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HomeMy WebLinkAboutMinutes Sister City Committee - 06/02/2008 X14.1021314iSie /, - Sister City Steering Committee .et C/4.;• 'f# 0/, Monday, June 2, 2008, 5:45 p.m. ni-" ;'` ta City Hall, 6th Floor Conference room, 1201 Leopard St. F/C ' iv ti/ MEMBERS PRESENT MEMBERS ABSENT STAFF explained that the Department has 13 Commissions/Committees and 10 are being cut. Ms. Moretzsohn asked how the cuts were determined. Ms. Gavlik said she looked at what benefited from the funds and because the cut funds only covered air fare for 10 youth, she felt that expense was not something the City should had to pay for. She noted that the $3,600 for operations was not touched. Kevin Aguilar-Ferrari asked if would be possible to give the Committee only a 50% cut-. He said that what concerned him was that Ms. Gavlik did not come to the Committee 'ire e • .g: "proc �`••- -r• • to discuss the need for a cut during the budget proses✓. Ms. Gavlik explained that the City does not allow the Directors to do that; she said that the City Council is the first to see the budget. Mr. Aguilar-Ferrari stated that "the Committee should have been given some input into the budget to be presented to the Council and you did not give us the opportunity to do that." Ms. Gavlik said you have a right to make a comment during the Comment Section of the Budget Hearing. Ms. Moretzsohn asked "What are the Committee's options, now." Ms. Gavlik said "you can come to the June 10th budget presentation and on July 8th durin. the public comment session. Drue Combs said "we have had a Sister CityProgram since 1967 and I am betting that there have been some down times during that time and we did not get cut." Ellen Murry said that "in the past, the cuts were proportional, not so draconian." Kevin Aguilar-Ferrari asked when the Committee could get a copy of the Parks and Recreation Department's budget and the reductions for the proposed budget. Ms. Gavlik said they could have a copy this week. Ms. Moretzsohn asked what time on June 10 would the Committee be able to address the Council. Ms. Gavlik said it was not time specific. She said "after the budget presentation for all departments, the meeting would be opened up to public comments." Questions from the Committee were: Would it help to make two presentations? Can we put our presentation in writing? Ms. Gavlik said "no", it would not help. Ellen Murry said "the Committee has not been complacent over the past year!" Tim Dowling asked what the over all cut in the P&RD's budget was from last year's budget? Ms. Gavlik said the P&RD budget actually shows a 1.2 million increase. She explained that the increases are for the Latch Key Program because of a larger number of students and more needed staff and also for a new program of"skilled based pay" for operational employees. Tim Dowling asked for a spread sheet for the whole City. Ms. Gavlik said they would have to do an open records request. Ms. Moretzsohn asked "where is it mandated that the Sister City Committee fall under the Parks and Recreation Department's oversight?" Drue Combs called the question. Ellen Murry seconded the call. They asked that the Committee move on. B. DISCUSSION AND ACTION of gifts for students to take to their Cities' Mayors. One suggestion was an Aloe Tile City Logo with a tassel for about $15. It was also suggested that the Committee could write a letter and ask Aloe Tile for a donation of the gifts. A second suggestion was a CD of the combined works of Flicka Rahn and Dr. Melissa Melendez. The Committee was reminded of the second place Art Competition Winner's picture. Another suggestion was the next edition of the Texas wildlife book "In Focus". Brandi Williams said she would go to Aloe Tile to check on what they have. Flicka Rahn said she would like to go with her. Randy Farrar moved that the Committee allow Ms. Williams and Ms. Rahn $25 per each gift and that the Committee trust in their selection of a gift from Aloe Tile. Kevin Aguilar-Ferrari seconded the motion. The motion passed. Danny Williams asked for contributions for the pizza to be delivered for dinner. The Committee members donated for the pizza. Limited Committee Reports: Curriculum/Training Committee - Brandi Williams said she sent an e-mail to all City Committee Chairs to be at the last training session on June 8, 2008 at the Galvan House from 2 to 4 p.m. She said that Jason and Cecilia won't be there but their parents will be. She said the gifts to the Mayors can be handed out then. Ellen Murry said we need to set up a photo opportunity in the Council Chambers before we send the students off. Chris Kailas will have invoices ready for the families for the 10% air fare due to the Committee. Activities Committee: No report. Ellen Murry moved the Committee break for 5 minutes before the planning retreat section of the meeting. Kevin Aguilar-Ferrari seconded the motion. The motion passed. It was 6:51 p.m. C. PLANNING RETREAT till 8 p.m. PLANNING RETREAT— JUNE 2, 2008 Drue combs opened the discussion by suggesting that financial security is the main issue and that the Committee needed to come up with a strategic plan to work with the City Council on a better budget for the Sister City Steering Committee. Ellen Murry said the budget was cut 3 years ago. The Committee reached out to the Council members and made presentations and got the budget, for the most part, re-instated. Our plans need to include that kind of outreach again. Heather Moretzsohn questioned whether this Committee is appropriately placed with the Parks and Recreation Department because many other Sister City Programs are with the City Secretary or Mayor's offices. Drue Combs said there is precedence for Sister City Programs to be handled by the Mayor's office. San Antonio has a separate protocol office that answers to the City Secretary. Drue Combs said we should have an advantage with two members on the City Council having been on this Committee, John Marez and Melody Cooper. Kevin Aguilar- Ferrari asked "Why are we not under the Mayor and Council since we have to make reports to the Mayor and Council so why are we reporting to the P&RD?" Randy Farrar said the P&RD acts as a liaison between this Committee and the City Council. He suggested everyone read the Board and Commissions Hand Book they were given when appointed to the Committee. Ellen Murry suggested we deal with the budget now and deal with placement in the future after we research how Sister City Programs work and where the Committee would better fit within the City. Janice Garrett asked would it be a more positive step to focus on the economic development programs for the Committee. Chris Semtner asked if Heather Moretzsohn had requested Council Member Nelda Martinez to be this Committee's Liaison because he was told that she was appointed as the liaison. Ms. Moretzsohn said "no she had not asked for an appointed liaison." Kevin Aguilar-Ferrari said "those future projects 4-fl ;f drive the Council's financial decision. If the Council sees the Committee working on economic and protocol projects, those projects will then guide the Council and the ROI (Return on Income) will effect their decision on the budget for this Committee. Getting a budget will push us in another area. Ellen Murry suggested we focus on a variety of business and educational programs. Kevin Aguilar-Ferrari said that in business, they want to see the results. He said that the idea for the International EXPO has been pitched, but we need to do it. It needs to be accomplished. Phyllis Roseman noted that she has said she would head up that Committee. She said she is ready to start working on it. Mr. Aguilar-Ferrari said the reason he signed up to be on this Committee was to participate in the development of an economic plan with our Sister City and City partners. We need a concise plan. Mr. Aguilar Ferrari said he feels we would be more successful if we tell the Council that we are going to help ourselves. We should talk about Corporate Sponsorships and we don't have to stay in town. We can get grants too. Ellen Murry said the challenge is that we don't have a full time grant writer. There is a great deal of competition for those donated dollars and we are asking for funds to send youth to other cities. We could change our timeline to start earlier on all our programs. Ms. Moretzsohn suggested the Committee could go to the parents to ask for a larger percentage. Randy Farrar said they are willing to pay some of it but not all of the cost. Brandi Williams said the Committee would really have to have a big and successful fundraising event to afford sending all these students. Rand, Farrar said the Committee would have to have new criteria requiring the students to do car washes, etc. They would have to work for 5 to 6 months to raise the funds. Mr. Aguilar-Ferrari noted that the AAU (Amateur Athletic Union) las to raise funds to sponsor their program's expenses and they have to pay for everything including paying for all the Coaches' travel. It was noted that that "kids that don't have the where-with-all are not going to get to go; their money goes to the family. They simply won't apply." Danny Williams said that over 50% of our families in Corpus Christi are at or below the poverty level. If we are going to make the student responsible for their own funding, we need to select the students now so they have time to raise the money. Mr. Aguilar-Ferrari asked "if we got them all together now, who would take that project on?" Danny Williams said "sign me up now. I want to fell like this is an open process." Drue Combs said we need to ask the students about this. If they say no, we need to try to phase the increase in cost a little each year. Danny Williams said the Council might take the whole budget away. That's why we need to prepare ourselves for that eventuality. Heather Moretzsohn said she admires the work the Committee is doing. She said the Committee is doing a lot with just a small budget. I don't think the Council is wants to take away the whole budget. Heather Moretzsohn said "We can ask the students for 20% to 25% of their fare. I don't think that will economically deprive the families that much. We can also do everything else to raise funds." Tim Dowling said "phase in cuts, yes, but the Council just can't cut the Committee at 70%. Danny is right, I prefer we say that we are doing x number of fund raisers and asking for some of your time to give students more money instead of asking the parents to give more money because if the airfare is too expensive, the student's won't apply. It can be called `sweat equity'. There is a potential for each student to do online blogging and get paid $10 for each daily entry." He also asked, "Are we going to go to the Council on the 10th. If so, we need to do shifts. He asked Heather Moretzsohn if she could prepare a statement for whoever is at the meeting could read the statement and answer the Council's questions." Kevin Aguilar-Ferrari recommended that the Committee get something settled and prepare a budget to give to whoever makes the presentation. Drue Combs said that the Council knows this Committee. She said "If we ask to have the budget restored, what is our justification? Mr. Aguilar-Ferrari said we need a plan. Ms. Combs said "Tell the Council what happens when you eliminate the Sister City Student Exchange Program. There could be a diplomatic incident. They need to think about that. Ask them if that is what they want? Invite students who have gone to visit one of our Sister Cities and let them tell the Council how the trip has impacted and changed their lives. Show successes." Kevin Aguilar-Ferrari asked if he could have a list of students. Chris Kailas said she has a list of students from previous years and she would send it to him. Brandi Williams volunteered to help make calls. Heather Moretzsohn asked who would be able to attend the June 10th meeting. Drue Combs, Ellen Murry, Danny Williams, Brandi Williams and Kevin Aguilar-Ferrari volunteered. Janice Garrett said the Parks and Recreation Department made the cuts, not the Council. It's a recommendation. Stress the significant damage the ogram to the program, the relationships the Committee is building and the help with the International Boat Show Promoters. Phyllis Roseman asked, "Aren't we trying to bring economic opportunities and international good will to Corpus Christi?" Heather Moretzsohn said she would put something together and get it to everyone so they could respond. It was noted that the Council's agenda is posted on line. We could invite former Committee members and call Council members. We could invite previous exchange students if they are in from college. Drue Combs reminded the Committee that June 10th is not the Committee's last chance to talk to the Council. Brandi Williams asked Ms. Kailas to get a W9 (City Tax Number Letter) to her for the purchase of gifts for the various Mayors during the week. VIII. GENERAL CHAIR'S REPORT— No report IX. STAFF REPORT — No report. X. CURRENT CONCERNS —. There were none. Xl. ADJOURNMENT: At around 8:30 p.m. Kevin Aguilar-Ferrari moved the meeting be adjourned. Danny Williams seconded the motion. The meeting was adjourned 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.