19th October 2005

Present

Martin Willey (Chairman)
David Jones (Treasurer)
Judi King (Acting Secretary)
Anne Willey, Pat McVay, Mary Guppy, Malcolm Richardson & Trevor Wood

APOLOGIES

Councillor Eileen Derrick (President), Doreen Gladman
MINUTES

RESOLVED: that the minutes of the Twinning Association meeting held on the 24^th August 2005 be signed by the Chairman as a true record.
Matters Arising
1. Website
  
  It was suggested that an extract of the minutes of committee meetings might be put on the website, if Trevor was willing to edit.
2. Business Exchanges
  
  Flackies the Butchers would be interested in an exchange but not before Christmas.
3. Insurance
  
  It was noted that the insurance policy, for the visits, was with Zurich Municipal and had the reference number: XAO-122032-3283
Chairman’s Report
1. Review of September visit
  
  The committee was very pleased that 26 visitors from Chambourcy, hosted by 13 families had taken part this September. Some new sporting links had been made and the feedback for the whole visit was very positive on both sides. The communal Sunday lunch had been a very good and informal way to end the weekend.
  
  Financially, the cost of the visit had kept well within the budget. Mary Guppy proposed a vote of thanks to Martin and Anne for the excellent organisation. APPROVED
  
  A meeting had been held on Sunday morning to discuss the youth exchange visit and some progress had been made. The involvement of the schools had also been discussed. It was thought that this would work best if Chambourcy came up with a proposal, which could then be put forward to the Head of the High School.
Treasurer’s Report

David Jones reported that the bank account had a balance of £1141.35
Membership

Martin would give Judi a list of the host families who took part in the youth visit in July, and who had all been given membership until January 2006. It was noted that membership for anyone who joined from Feast Week onwards included the following year’s subscription. Judi and David would go through the membership list and match up the list with the payments received.

RESOLVED: that Heather Craven would be given honorary membership for allowing Misterton Hall to be used as a welcoming venue for the twinning visits.
Visit to Chambourcy 2006

It was likely that Chambourcy would be inviting Lutterworth for the May Day bank holiday weekend. Martin would do a newsletter to give advance notice of this to members. It was also likely that the golfers would be invited to Chambourcy for a few days prior to the visit.
Youth Visit to Chambourcy 2006
1. Summer half-term week was proposed. 27/5/06-2/6/06 and the Association would need adult volunteers.
2. Due to the time scales involved, it was proposed that a subcommittee, consisting of Martin Willey, Anne Willey, Mary Guppy and possibly Sophie Newton, should be set up.
3. One coach company had given a preliminary quote of £3300 for the travel and it was thought that the total costs would be in the region of £5000. It was therefore suggested that the price should be set at £250 per child with discretionary grants available for those who cannot afford this amount. Any fund raising such as bag packing in Morrison's, would be used to bring down the costs further. It was suggested that the committee approach the Town Estates Charity for a grant.
4. It would be necessary to have children and adults signed up before Christmas. Martin would do a preliminary letter to be sent out members and those families who had hosted the event in July. If there were spaces then the clubs would then be approached. Martin would also press the French counterparts to come up with a program so that the participants would know what to expect.
Social Events
1. Ten-Pin Bowling
  
  This would be arranged for Sunday 4^th December 2005 from 4 p.m. to 7.30 p.m. at the Rugby bowling centre. The cost of £10.00 per adult and £7 per child would include 2 games, shoe hire and a buffet supper. Martin would include the details and a reply slip with his newsletter. The event would be run at cost but a raffle could be held on the day to raise some funds.
Development
1. Drama
  
  Pat McVay suggested that the music and drama school, Future Faces might be approached to see if a group of young people from both towns could be involved in a drama production.
2. Bridge Club
  
  It might be worth investigating if there is a Bridge club in Chambourcy, who might be interested in a link.
3. Misterton Hall Tea Party
  
  It was suggested that the grounds of Misterton Hall might be a good venue for a social and fund raising summer tea party.
Next Meeting

The next meeting was arranged for 30^th November 2005 at 7.45 pm in the Swiftway Centre.

The Chairman thanked everyone for attending and closed the meeting at 9.30 p.m.