Janvier 2021

Minutes of the committee meeting held via Zoom.

Wednesday 27e Janvier 2021. La réunion a commencé à 7.30 pm.


  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, Claire Axten Cl.A, Francis Knight FK, Catherine Atkins CA, Sally Bois SW, and Simon Carswell.


EXCUSES: Trevor Skinner, Gabbie Butler and Kay Strain.


  1. Minutes of the meeting held on 25e Novembre 2020: DA checked that everyone had read the minutes from the previous meeting and it was agreed that they are a true record. Signing of the minutes will take place at a later date.


  1. Matters Arising not on Agenda: None


  1. Chairman’s Report: The “Guidelines for event organisationwere circulated to committee members before the meeting. We will hopefully be able to put them to the test later in the year. Thank you to everyone who joined the zoom social on Wed 13e Jan. It was lovely to see people there that aren’t committee members and to share some lock down stories and connect with each other again.


  1. Secretary’s Report: Nothing to report


  1. Treasurer’s Report: Nothing to report. DA will be banking the cheques. Please see the financial report at the end of the minutes.


Current account balance £6493.04

Deposit account balance £8058.72


  1. Membership & Member’s Welfare: Sheila James had informed members of the committee that Trevor Skinner is unwell in hospital. SW informed the committee that Christine in Germany had contacted her to let us know that Jürgen is unwell. The committee send our best wishes to them all.

37 members have paid their membership so far and this includes a family with 2 under 18’s. This brings our total of membership to 39. This compares to 61 paid members last year plus 6 under 18’s.

The Well’s family are not re-joining twinning this year but they haven’t ruled out re-joining in the future. Doreen Nicolls has decided to step down from twinning after many, many years as a member. Susan Mackenzie has also decided to leave twinning, she had recently joined twinning and unfortunately never got to visit Gravenchon as she was due to visit for the first time in 2020, we wish them all well.


A discussion followed about membership payments and the views of the committee were;


Some members may have reduced income or other factors as to why they have not paid this year. There are still some outgoing costs but there is nothing happening for our members at the moment so why pay? It would be better to keep members rather than asking them to pay during these difficult times and then them deciding to leave. The Association values its members support and some members may wish to donate their membership fee to the association and pay again next year. Refunds were discussed. Payments could be carried over.


Cl.A proposed and TW agreed for JK to send out an email to all members to inform them of the decisions made by the committee;


All Members will be asked whether they would like to donate their membership payment this year to the association. Members who have paid can chose to donate or carry it forward to cover next year’s membership. Members who have not yet paid and do not wish to make a donation will still be seen as members and can wait until membership is due again in October 2021. There will be no refunds of membership already paid.

  1. Update on visits 2021: Many members have emailed the twinning association giving their support to the decisions that have been made by Street, Gravenchon and Isny to postpone any trips and organisation until the current situation is clearer.


  1. To ND de Gravenchon: DA has had discussions with Sharon and Dede and it was agreed to hold off deciding any dates for the moment. Discussions will continue. An update on France is that there has been a national curfew but schools are still open.

  2. From Isny: They had February as a cut off time to make travel plans. The lockdown in Germany has been extended to mid-February and schools are closed. People are currently not allowed to travel from Germany for holidays.

BF will ask if Isny will still be looking at making a decision in February as we don’t want them to make the decision that they are happy to travel over but we have not yet contacted our members to see if they can host.


  1. Future Fundraising and Events: It was agreed by all who took part in the zoom social evening that it was a very pleasant evening. It was suggested to advertise it more next time to try to encourage more non committee members to take part.

It was suggested that we hold another international zoom event as the Isny one had gone so well. DA has previously discussed this with Sharon in Gravenchon and it is work in progress to try and arrange this. Isny are keen for another zoom social to take place.

It was suggested that we organise something other than a zoom quiz and any ideas would be gratefully received.

We will look towards another zoom meeting in Feb or early March.


  1. Site & Facebook: Nothing to report for Facebook.


JK stated that due to her request to email the monthly minutes to a family who recently left twinning, but who would like to stay in the loop, being declined last month by the committee it raised the question are we happy for the minutes to be on the Website for the general public to read? She expressed concern that there may be details that could be seen as inappropriate for public knowledge, especially member’s welfare. A discussion followed with the following thoughts;


With the minutes being on the Website anyone can access them, this enables supporters, such as the family JK mentioned, to see what’s happening each month i.e. fundraising events etc. without having to be sent the minutes by email. The minutes show intention for future visits enabling people to see when and where we are thinking of doing twinning exchanges. It is somewhere to look back at the minutes and forms a historical record. PF stated that at the moment he doesn’t include the financial figures and offered to redact any sensitive and personal information in the minutes before putting them on the Website. The minutes show that something is going on each month even through lockdown. If the minutes weren’t shown on the Website then it would be someone’s responsibility to update the Website each month which would be time consuming.


It was questioned whether or not the financial details should be included on the Website minutes. Views on this were;


It is a way of protection for the Association to be open about its finances.

The need for Street Twinning to have a Website was then discussed. Views on this were;


Not everyone has Facebook and if someone were to put Street and the word twinning into google or a similar search engine it would bring up our Website for anyone who is interested in Twinning. It gives transparency of the group and gives contact details and shows the group is still active.


It was agreed by a show of hands to continue with the Website and to continue putting the minutes onto it. To empower PF to edit the minutes when appropriate and put the financial statement of the AGM onto the Website and the monthly bank balances.

DA will propose a draft of a new statement for the front page of the Website.


  1. Publicity: DA sent a press release to the Basis magazine for the February/May addition.


  1. Loterie: TW will continue with the lottery until meetings resume as normal, then Kay Strain will take over. Response this year has been very good and thanks to everyone who has bought numbers. Last year 70 numbers were sold and this year 88, there are only 90 tiles so almost a full house!

It was agreed by the committee at this stage not to increase the prizes. It is a slow year for fundraising and it was agreed that the profit will be seen as fundraising for the association.

It was asked why people have not been informed of their numbers or received any kind of receipt. JK offered as membership secretary to send out individual receipts if TW gave her the information as she has all the membersemails. She does not have emails for non-members though and MR asked if non-members win how does she pays them as she has no contact details for them. It was suggested that on the lottery form non-members could give the name of their contact within the twinning. TW assured the committee that payments do get to the right people as he knows who the contacts are.

It was agreed that when JK sends out the minutes in the email she will state that if people would like to know their lottery numbers or numbers for their friends and family, to please contact TW directly tom.winn@virgin.net.

It was suggested that in the future an email address would be helpful for anyone buying a lottery number. It was suggested that any changes wait until Kay takes it over.


Congratulations to the winners of the January lottery draw. During the zoom meeting winning numbers were drawn by Kay Winn and read out by TW.


1st Prize no.71 Ben Atkins

2e Prize no.79 Shirley Gunter

3RD Prize no.17 Kay Winn


  1. AOB: None


  1. Chairman’s Closing Remarks: DA thanked everyone for attending the zoom meeting and special thanks to Simon Carswell who is one of the Street Parish Council contacts to Street Twinning.


Meeting Closed at 8.59pm

Date of next meeting: Wednesday 24e Février at 7.30pm

To be held via Zoom.



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