4th November 2024
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 4th November 2024
PRESENT
Mrs E Bendrey, -Chairman, Mrs M Hosking, Mrs Z Tanner, Mr A Clements, Mr B Gibbs, Cllr J Biggin, Mrs J Kennett.
1. APOLOGIES
Cllr L Brennan. Mr M Brown, Mrs C Bilella.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 7TH OCTOBER 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
Work on wiring by emergency exit, and the fire exit sign in Concorde, the electrician coming on the 11th or 14th November to repair. Ongoing Action Zoe.
Soap dispensers. Complete.
The photocopier has died. Researching a new one, Cannon or Xerox. Cannon will remove the old machine. Ongoing Action Mel.
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:
Roof repair. Awaiting quotes for the 3 different options, do we repair whole leaking area or part. Ongoing Action Zoe.
Playgroup have requested to be allowed wood chippings on the floor of the outside playgroup area. Due to outside water drainage and door openings this is unlikely. Action Zoe.
Fire doors within the old building. We are awaiting discussions with Aaron as to the cost of replacing fire doors, and with the Office, perhaps adding another door. Ongoing Action Andrew/Zoe.
The Photocopier in use at the moment for use until a commercial machine can be sourced. This machine is very slow, and producing the Barn News not efficient. Action Zoe.
The heating controller has been repaired. Action Zoe.
Maintenance Jobs.
Reseal the vanity unit in the ladies’ toilets with a waterproof sealant. This has been done.
Office has holes in ceiling and Phil has asked for expanding foam to fill holes, then filler to make new. Filler supplied. Expanding foam required.
Arm closure leaking oil – Team to look at. (part ordered). This has been fitted.
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 marshal course was held on 23rd October with 8 attendees. Action Zoe
Fire Hi Viz Jackets have arrived. Action Zoe.
7. Administration
Zoe will have a meeting with all Office staff to check that all working procedures
within the Office are being carried out as per instruction. Action Zoe.
8.FINANCIAL REPORT
Current Financial Situation :
Deposit £53,641
Current Account £16,308
Total £69,949
Significant Expenditure - > £500 (during October)
Apart from salaries, utilities and cleaning, there has been one expenditure in excess of £500.
£11,228 Yearly Barn Insurance Mel to Update Monthly.
Annual Accounts 2023-2024
The accounts have been audited and were discussed at the AGM
9.SOCIAL & FUND RAISING
CHRISTMAS MARKET – 16th NOVEMBER 11- 3. ALL WELCOME.
Speaker Mornings Autumn 2024.
Date Title Speaker Mornings
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
Theatre Trip - The Nutcracker by Ballet Theatre UK – 6.00 pm Performance 5 December
15 seats at £27.30; £25.30 for Seniors (including transport). Liaise with the Office re payment.
All Actions S&FR Committee.
10. WEBSITE UPDATE
Up and running. Action Bruce.
11.AOB
Sunday 10th November - Service of Remembrance, Page Park. There will be the usual procession along the High Street Staple Hill to Page Park, for the service to commence at 10.30am.
Friday 22nd November - the Christmas lights will be switched on at 6pm in front the Horseshoe. 5.30pm, the Salvation Army Band will play for 30 minutes, before and after the lights are switched on.
We have three trees - by the roundabout, Cleeve Wood shops and on the grass
verge on Bromley Heath Road. These will be dressed in ‘twinkly lights’ so, look out for the lovely patterns they make!
Sunday15th December, 11 - 3pm, Christmas Market on the High Street in Downend.
Do come and join in the fun, more information to follow...
Thursday 7th November, Hill House Park meeting, 7pm, being held in
the hall behind
Aspirations Support, 26 South View, Staple Hill, BS16 5PJ. At the last meeting, it was standing room only, so do come to see what may be planned for this lovely open space behind the Willows Surgery, Hill House Road. Information Cllr Janet Biggin
A new Christmas tree will be purchased for the reception area. We will no longer have trees in the rooms due to party damage. Action/ Eileen.
Andrew Clements (Wargames) has asked that their refrigerator is kept empty.
12. DATE AND TIME OF NEXT MEETING
Monday 2nd December 2024 9.15 am.
MANAGEMENT MEETING MINUTES
Monday 4th November 2024
PRESENT
Mrs E Bendrey, -Chairman, Mrs M Hosking, Mrs Z Tanner, Mr A Clements, Mr B Gibbs, Cllr J Biggin, Mrs J Kennett.
1. APOLOGIES
Cllr L Brennan. Mr M Brown, Mrs C Bilella.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 7TH OCTOBER 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
Work on wiring by emergency exit, and the fire exit sign in Concorde, the electrician coming on the 11th or 14th November to repair. Ongoing Action Zoe.
Soap dispensers. Complete.
The photocopier has died. Researching a new one, Cannon or Xerox. Cannon will remove the old machine. Ongoing Action Mel.
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:
Roof repair. Awaiting quotes for the 3 different options, do we repair whole leaking area or part. Ongoing Action Zoe.
Playgroup have requested to be allowed wood chippings on the floor of the outside playgroup area. Due to outside water drainage and door openings this is unlikely. Action Zoe.
Fire doors within the old building. We are awaiting discussions with Aaron as to the cost of replacing fire doors, and with the Office, perhaps adding another door. Ongoing Action Andrew/Zoe.
The Photocopier in use at the moment for use until a commercial machine can be sourced. This machine is very slow, and producing the Barn News not efficient. Action Zoe.
The heating controller has been repaired. Action Zoe.
Maintenance Jobs.
Reseal the vanity unit in the ladies’ toilets with a waterproof sealant. This has been done.
Office has holes in ceiling and Phil has asked for expanding foam to fill holes, then filler to make new. Filler supplied. Expanding foam required.
Arm closure leaking oil – Team to look at. (part ordered). This has been fitted.
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 marshal course was held on 23rd October with 8 attendees. Action Zoe
Fire Hi Viz Jackets have arrived. Action Zoe.
7. Administration
Zoe will have a meeting with all Office staff to check that all working procedures
within the Office are being carried out as per instruction. Action Zoe.
8.FINANCIAL REPORT
Current Financial Situation :
Deposit £53,641
Current Account £16,308
Total £69,949
Significant Expenditure - > £500 (during October)
Apart from salaries, utilities and cleaning, there has been one expenditure in excess of £500.
£11,228 Yearly Barn Insurance Mel to Update Monthly.
Annual Accounts 2023-2024
The accounts have been audited and were discussed at the AGM
9.SOCIAL & FUND RAISING
CHRISTMAS MARKET – 16th NOVEMBER 11- 3. ALL WELCOME.
Speaker Mornings Autumn 2024.
Date Title Speaker Mornings
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
Theatre Trip - The Nutcracker by Ballet Theatre UK – 6.00 pm Performance 5 December
15 seats at £27.30; £25.30 for Seniors (including transport). Liaise with the Office re payment.
All Actions S&FR Committee.
10. WEBSITE UPDATE
Up and running. Action Bruce.
11.AOB
Sunday 10th November - Service of Remembrance, Page Park. There will be the usual procession along the High Street Staple Hill to Page Park, for the service to commence at 10.30am.
Friday 22nd November - the Christmas lights will be switched on at 6pm in front the Horseshoe. 5.30pm, the Salvation Army Band will play for 30 minutes, before and after the lights are switched on.
We have three trees - by the roundabout, Cleeve Wood shops and on the grass
verge on Bromley Heath Road. These will be dressed in ‘twinkly lights’ so, look out for the lovely patterns they make!
Sunday15th December, 11 - 3pm, Christmas Market on the High Street in Downend.
Do come and join in the fun, more information to follow...
Thursday 7th November, Hill House Park meeting, 7pm, being held in
the hall behind
Aspirations Support, 26 South View, Staple Hill, BS16 5PJ. At the last meeting, it was standing room only, so do come to see what may be planned for this lovely open space behind the Willows Surgery, Hill House Road. Information Cllr Janet Biggin
A new Christmas tree will be purchased for the reception area. We will no longer have trees in the rooms due to party damage. Action/ Eileen.
Andrew Clements (Wargames) has asked that their refrigerator is kept empty.
12. DATE AND TIME OF NEXT MEETING
Monday 2nd December 2024 9.15 am.