WSM Community Hall Minutes - Friday 6th September 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 6th September 2024, 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 Thursday 3rd October 11th 2024.
Public Session – One member of the public
1. Members Present:
Chair Jan Ward (JW), Vice Chair Cllr M Rust (MR), Cllr A Proctor, (AP), Cllr P Garrard (PG), Cllr Dr C Shrubsole, (DrCS), Cllr I Hyde(IH), Committee Member Trev Ward.(TW)
Clerk/Note Taker – Mrs M Clarke.
2. Apologies; Cllr M Rendall, Cllr C Alexander.
3. Declarations of Interest.
No interests were registered.
4. Minutes of the Committee Meeting held Friday July 26th 2024
The minutes were read and agreed –Proposed Cllr AP and Seconded by Committee member TW
All resolved to approve.
5.Introduction of new Committee Member.
The Chair introduced Mrs Elaine Baker as a new volunteer member of the Hall Committee. Contact details were established and Mrs Baker Proposed and Seconded and welcomed as a full Committee member.
6. Clerk and Finance report Wainfleet St Mary Community Hall – Clerk’s report – September 2024
Funding has been received for the projector and screen from the National Lottery and courtesy of Cllr MR from the Wainfleet Community Fund.
Survey has been started with approx 50 completed at the Show – additional copies to be compiled at the Lunch Club and through FaceBook. Cut off date to be agreed and YMCA (Sandra) to be advised – they will upload all paper responses and collate with QR code completions – produce a report and present to the Committee.Dr C has obtained 3 sessions for IT support – October, November and December – Platform are happy to work with us to make it happen – needs people to sign up and give their NI Number to qualify for the funding – is this something the Lunch Club/Friendship group would be interested in?
Platform have offered £400 from their Community Kindness Fund for an event – tea with Santa/Christmas Lunch? Woodthorpe have been contacted for a costing.
Outer Dowsing have agreed to fund the production of the calendar £324.00 – liaise to allow printing of their logo on the calendar – date to be arranged for the photos to be used in the print run.
Shields have been engraved at a cost of £26.00 – (to be added into the Finance report)
All prizes and certificates have been collected – last one is being picked up Monday at 5pm.
Lots of lovely comments about how well organised the Show was – and a real community vibe. Some suggestions for next year – at pains to add not to be considered as criticism just suggestions that may not have been considered – a few comments on difficult to spend money to support the fund raising other than raffle and refreshments.......
Ideas are –
Pin the tail on the donkey
Dribbling football around poles
Hoopla
Coconut shy
Guess the number of sweets in the jar.
Also – is it possible to leave the exhibits up for longer -say till 3.00/3.30?
Volunteers have come forward to assist with cake making and possibly assist in serving refreshments.
More signage directing traffic to the field (Iain has already highlighted this)
Payments – August/September 2024
Ninja purchase/donation to Wainfleet Rocks – Lunch Club - £50.00
Name Pin Badges – Chair and Comm members - £7.53
HP ink cartridges - £44.99
Lincs Loos (Village Show) - £276.00
Printing of finalist photos – Max Spielman -£20.52
Copystat – Bouncy Castle terms and conditions/ posters/certificates- £81.60
Cash withdrawal - £150 floats (which will be returned), Raffle and prize winners cash plus balance of £150.00 for Gavin - MC/Live music - £505.00
Total of payments - £1135.64
Cheque Payments to be authorised
PRS – music licence – cheque 00027 dated 26th July - £199.85 – this cheque has been refused by the bank stating figures and amount do not agree – cheque reissued no 0029
Keystone Sound Systems – cheque no 00028 £6661.45 – Purchase of screen and projector
Monies paid in August:
Village Show pitch fees - £30.00
Hall Hire - £255.00
Lottery Grant funding - £6210.00
Wainfleet Community Grant funding - £1000.00
Total - £ 7495.00
Payments pending (invoiced but not received)
£127.50
Accounts reconciled to 31st August 2024
Balances:
WSM Community Hall - £14794.64 (less unpresented cheque PRS £199.85)
Reconciled balance £14594.79
Monies to be paid in
Return of floats £150.00
Village Show receipts £808.00 less reimbursements
Total £705.30 to be banked.
7. Business Cards for the Committee
A draft had been circulated and agreed in principle – finer details to be tweaked and circulated before going to print.
8. Review of the Village Show
Presentation of the Show and comments received in support and praise of the day – constructive comments taken on board and will be reviewed as part of the Working Group for 2025. Financial reports are included in the Finance report.
9. VE Working Day and Budget
Proposed by the Chair a separate events meeting to be arranged for VE Day, the Village show and Christmas plans – seconded by Cllr AP and all in agreement to fix a date to cover events specifically and separately – resolved to make the date of the first meeting Friday 13th with a calendar compilation preceeding at 9.00am.
9. Working Group – The Village Show
Meeting to discuss arranged for Friday 13th September at 10.00am
10. Christmas 2024 Plans
Meeting to discuss arranged for Friday 13th September at 10.00 in conjunction with VE Day and the Village Show. Date to be agreed for Lunch Club Lunch.
11. Agenda items for October.
Marquee storage
CRB/DBS check for Film Night
Adoption of Geo-caching Group
12. Correspondence. Presentation of cheque for PRS – re-issued and covered under Finance
13. Date of Next Meetings:
Friday 13th September 9.00 - calendar compilation of photos from the show entries
Friday 13th September 10.00 – Events Meeting to cover VE Day, Christmas and the 2025 Village Show.
Thursday 3rd October 10.00 Community Hall Meeting.
Chair JW thanked everyone for attending and their input and closed the meeting at 11.15am.
I certify these are a true copy of the Minutes of the Meeting held Friday 6th September 2024
Signed Chair WSM Community Hall Committee – J Ward.
............................................................................. Date.....................................
Date: 6 September 2024
Email: wsmpclerk@btinternet.com
Website: https://wainfleet-saint-mary.parish.lincolnshire.gov.uk