13th May 2024
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 13th May 2024
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner, Mr A Clements, Mr B Gibbs,
Cllr J Biggin, Mrs J Kennett.
1. APOLOGIES
Cllr L Brennan.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 8TH APRIL 2024.
The meeting agreed the Minutes to be a true representation and the Vice Chairman signed the supplied copy.
3. MATTERS ARISING FROM THE MANAGEMENT MEETING
Property & Management
Building Voids, Internal and External. On Hold
Chairs in the building renewed/ recovered. Work has started. Ongoing Mel/Christine/Zoe
4. CORRESPONDENCE
Louise Kennedy will begin gardening work when required. Action/ Eileen
5.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 as requiring urgent attention:
Fire Risk Assessment showed some changes required.
Building Voids, Internal and External. On Hold.
Chairs in the building renewed/ recovered. Work has started.
Energy Survey 09/04/24 now awaiting report from South Glos Council.
Gas Boilers and system will need to be serviced in July / August.
Electrical issue with door bells/ light under the stairs. Mark Evans has been informed.
Office needs total redecoration. All work actioned Zoe
Regular weekly jobs for Maintenance Litter pick and leaf collection regular and ongoing. Also, hand gel dispensers maintenance to keep free flowing and fill when required. Replace paper towels & refill the Antibacterial spray bottles – funnel provided. Litter sweep.
6. FIRE & SAFETY
Fire & Health and Safety
Monthly light test (Zoe can only do the remote control as the others are done by DS Security.)
DS Security 28/05/24 – to service Extinguisher, lighting and Alarm.
Staff Training will commence on Morning work sessions.
Fire Alarm tests done weekly. Action Zoe
7. ADMINISTRATION
Louise Kennedy will begin gardening work when required. Action/ Eileen
8. Financial Report.
Current Financial Situation :
Deposit £63,641
Current Account £12,320
Total £75,961
(We have received £385 from HMRC from our Gift Aid submission)
We have received the fire risk assessment, which has highlighted areas which need improvement. This exercise will be very expensive, but one the Management Committee will start immediately.
Significant Expenditure - > £500 (during April)
Apart from salaries, utilities and cleaning, there have been two expenditures in excess of £500.
£1,200 (50% of cost) – Olympia Upholstery – repair of Concorde chair seats (60)
£540 – RedSpark – Fire Risk Assessment
Both the above will be allocated against the “Over and Above” Expenditure - below
We have also committed:
£1,200 – rest of cost of Concorde chair seat repair
£4,500 – repair/sealing of roof voids (we have received £500 from parish council towards this)
£1,080 – replacement of soil pipework in toilets plus mirror in ladies toilet Mel to update monthly
“Over and Above” Expenditure (One-offs) – Yearly Budget (see above) £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)
£700 – A&M Fire doors in Page (repair, protect, fit kickboard and rainwater deflectors) and replacing the manhole cover and casing in the old boiler room (See May report)
Total Spend - £5,533 Mel to update monthly
Utility Costs
The committee is aware that due to having three/four-year deals in place, we have been insulated from the increases in utility prices over the last three years. Our electricity contract ended in March this year, and it is worth noting that the “Energy Cap” does not apply to commercial supplies.
We have just received our first electricity bill from our new supplier (best three year deal that was available), and the price has more than doubled.
During March, (old contract) we used 1,890 units of electricity and paid £311.69
During April (new contract) we used 1,760 units of electricity, and paid £635.36.
(Unit costs rose from 14.2p to 28.9p, and standing charges, per day, from £0.95 to £3.09)
Our current Gas contract ends in July 2025, and we will experience the same size of increase.
Last year our gas and electricity costs totalled £6,250
9. SOCIAL & FUND RAISING
Speaker Morning – 4 April. Money received - £30 entrance fees plus £10.20 in the Coffee Lounge.
‘Happy Handbag’ - a talk by Jeanne Long on the charity she started with the aim to help women in crisis situations. These bags and, more importantly their contents comprising toiletries and basic hygiene products, make a huge difference to the lives of the recipients. She welcomed contributions.
Speaker Morning – 2 May. Gardening with Spring in Mind. Speaker: George Alway. Posters were displayed as usual, including at Melanie’s Kitchen, the Card Shop in the village and the Library.
Future Outings.
16 June Avon Valley Railway Bookings to date – 2
4 July Arnos Vale Cemetery Bookings to date – 12
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 Winter Gardening) Roger Mellors from
University Botanic Gardens
SPRING 2025
Thursday 6 February Wapley Bushes
(between Westerleigh and Yate) Paul Hulbert
Christmas Market – 16 November. Emma B and Janet B will meet to discuss plan of action
10. WEBSITE UPDATE
Up and running. Action Bruce
11. AOB
Page Park Festival - Sunday 9th June, no time yet, but will advise when Janet has the information.
Mangotsfield Festival - Saturday 8th June, 11-8pm, Pomphrey Hill, playing field, Mangotsfield.
Portaloo Toilets KGV Playing Field & Bromley Heath Playing Field.
These have now been placed in both playing fields as D&BHPC have closed the old pavilion buildings.
Bridge Over the M4 on Badminton Road..
On Monday 20th May there will be outline plans on show at Downend Library, from 4pm onwards, so do go, then you can see what this is all about.
The new bridge will have a 120-year design life – so, should last for quite some time…
Information Cllr Janet Biggin.
12. DATE AND TIME OF NEXT MEETING
Monday 3rd June 2024 9.15 am.
MANAGEMENT MEETING MINUTES
Monday 13th May 2024
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner, Mr A Clements, Mr B Gibbs,
Cllr J Biggin, Mrs J Kennett.
1. APOLOGIES
Cllr L Brennan.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 8TH APRIL 2024.
The meeting agreed the Minutes to be a true representation and the Vice Chairman signed the supplied copy.
3. MATTERS ARISING FROM THE MANAGEMENT MEETING
Property & Management
Building Voids, Internal and External. On Hold
Chairs in the building renewed/ recovered. Work has started. Ongoing Mel/Christine/Zoe
4. CORRESPONDENCE
Louise Kennedy will begin gardening work when required. Action/ Eileen
5.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 as requiring urgent attention:
Fire Risk Assessment showed some changes required.
Building Voids, Internal and External. On Hold.
Chairs in the building renewed/ recovered. Work has started.
Energy Survey 09/04/24 now awaiting report from South Glos Council.
Gas Boilers and system will need to be serviced in July / August.
Electrical issue with door bells/ light under the stairs. Mark Evans has been informed.
Office needs total redecoration. All work actioned Zoe
Regular weekly jobs for Maintenance Litter pick and leaf collection regular and ongoing. Also, hand gel dispensers maintenance to keep free flowing and fill when required. Replace paper towels & refill the Antibacterial spray bottles – funnel provided. Litter sweep.
6. FIRE & SAFETY
Fire & Health and Safety
Monthly light test (Zoe can only do the remote control as the others are done by DS Security.)
DS Security 28/05/24 – to service Extinguisher, lighting and Alarm.
Staff Training will commence on Morning work sessions.
Fire Alarm tests done weekly. Action Zoe
7. ADMINISTRATION
Louise Kennedy will begin gardening work when required. Action/ Eileen
8. Financial Report.
Current Financial Situation :
Deposit £63,641
Current Account £12,320
Total £75,961
(We have received £385 from HMRC from our Gift Aid submission)
We have received the fire risk assessment, which has highlighted areas which need improvement. This exercise will be very expensive, but one the Management Committee will start immediately.
Significant Expenditure - > £500 (during April)
Apart from salaries, utilities and cleaning, there have been two expenditures in excess of £500.
£1,200 (50% of cost) – Olympia Upholstery – repair of Concorde chair seats (60)
£540 – RedSpark – Fire Risk Assessment
Both the above will be allocated against the “Over and Above” Expenditure - below
We have also committed:
£1,200 – rest of cost of Concorde chair seat repair
£4,500 – repair/sealing of roof voids (we have received £500 from parish council towards this)
£1,080 – replacement of soil pipework in toilets plus mirror in ladies toilet Mel to update monthly
“Over and Above” Expenditure (One-offs) – Yearly Budget (see above) £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)
£700 – A&M Fire doors in Page (repair, protect, fit kickboard and rainwater deflectors) and replacing the manhole cover and casing in the old boiler room (See May report)
Total Spend - £5,533 Mel to update monthly
Utility Costs
The committee is aware that due to having three/four-year deals in place, we have been insulated from the increases in utility prices over the last three years. Our electricity contract ended in March this year, and it is worth noting that the “Energy Cap” does not apply to commercial supplies.
We have just received our first electricity bill from our new supplier (best three year deal that was available), and the price has more than doubled.
During March, (old contract) we used 1,890 units of electricity and paid £311.69
During April (new contract) we used 1,760 units of electricity, and paid £635.36.
(Unit costs rose from 14.2p to 28.9p, and standing charges, per day, from £0.95 to £3.09)
Our current Gas contract ends in July 2025, and we will experience the same size of increase.
Last year our gas and electricity costs totalled £6,250
9. SOCIAL & FUND RAISING
Speaker Morning – 4 April. Money received - £30 entrance fees plus £10.20 in the Coffee Lounge.
‘Happy Handbag’ - a talk by Jeanne Long on the charity she started with the aim to help women in crisis situations. These bags and, more importantly their contents comprising toiletries and basic hygiene products, make a huge difference to the lives of the recipients. She welcomed contributions.
Speaker Morning – 2 May. Gardening with Spring in Mind. Speaker: George Alway. Posters were displayed as usual, including at Melanie’s Kitchen, the Card Shop in the village and the Library.
Future Outings.
16 June Avon Valley Railway Bookings to date – 2
4 July Arnos Vale Cemetery Bookings to date – 12
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 Winter Gardening) Roger Mellors from
University Botanic Gardens
SPRING 2025
Thursday 6 February Wapley Bushes
(between Westerleigh and Yate) Paul Hulbert
Christmas Market – 16 November. Emma B and Janet B will meet to discuss plan of action
10. WEBSITE UPDATE
Up and running. Action Bruce
11. AOB
Page Park Festival - Sunday 9th June, no time yet, but will advise when Janet has the information.
Mangotsfield Festival - Saturday 8th June, 11-8pm, Pomphrey Hill, playing field, Mangotsfield.
Portaloo Toilets KGV Playing Field & Bromley Heath Playing Field.
These have now been placed in both playing fields as D&BHPC have closed the old pavilion buildings.
Bridge Over the M4 on Badminton Road..
On Monday 20th May there will be outline plans on show at Downend Library, from 4pm onwards, so do go, then you can see what this is all about.
The new bridge will have a 120-year design life – so, should last for quite some time…
Information Cllr Janet Biggin.
12. DATE AND TIME OF NEXT MEETING
Monday 3rd June 2024 9.15 am.