Minutes12 March 2009

Nether Stowey Twinning Association

Jill Goodwin (Treasurer) 734538; Eric Coates (Webmaster) 733041; Sue Davison 732601; Bob de Barr 0772 7300 98; Tim Tribe 732930; Dennis Harkness; 733245; Louise Parsons 733502; Jenny Haydon 732865; Judith Greig 732483. By hand to Tim, others by email.

Committee Meeting

Thursday 12th March 2009 7.30 pm at 16 St. Mary Street, Nether Stowey

Draft Minutes

Present:

1) Apologies for absence: Judith Greig

2) Minutes of the Last Meeting and Resume. Approved by all attendees for circulation

3) Matters arising from the last Minutes

  3.1 Organisation and Strategy - Eric Coates said that he was prepared to chair the meeting and would decide whether he was prepared to be Vice Chairman or possibly Chairman after his visit to Theillay.

  3.2 Public Relations – Briefing and arrangements for this had been done.

  3.3 Leaflet Drop – this hasd been completed and it was suggested that some be taken to the Library and the School

  3.4 Membership List – This hasd been completed. The Treasurer confirmed that all subscriptions had been paid.

4) Treasurer’s Report - The Treasurer brought notice to the main items:-

  4.1 The Safari Supper had raised £443 and that the figures for wine would be given at the next meeting as she did not have the information available at present.

  4.2 The debits and receipts for the French lessons should balance although there was still £60 outstanding.

  4.3 It was questioned whether Raffle receipts should be separated from the main receipts at the Quiz Nights. It was decided that this was unnecessary.

  4.4 £535 had been received for membership but that the Corporation subscriptions ( for the Parish Council and the Cider House) had not been collected. The Treasurer said that she would chase these.

5) Membership –It was queried whether all members subscriptions from the membership list had been collected and whether there were any lapsed or new member. The lapsed members were reported on and it was arranged that an updated membership list be made. The Chairman confirmed that Jenny Haydon’s resignation should not be minuted as she said she would like to remain on the committee and help out when she could.

6) Web - The Webmaster said that he had nothing new to report. He gave members the code for accessing their private pages.

7) Events – It was reported that;-

  7.1 All events had been booked - the Village Hall for the walk on October 21st (£21 ) and the Church Hall for the event on the 14th November (£11 per hour).

  7.2 Stall for May Fair – There was a discussion as to how this should be advertised and what should be on it. It was reported that a list of people who were willing to help out at this event and throughout the year including those who would bake cakes etc had been made. . It was decided that the stall would mainly be one having a French theme advertising the Twinning rather than a means of raising money. However it was decided to accept the Parish Council’s offer of the loan of equipment for filling helium balloons and an offer to show how to use it.( M. Hogg) The balloons to be bought for 34p and sold for 50p. The suggestion of having a cheese and wine sampling was also liked provided the cheese and wine could be obtained cheaply. Other suggestions were a Raffle and “guess how many items” competition. It was agreed that the trip to Theillay might usefully be promoted on this occasion if there is a shortage of applicants for the trip.

  7.3 Barbecue – Arrangements are in hand, a member (Kate O’Byrne) hasd kindly offered to organise it

  7.4 “Silly Games Event” at Bincombe House on 6th September – It was suggested that this be organised with Over Stowey and the takings and work could be shared. This was agreed. Two helpers would be needed and liaison by a committee member.

  7.5 It was confirmed that the October Walk would take place. There was some discussion that the menu for the lunch might be changed but most members preferred the usual format.

  7.6 Music for the event at the Church Hall on 14th November was discussed and it was suggested that the group “Hopping Mad” or “YankeeFardle” be approached though the latter was thought too expensive. An offer of the loan of a sound system. was made . The Committee were asked to give any ideas on this to the Events Organiser.

  7.7 School Summer Fair – the date was confirmed as the 27th June.

  7.8 Astronomical Evening hosted by the Bernards. It was agreed that weather and sky conditions would probably best in late Spring or in the Autumn. Some members thought that there are already several events organised for the Autumn and that it might be better to defer this to next year. It was agreed to discuss this more at the next meeting.

8) French Course

  A Twinning member has agreed to organised the summer course - eight lessons and liaise with Sylvie (Kate O’Byrne) and it was agreed that at least eight people were needed to fill each course and that these could be afternoon and/or evening sessions at a cost of £4 per person per session. It was reported that the advert in the Quantock Messenger had only yielded one response

9) Theillay Visit

  A draft Information Sheet had been circulated. It was agreed that the sheet sent to visitors to Theillay should be as concise as possible, ideally A4 size; although Committee Members would need fuller information. It was reported that only 2 people had signed up for the coach trip so far although several people had expressed interest in travelling to Theillay independently. It was agreed that a charge of £10 per head be made for those making their own way to Theillay to cover administration costs. There was a suggestion that the trip might appeal to those wanting a “girls weekend away”. It was agreed that information about the trip be sent for students over 16 at Richard Huish School and at Bridgwater College.

10) Any Other Business – There was none.

11) Date and venue of next meeting – Thursday 16th April at 4 Clock House at 7.30

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