2nd September 2024
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 2nd September 2024
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs C Bilella, Mrs Z Tanner, Mr A Clements, Mrs J Kennett Cllr J Biggin.
1. APOLOGIES
Cllr L Brennan. Mrs M Hosking, Mr B Gibbs.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 1ST JULY 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
Additional work for fish key wiring waiting for an attendance appointment. Also bulkhead electric control test point on fire door exit in Concorde Hall. Action Zoe.
Soap dispensers required for Kindergarten and Kitchen. Action Zoe.
DS Security 28/05/24- service to Extinguisher, lighting & Alarm Ongoing
4. CORRESPONDENCE.
Thank you letter from Mrs Z Tanner for salary increase.
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 6/03/24
Grainne Stables SGC has contacted Mel, that they will be will shortly be sitting down with the team to agree the outcome of the reports.
Definite likelihood of some works being proposed. Action Zoe/Mel
Fire Risk Assessment 15/04/24 Andrew and Zoe in attendance, completed and the report is being looked at.
Zoe has compiled a DFHA Fire Procedure Booklet
Office decoration. On Hold
Replacement fencing perimeter. On Hold
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
Andrew has made various suggestions concerning changes to be made for Fire Safety. All thumb locks on fire escape doors have been cleared. Costings for new Fire Doors are ongoing. Ongoing Action/Zoe Andrew
7. ADMINISTRATION
We have a new volunteer working in the Office, Mrs Kathleen Dawkins, Welcome.
With the AGM approaching may we ask if any DFHA member would care to join the Management Committee we have vacancies. Please speak to the Office.
8. FINANCIAL REPORT
Current Financial Situation :
Deposit £53,641
Current Account £19,408
Total £73,049
(£10,000 transferred from deposit account in July)
Significant Expenditure - > £500 (during June)
Apart from salaries, utilities and cleaning, there have been three expenditures in excess of £500.
£620 – Cleeve Singers – costs of pianist
£696 – DS Securities – Emergency Bulkhead lights
£552 – Mark Evans – Maintenance area work ref battery charging
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 etc
£696 – Emergency Bulkhead lights
£552 – Provision of battery charging facility in maintenance area
Total £4,580 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
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
Thursday 6 February Wapley Bushes
(between Westerleigh and Yate) Paul Hulbert
Christmas Market – 16th November. All Actions S&FR Committee
May we also request that any DFHA member that could spare some time, please come and join the S&FR Committee.
10. WEBSITE UPDATE
Up and running Action/ Bruce
11. AOB
Page Park - Saturday 7th September, 11-5pm, Police Fun Day, with all kinds of activities related to the police: marking bikes, all aspects of safety.
Also it is Emergency Services Fun Day and the launch of the Friends 2025 Page Park Calendar £6 per copy.
To date various departments of Avon and Somerset Police will be attending with a variety of equipment and the police horses.
The Fire Service is bringing one of their Fire appliances from 11am- 2pm.
South Glos Council Community Conversation Department wants to hear from you, so come and meet the team.
A couple of charities and groups are joining the event FAB-Frenchay After Burns and possibly the Jessie May Trust.
SGREN-South Glos Race Equality Network will be there with their news.
The Friends will have our Plant Stall and a couple of our Silly Games, Lucky Dip and the Tin Can Alley.
The old pavilion in King George V playing field has been removed, the site is now being prepared for the new building. Information Cllr Janet Biggin
Issues arising from Summer bookings are to be monitored and discussed again at a later Management Committee Meeting. Ongoing Management Committee
Date of the AGM 2025 will be FRIDAY 24th OCTOBER
12. DATE AND TIME OF NEXT MEETING
Monday 7th October 2024 9.15 am.
MANAGEMENT MEETING MINUTES
Monday 2nd September 2024
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs C Bilella, Mrs Z Tanner, Mr A Clements, Mrs J Kennett Cllr J Biggin.
1. APOLOGIES
Cllr L Brennan. Mrs M Hosking, Mr B Gibbs.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 1ST JULY 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
Additional work for fish key wiring waiting for an attendance appointment. Also bulkhead electric control test point on fire door exit in Concorde Hall. Action Zoe.
Soap dispensers required for Kindergarten and Kitchen. Action Zoe.
DS Security 28/05/24- service to Extinguisher, lighting & Alarm Ongoing
4. CORRESPONDENCE.
Thank you letter from Mrs Z Tanner for salary increase.
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 6/03/24
Grainne Stables SGC has contacted Mel, that they will be will shortly be sitting down with the team to agree the outcome of the reports.
Definite likelihood of some works being proposed. Action Zoe/Mel
Fire Risk Assessment 15/04/24 Andrew and Zoe in attendance, completed and the report is being looked at.
Zoe has compiled a DFHA Fire Procedure Booklet
Office decoration. On Hold
Replacement fencing perimeter. On Hold
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
Andrew has made various suggestions concerning changes to be made for Fire Safety. All thumb locks on fire escape doors have been cleared. Costings for new Fire Doors are ongoing. Ongoing Action/Zoe Andrew
7. ADMINISTRATION
We have a new volunteer working in the Office, Mrs Kathleen Dawkins, Welcome.
With the AGM approaching may we ask if any DFHA member would care to join the Management Committee we have vacancies. Please speak to the Office.
8. FINANCIAL REPORT
Current Financial Situation :
Deposit £53,641
Current Account £19,408
Total £73,049
(£10,000 transferred from deposit account in July)
Significant Expenditure - > £500 (during June)
Apart from salaries, utilities and cleaning, there have been three expenditures in excess of £500.
£620 – Cleeve Singers – costs of pianist
£696 – DS Securities – Emergency Bulkhead lights
£552 – Mark Evans – Maintenance area work ref battery charging
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 etc
£696 – Emergency Bulkhead lights
£552 – Provision of battery charging facility in maintenance area
Total £4,580 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
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
Thursday 6 February Wapley Bushes
(between Westerleigh and Yate) Paul Hulbert
Christmas Market – 16th November. All Actions S&FR Committee
May we also request that any DFHA member that could spare some time, please come and join the S&FR Committee.
10. WEBSITE UPDATE
Up and running Action/ Bruce
11. AOB
Page Park - Saturday 7th September, 11-5pm, Police Fun Day, with all kinds of activities related to the police: marking bikes, all aspects of safety.
Also it is Emergency Services Fun Day and the launch of the Friends 2025 Page Park Calendar £6 per copy.
To date various departments of Avon and Somerset Police will be attending with a variety of equipment and the police horses.
The Fire Service is bringing one of their Fire appliances from 11am- 2pm.
South Glos Council Community Conversation Department wants to hear from you, so come and meet the team.
A couple of charities and groups are joining the event FAB-Frenchay After Burns and possibly the Jessie May Trust.
SGREN-South Glos Race Equality Network will be there with their news.
The Friends will have our Plant Stall and a couple of our Silly Games, Lucky Dip and the Tin Can Alley.
The old pavilion in King George V playing field has been removed, the site is now being prepared for the new building. Information Cllr Janet Biggin
Issues arising from Summer bookings are to be monitored and discussed again at a later Management Committee Meeting. Ongoing Management Committee
Date of the AGM 2025 will be FRIDAY 24th OCTOBER
12. DATE AND TIME OF NEXT MEETING
Monday 7th October 2024 9.15 am.