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HomeMy WebLinkAboutMinutes Sister City Committee - 07/07/2008 RECEIVED Sister City Steering Committee JAN Monday, July 7, 2008, 5.45 p.m. 9 2009 City Hall, 6th Floor Conference room, 1201 Leopard St. CIS'SECRETA_ OFFICE MEMBERS PRESENT MEMBERS ABSENT STAFF Kevin Aguilar-Ferrari H. Moretzsohn 6:30 Almira Flores A Chris Kailas Drue Combs Javier Morin Farley Frazier- A Chris Semtner Tim Dowling Ellen Murry Melissa Melendez - A Sally Gavlik Randy Farrar Willie Perez - AE Sukhbir Singh - R Janice Garrett Sharon Phillips Danny Williams - AE Rose Gunji Flicka Rahn Westi Horn Phyllis Roseman Ann Jaime Brandi Williams CALL TO ORDER: The regular meeting of the Sister City Steering Committee was called to order by Committee Member, Randy Farrar around 5:50 p.m. II. ROLL CALL: Chris Kallas called roll. A quorum was met with 11 of 20 members present. III. APPROVAL OF MINUTES: Corrections for the minutes were: Randy Farrar was not absent but at the last meeting; change the first correct spelling of Kevin Aguilar-Ferrari to the incorrect spelling so it makes sense; Section VI, Item A, 14th sentence, correct 805 to 80%; at the end of the 22nd sentence, add "of the travel."; in the 23rd sentence add, "before the budget process to have a dialog with the Committee about the budget and the budget process."; in the 32nd sentence add exchange before program; in seventh paragraph of the PLANNING RETREAT, change "will" to "should"; in the 11th paragraph, correct the spelling of Randy Farrar's first name from Rand to Randy; 18th paragraph, second sentence, remove the first "the program" from the sentence. The June minutes were approved as amended. IV. HEARING FROM THE PUBLIC: There was no one from the public. V. TREASURER'S REPORT: Chris Kailas reported that the General Fund balance has been spent at 100.07% or $12.39 over the budgeted $17,943.00. Expenditures in the month of June were $103.94 for framing of the airport informational piece and $8,252.30 for the rest of the air fare for Japan, Taiwan and Mexico. Last month's PALS balance was $3,037.89. There was a $100 re-imbursement to Brandi Williams for 4 mayor gifts as was approved by the Committee. Deposits were $1,505.12 for the 10% of air fare from the students leaving the PALS account balance at $4,443.01. Ms. Kailas reported that the membership dues bill came in. She said she usually waits until the new budget year to pay it. Drue Combs asked that she hold up on paying the bill and place it on the agenda for discussion. VI. DISCUSSION ITEMS: Randy Farrar noted that he was going to skip over the discussion items until Ms. Moretzsohn, who will be in around 6:30 p.m., gets here. She will lead the discussion on those two items. He directed the Committee to begin on the Committee reports. VII. COMMITTEE REPORTS: A. Keelung, Taiwan — Tim Dowling reported that our students have been in touch constantly with their counterpart in Taiwan. Rose Gunji asked if he knew if the exchange students were from Keelung or Taipei. She expressed that she thinks it's better if our exchange students are from Keelung and not Taipei. Mr. Dowling explained that the students say they have more fun in Taipei and that City is very close to Keelung. Ms. Gunji said she understood but stated that our Sister City is Keelung, not Taipei. SCANNED B. Toledo, Spain, Flicka Rahn, Javier Morin, Melissa Melendez and Ann Jaime — Flicka Rahn asked Mr. Dowling to share his experiences as a goodwill ambassador to Spain during his recent travels. Mr. Dowling said met with Maruchi Diaz and the choir leader took them around the City and they there were very gracious. He said that Consuelo Palencia would like to do a music exchange. Mr. Dowling said Toledo, Spain is a great place to visit; it is a very quaint and a beautiful old walled city. It used to be the Capital of Spain. Javier Morin said that our Language Exchange Student, Kat Edmondson just arrived in Toledo, Spain for a 4 week long intensive language study. She will be back on July 30, 2008. Mr. Semtner asked if she would be making her report at the same time as the other students. Mr. Morin said she would be there in October. C. Fund Raising Committee — Ellen Murry, Danny Williams, Willie Perez, and Farley Frazier- Ms. Murry reported that she has nothing new at this time. She said the Fund Raising Committee would be looking at the ideas generated by the Strategic Planning Committee. D. Publicity Committee - Brandi Williams, Danny Williams - Brandi Williams said she took the month of June off to handle business in her own Company and to move into a new house. She asked if the Committee had anything that needed to be done. Randy Farrar asked the Committee to set up coverage for when the students leave. Ms. Williams said she was told that the Committee reserves that coverage for when the students come back with their visiting students. Mr. Willie Perez apologized for being gone for two months. He said he was in the hospital. He said that there are very few people who know about these programs. He feels we fail to take advantage of the free opportunities to contact the Hispanic community. He said that's a community that does not know about this Committee and its work. He also said that some who went to the World Affairs Council's session on the Mayan Culture did not know what he was talking about. Mr. Perez said he was going to try to be more active with the PR Committee. Westi Horn asked the PR Committee to be sure to have the media come to City Hall when the Students meet with the Mayor tomorrow. She noted that the activities for the students started at the Galvan House today and continues through the week. Javier Morin said he knows a person working with "Hola" and he offered to help. Ellen Murry said the Media likes to see the students doing their activities. She suggested that the Committee send a copy of the Schedule for Student Activities to the Media and invite the Council Members too. E. Selection Committee, Randy Farrar and Brandi Williams — Brandi Williams had concerns about Rene Renteria's hair before he left and Randy Farrar said she suggested he cut his hair before he left. Mr. Farrar wanted to know how soon the Committee will be able to get the Selection Packets out to the schools. Kevin Aguilar-Ferrari suggested keeping the dates as is or send the packet out the last of September. Brandi Williams wants the Committee to get the packet out in a timely manner allowing the students enough time to complete the application and essay. It was noted that the Committee had gotten the packets out in September before. Javier Morin asked if the Committee makes any kind of a presentation. Brandi Williams said she would like to do a face-to-face with the students and have our 2008 students there too. Willie Perez said CCISD has in-service days during August. Rose Gunji suggested the Committee get a school calendar, inform the downtown administrative contact before the packet is sent out. F. Evaluation Committee, Ellen Murry and Ann Jaime — a. Bethinda, India — Ellen Murry said work on this City is on hold for now. Heather Moretzsohn and Ms. Murry are currently working with a couple members of the Coastal Bend India Association. b. Netanya, Israel — No report. G. Activities Committee, Danny Williams, Farley Frasier and Westi Horn — It was noted that Westi Horn did most of the planning by herself because the Committee backed out. Heather Moretzsohn arrived at 6:30 p.m. H. EXPO Planning Committee — No report I. Art Competition Committee - Rose Gunji and Sharon Phillips — Rose Gunji — Ms. Gunji reported that our winner was selected as one of the 20 winners this year. Kevin Aguliar-Ferrari said it deserves to be put in the paper since she is an International Winner. Brandi Williams will put together a press release. J. Agen, France - Ann Jaime — Ms. Ann Jaime reported that the students lost some time and almost didn't make their connections due to weather. She suggested that in the future we avoid purchasing 2 separate tickets. It was explained that this year the two separate tickets were less expensive and one ticket or airline. Ms. Rosenbaum said it's better to book through on one airline because sometimes you end having to buy another ticket and that would make it more expensive. She said to avoid splitting the tickets. Ann Jaime left at 6:35 p.m. K. Monterrey, Mexico - Almira Flores and Willie Perez —Almira Flores reported that all the paper work is in place and students are ready to come. L. Veracruz, Mexico - Melissa Melendez — No report. M. Yokosuka, Japan - Westi Horn and Drue Combs — It was reported that there has been very good communications this year and everything is ready to go. N. Curriculum/Training Committee - Brandi Williams, Melissa Melendez, Danny Williams — Ms. Williams reported that training went very well and that the last session was on June 8, 2008. O. Pen Pal Program - Danny Williams — Danny Williams — No report. VIII. GENERAL CHAIR'S REPORT— No report IX. STAFF REPORT — Chris Kailas reported that the Sister City Newsletter talked about the Annual Conference later this month. Since this Committee passed an item to send the General Chair to that Conference Ms. Kailas asked what the Committee wanted to do now. Ellen Murry said that since all our efforts are focused now on funding our students' trips it would not look good for Committee members to go on any junkets at this time. CURRENT CONCERNS — It was noted that the City received a call from Columbia asking us to be a Sister City. The Port of Corpus Christi sent a delegation. Someone needs to talk to the Port about what activities they are going to do. Joe Gazin went. Perhaps the Committee should work with the Port and the Mayor and develop a plan. Sally Gavlik arrived (not sure of time). Randy turned the meeting over to Heather Moretzsohn so she could facilitate the discussions on Items A and B. DISCUSSION ITEMS FROM VI A. DISCUSSION AND ACTION on forming a strategic planning subcommittee. Ms. Moretzsohn asked the Committee for their thoughts about forming a Strategic Planning Sub-Committee. Kevin Aguilar, Ellen Murry, Brandi Williams and Heather Moretzsohn expressed an interested in working on an Economic Development Plan through this Sub-Committee. The group will meet following today's Regular Meeting to discuss this further and will make a proposal to the Steering Committee at a later date. B. DISCUSSION AND ACTION concerning the activities for the exchange students during August. Westi handed out a schedule of the activities with the names of all Committee members and parents who have volunteered to chaperone. She explained that the Committee needs to help with each of the activities where they can because Flicka Rahn will not be able to be at all the activities this year and neither can she. Brandi Williams volunteered to be at all the activities. Chris Kailas will be there on August 5th all day and at other activities for which payment is needed. VII. ADJOURNMENT: The Regular Meeting adjourned around 7:10 p.m. / 14z-v(rsii-- --; /i &C < alias, S.ster 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.