WSM Community Hall Minutes 3rd October 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 Thursday 3rd October 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 Friday 8th November at 10.00am 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), Committee member Trev Ward.(TW), Cllr CA Alexander (CA)
Clerk/Note Taker – Mrs M Clarke.
2. Apologies
Cllr I Hyde, Cllr P Garrard
3. Declarations of Interest.
No interests were registered.
4. Minutes of the Committee Meeting held Friday September 13th 2024
The minutes were read and agreed –Proposed Cllr MR and Seconded by Committee member TW
All resolved to approve.
5. Introduction and Enrolment of new Committee Member
New volunteer member Elaine Baker was introduced and welcomed to the Hall Committee.
6. Clerk and Finance Report.
Clerk’s report:
Survey has been started with approx 50 completed at the Show – additional copies have been compiled at the Lunch Club
Cut-off date agreed as the end of October and YMCA (Sandra) has been advised – they will upload all paper responses and collate with QR code completions – produce a report and present to the Committee/Council in November
Woodthorpe have produced their Christmas menu - £15.99 per head. This can be booked on line with a £5.00 deposit - funding is being applied for.
The dismantling, storage and repair of the marquee has been effected – the VAT refund due on the screen and projector will cover this expense without eating into hall funds.
Ceilidh contacts have been investigated and will require following up.
Santa posters etc have been produced for approval at the meeting/amendment etc
A dedicated laptop and carry case has been purchased for Film Night – date tba
Having checked with LALC reference DBS checks it is not absolutely black and white but I would suggest we get the volunteers checked for the children’s matinees – through the .gov web the cost is £18.00 per person – not dissimilar to Food safety certificate costs.
Outer Dowsing have confirmed the funding for the planters etc at the Jubilee Orchard and Play Area – this is all due to Dr C liaising, costing and working with Outer Dowsing – the figure is quite substantial plus they are funding the calendar production.
The draft copy of the calendar is on the table for all to consider......
The Autum/Winter Newsletter is printed and ready for distribution with the Santa Invites.
Finance report – September 2024
Payments – September 2024
£150.00 Gavardos Digital – dedicated laptop for Film Night and carry case
£136.00 Copystat Autumn/Winter Newsletter. This is usually funded by the Council – however as there
was a surplus from the laptop purchase have allocated this as Promotion/Marketing for the Hall and events including Film Night subject to approval by the Committee.
Total of payments - £286.00
No Cheque Payments to be authorised
Monies paid in September:
Hall Hire - £37.50
£705.30 Show receipts less disbursements
Total - £ 742.80
Payments pending (invoiced but not received)
£90.00 (Friendship group)
Accounts reconciled to 30th September 2024
Balances:
WSM Community Hall - £8516.16
Payments pending £286.00
Reconciled balance £8230.16
Monies to be paid in
Lunch Club receipts - £222.96
7. Marquee Dismantling and storage.
Quotation from Wells for dismantling, storage and repair of Marquee presented and agreement requested to approve – Proposed C Member TW, seconded Cllr AP – all agreed to resolve and approve. Chair JW will liaise with Wells.
8. Business cards for the Hall
Clerk presented draft design for Cards through Vista print at a cost of £26.99 plus VAT for 250.00 (recoverable)
Proposed to purchase Cllr CA, Seconded Committee Member TW – all resolved to approve. Clerk to arrange purchase
8. Events 2024/2025 Plans
Christmas 2024: Tree from Strawson as 2023 – clerk to confirm cost and share round.
Delivery for 25th November and set up and decorate Hall.
PAT testing of lights (and kitchen equipment) required – clerk to arrange with S Bogg.
Budget of £400 for tea with Santa – liaise with Platform – Clerk: Tesco Community Fund- Chair JW and Cllr AP. Cllr CA offered donation of decorations – received with thanks. Flag purchased 2023 will be flown. Date agreed as Sunday 8th December at 4.00pm with light switch on at 5pm. Christmas music/film in the background to be considered. Clerk to draw up posters and invites to be delivered with the newsletters.
Lunch Club Christmas – Proposal to source funding for Lunch at Woodthorpe with contribution from The Poor Lands – date agreed as Wednesday December 11th with request for same support waitress as 2023 – clerk to arrange and submit bid for funding. Date to be booked and deposit paid. Menus will be required to make the choice for next Lunch Club date – clerk to arrange. Raffle to be arranged and gift of 2025 calendar.
Cllr CA requested to book the hall for December 11th for private function – agreed.
VE Day – Beacon event has been logged with the Pageant Master. Proposal to involve and present photos of Land Army, Nurses, Fire Brigade and munitions – memorabilia to be requested – Chair JW will ask resident if willing to assist with presentation board. Approach Wainfleet Museum for any assistance – bring own picnic – dress as 1940’s - consider ceilidh – require a caller – budget set with further funding to be explored to allow all to go ahead. Info to be contained within the newsletter
Village Show – date set as 31st August with theme of Sunflowers. Task List to be drawn up and consulted on – to include further events as suggested for raising funds Additional categories for young adults and children in the produce and craft sections. To consider rosette purchase for all class winners – encourage volunteer helpers. Brief intro in the newsletter.
9. Film Nights and Children’s Film Show.
Christmas Fim Night/matinee discussed- liaise with Cllr C Bradford for film choice and date. DBS check recommended - £18.00 per person – Proposed and Seconded and all agreed to resolve and purchase – further thought to which 2 should be nominated.
Adult Film Nights – to consider mobile fish and chip service and tea/coffee refreshments – clerk to source possible suppliers
Dedicated laptop has been purchased for a cost of £150.00
10. Formal Proposal to “adopt” Wainfleet Geocaching Project.
Project has been initiated by Cllr Dr CS under the WSM Parish Council umbrella -
Suggestion it falls within the remit of the Community Hall Committee for promotion and funding – all in agreement. Proposed Cllr CA, Seconded Committee member TW – all in agreement to resolve and approve.
Cllr Cs requested if anyone has small items for the caches they would be gratefully received. Addl funding of £35.89 for addl caches – all in agreement and approved by FC - clerk to arrange.
11. Correspondence – Poster for remembrance Sunday at St Mary’s Church – clerk will post up
12. Agenda items for November.
Contact the clerk before the end of the month if any items are to be requested
13. Date of Next Meeting:
Friday 8th November 10.00am
Chair JW thanked everyone for attending and their input and closed the meeting at 12.50pm.
I certify these are a true copy of the Minutes of the Meeting held Thursday October 3rd 2024
Signed Chair WSM Community Hall Committee – J Ward.
............................................................................. Date.....................................
Date: 3 October 2024
Email: wsmpclerk@btinternet.com
Website: https://wainfleet-saint-mary.parish.lincolnshire.gov.uk