Minutes January 2008
Nether Stowey Twinning Association
Committee Meeting
Approved Resume Minutes of Meeting held on
8 January 2008, 7.30 at Furzy Down, Spaxton: Alison Jarah in the Chair
Present:
Committee members: Alison Jarah, Chairman; Jill Goodwin, Treasurer; Judith Greig, Vice Chairman; Eric Coates, Webmaster; Rhu Griffiths, Secretary: Kate O Byrne, Sue Davison, Tim Tribe and Bob de Barr
Members: Louise Parsons, Sandra Sidaway and Dennis Harkness
1.Apologies for absence
Mark Baker
2.Minutes of the last Meeting and Résumé
The Minutes and Résumé of the previous meeting were approved and thus the Résumé could be placed on the website after 5 days.
3.Matters arising from the last Minutes
It was agreed that the AGM should commence at 8pm and the buffet ordered for 9pm for 20 people
4.Organisation and strategy
There are currently 3 new volunteers for the Committee, one of whom has expressed an interest in acting in a school liaison capacity.
Of existing committee members, Alison Jarah would like to remain on the Committee but will be absent for a large part of the year due to overseas travelling. Mark Baker is resigning but would like to continue helping to organise the annual Boules match. Rhu Griffiths is resigning as Secretary but will remain a committee member.
5.Membership
There is now a second corporate membership: The Old Cider House.
6.Web
The website is up-to-date and the October resume is up on the site. However, the model ‘virtual website’ that we are using is limited in its functionality and this will need to be looked into further by the webmaster and the Committee at a future date.
A translation facility is available on the website which is helpful for French speakers who want to read the website.
7.Events
7.1.Safari Supper - Saturday 19th January 2008
The organiser provided an update. Currently there are 48 people involved with ‘6’ complete meals offered. Other people are still coming forward so these numbers are not yet finalised. Two volunteers are helping the organiser. Proceedings start at 6.45 at the Stable Loft. 6 bottles of red and 6 white wine and some soft drinks will be provided for the initial meeting in the Stable Loft. A further volunteer to be asked if to be in charge of the wine.
7.2.AGM - Friday 1st February
At the AGM it is hoped that volunteers will step forward to fill some of the roles on the Committee. Judith Greig and Jill Goodwin are both staying on but the role of Chairman and Secretary will need to be filled.
The following documents need to be prepared for the AGM:
·Minutes of the last AGM
·Proposal forms
·Agenda
·Chairman’s Report
·Treasurers Report
The question of increasing the membership fee was raised but this was decided against as very little extra revenue would be raised and it could risk losing members on the periphery. A better strategy is to try and attract new members.
7.3.Social Events 2008
The Car Boot sale in Cannington was mentioned as a potential fund raiser for one of the May Bank Holidays. 3 of those present expressed an interest in organising this and agreed to look into it once the outdoor car boot season recommences.
In addition a suggestion was raised to hold a wine tasting quiz as a future event. This would be logged for the new committee to explore further.
The November 2007 quiz had the lowest attendance of all the quiz nights and this needed to be noted for November 2008 in order to publicise it more widely closer the time.
8.Theillay Visit 1-4 May 2008
There were various points raised about the visit but, given the closeness of the AGM, detailed planning was felt to be more appropriate if it took place after the AGM. Matters raised were:
8.1.Hosting 2008
The hosting arrangements are well in hand.
8.2.Programme 1-4 May 2008
While this still needs to be firmed up, there are acts and activities which are in hand:
Nuff Sed is performing.
Shoot the Moon is performing
2 Bridgwater Carnical veterans will be asked to sing
Quantock Musical Theatre is performing
The Treasure Hunt is being organised
8.3.Cake and Decorations
Helium balloons in red, white and blue would be suitable for table decorations and the organisation is in hand.
A Commemorative cake needs to be ordered. This could possibly be baked by the Nether Stowey School meal service or Leena Popham who is cake maker. To investigate further.
8.4.Gift for the French
Further to the Minutes of 22nd November, Item 8, the Vice Chairman advised that one of our own members, has expressed an interest in producing a piece of pottery. This is being followed up.
8.5.Publicity in France
Leaflets, design shown to the committee, are being taken to Theillay in February inviting French residents to take part in the trip.
8.6 Reservations
The original reservation for the Civic Reception on Friday 2 May 2008 at the Village Hall has been cancelled. This will take place at the Church Centre, as previously minuted, which can accommodate up to 180. Extra tables from the Village Hall may be needed.
8.7 Budget and Grant
The Grant is being actively followed-up.
A historical budget for visits exists but this was felt not to be of much help. The Treasurer proposed starting off a new budget and which would be circulated to members for future discussion. At a later stage a mini meeting would be needed to discuss this further.
9.Media/Publicity
The Safari supper needs to be written up in The Quantock Messenger. The submission date for the next issue needs to be checked. In addition mention needs to be made of the next Quiz night on the 10th February.
The shop window was decorated for Xmas. These decorations have now been taken out and the window dressers were thanked for their efforts.
10.Treasurer’s Report
A report by the Treasurer was circulated to the Members of the Committee. This showed an increase in fundraising events and an increase in membership numbers.
The Association is solvent which is excellent news. The Treasurer to check whether Active Living have been billed for the Quantock Walk and if not, to secure the funds for this event.
The regular subscriptions collector has jindly volunteered to to continue collecting subscriptions for 2008.
11. AOB
It was asked that wine be ordered for the next visit. This will be put on the next Agenda.
The pre-Xmas meal and get together for Committee members and friends arranged by the Vice-Chairman had been greatly enjoyed by all who attended.
The twinning tree in the Millenium Wood doesn’t appear to be marked yet. The organiser of upkeep of the Millenium Wood, not a Twinning Member, is to be asked about the tree.
The Secretary of the Theillay Association has asked whether the Committee can provide a translation on our website. The Webmaster has offered to look into the possibility of a more user-friendly system than the facility referred to in Item 6. Web above.
12.Date and venue of next meeting
The date and venue of the next meeting will be decided at the AGM.
