Minutes 21 June 2007

Nether Stowey Twinning Association

Resume of Minutes of a Committee Meeting held at 7.30 pm on Thursday 21st June 2007 at Kate O'Byrne's house

Present: - Kate O'Byrne as Chairwoman, Judith Greig, Jill Goodwin, Sue Davison and Eric Coates.

Apologies for Absence: - Alison Jarah, Tim Tribe, Rhu Griffiths, Mark Baker, Bob de Barr (resident in France).

Minutes of the Last Meeting

These were read and agreed.

1.Matters Arising from the Minutes

There were none.

2.Organisation and Strategy

The report following the meeting of Judith Greig and Kate O'Byrne was circulated and discussed.

2.i.Overall Co-ordination of Events and Media

It was agreed that Kate O' Byrne would act as Events Co-ordinator.

2.ii.Agenda

It was agreed that the format of the Agenda be fixed and that it should act as a Template for the Minutes. It was agreed that the list of those present and absent should consist of both given names and surnames. It was clarified that Matters Arising from the Minutes should consist of items that had arisen since the last meeting - e.g.- correspondence received and items that were not on the Agenda. It was agreed that minutes should be circulated as soon as possible to enable members to identify their undertakings and act upon them and that any amendment to the minutes be tabled and agreed at the following meeting. To act as a reminder it was suggested that the Committee Minutes should have a box alongside each agreed action and that the Chairman should enter the initials of the member/s responsible for each action. The Secretary to be asked to put this box on Committee minutes.

2.iii.Minutes on Web Site

It was agreed that these should be posted on the Website from 5 days afterwards following email clearance from the Secretary to the Webmaster.

2.iv.Responsibilities

 Judith and Kate are working on the responsibilities of the various roles and will provide a list at the next committee meeting. These responsibilities could include making sure that a responsibility is carried out. This information to be added to the Management Information on the Website.

3.Membership

Corporate Membership - It was confirmed that the Parish Council had taken out Corporate Membership at a cost of £10 per annum

New Members - The Secretary to be asked to give new members copies of the Constitution.

Judith Greig reported that there were now 42 family members and 31 single members.

4.Web

 It was agreed that the Events Co-ordinator would be in charge of sending events information to the Webmaster. It was noted that "Committee Only" pages were on the site which are reasonably secure. The Webmaster was asked whether photos could be put on the Web site. He said that this was possible although there would be a limit to numbers due to space limitations.

5.Events

5.i.Quantocks Walk - 14th October

Judith Greig reported that the walk had been discussed with Active Living who wished to participate in the event. Jill Goodwin would be organising the walk and costings would be given to the Council who calculate how much grant will be available from Active Living. Copies of the details of last years walk would be made available for reference.

5.ii.Barbeque - 16th June

It was reported that this had been very successful with 51 people attending (36 members with 5 children plus 7 adults with 3 children). £102.05 p had been taken, with the Raffle contributing a further £35. Kate suggested that it would be useful to have a checklist when organising events such as the Barbeque itemising the different sorts of help and supplies needed. She agreed to compile this Action list.

5.iii.Boules - 9th September

It was reported that Mark Baker would organise this but that he would need one helper on the day plus someone to help with registration at the beginning. It was queried how many boules sets the Association had and also the whereabouts of various other items of the Association's property which had been stored by various people over the years. The Chairman asked whether it would be possible to track down these items, particularly the glasses given by Jane Critchley, and compile a property list with the items kept centrally. Sue Davison offered to do this. It was agreed that tea, coffee and cold drinks should be sold together with cakes which could be homemade or bought in. She was asked to contact Mark Baker to confirm that these arrangements were all right with him. Kate O'Byrne offered to help at the registration.

5.iv.Safari Supper - 26th January 2008

It was agreed that this should be discussed at the next meeting.

5.v.AGM - 1st February 2008

It was hoped that this could be held at the Rose & Crown but that this should be checked as soon as possible. It was agreed that someone would be needed to co-ordinate the AGM. Sue Davison agreed to do this with Kate O'Byrne as assistant.

6.Theillay Visit

6.i.Hosting 2008

Judith Greig reported the progress on this to the meeting. She said that Kerry Evans had agreed to help Ruth Pickard with organising the hosting.

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

It was suggested that as it would be the tenth anniversary of the twinning there should be a special commemorative cake and some commemorative gifts.

6.iii.Reservations

It was agreed that the Church Hall be booked provisionally.

6.iv.Budget and Grant

This is still work in progress and Jill Goodwin and Alison Jarah will meet to discuss this.

6.v.Other

It was agreed that a list of basic words and phrases in French and English be given to hosts for the French visit. Sue Davison had such a list that could be re-instituted.

7.Stowey to Theillay 2009 and biennially thereafter

 The 2009 visit will take place over the Bank Holiday period at the end of May. It was agreed that this date should be fixed for all Nether Stowey visits to Theillay and that the dates for the Theillay visit to Nether Stowey should be fixed to take place over the Bank Holliday period at the beginning of May.

8.Media

 Hubbard’s Window - It was reported that the window had been cleaned and dusted but it was thought that the display needed changing. It was suggested that photos from the Theillay trip could be put up. Sue Davison agreed to choose the photos and change the display.

9.Treasurers Report

The Treasurer reported that finances were relatively healthy and that some money could be transferred to the Deposit Account. She thought that the Walk should break even. She said that the Quizzes generally made a small profit. She queried the wine stocks and asked for information on wine given out so that she could make an inventory. Sue Davison asked for 6 bottles of red and 6 bottles of white to have for the Quizzes in September. The Treasurer reported that there was a budget of £800 for the next French visit plus £250 from the Parish Council.

10.Any Other Business

10.i.Bob de Barr

It was noted that Bob de Barr should be put back on the list of committee members on the Web site as "resident in France". The Vice-Chairman was asked to email Mark Baker to ensure that arrangements for the Boules were going ahead.

10.ii.Club Francaise de Quantocks

 Kate O'Byrne explained that the club met once a month in member’s houses and that Twinning members were welcome to join. She said that the next meeting would be at Crowcombe. It was agreed that details of the club should be posted on the Web site with Kate O'Byrne as the contact.

11.Date of Next Meeting

Thursday 19th July at the Old Vicarage at 7.30pm.