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HomeMy WebLinkAboutMinutes Sister City Committee - 01/05/2009 (2) f RECEIVED Sister City Steering Committee AUG 1 7 2009 Monday, January 5, 2009, 5:45 p.m. 6th floor Conference Room, City Hall CITY SECRETgRY' 1201 Leopard St., Corpus Christi, TX S OFFICE MEMBERS PRESENT MEMBERS ABSENT STAFF Kevin Aguilar-Ferrari Westi Horn Jorge Brenner-AE Sally Gavlik -A Jorge Brenner Maria Jaramillo Almira Flores -AE Chris Kailas Drue Combs H. Moretzsohn Flicka Rahn -A Wes Vardeman Tim Dowling Javier Morin Phyllis Roseman —AE Randy Farrar Sharon Phillips Janice Garrett John Rocha Rose Gunji Brandi Williams Dora Hidalgo Danny Williams CALL TO ORDER: The regular meeting of the Sister City Steering Committee was called to order by General Chair Brandi Williams at around 5:50 p.m. II. ROLL CALL: Chris Kailas called roll. A quorum was met with 16 of 19 members present. III. APPROVAL OF MINUTES: Minutes for January 5, 2009 were read. Tim Dowling moved to accept the minutes with no corrections. Sharon Phillips seconded the motion. The minutes were approved. IV. TREASURER'S REPORT: DISCUSSION ITEMS: Ms. Kailas reported that the General Fund report remained the same with a total of$16,128.19. The PALS Fund also remained unchanged with $5,177.24. Randy Farrar moved to accept the Treasurer's Report and Rose Gunji seconded the motion. The Treasurer's report was accepted. V. PUBLIC COMMENT: There was no one from the public present. VI. DISCUSSION ITEMS: A. DISCUSSION AND ACTION on recommendation of one applicant to replace Mary Lou Breven who is on the Landmark Commission but was recommended last month for the Sister City Committee. The reason the Sister City Committee has to replace Ms. Breven was explained. New possible recommendations were discussed from the packet provided by the City Secretary's Office. Ms. Heather Moretzsohn suggested Dr. Cruz. It was noted that she is Dr. Brenner's wife. Randy Farrar suggested Ms. Caroline Valadez, noting that her qualifications are extensive. Maria Jaramillo suggested Ms. Elizabeth Garza. Timothy Dowling suggested Timothy Goss noting that he has good qualifications. Kevin Aguilar-Ferrari agreed. Chris Kailas stated that Ms. Renai Baker was a previous volunteer docent at Heritage Park and was a wonderful volunteer for over 10 years. She does not work and when she commits herself, she is a great volunteer who does what she says she'll do. A vote was taken. Randy Farrar suggested the Committee choose two from the list on which to vote. It was agreed to make this month's choice from the top two vote getters who were Ms. Caroline Valadez and Ms. Renai Baker. Ms. Baker won with a vote of 8 to 4. It was moved and passed to send Ms. Baker's name as the recommendation to fill Mr. Willie Perez's place. F. Item taken out of order for Drue Combs who has to leave early. DISCUSSION on day trip to Laredo, Texas to attend Sister City EXPO. The SCANNED . Committee has use of City van for the trip. There will be very little cost. Drue Combs asked the Committee who attended the International Festival at Texas A&M University at Corpus Christi in November. She and Maria Jaramillo were there but no one else attended. Ms. Combs expressed her opinion that perhaps the Committee was too busy to properly plan and implement the Sister City Committee's International Cultural Festival and EXPO this coming November. Heather Moretzsohn expressed the same sentiment. Ms. Combs asked the Committee if this was something they really want to do. She suggested that the Committee could possibly participate in the upcoming Cultural event at Del Mar or with Javier Morin doing a cultural class. He organized the event at Del Mar. Ms. Jaramillo suggested the Committee identify its target audiences and decide what the purpose for the event would be. Ms. Combs said the sub-committee for the event needs to look at what we can do. The item was tabled for discussion at the next meeting. B. DISCUSSION AND ACTION on purchasing tickets for the chosen exchange students early to take advantage of the lower prices right now. Chris Kailas explained that prices for the tickets are cheaper now due to the drop in gas prices. Her concern is that one of the chosen students might drop out. Heather Moretzsohn recommended that we be sure we purchase exchangeable tickets. Kevin Aguilar-Ferrari suggested we purchase insurance. Randy Farrar moved that after the Committee selects its students; have the agreed to dates for the exchange from our Sister Cities; and that we either purchase insurance or purchase exchangeable tickets, that we purchase the tickets..Kevin Aguilar- Ferrari seconded the motion. The motion passed. C. DISCUSSION AND ACTION on doing a high school student exchange in Playa Del Carmen. Heather Moretzsohn noted that even though the Committee and Playa del Carmen formed the new Sister City relationship to do something other than a student exchange program, the people there are very receptive to doing any kind of exchange. She suggested we should go forth with plans to develop a student exchange program with them. Tim Dowling said the Committee should do anything to solidify that relationship. It was suggested that perhaps this item was a bit premature. The discussion item was tabled till a later time. D. DISCUSSION AND ACTION on sending one or two local high school students to the Sister Cities International Annual Youth Conference in Belfast, Northern Ireland. Deadline is February 28, 2009 for July 28-August 2, 2009. Cost is $500 each. If the Committee saves money on the Exchange airfare, the Committee might be able to send one or two students to the Annual Conference. Heather Moretzsohn noted that there is an excellent Annual Youth Conference every year at the EXPO in Laredo, Texas. It was noted that if they have one there, the Committee would not have to spend the money on a conference so far away. It was suggested those going this year would check out the Youth Conference in Laredo, Texas. Tim Dowling moved not to send students to the International Conference in Belfast, Northern Ireland. Sharon Phillips seconded the motion. The motion passed. Committee members were asked for a show of hands as to who would be willing to make the trip to Laredo, TX in late January. Those interested in going are Westi Horn, Brandi Williams, Danny Williams, Kevin Aguilar Ferrari is if health permits, Janice Garrett, Dora Hidalgo, John Rocha, Javier Morin and Drue Combs. Heather Moretzsohn asked if we would call Gustavo Guererra to let him know we are } coming. Chris Kailas will make the call. Danny Williams asked if we should ask the Council members. E. DISCUSSION AND ACTION on plans for an Annual Planning Retreat. Heather Moretzsohn explained that the first planning retreat was held in 2006. She noted that we are still working on those goals and objections, but, that they need updating. She said that the Retreat was facilitated by Bobbi Reed and that the Committee "coat-tailed" on those results a year later. Drue Combs asked if we could use a facilitator again. Randy Farrar noted that the Committee didn't have a facilitator last time and said, "It didn't work, we should have a facilitator." General Chair Brandi Williams asked should we have a Planning Retreat? The over-welling response from the Committee was "Yes". Kevin Aguilar-Ferrari said "We should have some "outcomes and deliverables." Randy Farrar stated that "the facilitator was very good at doing that". Ms. Williams asked how much Ms. Reed cost? It was stated that she charged the Committee $200 last time for a half day session and would be willing to do it again for that cost. Brandi Williams asked the Committee when they could have a retreat? Dates suggested were: April; end of January around the 30th; February, second Monday (it was noted that was President's Day); February 6th or 7th or February 21st. It was noted that January 23-25 was the EXPO in Laredo and that maybe the Committee had enough to do in January. Randy Farrar suggested that perhaps February 21st would be the best day. The motion was made to hold the planning retreat on February 21, 2009. The motion passed. The Staff will secure a place for the planning retreat. G. DISCUSSION AND ACTION on starting an essay contest and approving money for prizes much like the international Young Artists' Competition. Heather Moretzsohn proposed that the Committee diversify to doing an essay contest with nominal cash prizes. She suggested the Committee pick a theme. Sharon Phillips said she thinks that is a good idea. It was suggested the Committee could go to PTA meetings at all the schools, including all ages, and make a presentation about the idea and why it would be a beneficial experience for their students. General Chair Brandi Williams asked "Who is going to take this project on?" Kevin Aguilar Ferrari moved to accept the project for this year. Heather Moretzsohn seconded the motion. There was no discussion and the motion passed by all members. Heather Moretzsohn volunteered to chair the sub-committee. Danny Williams offered to work with her. VII. COMMITTEE REPORTS: J. Yokosuka,,Japan —Taken out of line to allow chairs to make their report before leaving. Westi Horn asked to confirm that there are three students going to Japan this year instead of 4 to Agen. B. Selection Committee —This report followed because it relates to Ms. Horn's question. Mr. Randy Farrar explained that there were 3 chosen to go to Yokosuka, Japan and 3 chosen to go to Agen, France. He stated that the idea is to send the two extra students to another Sister City next year. He reminded Committee members that if they are on the interview teams, they need to be at the Galvan House at 8 a.m. on Saturday morning. Those interviewing the female applicants will interview from 9 a.m. to 2:25 p.m. Chris Kailas will provide a breakfast for everyone at 8 a.m. and lunch for those interviewing the girls. The team interviewing the boys should be done by around 11 a.m. A. Publicity Committee— Brandi Williams shared that she had spoken to the new Airport Marketing person about using the airport to announce our newly chosen local exchange students at a news conference at the Airport at 1 p.m. on January • 19, 2009. Kevin Aguilar Ferrari explained that due to health issues, he will not be able to continue to chair the Publicity Sub-Committee. It was noted that publicity items will fall on Danny Williams. Mr. Aguilar Ferrari can forward directions to Mr. Williams. Brandi Williams will continue with correspondence getting media, the Mayor and City Council there. C. Fundraising Committee— Heather Moretzsohn — No report. D. EXPO/International Cultural Festival — Drue Combs expressed concerns about Committee's participation. She suggested that perhaps the Committee is overcommitted. She will call the Committee together to plan a course of action and report next month. E. Agen, France — Ms. Maria Jaramillo sent a Christmas card to France wishing them a happy holiday season. F. Keelung, Taiwan —Tim Dowling — Mr. Dowling reported that he is still trying to get the travel dates confirmed. G. Monterrey, Mexico —Almira Flores—No report. H. Toledo, Spain — Flicka Rahn and Javier Morin —The Chairs are still waiting for word from the Spanish contact; she has not yet responded. They are sending her notes once a month but she is still not responding. Veracruz, Mexico — Jorge Brenner- No report. J. Yokosuka, Japan was taken out of line, was first report. K. Playa del Carmen, Mexico — Heather Moretzsohn — She hopes to have a report in June. L. International Art Competition Committee— Sharon Phillips and Rose Gunji — are sending out reminder letters this week to all their school contacts. M. New Sister City Evaluation — Heather Moretzsohn and Dora Hidalgo— No report. Dora Hidalgo asked for a manual for the job. Chris Kailas will send her the written Criteria, the Job Description listing and other materials. It was noted that there is no manual for the job. N. Activities Committee —Westi Horn, Sharon Phillips — No report. O. Curriculum Committee/Training —John Rocha — Brandi will get materials to John Rocha, the new chair for this Sub-Committee O. Pen Pals — Danny Williams— Mr. Williams contacted Flour Bluff schools and will follow up with them tomorrow. VIII. IDENTIFY ITEMS TO BE PLACED ON NEXT AGENDA A. Tim Dowling wants to put a DISCUSSION AND ACTION ITEM about a car wash fund raising project on the agenda for next meeting. He said he will take responsibility and head up the project. He would like to use the selected students and do the project sometime in June. The project will provide much needed funds, build camaraderie among the students, and be a good time for all. He said there are two locations he would like to use. B. Heather Moretzsohn asked that Playa Del Carmen's Student Exchange Program be put on the agenda for next month. IX. CITY STAFF REPORT: Wes Vardeman reported that the World map has been updated and improved adding Playa Del Carmen, the newest Sister City. The informational piece is being worked on and will be ready for the promotional event announcing our newly selected students. X. GENERAL CHAIR'S REPORT: A. Brandi Williams reported that the Committee needs to concentrate on fund raising activities, think of ideas and pass those ideas on to Heather Moretzsohn. B. Kevin Aguilar Ferrari's health may preclude him from being the Publicity Chair. She asked Danny Williams and John Rocha carry on for him. C. She reported that the tentative date for announcing the newly chosen exchange students is January 17, 2009 at the Corpus Christi Airport at 1 p.m. XI. ADJOURNMENT: Javier Morin moved to adjourn at 7:45 p.m. 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.