Minutes 12 April 2007
NETHER STOWEY TWINNING ASSOCIATION
Minutes of the Meeting held on 12 April 2007
Present
Judith Greig, Alison Jarrah, Jill Goodwin, Sue Davison, Tim Tribe, Kate O’Byrne, Eric Coates and with Rhu Griffiths in the Chair. Peter Greig made notes for the Minutes.
1Apologies
Apologies were received from Mark Baker. Bob de Barr is presently in Theillay and whilst there is happy to continue to act in liaison with the Committee in Theillay.
2Minutes of the last meeting
The format of the Minutes circulated were reviewed and will be edited by the Secretary in a format suitable for the website and then recirculated to the Committee in a few days. Following a reasonable period to be advised for comments the Minutes will be posted on the website.
3Matters Arising
3.1Feedback from the visit to Theillay.
The Vice Chairman had circulated a summary (attached) by email of the visit to Theillay. The major points arising out of the visit were as follows:
3.2The Committee in Theillay is experiencing the very same difficulty with filling a coach and finding enough hosts as is being experienced in Nether Stowey. As a consequence both Committees have agreed that in future there is a definite need for more frequent contact and communication by email.
3.3There is also the related secondary problem of funding and fundraising is an essential feature of each of the respective organisations. The Theillay Committee had explained in detail their costs and the deficit involved.
3.4The Committees discussed a proposal to fix regular dates for the visits and the Theillay Committee advised that they intended to visit Nether Stowey on the first weekend in May 2008 and to maintain a similar programme for the future. Nether Stowey Committee was requested to make a similar decision to fix a date and advise Theillay as soon as possible, within a week or so for 2008. The Theillay Committee advised that Easter was a time when many families reunite making visits to or from the UK difficult if not unpopular at that time. The same could be said for Nether Stowey Association members.
3.5Whilst the visit was considered a great success the return Coach journey was considered unnecessarily tiring due at least partially to the lack of breaks. This point and others concerning the visit has been recorded to assist in planning future visits. (Refer to item under AOB on Events Coordination and Planning and will be stored on the website before the next Committee meeting).
3.6The Vice Chairman will establish if the Quantock Messenger has received the press release issued earlier.
4Storage of Wine
Peter Greig had agreed to act as cellar man keeping the records and facilitating supply for the events.
5Publicising Future Events
5.1The Vice-Chairman had proposed that for improving awareness of the Association, a short article should appear each month in the Quantock Messenger the scope of which was general in nature but relevant to the Association. This article is in addition to the reporting of activities and events which seen year on year is unavoidably somewhat repetitious in nature. The Committee approved this proposal.
5.2The ex Hubbards Bakery shop window in St Mary St. remains available for advertising at present. The existing display has been edited following the visit to Theillay and the keys returned to the present tenants and Bob Keene the graphic Artist who constructed the display has been advised. The Vice Chairman has written to the owner of the property who appears to be away at present. The Association Display board will be used to make a collage from the large collection of photographs taken by our French hosts during this visit and handed over on a CD to the Vice Chairman. The CD has been passed to the Webmaster for selection and making an addition to the website. The Chairman of the Parish Council has been approached with a request for a permanent site to be made available for publicity. The Theillay Association presented a vase to the NS Association adding to the existing collection of items for display.
5.3At the annual Parish Council public meeting each local organisation usually presents a short statement of their activities. The Secretary has volunteered to make the presentation this year on April 23 2007. Details are as set out in the invitation from the PC.
6Car Boot Sale
6.1The time for this important fundraiser was fast approaching. May 7 is the date. The amount donated so far is not vast so reminders were in order, avoiding clothing. An email will be circulated to all members. Committee Members will be circulated with a list of the agreed organisational responsibilities.
7Calendar of Events
7.1The draft calendar exists but certain dates are undecided at present. In 2006 three events had to be cancelled due to date conflicts with other village activities. The calendar can be colour printed on card as soon as a decision is made on information cut off for dates of events. If the Members do not have a date, at least as a target for an event in mind, it is difficult for them to prioritise and keep time available.
7.2A Committee Member has confirmed willingness to host a BBQ on Saturday June 16 at 5:30 pm. It was agreed that a charge of £2.50 per adult should be made with all children free and a raffle will be organised. Individual responsibilities agreed will be circulated by email. Soft drinks, salads and puddings will be provided and the food for barbequing and any other type of drink required is to be provided by the individuals attending.
7.3The Quantock Walk. The Treasurer agreed to co-ordinate two walks. A meal plus mulled wine will be provided at the end of the walk in the Village Hall and members who have agreed particular responsibilities will be circulated by email. The date to be confirmed in liaison with the availability of the Village Hall bookings.
7.4The Boules Competition. This event needs to be co-ordinated and the date confirmed. The use of the Old Vicarage Garden had been agreed.
7.5Events Coordinator and Events Planner. A job specification against these descriptions was agreed to be provided in time for the next Committee meeting. If volunteer members are willing to take on these important roles the organisation of events, their planning and efficiency and fund raising capacity can be much improved.
8Formatting of Minutes for Website
8.1This subject has been dealt with under item 2 above.
9Any Other Business
9.1 The concerns of the Vice Chairman for the benefits of Membership expressed in the Meeting of the 15 March 2007 remain to be discussed at a further meeting.
9.2Committee members roles and the clear definition thereof was also raised at the previous meeting. A short paper with some definitions was distributed at the meeting. This matter is considered particularly relevant especially for the roles identified under paragraph 7.5 above and it is proposed to discuss the matter further at the next meeting.
9.3The Treasurer circulated a copy of the updated accounts copy of which is attached to the Minutes.
9.4It was agreed that a small gift would be made to the immediate past Chairman of the Association on resignation from the Committee in thanks for her four years of service.
10Date for the next meeting
It was agreed to hold the next meeting on Thursday May 24, 2007 and this would be at the Treasurer’s house.
