Wainfleet St Mary Community Hall Minutes 2025

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 Friday 7th March 2025 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 April 11th @ 10.00am.

1. Members Present:

Cllr Jan Ward (JW) (Chair), Cllr M Rust Vice Chair (MR), Cllr PA Proctor, (PG), Cllr C Alexander, (CA), Cllr Trev Ward (TW), Cllr P Garrard (PG); Committee Member C Wright (CW); Committee Member E Baker (EB); Mrs S Kettleborough (Volunteer) Clerk/Note Taker – Mrs M Clarke.                                             

2. Apologies

Cllr Dr C Shrubsole and Cllr M Rendall - Apologies were received and accepted by all members                                                

3. Declarations of Interest - Cllr MR declared an interest (non-prejudicial) in item 6 – RBL Attendance at the VE Day Beacon.                        

4. Minutes of the Meeting held Friday February 7th 2025

The minutes of the meeting held Friday 7th February 2025 were read and agreed as a true record– proposed by Cllr CA and Seconded by Cllr TW – all resolved to approve.  

5.Clerk and Finance report.           

Clerk’s Report

The Friendship Club continues to meet every 2nd and 4th Wednesday with the first 15 minutes now centred on any IT issues as the Digi Group funding has come to an end.

The first session will be in the meeting on the 12th March – Dr C is away on holidays and I am in York – so a volunteer required please to open up for 10.00 till 12.00

Moles are on the run – grass cutting due to start so traps and flags may need removing?

Walnut Care and Young Farmers have continued to book the Hall – Young Farmers dates for March are: Tuesday 4th March, 18th and 25th....opening is covered for the 4th and 18th – volunteer required for the 25th please – thank you Annie – date is covered..

Friendship Club to be opened by Cllr MR whilst Cllr Dr CS is on leave.

Walnut Care booking Wednesday 12th March at 2.30 – covered by Cllr JW and Cllr AP

Additional equipment wish list for the Hall to be applied for through the ELIF/Social isolation fund and also gazebos for the show and other events – Funding buddies on the case.

Finance report

6. Events Planning;

VE Day Thursday 8th May

Task list created and shared – VE Day

Beacon – in hand

Village Tea Party –amended timings 6.00 to 7.30 to include all families in both WSM and All Saints – free to attend.

Themed Music and screen to display iconic photos of VE Day

Bunting examples created of Winston Churchill and similar – corner for children’s activities – met with enthusiasm and thanks to SK – competition for the winner - WASTC to judge?

Followed by Beacon lighting and the tribute at 9.30 – To be read by representative from WASTC and WSM - Cllr SM is unable to accept his invitation thus the next meeting will consider who to invite to read the proclamation.

Additional reading penned by RBL to include the names of the fallen

WASTC have confirmed their support and will assist with hands on as required/requested.

Tommy and other Forces silhouettes to be created - Cllr IH offered to fabricate at a cost of approx £60 per silhouette if required -  4 styles chosen – clerk to advise Cllr IH on his return form holiday – budget cost £240.00

No bar – own drinks can be brought.

Large teapot to be created to indicate location – Cllr IH will produce with Cllr CA at a cost of approx £50.00.

Memorial stone to be created (as per D Day) for VE day (and also VJ Day in August with a memorial service to mark) Cllr CA and Cllr IH will create both flag stones – all in hand.

Appropriate flags to be purchased – clerk to arrange  with confirmation from Cllr PG fitments are correct

Lamp of Peace purchased – clerk to chase delivery date – 8 tilley lamps have been donated for use in the hall – to be used with electronic tea lights

Plaque to be ordered

Promote with flyers to include a programme and include with newsletter – clerk to work with Kay from Copystat to design.

Village Show – Sunday 31st August

Task List created and shared – Village Show

Schedule with new classes has been drawn up by Chair and shared round – all in agreement exactly right. Rosettes to be sourced.

Sunflower competition – seedlings to be collected from the Friendship Club mornings – Cllr MR to ask if that is OK – Clerk to invite Young Farmers to be involved using the ground outside the hall and to enter the competition.

Clerk to obtain cost of banner date update overlay

WASTC have confirmed loan of gazebos and the sharing of a stall to promote both councils.

Bar booked through The Angel.

Lives, Bouncy castle and Loos are all booked. Cllr MR to contact Huskies.

Gavin as M of C contacted – confirmed as attending - £50.00 deposit paid and received – receipt pending

Classic cars – Cllr MR – discussion on best place to locate – clerk to contact Mr Chamberlain to explore using the additional field for overflow parking.

Parking responsibilities etc to be confirmed nearer the day

Photo competition already running.

Chair has spoken with Mr J Seymour re vintage games for raising of funds for the Hall as requested by the community-  other games can be purchased if required....include guess the weight of the cake, how many sweets in the jar – OD to bring their game – Human fruit machine – addl hands will be required – contact the volunteers who completed the survey.

Marquee – Erection and repairs

Damage to base has been assessed by Mark Gethin and repairs are confirmed – erection date to be agreed at the next meeting.

Additional joint event with the Mums Club

Children’s Film Night over Easter – Clerk will liaise to arrange date, times and promotion.

7. Lunch Club Funding

Funding buddies are researching the possibility of funding for a full mobile hot plate server and slow cookers to support the increasing Lunch Club and improve the range of services that can be offered as part of the hall hire to maintain long term sustainability. Two funds will be approached to also apply for funding for gazebos to allow the Show to continue to grow and offer more stalls.

8. Membership of the Village Hall YMCA

Membership of the organisation was introduced at the meeting last month as part of the presentation by Mrs Sandra Smith – Committee discussed and agreed to trial one year at accost of £60 to determine if it was useful and increased the hall revenue and bookings. Proposed CM EB, seconded Cllr TW – all voted to approve – To be presented to Council on Monday 10th for final expenditure approval.

9. Correspondence – Nothing that isn’t already covered in the Agenda.

10. Agenda items for April – to be advised to the Clerk and received by Monday April 7th 2025

To include: date of the Annual Committee Meeting

The Chair JW thanked everyone for attending and their input and closed the meeting at 11.45am

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

Signed Chair WSM Community Hall Committee – Chair Jan Ward

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

Date 7 February 2025

Email:       wsmpclerk@btinternet.com

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