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HomeMy WebLinkAboutMinutes Sister City Committee - 07/11/2022Regular Meeting A. Call To Order Chairperson Melody Cooper called the meeting to order at 12:03 pm. B. Roll Call Chairperson Melody Cooper performed roll call. Present: 8 - Susane “Westi” Horne, Almira Flores, Deacon Mark C. Arnold (virtual), Melody H. Cooper, , Valerie Harbolovic, Mirza Pearson, Art Wallace and Adria Vasquez (virtual) Absent: 0 - Luis F. Cabrera Guests in attendance: Kevin Smith. Asian Museum Representative Richard Hafemeister, Lisa Oliver C. Public Comment No public comment was provided. D. Approval of Minutes and Action on Absences Approval of minutes for the May 2, 2022 Sister City Committee Regular Meeting A motion was made by Committee Member Susane Horne, seconded by Committee Member Valerie Harbolovic, that the May 2, 2022 for the Minutes to be approved. The motion carried by a unanimous vote. E. Discussion / Action Items Mexico Sister City Outreach – Mirza Pearson / Valerie Harbolovic No progress has been made with Mexico Sister Cities despite several attempts. Continued efforts to contact Monterrey with no results. The Mayor was scheduled to have a meeting with Cleo and some additional contacts, but it was cancelled with no known reschedule date. Mirza is working with Consulate to develop further contacts Student Exchange Program – Almira Flores /Melody Cooper / Susane Horn / Valerie Harbolovic Committee Chair Melody Cooper led discussion of previous efforts on student exchange activities. Tammy Embrey gave an update on discussions with the Texas State Aquarium and the capability that they have is the subcommittee would like to do some virtual exchange activities. Tammy also shared that she had sent the committee contacts for school districts and the education service center. Melody asked Art to serve on the student exchange subcommittee. Almira shared that they are working on meetings with cities. The Committee has also updated the application for student exchange participants and Tammy suggested that the City legal department before being used. Especially with regard to any covid related language that should be added. Valerie shared efforts to try to do virtual efforts this year. Susanne indicated that we had declined the invitation of a virtual effort with Yokuska. Melody indicated efforts might be better served to gear up for in person efforts next year. Cultural Exchange Program – Melody Cooper / Valerie Harbolovic / Mirza Pearson Chairperson Melody Cooper led the discussion by sharing some of the experiences of the delegation that traveled to Agen, France. Lengthy discussed was held on the upcoming trip for the delegation from Agen to visit Corpus Christi. The Mayor of Agen is bringing a larger than anticipated delegation and the committee discussed the ability to pay for additional hotel rooms to accommodate both the official delegation and the Agen Sister City Committee members. Melody expressed a preference for the Residence Inn Downtown and also explained a quote from the Emerald Beach hotel which would be a lower quality accomodation. Tammy Embrey indicated that we need to ask for a government rate for the rooms and will need to enter a formal contract with the city in order to encumber the funds for the contract. Tammy committed to follow up and have that conversation with the hotel to determine if we can get a clarified contract that would reflect the appropriate procurement terms. After an extended discussion, the committee voted to pay for 8 rooms for 6 nights. The motion was made by Suzanne Horn and Seconded by Almira Flores with a vote of 7-1. Mirza Pearson voted no. The committee had an extended discussion to review potential options for events for the delegation to visit as well as costs, gift baskets, etc. Tammy Embrey emphasized that the committee needed to get input from the Mayor’s office about events and that the committee needs to follow proper protocol to ensure that the correct people from each organization, such as the University, Del Mar College, etc. are included in the request for the delegation visit. Tammy also emphasized the need to make sure all contracts for catering and other expense are done in compliance with city contract standards and that no alcohol could be paid for with City funds. Melody asked for additional assistance for ideas of sponsorships and events for the delegation visit. 60th Anniversary of the Sister City relationship Corpus Christi, Texas and Yokosuka, Japan – Mirza Pearson Board Member Mirza Pearson led the discussion of the upcoming ribbon cutting for the photo exhibit at the airport on July 22nd. The committee voted unanimously to approve the additional money for the exhibit and the event. The motion to approve was made by Valerie Harbolovic and seconded by Almira Flores. Logistics for a pre-event walk through and final logistics were discussed with Kevin Smith, Director of Aviation. Budget Review – Mirza Pearson / Melody Cooper Budget expenditures were discussed within the context of the Agen delegation planning and the Yokosuka event discussion and the committee reviewed current planned expenditures for the committee. Melody raised the idea of a trip to Japan, but Mirza said that would need to be revisited after the Photography exhibit event and could be discussed at the August meeting. F. Identify Items to be Placed on August 15th Agenda Cultural Exchange Program – planning the Agen delegation trip in more detail. G. Adjournment Valerie Harbolovic motioned to adjourn, and Almira Flores seconded the motion. Motion carried by unanimous consent. The meeting adjourned at 1:30 PM.