Minutes 20th September 2007
Nether Stowey Twinning Association
Resumé of Final Draft Minutes of a Committee Meeting held at 7.30 pm on Thursday 20 September 2007 at The Old Vicarage
Present: - Eric Coates, Chairman. Sue Davison, Tim Tribe, Kate O’Byrne, Judith Greig and Peter Greig as note taker for the Minutes.
Apologies for Absence: - Bob de Barr (resident in France). Mark Baker, Alison Jarrah, Rhu Griffiths, Jill Goodwin
Minutes of the Last Meeting:
The Final Draft Minutes of the previous meeting held on the 20 July had been circulated (August 07 Minutes.doc)
1.Matters Arising from the Minutes
1.i.Property.
A list of all the property owned by the Association had been prepared and posted on the website.
1.ii.The Treasurer’s Duties
A list of duties and responsibilities for the role will be prepared.
1.iii.Media and Publicity Officer.
The duties of the Media and Publicity Officer had been posted on the website. However this position on the Committee is presently vacant. Meanwhile the tasks are being performed by the Vice Chairman.
1.iv.Events Coordinator and Organiser
The responsibilities of the Events Coordinator and Organiser have been prepared and are to be confirmed as placed on the web.
1.v.Pub Quizzes
The monthly Pub Quizzes are now back in full swing. A very good turnout was reported for the first event this season. A list of activities for running the Pub Quizzes will be prepared.
1.vi.Boules Tournament.
A list of all activities for running a Boules Tournament is to be prapared and forwarded to the Events Coordinator.
1.vii.Twinning Visits.
A list of activities for organisation of the Twinning Visits is to be prepared.
2.Organisation and Strategy
2.i.Circulation of Minutes among committee members and then onto Website.
It was requested if the preparation of the minutes and their editing and distribution could be streamlined. It was stated that the agreed format for dealing with the minutes had been the subject of many meetings and discussions over the last six meetings and now that a system was in place requested that this should be allowed to run for at least six months before further adjustments were made.
The Committee was reminded that detail of the organisation of all events should be carefully noted down and forwarded to the Events Coordinator.
3.Membership
Nothing to Report
4.Web
Nothing to Report
5.Events
5.i.Boules - 9th September
Active Living had attended the Boules event and had helped generally with the organisation.
5.ii.Quantocks Walk - 14th October
The event organiser is arranging help for the two walks. The event is being advertised in the Quantock Messenger and in the window display of Hubbard’s Old Bakery in St. Mary St. Food organisers agree a cut off date for lunch bookings for October 09, 2007. An email will be sent out to all members this weekend from the Vice Chairman. The Chairman of the Meeting would contact the event organiser to establish progress with the organisation of the Event. A volunteer was coopted to take care of the supply and preparation of mulled wine and glasses etc to be served at the lunch. A note of the mulled wine organisation will be prepared and passed to the Events Coordinator for circulation with any request for assistance.
5.iii.Safari Supper
An organiser is already appointed.
5.iv. AGM - 1st February 2008
Nothing to Report
5.v.Quizzes.
It was commented on the prizes for the Raffle and noted that the more prizes available the more the revenue generated. Confirmation will be be requested regarding the quantity of boxes of chocolates not required for the Boules Event and therefore available as Quiz prizes.
6.Theillay Visit
6.i. Hosting 2008
A meeting had been held with the Hosting team with the Vice Chairman to discuss progress with finding willing hosts for next year’s visit.
6.ii. Programme - 1st -4th May 2008.
The programme was discussed at the meeting 6.i and the Committee emailed by the Vice Chairman with the details on 7 September 2007.
6.iii.
The Vice Chairman then listed the activities proposed. It had been agreed that a reservation for the Church hall should be made for the whole weekend to provide a contingency plan for the weather. The organisation and budget for the Civic reception need to be discussed with the Parish Council and agreed by the Committee. An action list needs to be prepared as these items and proposals develop.
6.iv. Reservations
Nothing reported
6.v. Budget and Grant
Nothing Reported
7.Media/Publicity
7.i.A press release had been prepared for the Quantock Walks and this has been released to the Quantock Messenger and posted on the website.
8.Treasurers Report
8.i.The Treasurer had reported earlier to the Chairman of the Meeting that the net receipts for the Boules Event amounted to some £129.00.and that a Treasurers report will be available at the next Committee meeting. Around 50 persons had attended the Event.
9.AOB
The Vice Chairman reported that 2 visitors had recently stayed as guests of one of the members of the French Twinning association in Theillay. This had been arranged through one of our committee members. This was considered an excellent idea and should be encouraged for both Associations.
10.Date of Next Meeting
The next meeting was set for 18 October at the Old Vicarage and Sue Davison will be in the Chair for the meeting.
PS A tasing of wines that could be made available to the Association was held after the Meeting. This will be discussed at the next meeting of the Committee.
