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 July 10th 2026 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 September 7th 2026 @ 10.00am.

Public – 2 members of the public representing CVS Lincolnshire who had been invited along to present their help and Guidance on Funding and Support Opportunities.

Information was shared and notes taken with a view to a follow up – Chair JW thanked both for attending and invited them to stay for the remainder of the meeting or to take their leave – the choice was theirs.

1. Members Present:

Jan Ward (JW - Chair), CM B Hatchman (Vice Chair - BH), Cllr Trev Ward (TW), Cllr M Rust (MR). Committee Member Elaine Baker (EB); Committee Member Carol Wright (CW) Committee Member D Kettleborough, (DK), (BH) Committee Member S Kettleborough, (SK) Clerk/Note Taker – Mrs M Clarke.          

2. Apologies - Cllr C Alexander, Cllr P Garrard.

Apologies were received and resolved to accept.                         

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

4. Minutes of the Committee Hall General Meeting Friday June 5th 2026 and Minutes of the ExtraOrdinary Meeting  Wednesday July 1st 2026

The minutes of the Hall Committee meeting held Friday June 5th and Wednesday July 1st were read and agreed as a true record – proposed by Cllr MR - both sets of minutes and Seconded by CM E Baker – both sets of minutes - all resolved to approve. Chair JW signed the minutes.

5. Events Planning

Lunch Club – Supported as well as ever with a surplus if £238.00 towards the hall funds. Next date is Wednesday July 22nd with a full house again. Input from a Funders Meeting attended by the Chair and the Clerk has indicated there may be funding for the Lunch Club – Chair and Clerk to meet to submit a bid for a year’s support.

Village Show – the notes of the Show meeting had been posted round, and all had received a copy. It was agreed a further meeting be arranged for Friday 31st July at 10.00 in the Hall – all put the date in the diary.

6. Marquee Loss and Potential Claim

Investigation and inspection of the frame and cover indicated very little damage that could all be repaired locally without the need to involve insurers. The cover and poles are safely stored and organised into order ready for the re-erection which was agreed for the Wednesday prior to the show. Further suggested 3 x ratchet straps be considered as a purchase for future tethering when not in use – clerk to look at costs and source for the next meeting – preferably in white.

7. Additional Storage Proposal – Further investigation following the agreement in principle to purchase recommends this particular item be turned down – all agree with the recommendation. Sourcing funding for a new one to be continued.

8.  Clerk and Finance Reports.

Clerk’s Report July 10th 2026

The tea tent is ready for delivery – time and date tba.

Submission has been made for the payment of the grant – awaiting receipt of the £3000 (Council funds...)

Banners have been collected.

Show Meeting Friday 3rd July – notes have been distributed.

ExtraOrdinary Meeting approved the purchase of the container in principle as proposed by CM D Kettleborough – subject to a viewing and confirmation it will do the job.

Community PayBack scheme Project – continue to assist with all the practical fence painting.

WASTC have transferred the payment of their share of costs.

Leak at the Hall has been repaired.

High winds meant the new marquee had to be taken down – there is some damage to the joints – a discussion to follow on the best course of action.

The sign for the Hall Field has been designed and the amended proof sent to Mr Chamberlain along with the request regarding the potential siting of the container – awaiting a response.

Request sent to tenant of the field requesting confirmation of insurance to renew the grazing agreement – awaiting a response.

Vat refund to be calculated from the monies received to date of just under £7000 – on the to do list.

There is another round of funding from East Lindsey – is there anything we need/want/would like.

Correspondence –  The Committee has received a letter from Wainfleet All Saints Town Council regarding concerns about language used by the MC at their joint Picnic in the Park event. Although the matter related to Wainfleet St Mary, the letter had been presented at the WASTC meeting under Correspondence in open session. The Committee noted that such correspondence should be directed to Wainfleet St Mary Parish Council and handled in closed session under the WSM Complaints Procedure thus observing best practice.

The member concerned waived the option of a closed session for transparency and offered their apologies and requested that an opportunity be arranged to apologise personally to the complainant. The Committee agreed to ask WASTC to facilitate this and will make formal representation at the Full Council meeting on July 13th regarding the handling of the letter.

There were no further items of correspondence that had not already been covered elsewhere in the Agenda.

Date of next meeting – Friday September 7th at 10.00am 2026

Close of Meeting – Chair JW thanked the representatives from CVS and all members for their attendance and contributions and closed the meeting at 11.32.

I certify these are a true copy of the Minutes of the Meeting held Friday July 10th, 2026

Signed Chair WSM Community Hall Committee – Chair Jan Ward

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

Date July 10th 2026

Email: clerk@wainfleetstmaryparishcouncil.gov.uk

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