2026 Minutes (Community Hall)

St Michaels Lane, Wainfleet St Mary, Lincs. PE24 4HB

Minutes of the Meeting of the Wainfleet St Mary Community Hall Committee which took place on Friday February 6th at 10.00 am in the Community Hall, St Michael’s Lane, Wainfleet St Mary PE24 4HB.

These are draft minutes until approved at the next Committee meeting on Friday March 6th 2026 @ 10.00am.

Public – One member of the public attended the meeting, having been invited to share his vision for a new football initiative in Wainfleet. The individual delivered a brief presentation outlining the background of his professional experience in football coaching. His proposal focused on providing opportunities for those within the community who may not meet the criteria to join a competitive football club. Instead, the project aims to encourage participation among individuals who aspire to play football and engage socially, fostering inclusivity and community spirit through the sport.

The information was well received and the Councillors on the Committee undertook to take this to the Council meeting on Monday 9th to present to the Council.

The resident was thanked and invited to stay for the remainder of the meeting or to leave – the gentleman elected to stay and was made welcome.

1. Members Present:

Jan Ward (JW - Chair), Cllr M Rust (Vice Chair - MR), Cllr Trev Ward (TW), Cllr A Proctor (PAP), Committee Member Elaine Baker (EB); Committee Member D Kettleborough, (DK), Committee Member Bill Hatchman; (BH) Committee Member C Wright (CW), Clerk/Note Taker – Mrs M Clarke.      

2. Apologies - Cllr M Rendall; Cllr P Garrard; Cllr C Alexander; CM S Kettleborough.

Apologies were received and accepted.                          

3. Declarations of Interest and Dispensation requests – No declarations/dispensations were declared.                 

4. Minutes of the Committee Meeting held Friday January 9th 2026

The minutes of the Hall Committee meeting held Friday January 9th 2026 were read and agreed as a true record – proposed by Cllr MR and Seconded by CM EB – all resolved to approve.   Chair JW signed the minutes.

5. Events Planning

Lunch Club – next date is February 18th – Chicken Casserole. CM WH offered to sponsor the purchase of the chicken – Chair JW and the Lunch Club ladies happily accepted and offered appreciation and thanks to CM BH.

May Day – Picnic in the Park – A full working Group meeting was scheduled to follow on from the Hall meeting thus a general overview from all was to ensure the event did not get too big – its inception was designed to be a focus on families with the picnic being the main event.

Village Show 2026 – Sunday 30th August 2026 – Chair JW had finalised the show schedule ready for insertion into the Spring Newsletter along with a flier for the Picnic in the Park. The schedule was shared round inviting comments for anyone for additions or amendments with a copy remaining with CM BH as the lead on the Show. CM DK passed the task list forward to the Clerk for all to work through and update where required. At this stage of the planning there is little to add – more promotion of the Photo competition which probably due to the wet weather very few photos have been posted. Cllr MR advised the Steel Band had offered 2 x 45 minute slots for £210 which all agreed to and approved the booking to be confirmed. Lead BH introduced the games he had sourced for the Picnic in the Park advising they were available for the Show if all agreed – photos were shared round and all agreed they would be an excellent addition to the Show.

6. Solar Panels Project. Chair JW summarized the project managed by CM DK, who has efficiently obtained quotations and costs. After discussing benefits versus costs—which increased with supplier recommendations—a vote determined the project is not viable at this stage. Cllrs AP and TW proposed and seconded to put the project on hold, and all agreed. CM DK will inform the quoting companies of the decision.

7. Defib replacement Pads – expiry 17th Feb 2026

Following the advice provided in the monthly report, it was noted that the current defibrillator pads were approaching their expiry date. It has since been confirmed that the specific type of pads required are no longer being manufactured with the result the defib will be “out of service” from Feb 17th.

Given this situation, the only viable solution appears to be the purchase of a new defibrillator. In response, contact has been made with the British Heart Foundation (BHF) to request assistance in sourcing the appropriate replacement pads, if any are available. Should it be confirmed that replacement pads are not obtainable, consideration will be given to submitting a funding application to the BHF for a new defibrillator unit.

8.Storage

External – With the approval of the ELIF grant and the release of the funds, consideration needs to be given to the storage of the new marquee and gazebos. The current container will store all the equipment once the 2 large marquees are erected (April 22nd) but further space will be required in September to accommodate all the new purchases and the exiting marquee – It was suggested costings of containers (new and used) be sourced and brough to the next meeting to agree a way forward. All in agreement. Additionally, the current container requires painting – Cllr PG has all the details of the type of paint required – proposed to take to the Council meeting on Monday for inclusion with the Community PayBack scheme which is currently awaiting a date for the project to be assessed. All in agreement - clerk will look at container costs. Siting for the new container was discussed with the base area to be levelled and appropriate base constructed...CMs BH, DK and TW will take this on and report back at the next meeting.

Internal – The limited storage in the Hall is currently stretched with some groups keeping their materials etc in the lunch club storage facilities. It was agreed to contact the groups and request any materials used for their meetings be taken home at the end of their booking – clerk will contact and request.

9. Clerk and Finance Reports.

Clerk’s Report February 6th 2026

Thanks have gone to all who contributed over the Christmas period and the year in general.

Contact made with Woodthorpe for Lunch 9th December 2026

The first half of the ELIF grant has been received – spending to be agreed under finance agenda item.

(This has gone into the Council account as the bid was made through the Council) The balance of the grant will be settled once everything has been bought and payment proofs submitted.

The bid for the Tea tent is still being considered – advice should be with us shortly....I thought it had failed but apparently not.

Community PayBack scheme have been in touch to assess the project we have submitted – date to meet to be agreed.

May Day Picnic in the Park Working Group Meeting arranged for midday to follow on from the Hall Meeting

Have made contact with BHF regarding the defib pads no longer being manufactured to ask if they can source any – or fund us for a new defib - no reply as yet.

Ideas for the Newsletter please – on the agenda – maybe an insert (as Tea with Santa) for the May Day Picnic.

Booking for 24th May – Christening

Enquiry for Saturday March 14th

Payments made in January, Bank Statements and reconciliations were presented for approval – Proposed Cllr AP, Seconded Cllr MR – all agreed to approve.

Grant Funding and Spend. Confirmation 50% of the grant has been received into the Council account as the bidder for the Grant. The second 50% will be released once invoices have been submitted with an interim Impact report.

CM DK presented flooring options for the Hall as part of the grant -all members unanimously selected the Astoria colour choice. CM DK will confirm the supplier and fitting date: March 4th.

10. Correspondence –

An introduction to Community Cinema – briefly discussed and agreed to bring as an Agenda item for March.

Estate Planning Seminar – The offer from a company to bring information to a meeting was agreed to be declined – clerk will advise company.

11. Date of next meeting – Friday March 6th 2026 at 10.00am.

The Chair thanked everyone for attending and their input and closed the meeting at 11.45.

I certify these are a true copy of the Minutes of the Meeting held Friday 6th February 2026

Signed Chair WSM Community Hall Committee – Chair Jan Ward

.............................................................................                      Date.....................................

Date 6 February 2026

Email:        wsmpclerk@btinternet.com –

Website: https://wainfleet-saint-mary.parish.lincolnshire.gov.uk