2025 Minutes

June 2025 Minutes (Village Hall Committee)

Sudbrook and West Willoughby Village Hall (SWWVH) Committee Meeting 16th June 2025
 
1.  Attendance
 
Present: John Somerville (JS), Louise Burn (LB), John Cairns (JC), Andy Newton (AN).
 
Apologies: Barbara Campbell (BC), Miranda Hickson (MH), Salena Leighton-Humphries (SLH), Tom Williams (TW), Rae Seng (RS).
 
2.  Approval/ Amendments of the minutes of the previous Committee meeting
 
It was agreed that the minutes of the Committee meeting held on 19th May 2025 provided a good overall record. Following a couple of minor amendments, JC was to forward the minutes for inclusion on the APC website.
 
3.  SKDC Community Fund Application
 
Receipt of the Committee’s application for a SKDC Community Fund grant to purchase 3 new picnic benches for the VH Site had been acknowledged and a minor query regarding the status of the charity’s Governing Document had been answered. A final decision on whether the grant would be awarded was awaited.
 
4.  Village BBQ 5th July 2025.
 
The main aim of the meeting was to continue the planning of the Village BBQ to be held on Saturday 5th July 2025. 
 
The flyers advertising details of the event had been delivered and approximately 22 tickets had been sold so far. More ticket sales were anticipated in the lead up to the event but a cut-off date of 29th June 2025 would be required for pre-ordering meat and purchasing sufficient amounts of other consumables. JS offered to design a new flyer to advertise the cut-off date and ticket payment options which would need to be delivered over the weekend of 21/22 June 2025. The door-to-door delivery would also include the opportunity for residents to purchase tickets. JC offered to print the new flyers and AN agreed to ask a West Willoughby resident to assist with delivery. In addition, JC was to advertise the cut-off date for ticket sales on the Ancaster and VH Facebook sites.
 
JC had confirmed that RS’ chafer set would be available for keeping food warm.
 
A local musician had confirmed that he would be able to play sets during the event but, depending on the availability of his fellow band members, it was possible that he would have to play to recorded backing tracks. To cover for this eventuality, JS agreed to offer him the use of his Partybox music system and liaise for the transfer of the tracks from a CD if required.
 
BC had previously offered to order the meat from Ancaster Butchers. It was agreed that it would be wise to slightly over-order to cater for people selecting 2 identical items from the BBQ and/or any cooking mishaps.
 
JC would obtain a cash float for the bar from Ancaster Post Office during the week preceding the event.
 
An outline plan of the site layout would be required to cater for all the various activities and seating areas. It was agreed that it would be best to wait for BC’s return from holiday as her ideas for arranging the hay bales were unknown. 
 
More detailed planning items and associated actions are at Attachment 1.
 
5.  Date/Venue of Next Meeting. 
 
It was decided that a further dedicated planning meeting for the BBQ would not be required and any subsequent actions would be dealt with via the most expedient means. It was anticipated that the AGM would be conducted during the Curry Night on 15th August 2025 and the next routine meeting would be coordinated via email.
 
 
 
Attachment 1
 

Item

Price

Amount

Date Reqd

Action

Done

Licence / TEN Application

£21

 

 

BC

Y

BBQs 

 

2 large+1 other

 

JS/AN/TW

 

LPG bottles

 

 

 

JS/AN/LB/TW

Y

Burgers / Sausages

 

 

 

BC

 

Veggie Burger / Haloumi

 

 

 

JS/SLH

 

Plastic Cheese

 

 

 

BC/SLH

 

Onions

 

 

 

LB

 

Rolls (Round and Finger)

 

 

 

JS (Coop)

 

Ketchup

 

 

 

SLH

Y

American Mustard

 

 

 

SLH

Y

Strawberries

 

 

 

MH/LB

 

Cream (Squirty) + Sugar

 

 

 

MH

 

Bowls

 

 

 

SLH

Y

Spoons

 

 

 

SLH

Y

Napkins

 

 

 

SLH

 

Plates

 

 

 

SLH

Y

Hygienic Gloves

 

 

 

AN

 

Barrels of Beer & Lager

 

 

 

BC

 

Bottles of Beer & Lager

 

 

 

BC

 

Lime (for lager)

 

 

 

AN

 

Guiness 0.0

 

 

 

AN

 

Red Wine (Tesco)

 

 

 

AN

 

White Wine (Tesco)

 

 

 

AN

 

Wine measure

 

 

 

 

 

Pimms

 

 

 

SLH

 

Lemonade (Tesco @ 25p)

 

 

 

AN

 

Fresh Mint

 

 

 

AN/LB

Y

Cucumber

 

 

 

MH

 

Coke

 

 

 

SLH

Y

Ice

 

 

 

LB

 

Orange/Blackcurr cordial

 

 

 

 

 

Paper Cups (cold drinks)

 

 

 

SLH

 

1 Pint Beer Glasses

 

 

 

SLH

 

Half Pint Glasses

 

 

 

SLH

 

Wine Glasses

 

 

 

SLH

 

Trestle tables (6) + chairs

 

 

 

AN

 

Table Cloths

FOC Loan

 

 

BC

 

Bales of straw

FOC Loan

25 No. (TBC)

 

BC

 

Covers for Straw

 

 

 

LB/BC

 

Bunting

FOC Loan

 

 

BC

 

Jugs/Carafes/Kilner Jar

 

 

 

All who can

 

Cool Boxes

 

 

 

All who can

 

Water (washing + cordial)

 

 

 

All who can

 

Food thermometer

 

 

 

AN/LB

Y

First Aid kit

 

 

 

JS/TW

 

Fire Extinguisher

 

 

 

AN

Y

Portaloo

£120

 

 

JS

Y
 
Suggested Itinerary

Time

Activity

 

1.00

Arrive – drinks

 

1.30

BBQ ready

 

1.30-2.30

Serve Food

 

2.30 – 4.00

Games

 

6.00 -

Socialising

 

7.30

Finish

 
 
Games Ideas

Team Games

 

Equipment

Action

Source

Tug of War

 

 

 

 

3 Legged Race

 

 

 

 

Sack Race

 

 

 

 

Egg and spoon

 

 

 

 
 
Static Games
Ongoing entertainment for anyone interested.
Bean bag throwing
Croquet?
Jenga etc.
 
Jobs on the Day
 

Job

Number of People

Time Slot

 

BBQ

2-3

12.30 – 2.30

 

Bar

2

1.00 – 2.30

 

 

 

2.30 – 4.00

 

 

 

4.00 – 5.30

 

 

 

5.30 – 7.00

 

Games

2

2.30 – 4.00

Organize Teams, equipment, scoring