Minutes of the committee meeting held in the John Webster room, Wednesday 1st August 2018

La réunion a commencé à 7.30 pm.

ACTUELLE:
David Brunt (Président), Claire Axten, Tom Winn, Jacqui Chevalier, Francis Knight, Reg Alford, Marina Richards, Paul Badman, Cages Butler, Dianne Baker, Peter Fry, Kay Strain

EXCUSES:
Barbara Fry, Bernard Squire, Katrina Dumontroty, Barbara Cowell, Sally Bois

1. David welcomed everyone to the meeting.

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

3. Questions découlant
No items were raised.

4. Treasurers Report
• Correction from the previous minutes re the trip to Gravenchon. The income was £5957 and the expenditure £5557 meaning a loss of £400.
• It would be helpful to know the breakdown of ferry costs for adults/children. Katrina should be able to get this information.
• Any claims made for items purchased on behalf of the Association should be sent to Marina Richards and receipts must be submitted.

5. Visite de Isny 2018
• The programme has been finalised.
• There are a few seats available on two the trips: Bristol 25th August - trips to SS Great Britain, M-Shed Museum, lunch at ZaZa Bazaar and some sightseeing, the cost is £23.50 (£22 concession)
Lyme Regis 28th August – visiting fossil museums and a fish and chip lunch, the cost is £20.
For further details please contact Peter Fry on the twinning email: street.twinning@gmail.com

6. Planning for AGM
• The AGM will be held on Wednesday 3rd October, 7.30pm at the United Reformed Church, Street
• A calling notice will be issued to all members giving 28 days notice of date, time, venue and provisional agenda. Requests for additional agenda items must be received within 10 days.
• The notice will also invite members to nominate candidates for the positions of Chairman, Vice Chairman, Treasurer and Secretary. Anyone wishing to serve in one of those positions many nominate themselves. Nominations must be received by either post or email, at least 14 days before the date of the AGM. It will be assumed the nominee is willing to stand/remain in office.
• A second notice will then advise members of the candidates for each position.

7. Merriman Journée Fun Park
• Saturday 1st September. Bottle wrapping at Claire’s – Thursday 30th August, 7pm.
• Donations of bottles of wine would be appreciate as well as used bottles filled with water (screw top), both can be left at Claire’s – 25 Clockhouse View, Street.
• Volunteers needed to help run that Water or Wine stall, 12-5. Kay will send an email to all members.

8. 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.

9. Rue de Noël Cracker
• Saturday 1st December.

10. Christmas Party
• Friday 7th December, Medway Hall, Compton Dundon.
• It was suggested the evening could be fancy dress (optional).

11. Visite de Gravenchon 2019
• The Chairman received an email from Sharon with alternative dates suggested. It was agreed that the visit will be – Saturday 6th April – Wednesday 10th April 2019.
• A sub-committee will be set up, Jacqui, Marina and Kay have volunteered so far, if anyone else is interested please let one of us know at the next meeting.
• New members are needed, couples and a French family with two boys aged 10 & 8 are looking for an English family.

12. Publicity/Recruitment of New Members
• Some new leaflets have been produced – a big thank you to Rebecca Wells for doing this. They will be handed out at events.

13. Loterie
Winners this month:
1st Prize Avril Berry
2nd Prize Kay Winn
3rd Prize David Atkins

14. AOB • Jacqui talked about the fact that 2019 marks the 25th anniversary of the Isny twinning and wondered if there was anything we could do to commemorate this and wondered if it would be possible to name a road as was done for Gravenchon. She will look into who to contact and find out if it is possible.

Date of next meeting – Wednesday 5th September 2018, John Webster Chambre, Paroisse Chambres, Street.

Minutes of the committee meeting held in the John Webster room, Wednesday 2nd May 2018

La réunion a commencé à 7.30 pm.

ACTUELLE: David Brunt (chairman), Claire Axten, Tom Winn, Katrina Dumontroty, Reg Alford, Marina Richards, Paul Badman, Cages Butler, Barbara Cowell, Jacqui Chevalier, Trevor Skinner, Kay Strain, Sally Bois

EXCUSES: Peter Fry, Barbara Fry, Bernard Squire, Dianne Baker

1. David welcomed everyone to the meeting.

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

3. Questions découlant

No items were raised.

4. Treasurers Report

The ferry and coach for the Gravenchon trip have been paid for and the coaches for the Isny trip to Street has also been paid.

The Committee agreed to dontate £100 to Elmhurst School as they will soon be hosting pupils from Gravenchon schools.

5. Visite de Gravenchon

30th May – 3rd June. Depart from Strode College at 4.30am and return on the Sunday evening at 11.30pm.

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

• A couple of things to remember for the trip:
Please sign in with David Brunt before getting on the coach.
Keep your passport at hand as they will be needed.

6. Visite de Isny 2018

All arrangements are in hand.

7. Website and Facebook

Both are being kept up to date.

8. Fundraising

Strawberry Tea – Sunday 17th June, 3pm at 68 Leigh Road, Street. Tickets will be £6.50 for adults and £3.50 for children (aged 5 à 14) and can be obtained from a member of the Committee. There will be a raffle and some games to play. Please bring your own Chair. Action: Katrina to email details to all and Jacqui to put on Facebook.

Merriman Park Fun Day – Saturday 1st September. Please save screw top wine bottles for the event and any donations of bottles of wine will be very welcome – these can be taken to a member of the Committee.

Cheese & Wine evening – Saturday 15th September, venue and timings to be advised.

Please note the amended dates for the Christmas Cracker and Christmas Party:

Street Christmas Cracker – Saturday 1st December.

Christmas Party – date and further details to be confirmed.

9. Amendments to the Constitution

Some amendments to the Constitution were put forward. It was proposed by David Brunt and seconded by Tom Winn that members of the association be invited to the meeting on Wednesday 4th July where the changes to the constitution will be outlined and a vote taken before any amendments are made. The Committee agreed.

10. Grants

The Association has received £752.50 from Street Parish Council.

David Brunt has written to Clarks and is waiting for a reply.

11. Contacts/Confidentiality

On 25th May 2018 the General Data Protection Regulation (GDPR), a new EU regulation relating to the processing of personal information comes into effect. There has been a lot in the news about personal information in general and these regulations in particular and we want to let you know how we use and store the personal information you provided us with when you joined the twinning association. Please see the attached Data Privacy Policy.

By continuing to be a member of the twinning association you acknowledge our Data Privacy Policy , however, if you would like to opt out please email Katrina Dumontroty (katrinadumontroty@gmail.com) by the 23rd May. If you are happy with us having your contact details you don’t need to do anything.

12. Loterie

Winners this month:

1st Prize Paul Badman

2nd Prize Daniella Della Valle

3rd Prize Grace Squire

13. AOB

Date for the diary – AGM, Wednesday 5th September, 7.30pm at the United Reformed Church, Street.

BBQ at Elmhurst School, 11th June – if anyone is able to help please let us know.

Date of next meeting – Wednesday 6th June 2018, John Webster Chambre, Paroisse Chambres, Steet.

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

La réunion a commencé à 7.30 pm.
ACTUELLE: David Brunt (chairman), Tom Winn, Katrina Dumontroty, Peter Fry, Reg Alford, Marina Richards, Paul Badman, Bernard Squire, Dianne Baker, Barbara Cowell, Francis Knight, Trevor Skinner, Kay Strain
EXCUSES: Claire Axten, Cages Butler, Jacqui Chevalier, Barbara Fry
David welcomed everyone to the meeting.
David checked that everyone had read the minutes from the March meeting and signed them as a true record.

Questions découlant

No items were raised.

Treasurers Report

All payments for the Gravenchon trip have been received. The ferry has been paid and the coach company will forward an invoice for payment.
No further lottery ticket money has been received.

Visite de Gravenchon

30th May - 3rd June. Depart from Strode College at 4.30am and return on the Sunday evening at 11.30pm.
Katrina will email the details and check if anyone needs wheelchair assistance.
Strode College have confirmed that members can leave their cars in their car park (on the far left hand side).

Visite de Isny 2018

All arrangements are in hand.
Coaches to be booked and an invoice sent for payment.

Website and Facebook

Both being kept up to date.

Fundraising

Strawberry Tea - Sunday 17th June, timings to be advised
Merriman Park Fund Day - Saturday 1st September.
Fromage & Wine evening - Saturday 15th September, venue and timings to be advised.
Christmas Party - planned for Saturday 1st December, to be discussed further at the next meeting.
Rue de Noël Cracker - Saturday 8th December.

Amendments to the Constitution

Some amendments to the Constitution were put forward and all agreed by the Committee and will be voted on at the AGM.

Grants

We are waiting to hear from Clarks.

Loterie

Winners this month:
1st Prize Grace Squire
2nd Prize Paul Badman
3rd Prize Stuart Baker

AOB

Members of the Twinning Association have been invited to the Investiture of the new Chairman of Street Parish Council on 17th May at Strode Theatre.
If you would like to go please contact David Brunt on 01458 443171 by 30th April.
GDPR will come into force in May.
The General Data Protection Regulation (GDPR) regulates how personal data can be used (your address, telephone number, email etc).

AGA - Wednesday 3rd October, United Reformed Church at 7.30pm, all members are invited to attend.
Date de la prochaine réunion - Wednesday 2nd May 2018

Minutes of the committee meeting held in the John Webster room, Wednesday 10th January 2018. La réunion a commencé à 7.30 pm.

ACTUELLE: David Brunt (chairman), Tom Winn, Dianne Baker, Jacqui Chevalier, Katrina Dumontroty, Bernard Squire, Cages Butler, Barbara Fry, Sally Bois, Reg Alford, Claire Axten and David Atkins.

EXCUSES: Kay Strain, Marina Richards, Paul Badman, Barbara Cowell and Peter Fry

.

1. David welcomed everyone to the meeting.
2. He checked that everyone had read the minutes from the December and signed them as a true record.
3. Questions découlant
   There were no significant issues for discussion
4. Financial Planning
   The Chairman introduced David Atkins to the meeting. He had been invited on the basis of his business experience, to talk to the committee about management of our finances, the major points being:
   i Deciding the level of reserves to be held.
   ii Looking at a period of say 5 years and estimating the income and expenditure for that period.
   iii This would indicate the fundraising required to increase or reduce reserves to the agreed level.
   He went on to emphasise the need for a budget for all events which would have significant costs. The estimated budget would then be agreed by the management committee before spending commenced. He presented examples which will be available at the next meeting.
   The Chairman thanked David for his guidance. As Marina, our Treasurer, was absent through illness, it was decided to wait until the next meeting to discuss this further, hoping that she will have recovered.
   Treasurers Report
   No report available due to illness. Hence no figures are available for either the Christmas Cracker or Party.
5. Christmas Party
   This was thought to have been very successful. Thanks to all those who worked to make it so.
6. Gravenchon Visit 2018
   There is some confusion over the number of members who will be travelling to Gravenchon this year. The balance for coach and ferry are to be paid by April 7th and we will be asking for monies to be paid by March 14th. Katrina agreed to liaise with Marina as soon as possible, to rationalise the various lists.
7. Isny
   It was recognised that due to increased numbers travelling, the costs would be substantially increased this year. Barbara Fry is hosting a meeting this month and is working on a budget.
8. Anniversary Clocks
   A list of retired members who would be interested in receiving a clock is being compiled.
9. Revision of the constitution
   The initial meeting will take place early in February.
10. Website and Facebook
    No website report available, Jackie is keeping Facebook updated with photographs and reports and has made some useful contacts.
11. Loterie
    73 numbers have been taken up for this year (compared to 59 last year). A big thank you for the extra support.
    This means there is a little more money in the prize fund and after some discussion, it was decided to introduce a third prize.
    Winners this month:
    1st Prize Number 72 - £20 Gillian Davey
    2nd Prize Number 8 - £10 David Mozley
    3rd Prize Number 5 - £5 Tina Della Valle
    
12. AOB
    There was no other business and the meeting was closed.

Date de la prochaine réunion

Wednesday 7th February at 7.30pm in the John Webster Room, Paroisse Chambres.

Minutes of the committee meeting held in the John Webster room, Wednesday 6th December 2017.

La réunion a commencé à 7.30 pm.

ACTUELLE: David Brunt, Tom Winn, Dianne Baker, Jacqui Chevalier, Katrina Dumontroty, Barbara Cowell, Bernard Squire, Cages Butler, Marina Richards, Barbara Fry, Peter Fry, Sally Bois

EXCUSES: Claire Axten, Paul Badman

1. David welcomed everyone to the meeting.

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

3. Questions découlant
The appointment of a Secretary was discussed and it was agreed that this role was not essential. Sub committees for events/trips would be set up when needed.

4. Treasurers Report
An up-to-date report was circulated (1.9.17 & 5.12.17). It was agreed to add the date to each report.
Figures for the end of the financial year to 31.8.17 would be brought to the next meeting.
Marina and David met with David Atkins who helped with some financial planning. Everyone is very conscious of what is spent and the association does rely quite a lot on donations. David will be invited to give a presentation at the January meeting.

5. Christmas Party
70 tickets have been sold. All hands on deck on Friday at 4.30pm to help set up the hall.

6. Christmas Cracker
Christmas Cracker - went very well although the pitch was not in a great place. For 2018 we will go back to the pitch we have used in previous years.

7. Gravenchon Visit 2018
The balance is to be paid by 7.4.18. An email will be sent to members in the new year for final payments.
Marina will email Katrina an up-to-date membership list.

8. Isny Visit 2018
Dates suggested for the visit from our Isny twinners - 23-29 Août 2018 and they will be flying into Heathrow Airport. Barbara will organise a meeting in January.

9. 50th Anniversary Clocks - This will be carried over to the next meeting.

10. Revision of the Constitution - Ongoing.

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

12. Loterie
Winners this month:
1er prix : Bobbie Lockyer
2ème Prix : Viv Richards

13. AOB
A discussion took place regarding the availability of the End of Year accounts for the AGM, it was agreed to hold the AGM in October so that the figures would be available.

14. Date de la prochaine réunion
Wednesday 10th January at 7.30pm, John Webster Chambre, Paroisse Chambres.

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

1. THOSE PRESENT: David Brunt, Claire Axten, Cages Butler, Marina Richards, Jacqui Chevalier, Sally Bois, Dianne Baker, Peter Fry and Tom Winn.

2. EXCUSES: 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^e Octobre 2017.

La réunion a commencé à 7.30 pm.

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

EXCUSES: David Brunt, Reg Alford, Cages 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. Questions découlant

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. Site & Facebook

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

10. Loterie

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, Cages Butler, Jacqui Chevalier, Peter Fry, Barbara Fry, Sally Bois.

12. Date de la prochaine réunion

Wednesday 1st November at 7.30pm, John Webster Chambre, Paroisse Chambres.