Minutes 22nd November 2007
Nether Stowey Twinning Association
Committee Meeting
Approved Résumé Minutes of Meeting held on
22 November 2007, 7.30 at 9 Oak Road; Tim Tribe in the Chair
Present: - Tim Tribe, Chairman; Jill Goodwin, Treasurer; Judith Greig, Vice Chairman; Eric Coates, Webmaster; Sue Davison, Alison Jarah and Peter Greig as Minute note taker.
At 8:00 pm Ruth Pickard and Kerry Evans joined the meeting.
1.Apologies for absence
Rhu Griffiths, Mark Baker, Kate O’Byrne and Bob de Barr in France
2.Minutes of the last Meeting and Résumé
The Minutes and Résumé of the previous meeting were approved and thus the Résumé could be placed on the website after 5 days.
3.Matters arising from the last Minutes
Activities lists –Action Points BIENNIAL VISITS to THEILLAY is now on the website
The Vice Chairman confirmed that a copy of the Twinning Charter had been placed in the Twinning Association display in Hubbard’s window in St Mary St. The Vice Chairman also has 2 further copies as well as a. jpg version of the Charter.
It was advised that a total of 14 bottles of wine were needed for the additional Quiz prizes and not the 12 noted in the previous Minutes.
4.Organisation and strategy
The document “Streamlining of the Minutes” is now on the website.
Nominations for future and presently vacant posts on the Committee should be actively sought. Further to (October minuted) resignation of Kate O’Byrne, Mark Baker has advised that with regret he would be resigning from the Committee at the end of the year due to heavy commitments elsewhere but would remain an active member of the Association and willing to take a key role in the Boules event.
Alison Jarah confirmed that she was travelling to Australia and would be away for most of the year.
5.Membership
Liz Ashwell had been contacted and has a new address in Bridgwater.
6.Web
What’s On page (printout passed to webmaster) – hyperlinks to unrelated (Quantock Walk) document will be corrected.
The Webmaster requested that documents intended for the website should be in Rich Text Format as MS Word (.doc) documents contained sophisticated format instructions not compatible with the web format.
7.Events
7.1.Safari Supper - Saturday 19th January 2008
Two members have confirmed willingness to assist with the Safari supper organisation.
7.2.AGM - Friday 1st February
Chairman’s Report is in note form with the Vice Chairman, to be sent out to the Committee for editing, and should include reference to need for strengthening the Committee.
A decision on the commencement time for the AGM was held over to the January meeting in 2008 on the basis that a later start say 8:00pm may enable more members to attend.
It was agreed that the 21-day notice to all members concerning the AGM, and including a reminder for the Safari Supper should be delivered by hand (Eric Coates volunteered some copies and Terry Abbiss to be asked as well) approximately 3-4 January 2008 (best for Safari Supper, 10 January 2008 being latest possible date reference AGM).
The work to prepare information required at the AGM was an important secretarial function and the Secretary would be asked if help was required with this.
20 buffet suppers had now been reserved at the Rose and Crown for the AGM.
7.3.Social Events 2008
The Car Boot sales on the playing field had been suspended by the Trustees’ Committee responsible for the Playing Field due to lack of sufficient volunteers to run the event. The Committee agreed to meet the playing field Committee to see if a solution can be found possibly using Twinning Association volunteers in exchange for a share in the revenues. The event has raised significantly large sums for the Twinning Association in the past. An alternative of taking the sale to the regular event in Cannington remains a possibility.
The member’s proposal of a Boules Challenge to other Twinning organisations, minuted AOB October, is being followed up (Burnham most likely, spring/summer the best time of year) and the regular Boules organise assured help with publicising such an occasion.
Reiterated (October minutes, Events 2008) if a Garden Safari is proposed for next year the Stowey Gardeners should be approached to ensure that there are no conflicting garden events on the same day.
8.Theillay Visit 1-4 May 2008
The Twinning Committee in Theillay is aware of the proposed programme for the Nether Stowey visit and they should be kept up to date as ideas become more definite.
A proposal was made to provide a wine cup to the Theillay visitors on arrival at the village.
Twinning Banner – is held at The Old Vicarage currently. The Vice Chairman advised that the Parish Council is looking into the possibility to pay for special welcome banners and will arrange bunting etc.
Pottery for presentation to the Theillay Twinning Committee - the Vice Chairman advised that so far she had not been able to source among the Membership a suitable supplier of a piece of pottery to present to the Theillay Committee for the Anniversary celebrations. A member has volunteered to ask a personal contact.
With regard to the suggestion (minuted October) regarding the possibility that a DVD film could be made recording the events during the weekend, the Committee advised that although no funds were available to underwrite such an event the Committee were of course willing to cooperate otherwise.
In view of the very good experience with the sixth form French students from Richard Huish during the visit to Theillay last year it was agreed to extend an invitation to them to join in the festivities of the Theillay visit weekend.
8.1.Hosting 2008
The Hosting Sub-committee reported on progress with hosting for 2008. To date 20 host families have volunteered.
8.2.Programme 1-4 May 2008
One of the original team that established the Twinning Association and an amateur musician has indicated (to the Vice Chairman) willingness to perform with his regular music group (including another long-term Twinner). Need to establish commercial status of this offer.
Treasure Hunt (minuted September Theillay Visit) The volunteer organiser would be contacted to confirm continued willingness, with any assistance required, to organise the Treasure Hunt event.
The evening of the “Civic Event” was agreed to be on a “bring your own food” basis similar to the way the event was run in Theillay. This has the advantage of economy and simplicity in organisation and is known to be popular with a lot of members.
The exact numbers that can be seated around tables for eating for in the Church hall is to be confirmed.
Discussion took place concerning the timing for the ‘physical activities’ planned for the Saturday. The proposal for a Rounders Match was again considered (reminder to the Committee that a new ball has to be obtained). Traditionally bacon butties (or a barbeque) were provided for lunch (two particular members have historically been cooks-in-charge) during this event and this has to be taken into consideration in the planning bearing in mind the evening meal arrangements and the timing of the event.
Skittles matches have been considered (minuted July) and the local pubs should be given a chance to see if some skittle activity can take place. It is known that this event is popular but presents difficulties due to lack of physical space for viewing inside the skittle alleys so it is not really a spectator activity.
For balloons a helium gas supply was ideal and a sponsor (?) may be persuaded to provide this. Contacts should investigate. A supply of suitable balloons including the Red White and Blue of France were needed.
A proposal for a singing event had been made in view of the very talented group of youngsters presently living in the locality. The Vice Chairman agreed to follow this up with Teresa Youé who is coordinating the Village Celebration entertainment and report in January.
Programme/planner attached to October Minutes to be made more user friendly and updated from information in the minutes.
8.3.Reservations
The original reservation for the Civic Reception on Friday 2 May 2008 of the Village Hall is to be cancelled now that numbers dictate larger premises (Church Centre).
The number of tables available at the Church Centre to be checked.
8.4.Budget and Grant
The parish Clerk has confirmed that the publicly funded grant application for the Twinning Association for this event was being progressed.
A brief discussion was held on detail budget and the Treasurer advised that the £800 historical budget (Minuted June, Treasurers Report) needs to be confirmed when the final programme is sufficiently established and detailed.
9.Media/Publicity
The Parish Council had provided a copy of the JPEG file for the Nether Stowey crest to the VC. A copy of the similar file from Theillay was desirable.
10.Treasurer’s Report
A report by the Treasurer was circulated to the Members of the Committee.
The Treasurer reported that Peter Higginson was willing to carry out the annual inspection of the accounts.
The Vice Chairman had submitted a small expense list directly to the Parish Council for the Active Living/Boules event and asked if funds had been received. This would be followed up. The VC also asked if expenses had been received from the Parish Council for Active Living Quantock Walk participation.
11.AOB
It was noted that it was prudent to purchase Raffle prizes such as chocolates whilst Christmas special offers were available. The Committee agreed that this should be done.
Fixed Agenda - it was requested that the time of the Committee Meetings (7.30 normally) be included.
12. Date and venue of next meeting
The next meeting will be held on January 9, 2008 at 7:30pm at Alison Jarah’s house in Spaxton. Alison will take the Chair. There will not be a meeting in December.
