Minutes17 April 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, Jon McIntosh 733844, Heather Coates 733041. By hand to Tim, others by email.

Committee Meeting

Thursday 17th April, 2009 7.30 pm at 4 Clock House, St. Mary Street, Nether Stowey

Minutes

Present: Eric Coates, Sue Davison, Tim Tribe, Dennis Harkness, Jon McIntosh, Louise Parsons, Judith Greig, Heather Coates

Eric Coates took the Chair.

1) Apologies for absence: Jill Goodwin, Jenny Haydon, Bob de Barr

2) Minutes of the Last Meeting and Resume. These were approved after some errors were corrected.

3) Matters arising from the last Minutes

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

  3.2 It was noted that Huish School had been approached to see whether students over 16 would be interested in the Theillay visit and that there had been no response probably because the visit was too close to “A” level exams and that Bridgwater College had not been approached for this reason.

  3.3 Theillay Visit Leaflets – It was confirmed that leaflets had been left at the Library and Surgery.

4) Treasurer’s Report – Copies of the accounts as at the 16th April were circulated and a small increase in funds noted.

  4.1 The following expenses were approved for payment - £41.85 ( 300 balloons and ribbon for the stall at the May Fair , £30 (Printing ink and paper) , Internet charges

5) Organisation and Strategy

  5.1 Future Theillay Visits - The Chairman suggested that this should be discussed further after the visit in May.

  5.2 Heather Coates was nominated as Secretary by Judith Greig, this was seconded by Tim Tribe and approved

6) Membership – It was queried whether two adult members and two corporate members had renewed their membership. . The Committee were told that the corporate members were in the process of renewing, as was one of the adult members. It was agreed that an E-mail be sent to members just before the AGM reminding them that subscriptions were due. It was agreed that the McAdams and the Williton Twinning Association be added to the contacts list.

7) Web - The Webmaster said that he had nothing new to report. He said that he would check whether the March Committee minutes were on the web.

8) Events

  8.1 The Committee member responsible for the stall said that 3 people would be needed for each one and a half hour shift on the stall for the May Fair and she had had a few offers of help but still needed people. She asked if every Committee member could help if possible and said that she would make a list of helpers. It was agreed that the balloons should be sold with a raffle ticket for 50p and that there would be one big prize - a basket of wine and eatables up to the value of £20, on a French and/or red, white and blue theme, which a committee member agreed to organise. . It was agreed that if there was enough manpower there should be a tasting of French cheese and that this need not necessarily be throughout the day. A member agreed to organise this if necessary. It was agreed that it was impractical to have a wine tasting as well. It was suggested that French music could be played but as there would be a difficulty in obtaining a power source this was probably impractical although a decision about it could be left until the day. Leaflets on the Twinning Association would be displayed

  8.2 Barbecue on 13th June - It was agreed that one committee member, , liaise with Kate O’Byrne over the organisation of this.

  8.3 Music for the event at the Church Hall on 14th November was discussed and it was said that it had not been possible to contact the Jankie Fardal and that Hopping Mad were not performing at present therefore no band had been booked. It was suggested that a local disco should be contacted to find out about costs.

9) Theillay Visit - It was reported that 14 had booked to travel on the coach and that 10 people (including 2 children) were travelling independently. It was questioned whether hiring an mini-bus would be a better option and then confirmed that this would be very little cheaper and less satisfactory. It was reported that a further advertisement would be put in the May edition of the Quantock Messenger and that there were 6 people who were still thinking about going and that at present the Twinning Associaton stood to lose £1775 when the £10 fee for the independent travellers was allowed for. . The Chairman questioned whether this was normal and was told that up to 4 years ago it had broken even but that this reflected the higher number of children taking part in the trip then. After some discussion it was agreed that the trip should be advertised with accompanied children under 16 going free and that this might encourage more families to take part. It was agreed that the advert in the Messenger be altered accordingly, and that a further item on the trip be put in the Stowey School bulletin. . The subject of choosing a suitable present (costing approx. £50) for the Theillay Twinning Association was raised and it was agreed that some form of apple brandy might be appropriate. The Secretary agreed to look into this.

It was agreed that roughly 10 cases each of red and white wine were needed for the forthcoming year and that these (subject to the Treasurer’s authority), should be ordered in advance of the Theillay visit.

10) Any Other Business – It was said that a report on the activities of the Twinning Association including the Accounts would be needed for the Annual Parish Meeting on the 22nd April, and that these need not be delivered in person. The Chairman agreed to provide the report.

11) Date and venue of next meeting – Monday 11th May at 5 Wilsons Close, Nether Stowey at 7.30

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