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Sister City 2013/10/28 CITY OF ANAHEIM SISTER CITY COMMISSION MINUTES October 28, 2013 COMMISSIONERS PRESENT: Anthony Al-Jamie, James Dinwiddie, Jackie Filbeck, Ann Gallagher, Laurie Leonard, Russell Lahodny, Mark Lopez, Linda Newby, John Nguyen, Brian Kyndell Paine, Anna Piercy, Pat Pina COMMISSIONERS ABSENT: Debbie Juliani and Jennifer Vaughn STAFF PRESENT: Erin Wahlen, Ted White, Planning Department GUESTS PRESENT: None Agenda Posting: A complete copy of the Anaheim Sister City Commission Agenda was posted at 3:50 p.m. on Friday, October 25, 2013 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. VII. Public Comment. I.CALL TO ORDER The meeting of the Anaheim Sister City Commission (ASCC) was called to order at 4:10 p.m. on Monday, October 28 th City Hall, 200 S. Anaheim Blvd., 7 Floor, Anaheim, California.  II.APPROVAL OF MINUTES MOTION: Commissioner James Dinwiddie offered a Motion, seconded by Commissioner Linda Newby AND MOTION CARRIED (Vote: 9-0; Absent: Ann Gallaugher, Debbie Juliani, Jennifer Vaughn, Anthony al-Jamie, Mark Lopez and Russell Lahodny) that the Anaheim Sister City Commission does hereby approve the minutes from the ASCC Commission meeting held on September 23, 2013 as presented.   Anaheim Sister City Commission October 28, 2013 Page 2 III. Commissioner Leonard submitted a three- a Summary Income Statement dated October 22, 2013, a 2013 Mito Inbound Student Exchange Program Final Report and a rough draft of the 2013 ASCC Fall Fundraiser. Commissioner Leonard noted she incorporated the grant from Kaiser as a lump sum into the opening balance of the Summary Income Statement and that the current account balance is $14,341.17. The most recent changes are noted on the 2013 Mito Inbound Student Exchange Program where the $522.00 refund from Greg Garcia has been deposited to the account, so the final expenses of the 2013 Mito Inbound Exchange Program was $9,634.03 with a total out of pocket loss of $1,576.14. Commissioner Leonard further noted that money is still coming in for the fundraiser that was held on October 24 so the figures shown on the 2013 ASCC Fall Fundraiser are in very rough form. Erin Wahlen indicated that at the September 23 meeting she was asked to follow up with the Anaheim Community Foundation (ACF) regarding their request for expense projections. Erin reported that the purpose of providing the projections is simply to use them as a forecasting tool and that it does not commit the Commission ACF to have an idea of the amount of money that is going to be coming in and going out, so that they are not Furthermore, there was no indication from ACF that they are planning to use the Commissioner Leonard asked because of the issues she has experienced with ACF, is there any way that the money can be pulled out from the Foundation? Erin responded that not to her knowledge. She further indicated there is not another funding source that the Commission can use and that the City is not in a position to receive funds from fundraisers. MOTION: Commissioner James Dinwiddie offered a Motion, seconded by Commissioner Ann Gallaugher AND MOTION CARRIED (Vote: 12-0; Absent: Jennifer Vaughn, Debbie Juliani and Russell Lahodny) that the Anaheim Sister City Commission does hereby approve dated October 22, 2013.  Anaheim Sister City Commission October 28, 2013 Page 3 IV.ELECTION OF OFFICERS CHAIR, VICE CHAIR, TREASURER Chairman Nguyen reported that at the September 23 Sister City Commission meeting, the Commission approved an amendment to bylaws to remove the term limits for the officers serving under the capacity of Chair, Vice Chair and Treasurer and to make the positions renewable on an annual basis. MOTION: Commissioner offered a Motion, seconded by Commissioner Pina AND MOTION CARRIED (Vote: 12-0; Absent: Jennifer Vaughn, Debbie Juliani and Russell Lahodny) that the Anaheim Sister City Commission does hereby reappoint John Nguyen as Chair, Kyndell Paine as Vice Chair and Laurie Leonard as Treasure for FY 13/14 and the three commissioners agreed to serve for an additional term. Erin Wahlen advised bylaws, the bylaws will be sent to the City Council. V.DISCUSSION OF HOUSEKEEPING ITEMS INCLUDING DISPLAY CASE AND WEBSITE Erin Wahlen reported that the display case at the lobby of City Hall needs some cleaning up and reorganization. Erin also noted that she has access to three television screens that can be mounted in the display case that can show images of Anaheim sister cities. They can also be used for advertising for host families and to provide information on events. It was also suggested that a committee be created to help design the display case. Commissioners Pat Pina and Anthony al- Jamie volunteered to serve on this newly created committee. Erin Wahlen is going to follow up with an email to the Commission requesting additional volunteers to serve on the Display Case Committee. Erin Wahlen also suggested that Commissioners check the Anaheim Sister City Commission website at least once a month to help keep it updated. Commissioner Mark Lopez stated the Commission contact page on the Sister City website needs to be updated. Since those pictures were taken, there have been commissioners that have departed and others that have been appointed and that need to be added. Erin further advised that anyone that would like business cards or name tags to please send her an email. The business cards and name badges are optional, but are available for anyone that needs them for a small cost.  Anaheim Sister City Commission October 28, 2013 Page 4 VI.AD HOC SUBCOMMITTEE REPORTS Commissioner Newby reported on behalf of the Economic Development Ad Hoc Subcommittee that the fundraiser on October 24 turned out to be a great event. They received a lot of positive feedback on it. They had approximately 78 guests. As far as the funds, so far the finance records show they have broken even, but they are still accepting donations. Commissioner Newby clarified the event made a little bit of money, but it was spent at the Umami Burger and the Ranch entertaining Eduardo Jimenez [and his wife] from Vitoria-Gasteiz. It was noted that Kyoko Smith and her husband paid for their attendance because her name did not appear on the comp list. Because Kyoko and her husband have kept so involved in the Commission activities and it reflected on the September 23 Commission minutes that they would be guests, Commissioner Newby offered to contact Kyoko and let her know that the Commission was holding her check and would be glad to return it to them. Commissioner Leonard reminded the Commission that at the September 23, the Commission agreed that each commissioner would purchase three tickets or make a $120.00 contribution towards the fundraiser. She is still missing a few contributions and would appreciate payment at their earliest convenience. VII.PUBLIC COMMENT Chairman Nguyen announced that Ted White recently came back from his trip to Vitoria-Gasteiz and is here today to tell us about his experience on the first ever Worker Exchange Program with Vitoria-Gasteiz. Ted White stated that as he prepared for this trip, he envisioned that he would be hanging out at lanning counter for a week to see how they perform their daily work activities. That is not how he ended up spending the week, although it was very interesting to observe the physical layout of their spaces. Ted expressed that this trip turned out to be an inspirational trip for him where he got to see a lot of Vitoria- -Gasteiz is Disneyland for planners. It is an incredible city showcasing of all the things you learn about and read about relating to sustainable development. Ted gave a power point presentation of the places he visited including projects that were under construction, green buildings, their commute system, their pedestrian friendly streets and the community-oriented parks with on-site vendors. Vitoria-Gasteiz has ideas of getting to zero emissions and they have all sorts of initiatives that they are pushing for to reach this. Ted indicated that during his trip  Anaheim Sister City Commission October 28, 2013 Page 5 he also built great relationships. Ted met the Planning Director and his family and spent a weekend with them in Rioja, Ted also toured San Sebastian and spent a lot of time with Eduardo Jimenez and his family. In fact, the Planning Director is planning to visit Anaheim in February. Ted was there for 10 days and thoroughly enjoyed the experience. Chairman Nguyen suggested that perhaps a letter should be prepared on either his the Mayor of Vitoria-Gasteiz conveying that the Worker Exchange Program was a great success and that the City of Anaheim is interested in expanding it further. Chairman Nguyen also asked Ted to let the Commission know how they can further support this professional staff exchange program. VIII.COMMISSIONER COMMENTS None. IX.ADJOURNMENT There being no further business, the meeting was adjourned at 5:45 p.m. to th Monday, November 25, 2013 at 4:00 p.m. at the Anaheim City Hall, 7 Floor, .