23rd June 2005

Present
Martin Willey (Chairman)
David Jones (Treasurer)
Doreen Gladman (Secretary)
Councillor Eileen Derrick (President)
Anne Willey, Pat McVay, Mary Guppy, Malcolm Richardson & Trevor Wood

The Chairman welcomed Councillor Derrick to the meeting, as the President of the Twinning Association.

1. APOLOGIES - Judi King
   
   
2. MINUTES
   
   RESOLVED that the minutes of the Twinning Association meeting held on the 26th January 2005 be signed by the Chairman as a true record.
   
   
3. COMMITTEE MEMBERSHIP
   
   The committee membership from the February AGM was confirmed as:
   
   Anne, Pat, Mary, Malcolm, Sarah and Trevor.
   
   The Town Council representatives are now Councillors Gray and McVay; therefore the committee has three vacancies.
   
   The Chairman asked that suggestions of people to fill these vacancies be forwarded to him for further investigation.
   
   It was noted that although Sophie Newton was very willing to help wherever possible, she could not commit to serving on the committee.
   
   
4. WEBSITE UPDATE
   
   Trevor advised that the website was up and running with details of the next visit from Chambourcy included.
   
   Trevor asked for hosting and domain name details as the renewal was due in December.
   
   David Jones to look at previous invoices and advise Trevor of the previous costs. It was agreed to go ahead without further reference provided the cost did not exceed £50.
   
   Doreen to check that there is the correct website link from the Town Council website to the Twinning site.
   
   It was agreed to forward the latest minutes to Trevor for inclusion on the website.  Trevor was authorised to summarise the minutes for the website.
   
   
5. PEN PALS
   
   The Chairman advised that this item would be deferred for the time being as our local schools have enough pen pal contacts.
   
   
6. BUSINESS EXCHANGE
   
   The idea has been floated with Chambourcy but there had not been a response and the Chairman would raise it again.
   
   
7. CHILD PROTECTION
   
   The Chairman confirmed the adoption of the Leicester City Council & NSPCC guidelines. Examples of the appropriate forms circulated with the minutes of the 26th January.
   
   
8. CHAIRMAN’S REPORT
   
   Martin advised that he and Anne had attended the Joint Twinning Associations AGM and had raised concerns about the joint insurance cover, which subsequently lapsed. The Joint Twinning Partnership (as it is now called) has now obtained cover through Zurich Municipal at a cost to each member of the JTP of £110.
   
   Members expressed a great deal of concern, that although being told verbally that we are on cover, details of that cover may not be available until all Association members have paid their fee and the insurance company has the total payment for the insurance.
   
   In view of the pending visit of a contingent from Chambourcy within the next two week, members felt that it was imperative that the details are known before the visit.
   
   The Chairman agreed to contact the JTA. It was agreed to forward a cheque for £120 to the JTP as insurance premium of £110 plus £10 subscriptions.
   
   
9. TREASURER’S REPORT
   
   David reported that the current account stands at £1556.87 less expenses of £142.80 = £1414.07 plus the Reserve Account of £1000.
   
   
10. CHAMBOURCY YOUTH VISIT 9TH – 15TH JULY
    
    The Chairman provided members with all the correspondence sent out about the visit with a programme of events.  Members felt that an extremely interesting programme had been put together and thanks were expressed to Martin & Sophie for all their hard work.
    
    Twenty of the twenty three young people have already been found host families and three more were needed for boys.
    
    Child protection hosting questionnaires have been sent to all host families and there had been no objection to the procedure adopted by the Association.
    
    The Chairman advised that each host would be visited to check the accommodation and requested help from committee members to undertake this task.
    
    It was agreed that publicity would be prepared and forwarded to the Lutterworth Mail, Leicester Mercury and the Town Council’s newsletter.
    
    
11. FUNDING
    
    An estimated cost for the Youth Visit was put forward at £520.00.
    
    It was agreed that the following be contacted to gain support either by free admission to facilities or by making a grant.
    
    • Harborough District Council – Tennis Court hire and promotion of tourism via twinning.
    • Serco – Badminton
    • Lutterworth Town Council
    
    
12. ADULT HELP DURING THE VISIT
    
    Martin advised that the following help would be required:
    
    Meeting and greeting on arrival day
    A Guide for each day
    Help preparing the buffet for the 14th July
    London Trip – guides
    
    Members who could help volunteered where possible, this still left some areas where help was required.
    
    
13. RISK ASSESSMENT FOR THE VISIT & ASSOCIATION EVENTS
    
    Malcolm Richardson agreed to be the named Risk Manager and would undertake the risk assessment for the visit and all activities.
    
    Malcolm to work in conjunction with the Chairman to produce the risk assessments.
    
    
14. FOLDING BEDS
    
    Doreen agreed to investigate the provision of beds via Hinckley and Bosworth Council and advise Martin.
    
    
15. CHAMBOURCY VISIT 16TH – 19TH SEPTEMBER
    
    Martin reported that at present the approximate numbers attending from Chambourcy are 25, which include sport representatives, e.g. tennis, badminton and golf.
    
    The Chairman asked for a volunteer to co-ordinate the hosting for the visit.
    
    Doreen agreed to look at previous list of Lutterworth host families.
    
    
16. SOCIAL EVENTS
    
    It was agreed that enough activity was in hand already at present.
    
    
17. FEAST WEEK STALL
    
    It was agreed to book a double stall as in previous years, for the bottle game and cheese quiz.
    
    It was agreed that a display of photographs from the July visit and twinning leaflets be available for members of the public.
    
    Members were asked if they could, or if they knew someone who would take on the organising of the stall.  Unfortunately a number of members advised that they would be away for the Carnival, or had other commitments on that day.
    
    The Chairman would contact members to recruit helpers for the day.
    
    
18. DEVELOPMENT
    
    There was sufficient in hand at present.
    
    
19. AOB
    
    It was confirmed that letters about the 14th July event had been sent to all Association members.
    
    Doreen read out an email from the Lutterworth Junior Football Club who have once again been invited to the Chambourcy Tournament and may be looking at a formal twinning charter between the two football clubs.