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Sister City 2011/08/22CITY O ANAHEIM August 22, 2011 COMMISSIONERS PRESENT: Shannon Buhrmaster, Sandy Day, James Dinwiddie, Russell Lahodny, Laurie Leonard, John D. Nguyen, Linda Newby, Brian O'Neal, Kyndell Paine, Anna Piercy, Kyoko Smith COMMISSIONERS ABSENT: Elaine Cali, Lisa Gin, Pat Pina, Virginia Zlaket 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 August 19, 2011. 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. XII. Public Comment. 1. CALL TO ORDER The regular meeting of the Anaheim Sister City Commission (ASCC} was called to order at 4.04 p.m. on Monday, August 22, 2011 at the Anaheim City Manager's Office, City Hall, 200 S. Anaheim Blvd., 7 th Floor, Anaheim, California. II. OATH OF OFFICE — NEW MEMBERS Chairman Nguyen and the Commission members gave a warm welcome to the newly re- appointed Commissioner, Kyndell Paine. Michael Bruckner administered the Oath of Office to Kyndell Paine. 111. APPROVAL OF MINUTES --- JUNE 27, 2011 MOTION Commissioner Leonard offered a Motion, seconded by Commissioner Dinwiddie AND MOTION CARRIED (Vote: I 1 -0, Absent: Cali, Gin, Pina, Zlaket) that the Anaheim Sister City Commission does hereby approve the minutes of the ASCC meeting held on June 27, 2011. Anaheim Sister City Commission August 22, 2011 Page 2 IV. APPROVAL OF MINUTES — JULY 25 2011 Approval of the minutes from the ASCC meeting that was held in July have been deferred to the next meeting, as there was not a quorum of commissioners at this meeting, that were in attendance at the July meeting, for approval of minutes. V. DISCUSSION OF BYLAWS At the request of the commission members at the ASCC meeting on July 25, Michael Bruckner brought up two topics for discussion: 1). the possibility of changing the beginning time of the ASCC monthly meetings, and 2). the possibility of holding the full commission meetings every other month (while in between the meetings, the subcommittees would meet separately to work on the subcommittee items). The commission had a roundtable discussion and the final decision was to continue to hold monthly meetings on the first Monday of every month, and also that the meetings would continue to begin at 4:00 p.m. Also discussed was the allowance of only three absences per calendar year from the ASCC meetings. MOTION Commissioner Leonard offered a Motion, seconded by Commissioner Paine AND MOTION CARRIED (Vote: 11 -0, Absent: Cali, Gin, Pina, Zlaket) that the Anaheim Sister City Commission will hereby amend the schedule to show that the ASCC will meet at 4:00 p.m. on the first Monday of every month with one exception, that the month of December will remain dark. V1. ELECTION OF OFFICERS — CHAIR, VICE CHAIR TREASURER Chairman Nguyen began the discussion regarding the election of officers for the Executive Subcommittee, noting that the positions to be filled for the commission will be the Chairman, Vice Chairman and Treasurer. MOTION Commissioner Buhrmaster offered a Motion, seconded by Commissioner Newby AND MOTION CARRIED (Vote: 11 -0, Absent: Cali, Gin., Pina, Zlaket) that the Anaheim Sister City Commission will hereby nominate Commissioner Leonard to fill the position of Treasurer. MOTION Commissioner Newby offered a Motion, seconded by Commissioner Day AND MOTION CARRIED (Vote: 11 -0, Absent: Cali, Gin, Pina, Zlaket) that the Anaheim Sister City Commission will hereby nominate Commissioner Nguyen to continue in the position of Chairman. MOTION Commissioner Day offered a Motion, seconded by Commissioner Lahodny AND MOTION CARRIED (Vote: 11 -0, Absent: Cali, Gin, Pina, Analieiin Sister City Commission August 22, 2011 Page 3 Zlaket) that the Anaheim Sister City Commission will hereby nominate Commissioner Paine to fit the position of Vice Chairman. MOTION Commissioner Buhrmaster offered a Motion, seconded by Commissioner Newby AND MOTION CARRIED (Vote: I1 -0, Absent: Cali, Gin, Tina, Zlaket) that the Anaheim Sister City Commission will hereby elect the following commissioners to fill the vacancies: John D. Nguyen - Chairman Kyndell Paine - Vice Chairman Laurie Leonard --- Treasurer VII, AD HOC SUBCOMMITTEE APPOINTMENTS Chairman Nguyen continued the discussion regarding the appointment of the remaining three Commission ad -hoe subcommittee chair members, noting that the positions to be filled are for the following three sub committees: Marketing and Fundraising, Cultural and Government Exchange, and Economic Development. In conclusion, the discussion for all of the ad -hoc subcommittees resulted in the following appointments: Executive Subcommittee John D. Nguyen — Chairman Kyndell Paine -- Vice Chair Laurie Leonard — Treasurer Shannon Bubrmmaster — Marketing/Fundraising Chair Virginia Zlaket — Cultural /Government Exchange Chair Russell Lahodny — Economic Development Chair Marketing /Fundraising Subcommittee Shannon Buhrmaster — Chair Sandy Day Pat Pina Brian O'Neal Lisa Gin Cultural /Government Exchange Subcommittee Virginia Zlaket --- Chair (pending) Laurie Leonard Anna Piercy Kyoko Smith John D. Nguyen Jim Dinwiddie Anaheim Sister City Commission August 22, 2011 Page 4 Economic Development Subcommittee Russell Lahodny --- Chair Linda Newby Kyndell Paine Elaine Cali VIII. MISSION AND GOAL SETTING DISCUSSION Michael Bruckner began a brainstorming discussion regarding three big goals to tackle this year. 1). Fundraising with a goal to raise $10,000.00 this year, 2). Creating a new sister city relationship, and 3). Sending or receiving a delegation to one of our sister cities. Commissioner Piercy suggested the ASCC focus on extending our sister city relationship with Vitoria - Gasteiz, Spain. Commissioner Piercy also brought up the idea of ASSC sending a delegation to Vitoria- Gasteiz, Spain. She stated that they are a very "green" city, so maybe the focus would be along the lines of an exchange of "green" business ideas. Commissioner Piercy suggested setting a date today, to work on for the possibility of sending a small delegation. Chairman Nguyen reported that Commissioner Gin has been in contact with Eduardo of Vitoria - Gasteiz, and he has already invited ASCC to visit this November for the International Business Conference that is being hosted in Vitoria - Gasteiz. Commissioner Newby suggested that February 2012 would give more time for preparation and that since it is the President's Day weekend it would be an optimal time for flying. Commissioner Newby suggested that specifically, February 16 would be a good date, as there is a Wednesday night, red -eye flight out, and then Monday would be a great day to travel back since it is the holiday. Michael Bruckner suggested that if they would like to have a business to business relationship with Vitorio- Gasteiz, identifying the "green" businesses, in advance, would be a good idea. This would enable the Commission to initiate correspondence before sending a delegation, to ensure that business schedules coincide with the dates that the ASCC delegation will be there, before planning the trip. Commissioner Day suggested that possibly visiting Vitorio - Gasteiz in November 2011 for the International Business Conference would be a great opportunity to initiate a relationship and to obtain key information on potential business connections in preparation for the next visit in February 2012. Further a discussion was held on the various marketing materials Anaheim would have available to present to Vitoria - Gasteiz. Anaheim Sister City Commission August 22, 2411 Page 5 Chairman Nguyen explained that generally for sister city delegation visits, it is an out of pocket expense for each commissioner to pay their own transportation., and then there is a possibility that the receiving city may cover the room expenses. IX. TREASURER'S REPORT Chairman Nguyen dispersed a Treasurer's Report and gave a brief explanation of the Summary Income Statement and Cash Plow Analysis spreadsheet. Michael Bruckner reported that two of the Commissioners previously registered are unavailable to attend the Sister City Regional Conference and therefore he has requested a refund of those two registration fees in the amount of S 180.00, and that by the next meeting the adjusted amount will be re- posted on the spreadsheet. X. STAFF REPORT Michael Bruckner gave a recap on those registered to attend the Sister Cities Regional Conference and those scheduled to attend will be Commissioners Day, Nguyen, Buhrmaster, Newby, Gin, Paine, Cali, Piercy, and Zlaket. XI. REGIONAL CONFERENCE Michael Bruckner announced that Commissioner Paine procured name tags from the Disney Resort who donated them to the ASCC. Further, Michael had the business cards available for all of the commissioners and also Anaheim. Sister City pins. XII. PUBLIC COMMENT None. XIII. MISCELLANEOUS ITEMS Michael Bruckner reported that Toshiba America has donated 44 computers to the Ponderosa School and Library. There will be an event on September 1, at 5:30 p.m, to thank them for their donation. Council Member Murray has invited the Commission to attend the event. Commissioners Buhrmaster, Day and Newby volunteered to attend the event. Michael Bruckner also reported that the Sister City Grant was awarded to five sister cities and that Anaheim was not one of the five recipients, however ASCC will reapply next year. Commissioner Gin and Michael Bruckner had a phone conversation with a representative from "Leading Asia: Renewing the U& and Japan Sister Cities Network. " The representative gave some pointers on specifically what the review board looks for in the grant approval process. They are interested in seeing Commissioner Bios and what background and expertise the volunteer Commissioners have, and why they are interested in the Sister City program with Mito, Japan. Anaheim Sister City Commission August 22, 2011 Page 6 Michael Bruckner asked that each commissioner submit a bio in preparation for the grant process next year, and that also it will be posted on the website. Additionally, the review panel is interested in seeing what involvement ASCC has with the communities here, and also in Mito (i.e. the sister city display in the Mito Museum, the student exchange program, etc.). They would also like to see letters of endorsement from the Mayors of both Anaheim and Mito. XIV. COMMISSIONER COMMENTS Chairman Nguyen reminded everyone about the upcoming Sister Cities Regional Conference at the Mission Inn, in Riverside, on September 30, and October 1. XV. ADJOURNMENT There being no further business, the meeting was adjourned at 5:47 p.m. to September 23, 2011 at 4:00 p.m. at the City of Anaheim, City Manager's Office.