2026 Minutes

Sudbrook and West Willoughby Village Hall (SWWVH) Committee Meeting 10th June 2026

1.  Attendance

Present: John Somerville (JS), John Cairns (JC), Barbara Campbell (BC), Louise Burn (LB), Salena Leighton-Humphries (SLH), Fiona Stocks (FS).

Apologies: Miranda Hickson (MH), Andy Newton (AN), 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 20th May 2026 provided a good overall record. JC was to forward the minutes for inclusion on the APC website.

3.  Gazebo Funding Update.

JS had submitted an application to the South Kesteven Community Fund (SKCF) for assistance with the purchase of two 3m x 6m Gala Tent Pro 40 gazebos with a ‘Gutter Kit’ and ‘’Infills’ to join them together when required. A quote from Gala Tent for £1985.75 had been received which would enable the application to be considered for the SKCF’s Small Grant scheme. A subsequent request for additional quotes and evidence of continued need had been complied with. The decision date for the application was unknown.

4.  Summer Barbeque 2026 Planning.

Fliers advertising the BBQ had been delivered to all households in Sudbrook and West Willoughby with the News & Views magazine. Notices had also been placed on the SWWVH and Ancaster Facebook sites.

BC’s design of the tickets was approved and the tickets would be delivered to JS in the near future. BC had also applied for the Temporary Event Notice (TEN) to permit the sale of alcohol at the BBQ and would have a printed copy available on the day.

To provide the best estimate of the number of attendees for ordering food and purchasing other supplies, a nominal closing date for ticket sales would be Sunday 28th June 2026. This date would be promulgated on Facebook and via fliers delivered to all households. JS offered to design the associated flier and all available committee members were invited to assist with the delivery. At the same time, households would also be offered the opportunity to purchase tickets. Hence a delivery day and/or time would be selected to maximize the probability of a householder being present. JS also agreed to advertise the event at the front of the VH site.

While ticket prices would remain the same as last year’s BBQ (£10 for adults and £5 for children), it was agreed that the price of beer and wine would be increased from £3.50 to £4 per pint/glass to maintain the event’s overall profit margin in view of recent rises in the price of alcohol. It was agreed that a 72 pint cask of Zest’s Newton’s Drop and of Heavenly Blonde should be ordered  Cans of Guiness Zero would be sold at £3 each. In addition, John Leighton’s offer to help man the bar was gratefully accepted.

A suggestion of having a Bric-a-Brac stall was considered inappropriate for a predominantly social gathering. However, a suggestion of selling homemade cakes and biscuits later in the afternoon was approved. FS and LB each offered to bake a cake, and similar offers from non Committee members had also been received. It was thought that £2 would be an appropriate price for a slice of cake.

A potential volunteer to run various games had been identified. In addition, it was still hoped to run a tug-of war competition and LB was seeking a neighbour’s advice about sourcing an appropriate length of rope.

Finally, a matrix detailing requirements for the BBQ and associated actions is at Attachment 1.

5.  Any Other Business (AOB)

The VH site still lacked an electricity supply. SLH identified potential cordless options that could be investigated. It was agreed that the topic should be discussed at the next meeting..

6.  Date/Venue of Next Meeting. 

The date and venue of the next SWWVH Committee meeting would coordinated via email.

Attachments:

1.         Requirements for BBQ.

Requirements for BBQ