Minutes and Notices
DEVON TWINNING CIRCLE
MINUTES OF THE ANNUAL GENERAL MEETING
HELD AT HALBERTON VILLAGE HALL ON SATURDAY OCTOBER 29TH 2022
Attendance and apologies. There were 23 members present representing 10 associations: Barnstaple, Bideford, Clevedon, Dawlish, Exeter, Exmouth, South Molton, Sampford Peverell, Tiverton & Uffculme,
Apologies were received from 4 committee members:Mike Boyle, Pauline Knowles, Claire Benton, Pamela Bines, and 17 associations:Abbotskerswell, Brampford Speke, Burnham-on-Sea & Highbridge, Cheriton Fitzpaine, Chittlehampton, Crediton, Crewkerne, Exminster, Holsworthy, Horrabridge, Kenton, Kingsteignton, Northam, Portishead, , Torrington, Wrington & Yealmpton.
Chairman’s opening remarks and report. The Vice-Chairman, Mary, welcomed everyone to the meeting as the Chairman, Mike, was unable to attend.
Mike sent the following report: It hardly seems a year since I took over from Josie, such a lot has happened in the world. The idea of meeting in hotels or Pubs has I feel gone down well. The best bit was being able to see you all face-to –face.
I hope Josie is getting better and it won’t be too long until we see her back at our meetings. (Josie is much better and we were pleased to see her present at this meeting.)
A little bird tells me that Dennis is finally retiring, we will miss him a lot as over the years he has done a lot of hard work for the Association.
I am glad to see from our newsletter that there is now movement between the UK and the Continent. For those who have made the trip I hope you had an enjoyable time and that your host towns are coming over here. For those who have still to go I hope it is not too long before you manage to reconnect with our European friends.
Unfortunately, when the date of the AGM was picked, I did not realise that it was the launch of the Devon Poppy Appeal and as Chairman and Poppy Organiser for Totnes I had to be at the launch. I am sure that my Vice Chair Mary will handle the meeting and it will give her a chance to practice before she takes over in 23..
Hope you have a successful AGM and look forward to seeing you all at the next meeting in January.
Minutes of 2019 AGM. These were approved with one amendment: item 8; Pat Sherwood is no longer on the committee, having expressed a wish to retire.
Matters arising. There were no matters arising.
Secretary’ report. Apart from getting out notices about meetings and telling everyone that further info will be by email, most of my correspondence has been news from groups. This does help me to keep in touch and know who’s who. Wrington produce an excellent monthly newsletter which makes interesting reading. I have had one query from an association that realised they didn’t have a constitution and could I provide a sample? This was done.
We need some new members for the committee to serve 2 years each from this AGM.
The term served by the chairman seems to be 2 years but I have been unable to find anything to this effect in writing. The committee agreed that at the 2023 AGM we insert a clause in the constitution to say that the chairman serves for a maximum of two years.
I have received an offer from Torrington to host on April 15th and will be very happy to receive further offers.
Treasurer’s report. Treasurer’s report. Dennis explained that Claire has been managing the accounts under his supervision since April and can be elected as the new treasurer at this afternoon’s AGM. There has been a small profit last year, largely because of some meetings not being held. The balance in the HSBC account at 31st March was £9,562.30. This has since been transferred to a NatWest account and the balance at 24th October was £11,295.12.
In reply to a question, Dennis explained that although we often make a small profit on the PL insurance due to the need to guess the number of groups paying a premium, we are not able to return this directly to the groups.
The accounts were accepted, p: S. Moreton, s: J.Mardon
Dennis is now retiring as treasurer and as a committee member. Josie made a presentation to him to thank him for his years of service.
Insurance Officer’s report. Unfortunately Pam was not feeling too well and went home after this morning’s committee meeting. Her report to the committee was as follows: 53 associations have paid membership and 51 have also paid PL insurance. Premiums have to be based on the expected number of associations wanting to take advantage of it so it is necessary to allow for one or two associations dropping out. The next renewal date is 8th June 2023.
In answer to a question at committee about travel insurance, she said there was no chance of being able to offer it.
Matters arising from the committee. The Monica Saunders Trophy for Summer 2021 to Spring 2022 will not be awarded as there were no newsletters during this period. The winners for Autumn 2022 are Ashburton Twinning Association. Exmouth Association reminded us that they are still waiting for their award from the Summer edition of the newsletter.
Motion to amend the constitution. The section headed “The Monica Saunders Trophy” to be deleted and replaced with: “The Monica Saunders trophy is awarded annually to the Association which the committee considers to have made some significant contribution to twinning or the work of Devon Twinning Circle during that year, and the Don Leech tankard to the individual person/persons involved.
Besides the trophy there will be a prize of £150 awarded at the discretion of the Committee.”
The motion was passed unanimously, p: S. Moreton, s: J. Aplin
Election of Officers and Committee.
The following were elected, p: P.Worsfold, s: D.Cameron:
Chairman: Mike Boyle
Vice Chairman: Mary Lowther
Secretary: Jenny Worsfold
Treasurer: Claire Benton
Insurance Officer: Pam Bines
There were no new candidates for the committee. (At the end of the meeting Sue Moreton offered to serve and will be co-opted at the next committee meeting.)
Philip Worsfold and Maurice Mardon were elected last year to serve on the committee for 2 years. Jean Aplin is also on the committee as newsletter editor and Josie Mardon as immediate past chairman.
Any other business. Tiverton Association was thanked for an excellent meal and arrangements.
Meeting closed, 2.40 pm.
There followed a short tea break and an informal session of news from the groups
DEVON TWINNING CIRCLE
MINUTES OF THE GENERAL MEETING
HELD AT THE COACHING INN, SOUTH MOLTON, ON SATURDAY JANUARY 21ST 2023
Chairman’s opening remarks. As Mike was unable to be present, Josie chaired the meeting. She welcomed everyone to the meeting and told us about the excellent reception she attended on board a Brittany Ferries ferry at Plymouth to celebrate their 50th anniversary. Several others at our meeting had also been present with other guests from both sides of the channel. They were entertained and dined in style and Josie declared it to be “the best party I ever went to"
Attendance and apologies. There were 30 members present representing 10 member associations: Bampton, Bideford, Bradninch, Braunton, Chittlehampton, Clevedon, Exeter Twinning Circle, Exmouth, North Petherton, Sampford Peverell and South Molton,.
Apologies were received from: Committee members Mike Boyle, Mary Lowther, Claire Benton and Jean Aplin, and from the following Associations: Abbotskerswell, Bampton, Brampford Speke, Burnham-on-Sea & Highbridge, Crediton, Holsworthy, Instow, Kingsteignton, Northam, Portishead, Tickenham and Uffculme ..
Attendance and apologies. There were 30 members present representing 10 member
associations: Bampton, Bideford, Bradninch, Braunton, Chittlehampton, Clevedon, Exeter Twinning Circle, Exmouth, North Petherton, Sampford Peverell and South Molton,.
Apologies were received from: Committee members Mike Boyle, Mary Lowther, Claire Benton and Jean Aplin, and from the following Associations: Abbotskerswell, Bampton, Brampford Speke, Burnham-on-Sea & Highbridge, Crediton, Holsworthy, Instow, Kingsteignton, Northam, Portishead, Tickenham and Uffculme .
Minutes of the General Meeting held in July 2022 were approved.
Matters arising. None.
Chairman’s report. In the absence of the Chairman there was no report.
Secretary’s report. The Secretary has been receiving both good and bad news fron the various associations. Torrington is now a “dormant association” but Abbotskerswell has stepped back from the brink and formed a new committee. Several other associations are experiencing problems.
Since Torrington will no longer be able to host the April meeting, Clevedon are seeking a venue. Exmouth may be able to step in if Clevedon cannot find anywhere suitable that is available. Bideford offered at the meeting to host the July meeting and we do have an offer from Barnstaple for the AGM in October. Offers for meetings in 2024 will be welcome. It was pointed out that the meal can take any form: hot or cold, self-catering by the hosts or at a hotel, but the price should be considered as we do not want members to be kept away by the expense.
Treasurer’s report. The accounts prepared by the Treasurer were circulated.
It was pointed out that we have a new account with NatWest which means we will no longer pay bank charges. Printing and postage will also be greatly reduced by increased use of email.
Insurance Officer’s report. Unfortunately the Insurance Officer had to leave after this morning’s committee, but she had explained that an unintended profit was made on insurance this year as we pay for a single overall policy and then have to estimate how much we will receive from the groups. This profit will be taken into account when setting the amount paid by groups next year.
Matters arising from committee meeting. Sue Moreton has volunteered to join the committee and was co-opted at this morning’s meeting.
The winner of theMonica Saunders award for the best article in the winter edition of Home To Home is Clevedon TA.
We have a volunteer to help Dennis with the DTC website. If anyone else would like to be involved with that, please let us know.
Any Other Business. Exmouth TA will be taking a bus to Langerwehe, in Germany, from 16th to 21st August. They would be happy to take extra passengers if anyone would like a short break in this area close to Aachen and Cologne.
The meeting closed at 14.50 after which Sue Moreton led a session in which we shared information and ideas about subscriptions, fund raising, and how we spend our money.
Next Meeting: this will be in April, date and venue still to be confirmed.