1st July 2024
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 1st July 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 3RD JUNE 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
Gas Boilers and system will need to be serviced in July/ August.
Date for the work to start 1/08/24 Action Zoe
DS Security 28/05/24- service to Extinguisher, lighting & Alarm Completed
4. CORRESPONDENCE
Oakens Home School have given their notice to the DFHA and will be leaving the site June 27th 2024.
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:
Jubilee Hall – Light bulb out and Phil has no more tubes so next stage is replacement of all lights.
Quotes will be found for the remaining banks of lights in Jubilee to be replaced with LED tubes. Action Zoe
Moles in the grass area by the Barn front area. Phil has flattened down but more soil may reappear.
Area to be observed by MC committee.
Ladies Toilets.
To be completely decorated walls, radiator, ceiling, internal doors both. £380.MC agreed Action Zoe
Regular weekly jobs for Maintenance
Litter pick and leaves collection regular and ongoing. Also, hand gel dispenser’s maintenance to keep free flowing and fill up. 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.)
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 has made various suggestions concerning changes to be made. Clear all thumb locks on fire escape doors. Have a shutter on the outside of the Office door, closure activated when the fire alarm sounds. New doors within the original building. Prices and options are being investigated. Ongoing Action/Zoe Andrew
7. ADMINISTRATION
Interviewing for a new volunteer for Monday afternoon. Action Zoe.
8. FINANCIAL REPORT
Deposit £63,641
Current Account £10,049
Total £73,690
Significant Expenditure - > £500 (during June)
Apart from salaries, utilities and cleaning, there have been three expenditures in excess of £500.
£1,596 Olympia – completion of seat repairs to worst chairs
£512 – DS Securities – Fire Extinguisher work
£525 – Mark Evans – Doorbell work
Cost of 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
£512 – update/replace fire extinguishers/signage
£197 – additional (large) battery for mower
£270 – Fire Door inspection/report
£525 – Doorbell transformer/pelmet lights 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 – A&M 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 – Olympia Upholstery – repair of 60 Concorde Chair seats (June report)
£1,596 – Olympia Upholstery – remainder of repairs (July report)
Total Spend - £8,329 Mel to update monthly
9. SOCIAL & FUND RAISING
Summer Concert 13th July at 7.30pm.
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 – 16th November. All Actions S&FR Committee.
10. WEBSITE UPDATE
Up and running
11. AOB
Party in the Park - Saturday 6th July, 11-5pm, Page Park, celebrating 25th Anniversary
of Friends of Page Park.
We will also have a selection of food stalls, Thai, Turkish, English and lots of cakes and pastries.
The event is free but we are asking our visitors for donations to enable us to cover our costs.
Heathfest - Saturday 12th July 2025 at Bromley Heath Park, 11-5pm.
Folk & Roots, 10th Anniversary of this group, Friday 19th-Sunday 21st July, Christ Church, Downend.
Festival of Chariots, Saturday 27th July, King George V Park (time to be announced)
This is a free event with food and drink available.
The Community, History & Art Project, (CHAP) have organized again, walks for Year 8’s from Downend School starting 8th July for 4 days. 4 groups a day, 2 in the morning, 2 in the afternoon. The children will be shown places of historical interest around Downend .
The walks starting from the school gate and ending there: Information Cllr Janet Biggin
12. DATE AND TIME OF NEXT MEETING
Monday 2nd September 2024 9.15 am.
MANAGEMENT MEETING MINUTES
Monday 1st July 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 3RD JUNE 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
Gas Boilers and system will need to be serviced in July/ August.
Date for the work to start 1/08/24 Action Zoe
DS Security 28/05/24- service to Extinguisher, lighting & Alarm Completed
4. CORRESPONDENCE
Oakens Home School have given their notice to the DFHA and will be leaving the site June 27th 2024.
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:
Jubilee Hall – Light bulb out and Phil has no more tubes so next stage is replacement of all lights.
Quotes will be found for the remaining banks of lights in Jubilee to be replaced with LED tubes. Action Zoe
Moles in the grass area by the Barn front area. Phil has flattened down but more soil may reappear.
Area to be observed by MC committee.
Ladies Toilets.
To be completely decorated walls, radiator, ceiling, internal doors both. £380.MC agreed Action Zoe
Regular weekly jobs for Maintenance
Litter pick and leaves collection regular and ongoing. Also, hand gel dispenser’s maintenance to keep free flowing and fill up. 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.)
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 has made various suggestions concerning changes to be made. Clear all thumb locks on fire escape doors. Have a shutter on the outside of the Office door, closure activated when the fire alarm sounds. New doors within the original building. Prices and options are being investigated. Ongoing Action/Zoe Andrew
7. ADMINISTRATION
Interviewing for a new volunteer for Monday afternoon. Action Zoe.
8. FINANCIAL REPORT
Deposit £63,641
Current Account £10,049
Total £73,690
Significant Expenditure - > £500 (during June)
Apart from salaries, utilities and cleaning, there have been three expenditures in excess of £500.
£1,596 Olympia – completion of seat repairs to worst chairs
£512 – DS Securities – Fire Extinguisher work
£525 – Mark Evans – Doorbell work
Cost of 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
£512 – update/replace fire extinguishers/signage
£197 – additional (large) battery for mower
£270 – Fire Door inspection/report
£525 – Doorbell transformer/pelmet lights 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 – A&M 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 – Olympia Upholstery – repair of 60 Concorde Chair seats (June report)
£1,596 – Olympia Upholstery – remainder of repairs (July report)
Total Spend - £8,329 Mel to update monthly
9. SOCIAL & FUND RAISING
Summer Concert 13th July at 7.30pm.
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 – 16th November. All Actions S&FR Committee.
10. WEBSITE UPDATE
Up and running
11. AOB
Party in the Park - Saturday 6th July, 11-5pm, Page Park, celebrating 25th Anniversary
of Friends of Page Park.
We will also have a selection of food stalls, Thai, Turkish, English and lots of cakes and pastries.
The event is free but we are asking our visitors for donations to enable us to cover our costs.
Heathfest - Saturday 12th July 2025 at Bromley Heath Park, 11-5pm.
Folk & Roots, 10th Anniversary of this group, Friday 19th-Sunday 21st July, Christ Church, Downend.
Festival of Chariots, Saturday 27th July, King George V Park (time to be announced)
This is a free event with food and drink available.
The Community, History & Art Project, (CHAP) have organized again, walks for Year 8’s from Downend School starting 8th July for 4 days. 4 groups a day, 2 in the morning, 2 in the afternoon. The children will be shown places of historical interest around Downend .
The walks starting from the school gate and ending there: Information Cllr Janet Biggin
12. DATE AND TIME OF NEXT MEETING
Monday 2nd September 2024 9.15 am.