Minutes November 2020

Minutes of the committee meeting held via Zoom.

Wednesday 25th November 2020. The meeting started at 7.30pm.

 

1.      Welcome and apologies for absence:

 

ACTUELLE: David Atkins (chairman) DA, Tom Winn (vice chairman)TW, Marina Richards (treasurer) MR, Jacqui Chevalier (secrétaire) JK, Peter Fry PF, Barbara Fry BF, Trevor Skinner TS, Francis Knight FK, Cages Butler GB, Catherine Atkins CA, Kay Strain KS, Paul Badman PB

 

EXCUSES: Sally Wood and Claire Axten

 

2.      Minutes of the meeting held on 23RD Septembre 2020: TW proposed that the minutes were correct and seconded by TS. All agreed and the minutes will be signed at a later date.

 

3.      Matters arising not on Agenda - Guidelines for Event Organisation: This will not include risk assessments for foreign travel as our insurance only covers the UK. DA will re issue the guidelines and it will become a working document.

 

4.      Chairman’s Report: DA thanked everyone who made the AGM happen and also thanked everyone who participated.

 

5.      Secretary’s Report: JK sent an email to Cllr. Goater to follow up the request for a road named after Isny. In the email it stated that there had been a suggestion from a member for the road to be around trees and to be named an Avenue. Cllr. Goater replied that he will keep reminding developers on all major building developments going through planning permissions but informed us that there has been a delay.

 

6.      Treasurer’s Report: Please see the financial report at the end of the minutes. MR thanked members for their membership and lottery payments. JK has handed over all the cheques to MR et KS offered to collect the cheques and bank them which was agreed by the committee. A reminder that when making a BACS payments please change the reference so as it states what the payment is for.

 

Current and deposit account balances were provided.

 

7.      Membership & Member’s Welfare: JK thanked the members who have sent in their membership forms. Sadly Susan Mackenzie, one of our new members who had hoped to visit Gravenchon this year, will not be re-joining Twinning. The Wells family have also said that they will not be re-joining this year. It was agreed to put the Wells family on the supporters list and keep them in the loop with the hope that they may return.

35 members have renewed their membership (including two children) and receipts have been sent for all membership payments received.

 

8.      Visits in 2021:

 

GRAVENCHON: The visit was discussed and it was felt by many committee members that the proposed dates of Wed 5e to Sunday 9e of April 2021 would be too soon to travel abroad. It was agreed that DA will contact Sharon in France and suggest the 2e option of the later date Wed 2e to Sunday 6e Juin. This later date would give members more time to make a decision as planning wouldn’t need to start until possibly April. Travel at this time of year may be more expensive than the proposed April date but we would possibly have more members happy to travel. France will not be reviewing its lock down until Jan 20e including their restaurants and bars and so this later date will also give the French Twinning committee more time for making arrangements for hosting.

DA suggested a Zoom meeting with Gravenchon as the Isny meeting had gone so well. He will suggest this to Sharon.

 

ISNY: BF, TS and Wolfgang had dealt with the technical side of the zoom meeting very well. Wolfgang had given some lessons on zoom as many of their members hadn’t used it before. He suggested that a half yearly zoom meeting between visits would be good as it had gone so well. BF had received some lovely thank you emails from Isny for the greeting cards that were sent to all the families that had been due to travel over to England this year.

The Isny committee have informed us that they will need to make a decision in February as to whether they travel to England next year. This seems very early but hopefully we will all have good news by then in regards to the virus. With this in mind it was agreed that we will need to be contacting our members late January or early February to see who would like to host so as Isny can start making plans. BF will send JK the information about hosting Isny so as all members can be contacted. The proposed visit will take place during the first week in August but exact dates have not been agreed as yet.

Veronica, in Isny, has said that the plans for a road to be named after Street are going ahead.

 

9.      Fundraising and Events: DA informed the committee that he had cancelled the bric a brac stall for the 3RD Dec at the Street Market. It was agreed by the committee that it would be too soon to hold one this year and it will be re arranged for next year.

 

10. Site & Facebook: PF has updated the website with the AGM minutes and JK has posted on Facebook the lottery results and photos from the AGM and the zoom meeting with Isny.

 

11. Publicity: Claire Axten had suggested an article for Basis and DA has started a draft for the January addition. JK will send him the photos from the Isny zoom meeting.

 

12. Loterie: Congratulations to the winners of the November lottery draw. The numbers were drawn by Kay Winn and read out by TW during the zoom meeting.

 

1st Prize no.29 Milly Baily

2e Prize no.58 Kay Winn

3RD Prize no.34 Alison Rowton

 

TW reported that 8 people have bought 28 tickets so far. There is a need for more lottery tickets to be sold to enable the prize money to stay the same. KS offered to take over the lottery as TW had previously stated that he would like to stand down. DA thanked KS for stepping forward.

A reminder that all correspondence for the lottery needs to be sent to Tom until Kay officially takes over. He needs to have signed copies of the lottery forms so as there is evidence for the numbers sold. The wording on the form will be changed ready for next time so as this is clearly stated.

As there is no committee meeting in December it was decided that Tom and Kay Winn will draw the numbers on 23RD Dec. TW will then email the results to JK so as she can send out the results to all the Twinning members.

 

13. AOB:

 

FK reminded committee members to use WhatsApp as it is easier to follow the thread of a conversation rather than using email.

 

MR suggested a Christmas Zoom Quiz as there will be no Christmas meal this year. FK said that he had taken part in zoom quizzes during lock down and people had shared the load of thinking up quiz questions which had worked very well. TS said he has a quiz ready and it was suggested that five rounds of five questions would be long enough for a zoom meeting. This would be open to all members. It was felt by the majority of the committee that it shouldn’t be a fund raiser but more of a friendly get together at Christmas or in the New Year. The committee will use WhatsApp to arrange a date and then the members will be invited and given the Zoom details. CA suggested that a different theme other than Christmas would be appropriate if it is in the New Year.

 

GB et KS, who had not been able to attend the AGM, stated that they are both happy to continue as committee members. There are a total of 14 committee members.

 

14. Chairman’s Closing Remarks: DA thanked everyone for attending the meeting and TS or arranging Zoom. There won’t be another meeting until next year and so season’s greetings to all and have a safe New Year.

 

Meeting Closed at 8.25pm

Date de la prochaine réunion: Wednesday 27th Janvier 2021 at 7.30pm

To be held via Zoom.

 

Minutes of the AGM – Octobre 2020

Minutes of the Annual General Meeting held via Zoom.

Saturday 31st Octobre 2020. La réunion a commencé à 2.30 pm.

 

1.      ACTUELLE: David (DA) and Catherine Atkins, Tom Winn, Marina Richards, Jacqui and Francis Knight, Peter and Barbara Fry, Claire Axten, Trevor Skinner, Sally Bois, David and Veronica Brunt, David and Hilary Mozley, Yvette Carver, Shirley Gunter, Gill Davey, Avril Berry and Mark Lewis.

 

EXCUSES: Paul Badman, Tina and Tony Della Valle, Kay Winn and Jenny Lewis. Kay Strain sent a message during the meeting which was not picked up until after, stating she couldn’t hear us so unfortunately had to leave the meeting.

 

2.      Minutes and any matters arising of last AGM held on 23RD Octobre 2019:

DA welcomed everyone to the meeting and checked that they had read the minutes from the previous AGM and that they were a true record. Trevor proposed that the minutes were correct and Tom seconded. A unanimous wave of hands from members present showed we were all in agreement. No matters arising.

 

3.      Chairman’s Report: (A copy of the report was sent to all members in the week of the meeting)

David checked that everyone had received a copy of his report. In summary he said that the cancelled trips were very disappointing and even though Covid has still not been resolved, the future is bright and our lives will change into an alternative routine. People will be looking for new safe ways to travel which may encourage new members to twinning. We had sadly not been able to do our usual fundraising stalls this summer but we had raised £1200 last year. He thanked everyone for giving him the opportunity to be chairman, it was a sometimes difficult year with new challenges but he has enjoyed it.

Barbara Fry proposed the acceptance of the report and Marina Richards seconded. Agreed with a wave of hands from members.

 

4.      Treasurer’s report and presentation and acceptance of the annual accounts: (A copy of the accounts was sent to all members in the week of the meeting)

Marina presented the accounts for the financial year to 31st Août 2020 as checked by the accountant.

 

Current account balance £5,349.81

Reserve account balance £8,058.38

 

Sally proposed to agree the accounts and Catherine seconded and a wave of hands showed the members present were in agreement.

Marina proposed for membership to stay at £15, seconded by David Brunt and a wave of hands carried the motion.

DA thanked Marina for all her help especially after going through such a personally tough year.

 

5.      Changes to the Constitution: (The proposal was sent to all members along with the 1st et 2e calling notices)

The committee proposed the following additions to item 7. MONEY AND ASSETS:

Sub-section n Discretionary Payments – Total unbudgeted expenditure of up to £100.00 in any month between Committee Meetings can be authorized by two of the Chairman, Secretary and Treasurer.

Sub-section o Direct Debit Card – The Treasurer is authorized to hold a Debit Card on behalf of and in the name of the Association to undertake payment of any approved expenditure.

 

Discretionary payments motion was seconded by David Mozley and carried by a wave of hands from members present.

Direct Debit Card motion was seconded by Gill Davey and carried by a wave of hands from members present.

Please find attached the updated Constitution.

 

6.      Voting to elect the Chairman:

DA asked if any members would like to request a ballot. No requests were received and so the voting by show of hands would proceed.

 

Once David had left the room Tom congratulated David Atkins on a good chairmanship over the past year and proposed to re-elect David as Chairman. Jacqui reported that no other nominations or votes against had been received by post of email and that the nominations she had received were in favour of David being re-elected.

Trevor seconded and the motion was carried by a wave of hands.

David re-entered the zoom meeting and was congratulated by Tom on being re-elected. David thanked the members and gave special thanks to Tom and appreciated his help and advice over the year.

David Atkins re-elected as Président

 

7.      Voting to elect Vice Chairman, Treasurer and Secretary:

Jacqui reported that no other nominations or votes against had been received by post of email and that the nominations she had received were in favour of the current Vice Chairman, Treasurer and Secretary being re-elected.

Before the vote took place the current Vice Chairman Tom Winn said that he felt he should stand down due to his health but with the present situation and there not being much to do he feels happy to stay in the position until someone stands forward.

The candidates left the room and a vote was carried out by a show of hands. The motion was carried and the three candidates re-entered the zoom meeting and congratulated on their re-election and they thanked everyone.

Tom Winn re-elected as Vice Chairman

Marina Richards re-elected as treasurer

Jacqui Chevalier re-elected as secrétaire

 

8.      Members are invited to volunteer to serve on the management committee with a target of at least 10 members:

Members volunteering to serve on the committee for the coming year are:

 

Francis Knight, Claire Axten, Sally Bois, Barbara and Peter Fry, Catherine Atkins, Paul Badman and Trevor Skinner.

Previous Committee members Gabbie Butler and Kay Strain who were not at the meeting will be approached to see if they would like to continue.

Anyone else who would like to join is very welcome; please contact either David or Jacqui.

 

9.      Loterie:

Tom stated that the lottery is one of the few fundraisers still able to go ahead and asks members to encourage family and friends to join. The lottery licence renewal is now due. It was agreed that Tom will pay the £20 and Marina will reimburse. Tom is happy to continue lottery for the time being until someone steps forward. Please let David, Tom or Jacqui know if you would be happy to step in.

 

October Lottery Winners:

1st no.13 Sandy Baird £20

2e no.55 David Mozley £10

3RD no.49 Lily Della Valle £5

 

10. AOB:

Gill Davey asked if there were any possible dates for visits or hosting next year. David stated that the plan is to visit Gravenchon from 7e à 11e April and host Isny during the week commencing the 2e Août. The agreement with both France and Germany was to maintain the same pattern of visits as we would have done this year. No organising will start for Gravenchon until the beginning of next year. Isny has a deadline of the end of February to start organising. There is no pressure for members to take part and we will do everything we can to delay payments of any kind.

Peter Fry thanked Jacqui for her help in keeping everyone updated and keeping the links going.

Sally Wood asked when people can pay for lottery. Tom answered by saying an invitation letter will go out shortly and the first new draw will take place at the January Committee meeting. There is no rush but Tom would like replies back before Christmas so as numbers can be allocated in plenty of time before the first draw.

Mark Lewis asked about the Road which has been requested to be named after Isny. Jacqui said that she has received a very positive email from Cllr. Peter Goater and they are waiting for planning permission to go ahead for a possible new housing estate in Street and an extension to the current Business Park by Sainsbury’s. Mark proposed that it would be a nice idea if the road had trees along or near it and if it could be called an avenue as this would be very fitting for Isny. Jacqui is happy to contact Cllr. Goater with this proposal.

 

DA thanked Trevor for hosting the zoom meeting and thanked Peter and Jacqui for helping to circulate the information for tonight’s AGM. He thanked everyone for attending.

 

Meeting Closed at 3.15pm

Date de la prochaine réunion: Novembre 25e 2020 at 7.30pm

To be held via Zoom