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HomeMy WebLinkAboutMinutes Sister City Committee - 05/11/2009 RECEIVED Sister City Steering Committee AUG 1 7 Monday, May 11, 2009, 5:45 p.m. 2009 6th floor Conference Room, City Hall 1201 Leopard St., Corpus Christi, TX C11YSECRETARrS OFFICE MEMBERS PRESENT MEMBERS ABSENT STAFF Drue Combs Brandi Williams Jorge Brenner Sally Gavlik-A Randy Farrar Almira Flores Laura Gonzales Rose Gunji Janice Garrett Michele Thomas -A Michele Hammock Javier Morin Dora Hidalgo Liette Ocker Westi Horn Sharon Phillips Maria Jaramillo John Rocha Tim Dowling Phyllis Roseman CALL TO ORDER: The regular meeting of the Sister City Steering Committee was called to order by General Chair Brandi Williams at around 5:51 p.m. II. ROLL CALL: Laura Gonzales called roll. A quorum was met with 9 of 17 members present. III. APPROVAL OF MINUTES: Minutes for April 6, 2009 were read. Suggested corrections were 1.) Add Randy Farrar to the Member's Present column. 2.) Add an "e" to Drue Combs' name under Committee Reports. Drue Combs moved to approve the minutes as corrected. The motion was seconded by Randy Farrar. The minutes were approved as corrected. IV. TREASURER'S REPORT: DISCUSSION ITEMS: Laura Gonzales reported that the General Fund balance is $4,072.46. The student's travel, $11,898.40, has been deducted. Two purchases equaling $58.64 was deducted to purchase supplies for the Student's Training. The PALS account has a balance of$5,283.28. The student's ten percent payments will be deposited into the PALS account. There was a discussion about which accounts the money for the student activities would come from. Discussed that the money for the student's activities would be coming from the General Fund. Laura will work with Reba George on moving money to different line items. Drue Combs moved to accept the Treasurer's Report and Dora Hidalgo seconded the motion. The Treasurer's report was accepted. V. PUBLIC COMMENT: Mary Babbili spoke about a possible exchange with India. Dora Hidalgo gave Mrs. Babbili the guidelines to becoming a Sister City. Drue Combs suggested giving her additional information on what we do and what we have done. Suggested she view the power point presentation on the city web site. Mrs. Babbili also submitted an application to be on the Sister City Committee. VI. DISCUSSION ITEMS: A. DISCUSSION AND ACTION on June's fundraising event requiring a letter and solicitation permit. No permit is needed. The carwash will be at the corner of Saratoga and Staples at the Doctor's Center. B. DISCUSSION AND ACTION on progress in getting our Sister City names on the Sister City Parkway. Michele spoke with Randy and it is in the works. SCANNED Brandi asked if their was a time frame as to when the work would be done. Since Michele is not here, we will ask her at the next meeting. C. DISCUSSION AND ACTION on what to do about gifts for Mayors of the 3 cities our students are visiting. Who will work with Lisa Garza at the Galvan House to research gift possibilities and get them purchased and packaged for our student's trips. Maria Jaramillo and Westi Horn brought back some suggestions about gifts for the Mayors. 1) Letter Holder with engraving — 3 for$116.85 2) Paper weights with engraving - $40 each 3) Card holder with pen $160 for 3. 4.) Pen holder or cup with map of the world on it with dots showing Sister City cities on the cup - $45 - $50. Randy Farrar asked what the time frame was. Westi said they could be ready by the first of June. Westi and Maria will get together and decided which gifts will be bought for the Mayors. The gifts will be purchased before the next meeting. The motion was passed D. DISCUSSION AND ACTION on what to do with Playa del Carmen dancers coming in September. Lodging, food and transportation are needed. Almira spoke to the gentleman from Playa del Carmen. Brandi asked her to explain to him that there is nothing that we can do at this time. If they had come in June we could have accommodated them. With a new Mayor and City Council, we are not able to do this at this time. There is nobody willing to take on this project. Michele Hammock agreed that if no one is able to take on this project then we shouldn't do this. Rose was concerned because this is the first time that we are dealing with this new Sister City and we are going to turn them down for this activity. Brandi discussed that the cost for lodging and food would cost too much. Drue gave a little bit more information into the dancers. The dancers are from Merida not Playa del Carmen. And Mr. Bache's wife is the dance teacher. So, it is not actually Playa del Carmen dancers that are coming. Drue suggested hosting a delegation from Playa del Carmen to come in Spring and have activities. Motion not passed due to lack of quorum. E. DISCUSSION AND ACTION on Sister Cities International organization and its services and annual conference F. DISCUSSION AND ACTION on what to do with extra general funds money due to travel savings. A variety of ways to spend it could be Peace Poles, Signage in Sister City Park, gifts for mayors, conference fees and more. Be creative. VII. COMMITTEE REPORTS: A. Publicity Committee — No Report B. Selection Committee — John Rocha — No Report C. Fundraising Committee— No Report D. Essay Committee — No Report. E. EXPO/International Cultural Festival — No Report F. Yokosuka, Japan — No report G. Agen, France — No Report H. Keelung, Taiwan — No Report I. Monterrey, Mexico — No report. J. Toledo, Spain, Javier Morin — No report. K. Veracruz, Mexico — No Report L. Playa del Carmen — No Report M. Curriculum Committee/Training — No Report N. Art Competition Committee — No Report O. New Sister City-Evaluation Committee— No Report P. Activities Committee —Westi estimated that the student activities would be about $1400.00. Laura will be available to pay for these activities using the City P- Card. Money will need to be spent before the last fiscal year. Discussed pre- paying for activities so that money will be spent out of this year's budget not next years. Laura will find out about purchasing gift cards for food to be used for August activities. Sharon will work on the bags for the students. Q. Pen Pals —Tabled VIII. IDENTIFY ITEMS TO BE PLACED ON NEXT AGENDA— IX. GENERAL CHAIR'S REPORT: Recommended the following nominees to forward to the City Council. Mary Babbili, Kate Rodriguez, Yoshiko Boulan, and Timothy Goss. Council will vote on the recommendations on Tuesday, May 26, 2009 X. ADJOURNMENT: Randy Farrar moved to adjourn and Drue Combs seconded the motion. The meeting was adjourned at 7:18 pm due to lack of quorum. Laura Gonzales, 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.