ITCHENOR MEMORIAL HALL
Annual General Meeting (AGM) held at
6.00pm 15th November 2024
at Itchenor Memorial Hall (Charity Number 1170367)
PERSONS PRESENT
Basil Taylor (Chairman and Hon Treasurer)
Nicole Dukoff-Gordon
Helena Gardener
Adrian West
Chloe Scholes
THE MEETING
The Chairman called the meeting to order at 6.00pm. He welcomed the trustees present and the members of the public attending.
NOTICE OF MEETING PROPERLY GIVEN
The Chairman confirmed that notice of the meeting had been properly given 14 days in advance of the meeting by advertising in the public notice boards throughout the village, in accordance with paragraph 17 of the Charity’s Constitution dated 24 November 2016 (The Constitution). The Chairman also confirmed that the meeting was being held within 15 months of the Charity’s previous AGM held on 8 September 2023, in accordance with paragraph 16.4 of the Constitution.
APOLOGIES FOR ABSENCE
The Chairman recorded apologies for absence from Alex Webb and declared resignations from Alex Webb and Emma Ansell.
MINUTES OF THE PREVIOUS AGM HELD 8th September 2023
These minutes were approved unanimously as a true record on the proceedings at that meeting.
CHAIRMAN’S REPORT
The Chairman reported that activity of the hall has been increasing with more bookings and hirers equating to more income compared to last year.
Events over the last year have included:
Coronation party
Polling station
24 Parish Council meetings
12 children’s parties
5 reeling dances
1 Itchenor Society event
1 AGM
15 other meetings
The hall usage is at 35%.
Hall hire prices have been increased to meet comparative local halls.
Work on the car park was a big expenditure last year, with the installation of French drains to improve the site drainage. While there is no budget set aside specifically for the car park there are sufficient reserves should an emergency arise.
The hall was redecorated in July. Improvements to the garden are ongoing with plans to further develop and improve the orchard.
Solar panels have been installed with a total of £25,000 raised through generous donations particularly from the Woodyear Trust and funds raised from the successful summer fete. With the aim of becoming as close to self-sufficient as possible, so far the solar panels are proving to be a good investment. The chairman of the Itchenor society enquires as to whether the hall has an up to date EPC. There is no current EPC but this is something the hall will look into obtaining and publishing.
In conjunction with Parish Council the hall is about to commission a defibrillator to have outside the hall. Training to use will be available, further information on training to be confirmed.
The hall continues to work closely with St Nicholas church and will make the hall available free of charge in May 2025 for three days when the church celebrates it’s 850th year.
The hall also continues to work in collaboration with the Itchenor Society.
The Chairman extends his thanks to all those have supported the hall and a special thanks to the Woodyear Trust.
The Chairman recognises and thanks Philip Edwards for his service as previous Trustee and Chairman of the hall.
Mr Green asks about the state of the trees. Chairman confirms that yes the trees have been recently checked and branches of Pine tree cut.
Mr Green notes that the bins from the school are left out, full and in view and need to go put out/ brought in on collection day only. It is agreed that this should be the case and the school will be reminded of dates.
The chairman of the Itchenor Society suggest IMH events and communications could be shared via the Itchenor Society network. Chairman notes the offer with thanks.
RESIGNATON AND RE-APPOINTMENT OF TRUSTEES
In accordance with the Constitution, all Trustees must resign at each AGM. Accordingly, all Trustees resigned.
The following residents had been duly proposed and stood for re-election:
Basil Taylor (to act as Chairman and Treasurer)
Nicole Dukoff-Gordon
Helena Gardener
Adrian West
Chloe Scholes
All those who stood for election were unanimously elected. The motion was proposed by and seconded by The Chairman.
ANY OTHER BUSINESS and CLOSURE OF THE MEETING
There being no Other Business, the Chairman closed the meeting at 6.45pm