Date: May 6, 2026
Location: Ousden Village Hall
Chairperson: Chris Ingham
Attendees
Present: Chris Ingham (Chair),Emma Hunter, Katie Prince-Wright, Michelle Parsons, Jessamy Saltmarsh, Nicola Nunn, Celia Holt, Ian Harding, Roderick Duncan, Fiona Bills.
Apologies: John Gale, Emily, Pete, and Jess.
Review of Previous Minutes and Action Items
The committee reviewed actions from the previous meeting:
- Treasurer Handover: Finalisation is underway between Jessamy and Fiona.
- Tree Maintenance: Jamie Bull is scheduled for next Monday.
- Safeguarding: The policy is ready for signing. Chris Ingham completed training; Roderick Duncan’s training is pending.
- Accident Book: Purchased by Michelle Parsons.
- Job Descriptions: Finished for all roles; decided these will remain internal documents rather than being posted to the website.
- Village Survey: Nearly 30 results were collected and compiled into a spreadsheet.
Event Updates
Paint and Plonk
The event was highly successful, raising approximately £478. Michelle was thanked for running the event. A festive/Christmas themed event was proposed as a follow-up, possibly including a bar.
Cafe Stop
Attendance was lower due to road closures, but the event still achieved over £200 in profit.
Farm Walk & Walking Stick Auction (May 16th)
- Schedule: Setup begins at 10:00 AM. The walk duration is approximately 2 hours, walkers returning by 12:00 PM for tea, cake, and a talk by Albi. Dogs are permitted if kept on leads.
- Nicola Nunn will manage ticket sales and money at the door using a SumUp card reader
- Katie will generate a fresh QR code for donations
- Roderick Duncan will act as the auctioneer for five walking sticks donated by Albi
- Decision: A “silent” bid box will be available before the live auction to secure early bids.
- Reserve Prices: Range from £30 to £80
- Publicity: Celia Holt is managing social media (Instagram/Facebook)
- Roderick requested a link to photos of the auction sticks to improve social media promotion.
- Decision: cafe will be open from 12noon for villagers and guests who don’t want to walk (free entry)
Inter-School Sports Event (July 2)
Roderick Duncan is coordinating with 3 schools, anticipated approx 30 children & 3 accompanying teachers, parking may be required for parents.
Start time 1.30pm – 4pm finish, Drinking squash to be provided for children, tea and coffee for teachers
Lets Play Sports – Planning (July 5th)
Date confirmed as Sunday 5th July Roderick Duncan reported challenges engaging local football clubs for coaching sessions. Rugby and cricket & cycling clubs are already confirmed .
BBQ & bar confirmed to run from 12 noon – 5pm, Emma to purchase BBQ food, Fiona to purchase bar drinks, Jessamy to organise a cafe running from 10am-5pm.
Request Mike & Claire & Mike & Sonia to do BBQ
Car parking raised as a potential issue, solutions being explored
AOB
5. Governance & Policy
- Safeguarding Policy: The committee agreed to add the specific email address (safeguarding@ousdenvillagehall.org.uk) to the policy before final signing.
- Revision Control: The updated policy will be designated Version 1.1 to reflect the change for the National Lottery.
- Whistleblowing: A draft report is required & is being prepared to accompany the policy.
- Meeting Frequency: Emma Hunter suggested more regular (monthly) meetings to handle the high volume of governance work in the short term, rather than waiting for quarterly trustee meetings. Decision: Next trustee meeting 23rd June will be for governance and the budget meeting is moved to August 18th 6pm
Next Committee Meeting: 14th July 2026 6pm
5. Action Items
| Task | Assigned To | Deadline |
| Finalise treasury handover | Jessam /Fiona | Ongoing |
| Complete safeguarding training | Roderick Duncan | ASAP |
| Update website post to show Cafe is open from 12:00 PM for the Farm Walk. | Emma Hunter | Before event |
| Contact Ramblers regarding Farm Walk attendance | Emma Hunter | Next 2 days |
| Provide a link to photos/names of walking sticks and auction from social media | Celia Holt | ASAP |
| Design cycling sportive poster | Katie Prince-Wright | 2 weeks |
| Reach out to Bury St Edmunds football contact for the sports event | Celia Holt | ASAP |
| Update Safeguarding policy with Safeguarding email and re-issue new version to chair for signature | Emma Hunter | 1 week |
| Check gas bottles for BBQ | Jessamy Saltmarsh | 1 month |
| Meet to discuss secretary handover | Emma & Chris | 2 weeks |