Wainfleet St Mary Community Hall Minutes 2025

Minutes of the Meeting of the Wainfleet St Mary Community Hall Committee which took place on Friday November 7th 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 December 5th @ 10.00am.

Public – No members of the public were in attendance

1. Members Present:

Jan Ward (JW - Chair), Cllr M Rust (Vice Chair - MR), Cllr Trev Ward (TW),Cllr A Proctor (AP), Cllr C Alexander (CA), Committee Member Elaine Baker (EB); Committee Member Carol Wright (CW), Committee Member D Kettleborough, (DK), Volunteer Sandra Kettleborough (SK), Committee Member Bill Hatchman; Clerk/Note Taker – Mrs M Clarke.    

2. Apologies - Cllr M Rendall; Cllr P Garrard.

Apologies were received and accepted.                          

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

4. Minutes of the Committee Meeting held Friday October 10th 2025

The Minutes of the Hall Committee meeting held Friday 10th October 2025 were read and agreed as a true record – proposed by CM BH and Seconded by CM DK – all resolved to approve.   Chair JW signed the minutes.

5. Events Planning

Remembrance Service – accompanied by a bugler and the standard bearer

Wainfleet St Mary Parish Church - Saturday November 8th – 10.30 for service at 11.00 with Father Paul.

Wainfleet All Saints Church – Sunday 9th November – 10.30 for 11.00 Service

Wainfleet Market Place – The Buttercross – Tuesday 11th November – 10.30 for 11.00 service.

Lunch Club – The date for the November Lunch Club will be Wednesday 19th November – 49 bookings (to include take aways) - On the menu is Roast Beef with thanks to Cllr MR and The Angel for their donation and management. A small additional freezer has been purchased funded by the social isolation grant.

Tea with Santa – Bookings to date are 16 with promotion on FB and the web site. Newsletter to be distributed w/c 10th November to all WSM homes with a booking form insert. Menu is agreed with an approach made to Tesco to ask for assistance with providing the food stuffs. Discussion around gift from Santa – all to give some thought and suggestions.

Christmas Tree purchased with delivery 23rd November – decorating the hall agreed for the same date to meet at 10.00am with bacon buns to fortify for the day. Clerk to arrange PAT testing of lights.

Christmas Lunch at Woodthorpe – Wednesday 17th December. Confirmation and deposit for 42 have been made with Woodthorpe – table for raffle and organisers to be requested – clerk will arrange. Funded by donation from Wainfleet Community Fund (Cllr MR) and Poor Lands Charity with the balance coming from the raffle makes this a fully funded event with each attendee receiving a 2026 calendar as in previous years.

Village Show 2026 – Sunday 30th August 2026

The leads on the show (CM BH and CM DK) covered the task list and updated as each item is managed. Copies for members/councillors can be obtained if required by contacting either the clerk or CM DK.

A suggestion to establish a Facebook group for volunteers was agreed – along with an invitation to the Friendship group and the Young Farmers to be involved with the Sunflower competition.

Tug of war proposed and additional classes and categories for the show with a prize fund of £140.00 to cover the winners of the categories to include children’ sections. Posters to be designed for the gardens with an entry form attached and distributed with the Spring newsletter.

Proposal to purchase flower containers to enhance the appearance of the field and then auctioned off to raise funds.

Agreed not to book a bouncy castle for 2026 in view of additional children’s area and games.

Agreed not to purchase straw bales in view of all the chairs available after the container was cleared and tidied.

The Carol Service date has been amended to Wednesday 17th December – service with 4 carols – screen will be used for words with small electronic candle lights in jars on each chair – along with lights along the roof beams – all in agreement. Thanks to Vol SK for the candle lights.

All proposals received a proposer (Cllr TW) and seconder (Cllr AP) and were agreed and approved by the full Committee.

6. Clerk and Finance report

Clerk’s Report November 7th 2025

Gas Engineer has attended and serviced the boiler and effected the repair on the pipe – invoice will follow.

Firestop booked an appointment but failed to arrive to service the extinguishers as agreed – new date to be arranged – certificate is valid till December

Friendship Group –Funding Bid to McCarthy Stone has been rejected. However, a request to ELDC Councillor W Bowkett has agreed an amount of £500.00 to support the Friendship Group – paperwork is in progress. Thank you Wendy.

Melanie Neal – Co-op Engagement Officer had suggested we put in a request to Wainfleet Co-op for £250.00 – this has been written and submitted to Mr Hopton Co-op Manager in October with Melanie’s support - waiting a decision.

The calendars are printed, collected and on sale – Hair FX have 10 – 6 others sold to date.... 2 more on order. Promotion will continue on FB and word of mouth.

Tea with Santa has 4 bookings to date for 16 in total time re-arranged to 4pm. £400 support from Platform has been received – and contact made with Jeanette from Tesco. Newsletter with Tea with Santa insert has gone to print and should be available for distribution this week. (NB – agreed during the meeting to distribute w/c 10th November)

Woodthorpe Lunch – deposit has been paid, and confirmation Karen will be the lady who looks after the booking again – as last year and the year before. Table booked for organisers and also for the raffle.

Debit card for the Chair has been authorised and received.

New date suggested for Carol Service

Next Lunch date is Wednesday 19th – and then time off till January.

New small freezer has been purchased funded by the Isolation grant.

Jubilee Orchard sign – Wayne from Web Signs has undertaken to look at the Orchard sign and to see what can be done,

Hostess trolleys – pics etc have been forwarded to Maria for sale as a private individual - £25 each and buyer collects,

Report on Grant Funding. The application made to McCarthy Stone for £500 to support the Friendship Group has been turned down – however ELDC Councillor W Bowkett has offered £500 from the Councillor Community Fund which was warmly accepted and thanks will be sent to Cllr Bowkett. Clerk to follow up with the application paperwork.

The application made to the Co-op for support for refreshments and craft supplies is still pending – clerk will follow up and advise.

ELDC and South Holland Councils have advised of new grant funding which was discussed – consideration given to purchase a replacement refreshment marquee and craft classes for the Friendship Club from the Pride Essentials Fund with a proposal to look at the cost of solar panels (PV panels) for the Community Hall and an additional container for storage from the 2 further grants available currently from ELDC.  Proposed (Cllr TW) and seconded (CM BH) and agreed in principle to take forward to the Council meeting Monday 10th for formal agreement.

7. Correspondence – Advice from AWA water leak – further corres has been received and followed up. No real evidence of the leak advised to be 8 litres every hour of the day. To be discussed at the main Council meeting Monday 10th November to determine the action to be taken.

Advice from Lloyd of a change to banking charges.

8. Date of next meeting – Friday December 5th at 10.00am.

The Chair thanked everyone for attending and their input and closed the meeting at 12.00 noon.

I certify these are a true copy of the Minutes of the Meeting held Friday 7th November 2025

Signed Chair WSM Community Hall Committee – Chair Jan Ward

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

Date 7 November 2025

Email:        wsmpclerk@btinternet.com –

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