Minutes of the Annual General Meeting held in the United Reform Church Hall on Wednesday 3rd October 2018.

VORHANDEN:
Veronica and David Brunt, Claire Axten, Marina Richards, Tom Winn, Barbara and Martin Cowell, Gabbie and Martyn Butler, Jacqui and Francis Knight, Reg Alford, Helen Phillips, Shirley Gunter, Maureen and John Parfitt,Catherine Atkins, Gill Davey, Brian Read,Yvonne and Denys Jones, Trevor Skinner, Sally Holz, Mark Lewis, Viv Squires Tina Della Valle and Fiona White.

ENTSCHULDIGUNGEN:
Kay Strain, Paul Badman, Kay Winn, Avril and William Berry, David and Hilary Mozley, Jenny Lewis, Rebecca and Stuart Wells.

David welcomed everyone to the meeting.

Minutes of the September Committee Meeting
David checked that everyone had read the minutes and he signed them as a true record.

Angelegenheiten, die sich
There were no matters arising.

Chairman’s Report
David began by thanking members of the committee for their support and hard work throughout the past year. Special mention was for Claire, who is standing down as vice chair, but will remain a committee member and for Dianne, Recht, Grace and Bernard, who are leaving the committee but will remain members of the association.
He continued with a review of events of the past year, the Christmas Cracker, Christmas Party, assisting with the Barbeque at Elmhurst School, the Strawberry Tea at Avril and William Berry’s house, Merriman Park Fun Day and the recent Bric a Brac stall in Street Market. All were successful as fundraising events, as well as social gatherings.
He suggested highlights of the year were the day trip to Paris, during our visit to Gravenchon and the trips to Bristol for the SS Great Britain and to Lyme Regis with our friends from Isny.

Treasurers Report
Marina presented the accounts for the financial year to 31st August, as checked by the accountant.
There were a number of complaints from the floor with regard to lack of dates and clarity and there seemed to be inaccuracies, especially in the case of expenditure for the visit from Isny. This was listed as £905, when the true figure was £2434.90.
Marina presented an income/expenditure sheet, prepared for this meeting, showing the true costs. She explained that the confusion is due to the accounts being closed on 31st August, when some bills for the visit had not yet been processed. Unfortunately this situation may always occur for events which take place close to the year end.
Specific questions were:
Q: Why was the cost of the Merriman Park stall so high.
A: Included in this figure was the wine purchased for a number of events, not only that particular Water/Wine stall. Q: Why were insurance costs so high this year and what was being insured.
A: This was a result of the change in the accounting year and this figure represented insurance for the years 2017 und 2018

Election of officers for 2018/19
The following nominations were received by the deadline of 19th September:
David Brunt for Chairman
Jacqui Knight for Secretary
Marina Richards for Treasurer
Tom Winn for Vice Chairman
As there was only one nominee for each position, candidates were asked to leave the room and the vote taken by a show of hands. All were elected. There had been no votes by e-mail.

Review of Financial Procedures and end of year statement.
It was queried why, in view of the confusion expressed earlier, did we employ an accountant at a cost of £50? Marina explained that this was a nominal fee to check the accounts as they were at the year end date. She said an audit by the same firm, would cost in the region of £1000.
She was asked why it was necessary and could they not be checked by any independent person. The answer was that it was necessary in order to apply for the annual grant from Street Parish Council.
It was agreed that an itemised income/expenditure sheet would be produced for each event. This could be circulated to members together with the minutes of that month’s committee meeting.
It was noted that the accountant recommended that the committee should recommend a policy on cash payments for inclusion in the constitution.

The future of Street Twinning Association
David pointed out that, should the full Isny costs have been included in the accounts, they would have shown a deficit of approximately £1000 and this reflects similar losses over the last 4 or 5 years. Our current bank balance is approximately £10000, but if these losses are sustained, the association will soon cease to function. This is hardly the legacy we would wish to leave to future twinners.
The solution is to raise more funds or spend less, or possibly even both. Our fund raising events are not as well supported as they used to be and support does not mean just attending, but encouraging friends and family to come too. Some members always give their full and generous support whenever they are able. Sad to say, there are some we seldom see.
Our membership fees are quite modest and may have to increase
Would members please give us their views with regard to raising funds or saving money. This can be done by mail or via any committee member.

Management committee
Members volunteering to serve on the committee for the coming year are:
Claire Axten, Barbara Cowell, Sally Holz, Trevor Skinner, Catherine Atkins, Käfige Butler, Barbara and Peter Fry, Francis Knight, Kay Strain, Katrina Dumontroty and Paul Badman.
The next meeting will be at 7.30 on Wednesday 7th November in the Parish Rooms

Lotterie
Invitation letters will be sent at the end of October. Lucky winners in the October draw are:
£20 No 52 Catherine Atkins
£10 No 32 Gnade Squire
£5 No 10 Catherine Atkins

A.O.B.
“Discovering Your Community” is an event promoted by Street Parish Council, to be held in the Crispin Hall on Saturday 27th October, to which local organisations have been invited to take part. This is an ideal opportunity to showcase our association and possibly recruit new members. Jacqui and Francis Knight have volunteered to organise our input and Jacqui will be asking members to help during the day. The event will be from 9.30 bis 4.00.
The Bric a Brac stall in the market was considered to be successful and will be repeated on Thursday 8th November. Once again, help will be requested.
The twinners from both Gravenchon and Isny have new members who would like to host/visit. If you know anyone prepared to accommodate them, please contact a committee member.
It was proposed that the membership fee should increase to £15, effective from the next AGM. This received unanimous support.
Street Twinning flyers have been sent to local schools and Strode theatre.

Minutes of the committee meeting held in the John Webster room, Wednesday 5th September 2018

Das Treffen begann um 7.30 pm.

VORHANDEN: David Brunt (Vorsitzende), Claire Axten, Tom Winn, Reg Alford, Marina Richards, Paul Badman, Käfige Butler, Barbara Cowell, Sally Holz, Barbara Fry, Peter Fry, Katrina Dumontroty, Jenny Lewis, Jacqui Ritter, Stuart Wells, Catherine Atkins, Kay Strain

ENTSCHULDIGUNGEN: Dianne Baker

1. David welcomed everyone to the meeting.

2. David checked that everyone had read the minutes from the August meeting ad signed them as a true record.

3. Entstandener Fragen
No items were raised.

4. Treasurer’s Report
Marina reported that the bank accounts were favourable. However, fund raising is always very important and support from members of the association is very much needed.
Receipts – for accounting purposes please can it be noted that full receipts will now only be accepted and any other non detailed receipts must be agreed at the committee meetings before payments can be made. This refers to any purchases you may make on behalf of the association and need to claim the money back.

5. Besuch aus Isny ​​
Barbara read out a comprehensive report on the recent visit of our guests from Isny.
(report can be found at the bottom of this page)

6. Planning for AGM
AGM is on Wednesday 3rd October, 7.30pm at the United Reformed Church, Street. Parking is available in the Cranhill Road car park. We would like as many members as possible to attend.
The calling notice has been sent out and some replies have been received.
At the moment David Brunt has been nominated as Chairman and Jacqui Knight as Secretary.

7. Merriman Park Fun Day
A very successful day. We raised just over £300 with the Water or Wine and the card game for children. A huge thank you to everyone who helped on the day, with special thanks to the Knight family!

8. Käse & Wine Evening
Sadly, this event has been cancelled due to lack of numbers.

9. Straße Christmas Cracker
Saturday 1st December. Mehr Details zu folgen .

10. Christmas Party
After much discussion it was decided to cancel this event. Unfortunately, due to lack of numbers.

11. Visit from Gravenchon Twinners 2019
Dates to be confirmed.
If anyone has any suggestions of places we could visit with our guests please let one of the committee members know.

12. Publicity/Recruitment of new members
Some new fliers have been produced and these have gone to some local schools, Strode Theatre – if any members would like some to hand out to friends and family they will be available at the AGM or we can post some to you.
Publicity is very important for the continuing success of the Twinning Association. Please encourage your friends and family to think about joining.

13. Webseite & Facebook
Both are being kept up to date.

14. Lotterie
Winners this month:
1st Prize – Fiona White
2nd Prize – Gabbie Butler
3rd Prize – Shirley Gunter

15. AOB
We have applied to Street Parish Council for a grant of £1000.
Reg told everyone how much the Isny visitors had enjoyed their trip, saying it was the best they could remember and wanted to pass on their thanks to everyone involved.
It’s possible that the Twinning Association may have a market stall in Street on Thursday 27th September – to be confirmed. If you are in the area please check out our Bric a Brac stall!

16. Termin der nächsten Sitzung
Wednesday 3rd October, 7.30pm at the United Reformed Church, Street. Parking is available in the Cranhill Road car park

Report on the Twinning visit from Isny August 23rd to 29th 2018

This has been the longest Twinning visit to date, our visitors having arrived on Thursday 23rd August and departed on the following Wednesday the 29th.

Seventeen German guests made the trip. Sixteen of them were met at Heathrow and, to make the most of the coach hire and journey, we made a short stop at Windsor on the way home. There was time to walk around the town and to serve tea and cake in the park by the river before continuing to Street. The Seventeenth person flew to Bristol and was met by his hosts.

We have written to the Parish Council to thank them for the warm welcome and excellent lunch that they provided on the first day following a guided tour of points of interest in Street given by Cathy and Dave Atkins. We stopped at the Quaker meeting house where Sheila James showed us round and gave a short talk about the Friends and their impact on the development of our town. We hadn’t expected longstanding twinners to join this tour but it turned out that none of them had done it before and found it interesting.

After lunch in the council chamber decorated with flags and flowers, and to complete our local Somerset day, we drove ourselves to the Willows and Wetlands centre where our visitors were shown a short film about the growing of withies and given a guided tour of the workshops showing how the willow is stripped and dried and woven into baskets, fences, coffins etc. A low key but informative and enjoyable day following a day spent travelling.

The next day was a busy one spent in Bristol firstly visiting the SS Great Britain, a resounding success enjoyed by all ages (8 bis 75) and followed by buffet style lunch at Za Za Bazaar which our visitors really enjoyed. The coach then picked us up and drove to the Clifton suspension bridge with time to walk across it for those who wanted. To finish the day we drove up onto the Downs and parked and served tea and cake before returning home.

The following two days were left to the hosts to decide how they spent them because it was a Bank Holiday weekend. Several groups went to Wells on the Monday where the Moat Race was taking place others visited various local National Trust properties. But we did organise evening events for these two days. On the Sunday evening we hired the United Reform Church and had an excellent buffet supper catered by Claire and team followed by a beetle drive and quiz organised by Dave, Cathy and Trevor suitable for all ages and with the express purpose of mixing people up. On the Monday evening we had a voluntary bring and share supper at Barbara and Peter’s house followed by a film of the Sea Dragon fossil discovery at Lyme Regis in preparation for the following day’s visit. Most people decided to come so we squeezed in 34 people for a ‘sit where you can find a space supper’. Both these low cost events had the desired effect of bringing people together and were enjoyed by our German visitors as we learnt that they didn’t all know each other well before the trip. We heard them discussing copying the idea when we go to Isny.

Our last day was spent at Lyme Regis, the sea being particularly attractive to our land bound visitors. We included visits to both the fossil and dinosaur museums, a fish and chip lunch and time to stroll along the Cobb, look for fossils or swim as one intrepid German lady did which inspired our youngest visitor also to plunge in.

The weather obviously makes some difference to the success of a day trip and we were lucky in having good conditions for both days out. The only really bad day was the Sunday family day when we had torrential rain in the morning.

It has been a bonus this year having younger people as part of the group. The enthusiasm of Thierno, the 8 year old German boy and his older sister Nina, rubbed off on us all. Seeing their reactions reminded us of the purpose of Twinning in broadening our minds by meeting new people, observing a different culture, listening to a different language and tasting some different food. It was great having a mix of ages and also important for the future of Twinning and I believe we have another family interested in joining the German exchange alongside some other new people.

Having put together a proposed itinerary and budget early this year we are very pleased to report that the cost of this visit has come in under budget and we have attached detailed accounts to this report for future reference. We used both Taylor’s and Aston’s coach companies, going for the cheapest quotes for each occasion and were happy with both. The cost of coach hire for 4 days was clearly a major part of the total cost and our other costs were very reasonable in relation to the amount of social activity offered because we provided and shared the catering ourselves. We said goodbye to an enthusiastic group of twinners all saying that they would be back.

We don’t have a date yet for our return visit to Isny next year. It is likely to be during the school summer holidays or the end of October holiday week. One challenge for the German Twinning is finding reasonably priced travel particularly if we want to encourage families to join. No one seems to want a long coach journey with overnight stop so we have to investigate all flight options.

We have also been asked about the possibility of finding extra accommodation if the Isny brass band comes to Street with the Twinning group in 2020.

Barbara Fry on behalf of the German exchange organising committee.
Sept 5th 2018

Minutes of the committee meeting held in the John Webster room, Wednesday 4th July 2018

VORHANDEN: David Brunt (Vorsitzende), Claire Axten, Tom Winn, Reg Alford, Marina Richards, Paul Badman, Käfige Butler, Barbara Cowell, Martin Cowell, Dianne Baker, Rebecca Wells, Doreen Nicholls, Kay Strain, Sally Holz

ENTSCHULDIGUNGEN: Peter Fry, Barbara Fry, Bernard Squire, Katrina Dumontroty, Jacqui Ritter

1. David welcomed everyone to the meeting.

2. Proposed Revision of the constitution
The Chairman proposed to accept the modifications and all present were in favour.

3. David checked that everyone had read the minutes from the June meeting and signed them as a true record.

4. Entstandener Fragen
No items were raised.

5. Treasurers Report
The Strawberry Tea raised £274 and the raffle raised £86. Income from the Gravenchon trip was £5378 and the costs incurred were £5957.

6. Besuch Gravenchon
The visit was very successful and everyone had a great time. David received thank you notes from Liz & Jim Lidgate and also from Tina Della Valle.

7. Besuch aus Isny ​​ 2018
All arrangements are in hand, all transport, trips booked. There will be a further meeting on 30th July.

8. Website and Facebook
Both are being kept up to date.

9. Elmhurst School Barbecue
This went very well. David received a thank you from Rachel Prime.

10. Strawberry Tea
This was a great success. David has written on behalf of the Association to thank Avril and William for hosting the event.

11. Merriman Park Fun Day
The Fun Day is Saturday 1st September and we will be running the Water or Wine stall. Donations of bottles of wine would be very much appreciated and any screw top wine bottles (filled with water) are also needed. These can be left at Claire’s – 25 Clockhouse View, Street, thank you.

12. Cheese & Wine Evening
15th September, 7pm at the United Reformed Church, Street. Tickets available from any Committee Member. Ticket prices: £8.50 for adults and £3.50 for children. Adult ticket includes a glass of wine, further glasses will be available on a donation basis. If you have anything you could give for the raffle, please bring this on the night.

13. Straße Christmas Cracker
Saturday 1st December.

14. Christmas Party
Friday 7th December – more details in due course.

15. Besuch aus Gravenchon 2019
Proposed dates are Easter next year; arriving on Wednesday 17th April and departing on Sunday 21st April. New members are needed, couples and a French family with two boys aged 10 & 8 are looking for an English family. Rebecca mentioned that Brookside School will be having an assembly about the twinning next week. Kay to update and forward fliers to Rebecca.

16. Lotterie
Winners this month:
1st Prize David Mozley
2nd Prize Gill Davey
3rd Prize David Atkins

17. AOB
No points were raised.

Minutes of the committee meeting held in the John Webster room, Wednesday 7th March 2018 Das Treffen begann um 7.30 pm.

No items were raised.

Balance payments are coming in for the trip to Gravenchon. Final payment (£105 for adults and £50 for children) are due by 14th March.

No further lottery ticket money has been received.

30th May - 3rd June. An early start on the Wednesday, returning late on Sunday night. Timings to be confirmed.

Strode College have confirmed that members can leave their cars in their car park (on the far left hand side).

One French family (Mum, Dad and two girls aged 10 und 15) are looking for a family to host. If you know of anyone please let one of the committee members know a.s.a.p.

Visitors will be here for 7 days/6 nights and will be picked up from Heathrow Airport. They will visit Windsor on the way to Street.

Other visits include a trip to the Willows and Wetlands, SS Great Britain, Lyme Regis.

There will also be a Beetledrive, quiz and supper. Full details nearer the time.

Both being kept up to date.

There will be a Strawberry Tea, date to be confirmed. Cheese and Wine – to be confirmed. Glastonbury Male Voice Choir – it was agreed to book the choir for a date in March 2019. A Bingo night was suggested – more details to follow.

Amending/revising the Constitution has come about following discussion about the election of officers. A sub-committee is looking at revising the constitution to be more suitable for our needs.

Winners this month:

1st Prize Claire Brunt 2nd Prize David Mozley 3rd Prize Martyn Butler

Membership Cards will be issued next week.

Minutes of the committee meeting held in the John Webster room, Wednesday 7th February 2018 Das Treffen begann um 7.30 pm.

VORHANDEN: David Brunt (chairman), Tom Winn, Dianne Baker, Jacqui Ritter, Katrina Dumontroty, Barbara Fry, Peter Fry, Reg Alford, Claire Axten, Marina Richards, Paul Badman, Barbara Cowell, Kay Strain
ENTSCHULDIGUNGEN: Bernard Squire, Käfige Butler, Sally Holz

1. David welcomed everyone to the meeting.
   David checked that everyone had read the minutes from the January meeting and signed them as a true record.
   
   
2. Entstandener Fragen
   • The Committee thanked Claire for the delicious food she and her team provided at the Christmas party.
   • Visit from our Isny twinners – in the January minutes it was said that costs would be more this year due to increased numbers travelling. This isn’t the case, it is due to the fact that they will be staying longer than on previous visits.
   • Financial Presentation from David Atkins – Some of the committee felt it was quite difficult to set budgets, however it was agreed that whoever organises an event would present a preliminary budget to which, after approval by the committee, they would try to adhere. If there are any subsequent problems they would then refer back to the committee.
   
   
3. Treasurers Report

   • Bank accounts are healthy, although more fundraising would be helpful – see below.
   • Bank Signatories – Barbara Cowell proposed that David Brunt was added to the signatory list, seconded by Marina Richards. David Brunt will be added and Bernard Squire’s name will be taken off. Marina to action.
   

4. Besuch Gravenchon 2018
   • 30th May – 3rd June. An early start on the Wednesday, returning late on Sunday night. Timings to be confirmed.
   • Balance due by 14th March. Adults £125, Children £60. Katrina will send an email to all members.
   • Strode College have said members can leave their cars in their car park – Katrina to confirm.
   • One French family (Mum, Dad and two girls aged 10 und 15) are looking for a family to host. If you know of anyone please let one of the committee members know a.s.a.p.
   
   
5. Besuch aus Isny ​​ 2018
   • Visitors will be here for 7 days/6 nights and will be picked up from Heathrow Airport. They will visit Windsor on the way to Street and two day trips will be organised, one to the seaside and one to Bristol. There will also be some local activities.
   • Barbara has estimated £2600-£3000 to cover costs.
   • Itinerary and detailed costings will be available at the next meeting.
   
   
6. Visitors Accommodation with Non-Members
   • The choir/band from Isny are no longer coming with the group so no other accommodation will be needed.
   
   
7. Website and Facebook
   • Both being kept up to date.
   
   
8. Fundraising
   • It is hoped that we will have an afternoon Strawberry Tea and a Cheese and Wine evening – David will check with the hosts and confirm at the next meeting.
   • Events planned so far this year:
   • June – Strawberry Tea
   • 1st September – Merriman Park Fun Day
   • 7th December – Street Christmas Cracker
   • Reg suggested that an event with Glastonbury Male Voice Choir could be arranged next year. Date, venue etc. to be decided.
   • If any members have any ideas for fundraising events please let one of the committee members know.
   
   
9. Lotterie
   Winners this month:
   1st Prize Avril Berry
   2nd Prize David Brunt
   3rd Prize Sam Richards
   
   
10. AOB
    There was no other business and the meeting was closed.
    Date of next meeting – Wednesday 7th March 2018