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Address: Itchenor Memorial Hall, Itchenor Road, Itchenor, West Sussex, PO20 7DL
Directions: As you come through the village towards the harbour, the Hall is just past the Church on the left hand side.
Contact us: please email us
In an emergency please contact either Tom (01243 511038 / 07932 157894) or Susie (01243 512221 /07718902768).
MINUTES OF ITCHENOR MEMORIAL HALL COMMITTEE MEETINGS
Trustees Committee Meeting 6pm 23rd November 2018 at IMH
Susie Green, Tom Trevelyan, Susan Taylor, John McCann, Basil Taylor, John Hustler, Philip Edwards present. Patrick Green in attendance
1. Minutes of last meeting accepted.
2. Matters arising. The tree survey has not been commissioned yet due to expense - the quote was £600. Conversations with the owners of Churchgate about the ownership of the lane were had. SG mentioned the dead ash tree was on the other bank, nearest to Churchgate, which we regard as being on their side. We will include that tree when we get any quote for tree work. The Churchgate owners asked to see the quote before work began.
The trustees agreed that our boundary is the middle of the rife. That is compatible with the Land Registry plan.
No further information on the person replacing Richard Shrubb as Chair of the Woodger Trust during his illness is currently available.
3. Project Report. A letter had been received from the planning department at CDC that they were minded to recommend refusal of our application under delegated powers, as under the relevant planning policies a change of use for the car park area from agricultural was not justified. Study of those policies, namely 2, 43, 45 and 48 of their CLP policies suggests there are grounds for more favourable interpretations. Neither had the Harbour Conservancy’s response recommending No Objection been received when the planning officer’s refusal intention letter was sent. Representations were therefore made on those lines, and our District Councillors were asked by Hall Trustees and the chair of the Parish Council to red card the application if it looks to be rejected so that it goes to the full Committee. Should the planners continue their recommendation to reject, and the red card fail, we will attempt to withdraw the application. The outcome is awaited.
Should it go to committee, the likely date is 19 December. We are allowed speakers as follows:
1 as applicant- can be the applicant or agent
1 parish representative- WIPC in our case
1 W. Sussex county councillor
Speakers have to be registered by 5pm the day before
Noise is not a planning issue. We have two incidents where a child was restrained to prevent a car hitting them. JMcC, AS.
At committee, the more supporters the better.
Pre-committee trustee meeting 6pm Monday 10th December.
4. Management, and Noise. Members had previously read the emails received from 2 residents on the subject of management and noise. They were read out to the trustees with comments as to accuracy and relevance.
The Noise Act 1996, and CDC’s Environmental Health Noise policies are relevant, and lay down that noise between 2300 and 0700 is controlled, and by what method and by how much.
A decision was taken to bring forward the end of hire time to 2300, with music ceasing by 2230. This will be reflected in our hire agreement, effective immediately.
It was noted that no substantiated complaints about noise had been brought by the Environmental Health team in the last 4 years. Records from further back had not been examined. We are guided by the law and the requirements of the Council’s Environmental Health Department.
Following requests from neighbours to limit the number of events (previously no limit) and discussion at the 2017 AGM, the trustees noted that the maximum annual number of evening events was set at 8 at the Trustees Meeting July 28th 2017, of which perhaps 6 might involve music till 23:30, now to be 22:30.
A resident had raised the desirability of having a trustee who lives close to the Hall. It was noted that 4 out of the 7 trustees live within earshot, including one proposed at the 2017 AGM by Messrs Roose and Impey. Any resident can be proposed as a trustee at the AGM in accordance with the governing documents.
Trustees confirmed that the development project will be funded by donations and grants and will not require any increase in income from hirings. Current levels will be maintained.
It was agreed that trustees should see all communications from residents and relevant ones from hirers or other bodies. Replies to be agreed by all.
A decision was taken to make future meeting minutes available on our website.
A decision was taken to develop an email newsletter using MailChimp or similar. The website was reported as having been improved and updated recently. The Hon Sec to approach a suitably qualified resident to cost and help implement these items.
An method of easy trustee communication was agreed.
It was proposed that evening events be attended at beginning and end by a trustee to ensure compliance. Postponed to the next meeting as time was not available.
5. Fundraising. PE suggested we hold a BBQ aimed at families and children next year and outlined it. To be a joint event between us, the Church, and the Itchenor Society. Saturday June 1st is the date. Thanks were expressed to PE for continuing fundraising ideas and organisation.
6. Treasurer. Treasurer tabled current financial figures which were satisfactory. A letter is awaited from HSBC confirming our balance at year end, to enable the sign-off of last year’s accounts by our independent examiner. It has not appeared despite numerous reminders over 6 months. The treasurer was authorised to finalise the accounts without it.
7. AOB. Unauthorised use of the car park by residents and non residents was discussed. Due to time restraints no decision was taken. For next meeting.
The meeting closed at 8.30pm
8. Next meetings. 6pm 25th January 2019, 29th March 2019, 31st May 2019, 26th July.
AGM 6pm Sunday 12th May 2019
our vision for the future
The land for the Itchenor Memorial Hall was given to the village after the 2nd World War, to commemorate and honour the young people who gave their lives during the wars. After admirably serving the community for over 65 years, we have a planning application in with Chichester District Council (W1/18/02187/FUL) to enable the hall to be modernised while continuing to honour its legacy and the past. Our vision is to enhance the space so that classes can run in comfortable surroundings concurrently and users are in a space that is well lit and warm and are able to enjoy the wonderful views of the woodlands to their best advantage. In order to do this we propose a new car park (same car spaces as now ) to provide safer parking and adding 3 new disabled car spaces. This will be on the north west side of the hall with a new entrance from the carpark. The plan for the hall is to add a new small meeting room and move and upgrade toilet and kitchen facilities.
Please show your support for this project by writing to Chichester district Council Planning applications with reference W1/18/02187/FUL
Any body who is interested in helping with fundraising please contact us on email@example.com or speak to one of the Trustees.
We will be running work parties to do much of the landscaping and preparation of the site and would welcome any and all of you to help us in this .John McCann will be co ordinating and if you would like to know more please contact John on the Memorial Hall email below.
We will be holding fundraising events in the near future and would love your help in anyway you can.. If you think you can lend a hand please do get in touch at firstname.lastname@example.org