Ionides Public Meeting

In this section

The Basil Ionides Memorial Centre

Minutes of the 82^nd Meeting of the Committee of Management held on Thursday 4^th June 2009 8.00 pm at Birch Croft, Limes Lane, Buxted

Present: Fiona McQuarrie (Chair), Esme Brooks, James Chalmers, Peter Johnstone, Ken Anderson, Alison Standing, Michelle Warner, John Swinyard, Louise Daniel, Anne Muddle (Secretary)

The meeting opened with some discussion on the Public Meeting, which took place on 20 May 2009. It appears that, generally, the feedback from the meeting had been positive – Fiona McQuarrie thanked all trustees for their efforts and support; the trustees then thanked Fiona for her excellent presentation and handling of the meeting.

1. Apologies for absence

Apologies had been received from Steve Roys.

Introductions took place for the benefit of new Trustee, Louise Daniel.

2. Acceptance by new Trustees

Louise Daniel, replacing Peter Coxon, confirmed her acceptance of the position; it would be necessary to sign some paperwork to formalise this.

Valerie Banks would be replacing Peter Johnstone; this position is reserved for a Church member.

3. Co-option (if required)

Fiona reported that Norman Buck was willing to become a Trustee. After discussion, it was agreed that Mr Buck should be invited to comment and assist when relevant during the planning stage.

Anne Muddle confirmed that she would continue as Secretary to the Committee of Management (on a no-payment basis) but declined the invitation to become a Trustee.

An email had been received from Rob Tunna, apologising for any ‘upset’ at the Public Meeting and offering his services to the Trustees. Following discussion, it was agreed that Fiona should respond, thanking him for his comments and confirming that his assistance would be appreciated.

4. Minutes of the 81^st Meeting and the Public Meeting

The minutes of the 81^st Meeting were accepted with minor changes as agreed – proposed by James Chalmers and seconded by Ken Anderson.

After review and agreement of changes, the notes of the Public Meeting were also accepted. These will be published on the Buxted Parish website, together with a Fact Statement. Fiona will forward a copy to Beccy to upload and a note will be posted on BPEC to say they are there. It was agreed that the notes would not be put on village notice-boards.

5. Matters arising

Fiona referred to an email from Steve Roys with regard to the recent Scouts AGM. He requested that Rob Tunna should provide a presentation to the Trustees at a future meeting, outlining details of the proposed Scout Hut plans. Trustees agreed that, at this stage, it must be kept as a separate planning application.

Ken Anderson proposed that consideration should be given to building the Scout Hut lower down on the site, in the area adjacent to the Rifle Club, away from housing and also requiring only one access road. Fiona agreed to suggest this idea to the Scouts and reiterated that she would respond to Rob Tunna, thanking him for his offer of assistance and inviting him to give a presentation.

James Chalmers advised that Paul Maddox/Ryhurst had written to the Parish Council; a timeframe was required from them and also the ‘Heads of Terms’ need to be checked. A meeting should take place as soon as possible. James stated that the Boys Club must have some value as it stands, e.g., the roof tiles. It must be ensured that the play-area is ‘transferred’ properly.

Michelle Warner pointed out that Steve Roys had not been authorised to give out the site plans at the AGM, and this should not have happened without approval from the Trustees. Michelle requested Trustee permission to provide the plans when it was necessary for her to do so - this was given.

6. Finance – to authorise payment to Rix & Kay, Jerrys’ Gardening Service, Buxted CE Primary School, Buxted Parish Council and to consider HMRC advice with regard to VAT

Michelle Warner outlined details of the above – the Trustees confirmed their agreement to the payment of these. The recent Buxted Ball had raised £1024.50, half of this amount goes to the School Fund.

Michelle has spoken to Customs & Excise with regard to VAT. This cannot be claimed back at present, however, when the Trust leases to Ryhurst, VAT can then be claimed once registered. Michelle has advised the solicitor that the lease may be plus VAT.

7. Ryhurst update

Fiona reported that she had received an email from Paul Maddox regarding the plans for the Community Hall being incorporated into the Surgery plans. It appears that Ryhurst do not now want to include the Hall in their plans, however, the meeting agreed that they should be pushed for a joint plan. When the planning proposal is provided at the next public meeting, this must show a Community Hall as well.

It was agreed that Fiona should respond to Ryhurst, that the planners are expecting a full joint application. As Trustees, representing the village, it is essential that outline planning for the Hall is included and that Ryhust should pay for this. It must be made clear that this development could go out to tender if Ryhurst are not willing to include the Hall in their plans. Ryhurst should also be asked about their timeframe and another meeting should take place to discuss the way forward.

Michelle advised that Ryhurst are keen to draw up the lease; she had heard from a new solicitor who needs to meet the Trustees and see the site. It was agreed that this should take place on Saturday 20^th June.

8. Buxted Ball

Alison Standing was congratulated on the success of the Buxted Ball, in spite of ticket sales being a third down, a profit of £1024.50 was made.

9. Buxted Fete / Autumn Fayre

Fiona confirmed that the summer fete has been postponed due to the time factor involved, as recently all efforts have been concentrated on the Surgery plans.

An Autumn Fayre was planned for Saturday 19 September. A temporary bar licence would have to be applied for, as the Buxted Inn will be unable to supply a bar on that date.

10. Any other business

The Rifle Club has been asked to move rubbish (old insulation foam), which has been accumulating outside the club; if not moved we will do so and charge for this.

Trustees were invited to ‘help themselves’ to a fallen tree felled by British Rail.

Finally, there was some discussion on Communications, Louise is involved with the Community Voice; there is an insert for the Ionides Trust in each copy of this publication. Fiona agreed to include updates in the Buxted Messenger, these can also be posted on village notice boards.

Next meeting – it was agreed that this should take place on Wednesday 1^st July and thereafter on the first Wednesday of each month.

The meeting closed at 9.15 pm.