Minutes of the Meeting October 16th 2023
St Michaels Lane, Wainfleet St Mary, Lincs. PE24 4BZ
Minutes of the Meeting of the Wainfleet St Mary Community Hall Committee which took place on Monday October 16th 2023, at 2.00pm 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 the 31st October 2023.
The Meeting was Chaired by Committee member Mrs J Ward following the resignation of the Chair and the apologies received from the Vice Chair who is away on holiday. – nominated by JS and agreed by all and commenced at 2.15pm.
1. Members Present:
Cllr A Proctor, (AP) Cllr M Rust (MR), Cllr C Alexander, (CA) Cll P Garrad, Committee members Mrs Jan Ward (JW), Mr Trevor Ward (TW), and John Seymour
Clerk/Note Taker – Mrs M Clarke.
2. Apologies
Committee member A Murgatroyd, Cllr C Bradford, Cllr I Hyde, Cllr Dr C Shrubsole, Cllr B Adams
3. Declarations of Interest
No interests were registered.
4. Minutes of the Meeting held October 2nd 2023.
The minutes were read and agreed – proposed by TW and Seconded by PG
All resolved to approve.
5. Resignation of Councillor and Chair of the Committee S Simpson.
The resignation of the Chair S Simpson was accepted by the Committee with regret – Cllr Sue Simpson has been a long-standing valued member and Chair of the Hall Committee, and her contribution will be missed.
6. Election of Chair
Cllr AP nominated Committee Member JW as Chair. Seconded by Cllr MR and unanimously approved and agreed by the full Committee. Acceptance of office signed and witnessed.
6. Finance report
The Hall Bank statement and reconciliation report were passed around for agreement and approval.
Monies spent and balances remaining for the Show (lottery and Hall spend) were presented to the Committee and approved.
A grant of £1000 for the over 65s has been identified for a Christmas event which the Funding Buddies are pursuing with the aim of providing a subsidised Christmas trip out for WSM older residents.
7. Working Groups:
The lunch of the 11th October was well received and the new “apprentices” very much appreciated.
Lunch Club – next lunch date is November 15th – and fully booked. Christmas Lunch is planned for December 13th and also fully booked.
Tabards have been ordered and will be ready for the November lunch. Proceeds from the Chine Lunch in October raised £233.00 surplus to be shared between The Lunch Club and St Mary’s Church. Proposal for £100.00 to be retained by the Hall with balance going to St Mary’s. Proposed Cllr CA, Seconded Cllr TW and approved by all – resolved to split as proposal – Clerk will take the funds to JS for the Church in the week.
A new Fly “zapper” is required – to be funded by the Social Isolation grant – all in agreement. The purchase of the Kitchen mop to be funded in the same manner.
All arrangements are in hand for the birthday party October 21st.
A discussion on the Management of the Car Boot and Community Hall Events FB pages agreed management was required to keep them relevant – Clerk will set up and monitor both pages.
8. The Village Show.
Shields have been engraved and are ready to be presented to the Winners. Agreement to offer presentation on Saturday 28th October at the Coffee Morning supporting Breast cancer - or 31st October at 3pm at the next Hall Committee meeting.
Clerk to contact the winners.
The date for the 2024 show was agreed as September 1st 2024 with a revised time of 11.00 till 3.00. Comments and lessons learnt from this year have formed the basis of the task list introduced by the Chair who will keep it up to date with tasks and allocated roles. All have their jobs to do prior to the next meeting October 31st.
9. Production of 2024 Calendar:
Cost of production and printer have been obtained by the Clerk and information passed to the Committee. All in agreement the cost is fair and thus 12 photos will be picked from the entries to include 1st and 2nd in each category plus 2 for December and January. These will be sent to the printer for a proof copy – hopefully available for the next meeting. Clerk to arrange.
10. Christmas - Tea with Santa
Agreement to work with Platform to engage with the Queen’s Estate children and to offer a family Tea with Santa for Sunday December 3rd from 4pm to 5.30pm to coincide with the Christmas light switch on.
Clerk will liaise with Sam – Engagement officer for Platform - with regard to promotion, booking forms and flyers – all in agreement.
Christmas tree to be ordered for delivery Friday 24th November – Clerk to arrange and committee members will liaise to arrange installation on the 24th.
An indoor “real” tree was decided against due to the Christmas Lunch Club needing all the available space.
11. Next meeting date: The date agreed for the next meeting is Tuesday 31st October at 3.00pm
Close of Meeting.
Chair JW thanked everyone for attending and their input and closed the meeting at 16.15.
I certify these are a true copy of the Minutes of the Meeting held Monday 16th October 2023
Signed Chair WSM Community Hall Committee – J Ward.
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Date 16 October 2023
Email: wsmpclerk@btinternet.com
Website: https://wainfleet-saint-mary.parish.lincolnshire.gov.uk