2nd December 2024
DOWNEND FOLK HOUSE ASSOCIATION
MANAGEMENT MEETING MINUTES
Monday 2nd December 2024
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner, Mr B Gibbs Cllr J Biggin,
Mrs J Kennett.
1. APOLOGIES
Cllr L Brennan. Mr A Clements.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 4TH NOVEMBER 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
A complaint that Concorde Hall is not as clean as expected. The Office will arrange a deep clean, then the hall will be checked to monitor the situation. Action Zoe.
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:
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.
Due to poor use of sanitary collection bin (dirty nappies not put in nappy sacks, which are provided) we are having to arrange at extra cost more frequent collections. Agreed by Management Committee.
CCTV. Hard drive has gone on the backup system and Zoe has asked for a replacement; She received a quote and this was for £170.00 = VAT plus labor at £75.00 =vat for the first hour and £65.00= VAT per hour thereafter. Previously this was replaced before in 15/06/23. Action Zoe.
Roof repairs.
Management Committee agreed to start repairs on the roof above the snooker room Overndale road side.
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. Ongoing 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. Ongoing Action Zoe.
8. FINANCIAL REPORT
Current Financial Situation : (Figures from 23rd November)
Deposit. £53,641
Current Account £17,330
Total £70,971
There was a £370 donation from War Games, following their recent event
Significant Expenditure - > £500 (during October)
Apart from salaries, utilities and cleaning, there has been one expenditure in excess £500.
£745 – Mark Evans – emergency lighting work, and new light on landing
Increased National Insurance contributions for Employers
In the recent budget an increase to Employers rate of NI contributions was announced, that the threshold for paying contributions was being lowered. This will not affect us, since as a small. business we have an employment allowance which covers the first £5,000 of Employer NI contributions. For Information
Christmas Market
A profit of £1,567 was generated. £1,232 taken on the day, £225 earlier receipts (stalls), £245 post market, and expenses of £135. For Information.
9. SOCIAL & FUND RAISING
Speaker Morning 5th December. Roger Mellor from University Botanic Gardens on ‘Winter Gardening’.
Speaker Mornings 2025.
6th February. A talk by Paul Hulbert on Wapley Bushes.
Christmas Concert Saturday 14th December at 2pm. Refreshments available.
Observations by the S&FR committee re the Christmas Market.
Stall holders arriving on Friday evening wanting more space and tables.
Public liked the location of Book stall. More volunteers needed to service this stall.
Again, on all DFHA stalls more volunteers required.
No Christmas tree in halls (this is due to vandalism during previous years)
There is a Christmas tree in reception.
Stallholders setting up on Friday evening must leave stock at their own risk or arrange their own insurance.
Accessing the event: It comes down to volunteers, if S&FR can arrange cover then fine. All Actions S&FR Committee.
10. WEBSITE UPDATE
Up and running Action Bruce.
11. AOB
Saturday 7th December, Christmas on the Hill, Staple Hill high street, 11-3pm
Sunday 15th December, Christmas Market, Downend high street, 11-3pm, there will be gazebos and stalls along the pavements, along with some shops open.
Friday 20th December, Christmas Service at St. Augustine’s, then free refreshments in the Hall next door - everyone welcome.
There were crowds of people cheering, when the Christmas tree was lit on Friday 22nd November. Sainsbury’s were very generous in giving away hundreds of mince pies during the event, which was very generous of them.
Information Cllr Janet Biggin
12. DATE AND TIME OF NEXT MEETING
Monday 6th January 2025 9.15 am.
MANAGEMENT MEETING MINUTES
Monday 2nd December 2024
PRESENT
Mrs E Bendrey, -Chairman, Mr M Brown. Mrs M Hosking, Mrs C Bilella, Mrs Z Tanner, Mr B Gibbs Cllr J Biggin,
Mrs J Kennett.
1. APOLOGIES
Cllr L Brennan. Mr A Clements.
2. MINUTES OF THE MANAGEMENT MEETING HELD MONDAY 4TH NOVEMBER 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
A complaint that Concorde Hall is not as clean as expected. The Office will arrange a deep clean, then the hall will be checked to monitor the situation. Action Zoe.
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:
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.
Due to poor use of sanitary collection bin (dirty nappies not put in nappy sacks, which are provided) we are having to arrange at extra cost more frequent collections. Agreed by Management Committee.
CCTV. Hard drive has gone on the backup system and Zoe has asked for a replacement; She received a quote and this was for £170.00 = VAT plus labor at £75.00 =vat for the first hour and £65.00= VAT per hour thereafter. Previously this was replaced before in 15/06/23. Action Zoe.
Roof repairs.
Management Committee agreed to start repairs on the roof above the snooker room Overndale road side.
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. Ongoing 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. Ongoing Action Zoe.
8. FINANCIAL REPORT
Current Financial Situation : (Figures from 23rd November)
Deposit. £53,641
Current Account £17,330
Total £70,971
There was a £370 donation from War Games, following their recent event
Significant Expenditure - > £500 (during October)
Apart from salaries, utilities and cleaning, there has been one expenditure in excess £500.
£745 – Mark Evans – emergency lighting work, and new light on landing
Increased National Insurance contributions for Employers
In the recent budget an increase to Employers rate of NI contributions was announced, that the threshold for paying contributions was being lowered. This will not affect us, since as a small. business we have an employment allowance which covers the first £5,000 of Employer NI contributions. For Information
Christmas Market
A profit of £1,567 was generated. £1,232 taken on the day, £225 earlier receipts (stalls), £245 post market, and expenses of £135. For Information.
9. SOCIAL & FUND RAISING
Speaker Morning 5th December. Roger Mellor from University Botanic Gardens on ‘Winter Gardening’.
Speaker Mornings 2025.
6th February. A talk by Paul Hulbert on Wapley Bushes.
Christmas Concert Saturday 14th December at 2pm. Refreshments available.
Observations by the S&FR committee re the Christmas Market.
Stall holders arriving on Friday evening wanting more space and tables.
Public liked the location of Book stall. More volunteers needed to service this stall.
Again, on all DFHA stalls more volunteers required.
No Christmas tree in halls (this is due to vandalism during previous years)
There is a Christmas tree in reception.
Stallholders setting up on Friday evening must leave stock at their own risk or arrange their own insurance.
Accessing the event: It comes down to volunteers, if S&FR can arrange cover then fine. All Actions S&FR Committee.
10. WEBSITE UPDATE
Up and running Action Bruce.
11. AOB
Saturday 7th December, Christmas on the Hill, Staple Hill high street, 11-3pm
Sunday 15th December, Christmas Market, Downend high street, 11-3pm, there will be gazebos and stalls along the pavements, along with some shops open.
Friday 20th December, Christmas Service at St. Augustine’s, then free refreshments in the Hall next door - everyone welcome.
There were crowds of people cheering, when the Christmas tree was lit on Friday 22nd November. Sainsbury’s were very generous in giving away hundreds of mince pies during the event, which was very generous of them.
Information Cllr Janet Biggin
12. DATE AND TIME OF NEXT MEETING
Monday 6th January 2025 9.15 am.