Minutes of the Annual Community Hall Meeting Friday 17th May 2024
Wainfleet St Mary Community Hall Committee.
St Michaels Lane, Wainfleet St Mary, Lincs. PE24 4BZ
Minutes of the Annual Meeting of the Wainfleet St Mary Community Hall Committee which took place on Friday 17th May 2024 at 11.00am 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 May 2025.
1. Members Present:
Mrs J Ward (JW) Chair, Cllr Mick Rust (MR) Cllr P Garrad, (PG), Mr Trevor Ward (TW), Cllr C Aexander (CA), Cllr I Hyde (IH)
Clerk/Note Taker – Mrs M Clarke
2. Election of Chair
Mrs JW nominated for the Chair – Proposer CA, Seconded MR
Unanimous vote to resolve to accept Mrs JW as Chair for the next year.
3. Acceptance of Office of the Chair
Acceptance of Office declaration signed, witnessed, and recorded.
4. Election of Vice Chair
Cllr MR nominated for the Vice Chair – Proposer Cllr CA, Seconded Cllr AP.
Unanimous vote to resolve to accept Cllr MR as Vice Chair .
5. Acceptance of Office of Vice Chair
Acceptance of Office signed, witnessed, and recorded.
6. Apologies for Absence
Cllr P A Proctor.
7. Declarations of Interest
There were no declarations declared.
8. Draft Minutes from the Annual Committee Meeting 2023 and the General Meeting April 19th.
Acceptance and resolution to accept the minutes as a true record of the Annual Committee Meeting held Friday 24th March 2023 – Proposed Cllr CA, Seconded Committee Member TW.
Committee resolved unanimously to approve.
Acceptance and Resolution to accept the minutes as a true record of the Committee meeting held Friday 19th April. Proposed Cllr MR, Seconded Cllr IH.
Committee resolved unanimously to approve.
9. To confirm and invite formal Committee Members.
Vice Chair from 2023 Member Audrey Murgatroyd has tendered her resignation as Vice Chair and Committee member/volunteer.
The resignation was accepted, and Committee agreed Audrey’s knowledge of the Parish and her long serving commitment to the Community would be sadly missed.
Committee Member John Seymour has also tendered his resignation as a committee member but was happy to continue in a volunteer role. Committee expressed their understanding and appreciated the help and assistance John gives in his volunteer role.
Formal Committee members were agreed as Volunteers Jan and Trev Ward with Councillors MR, CA, PG, Dr CS and Chair IH as appropriate.
All 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 IH – Committee resolved to approve.
10. Clerk’s Report
Banners have been printed and collected ready for display.
Small 4” shields can be purchased from GB Trading for £7.50 plus VAT – will include engraving.
The storage project has been completed and the new windows/replacement units also completed.
Both Working Groups have met on the 17th and taken the events forward
The Lunch club met on Wednesday 15th and as always a great success....survey completed to enable the UKSPF grant to be drawn to a conclusion.
Village show schedule and newsletter printed and ready for distribution.
Clerk and Dr C attended a funding webinar – Could consideration to be given to approaching National Lottery Awards for All for projector and screen costs and a lap top specific to the Film club with a cd player.??
A suggestion from one of St Mary’s residents to fly a St George’s flag on St George’s Day.
Consideration suggested at the Council meeting for a schedule to be drawn up of special dates and the appropriate flag to be flown – a Hall or Council initiative?
11. Finance and Bank Accounts
Payments/Cheques for signature April/ May 2024
RBL cheque 00020 – D Day wreath £27.50
Transfer to Council for windows refurbishments - £1145.83.
Copy Stat – show schedule £198.00.
Gifts and Garments £300 – (£150 to be re-imbursed for WASTC)
Empire Gas – £150.00
Plaque – D Day £44.45
D Day Flag £28.80
Hall Storage – Screwfix £100.00
Olly Plumber - £290.00
Unity Insurance £429.84
Total of payments - £2714.42
Monies paid in April/May:
Community Hall
Lunch Club surplus.
April Lunch surplus £127.35
Show Income – £30.00
Hall Hire £18.75
Total - £176.10
Accounts reconciled to 30th April 2024
Balances
WSM Community Hall £10,991.90
Balance of accounts after presentation of cheques/card payments/transfer
WSM Community Hall £8453.58.
The Annual figures are under the banner of the Council and included in the AGAR submitted for approval at the Council meeting on Monday 13th May.
Extraction of the figures appropriate to the Hall Committee were presented for information and approval on an Income, Budget and Expenditure format.
12. D Day Working Group Report – All in attendance and the notes from the meeting will be circulated for approval.
13. Village Show Working Group Report – All in attendance and the notes from the meeting will be circulated for approval.
14. Lunch Club and Storage Report.
Lunch Club produced a surplus of £238.70 (plus £150.00 as float)
45 meals were served either in house or as takeaway – the popularity of the lunch club is testament to the volunteers who willingly give up their time and produce a warm and welcoming place to the community of Wainfleet St Mary and beyond.
A further £8.00 came from the sales of calendars.
The additional storage is completed with a huge vote of thanks to Cllr Barry Adams who has donated his time and skill to creating a valuable additional area at very little cost to the Hall funds. It will make an enormous difference and is already being felt having moved the freeze in from the container.
15. To Agree the dates for Committee Meetings for the Year.
It was agreed that future meetings should be held monthly on the 4th Friday of each month with the next meeting being June 28th following the Village Show meeting at 10.00am.
There will be a final D Day meeting Thursday May 30th at 10.00 in the Community Hall.
16.Correspondence – Correspondence for HM Pageant Master has provide further guidance for D Day and also the premise of further beacon lighting for VE Day May 8th 2025.
17. Items for the June Agenda.
Chair JW asked all members if anyone had any contributions to make.
There being no further business, Chair Cllr JW thanked everyone for their attendance and input and closed the meeting at 13.30.
I certify these are a true copy of the Minutes of the Annual Meeting held Friday 17th May 2024
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