Minutes 4th December Meeting
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 Monday December 4th 2023, at 10.00am 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 2nd February 2024.
Public Session – No members of the public
1. Members Present:
Chair Jan Ward (JW), A Murgatroyd (AM) Vice Chair, Cllr A Proctor, (AP) Cllr M Rust (MR), Cllr C Alexander, (CA),
Committee members Trev Ward
Clerk/Note Taker – Mrs M Clarke.
2. Apologies
John Seymour, Cllr P Garrard, Cllr I Hyde, Cllr Dr C Shrubsole, Cllr B Adams, Cllr M Rendall.
3. Declarations of Interest
Cllr CA registered an interest in Agenda item 6.
4. Minutes of the Meeting held October 31st 2023.
The minutes were read and agreed – proposed by Cllr CA and Seconded by Cllr AP.
Clerk undertook to send minutes to the Vice Chair by a web link for the future to enable minutes to be accessed.
All resolved to approve.
5. Clerk and Finance report.
Clerks Report –
Hall Bookings - Wednesday November 29th – 12.30 – Walnut Care
Sunday December 3rd – Tea with Santa and Lights switch On.
Monday December 4th – Hall Committee meeting – 10.00am
Wednesday December 6th – 10.30 Boiler Service
Wednesday December 13th – Walnut Care – 12.30 (they have been advised the coach trip will be arriving back between 3 and 4 and access to the hall is required)
Actions required from meeting October 31st
Date agreed for dismantling of the marquee and completed with thanks to all. Now stored in the container.
Production of the calendar has been completed and calendars now available for sale – to be promoted on FB and in the Newsletter
Tea with Santa and Switch on – Tree has been delivered and is ready for the switch on.
Santa invites printed and distributed to the Queens estate.
A slow take up initially thus a mention made on FB site. 43 booked in – fully booked.
Sam from Platform has offered £400 to support the event –
accepted and details supplied to Samt to enable donation to be made.
An application has been made to Cllr WB for £750.00 from her Community Fund to assist
with the Woodthorpe Christmas trip and coach hire.
Confirmation rec’d and being processed. £500 has been awarded.
Notes from the Events meeting have been emailed and received by all members.
Finance Report - Nov/December Income:
These listed below are yet to be credited and pending.
£400.00 – Donation Platform – Tea with Santa
£171.73 Lunch Club.
£18.75 – Hall Hire – J Fravigar
£500.00 – WB Community Fund – Woodthorpe Christmas Trip
Total: £1090.48
November Expenses:
£33.55 – Amazon – Santa Suit
£337.50 – Printer – (Lottery fund)
£559.90 – Boston Electrical (Social isolation fund)
£182.00 - B and M (Social Isolation fund)
£332.00 Calendar Print (lottery fund)
£ 279.60 Display Board (lottery fund)
£235.00 Deposit Woodthorpe Lunch (Social isolation fund)
£852.60 – Village Show Project Management (lottery fund)
£230.00- Mole Patrol Village Show – (Lottery fund)
Total £3042.15
Payments to approve
Hunts Coach Hire - £435.00 – due 6th December
Woodthorpe Christmas Lunch – £469.53 - due 13th December – with committee approval
this can be paid by the debit card on the day.
Account balance at 31st November £10825.63 (before credits due of £1090.48)
Lottery funding stands at £398.56.
Hall Budget Village show stands at £135.90.
Social Isolation Fund stands at £441.30
(after payment to Woodthorpe excluding Poor lands contribution)
A quote had been received from Keystone reference the proposal for a remote-control screen
and projector. Favourably received by all subject to funding being available/sourced.
Agreed by Committee to take to the Full Council Meeting Monday 11th December.
6. Adoption of the group Rocking Around Wainfleet
Rocking Around Wainfleet has been more successful and popular than originally envisaged and the organisers wish to put it on a more formal footing with a clear audit trail.
The request is to become a Working group with the same format as the Lunch Club and Car Boots
Proposal to accept TW – seconded Cllr MR – all resolved to approve.
The Chair welcomed Cllr CA and the Rocking Around Wainfleet group to the Hall Committee and successful working together.
7. Review of Tea with Santa
A good first event and will be repeated next year (2024) with carols to be included in the music and attendance by Father Aiden – a Christmas quiz for all to take part in to be added as part of the entertainment and to remember the meaning behind Christmas. AM will speak with Father Aiden and invite him to a meeting to plan Christmas 2024.
8. Village Show 2024.
Task List updated and discussions agreed to have a meeting 15th January 2024 @ 10.00am specifically and only for The Village Show to ensure the schedules are on track.
A budget of £5000 was provisionally agreed and funding will be explored.
9. Sale of Calendars.
20 copies taken to the Church shop with a request to display for sale – Cllr MR.
47 copies have been reserved for the Lunch Club trip
14 others are reserved leaving 19 for general sale
10. Woodthorpe Christmas Trip
Coach to be paid Wednesday 6th December – Menu choices required by 6th – JW is finalising and will pass to Clerk for advising Woodthorpe restaurant
11. Proposal for Additional Storage
The rationale and urgent need for additional storage to permit safe working in light of the increased number of events and supplies that are required to be bought and stored was presented to the Committee with the suggestion either one or two of the toilets be converted to store cupboards.
Questions raised and were answered, and a discussion agreed this was the only and most sensible solution to the current problem whereby the current system is a fire and HASAW risk.
Agreed the Chair will attend the Council meeting to present the proposals and the logic behind them. Committee in full support.
12. Date of Next Meeting:
Village Show Meeting – 15th January 2024 10.00am
Hall Committee Meeting – Friday 2nd February 2024 10.00am
Chair JW thanked everyone for attending and their input and closed the meeting at 11.50.
I certify these are a true copy of the Minutes of the Meeting held Monday December 4th 2023
Signed Chair WSM Community Hall Committee – J Ward.
............................................................................. Date.....................................
Date 4 December 2023
Email: wsmpclerk@btinternet.com
Website: https://wainfleet-saint-mary.parish.lincolnshire.gov.uk