Minutes of the Annual Meeting March 2023
Wainfleet St Mary Community Hall Committee.
St Michaels Lane, Wainfleet St Mary, Lincs. PE24 4BZ
Minutes of the inaugural Annual Meeting of the Wainfleet St Mary Community Hall Committee which took place on Friday 24th March 2023 at 5pm in the Community Hall, St Michael’s Lane, Wainfleet St Mary PE24 4HB.
These are draft minutes until approved at the next Committee meeting scheduled for June 6th 2023
1. Members Present:
Cllr Sue Simpson (Chair), Mrs A Murgatroyd (Vice Chair) Committee members: John Seymour,(JS) Cllr Mick Rust (MR) Cllr A Proctor, (AP) Mrs J Ward (JW), Mr Trevor Ward (TW), Cllr C Alexander (CA)
Clerk/Note Taker – Mrs M Clarke
2. Election of Chairman
Cllr SS nominated for the Chair – Proposer AM, Seconded JW.
Unanimous vote to resolve to accept Cllr SS as Chair for the next year.
3. Acceptance of Office of the Chair
Acceptance of Office declaration signed, witnessed and recorded.
4. Election of Vice Chairman
Mrs Audrey Murgatroyd nominated for the Vice Chair – Proposer Cllr SS, Seconded Cllr AP. Unanimous vote to resolve to accept Mrs AM as Vice Chair for the next 12 months.
All Committee members as above remain unchanged.
5. Acceptance of Office of Vice Chair
Acceptance of Office signed, witnessed and recorded.
6. Apologies for Absence
Cllr C Bradford.
7. Declarations of Interest
There were no declarations declared.
8. Finance and Bank Accounts
The End of year report was presented to the Committee with an explanation of income and receipts giving an end of year balance of £17,318.92 with no further payments due until April 6th 2023 in the new Financial year. The finances will be included in the WSM AGAR which will be externally audited by PKF Littlejohn. All accounts will be available for the public to view during the 30 days’ notice of Public Rights which will be notified on the WSM Parish Council web site.
The news of the successful National Lottery bid was shared with all committee members, and this accounts for £7750 of the total balance. The administration of the grant will be carried out by Cllr CA and the clerk – the money is earmarked for Events currently being planned for the Events Working Group who will update the Committee in the June meeting.
9. Lunch Club Dates and Members
The Lunch Club ladies remain as before and lunches are planned for the 2nd Wednesday every month subject to availability of members – the next lunch date will be May 10th and the menu will be Sausage and Mash.
A suggestion was made to provide a special Coronation lunch for this date – Proposed by Cllr SS and seconded by TW – all members resolved to accept.
A Chine Supper in conjunction with the Church was proposed for October with 50% of the proceeds being donated to WSM Church. JS offered to donate the Ham, and Cllr SS offered to donate the potatoes.
Proposed Cllr SS, Seconded Cllr AP – all members voted to resolve and approve.
10. Events Group and Members
Members of the Events Group are Cllr SS, Cllr AP, Cllr CB, Cllr CA, Cllr Dr Clive Shrubsole, Cllr Iain Hyde, Cllr BA and Volunteers AM, TW and JW.
The Group will report to both the Council and the Hall Committee at their respective meetings.
Notes will be taken by the Clerk to the Council.
11. Future Plans
Plans include: the possibility of extending the kitchen, (subject to land registered to the Hall building) a Farmer’s market, installing an external door to the rear of the Hall, an additional security light to the rear of the Hall and the possibility of converting one of the toilets to a storage area. These are all subjects for discussion over the year and subject to further grant funding tba by Cllr CA and the Clerk.
Clerk and JS to explore how much land is owned with the Hall.
12. Future Meeting Dates
It was agreed for the next general meeting to be set for Tuesday June 6th at 5pm.- and then thereafter quarterly to review – the terms of reference will allow for additional meetings to be scheduled if required.
11.Correspondence – Confirmation the bid to the National Lottery had been successful and the monies would be in the account by the end of March 2023.
Chair Cllr SS thanked everyone for their attendance and input and closed the meeting at 18.00.
Date 24 March 2023