Minutes 9th February 2009

Jill Goodwin (Treasurer): 734538; Eric Coates (Webmaster): 733041; Sue Davison: 732601; Bob de Barr 07772 73 00 98; Tim Tribe: 732930; Dennis Harkness: 733245; Louise Parsons: 733502; Jenny Haydon: 732865; Judith Greig 732483; By hand to Tim, others by email.

NB Dealing with the minutes 1) The person responsible (currently not decided): keeps the Approved Minutes file; sends out the Agenda prior to meetings; writes up or deputises the writing up of the minutes that are then circulated: as ‘Draft Minutes’ to the committee within 5 days of the meeting. If any misunderstandings have arisen in the drafting the matter to be tabled at the next meeting under item “Matters Arising from the last Minutes’. 2) The format of the Agenda is fixed and acts as a template for the Minutes. 3) The list of those present and absent to give both given names and surnames. 4) The person nominated to take the minutes to enter the initials of the member/s responsible (JGo =Jill, JGr = Judith alongside each actionable item. 5) A Resumé of the Minutes (currently actioned by ?) removes personal identification and is presented for approval at the following Committee Meeting along with the related Approved Minutes and this Resumé is forwarded in .rtf format to the Webmaster not less than 5 days after the Meeting for posting on the Website.

Committee Meeting

Monday 9 February 2009 7:30 pm at 16 St Mary Street, Nether Stowey

Draft Minutes

Present: Bob de Barr; Eric Coates; Sue Davison; Judith Greig; Jenny Haydon; Louise Parsons; Jon McIntosh; Tim Tribe

1.Apologies for absence: Jill Goodwin; Dennis Harkness

2.Minutes of the last Meeting and Résumé: Approved by all attendees – other than Louise Parsons noted her surname had been mis-spelt.

3.Matters arising from the last Minutes: None

4.Organisation and strategy:

4.1.Paragraph at top of agenda discussed, especially as Judith (JMG) has stood down as chairperson (and other vital roles in the absence of others so far taking these on).

4.2.Chairman – EC considering vice chairmanship (TBC at the next meeting). Hon Secretary - Heather Coates (HC) may agree to this (TBC at next meeting). Public Relations - JMc volunteered. Role to include contact with current members; promoting the association to target possible new members; liaising with Theillay members as appropriate; reviewing opportunities to engage local community / ‘political’ organisations. Will liaise with JMG for calendar info., and with Events Co-ordinator/Manager (LP)

4.3.BdeB organising house-to-house leaflet drops during half term week re. Theillay trip. DH promoting this at NS school the following week. Price list and notice of membership fees to be included with the leaflets JMG.

4.4.JG to liaise with JMc re new members – contact details + email addresses needed

5.Membership

5.1 Calendar of events includes membership names – to be updated JMG. JMc to send updated

  Membership list and calendar to Jean Higginson for membership fee collection 2009.

5.2TT agreed to supply calendar leaflets to NS library to promote mew membership

6.Web

Eric has re-jigged the web – used as a repository of information and provides a presence on the web. (Committee asked to check and give feedback.) Latest subscription of £6.79 to be reclaimed (EC & JG). Eric noted that better communication achieved via email.

7.Events 2008/2009 (Review Quantock Messenger for likely conflict when planning events)

Calendar dates mostly finalised. JMG to update.

Ideas for further fundraising events proposed (– skittles; wine tasting with cheese platter; bring your own supper dish to share) but not confirmed.

JMc suggested a “French follies / silly games” and BBQ (instead of boules) chez lui Sun 6th Sept.

Quantock Walk lunch (18th Oct) – ploughman’s suggested, but Bob deB welcomed a warming lunch! LP to book village hall.

LP planning to ask all members if and how they may be prepared to help with events.

7.1.French conversation lessons – new session has started. Costs to be investigated. Currently only 6 in beginners class – JMG to ring Phil for advert in Quantock Messenger

7.2.Quizzes 2nd Sun each month Sep – March booked for R&C 7.30pm. Members may need to be reminded. (JMc)

7.3.AGM set for Wed 3rd Feb 2010 – venue etc yet to be booked (LP)

7.4.May Fair French Twinning stall Sat 2nd May - Louise suggested a cake and home produce stall, and will ask members to make and bake. (LP). Judith is climbing the climbing wall – to show willingness to participate more than for sponsorship (other mad fools!!! Required).

7.5.BBQ - 13th June TBC with Kate O’Byrne. LP.

7.6 Safari supper to be moved to a week later than this year (23rd Jan 2010). Stogursey’s interest in joint

 events (incl this) is to be encouraged – JMG to ask Ruth Pickard if she is willing to follow-up with Cath Macadam.

8.Theillay:

8.1.Visit Sat 23 - Tue 26 May 2009

8.1.1.Travel Programme 22-26 May 2009 SD JMG TT

Outcome of discussion re. possible means of independent / alternative transport - unresolved, but suggested that independent travelers make a nominal contribution to the association.

Williton to be invited to join us?

JMG to find 2 other people to form a sub-committee.

Ideas needed for gift to Theillay

8.1.2. Budget, Grant JG SD TT

8.1.3.Sponsorship BdeB, DH, EC – Hinkley Point to be approached

8.1.4.Village Invitations: BdeB To be delivered Feb half-term. Price details to be included

9.Media/Publicity

9.1.QM and other. Advert in Feb issue, but under very prominent Twinning header -?

9.2.Stowey Theillay Calendar: JMG binned 22 left over calendars. Terry Abbiss for 2010 – Twinning or Village?

9.3.Treasurer’s Report JG

Annual report, examined by Peter Higginson, delivered at the AGM 6th Feb.

10.AOB

French Teacher at Richard Huish has changed – implications re. students joining the Theillay trip. Suggestion at the AGM that Haygrove may provide candidates for the trip was followed up – not possible as accompanying non-parental adults would need to be CRB checked. Haygrove to be contacted in hope of publicising trip to families JMG

SD proposed a pea shooting competition for Theillay’s visit next year. (Sole purpose to retrieve the cup, and she’s practicing as we very speak!!)

11.Date and venue of next meeting

Thursday 12th March 7.30 16 St Mary Street (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).