7th October 2024
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 7th October 2024
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner, Mr A Clements, Mr B Gibbs, Mrs J Kennett.
1. APOLOGIES
Cllr L Brennan. Cllr J Biggin.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 2ND SEPTEMBER 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. Ongoing
Soap dispensers required for Kindergarten and Kitchen. Completed
DS Security 28/05/24- service to Extinguisher, lighting & Alarm.
Plus work on the bulkhead. Ongoing Action Zoe.
CORRESPONDENCE.
The family of Peris and Brin Jones, who were very long standing members of DFHA, have contacted the Office with a donation of a £1000. The couple had just celebrated their 70th wedding anniversary and died within a short time of each other.
5. PROPERTY & MANAGEMENT
Winter Season.
Please sanitize hands where possible and clean tables after use. Some nasty viruses about and Covid.
Wash hands regularly. Clubs if you are unwell, please don’t attend and spread the virus, wear a mask to cover your mouth and nose.
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:
Mawdsly’s service to sewage tank an appointment is required, not urgent. Action Zoe.
Office photocopier awaiting a service engineer. Action Zoe.
Fire doors required within the building. A special meeting arranged with Executive Committee. Monday 28th October 2024.
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. Ongoing.
Office manager to arrange Fire Marshall training 23rd October, and provide Fire Marshall high visibility vests for staff members. Ongoing Action Zoe/Andrew
7. ADMINISTRATION
There are vacancies for volunteers within the Office. If anyone is interested please enquire with the Office staff. Full training given. Action Zoe.
8. FINANCIAL REPORT
Current Financial Situation :
Deposit £53,641
Current Account £27,824
Total £81,465
The new pre-school group have paid 50% (£2,500) of the promised retainer to allow them to start in Concord Hall later in the year.
Significant Expenditure - > £500 (during Sept)
Apart from salaries, utilities and cleaning, there has been one expenditure in excess of £500.
£1,552 – Mark Evans – replacing of remaining Jubilee Fluorescent tubes/fitments with LED system. (8’ tubes no longer made)
Annual Accounts 2023-2024
The accounts are with Lloydbottoms for auditing,
Utilities:
Last year our three year “cheap” electricity contract ended and the cheapest deal we could find was about twice as much as we had been paying. This year our gas three-year deal ends, and currently the cheapest we can find is 90% higher than we have been paying. (Last year gas and electric cost £7,500). Mel to update monthly.
9. SOCIAL & FUND RAISING
Mrs Merle Hosking has decided to step down as Chair of the S&FR Committee. She will continue as a member. A huge thank you Merle for all the years of hard work.
Speaker Morning – 5 September. Attendance was very encouraging and we took £71.50 plus £12.00 in the Coffee Lounge. There were requests for the speaker, Chris Bigg, to come back again next year.
FUTURE EVENTS
Christmas Market – 16 November. Prior to the meeting Janet B had circulated a list of table bookings so far,
CHRISTMAS THEATRE TRIP
BALLET THEATRE UK present.
THE NUTCRACKER
Thursday 5th December 6pm. Redgrave Theatre, Percival Road, Clifton BS8 3LE
£25.30 (concessions)with transport.
(Adult ticket - £27.30) Leave the barn car park 4:45 pm .15-seater bus.
Contact Emma 07780465756 to book a place.
Speaker Mornings Autumn 2024.
Date Title Speaker
Thursday 7 November 19 Holistic Therapies Jeanne Long
10. WEBSITE UPDATE
Up and running Action Bruce
11. AOB
Page Park Calendars - on sale in Tesco, Staple Hill, from 9 - 4.30 on both Thursday 17th October and Thursday 14th November, 9 - 4.30pm. Card or cash payments welcome £6.
New Sports Pavilion, KGV Park - the concrete squares are now in place to receive the pavilion on 12th November, when the modular building will be delivered by lorry and craned in. The three separate modules, will then be joined together.
The Parish Council, have been meeting up to go through the various aspects of the pavilion - cleaning, caretaker, cost of sports teams (to raise the cost of the pitches, now they will have a brand new sports pavilion) also hiring of the open space for children’s parties, Pilates, yoga, etc...
Janet also has calendars from Emerson’s Green Town Council, different from last year.
Information Cllr Janet Biggin.
There will be only one new Christmas Tree in the reception area. DFHA Management Committee have found in other years the destruction of previous trees in Concorde and Jubilee unacceptable.
12. DATE AND TIME OF NEXT MEETING
Monday 4th November 9.15 am.
MANAGEMENT MEETING MINUTES
Monday 7th October 2024
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner, Mr A Clements, Mr B Gibbs, Mrs J Kennett.
1. APOLOGIES
Cllr L Brennan. Cllr J Biggin.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 2ND SEPTEMBER 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. Ongoing
Soap dispensers required for Kindergarten and Kitchen. Completed
DS Security 28/05/24- service to Extinguisher, lighting & Alarm.
Plus work on the bulkhead. Ongoing Action Zoe.
CORRESPONDENCE.
The family of Peris and Brin Jones, who were very long standing members of DFHA, have contacted the Office with a donation of a £1000. The couple had just celebrated their 70th wedding anniversary and died within a short time of each other.
5. PROPERTY & MANAGEMENT
Winter Season.
Please sanitize hands where possible and clean tables after use. Some nasty viruses about and Covid.
Wash hands regularly. Clubs if you are unwell, please don’t attend and spread the virus, wear a mask to cover your mouth and nose.
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:
Mawdsly’s service to sewage tank an appointment is required, not urgent. Action Zoe.
Office photocopier awaiting a service engineer. Action Zoe.
Fire doors required within the building. A special meeting arranged with Executive Committee. Monday 28th October 2024.
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. Ongoing.
Office manager to arrange Fire Marshall training 23rd October, and provide Fire Marshall high visibility vests for staff members. Ongoing Action Zoe/Andrew
7. ADMINISTRATION
There are vacancies for volunteers within the Office. If anyone is interested please enquire with the Office staff. Full training given. Action Zoe.
8. FINANCIAL REPORT
Current Financial Situation :
Deposit £53,641
Current Account £27,824
Total £81,465
The new pre-school group have paid 50% (£2,500) of the promised retainer to allow them to start in Concord Hall later in the year.
Significant Expenditure - > £500 (during Sept)
Apart from salaries, utilities and cleaning, there has been one expenditure in excess of £500.
£1,552 – Mark Evans – replacing of remaining Jubilee Fluorescent tubes/fitments with LED system. (8’ tubes no longer made)
Annual Accounts 2023-2024
The accounts are with Lloydbottoms for auditing,
Utilities:
Last year our three year “cheap” electricity contract ended and the cheapest deal we could find was about twice as much as we had been paying. This year our gas three-year deal ends, and currently the cheapest we can find is 90% higher than we have been paying. (Last year gas and electric cost £7,500). Mel to update monthly.
9. SOCIAL & FUND RAISING
Mrs Merle Hosking has decided to step down as Chair of the S&FR Committee. She will continue as a member. A huge thank you Merle for all the years of hard work.
Speaker Morning – 5 September. Attendance was very encouraging and we took £71.50 plus £12.00 in the Coffee Lounge. There were requests for the speaker, Chris Bigg, to come back again next year.
FUTURE EVENTS
Christmas Market – 16 November. Prior to the meeting Janet B had circulated a list of table bookings so far,
CHRISTMAS THEATRE TRIP
BALLET THEATRE UK present.
THE NUTCRACKER
Thursday 5th December 6pm. Redgrave Theatre, Percival Road, Clifton BS8 3LE
£25.30 (concessions)with transport.
(Adult ticket - £27.30) Leave the barn car park 4:45 pm .15-seater bus.
Contact Emma 07780465756 to book a place.
Speaker Mornings Autumn 2024.
Date Title Speaker
Thursday 7 November 19 Holistic Therapies Jeanne Long
10. WEBSITE UPDATE
Up and running Action Bruce
11. AOB
Page Park Calendars - on sale in Tesco, Staple Hill, from 9 - 4.30 on both Thursday 17th October and Thursday 14th November, 9 - 4.30pm. Card or cash payments welcome £6.
New Sports Pavilion, KGV Park - the concrete squares are now in place to receive the pavilion on 12th November, when the modular building will be delivered by lorry and craned in. The three separate modules, will then be joined together.
The Parish Council, have been meeting up to go through the various aspects of the pavilion - cleaning, caretaker, cost of sports teams (to raise the cost of the pitches, now they will have a brand new sports pavilion) also hiring of the open space for children’s parties, Pilates, yoga, etc...
Janet also has calendars from Emerson’s Green Town Council, different from last year.
Information Cllr Janet Biggin.
There will be only one new Christmas Tree in the reception area. DFHA Management Committee have found in other years the destruction of previous trees in Concorde and Jubilee unacceptable.
12. DATE AND TIME OF NEXT MEETING
Monday 4th November 9.15 am.