Minutes 19 July 2007

I

Nether Stowey Twinning Association

Resume of Minutes of a Committee Meeting held at 7.30 pm on Thursday 19th July 2007 at The Old Vicarage

Present: - Judith Greig as Chairwoman, Sue Davison, Jill Goodwin, Alison Jarah, Kate O'Byrne, Mark Baker, Eric Coates and Tim Tribe.

Apologies for Absence: - Rhu Griffiths, Bob de Barr (resident in France).

Minutes of the Last Meeting

Corrections to the minutes were made and these were agreed. It was noted that Kate O'Byrne had agreed to act as Events Co-ordinator only not Media and Events Co-ordinator.

1.Matters Arising from the Minutes

1.i.Website Resume Minutes

The contents of the minutes to be posted on the web site was discussed and it was agreed that in future a resume of the minutes should be agreed at committee meeting at the same time as minutes were agreed and that this resume could then be posted on the Website. The resume of the minutes for the meeting of the 21st June was approved.

1.ii.Website resource documents

It was reported that the check list for actions needed in the organisation of the barbecue had been completed and was on the Website. A list of the Twinning Association property and had prepared and passed to the Vice Chairman.

2.Organisation and Strategy

2.i.Circulation of Minutes among committee members and then onto Website.

It was agreed that the Secretary or deputy writes up the minutes and circulates these ‘Draft Minutes’ to the committee within 5 days of the meeting. If anyone wishes to make any changes they let the Secretary know within 5 days of receipt of the Draft Minutes. The resultant Final Draft to be sent out with the next Committee Meeting Agenda and presented at that Committee Meeting for approval as “Approved Minutes” and then the webmaster should be sent an electronic copy of the Resume Minutes to be put up on the website not less than 5 days after approval.

  See item 1.i. above. The Vice Chairman agreed to draft a resume of the minutes of the meeting for posting on the Website. It was noted that it had been agreed to post committee-meeting details on the Website for a period of 6 months initially.

2.ii.Office-holder responsibilities

A list of the Treasurer’s responsibilities is to be prepared.

The Chairman suggested that a list of the Media/Publicity Officer's duties be posted on the Website and mention that it was an unfilled position at present in the hope that a member might be interested in the post. This was agreed.

A list of the Event’s Co-ordinator’s responsibilities is to be prepared.

3.Membership

New Members - The Chairman reported that there were 2 new memberships - Chris and Louise Parsons from Nether Stowey and Jeanne and Jon McIntosh from Other Stowey.

4.Web

The Webmaster reported that there were no problems that he knew of but that he was receptive of comments and queries. He reminded Committee members of the pass-code to access private committee papers.

5.Events

5.i.Boules - 9th September

The Event Organiser remains as previously. Further - it was noted that a separate charge of £2 for food (drinks, cakes etc.) would be made and that a team of 2-4 people would be needed for the catering and taking of the food money. It was thought that approx. 50 people would need catering for. It was decided that the prizes should be wine for the adults and chocolates for children. Boxes of chocolate could be used as raffle prizes if there were any over. Not yet confirmed that Active Living would be participating.

5.ii.Quantocks Walk - 14th October

The Organiser reported that two suitable walks were needed and that photos of past walks to include in adverts were desirable. The Vice Chairman said that the walk was already in the August/September diary of the Quantock Messenger and that a box advert would be inserted. The lunch menu would be baked potatoes with either chilli or vegetarian con carne. It was confirmed that it would be necessary to book in advance for the walk, as numbers for the lunch after would be needed

5.iii.Safari Supper

The Organiser agreed that the date for this should be changed to 19th January 2008.

5.iv. AGM - 1st February 2008

Organiser and Assistant in place. There was no need for action at present.

5.v.Quizzes

The Quiz Organiser said that these would be held at the Rose & Crown but there was no further action necessary at present.

6.Theillay Visit

6.i. Hosting 2008 – nothing to report

6.ii. Programme - 1st -4th May 2008.

The following possible programme was discussed:-

Thursday 1st May - Welcome in the Church Hall and then the French visitors would be dispersed to their hosts.

Friday 2nd May - It was reported that we have an offer to organise a Treasure Hunt in the village and translate content into French. It was suggested that this could be in the morning possibly following a communal breakfast. In the evening there may be a civic meal where commemorative gifts would be given to the French visitors.

Saturday 3rd May - The possibilities of activities involving the Food Festival (if the dates coincided) -perhaps running a “taster” French food stall. - were discussed. It was suggested that other organisations in the village be contacted to invite wide participation. It was also suggested that an Arts & Craft event could be organised.

It was suggested that a skittles evening could be held

Sunday 4th May - a.m. - Theillay visitors leave

6.iii. 6(iii) Reservations

It was agreed that the Church Hall be reserved for the whole weekend, though it should be checked that there was no Cake Sale on the Saturday of this weekend.

6.iv. 6(iv) Budget and Grant

It was reported that the Parish Council may be contributing £150 to the cost of the Civic Event and it was agreed that when the grant was applied for in September, the cost of the whole weekend be included.

7.Media/Publicity

See 2) iii above. Otherwise there was nothing to report.

8.Treasurers Report

The Treasurer reported that finances were relatively healthy and that little had changed since her report at the last meeting. The Association would be spending more on the next twinning visit than on previous occasions.

9.Any Other Business

The Events Coordinator said that preparing a list of actions necessary for running the various twinning events was very important. It was agreed to list those for running the Boules and those for administering the twinning visits. It was confirmed that a list had been made for the Barbeque.

10.Date of Next Meeting

Thursday 20th September at The Old Vicarage at 7.30pm.