Committee Meeting Minutes 6 March 2008
Draft Resumé Minutes of Nether Stowey Twinning Association Committee meeting; 6th March 2008 7.30pm The Old Vicarage
Present: Judith Greig (Chairman); Eric Coates (Webmaster); Louise Parsons; Jenny Haydon; Jacquie Bates; Peter Greig; Alison Jarah; Ruth Pickard, Kerry Evans
Apologies: Bob Keene; Jill Goodwin; Sue Davison; Tim Tribe; Rhu Griffiths; Dennis Harkness; Bob De Barr (in France)
Minutes of last meeting and Résumé: These were approved and minutes can be placed on the website in five days
Matters arising from last minutes: There is still no volunteer for monitoring the website
Organisation and strategy: The transport arrangements for the 2009 visit to Theillay are still being investigated
Plaque for the millennium tree is in hand
Membership: There is a new family membership.
Web: unchanged, but new committee is to go on
Annual fee for hosting the site £28 needs paying, this was agreed by the meeting.
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Events: Social Events 2008
a.Quiz nights are ongoing
b.Car boot sale, items for sale have been requested in the Quantock Messenger, there are already volunteers to help. Waiting now to clarify venue and date(s)
c.Members BBQ Saturday 7th June
d.Picnic on mount being organised
Boules: being organised
Quantock walk and safari supper on hold until after the visit.
Theillay visit 1-4 May 2008
8.1 Hosting: The chairman thanked the two members present who are organising the hosting arrangements. Approx. 20 families have volunteered to host; we now await the list of visitors
Current membership list is needed to organise the hosting
8.2 Programme 1-4 May 2008
As this is 10th anniversary all past members to be informed of weekend events. Old membership files to be given to Alison to deliver flyers.
Thursday 1st May
Coach arrives; visitors are greeted with a traditional cricket tea, possibly served by cricketers dressed in whites
There was some discussion on making sure everyone is comfortable on Thursday evening especially if English/French not spoken.
Friday 2nd May
Morning at school and activities are already organised
Lunch/trail/joint committee meeting are all in hand
BBC Somerset Sound bus may be in Stowey on Friday am
Possibility of asking Orchard FM and Black Thunder bus for Sat?
Civic ‘do’ in evening from 7-11pm at Church Centre
Greeting from 7pm (PC are hosts)
Host families to bring food with some provided/cake £80
9.30pm speeches and presentations
Music by Nuff Sed
Interpreter(s) needed for weekend, arrival, Fri evening, Sat evening, radio interviews, Kate to be asked
Seating plan needed for evening
(Helpers needed to prepare Church Centre from 10am and clear away after ‘do,’ ideally non-hosts)
Consider appointing an ‘MC’ for the evening
Saturday 3rd May
Afternoon, Rounders challenge, needs organising
Evening, village party on playing field. Cricketer Farm is sponsoring the marquee. Menu is Roast Pork, stuffing and applesauce, rolls all from White Horse Farm with salads made by volunteers. Music and dancing. Tickets £10 per head, under 16’s £5??? This needs negotiating with Parish Council
Sunday 4th May
Visitors leave in morning, hosts need to ask if a packed lunch is required for the journey.
General points: There is a PC meeting on Monday 10th March to crystallise PC involvement in the weekend
List of weekend itinerary needs to go out to hosts.
8.3 Budget and Grant
It was felt the arrangements would be within the given budget. The grant from SDC needs chasing.
Media/ Publicity:
Quantock Messenger diaries have a regular compiler
‘Vive la France’ articles for QM from our French correspondent, the first one is excellent
Shop window has no one directly responsible and it is difficult to access the key. It was decided to have a word with key people to advertise twinning and the anniversary weekend
Treasurer’s Report:
Funds look healthy
Bank signatory changes are almost complete
Wine needs ordering from France, Theillay to be emailed
AOB:
‘Village Made’ to have write up in QM with application forms. Profits will be split between 5 village organizations
‘Battle of the Bands’ organized on 21st March. Twinning has been asked to organize a raffle, tickets from usual source
17th April was proposed as date for a get together of all hosts and others involved in the weekend. Venue Rose and Crown 7.30pm
Stallholders are needed for the street market, decorated stalls are provided.
Date and venue of next meeting:
27th March 7.30pm The Old Vicarage
