Wainfleet St Mary Community Hall Minutes 2025

St Michaels Lane, Wainfleet St Mary, Lincs. PE24 4HB

Minutes of the Annual Meeting of the Wainfleet St Mary Community Hall Committee which took place on Friday 16th May 2025 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 scheduled for June 6th 2025 at 2pm.

1. Public – 2 members of public

2. Members Present:

 Cllr Mrs Jan Ward (JW) Chair, Cllr Mick Rust Vice Chair (MR); Cllr P Proctor (AP;) Cllr Trevor Ward (TW), Cllr C Alexander (CA), Committee member E Baker (EB); Committee Member C Wright; (CW) Volunteer S Kettleborough (SK)

Clerk/Note Taker – Mrs M Clarke

Guests/Members of the Public – Mr D Kettleborough; Mr J Seymour.                                        

3. Election of Chair

   Cllr JW nominated for the Chair – Proposer AP, Seconded CA

   Unanimous vote to resolve to accept Cllr JW as Chair for the next year.                                        

4. Acceptance of Office of Chair                      

    Acceptance of Office Declaration signed, witnessed, and recorded.                                                  

5. Election of Vice Chair                       

    Cllr MR nominated for the Vice Chair – Proposer Cllr CA, Seconded Cllr EB.   

   Unanimous vote to resolve to accept Cllr MR as Vice Chair.

6. Acceptance of Office Vice Chair                  

    Acceptance of Office Declaration signed, witnessed, and recorded.  

7. Apologies for Absence

    Cllr P Garrard                                      

8. Declarations of Interest       

    There were no declarations declared. – Cllr TW abstained from voting with reference to the proposal of Cllr J Ward for Chair.

9. Draft Minutes the General Meeting April 19th.   

   Acceptance and Resolution to accept the minutes as a true record of the Committee meeting held Friday 19th April. Proposed Cllr CA, CM C Wright; Committee approved unanimously to resolve and accept.

10. To confirm and invite formal Committee Members and Volunteers

Formal Committee members were agreed to continue:
CM EB, CM CW with Mrs SK as a welcome volunteer; Cllr MR, Cllr TW, Cllr AP, Cllr PG.

Mr D Kettleborough and Mr W Hatchman expressed their interest in joining the Committee as formal Committee Members and were warmly welcomed. Proposed Cllr TW and Seconded Cllr AP - Unanimous vote to accept.

Mr J Seymour having been a former Committee member was made very welcome to join as a volunteer as his other commitments permitted.

All other Councillors and volunteers are welcome to attend the Working Groups and Hall Committee meetings as a non-voting member.

Proposed V/Chair MR and seconded Cllr TW – Committee resolved to approve.

11. Clerk’s Report

The Friendship Club as part of Age UK Lindsey has ceased to exist – their last invoice was paid 15th April.

Newsletter is distributed

Show schedule has nearly gone to print.

Fence painting Payback scheme submitted and acknowledged. Further contact once a date has been agreed.

Chasing up the Social Isolation bid.

Repairs to Marquee frame completed –and marquee now up and ready. Invoice from Wells to be agreed.

Young Farmers continue to meet – but likely to peter off a bit in the Summer due to outside activities.

Hall has been requested for an event in conjunction with Platform and Wainfleet Community Mums Group Wainfleet Bounce – Wednesday 20th August – a project for the children of both Wainfleets in conjunction with Group Together – this would normally be a Lunch Club date.....A formal booking form will be sent to confirm booking terms are met.

They have some funding from the local Councillor WB and the Hall Committee had been approached this year if the Hall Committee would consider the use of the field – which was agreed in principle.

British Gas need to replace the meter – date to be agreed.

VE Day raised £181.20 which with the grant of £500 and the foodstuff from Tesco means the event was put on with very little expense. All efforts now will be directed to the Village Show in August. Thanks have gone out to FB to everyone who contributed and individually on Messenger to the cake bakers....if I have missed anyone please tell me and I will rectify.

12. Finance and Bank Accounts

The Annual figures are under the banner of the Council and included in the AGAR submitted for approval at the Council meeting on Monday 19th May.

Extraction of the figures appropriate to the Hall Committee were presented for information and approval on an Income, Budget and Expenditure format. The report is available on request from the Clerk under Public Rights dates.

13. Events:

VE Day Overview – Overall well supported in view of the cold weather – the hall was packed, and the tea was popular with little left – Thanks to Tesco for providing the foodstuffs – clerk to send a Thank you card – a query as to the positioning of the speakers for future events.

Agreement to register thanks to Pete and Lee Whiley with a card and enclosure as last year for the time and effort if setting up and removing the beacon. A popular and respectful service with the RBL, Standard Bearer and bugler and reading of the tributes and the fallen with thanks to the Young Farmers for reading out the names from WSM and Wainfleet All Saints. The proclamation was read by Cllr WH from All Saints representing the Town Council.

Discussions on a remembrance for VJ day August 15th agreed a service in the Hall with the placing of 2 plaques – one for VE Day and one for VJ Day – presence of the RBL and Standard bearers with tea and cake available after the service. JS will contact to see who is available to take the services.

Village Show – Chair JW presented an updated and simplified but more in depth list for monitoring and arranging – all agreed much better – and a follow up meeting arranged just for the Village Show Friday 30th May at 10.00am in the Hall. The new format will be updated ready with all info to hand ready for the 30th.

Clerk to arrange posters to start the promotions and to ensure pitch booking list is up to date.

Agreement to invite judges from last year to judge the produce, sunflowers and photos entries – clerk will arrange.

JS and Cllr TW will liaise over collection of games.

Lunch Club

Always popular and well supported and continues to bring in the bulk of the funds for the Community Hall upkeep – Thanks were given to Cllr CA for the donation and preparation of the April Lunch. Dates will be agreed for June/July and poster to be displayed for the May date on the 21st. Cllr MR offered a sponsored Roast Beef Lunch which was warmly appreciated.

Friendship Club – whilst the formal Age UK sponsored meetings have come to an end, the local community are keen to run their own and to that end agreement was reached to work with the interested parties to permit rental of the hall at £15.00 for each 2-hour meeting and review after 6 months – Cllr MR will liaise and advise.

Live and Local Visit.

An introduction to what can be offered from the Live and Local group had been presented and considered by all. The principle is good but as the hall is not big enough to allow the successful presentation of the various events the Committee agreed “thank you – but No thank you”

14. To Agree the dates for Committee Meetings for the Year.

 It was agreed that future meetings should be held monthly on the first Friday of each month with the next meeting being June 6th at 2pm – all other meetings will be at 10.00am

There will be a Village Show meeting Friday 30th May at 10.00am.

15.Correspondence – no correspondence that has not already been addressed in the meeting.

16. Items for the June Agenda. 

Chair JW asked all members if anyone had any contributions to make – and for any items to be included on the June Agenda or May Working Group Show meeting to be sent to the Clerk before the meetings.

There being no further business, Chair Cllr JW thanked everyone for their attendance and input and closed the meeting at 11.10.

I certify these are a true copy of the Minutes of the Annual Meeting held Friday 16th May 2025

Signed Chair WSM Hall Committee – Cllr J Ward

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

Date 17th May 2024

Email:     wsmpclerk@btinternet.com - Website: https://wainfleet-saint-mary.parish.lincolnshire.gov.uk