1.45 pm 4.00 pm £25
(with cream tea)
Thursday 4 July Arnos Vale Cemetery 9.30 am 1.30 pm £16
Kingswood Community Transport have agreed to provide transport.
10. WEBSITE UPDATE
Up and running.
11. AOB.
The Parish Annual Assembly, Thursday 18th April, will be held at the Methodist Church, 7.30-9pm, where we will be relating all that the Parish Council has achieved in the past year, plus acknowledging 2 Parish Champions, who we feel have made a difference in our community, along with saying farewell to our outgoing Parish Clerk, Angela Hocking. Everyone Welcome! Our new clerk, Kevin Sprat is settling in well.
The Parish Council has decided to produce a Local Climate and Nature Action Plan. This is all about helping the parish to reduce carbon emissions, prepare for the local impacts of a changing climate and restore nature – so, we are keen to hear from volunteers, partners, and stakeholders and, if this would interest you, please contact Cllr. Stephen Pick, who can give you further information.
The Parish Council are giving £1,000 to a Tree Programme, following on from the successful project in Bradley Stoke. These trees will be selected from a limited choice and planted locally with a wire guard around them and so help to stop vandalism. Information Cllr Janet Biggin.
12. DATE AND TIME OF NEXT MEETING
Monday 13th May 2024 9.15 am.
MANAGEMENT MEETING MINUTES
Monday 8th April 2024
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs C Bilella, Mrs Z Tanner, Cllr J Biggin, Mrs J Kennett.
1. APOLOGIES
Cllr L Brennan. Mr A Clements, Mr B Gibbs, Mrs M Hosking
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 4TH MARCH 2024.
The meeting agreed the Minutes to be a true representation and the Chairman signed the supplied copy.
3. MATTERS ARISING FROM THE MANAGEMENT MEETING
Property & Management
Building Voids, Internal and External. Ongoing Action Zoe
Chairs in the building renewed/ recovered. Ongoing Mel/Christine/Zoe
4. CORRESPONDENCE
None.
5. PROPERTY & MANAGEMENT
The Maintenance Review document was issued to the attendees and discussed. This review document identifies all the outstanding actions needed, however the following are highlighted as requiring more urgent attention.
Chairs in the building.
The Concorde Hall: Several are split, and foam exposed: looking for repair company or replacement cost. (53 chairs)
The Britannia Room: Red chairs – fabric material – water stains on fabric from roof. – Legs are battered and need painting. (22 chairs) look for company to clean, price to replace, or re upholster.
New per chair - £46.50 pack of 4 £186.00 or £65.50 each £262.00 per pack of 4
Sent an email to Olympia upholstery. Received reply.
Inventory of chairs done and 60 required in the Concorde Hall new. Repair 56 plus 4 in the Grace Room.
Action Mel/Christine/Zoe
Energy Survey 6/03/24
New visit for Tuesday 9/04/24 Action Zoe
Ladies Toilets
Full decoration required to walls, radiator ceiling, internal doors both. Action Zoe
Regular weekly jobs for Maintenance
Litter pick and leaves collection regular and ongoing. Also, hand gel dispensers maintenance to keep free flowing and fill up. Replace paper towels & refill the Antibacterial spray bottles – funnel provided. Litter sweep.
Jobs undertaken by the Maintenance Team
Go to the Recycling Centre
Zoe & Melinda refilled the Antibacterial sprays and paper towels.
Martin has organized the upper Storage area for furniture to disposed.
6. FIRE & SAFETY
Fire Alarm tests weekly.
DS Securities Peter Coole M D made a visit for a new sounder unit in the upper store. Action Zoe
Fire Risk Assessment Action Zoe
Gas Boilers and system will need to be serviced in July/ August.
Contact with trades has commenced March 2024 to gather a Quote. Action Zoe
7. ADMINISTRATION
Nothing to report.
8. FINANCIAL REPORT
Current Financial Situation :
Deposit £61,725
Current Account £13,349
Total £75,074
Significant Expenditure - > £500 (from end of Feb – 23rd March)
Apart from salaries, utilities and cleaning, there has been one expenditure in excess of £500.
£700 A& M Buildings – Fire doors in Page (repair, protect, fit kickboard and rainwater deflectors) and replacing the manhole cover and casing in the old boiler room to stop smells leaking through) Mel to update monthly
“Over and Above” Expenditure (One-offs) – Yearly Budget £13,000
£717 – AM Buildings – car park walls expansion gaps (see Oct report)
£1,158 – Mark Evans Electrical – school area and Concorde (see Oct report)
£1,416 – Mark Evans – Office Lighting (see January report)
£1,542 – AM Buildings – extension wall by Page (see January report)
Remaining Budget - £8,160 Mel to update monthly
Energy Efficiency
The survey was carried out on 6th March, and whilst we have received no feedback from SGC, according to the paperwork that they provided:
This is to inform you that you will be contacted by Ian Shellard of Esos Energy shortly to undertake an Energy Efficiency Survey of your community centre. This will provide you with guidance on how to make energy efficiency savings and is being paid for by funding allocated to improve energy use in South Gloucestershire Council owned Community centres. In addition to this SGC will have a limited amount of fundings to undertake improvement works during this calendar year. For Information
Cleaning Costs
We have been informed by GJ Treasurer that they are raising the weekly charges for cleaning by about 6% in April due to the increase in the living wage. For Information
D&BH Parish Council Grant
After the meeting where we agreed to reseal the outer roof lights, and replace the inner sealing glazing’s in the “downlight” areas, Mel applied to D&BH for a grant towards this work.
He has been notified that the parish council have awarded us a grant of £500.
Mel has communicated our thanks. To Note
9. SOCIAL & FUND RAISING
Speaker Morning
7 March. A talk on Avon Wildlife Trust, including details of facilities available and work carried out at the Frenchay site. Admission money came to £51 (plus £9 in the Coffee Lounge)
7 April. Jeanne Long will talk about a charity called ‘Happy Handbag’ whose aim is to provide basic hygiene products for women living in crisis situations. Donations of handbags and/or hygiene items would be appreciated.
FUTURE EVENTS
George Alway is booked for the 2 May Speaker Morning when the subject will be ‘Gardening with Spring in Mind’.
Speaker Mornings Autumn 2024.
Date Title Speaker
Thursday 5 September Bristol Lost Chris Bigg
Thursday 3 October Page Park Steph Purser
Thursday 7 November 19 Holistic Therapies Jeanne Long
Thursday 5 December Not yet decided
(maybe winter gardening)
Spring 2025 Perhaps consider theatre talk.
Outings 2024
Date Destination Leaving Barn Leaving Venue Ticket Price
Tuesday 14 May Bristol Blue Glass 1.00 pm 4.00 pm £16.00
Sunday 16 June Avon Valley Railway 1.45 pm 4.00 pm £25
(with cream tea)
Thursday 4 July Arnos Vale Cemetery 9.30 am 1.30 pm £16
Kingswood Community Transport have agreed to provide transport.
10. WEBSITE UPDATE
Up and running.
11. AOB.
The Parish Annual Assembly, Thursday 18th April, will be held at the Methodist Church, 7.30-9pm, where we will be relating all that the Parish Council has achieved in the past year, plus acknowledging 2 Parish Champions, who we feel have made a difference in our community, along with saying farewell to our outgoing Parish Clerk, Angela Hocking. Everyone Welcome! Our new clerk, Kevin Sprat is settling in well.
The Parish Council has decided to produce a Local Climate and Nature Action Plan. This is all about helping the parish to reduce carbon emissions, prepare for the local impacts of a changing climate and restore nature – so, we are keen to hear from volunteers, partners, and stakeholders and, if this would interest you, please contact Cllr. Stephen Pick, who can give you further information.
The Parish Council are giving £1,000 to a Tree Programme, following on from the successful project in Bradley Stoke. These trees will be selected from a limited choice and planted locally with a wire guard around them and so help to stop vandalism. Information Cllr Janet Biggin.
12. DATE AND TIME OF NEXT MEETING
Monday 13th May 2024 9.15 am.