Minutes 19 Jan 2009
Committee Meeting
Monday 19 January 2009 7:30 pm at The Old Vicarage, Nether Stowey
Draft Minutes
Present: Sue Davison; Bob de Barr; Louise Parsons; Jenny Haydon; Judith Greig; Eric Coates; Jon McIntosh
1.Apologies for absence: Jill Goodwin; Rhu Griffiths; Tim Tribe; Dennis Harkness
2.Minutes of the last Meeting and Résumé: Approved Bob and Sue, seconded Jenny and Judith respectively.
3.Matters arising from the last Minutes: None
4.Organisation and strategy:
4.1.NS VC Primary School DH: Dennis sends message that Hugh Taunton will send out weekly newsletter encouraging reminder to families of this year’s visit to France (straight after February halfterm holiday is best timing says committee). No other Theillay developments ref the school.
4.2.Membership Secretary – Jon McIntosh. All membership coordinates are now with Jon who expects to establish the details of the role with time.
Jenny wishes to stand down from committee but when a replacement is found.
5.Membership
Jon will send Membership List to Jean Higginson for her use in collecting Membership Fees 2009 JMc.
Fees to be set at AGM (under AOB) in accordance with the Constitution. Outgoing Committee recomends no change, £5 and £10.
Members Calendar to be ready-to-go as far as possible by AGM JMG.
6.Web:
Eric ran through the objectives of the site and explained what he has been and will be doing to simplify and update the layout EC.
Web coordinates are displayed everywhere possible on Twinning correspondence and Jon asked if he would include same in communications to members.
7.Events 2008 (NB refer to Quantock Messenger for likely conflict when planning events)
7.1.Safari Supper Sat 17 Jan 2009 SD
Sue anticipates clearing £300 depending on Treasurer’s analysis. Sue and Robert are willing to organise the event in 2010.
Robert has suggested name tags for easing embarassement of forgetting or not knowing names next time.
7.2.French Conversation Lessons new session.
3 sessions now running. Some outstanding fees to be collected BdeB
7.3.Quizes 2nd Sun each month Sep-March 7.30 R&C: No problems, reasonably well supported.
7.4.AGM Fri 6 Feb 2009:
20 buffet suppers ordered already and raffle will be arranged SD.
2 bottles wine reqd for the raffle JMG to PJG.
Documents to be available on the evening: Minutes of last AGM and Chairman’s Report JMG; Proposal Forms and Agendas JMc; Treasurer’s Report JGo
Reminder email to members, including fact of buffet, approx 25 Jan JMc
7.5.Twinning Stall Nether Stowey May Fair Street Market Sat. 2 May Bank Holiday 2009 JGo
To be discussed after AGM – scope depending on willingness to help.
8.Theillay:
8.1.Visit Sat 23 - Tue 26 May 2009
8.1.1.Travel Programme 22-26 May 2009 TT SD JGr
Some interest has already been shown by people possibly willing to travel to Theillay independently and who would need to be kept in the information swim.
8.1.2.Budget, Grant JGo SD TT
Price in from Berry’s £1950 coach and driver, £1155 Brittany Ferries, £5 per recliner. No cabins available until cancellations make it possible. JMG to query this in view of availablity online to public.
Committee set prices at £90 adult, £30 accompanied child and £50 student in full time education.
Price expected from Bakers Dolphin JMG and Webber Bus to be requested personally SD
Grant of £20 per child in fulltime edication up to a max of 10 children, from Sedgemoor.
8.1.3.Sponsorship BdeB, DH, EC
Nothing at the moment but still exepected, given time
8.1.4.Village Invitations: BdeB To be delivered immediately after half-term in Feb.
9.Media/Publicity
9.1.QM and other
Rhu has submitted Safari write-up.
JMG to submit prices and country of visit hopefully for Feb issue to be added to advert already submitted, otherwise March.
9.2.Stowey Theillay Calendar: BdeB, LP, SD, EC
Some left over, to be given away if possible – details of income to be confirmed. JGo. Terry is accumulating photos in case of a 2010 Calendar.
10.Treasurer’s Report JGo
Some outstanding Safari money due and Louise is carrying this to pass on to Jill.
Some French lesson money due and Louise is carrying some of this, see item 7.2 above.
Will complete annual accounts with next 10 days and forward to committee and to Peter Higginson for examination.
11.AOB
2 bottles wine have been donated to Little’s annual party raffle in aid of NS Youth Group.
12.Date and venue of next meeting:
14 St Mary Street Monday 9 February 7.30 (Jenny’s house)
No meeting in August or December. (Sue not the 1st Thursday of the month, Bob not alternate Thursdays, Judith not Wed or Thur, Jon not Tuesdays, French lesson members not Tues or Wed, Eric not Monday).
