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HomeMy WebLinkAboutMinutes Sister City Committee - 10/06/2003 , V, Sister City Steering Committee `��� 9 7p�J1. Regular Meeting y� 2,� Monday, October 6,2003 i OCT6328 City Hall-Council Chambers 2003 1201 Leopard Street—Corpus Christi,Texas t <<� j� �; �� D CITY SFS'rnf;Y's MEMBERS PRESENT MEMBERS ABSENT STAF Mufid Abudiab Rose Gunji Gary Hansen Chris Kailas Edna Balboa Elizabeth R. Iglesias Sarah Hicks Barbara Williams Regis Barber Ann Jaime Raquel Madrigal Judy Benkendorfer Bebe Morris Valerie Balesteros Dr. Ken;.Byus Ellen Murry Wayne Bennett Drue Combs Sharon Phillips Sue Dulaney John Rocha Randy Farrar Yalee::Shih I. CALL TO ORDER: The regular meeting of the Sister City Steering Committee was called to order at 6:04 p.m. by Chair, Ann Jaime. II. ROLL CALL: Recording Secretary called roll, announced quorum. III INTRODUCTION OF NEWLY APPOINTED SISTER CITY MEMBERS Chris Kailas introduced the newly appointed members,John Rocha, Drue Combs, and Dr. Kent Byus. Each told a little about themselves. The rest of the committee members told who they were and said something about themselves,too. IV APPROVAL OF MINUTES from September 8,2003 meeting: Dr. Kent Byus noted that he attended the last meeting and that his name was not included on the roll as present. It was moved by Randy Farrar and seconded by Edna Balboa that the minutes be approved as corrected. V TREASURER'S REPORT: Chris Kailas reported $16,324.61 in the Treasure. When asked about the details of the budget, it was noted that a budget discussion was listed on the Agenda. VI Hearing From Public No public comments VII. DISCUSSION ITEMS: 1. Changes to the By-Laws: Randy Farrar led a discussion of the suggested corrections to the Sister City Bylaws, Guidelines and Policies. He moved to accept the changes as they were amended. The motion was seconded by Dr. Kent Byus. Deletions (lined out), corrections and changes (in bold)to the Bylaws, Guidelines and Policies are attached to these minutes. 2. Election of Chair for year, October,2003—September 2004: Judy Benkendorfer nominated Ann Jaime, seconded by Regis Barber; Rose Gunji nominated Randy Farrar, seconded by Dr. Kent Byus; Mufid Abudiab nominated Edna Balboa. Nominations were closed by Chair,Ann Jaime. Voting was done by secret ballot according to the bylaws. 3. Randy Farrar gave a report on the coming Student Exchange Program for 2004, suggesting that the dates be moved up 1 week this year. He also discussed possible dates for the Student Exchange. 4. Chris Kailas gave an overview of the 2003-2004 budget and upcoming expenditures for the benefit of the new board members. She announced that Randy Farrar is the new Chair for the Sister City Committee. The Sister City Annual Convention will be hosted in Fort Worth, Texas, July 14-18, 2004 sr1ANrin • and the focus of the Convention this coming year will be youth. A Youth Leadership Summit is being planned as a key component of the 2004 Convention. The Committee had received a letter requesting information on whether or not we would be sending youth, and if so, how many. It was suggested we work toward sending some youth, telling the Convention's Planning Committee we estimate 5 young people would be attending from Corpus Christi. VIII COMMITTEE REPORTS A. Wheelchair Project—Sue Dulaney reported that great interest is being shown toward the wheelchair project with some interest in going on the trip to Veracruz. Ellen Murry reported she estimates raising about$5,000 from the various Rotary clubs and that she is writing a grant proposal to The Rotary Foundation for matching funds. The mayor's trip to Veracruz is scheduled for March, 2004 to coincide with the presentation of the wheelchairs. B. Japan Trip— Regis Barber reported that the delegation for the trip stands at 9. An invitation was extended to the new Sister City General Chair to be a part of the delegation. Dinah Bowman donated a painting to be presented as the official gift to the Mayor of Yokosuka. A plaque from Rocky Monsano-the Lexington, will be presented to the Mikasa Museum C. Keelung,Taiwan-Yalee Shih had no report. D. Monterrey, Mexico.— No report E. Veracruz, Mexico-Sharon Phillips reported she had spoken with Barbara Hernandez who e- mailed some information and wished our committee well on the Wheelchairs for Peace Project. F. Toledo, Spain—Mufid Abudiab had no report. G. Yokosuka, Japan—No report. H. Agen, France—Bebe Morris had no report but Ann Jaime reported the trip to France was successful and the French delegation gave a very favorable report on our local exchange students. The French exchange students are looking forward to coming again to Corpus Christi. Student Exchange Selection Committee—Randy Farrar reported that the application packages are ready to be sent to all of the schools for the 2004 Student Exchange Program. The deadline for the packages to be back in is November 21, 2003. J. Student Activities—Judy Benkendorfer and Edna Balboa had no report. IX NEW BUSINESS— 1. VIP—Chris Kailas reported that Gary Hanson asked if SCC wanted to participate this coming year in the Volunteer Internship Program (VIP)with Yokosuka, Japan. The Committee agreed and i was suggested that we send one person. Rose Gunji asked if a portion of monies could be taken from our travel budget to subsidize this trip. Judy Benkendorfer moved to participate in the VIP program, but to table the discussion until next month's meeting. Randy Farrar seconded the motion. Drue Combs expressed a desire to discuss expanding and focusing the Adult Exchange program with all our Sister Cities. Judy Benkendorfer called the question stating we could discuss it at the next meeting. The Motion passed. X ADJOURNMENT OF BUSINESS MEETING—Meeting was adjourned by at 7:40 p.m. by Chair-Ann Jaime. (-2144. Chris Kailas, Supervisor Park& Recreation Department BYLAWS OF THE . SISTER CITY COMMITTEE ORGANIZATION: A. The Sister City Committee (known as Committee) will elect a General Chairperson atthe first regular meeting held in October of each year. The term of office will be for one year, with service not to exceed two consecutive terms. The Chairperson will announce at the November meeting his/her choice of Vice Chairpersons. The eight (8) Vice Chairpersons will be appointed to lead the following sub-committees: 1. Yokosuka, Japan 2. Keelung, Taiwan 3. Monterrey, Mexico 4. Veracruz, Mexico 5. Toledo, Spain 6. Agen, France 7. Activities 8. Selection The General Chairperson may appoint special sub-committees, from time to time. Such sub-committees will act and function in the same manner, as regular sub-committees but will be limited in the scope of their inquiry to their recommendations on the subject for which they were created. (Subcommittees may include but not limited to Fundraising, Public Relations, and host families) The Chairperson or, in his/her absence, will appoint a Vice-Chairpersons to preside at all regular meetings of the committee. B. Regular meetings of the Committee will be held at 5:30 P.M. on the first Monday of each month, except in the case where a City holiday falls on the first Monday of the month. In that case, the meeting will be moved to the second Monday of the month. Special meetings of the Committee may be held for the purpose of conducting any business; notice of which is given in the manner as follows: C. Notice of meetings of the Committee, regular or special, will be given by letter to the members mailed at least three (3) days in advance of the meeting giving time and place of such meeting and the businessto be considered. Notice of all such meetings will also be given to any interested organizations, press, television, radio, and other public news media. D. The following will be the order of business conducted at every meeting, regular or specials 1 1. Call to order and roll call. 2. The minutes of the last regular or special meeting will be approved as corrected by majority vote. 3. Current detailed Financial Report will be provided by city staff. 4. Discussion and action on items under consideration by the Committee that have been posted as required by the Texas Open Meetings Law will be taken. 5. Reports of Vice Chairpersons will be presented. 6. The Committee will hear staff reports. 7. The Committee will hear from members of the public wishing to speak, and upon the conclusion of such public hearing will take such action as it may determine by majority vote. 8. After all business has been concluded, the meeting will be adjourned by a majority vote of the Committee. E. A quorum for all meetings, regular or special, will be a majority of the total membership. Absences from more than twenty-five percent (25%) of regularly scheduled meetings during a term year on the part of any committee member will result in replacement of that member. MEMBERSHIP: The Committee will be comprised of 21 members. PURPOSES: The basic goal of the Sister City Committee is to make a significant contribution to global peace. To achieve and maintain this peace, it is first necessary to bring about a sense of mutual interest and purpose among the world community through exchanges of people, ideas and cultures. This mission shall be accomplished through means mutually agreeable to each Sister City pairing and may include: student cultural exchanges, diplomatic visits, art exchanges and competitions, sports ventures, and the sharing of information between municipalities. The Sister City Committee provides a vehicle for this interchange in the fields of education, government, economics, and social relations. The Sister City program presents the opportunity for Corpus Christi's citizens to become a part of these international relationships by participation in these activities. It is through this process of involvement that the opportunity for world peace, 2 reinforced by an increased international awareness and understanding at the citizen level, is enhanced. POLICY AND PROCEDURES: A. All regular and special meetings of the Committee will be open to the public and the press. With the exception of election of officers, all votes by members will be by open voice or show of hands vote. The General Chairperson may assign all requests for projects or other action by this Committee to a Vice-Chairperson or sub-committee for their recommendation. Projects proposed by the City Council and its Boards, Commissions and Committees or any Sister City pairing may be explored as long as the proposal is approved by a majority vote of the Sister City Steering Committee and there is funding to support the project. B. Rules of order will meet the basic tests of fairness and will be announced and enforced by the General Chairperson. A point of order may be raised at any time by any member present and any such point of order will be immediately determined by the General Chairperson and may be appealed to the membership of the Committee present and the will of the majority will prevail. All points of order and appeals take precedence over all other business. C. The Policies and Guidelines of the Sister City Committee will govern the programs and procedures of the Committee. The policies and guidelines may be reviewed annually by the Committee with and any changes made must be approved by the majority of the Committee. INTERPRETATION OF THESE BYLAWS : A copy of these Bylaws and attachments will be furnished by the staff to the members. These Bylaws may be amended from time to time at any regular meeting or at any special meeting called for such purpose by majority vote of the members present and voting. These Bylaws will be liberally interpreted to accomplish the purposes intended. End of Bylaws ******** 3 t / POLICIES AND GUIDELINES CORPUS CHRISTI SISTER CITY COMMITTEE POLICIES ON FOREIGN DELEGATIONS AND COMMUNICATIONS WITH FOREIGN COUNTRIES A. Prior to organizing a delegation to a foreign country, Committee members must obtain the approval of the majority of the Committee. The delegation visit will then be recommended to the Mayor and City Council. B. All policy communication with foreign governments in the name of the City of Corpus Christi must be reviewed by City Staff liaisons and approved by a majority vote of the Committee prior to issuing the communication. Policy communications include, but are not limited to, initiating new programs, changing existing programs, and/or sister city status. C. All City Council members will be extended an invitation to participate in any official Sister City delegation to a foreign country, program or project. City Council members will have top priority over Sister City members and government staff on delegations to foreign countries. D. Those members of the Committee who choose to participate in an official Sister City delegation to a foreign country and who directly or indirectly represent the City of Corpus Christi and the Committee may be given a specific purpose to accomplish. E. If it is not specified in the invitation from the Sister City, it will be the responsibility of the Committee and/or the Mayor's office to invite those individuals who are to participate in an official Sister City delegation to a foreign country. The members of the Committee, elected city officials, and City government staff representatives and their companion will always have first priority. All others must be directly invited by the Committee through a unanimous vote or by the General Chairperson of the Committee or the City Council. The Mayor of Corpus Christi must review the final make-up of the delegation. F. The Vice chairperson of each country shall work through the official sistercity contact of that foreign country. Communication with the mayor and government officials of sister cities will be through Corpus Christi's Office of the 4 Mayor. Any communication sent on official Corpus Christi City stationery must be reviewed by city staff liaisons prior to being mailed or faxed. G. City staff will prepare working briefs on protocol procedures prior to each visit to a foreign country and prior to receiving visitors from a foreign country. Those members who wish to be a part of a visiting delegation or who will be a part of a reception committee for visiting delegations must go through a protocol briefing prior to contact with the sister city delegation. **************** POLICIES ON FUND RAISING AND EXPENDITURES OF CITY FUNDS The intent of the following policies is to protect volunteers on boards and commissions and puf the responsibility and liability for expenditures of city funds with city staff. A. All grants submitted by the Committee must be reviewed by or developed by city staff liaisons and signed by the Director of the Park and Recreation Department. B. City staff is responsible for the administration of all funds related to the Committee. C. Expenditures from the Sister City Trust PALS Fund are required to be approved by a majority vote of the Committee and signed by the Director of the Park and Recreation Department. D. Raising funds or asking for donations for Sister City programs should be reviewed by City staff and the Committee prior to beginning the fund raising or requesting donations. The City requires a solicitation permit be completed prior to fund raising activities. E. A written, detailed estimate of all anticipated expenditures and revenues for a new project or fundraiser must be submitted to City staff liaisons and the Committee prior to expenditures or funding commitments by any committee member. F. After review by City staff liaisons, formal approval by a majority vote of the Committee is required on new project budgets and fund expenditures. IRGIuding those from the Sister City Trust Fund. G. All members must notify staff before incurring any expenditures for Sister City programs so that staff can determine if the purchase is within the City's purchasing requirements, approved budget and/or not available within the City organization (such as printing or other services). Expenditures that do not meet City policies will not be reimbursed. 5 t PROCEDURES FOR ESTABLISHING NEW SISTER CITY RELATIONSHIPS The By Laws Sub-Committee recommends a five (5) year moratorium as of 1999 on the establishment of any new sister city relationships. STUDENT EXCHANGE Selection Sub-committee: A. Each Selection Sub-committee will be made up of five (5) six (6) members, the majority of which must be from the Sister City Committee of tho Committoo. And The Sub-Committee may have citizens (with no connection to students being interviewed). There will be a Selection Sub- Committee for male students and another one for the female students. B. The Selection Sub-Committee members will be provided an interview packet with copies of the student applications and essays for review prior to the interview meeting. C. Any member of the Committee serving on the Selection Sub-Committee will abstain from interviews in which a relative is an applicant, or in which case a conflict of interest is apparent. D. The Selection Sub-Committee will pre-select the interview questions. Each member of the committee may be permitted to ask the same tow (2) assigned questions during each interview. E. icants during the interview process. These will Interview Format: • A. The female stusle-Rts and the male students will be interviewed separately. All interviews may,be conducted on the same night or on two (2) separate nights. B. Interviews will be scheduled in fifteen (15) twenty (20) minute intervals. The student will be interviewed for twelve-(-4-2--)sixteen (16) minutes. C. Students are not allowed the use of prepared materials in the interview Student Selection: 6 A. All high schools within the city limits of the City of Corpus Christi, including private schools, are invited to submit fwo-(2) up to ten (10) candidates,- five (5) one male and five (5) one female only. The candidates selected by the schools must live within the city limits of the City of Corpus Christi. B. Only Students recommended by the high school principal staff or the HOST Board (Homeschooling Organization of South Texas) will be considered. Ne independent Only applications sponsored by an educational organization will be accepted. All applications must be accompanied by a $50 participation fee, which will be refunded if the student is not selected for the program. C. Students must have completed their junior year in high school when the exchange occurs and agree to abide by the Student Exchange Agreement (Exhibit "A"). D. The Selection Sub-Committee will rate each student on a scale of one to five (1-5) on the basis of the following categories: 1. Poise/Appearance 2. Ability to communicate 3. Sense of humor 4. Sensitivity and sincerity 5. Knowledge of our sister cities 6. Local community awareness 7. Interest in world peace and cultural understanding 8. Ambassadorship E. From the total number of candidates, the committee will select the top fourteen (14) ranking candidates (7 male and 7 female). F. The top twelve (12), composed of 6 male and 6 female students will be asked to participate in the student exchange program. The sister city that each student will visit will be based on the Selection Sub-Committee's evaluation. Two (2) remaining students will be designated as alternate participants in the event a selected candidate is unable to participate. G. All students will be notified of the selection results after the interviews and prior to any public announcement. The destination of each student may be withheld until a public announcement is made at the appropriate meeting to of the Sister City Committee. Exchange Policies: A. The City of Corpus Christi Sister City Committee will purchase tickets only after our Sister Cities have sent us the names of their exchange students and host family information. "` 7 B. It is preferred that the Committee has have this information by February March 1st. - - - - - • - - - - - - - - - • - - • - - wi Travel Policies: A. Corpus Christi Sister City Program will only send local exchange students to those of our Sister Cities who are able send students in that given year. B. It is preferred that our students and their students stay with the families of the chosen exchange students, h-,o ,ot m,antry Both Corpus Christi and our Sister Cities are encouraged to choose students whose family can host so there is a larger cultural exchange between students, families, and Cities. 8 . t. (Exhibit "A") • STUDENT EXCHANGE AGREEMENT This student Exchange Agreement is made by (student) and Sister City Committee of the city of Corpus Christi (committee). The student is willing to participate in the exchange program and therefore agrees to all of the following: 1. Learn as much of the language as possible of the Sister City you are to visit. Minimally, you should be able to communicate social phrases. 2. Learn as much as possible about Corpus Christi - as you are designated as a Goodwill Ambassador of the city. 3. Promote International peace and understanding by sharing the lessons of your trip with classmates and other citizens of Corpus Christi as directed by the Sister City Committee. 4. Participate in all training sessions prior to the trip, all evaluations after the trip, and all scheduled activities planned for the foreign exchange students while they are in Corpus Christi. 5. Return all loaned materials within 10 days of your return from travel. 6. Act as a host family for an exchange student, or find another family willing to host a student 7. Keep a diary of your trip. 8. Write an article about your impressions of the experience that can be given to the Sister City Committee and to the Corpus Christi City Council. Article should be 1-5 pages in length and typed and is due within 30 days of your return from travel. Signed this date General Chairperson, Student Sister City Committee Parent or Guardian 9