WSM Community Hall Minutes - Friday 28th July 2024
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 Friday 26th July 2024, at 11.10 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 6th September 2024.
Public Session – No members of the public
1. Members Present:
Chair Jan Ward (JW), Vice Chair Cllr M Rust (MR), Cllr A Proctor, (AP), Cllr Dr C Shrubsole, (DrCS), Cllr I Hyde (IH), Committee member Trev Ward.(TW), Cllr CA Alexander (CA)
Clerk/Note Taker – Mrs M Clarke.
2. Apologies
3. Declarations of Interest.
No interests were registered.
4. Minutes of the Committee Meeting held Friday 28th June 2024
The minutes were read and agreed –Proposed Cllr Dr CS and Seconded by Committee member TW
All resolved to approve.
5. Clerk and Finance Report.
3 Shields purchased from GB Trading – 5” to allow for engraving WSM Village Show Winner 2024
at a cost of £35.97 inclusive of VAT
2 new tabards purchased from GB trading for the Lunch Club - £29.00
Cllr Mike Rendall has drawn up a list of flag dates for consideration (attached) –
Council to consider what flags need to be purchased
PRS Licence cost has been received £199.84 including VAT - Agreed with PRS to date from 1st September – so this now needs to have a cheque approved and drawn please.
Posters for the Village Show collected from Copystat (cost of £9.00) posted on FB and in notice Boards – where else would you like them to go?
Banner date stickers collected and ready for use – cost of £14.40 – banners can go out now Wainfleet Weekend has concluded?
Security camera system purchased from Amazon under “Prime deal” for £74.99 – 3 camera system/outdoor/battery powered – 2-year life on battery. To be checked over to ensure suitable and then installation required.
Follow up visits to the field by Healthguard for mole removal. 6 traps deployed – 3 moles caught. Follow up visit 26th July.
New tap installed in loos (Ollie Moses) at a cost of £170.00.
Henry has withdrawn from the booking – Gavin has replaced his spot for £200 - £50 deposit has been paid £150.00 due on the day of the show in cash – represents a saving of £80.00.
Bouncy castle has been paid for (£110.00) and online agreement completed.
Hall has a regular fortnightly booking from Age Concern now – 10th and 24th July dates this month
School Mum’s club booked the hall for a school leavers party 23rd July
Payments for hall hire are due from Walnut Care and Boston Borough Council – total of £270.00
Finance report – July 2024
Payments/Cheques for signature - June 2024
Web Signs – Banner stickers – £14.40 (debit card)
CopyStat – Village Show Posters - £9.00 (debit card)
Ollie Moses – new tap – 170.00 cash requested (paid 23rd July – receipt sent)
P and L Whiley - £100 ex gratia payment in appreciation of D Day assistance (cash withdrawal- debit card)
Mobile phone top up - £10.00 – funded from lunch club receipts (not included in total below)
Lunch Club tabards - £29.00 (debit card
Shields for Village show - £35.97 (debit card)
Bouncers4U Bouncy Castle Hire £110.00 (cheque 00021)
Gavin Singer/Show £50.00 deposit (cash payment – receipt and booking confirmation rec’d)
Blink security system - £74.99 (Amazon – debit card)
Total of payments - £593.36
Payments to be authorised - PRS – music licence – cheque 00027 dated 26th July - £199.85
Monies paid in July:
Community Hall
Lunch Club surplus June – £100.46, July £131.41
Show deposit – A Pitt-Jones - £10.00
Pending receipts Walnut Care - £150.00
Hall Hire Elections - £120.00
Total - £241.87
Accounts reconciled to 28th July 2024
Balances
WSM Community Hall £8399.88
Agreement to form a Finance sub-committee proposed and agreed at the June meeting –
Members proposed Cllr CA, Vice Chair MR and Cllr AP – proposed TW and seconded Dr CS –
all resolved to approve.
6. Security for the Hall – Blink 3 camera system has been purchased – Cllr IH volunteered to install. Committee accepted the offer with thanks.
7. Funding Buddies – Survey – Draft of the survey (Microsoft Forms) presented to the Hall Committee – this is to provide a broad and supportive data base for use in supporting future bidding/grant opportunities for use.
Completion will be through social media, person to person and at events. The input will be completed with the assistance of Lincs YMCA in compiling the data – Committee agreed and approved the content to date.
8. Business cards for the Committee – A suggestion had been made to produce business cards for the Hall with contact details on the front and additional details of events and facilities on the reverse. Vista Print can produce
250 for around £15.00 plus portage – all agreed to explore – clerk to design and bring to next meeting with costs.
9. Organisation of the Storage Container.
All agreed a job that needs doing under the guidance of Cllr PG. Date agreed as after the Show and proposed as Tuesday 3rd September 9.00am – Clerk to confirm with Cllr PG
9. Working Group – The Village Show
Discussions and agreements from the Working Group were shared with all members and agreement reached the Show was progressing well – Show notes are available as an appendix to the Minutes.
10. Christmas 2024 Plans
Events proposed are Tea with Santa and a Christmas meal for the Lunch Club.
Working Group to be formed from the Show working Group once the Show has concluded.
Clerk to explore any funding opportunities.
11. Agenda items for September – review of hall hire and costs
Permanent erection of marquee
Review of Show
12. Correspondence. Nothing received.
13. Date of Next Meeting:
Friday 6th September 10.00am Chair JW thanked everyone for attending and their input and closed the meeting at 12.10pm.
I certify these are a true copy of the Minutes of the Meeting held Friday 26th July 2024
Signed Chair WSM Community Hall Committee – J Ward.
............................................................................. Date.....................................
Date: 26 July 2024
Email: wsmpclerk@btinternet.com
Website: https://wainfleet-saint-mary.parish.lincolnshire.gov.uk