Hall Minutes Tuesday 31st October 2023
Wainfleet St Mary Community Hall Committee.
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 Tuesday October 31st 2023, at 3.00pm 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 4th December 2023.
Public Session – 3 members of the public were present having been invited to attend for the presentation of the Winners Shields for the Homecraft and Horticulture sections of the Village Show.
The shields were presented by the Chair Jan Ward with a round of applause and thanks for taking part and supporting the Show.
1. Members Present:
Chair Jan Ward (JW) Cllr A Proctor, (AP) Cllr M Rust (MR), Cllr C Alexander, (CA),
Committee members Trev Ward and John Seymour
Clerk/Note Taker – Mrs M Clarke.
2. Apologies
A Murgatroyd, Cllr C Bradford, Cllr P Garrard, 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 16th 2023.
The minutes were read and agreed – proposed by TW and Seconded by MR
All resolved to approve.
5. Clerk and Finance report.
Clerks Report – October 31st 2023 - Actions required from meeting October 16th.
PAT Testing – Stuart has been contacted – attending w/c 6th November.
The bid for the £1000 grant for the “Over 65’s Youth Club Christmas outing” has been submitted - Likely decision next week – they have 430 applications and whilst ours has made the short list no guarantee it will be approved.
The bid for the Village sign is work in progress.
Draft completed and submitted for an overview and check.
A further bid for funding from the National Lottery has been submitted for funding for the 80th D Day anniversary – decision will be in approx 12 weeks.
The Lunch Club tabards have been collected and had their first outing October 21st – addl 2 have been ordered and collected.
Shield winners have been contacted and presentations arranged
Christmas – Tea with Santa. New printer has been delivered – poster/flyers and booking forms will be done this week ready for approval at the meeting.
Christmas Tree – ordered from Strawson (Council purchase) and will be delivered 24th November.
Liaison with Iain and Christine has produced the final 12 photos for the calendar and will be submitted to the printer this week for a proof copy – will mail round when received.
Village Show 2024
Earthbound Misfits have been contacted for availability and quote.
Bouncers4U have been requested to provisionally book the same 2 castles as for this year - Confirmed as booked.
Loos also booked -same price as this year.
Quote rec’d for PA System - £564.49 – slightly more than allocated but still funds available for this purchase.
Lunch Club – Chine donation - Monies are ready for JS – will be dropped off in the coming week - Delivered and received with thanks
Marquee hire – Wells contacted and have responded as under:
Marquee is £975.00 plus VAT at 20% £195 = £1170.00
Transport costs - £215 plus VAT @ 20% = £258.00
Total cost thus is £ £1428.00.
We have a volunteer to set up and display craft entries.
Finance Report:
October Income: £30.00 for Hall Hire Saturday 28th October.
£75.00 Lunch Club.
£17.50 – Hall Hire
£318.00 – Party donation
Total: £440.50
October Expenses: £30.00 Engraving (lottery fund)
£31.00 Retiring Chair S Simpson “thank you”(Hall funds)
£22.00 Thank you – W Hatchman (Hall show fund)
£87.70 – Tabards GB Trading group (Isolation fund)
£24.47 - Tabards GB Trading Group (Isolation fund)
£40.00 – Show Picture Framing – Hall Show Fund
£360.0 – Webbs banner cheque cleared from August
Total £595.17
Account balance at 31st October £13,867.78
Lottery funding stands at £578.77 (after calendar production costs)
Hall Budget Village show stands at £438.40(after project management costs)
Social Isolation fund: £1887.83
6. Review of party Saturday 21st October.
The party was very well attended, and all had a wonderful time – including the volunteers. A donation of £318 was received for Hall funds along with a card of thanks.
Clerk to acknowledge with a letter of appreciation and thanks for their generosity.
7. Working Groups and the Village Show.
Lunch Club - November is fully booked as is Christmas with sit downs and take aways.
Discussion over agreeing a maximum number of attendees and running the raffle for the Christmas lunch – agreed cost for the Christmas Lunch is £7.50 per head.
Storage was discussed which is an issue currently with the lack of space – Proposal to consider keeping the disabled toilet as a multi-purpose toilet and the 2 others being altered
to create additional storage – the one cupboard available currently is a hazard with access to boiler limited and shelves over full. Committee agreed to take to Council for their thoughts and decision.
The Village Show – Task list updated and will be emailed round to all for information - Please advise as task/jobs started so the list can be kept up to date ready for the next meeting.
A paper schedule has been drawn up by Chair JW and will be added to as the show develops - Any additions/suggestions please advise for adding to the schedule – this too will be sent
round to all members for comments and information. A copy will be added to the Minutes as Appendices A and B for the records.
Budget to be discussed and agreed. Fund raising for – discussed and agreed to use any opportunities available for The Village Show to make it sustainable in the absence of any further grants being sourced.
Cllr MR undertook to look at Classic vehicles and others.
Residents had complimented the Committee on their activities.
2 volunteers have come forward to assist with the preparation – and to ask if a Dog Show could be considered – discussed and agreed
Dismantling of the Marquee from this year’s show – date agreed for the take up of the floor as 1pm Monday 6th November. Roof and side panel to be done on separate dates as the
weather permits with the canvas being dried initially in the Hall with the aid of a de-humidifier to be sourced by Chair JW and TW – clerk to advise all who have been unable to attend the meeting.
8. Production of 2024 Calendar: Photos have been agreed and sent to printer for proof copy and 100 copies as a starting point have been requested. Clerk to deliver USB with photos to printer 1st November.
9. Christmas - Tea with Santa: Nov 24th agreed for decoration of hall when tree is due to be delivered and decorated. Poster and booking forms agreed – clerk to liaise with Platform and distribute invitations and post in Notice Boards.
Agreement to approach ELDC Councillor WB in respect of the Community Fund Grant to assist in support of the cost of the tea – Clerk will follow up and action.
10. Next meeting date: The dates agreed as under:
Working Group Events Meeting – Friday 10th November – 10.00am - Tea with Santa and update on Village Show tasks.
Hall Committee meeting – Monday 4th December 10.00am.
Committee members were invited for any additional comments – Cllr MR requested the loan of the bingo machine for the RBL for the 14th December – agreed by all.
Chair JW thanked everyone for attending and their input and closed the meeting at 16.50.
I certify these are a true copy of the Minutes of the Meeting held Tuesday 31st October 2023
Signed Chair WSM Community Hall Committee – J Ward.
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Date 31st October 2023
Email: wsmpclerk@btinternet.com
Website: https://wainfleet-saint-mary.parish.lincolnshire.gov.uk