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Sister City 2011/07/25CITY OF ANAHEIM SISTER CITY CO- MMISSION July 25, 2011 COMMISSIONERS PRESENT: Shannon Buhrmaster, Lisa fain, Russell Lahodny, John D. Nguyen. Linda Newby, Pat Pina, Kyoko Smith, Virginia Zlaket COMMISSIONERS ABSENT: Elaine Cali, Sandy Day, James I3inwiddie, Laurie Leonard, Brian O'Neal, Kyndell Paine Anna Piercy STAFF PRESENT: Michael Bruckner, City Manager's Office Lori Bartnikowski, City Manager's Office GUESTS PRESENT: None Agenda Posting,: A complete copy of the Anaheim Sister City Commission Agenda was posted at 3:00 p.m. on July 21, 201. 1, at Anaheim. City Hall. Public Input: Chairman Nguyen explained that members of the public are invited to address the Anaheim Sister City Commission and will be called upon under Agenda Item No. XI Public Comment. I. CALL TO ORDER The regular meeting of the Anaheim Sister City Commission was called to order at 4:05 p.m. on Monday, July 25, 2011 at the Anaheim City Manager's Office, City lull, 200 S. Anaheim Blvd., 7 Floor, Anaheim, California. 11, APPROVAL OF MINUTES Approval of the minutes from the ASCC meeting that was held. in June have been deferred to the next meeting, as there was not a quorum of commissioners at this meeting that were in attendance at the June meeting for approval of minutes. III. OATHS OF OFFICE — NEW MEMBERS Chairman Nguyen and the Commission members gave a warm welcome to the newly - appointed Commissioners: Lisa Gin, Shannon Buhrmaster, Linda Newby and Pat Pina. Anaheim Sister City Commission July 25, 2011 Page 2 Michael Bruckner administered the Oath of Office to Lisa Gin, Shannon Buhrmaster, Linda Newby and Pat Pina. IV. DISCUSSION OF BYLAWS Michael dispersed a copy of the 2011 ASCC Bylaws so that the commissioners could review the formal. document explaining commission structure, officers, membership, elections, staff support, meetings, motions etc. Michael offered the opportunity to make any amendments, suggestions or comments. Chairman Nguyen requested that this also be deferred to the next meeting when more commissioners will be present. V. ELECTION OF OFFICERS — CHAIR. VICE CHAIR TREASURER Chairman Nguyen requested to postpone the election of officers and appointment of Ad Hoc Subcommittees to the next meeting when more of the commissioners will be present. MOTION Commissioner Zlaket offered a Motion, seconded by Commissioner Gin AND MOTION CARRIED (Vote: 8 -0, Absent: Cali, Day, Dinwiddie, Leonard, O'Neal, Paine, Piercy) that the Anaheim Sister City Commission will hereby defer the discussion. of bylaws and the election of officers to the next meeting. Commissioner Newby offered a suggestion that the meetings be held at 5:00 p.m. rather than 4:00 p.m., and this item will be agendized for the next meeting. MOTION Commissioner Newby offered a Motion, seconded by Commissioner Pina AND MOTION CARRIED (Vote: 8 -0, Absent: Cali, Day, Dinwiddie, Leonard, O'Neal, Paine, Piercy) that the Anaheim Sister City Commission will hereby hold a special meeting on August 22, 2011. VI. TREASURER'S REPORT Chairman Nguyen dispersed a Treasurer's Report and gave a brief explanation of the Summary Income Statement and Cash Flow Analysis spreadsheet. Commissioner Zlaet inquired about the fundraiser money that was sent to Mito. Chairman Nguyen reported that 52,3)04.00 was sent to Mito and that Mr. Wang called to express his sincerest heartfelt thanks for the kindness and generosity of Anaheim Sister City Commission July 25, 2011 Page 3 Anaheim. They will be reciprocating by also having their students write 1000 letters of gratitude to Anaheim. Michael added his gratitude to Commissioner Lah.odny for working with UPS on this project and that UPS very generously covered the cost for the shipping expenses of this mailing. VII. STAFF REPORT Michael reported that he did purchase the business cards as directed, and that Commissioner Paine has reported that the Disneyland Resort will cover the expenses of the name tag badges. VIII. MISSION AND GOAL SETTING DISCUSSION Chairman Nguyen gave a background of the commission to the new commission members in regards to independently raising funds along with forming community partnerships and collaborations. Michael added that the commission is not only an advisory body, but it's also an enterprise in unto itself. The commission is in charge of making recommendations to the council regarding items that pertain to the commission but all the programming that is done by the commission is really self funded. The commission really needs to switch gears and create that structure and framework so that we can start getting into the business of moving the commission forward to achieve those objectives which are primarily fundraising in support of the commissions programs. The strongest way to move forward is through the subcommittees and creating really strong subcommittees that are able to work assignments and then. bring forward recommendations to the commission as a whole, to make decisions. The packet handed out includes the appointment of subcommittees, then working on objectives and bringing the ideas back to the commission for the final decision. Michael also offered any support that he can give to help achieve those ends. Commissioner Zlaket agreed that she feels this is a good. approach and also she suggested that the subcommittee meetings are really the more important meetings and possibly the commission could only meet every two months rather than every month. Co=i.ssioner Buhrmaster suggested the possibility of having a Strentghts, Weaknesses, Opportunities and Threats (SWOT) Analysis. Anaheim Sister City Commission July 25, 2011 Page 4 Chairman Nguyen added that they have previously met with a consultant and that a SWOT analysis would be an effective way to bring different perspectives together. At the next meeting after they have had the chance to go through the bylaws they will have further discussion regarding this idea. Commissioner Zlaket also remarked that after the next meeting the commission will also have had the election of officers and subcommittees and at that point, the commission will have a better sense of direction and can begin to work on establishing goals and objectives. IX. AD HOC SUBCOMMITTEE APPOINTMENTS As motioned earlier in the meeting, Ad Hoc Subcommittee appointments will be postponed to the next meeting when more of the commissioners will. be present. Commissioner Lahodny brought up the need for the Marketing/Fundraising subcommittee to create good marketing promotional presentation items for the commission, in order to move forward on obtaining sponsorships, and Commissioner Lahodny volunteered to assist with this process. Additionally, Commissioner Buhrrnaster volunteered to handle the commission's webmaster management responsibilities. The Commission had a brief roundtable discussion about new ideas that the Cultural /Government Exchange subcommittee could focus on, in place of the student exchange program. Ideas along the lines of "Habitat for Humanity" type of services that the commission could help to set up and offer to Mito. Chairman Nguyen gave a brief summary of the Economic subcommittee on behalf of Commissioner Day who has made an initial contact with the Phoenix Club. They have responded that at this time they are unable to establish one agreed upon German city. Follow up will take place in the near future. Chairman Nguyen also updated the new commission members on the idea of reigniting contact with a possible sister city, Vitoria- Gasteiz, located in Spain. X. REGIONAL CONFERENCE Chairman Nguyen had Michael read the list of registered attendees for the sister, Cities Regional Conference and the new commissioners expressed interest in attending and stated that they will register. Anaheim Sister City Commission July 25, 2011 Page 5 XI. PUBLIC COMMENT None. XII. MISCELLANEOUS ITEMS The commission had a discussion on the wonderful kindness and generosity that Commissioner Day displayed by volunteering to travel to 1\4ito to personally band- deliver letters cranes, and gifts. This completely reinforces the diplomatic relationship that is so vital to sister cities. XIII. COMMISSIONER COMMENTTS Commissioner Lahodny requested that a thank you letter be sent to UPS for covering the expense of the additional mailing of letters and gifts that continued to come m. Commissioner Zlaket also requested that a thank you letter be sent to the Disneyland Resort for covering the expense and providing the name tags for the sister city commissioners. XIV. ADJOURNMENT There being no further business, the meeting was adjourned at 5:16 p.m. to August 22, 2011 at 4:00 p.m. at the City of Anaheim, City Manager's Office.