Committee meeting held in the John Webster room at 7.30 on Wednesday 1st Nov 2017

1. THOSE PRESENT: David Brunt, Claire Axten, Käfige Butler, Marina Richards, Jacqui Ritter, Sally Holz, Dianne Baker, Peter Fry and Tom Winn.

2. ENTSCHULDIGUNGEN: Bernard Squire, Kay Strain, Barbara Fry, Barbara Cowell and Katrina Dumontroty, Reg Alford.
David took the chair, welcomed everyone to the meeting and gave a short address.

3. MINUTES OF PREVIOUS MEETING
David checked that all had read the minutes of the October meeting. He then signed them as a true record.

4. MATTERS ARISING
Sally raised the issue of the procedure used at the meeting to elect officials. She was not aware of any rules but felt that a show of hands was not acceptable, especially with candidates present. It was also very embarrassing.

David agreed and said that although it was unusual to have more than one nomination, there should nevertheless be a recognised voting procedure identified in the constitution. He proposed a small sub-committee who would meet informally and recommend proposed amendments to the management committee. A revised constitution would be presented for acceptance at the next A.G.M.

5. NOMINATIONS FOR GENERAL SECRETARY
At present we have a Membership Secretary (Katrina) and a Minutes Secretary (Kay). No one was prepared to fill the position to coordinate all general activities. It was therefore proposed to accept the current position, with the rider that members organising activities would be responsible for any related correspondence.

6. TREASURERS REPORT
Marina presented an Income/expenditure statement covering the period from 1st September. She has received the checked accounts for the previous year and they are available for the committee to view.

7. FUNDRAISING:
a. Cristmas Cracker 2nd Dec
Jacqui and Katrina are organising the stall and Katrina will prepare the rota. Bottle wrapping for the Water/Wine will take place at Claire’s house, 25 Clockhouse View, on Thurs 30th Nov at 7.00 pm. Volunteer wrappers are required. Paper is available, but please bring your cellotape machines.
b. Christmas Party 8th Dec.
So far, only 27 tickets have been sold although many more are in circulation and additional ones are available on request. Please report numbers sold to Tom Winn by the last week in November.
Claire has volunteered to assume the role of caterer and obviously needs to be aware of numbers attending. Hall and entertainment are booked and Jackie is organising a photographic slide show of events throughout the year.
Sally will organise raffle prizes for the party and also the Christmas Cracker event on 2nd Dec. Any donations for prizes are welcome. Please give them to any committee member.
Further fundraising activities will be planned at future meetings

8.GRAVENCHON VISIT 2018 (30th May to 3rd June)
Coach and ferry have been booked and deposits paid. Further information will be provided when available. Numbers currently travelling are 44 adults and 7 children

9.VISIT FROM ISNY 2018 ( Bank Holiday weekend, 23rd to 28th August).
Waiting advice from Jenny Lewis regarding possible addition of a German musical group. Claire has a copy of the itinery for this year, available to anyone interested in future German twinning.

10 LOTTERY
£20 R Lockyer
£10 Marisa Della Valle

11. A.G.M.
Any amendments to the constitution must be agreed by the membership at an open meeting. This will occur at the next A.G.M, date to be agreed.
Walton Village Hall is not available on Friday 1st Sept. It was agreed to keep to this date and Claire will try to book an alternative venue (possibly the United Reform Church hall).

12.WEBSITE/FACEBOOK
Please check both, there is lots of interesting stuff!

13. A.O.B
Peter queried the availability of information/documentation for potential new members, particularly with a view to recruitment at the Christmas Party. As Katrina was not present it was agreed to raise this with her outside the meeting.

14.DATE OF NEXT MEETING:
Wednesday 6th December at 7.30 pm in the John Webster room.

Minutes of the Annual General Meeting held in the John Webster Room, Wednesday 4^th Oktober 2017.

Das Treffen begann um 7.30 pm.

VORHANDEN: Bernard Squire, Claire Axten, Marina Richards, Tom Winn, Paul Badman, Jacqui Ritter, Sally Holz, Kay Strain, Jenny & Mark Lewis, Barbara Cowell, Ian Higton, Katrina Dumontroty, Viv Squire, Doreen Nicholls

ENTSCHULDIGUNGEN: David Brunt, Reg Alford, Käfige Butler, Peter & Barbara Fry, Dianne Baker 1. Bernard welcomed everyone to the meeting.

2. Bernard checked that everyone had read the minutes from the September meeting and he signed them as a true record.

3. Election of Chair, Vice Chair, Secretary, Treasurer, Minutes Secretary

Chair – David Brunt nominated by Bernard Squire and seconded by Barbara Cowell.

Vice Chair – Claire Axten nominated by Jacqui Knight and seconded by Sally Wood.

Secretary – to be discussed at the next meeting.

Treasurer – Marina Richards was asked to continue as Treasurer, everyone was in favour. David Brunt will assist if required.

Membership Secretary – Katrina Dumontroty will continue in this role.

Minute Secretary – Kay Strain will continue to take the minutes and Tom Winn will stand in if Kay is not present at the meeting.

4. Entstandener Fragen

a. Annual Fees – 49 members have paid. Katrina will remind those still to pay.

b. Reports on website – it was confirmed that both Isny and Gravenchon reports were on the website.

c. AGM Review – everyone thought the meeting was well attended. The slide-show was enjoyed by all and the refreshments were good.

d. As the accounts were not ready for the AGM, Claire proposed that in future the AGM be held in October so that they would be available, all agreed. The next meeting will be a General Meeting and members will be advised of the change to the Constitution to reflect the change.

e. Tree watering – can now stop as the tree is well established. Some pruning is needed, Katrina will speak to Sean.

f. Lottery invitations – Tom Winn will send out invitations at the end of October. Please encourage family and friends to join as we need to sell more tickets.

5. Treasurers Report

Marina said that 51 members have signed up for the Gravenchon visit next year.

As at 31st August 2017 the Current Account balance is £3073.11 and the Reserve Account balance is £8027.72.

6. Gravenchon Visit 2018

So far 44 adults and 7 children have signed up. Two families will be driving separately.

7. Isny Visit 2018

Nothing has been confirmed but it is likely that the visit will be in the second half of August.

Jenny Lewis mentioned that a group of 12 musicians were interested in coming over and it would be good if they could link up with a similar group here – the Drum & Trumpet Corps was mentioned. Jenny will get some more information.

8. Fundraising

a. Christmas Party – Friday 8th December, Meadway Hall, Compton Dundon 7.30-11pm. Supper provided but please bring your own drink. Tickets available from Committee Members - Adults £8, children under 16 £4. A sub-committee (Jacqui, Katrina, Kay, Sally & Tom) will meet next week. If anyone else would like to come along please let one of us know.

Raffle Prizes are needed, if you would like to donate please contact one of the Committee Members.

b. Street Christmas Cracker – Saturday 2nd December 11am – 4pm.

It was agreed to have the stand in the Crispin Centre as last year and there will be the Water & Wine, Hook a Duck and a Raffle. Donations needed please for the raffle and bottles of wine for the stall. Bottle wrapping will be done on 30th November at Claire’s house (25 Clockhouse View).

Katrina will co-ordinate a list of helpers so please let he know your availability.

c. Ideas for 2018 – this will be kept on the Agenda. It is hoped to have a Strawberry Tea.

9. Webseite & Facebook

Both are being kept up to date with photographs, reports and details of events.

10. Lotterie

1st Prize – No. 23 / Tony Della Valle

2nd Prize – No. 2 / Daniella Della Valle

11. AOB

A grant of £752.50 has been received from Street Parish Council. Marina will send a thank you letter.

David Atkins has kindly offered to work with Marina and David on a financial projection for the next five years to help assess what fund-raising needs to be undertaken.

Confirmation of Committee Members for 2017/18: David Brunt, Claire Axten, Bernard Squire, Tom Winn, Marina Richards, Reg Alford, Katrina Dumontroty, Kay Strain, Barbara Cowell, Paul Badman, Dianne Baker, Käfige Butler, Jacqui Ritter, Peter Fry, Barbara Fry, Sally Holz.

12. Termin der nächsten Sitzung

Wednesday 1st November at 7.30pm, John Webster Zimmer, Parish Zimmer.

Minutes of the Annual General Meeting held in the United Reformed Church, Street on Friday 1st September 2017. Das Treffen begann um 7.30 pm.

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

1. Bernard welcomed everyone to the meeting.

2. Checking of the Constitution
Claire proposed that no changes to the Constitution were necessary, this was seconded by Peter Fry.

3. Report of visit from Gravenchon Twinners
Claire read the report to the members present. A copy of the report can be found on the website. Next year’s visit date: Weds 30th May – Sunday 3rd June.

4. Report of visit to Isny Twinners
Peter read the report to the members present. A copy of the report can be found on the website.

5. Nominations for the committee for 2017/18
The following members will be part of the committee for next year: Claire Axten, David Brunt, Bernard Squire, Marina Richards, Paul Badman, Dianne Baker, Käfige Butler, Jacqui Ritter, Tom Winn, Peter Fry, Barbara Fry, Sally wood, Katrina Dumontroty, David Atkins.

6. Treasurers Report
Funds raised in this financial year 1.1.17 - 31.8.17:
Christmas Cracker - £136.20
Shopping Bags - £18.00
T-shirts - £65.50
Lotterie - £439.00
Grant from Clarks – £750.00
Expenditure:
Hire of Meeting Room - £247.50
Gravenchon Visit - £6744.00
Lotterie - £240.00

There is £3000 in the current account and £8000.00 in the reserve account.

7. Fund Raising
Merriman Park – Saturday 2nd September.
Christmas Cracker – Saturday 2nd December 11am – 4pm.
Christmas Party – Friday 8th December at the Meadway Hall, Compton Dundon. The Hall and the DJ have been booked. Ticket prices to be advised after the next meeting.

8. Lotterie
First Prize – 29 Hazel Russell Second Prize – 21 Kay Winn
Tom will send out invitations to join the 2018 Lottery to all members in October.

9. A.O.B.

a. Tree Watering Schedule:
 4th Sept Jacqui & Francis Knight
 11th Sept Tom Winn
 18th Sept Claire Axten
 25th Sept Dianne Baker
 2nd Oct Jacqui & Francis Knight
 9th Oct Tom Winn

b. Membership Fees are now due - £12 adults, no charge for children. Please pay a.s.a.p. Bank details below.

c. Bernard Squire, retiring Chairman – Claire, on behalf of the committee, thanked Bernard for all that he has done as Chairman and presented him with a Michael Cooper picture. Bernard thanked everyone and wished everyone luck for the future.

12. Termin der nächsten Sitzung
Wednesday 4th October at 7.30pm, John Webster Zimmer, Parish Zimmer.

Protokoll der Ausschusssitzung im John Webster Zimmer am Mittwoch 2^nd August 2017.

Das Treffen begann um 7.30 pm.

VORHANDEN: Bernard Squire, David Brunt, Marina Richards, Paul Badman, Jacqui Ritter, Dianne Baker, Reg Alford, Sally Holz, Kay Strain

ENTSCHULDIGUNGEN: Claire Axten, Tom Winn, Peter & Barbara Fry, Katrina Dumontroty, Käfige Butler, Barbara Cowell

		TO ACTION
1.	Bernard welcomed everyone to the meeting.
2.	Bernard checked that everyone had read the minutes from the meeting in July and signed them as a true record.
3.	Entstandener Fragen AGM – it is now confirmed that the meeting will take place on Friday 1st September at the United Reformed Church (opposite Living Homes) at 7.30pm. Please put this date in your diary. Fundraising - Christmas Dance, Compton Dundon Village Hall on Friday 8th Dezember. There will be a simple supper, games, bring your own drink, Verlosung, lucky dip for the children. Mehr Details zu folgen .
4.	Treasurers Report Marina reported that she had received some deposits for the 2018 trip to Gravenchon.
5.	Gravenchon visit 2018 (30th May to 3 rd Juni) Coach has been booked, ferry will be booked by Katrina. Please return all forms a.s.a.p. and deposits (£20 adults/£10 children) von 1st September please.	Katrina
6.	Visit to Isny (25th bis 30th August) Barbara (Fry) presented the wall hanging that will be given to the Isny Twinning Association. Everyone thought it was wonderful and expressed their thanks for all the hard work put into making it. A photograph will be available once it has been finished.
7.	AGM As above.
8.	Fundraising Christmas Party - as above. Merriman Park Fun Day , Saturday 2nd September – it was agreed to do the Wine & Water stall again and Hook a Duck for the children. Help is needed to set up and man that stalls. Please let Claire know if you can help. Empty (screw top) wine bottles are needed and can be taken to Claire’s house (25 Clockhouse View) at any time up to the 24th August. If no-one is home they can be left by the garage and bins, behind the house. Wrapping will take place at Claire’s house at 7pm on Thursday 31st August. Donations of FULL bottles of wine are also necessary for the success of the stall.
9.	Webseite & Facebook Jacqui will put a request out for help with the wrapping of wine bottles.	Jacqui
10.	Lotterie Hauptgewinn - 47 David Brunt Second Prize – 10 Katrina Dumontroty
11.	A.O.B. Accounts: The accounting year runs from 1st September to 31st August for membership, deposits, balances etc. The Lottery runs from 1st January to 31st Dezember. Dates for your diary: 1st September – AGM 2nd September – Merriman Park Fun Day 2nd Dezember - Christmas Cracker 11am – 4pm 8th December – Christmas Dance Tree Watering: 7th Aug Gabbie 14th Aug Sally 21st Aug Bernard 28th Aug Marina 4th Sept Jacqui 11th Sept Tom 18th Sept Claire
12.	Termin der nächsten Sitzung Friday 1st September, United Reformed Church, 7.30pm.

Minutes of the committee meeting held in the John Webster room at 7.30 on Wednesday 5^th Juli 2017   VORHANDEN: Bernard Squire, Käfige Butler, Marina Richards, Paul Badman, David Brunt, Jacqui Ritter, Claire Axten, Barbara Cowell, Sally Holz, Katrina Dumentroty, Tom Winn ENTSCHULDIGUNGEN: Kay Strain, Dianne Baker, Barbara and Peter Fry. Bernard welcomed everyone to the meeting and confimed all had read the minutes of the June meeting. He then signed them as a true record.  

1. MATTERS ARISING:

  Clarification was sought of the agreement to make a donation to the Street Society for refurbishment of the library wall mural. It was pointed out that this activity is only at the conceptual stage and no further information is available.  

2. TREASURER’S REPORT:

No report available this month, due to very little activity  

3. GRAVENCHON VISIT 2018 (30^th May to 3 ^rd Juni)

The 55 seater coach from Taylors has been confirmed at a cost of £3300. This does not include a daily cost for the driver and suitable accommodation will have to be provided. Katrina reported that booking the ferry through the French office of Brittany Ferries would appear to be more expensive than via the UK office. UK prices are not yet available. The individual cost will obviously depend on numbers travelling but based on last year’s ferry prices (£2350) would be in the order of £130 per adult. Claire will send an e-mail, requesting expressions of interest.

4. VISIT TO ISNY (25^TH bis 30^th August).

The coffee morning arranged by Barbara and Peter Fry was informative and was enjoyed by all attending. Thanks to Barbara and Peter. It has been agreed to travel to and from Bristol airport by private car. Claire has a copy of the itinery for this year, available to anyone interested in future German twinning.

5. A.G.M.

Walton Village Hall is not available on Friday 1^st Sept. It was agreed to keep to this date and Claire will try to book an alternative venue (possibly the United Reform Church hall).  

6. GRANTS.

A grant of £750 has been received from Clarks. Letter of thanks to be sent. The application for a Parish Council grant of £600 has been submitted by Marina.   7.FUNDRAISING a. The first event is at the Merriman Park Fun Day on Sat 2^nd Sept. Help is needed to set up and man the stalls. One of these is the Water and Wine stall and empty wine bottles (screw top) are needed. They can be left at Claire’s house (25 Clockhouse View) any time up to 24th August. If no one is home, they can be left by the garage and bins, behind the house. Please note that donations of full wine bottles are also necessary for the success of the stall. Screw tops are not essential for full bottles. Bottle wrapping will take place at Claire’s house at 7pm on Thursday 31^st August.   b. The proposal to hold a ceilidh on 21^st October at Compton Dundon village hall has been abandoned. This is due to unavailability of the hall on that date and also that the costs obtained mean that it is not financially viable. Hall hire, band and food would cost in the region of £600 and any profit would be marginal. As an alternative it was proposed to hold a supper and dance nearer to Christmas. Friday 8^th December was proposed, at Compton Dundon. It would be a simple supper and “bring your own” drink. Claire will investigate music options. All members are requested to put this date in your diary 8.WEBSITE/FACEBOOK A card has been received from the Gravenchon twinners. It is titled “ The event of the year – 50” and contains little passages from most of our French friends, describing how much they enjoyed the 50^th anniversary celebrations. Hopefully Jacqui can scan this to our Facebook page.   9. LOTTERY Hauptgewinn 57 Pauline Jones Zweiter Preis 32 Kay Winn   10. A.O.B a. Avril Berry had queried the rationale behind omitting a “Strawberry Tea” from this year’s programme. Claire will contact her to explain. b. A request has been received from a twelve year old German boy called Niclas, asking to spend a two week holiday in England this summer. Jacqui will put the details on the Facebook page.   c. Commemorative Tree The plaque, with an extra long stake is now available. Paul will place it by the tree. There was some concern expressed about the way that some of the small branches are crossing. Advice will be sought on how and when to proceed. A new rota for tree watering was agreed as follows: Week commencing 26^th June Jacqui 3 ^rd July Tom 10^th July David 17^th July Barbara Cowell 24^th July Marina 31^st July Dianne (to be confirmed) 7^th Aug Gabbie 14^th Aug Sally 21st Aug Bernard 28^th Aug Marina 4^th Sep Jacqui 11^TH Sep Tom 18^th Sep Claire   11.DATE OF NEXT MEETING: Wed 2^nd August at 7.30 pm in the John Webster room.

Protokoll der Ausschusssitzung im John Webster Zimmer am Mittwoch 7^th Juni 2017. Das Treffen begann um 7.30 pm.   VORHANDEN: Claire Axten, Tom Winn, David Brunt, Sally Holz, Jacqui Ritter, Katrina Dumontroty, Barbara Cowell, Dianne Baker, Käfige Butler, Reg Alford, Peter Fry, Barbara Fry, Kay Strain APOLOGIES: Bernard Squire, Marina Richards, Paul Badman

1. Claire welcomed everyone to the meeting.

 

2. Claire checked that everyone had read the minutes from the May meeting and signed them as a true record.

 

3. Entstandener Fragen

 

1. A card was received from Collette Langlois thanking the Twinning Association for the card that she received following the death of her husband.
2. Clock Distribution – Katrina contacted the Twinning families to check that they had received a clock. Claire will contact Sharon to see how many French families still need a clock.
3. Report on Parish Council Investiture – some members attended the evening at Strode Theatre on 25^th It was a very good and interesting evening.

 

4. Treasurer's Report

  No report available.  

5. Gravenchon Visit 2018

 

1. Travel Arrangements

Katrina has obtained some coach and ferry costings. It was suggested that it might be less expensive if booked from the French side of Brittany Ferries, Katrina will investigate. It was agreed to make a provisional booking for the coach with Taylors Coaches.  

6. Visit to Isny 2017

  27 people are going to Isny this year. There is a meeting on Saturday morning for all involved to finalise the details.  

7. AGM

  The AGM will take place on Friday 1^st September, 7.30pm in Walton Village Hall. The meeting will be also be a social gathering and light refreshments will be available. Gabbie will book the hall.  

8. Grants

1. From Parish Council - £600
2. From Clarks - £750
3. Application for 2018/19 Parish Council Grant – the form will be completed by the Treasurer.

 

9. Fundraising

  A ceilidh will be held on Saturday 21^st Oktober, in Compton Dundon Village Hall. Details to follow. (The hall is not available on this date, no message from the band yet. CA and BF are liaising)  

10. Website and Facebook

  Jacqui has received an enquiry via Facebook from a gentleman who is interested in joining the Twinning Association.  

11. Lotterie

  Lottery Draw First Prize 23 Toni Della Valle Second Prize 44 Veronica Brunt

12. AOB

 

• It was agreed in principle to give a donation to the Street Society to refurbish the Library Garden wall since it celebrates the twinning.

 

• Street Parish Council representatives this year will be Cllr. Claire Axten and Cllr. Andy Leafe

   

• Dates for your diary:

 

• AGM & Social gathering
• 2^nd September – Merriman Park Fun Day
• 21^st October – social event. To be confirmed
• 2^nd December – Christmas Cracker 11am – 4.00pm

   

13. Date of Next Meeting

5^th Juli 2017 at 7.30pm in John Webster Room, Parish Zimmer

Protokoll der Ausschusssitzung im John Webster Zimmer am Mittwoch 3 ^rd Mai 2017. Das Treffen begann um 7.30 pm.   VORHANDEN: Bernard Squire, Tom Winn, Claire Axten, Paul Badman, Marina Richards, David Brunt, Sally Holz, Jacqui Ritter, Katrina Dumontroty, Barbara Cowell, Dianne Baker, Käfige Butler, Reg Alford, Kay Strain APOLOGIES: Barbara and Peter Fry

1. Bernard welcomed everyone to the meeting.

 

2. Bernard checked that everyone had read the minutes from the January meeting and he signed them as a true record.

 

3. Entstandener Fragen

 

1. BBQ at Elmhurst School for visitors from Gravenchon – the Association will pay for the food.
2. Tree in Merriman Park – thank you to everyone who has been watering the tree, keep up the good work! The wording on the plaque is being re-done and should be read soon.

 

4. Treasurer's Report

  Marina circulated costings for the visit, Longleat, coach hire and the dinner dance.  

5. Gravenchon Visit 2017

 

1. Report – a card and an email were received from members of the association expressing their thanks for all the hard work everyone put in to the organising of this years’ visit and the 50^th anniversary celebrations which everyone enjoyed immensely and was a huge success. Bernard and Tom also thanked everyone, the Meadway Hall looked fantastic, well done and thank you to everyone who helped. The event hosted by Street Parish Council at the Victoria Club was very successful and enjoyed by everyone.
2. Date for 2018 visit to Gravenchon – it was agreed to travel in the last week in May (Wednesday 30^th May – Sunday 3 ^rd Juni), probably Portsmouth-Caen ferry. Marina will look at costings, Katrina and Tom will organise the transport.

 

6. Visit to Isny 2017

 

1. Costs

• 1 person + 1 bag* £109.70
• 2 people + 1 bag* £202.40

(*20kg bag)   The departure time has changed and will now leave at 7.40am. Peter and Barbara will contact members visiting Isny with details of a meeting.   Please note that payment is due by 30^th June together with your passport details. Travel Insurance is not included therefore members will need to arrange their own cover.  

7. Website and Facebook

  Jacqui has put lots on Facebook and has set up Flickr for members to use (this is free to use), please have a look and upload some photographs. Peter Fry will put Flickr on to the website.  

8. Lotterie

  Lottery Draw First Prize 03 Gill Daey Second Prize 51 David Atkins

9. AOB

 

• Clocks – there are some of the 50^th Anniversary clocks to be distributed, Katrina will ensure each twinning family gets one. A list will be needed from Sharon of the French twinners who also need to be given one of the clocks.

 

• Bernard thanked everyone for all their hard work and for the gift he received at the dinner dance.

 

• Tom said that a photograph from the tree planting in Merriman Park should appear in the Central Somerset Gazette soon. He will also contact the Mendip Times.

 

• David alerted everyone to the fact that lots of money had been spent recently and therefore we need to raise some funds. All suggestions welcome and will be discussed at the next meeting in June.

 

• Dates for your diary:

 

• 2^nd September – Merriman Park Fun Day
• 2^nd December – Christmas Cracker 11am – 4.00pm

  It was agreed to do the ‘Water or Wine’ at both events as this is a good fund raiser. Please start collecting your empty bottles (screw top only). Donations of bottles of wine are would also be very welcome and can be given to any member of the committee.   There will be a Social Event in September (date to be confirmed); suggestions were – Cheese & Wine Evening, Barn Dance, if you have any ideas please let us know!  

• Investiture- 25^th May Strode Theatre, 7pm. 8/9 Committee members will be attending.

     

10. Date of Next Meeting

7^th Juni 2017 at 7.30pm in John Webster Room, Parish Zimmer