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HomeMy WebLinkAboutMinutes Sister City Committee - 12/03/2007 9�mA112131g-7- 4 rb .; \ C Sister City Steering Committee u° - Jl% Regular Meeting with Christmas Dinner at 5:45 p. �y G' �e Monday, December 3, 2007, 5:45 p.m. eit IP4 The home of Javier Morin, 7326 Gold Ridge Roa k ewrfr, ��ti MEMBERS PRESENT MEMBERS ABSENT STAFF} 2`�Z5 Drue Combs George Kopf Jonathan Lancaster-A Chris Kailas Tim Dowling H. Moretzsohn Melissa Melendez-AE Chris Semtner Randy Farrar Javier Morin Willie Perez - AE Almira Flores Ellen Murry Sukhbir Singh - A Farley Frazier Sharon Phillips Alfonso Trujano - A Rose Gunji Flicka Rahn Westi Horn Brandi Williams Ann Jaime Danny Williams CALL TO ORDER: The regular meeting of the Sister City Steering Committee was called to order by General Chair, Heather Moretzsohn around 6 p.m. II. ROLL CALL: Chris Kailas called roll. A quorum was met with 16 members present. III. APPROVAL OF MINUTES: Randy Farrar moved to accept the minutes as written and Farley Frazier seconded the motion. Motion passed. IV. HEARING FROM THE PUBLIC: No one from the public was present. V. TREASURER'S REPORT: Chris Kailas reported that the General Fund balance was reduced by the $877 for the Sister Cities International Annual Dues that were paid in August but only now coming through on the credit card. The current balance is now $16,040.17. The PALS Fund remains the same, $2,598.89 VI. DISCUSSION ITEMS: A. DISCUSSION AND ACTION on making a donation in the name of former Sister City Steering Committee member, Judy Benkendorfer to the Sister City Steering Committee or to Vinson Morris Children's Center. General Chair Heather Moretzsohn began a discussion as to whether or not the Committee would like to make a donation to the Sister City Steering Committee in Ms. Benkendorfer's name. The Committee talked a bit about how this donation could be made. It was mentioned that they could not take the donation from the General Fund. Drue Combs suggested the donation be personal. It was noted that even though the paper asked the donations be made to the Vinson Morris Children's Fund, we could make it to Sister City Programs as the Committee was also one of her interests. Rose Gunji moved that if members wanted to that they make donation in Ms. Benkendorfer's name to the Sister City Steering Committee. Sharon Phillips seconded the motion. The Motion passed. Ms. Moretzsohn suggested those who wanted to make a donation do so to Chris Kailas after the meeting. B. DISCUSSION AND ACTION on recruiting members to do student interviews. Randy Farrar chair of the Selection Committee told the group he had scheduled all the interviews on January 12. He explained that since he had a co-chair, they thought if would work best for SCANNED everyone concerned to do the interviews in one day. The interviews would start at 8 a.m. with a review of each of the applications. He noted that they would need two groups of volunteer interviewers, about 5 for each group. Mr. Farrar passed around a listing for members to sign up. Ms. Westi Horn asked if the interviewers could get copies of the applications early so they could study them and be prepared before they came that day. It was also noted that Chris Kailas would provide breakfast for the group and perhaps lunch. C. UPDATE on Sister City information for the International Airport flag display. The display needs easels for the posters. Ms. Kailas said the easels had been ordered and have come in. She also has a large easel in her office for the large informational piece that has been approved by the Publicity Committee and being prepared by P&RD Marketing staff. Ms. Moretzsohn said she has gotten a large framed world map donated by Zadansky's for the display. It was noted another large easel would be needed for that map. D. DISCUSSION AND ACTION on yearly timeline for the Sister City Steering Committee. Everyone was given a copy of a draft of the new timeline. It was noted that the January and February meeting times for 2008 had not been updated. Chris Kailas updated them. There was a short discussion about the orientation for students being the first training. It was suggested that the meeting not be in February but in March with the other trainings being in April and June 7th for the last training so it would fall just before the students started their travel. It was noted that the students and their parents usually had many questions and concerns and needed a last minute check before the travel schedule started. It was also noted that May was not a good time for training due to the busy schedule just before school ended for the year. It was also suggested that Chris Kallas check to see when schools start in 2008. Also noted was that the estimated exchange dates could be changed depending on each Sister City's needs. It was suggested that Chairs contact their counterpart in their City and see if we could get a firm date as soon as possible. Lastly, it was suggested copies be made for each meeting. Ms. Kallas said that's a lot of paper for each meeting. Ms. Combs suggested several copies of the timeline be put into plastic sleeves and be available for use at each meeting. General Chair Heather Moretzsohn needed to leave at around 6:40 pm. Mr. Randy Farrar presided over the remainder of the meeting. VII. COMMITTEE REPORTS: A. Fund Raising Committee, Ellen Murry and Farley Frazier: Ms. Murry reported that the date for the Chess Tournament has been changed to March 1 for several reasons. One, work had not been completed on the flyer and it's too late to do a good job of promoting the event. Secondly, the Committee is really busy in January and third, March 1 is better timing for us to get more people involved because there is a State Tournament the next week and we should be able to get a number of participants who want to practice. The location at the Oveal Williams Senior Center and the food preparation would remain same as those worked very well. B. Publicity Committee, Brandi Williams, Jonathan Lancaster, Danny Williams — Ms. Williams noted that she and her committee would be doing promotional materials and marketing plans for the January 19th Airport event and the Chess Tournament. It was noted that we have great pictures from last year's event at the Airport that could be used for this year's event promotion. It was suggested that invitations need to go out to the Council members, newly selected exchange students and their parents, family and friends, the school principals, counselors and teachers, last year's exchange students and their families. C. EXPO Planning Committee — No report. D. Art Competition Committee, Rose Gunji and Sharon Phillips — Ms. Gunji reported that the initial packet is out. Follow up letters are going out next week. The deadline for art work is March 28, 2008 and the Awards ceremony would follow the April 7th meeting to be held at the Corpus Christi Art Center. E. Selection Committee, Randy Farrar and Brandi Williams — Mr. Farrar noted that he had received the notice that there had been two complaints about IWA's counselor not getting the packet out to their students. He said he would follow up on those complaints. Drue Combs said this program should have regular publicity. Mr. Farrar said the Committee would have to start earlier that they were able to this year. Ms. Combs said that for next year we could do a press release and have an announcement on television. It can also be added to the City's web site. We should also e-mail to our current exchange students and ask them to tell their friends. F. Agen, France, Ann Jaime — Ms. Jaime said she had received an article from France. She didn't have it with her to share. She asked if it could be e-mailed to everyone. G. Keelung, Taiwan, Tim Dowling — Mr. Dowling talked to Yalee Shih. She is acting as translator for a letter he drafted introducing himself as their new contact with Corpus Christi. He will mail it once she completes the translation. H. Monterrey, Mexico, Almira Flores and Willie Perez — No report. I. Toledo, Spain, Flicka Rahn, Javier Morin and Ann Jaime — Flicka Rahn said "We have established plausible dates for their Choir to come to Corpus Christi sometime in June or July." Ann Jaime is going to talk to Maria to see what dates look best for them. J. Veracruz, Mexico — Ann Jaime said that if we could get a contact name, she would call and make a date to travel there to talk to them. K. Yokosuka, Japan, Westi Horn and Drue Combs — Ms. Horn said that she had received Christmas Greetings from Yokosuka. They also said that they were very pleased with the Student Exchange Program. L. Curriculum/Training Committee, Sukhbir Singh and Brandi Williams — No report. M. Evaluation Committee, Ellen Murry and Ann Jaime — a. Playa del Carmen — The committee is working on it. They need for the members to get the necessary letters-of-support before the presentation to the City Council in February. b. Bethinda, India — Ms. Murry reported that she had received a report from Sukhbir Singh stating that the Coastal Bend India Association is interested but needs more details about the Sister City program. N. Activities Committee, Westi Horn — No report. O. Pen Pal Program, Danny Williams — Mr. Williams reported that he is waiting for Ms. Moretzsohn to give him more information about the school interested in the program. VIII. GENERAL CHAIR'S REPORT, Heather Moretzsohn — No report IX. STAFF REPORT— No report. X. CURRENT CONCERNS — Ellen Murry handed out invitations to the Annual Island Boat Parade at her house on December 8, 2007 at 5:30 p.m. XI. ADJOURNMENT: Drue Combs moved to adjourn and Danny Williams seconded the motion which passed. The meeting was followed by a pot-luck dinner. After the meeting several members made donations to the Sister City Committee in the name of Judy Benkendorfer. After the meeting, dinner, and clean up, people went home around 8 p.m. Chris Kailas, Sister City Recording Secretary Cultural Services Division Parks & Recreation Department The following guide explains the attendance code: AE —Absence Excused for those who were absent due to illness or Sister City Travel R— Resigned Examples of arrival or leaving times—arrival, 6:07 p.m.; or leaving, L7:00 p.m.