24th August 2005

Present

The Chairman – Martin Willey
The Twinning President, Councillor Eileen Derrick
The Treasurer – David Jones
Secretary – Doreen Gladman
Anne Willey, Mary Guppy & Malcolm Richardson, Trevor Wood

Apologies - Judi King & Pat McVay

MINUTES

RESOLVED that the minutes of the Twinning Committee meeting held on the 23rd June 2005 be signed by the Chairman as a true record.
MATTERS ARISING
1. Website
  
  Trevor advised that the £50 funding was adequate and advised he had received some minutes via email. The Chairman gave Trevor copies of his Annual Report, minutes and the recent photograph of the young people who attended the sports exchange, for Trevor to include on the website.
2. Business Exchange
  
  Martin advised that Jean-Louis Saury had advised that a Chambourcy butcher was interested in having an English apprentice. Martin had advised Malcolm Flack and hoped that some exchange could be made before November.
3. Insurance
  
  Martin advised that there is adequate insurance cover and that he has copies of the appropriate insurance documents.
4. Committee Membership
  
  The position was unchanged although new members might in due course be approached.
CHAIRMAN’S REPORT
1. Youth Visit 2005 (9th July to 15th July)
  
  The Youth Visit had been a success thanks to the hard work of members of the Association and Martin thanked especially Sophie Newton ( who organised the hospitality ) and Malcolm.
  
  The visit was thoroughly enjoyed and sincere thanks have been received from Chambourcy.
  
  Martin advised that there had been tremendous support from the twelve host families, who had accepted free membership to the Twinning Association for this year as a thank you, and from all the sporting groups in the town.
  
  Martin reported that the Chambourcy contingent did have a substantial budget themselves to cover some of the costs of the visit and he expressed his concern that the return costs for a Lutterworth contingent could be quite considerable and where Lutterworth funding would come from needed to be addressed as a matter of urgency.
2. Feast Week Stall
  
  Martin reported that £34.00 was raised on the cheese quiz and £91.00 on the wine game, with a total income of £125.00 less the cost of the wine at £40.00 generated income of £85.00. Martin & Anne provided the cheese at no cost to the association. After deducting the £40.00 cost of the stall, the net revenue was £45.00.
  
  Martin stressed the importance of the Association being involved in the Feast Week, keeping the public aware of the Twinning Association. Thanks were extended to all those members who helped on the day.
3. Funding
  
  Martin reported that the Town Council had supported the two visits to Lutterworth by Chambourcy with a £500 grant toward the costs.
  
  Thanks were extended to the Town Council for their support.
TREASURER’S REPORT

David advised that there was £1788.56 in the current account and £1000 in the Reserve account.

The cost of the Youth Visit was £344.00, therefore the effective adjusted balance in the current account is £1,444.56.
CHAMBOURCY VISIT TO LUTTERWORTH 2005 (16th – 18th September)

A full programme was presented by Martin with costs and the following was agreed by members:
1. Friday 17th September – Misterton Hall
  
  Tea, coffee and biscuits on arrival.
2. Oxford Visit
  
  Visitors Lunches to be provided @ £5.00 per head
  
  Member vehicles be used to transport visitors to Oxford and use park and ride service.
3. Hire of the Sport Centre Hall
  
  It was agreed to fund the hire costs @ £130.00
4. Saturday Evening Dinner at the Court Yard Restaurant
  
  It was agreed to fund the visitor’s meal costs and the wine for the evening and request members attending to pay £15.00 per head.
5. Sunday Lunch
  
  Lunch has been arranged at the Cricket Club for visitors and hosts and it was agreed that the Youth Visit hosts should be invited to attend with their families.
  
  Based on the above and figures provided by Martin , a budget of £1,340 was agreed for the weekend.
  
  Martin agreed to provide letters to members to be circulated as soon as possible.
SOCIAL EVENTS

It was agreed that a family 10-pin bowling afternoon with some food should be arranged for a Sunday in November and Trevor agreed to investigate the options in Rugby.
DEVELOPMENT

It was felt that there were two issues to be addressed:
1. Youth Visit (annual)
  
  It was noted that Chambourcy funded a substantial amount of the costs of their visit in July, as they are substantially funded by their Town Council. It was felt that level of funding could not be expected from the Town Council.
  
  Martin had obtained some estimates of costs to take 24 (inclusive of 6 adults, two of which should be sports teachers) over to Chambourcy next year.
  
  Coach and ferry charges alone would be in the region of £3,300 and with other costs an estimate of at least £4,400 would need to be made.
  
  It was felt that charges to the participants should be kept to a nominal amount, £50 was suggested.
  
  It was agreed that a sub-committee of Martin, Mary, Anne and Malcolm be formed to investigate further and look at possible funding from Brussels, fund raising ideas and local sponsorship.
MEMBERSHIP

The Secretary was provided with the names and addresses of the host families that have been given free membership for this year and the two prospective new members that had come forward from the Town Council newsletter article.
NEXT MEETING

It was agreed that the next meeting will take place on Wednesday 19th October, at the Swiftway Centre, commencing at 7.45 p.m.