2024-08-31-accounts - Downend Folk House Association

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WHAT IS D.F.H.A.?

Downend Folk House Association was founded in 1970 by a group of local people and is a registered charity. It serves the residents of Downend and the neighbouring areas irrespective of sex or religious, political or other opinions.

MISSION STATEMENT

Its purpose is to improve the quality of life of the local community by advancing education and providing facilities in the interests of social welfare, recreation and leisure.

HOW WE ARE FUNDED

We receive no funding of any kind from any source and so our running costs have to be covered by income raised through our own efforts.

Membership Fees: £10.00 per adult.

Club & Class Fees: These vary, see the Prospectus for details

Fund-raising events: See our Prospectus and our website for details.

External Hirings: Our facilities are available for private functions at competitive rates. Details from our Office Administrator.

MANAGEMENT COMMITTEE

Chairman : Mrs Eileen Bendrey. Vice-Chairman: Ms Janet Biggin. Treasurer: Mr Mel Brown. Secretary: Mrs Christine Bilella. Chairman Social & Fundraising Committee: Merle Hosking

Elected representatives serving on the Management Committee Cllr Janet Biggin, Andrew Clements, Julia Kennett, Bruce Gibbs. Cllr Liz Brennan who also attends as a representative of the South Gloucestershire Council.

The Management Committee usually meets on the first Monday of each month.

CHAIRMAN'S REPORT

AGM Chairman’s report 2024

You will see from the Treasurer’s report that in the Barn year September 2023 to August 2024 we have once again had considerable expenses.

The chairs have been recovered, the snooker table baize has been replaced as have the office telephones and a shredder company was hired to destroy the outdated paperwork in our archives. One of the members of the Management Committee very kindly purchased a new lawn mower and strimmer for us to make the maintenance of our grounds easier.

In the Office we now have a new volunteer Mrs Kathleen Dawkins to assist our Office Manager. We have continued to try to improve the look of our grounds and Louise Kennedy has kindly offered to help us in this regard.

I should like to thank Bruce Gibbs and Zoe Tanner for their efforts in producing the Barn News, which takes a lot of time to collate and print. Thanks must also go to our maintenance volunteer Phil Abbott and his team without whose efforts it would cost the Barn quite a lot of money to maintain the building and its surroundings. In addition, I should like to thank our Office Manager Zoe Tanner and her Deputy Martin Bailey for their input.

Thanks must go to Mel Brown, our Treasurer, who resolves all sorts of problems for us beyond the remit of a Treasurer. Finally, my thanks go to our Secretary, Christine Bilella, Janet Biggin our Deputy Chairman and all the members of the

Management Committee for all the help and support they have given me this past year.

Eileen Bendrey.

Chairman

BARN NEWS & PROSPECTUS

The Barn News continues to be an important channel for members to keep in touch with the Association and each other. It is issued to members three times a year, with distribution largely completed at Club and Class meetings and Coffee Mornings. Copies of the magazine can be found in the foyer and outside the Office in racks.

The Summer Term copies are always more difficult to distribute as fewer members tend to visit the Barn regularly at this time of year. Many members come to the Barn to collect their copies. A stamped-addressed envelope may be left in the office for those who would like a copy posted to them.

Thanks are again due to Zoe Tanner and Bruce Gibbs who have taken on the job of editing the Barn News which entails dealing with advertisers, organising the layout and helping to produce copies. We also thank Zoe and the office staff who produce many copies of each edition.

Our Prospectus was assembled this year by Zoe Tanner and again produced "in-house" which enabled us to keep production costs well below commercial printing rates. It is distributed to local surgeries, libraries and similar locations. It is also available on our website.

All those who contributed to the major task of producing and distributing this year's Prospectus deserve our sincere thanks.

SOCIAL & FUND RAISING

During the 2023/2024 year the Social and Fund Raising Committee are running with 6 people on the Committee. Social

activities within The Barn during this past year have been quiet. Trips this year have included Avon Valley Railway and Arnos Vale Cemetery. This later trip was well attended and very interesting.

All trip information is listed on the S&FR notice boards. Monthly speaker mornings have resumed, the first Thursday in the month. The S&FR Committee ran a lunch time fund raiser which followed the speaker mornings. This has been cancelled due to lack of interest.

There was a Christmas Market in November 2023, and there will be another Christmas Market this year on the 16[th] November. Cleeve singers presented a Summer Concert in July which was well attended.

The S&FR Committee organised other social gatherings but through a lack of interest these trips were cancelled. It is very disappointing for the Committee members who put so much effort into finding new places to visit.

Our activities are displayed on our Facebook page as well as our Website.

If anyone else would be interested in coming forward and joining this group, please contact the S&FR Management Committee. Merle Hosking

MEMBERSHIP

The amount taken in membership fees up to 1st September 2024 was £2500.

CLUBS & CLASSES

As in past years, our main aims were to produce a balanced programme designed to provide the local community with as many varied activities as could be arranged.

To create opportunities for the resumption of friendships or the forging of new ones here at the Barn.

To encourage the wider age-band of membership which we see as vital to the sustained vigour and financial health of the Association.

The established Clubs and Classes continue. We get many enquiries from private hirers wanting to run activities in our premises and new groups. Anyone wanting to join these privately run groups can find contact numbers in our prospectus or on our web site. Guests and visitors to the Barn are impressed by the range of activities on offer here, although they are often surprised to learn that, in the absence of any kind of external funding, the successful running of most of our

Club activities is largely due to the personal effort and enterprise of a relatively small number of volunteers.

PROPERTY MANAGEMENT

This year the Barn premises have been as much in demand throughout the year as ever and as before the main challenge has been to maximise Class, Club and associated activities for our members while, at the same time, generating that flow of revenue from private hirings upon which we have become increasingly dependent. That income is vital in enabling us to meet our increasing costs. We have had a lot of work done to keep our premises in good condition.

As before there has been a frequent need for repairs and maintenance of some kind throughout the year. Aaron Mitchell is our Property Manager and he has responded promptly to calls from the Office Manager. We now have four volunteers to help with maintenance and we are very grateful to Phillip Abbott, Peter Smithson, Adrian Helps and Dave Regan for their time and expertise and for their help with looking after the grounds and some interior work. Any help that members can give, using their skills and experience, would save the Association considerable expenditure and would be much appreciated.

Finally, it is necessary to repeat our annual appeal to our members, to remain vigilant and security-conscious in and around the building since a quick response from the Police cannot be taken for granted. It is essential that we should support each other in an effort to keep crime and hooliganism at bay.

ADMINISTRATION

It is the face or voice of the Office Volunteer on duty which is often the first point of contact with this Association for many enquirers. As stated in previous years, we are very fortunate to have a team of agreeable and experienced, volunteer Office staff at the Barn, to support our day-to-day activities. As we no longer close down when the schools are shut, the demands on the Office have greatly increased, and more volunteers are always needed. There are three new part time staff in the Office, Jane Faithfull, Derek Whitchurch, and Melinda Gunnion. We now only have two Office volunteers Catherine Dawkins and Janet Hanlon. They deserve praise and admiration for the efficient, polite and patient way they deal with enrolments for

classes, bookings for outings, and telephone calls, queries, the occasional dissatisfied member and much more. A "thank-you" to them is always welcome.

May we take this opportunity to state that any verbal abuse will not be tolerated from DFHA members towards the Office Staff. Members found guilty of such actions will be banned from The Barn.

The premises are cleaned by an outside company, G E Treasure.

They are responsible for keeping the building in a tidy and hygienic condition, and this has enabled our members and hirers to enjoy their chosen activities in a clean and safe environment.

Those who join our "behind the scenes" operation for the first time are usually amazed at the amount and variety of work involved in running this Association. It is for this reason that new recruits are always welcomed, especially those who are willing to serve in a back-up capacity on an occasional basis, since they can give the team an added strength at times of enrolment, fund-raising events and when tickets are on sale for the various events.

Additional pairs of hands are especially welcome whenever an event is being held. Setting up and clearing up afterwards are an integral part of the event itself and many hands certainly make lighter work.

Members are reminded to keep the office informed of any changes of address or telephone numbers so that if necessary they can be contacted with information pertaining to clubs and classes or social events.

DOWNEND FOLK HOUSE ASSOCIATION Chari No 1157237 (CC16a Substitute) Recelpts and Payments Accounts For the period 1st September 2023 to 31st August 2024 Secuon A Recel and Tolal Funds (£) Last year Funds (£) Funds {£) Funds (£) (£) A1 Rocolpts Membershi Club Fees Pre ents for 2023r2024 Fundraisin Caterin Hire of remlses MislIaneOuS De sit AJC interest Donations aTKI L acies Grants CoVidlFurlo h 2.894 20.887 2,399 18.922 5.176 3.039 20.887 3,1C6 2,024 82.320 530 1.916 1.376 3,106 2.024 82,320 530 1,916 77,587 603 983 5,852 SUlTotal A2 A88Ot and Inv•8tmont 8a1•8 None Sub Total Total ReIp A3 Payments CO of FundraTsin Wa eslsalaries airslmaintenance htin eatin Water & Sewa InsurancelLrcenses Phonellntemet Statione Bank cha Cleanin Tfainin Miscellaneous Caterin ITSU Club COVKI 1.107 43,873 27.592 1,031 39,236 68.985 6,250 1,676 10.862 786 529 234 22.327 634 1,374 696 570 1,380 27.592 974 11,365 885 571 381 23.959 974 11,365 571 381 23.959 2,673 1.029 152 1.788 2,673 1.029 152 1.788 Sub Total A4 Asset and Investment purchases New Porch - dr sl lannin New Cooker SUlTotal Total Paym•nts

Net recglptsl(paym•nts) A5 Transfers between funds A6 cash funds last yr Cash Funds thls year end Sectlon B,Statsment of assets and liabllltles at the end of the UnrestsKted Funds {£) Restricted Funds (£) Endowment Funds (£> Detai B1 Cash Funds Cash Book it Accourrt Petty Cash Total Cash Funds 21,375 53.641 265 Details None 82 Other monetary a880ts Fu¥J loAL Cwrenl Value Details None B3 Invo8tmont u••ts Fthl to Cwfent V8lue OplKmal) Details The Charity leases the building known as Lincombe Bam from South Glos Council. The Charity uses other assets". computers, fumiture, cutlery etc all of whith have wlg)le va B4 A88•ts rotaln•d for th• charltle8 own u80 Fwhj to When d Details None 85 Llabllftles Signed by one trustee on behalf of all the trustees Date of approval snature Print Name Mel Brown 110124

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A "_: Independent Examinerfs Report Report to the trusteesl members of Downend Folk House Association On accounts for the year ended 31 August 2024 Charity no (if any) 1157237 Set out on pages CC16a Sections A & B I report to the trustees on my examination of the accounts of the above charity (llhe Trust") for the year ended 31 August 2024. Responsibilities and As the charity trustees of the Trust. you are responsible for the preparation basis of report of the accounts in accordance with the requirements of the Charities Act 2011 (°the Act"). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. I have completed my examination. I confimi that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect: accounting records were not kept in accordance with section 130 of the Act or the accounts do not accord with the accounting records Independent examiner's statement I have no concems and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Signed: Date: 101, 1202* Name: Susan Rickerby Relevant professional qualification(s) or body (if any): ACA Address.. 118 High Street Staple Hill Bristol BS16 SHH IER October 2019

Section B Disclosure Only complete if the examiner needs to highlight matters of concem (see CC32, Independent examination of charity accounts: directions and guidance for examiners). Give here brief details of any items that the examiner wishes to disclose. IER October 2019