3rd June 2024
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 3rd June 2024
PRESENT
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. Mrs E Bendrey-Chairman
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 13TH MAY 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. On Hold
Chairs in the building renewed/ recovered. Work finished. Closing note.
4. CORRESPONDENCE
None
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:
Energy Survey 09/04/24 now awaiting report from South Glos Council.
Gas Boilers and system will need to be serviced in July / August. Action Zoe
Hearing loop
Bristol sounds has supplied a stand for the microphone to see if this helps. No Charge yet. Action 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 Alarm tests weekly. Action Zoe
Monthly light test (Zoe can only do the remote control as the others are done by DS Security.)
DS Security 28/05/24- service to Extinguisher, lighting & Alarm Action Zoe
Staff Training for Fire Alarm tests will commence on Morning sessions. Action Zoe
Fire Risk Assessment 15/04/24 Andrew & Zoe in attendance: completed and report is being looked at by Andrew and Zoe.
Andrew Clements has stated that Fire Doors should have no locking action. Mel Brown will contact our insurers on this matter. Action/Andrew, Mel
Things are in hand and working through recommendations. Action/Zoe. Andrew.
7. ADMINISTRATION
We are still awaiting a reply from the home school group re their leaving date. Action /Zoe, Eileen.
8. FINANCIAL REPORT
Current Financial Situation : (as at June 1st)
Deposit £63,641
Current Account £12,500
Total £76,141
Significant Expenditure - > £500 (during May)
Apart from salaries, utilities and cleaning, there have been three expenditures in excess of £500.
£1,080 – replacement of discharge pipework, soil and vent pipework in toilets plus mirror in ladies
£623 – Electric Mower*
£485 – Electric Strimmer*
*Donation by Merle Hosking covers the costs of these two items.
An interesting spend was £350 for a replacement defib battery – this will be a regular replacement. Whilst the defib was donated, we are responsible for the maintenance of it.
We have also committed:
£1,200 – rest of cost of Concorde chair seat repair
Fire Risk Assessment Actions:
£540 – cost of actual assessment and report
£46 – easy small items to comply with report
£180 – cleaning of cooker hood
£1,008 – electrical tools – funded by Merle
£54 – spare battery pack for mower/strimmer
Mel to update monthly
“Over and Above” Expenditure (One-offs)
£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)
£1,200 (50% of costs) – Olympia Upholstery – repair of 60 Concorde Chair seats (June report)
Total Spend - £6,733 Mel to update monthly
9. Social & Fund Raising
Visit to Bristol Blue Glass. Only 4 people booked for this trip which was disappointing.
FUTURE EVENTS.
4th July Arnos Vale Cemetery trip fully booked.
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
Christmas Market – 16 November. All Actions S&FR Committee.
10. WEBSITE UPDATE
Up and running.
11. AOB
Co-op Car Park – Janet is awaiting a reply from London & Cambridge, following her email to them about when would they be completing the work on the electric charging posts.
Christmas, Cleeve Wood Shops – they will be hosting a smaller event this year.
Christmas Lights in Downend – switch on Friday 22nd November and will advise you of the time when Janet knows.
History Walk 4 Families – This was hosted on Saturday 11th May and we had 55 people attend, which was very successful, but we realise that we will need to limit the numbers next time – perhaps in the autumn.
Frenchay Flower Show – Saturday 13th July.
Parish Council – we have now filled the last vacancy, so are up to our full capacity again.
Cricket 20/20 KGV Playing Field – these will go ahead at £65 per game.
D&BHPC are now recruiting for a Parish Clerk’s Assistant, if you know of anyone who would be interested in a part time role of about 12 hours, then please contact Kevin Spratt, Parish Clerk.
The Easter Egg Trail during the Easter holidays went very well, with parents really enjoying a free activity with their children so, it has been suggested that Trails may be arranged for Hallowe’en and Christmas.
Page Park – new toilet block (although running late) should be completed by the end of June.
Sunday 9th June, There will be a public commemoration of D Day in Page Park, from 12 o’clock onwards.
Refreshments will be available afterwards.
Information Cllr Janet Biggin.
12. DATE AND TIME OF NEXT MEETING
Monday 1st July 2024 9.15 am.
MANAGEMENT MEETING MINUTES
Monday 3rd June 2024
PRESENT
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. Mrs E Bendrey-Chairman
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 13TH MAY 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. On Hold
Chairs in the building renewed/ recovered. Work finished. Closing note.
4. CORRESPONDENCE
None
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:
Energy Survey 09/04/24 now awaiting report from South Glos Council.
Gas Boilers and system will need to be serviced in July / August. Action Zoe
Hearing loop
Bristol sounds has supplied a stand for the microphone to see if this helps. No Charge yet. Action 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 Alarm tests weekly. Action Zoe
Monthly light test (Zoe can only do the remote control as the others are done by DS Security.)
DS Security 28/05/24- service to Extinguisher, lighting & Alarm Action Zoe
Staff Training for Fire Alarm tests will commence on Morning sessions. Action Zoe
Fire Risk Assessment 15/04/24 Andrew & Zoe in attendance: completed and report is being looked at by Andrew and Zoe.
Andrew Clements has stated that Fire Doors should have no locking action. Mel Brown will contact our insurers on this matter. Action/Andrew, Mel
Things are in hand and working through recommendations. Action/Zoe. Andrew.
7. ADMINISTRATION
We are still awaiting a reply from the home school group re their leaving date. Action /Zoe, Eileen.
8. FINANCIAL REPORT
Current Financial Situation : (as at June 1st)
Deposit £63,641
Current Account £12,500
Total £76,141
Significant Expenditure - > £500 (during May)
Apart from salaries, utilities and cleaning, there have been three expenditures in excess of £500.
£1,080 – replacement of discharge pipework, soil and vent pipework in toilets plus mirror in ladies
£623 – Electric Mower*
£485 – Electric Strimmer*
*Donation by Merle Hosking covers the costs of these two items.
An interesting spend was £350 for a replacement defib battery – this will be a regular replacement. Whilst the defib was donated, we are responsible for the maintenance of it.
We have also committed:
£1,200 – rest of cost of Concorde chair seat repair
Fire Risk Assessment Actions:
£540 – cost of actual assessment and report
£46 – easy small items to comply with report
£180 – cleaning of cooker hood
£1,008 – electrical tools – funded by Merle
£54 – spare battery pack for mower/strimmer
Mel to update monthly
“Over and Above” Expenditure (One-offs)
£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)
£1,200 (50% of costs) – Olympia Upholstery – repair of 60 Concorde Chair seats (June report)
Total Spend - £6,733 Mel to update monthly
9. Social & Fund Raising
Visit to Bristol Blue Glass. Only 4 people booked for this trip which was disappointing.
FUTURE EVENTS.
4th July Arnos Vale Cemetery trip fully booked.
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
Christmas Market – 16 November. All Actions S&FR Committee.
10. WEBSITE UPDATE
Up and running.
11. AOB
Co-op Car Park – Janet is awaiting a reply from London & Cambridge, following her email to them about when would they be completing the work on the electric charging posts.
Christmas, Cleeve Wood Shops – they will be hosting a smaller event this year.
Christmas Lights in Downend – switch on Friday 22nd November and will advise you of the time when Janet knows.
History Walk 4 Families – This was hosted on Saturday 11th May and we had 55 people attend, which was very successful, but we realise that we will need to limit the numbers next time – perhaps in the autumn.
Frenchay Flower Show – Saturday 13th July.
Parish Council – we have now filled the last vacancy, so are up to our full capacity again.
Cricket 20/20 KGV Playing Field – these will go ahead at £65 per game.
D&BHPC are now recruiting for a Parish Clerk’s Assistant, if you know of anyone who would be interested in a part time role of about 12 hours, then please contact Kevin Spratt, Parish Clerk.
The Easter Egg Trail during the Easter holidays went very well, with parents really enjoying a free activity with their children so, it has been suggested that Trails may be arranged for Hallowe’en and Christmas.
Page Park – new toilet block (although running late) should be completed by the end of June.
Sunday 9th June, There will be a public commemoration of D Day in Page Park, from 12 o’clock onwards.
Refreshments will be available afterwards.
Information Cllr Janet Biggin.
12. DATE AND TIME OF NEXT MEETING
Monday 1st July 2024 9.15 am.