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AGM Minutes September 2017

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Minutes of the Annual General Meeting held in the United Reformed Church, Street on Friday 1st September 2017. La réunion a commencé à 7.30 pm.

ACTUELLE: Bernard Squire, Claire Axten, David Brunt, Marina Richards, Tom Winn, Paul Badman, Jacqui Chevalier, Dianne Baker, Reg Alford, Sally Bois, Peter & Barbara Fry, Kay Strain
EXCUSES: Katrina Dumontroty, Cages 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, Cages Butler, Jacqui Chevalier, 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
Loterie - £439.00
Grant from Clarks – £750.00
Expenditure:
Hire of Meeting Room - £247.50
Gravenchon Visit - £6744.00
Loterie - £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. Loterie
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. Date de la prochaine réunion
Wednesday 4th October at 7.30pm, John Webster Chambre, Paroisse Chambres.

Minutes August 2017

Posté le par

Procès-verbal de la réunion du Comité tenue à la Chambre John Webster mercredi 2e Août 2017.

La réunion a commencé à 7.30 pm.

ACTUELLE: Bernard Squire, David Brunt, Marina Richards, Paul Badman, Jacqui Chevalier, Dianne Baker, Reg Alford, Sally Bois, Kay Strain

EXCUSES: Claire Axten, Tom Winn, Peter & Barbara Fry, Katrina Dumontroty, Cages 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.

Questions découlant

  1. AGA – 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.

  2. Fundraising - Christmas Dance, Compton Dundon Village Hall on Friday 8e Décembre. There will be a simple supper, games, bring your own drink, tombola, lucky dip for the children. Plus de détails à suivre.

4.

Treasurers Report

Marina reported that she had received some deposits for the 2018 trip to Gravenchon.

5.

Gravenchon visit 2018 (30e May to 3RD Juin)

Coach has been booked, ferry will be booked by Katrina.

Please return all forms a.s.a.p. and deposits (£20 adults/£10 children) par 1st September please.

Katrina

6.

Visit to Isny (25e à 30e Août)

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.

AGA

As above.

8.

Fundraising

  1. Christmas Party - as above.

  2. Merriman Journée Fun Park, Saturday 2e 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 24e Août. 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 Août.

      • Donations of FULL bottles of wine are also necessary for the success of the stall.

9.

Site & Facebook

Jacqui will put a request out for help with the wrapping of wine bottles.

Jacqui

10.

Loterie

Premier prix - 47 David Brunt Second Prize – 10 Katrina Dumontroty

11.

A.O.B.

  1. Accounts: The accounting year runs from 1st September to 31st August for membership, deposits, balances etc. The Lottery runs from 1st January to 31st Décembre.

  2. Dates for your diary:

      • 1st September – AGM

      • 2e September – Merriman Park Fun Day

      • 2e Décembre - Christmas Cracker 11am – 4pm

      • 8e December – Christmas Dance

  1. Tree Watering:

  • 7e Aug Gabbie

  • 14e Aug Sally

  • 21st Aug Bernard

  • 28e Aug Marina

  • 4e Sept Jacqui

  • 11e Sept Tom

  • 18e Sept Claire

12.

Date de la prochaine réunion

Friday 1st Septembre, United Reformed Church, 7.30pm.

Minutes July 2017

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Minutes of the committee meeting held in the John Webster room at 7.30 on Wednesday 5e Juillet 2017   ACTUELLE: Bernard Squire, Cages Butler, Marina Richards, Paul Badman, David Brunt, Jacqui Chevalier, Claire Axten, Barbara Cowell, Sally Bois, Katrina Dumentroty, Tom Winn EXCUSES: 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.  
  1. TREASURER’S REPORT:
No report available this month, due to very little activity  
  1. GRAVENCHON VISIT 2018 (30e May to 3RD Juin)
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.
  1. VISIT TO ISNY (25TH à 30e Août).
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.
  1. A.G.M.
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).  
  1. 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 2e 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 31st Août.   b. The proposal to hold a ceilidh on 21st 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 8e 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 50e anniversary celebrations. Hopefully Jacqui can scan this to our Facebook page.   9. LOTTERY Premier prix 57 Pauline Jones Deuxième prix 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 26e June Jacqui 3RD July Tom 10e July David 17e July Barbara Cowell 24e July Marina 31st July Dianne (to be confirmed) 7e Aug Gabbie 14e Aug Sally 21st Aug Bernard 28e Aug Marina 4e Sep Jacqui 11TH Sep Tom 18e Sep Claire   11.DATE OF NEXT MEETING: Wed 2e August at 7.30 pm in the John Webster room.

Minutes June 2017

Posté le par
Procès-verbal de la réunion du Comité tenue à la Chambre John Webster mercredi 7e Juin 2017. La réunion a commencé à 7.30 pm.   ACTUELLE: Claire Axten, Tom Winn, David Brunt, Sally Bois, Jacqui Chevalier, Katrina Dumontroty, Barbara Cowell, Dianne Baker, Cages Butler, Reg Alford, Peter Fry, Barbara Fry, Kay Strain APOLOGIES: Bernard Squire, Marina Richards, Paul Badman
  1. Claire welcomed everyone to the meeting.
 
  1. Claire checked that everyone had read the minutes from the May meeting and signed them as a true record.
 
  1. Questions découlant
 
  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 25e It was a very good and interesting evening.
 
  1. Treasurer's Report
  No report available.  
  1. 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.  
  1. 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.  
  1. AGA
  The AGM will take place on Friday 1st Septembre, 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.  
  1. 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.
 
  1. Fundraising
  A ceilidh will be held on Saturday 21st Octobre, 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)  
  1. Website and Facebook
  Jacqui has received an enquiry via Facebook from a gentleman who is interested in joining the Twinning Association.  
  1. Loterie
  Lottery Draw First Prize 23 Toni Della Valle Second Prize 44 Veronica Brunt
  1. 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:
 
  • AGA & Social gathering
  • 2e September – Merriman Park Fun Day
  • 21st October – social event. To be confirmed
  • 2e December – Christmas Cracker 11am – 4.00pm
   
  1. Date of Next Meeting
5e Juillet 2017 at 7.30pm in John Webster Room, Paroisse Chambres

May Minutes 2017

Posté le par
Procès-verbal de la réunion du Comité tenue à la Chambre John Webster mercredi 3RD Mai 2017. La réunion a commencé à 7.30 pm.   ACTUELLE: Bernard Squire, Tom Winn, Claire Axten, Paul Badman, Marina Richards, David Brunt, Sally Bois, Jacqui Chevalier, Katrina Dumontroty, Barbara Cowell, Dianne Baker, Cages Butler, Reg Alford, Kay Strain APOLOGIES: Barbara and Peter Fry
  1. Bernard welcomed everyone to the meeting.
 
  1. Bernard checked that everyone had read the minutes from the January meeting and he signed them as a true record.
 
  1. Questions découlant
 
  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.
 
  1. Treasurer's Report
  Marina circulated costings for the visit, Longleat, coach hire and the dinner dance.  
  1. 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 50e 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 30e May – Sunday 3RD Juin), probably Portsmouth-Caen ferry. Marina will look at costings, Katrina and Tom will organise the transport.
 
  1. 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 30e June together with your passport details. Travel Insurance is not included therefore members will need to arrange their own cover.  
  1. 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.  
  1. Loterie
  Lottery Draw First Prize 03 Gill Daey Second Prize 51 David Atkins
  1. AOB
 
  • Clocks – there are some of the 50e 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:
 
  • 2e September – Merriman Park Fun Day
  • 2e 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- 25e May Strode Theatre, 7pm. 8/9 Committee members will be attending.
     
  1. Date of Next Meeting
7e Juin 2017 at 7.30pm in John Webster Room, Paroisse Chambres

April Minutes 2017

Posté le par
Procès-verbal de la réunion du Comité tenue à la Chambre John Webster mercredi 5e Avril 2017. La réunion a commencé à 7.30 pm. ACTUELLE: Bernard Squire, David Brunt, Claire Axten, Marina Richards, Tom Winn, Dianne Baker, Peter Fry, Barbara Fry, Barbara Cowell, Cages Butler, Jacqui Chevalier, Reg Alford APOLOGIES: Kay Strain, Katrina Dumontroty, Paul Badman
  1. Bernard welcomed everyone to the meeting.
  1. Bernard vérifié que tout le monde avait lu les minutes et il les a signé comme un vrai record.
  1. Questions découlant
    1. Tree Planting Ceremony (15e April in Merriman Park).
Sean Busby, a professional gardener has agreed to dig the hole and initially plant the tree on Thursday 13e Avril. He has contacted the supplier and arranged delivery. Claire will provide a spade for the actual ceremony and Marina will collect the plaque and give it to Claire. To keep the tree alive, it will need to be watered every day with a minimum of 2 gallons (even when raining). It was decided to create a voluntary rota to carry this out. The following was agreed:-   
Week 1 (commencing 17e Avril)   Jacqui Knight

   “      2   24e Apr           Dianne Baker

   “      3   1st May            Marina Richards

   “      4    8e “             Gabbie Butler

   “      5   15e “             Peter Fry

  “       6   22e  “            Barbara Cowell

   “      7   29e  "            Davd Brunt

  “       8   5e Jun            Bernard Squire

  “       9   12th   “          Tom Winn

  “     10    19e   “           Claire Axten
  It is likely that watering will be necessary into July/August, especially if we have a dry summer and it is hoped that more volunteers will come forward.
  1. Treasurer’s Report
Most of the money for the Gravenchon visit have been received, with one family outstanding. Marina will make a final request for payment. There is no further report on income or spending at this time.
  1. Visite de Gravenchon (Final arrangements)
Longleat Everyone seems happy with the arragements as published by Claire. Longleat have asked for numbers requiring main courses but figures for our French visitors will nor be available. People requiring the vegetarian option are requested to inform Claire by 9e Avril. Dinner/Dance The Meadway Hall will be opened at 2.00 pm and preparations/decoration is expected to be complete by 5.00 pm. Acting upon a suggestion by a member, it was agreed to provide some beer in addition to the wine, bucks fizz and soft drinks. This will be purchased by Tom when collecting the wine. Claire and Marina will provide containers and ice to cool drinks as necessary.
  1. Visit to Isny 2017
Final costs are not yet available. (Initial estimate was £200 per person to be paid by June). Claire has secured the flights relatively cheaply at £89 per person. The flight costs are known and everyone has paid at least a £45 deposit with the rest to pay by the end of June. The only thing still to be decided is whether we all travel together to the airport or organise shared transport and we will agree this with those travelling at a meeting for the group which will be towards the end of May.
  1. Website and Facebook
No activity to report.
  1. Loterie
  First Prize No 43 Grace Squire Second Prize No 46 Ivor Russel
  1. A.O.B
A party of school children from Gravenchon will be on an exchange visit to Elmhurst School on April 25e. It was agreed to host a Barbeque for them. Claire will liaise with the school for final details.
  1. Date de la prochaine réunion:
Wed May 3rd 2017, à 7.30 pm dans John Webster Room, Paroisse Chambres.