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Sister City 2014/10/20CITY OF ANAHEIM SISTER CITY COMMISSION MINUTES October 20, 2014 COMMISSIONERS PRESENT: Anthony Al-Jamie, JamesDinwiddie, Lori Farrow, Jackie Filbeck, Ann Gallaugher, Debbie Juliani, Laurie Leonard, Brian,Kyndell Paine Thorson, John Nguyen and Jeanne Tran COMMISSIONERS ABSENT: Mark Lopez and Anna Piercy (twovacant seats) STAFF PRESENT: Office GUESTS PRESENT: David Bracey Yuko Saito-Rodriguez Makoto Michikawa Agenda Posting: A complete copy of the Anaheim Sister City Commission Agenda was posted onFriday, October 17, 2014at 2:30 p.m. at Anaheim City Hall. Public Input: Chairman John Nguyen explained thatmembers 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 4:07p.m. by Chairman Nguyen on Monday, October 20, 2014at the Anaheim thFloor, Anaheim, California. II.OATH OF OFFICE Erin Wahlen administered the Oath of Office to Sister City Commissioner Kyndell Paine Thorson who was reappointed on June 10, 2014 by the City Council to serve on the Sister City Commission with term ending on June 30, 2017. Anaheim Sister City Commission October 20, 2014 Page 2  III.APPROVAL OF MINUTES MOTION: Commissioner offered a Motion, seconded by Commissioner James Dinwiddie AND MOTION CARRIED (Vote: 7-0; Abstained: Ann Gallaugher, Kyndell Paine Thorson, John Nguyen and Jeanne Tran; Absent: Mark Lopez and Anna Piercy; and, two vacant seats) that the Anaheim Sister City Commission does hereby approve the minutes from the ASCC meeting held on August 25, 2014 as presented. MOTION: Commissioner Laurie Leonard offered a Motion, seconded by Commissioner Jackie Filbeck AND MOTION CARRIED (Vote: 8-0; Abstained: Ann Gallaugher, Kyndell Paine Thorson Absent: Mark Lopez and Anna Piercy; and, two vacant seats) that the Anaheim Sister City Commission does hereby approve the minutes from the ASCC meeting held on September 22, 2014 as presented. IV. dated October 14, 2014 was presented at the meeting. Treasurer Laurie Leonard reported that the only activity that the Commission had during the past month was the payment of the $300 to the videographer for the Mito Student Exchange video. The $700 gift check for Katie Filbeck is still pending. The current balance is $21,831.22. Chairman Nguyen asked that staff follow the Anaheim Community Foundation policy on gift values. If the policy requires that we give Katie a 1099 Form because of the value of the gift, then to please do that. MOTION: Commissioner offered a Motion, seconded by Commissioner Debbie Juliani AND MOTION CARRIED (Vote: 11-0; Absent: Mark Lopez and Anna Piercy, and two vacant seats) that the Anaheim Sister City October 14, 2014. V.AD HOC SUBCOMMITTEE REPORTS None. VI.MITO DELEGATION VISIT Commissioner Dinwiddie reported that invitations for the Mito Plaque Dedication Ceremony had been sent to former host families that have participated in the last three years. He stated the Committee met on Monday, October 6 to discuss the Anaheim Sister City Commission October 20, 2014 Page 3 reception for the Mito Delegation that will visit Anaheim on October 27 and asked Commissioner Debbie Juliani to give an update. Commissioner Debbie Juliani reported that after lots of thought and consideration, the Committee has decided to have the reception at the Anaheim Brewery. There will be no rental fee on it and its right across the street from City Hall, so participants are able to walk there after the ceremony. The Anaheim Brewery is closed that day, but they are going to open solely They will charge on beer consumption from whatever they taste. Its beer only and they will also provide bottled water. It was figured that consumption-wise, it would be less than a $1,000 and that was based on 70 people and if each person has two beers. For the catering service would have to be a drop-and-go type service. K&A gave a couple of proposals. One was a martini mash potato bar, crispy grilled chicken kabobs, a fruit platter, a veggie platter, a dessert bar, lemonade and ice tea. That came up to $24.57 inclusive per person which fits within the budget. The other proposal from K&A was a German bar with bratwurst slices on pretzel rolls, chicken jalapeno sausage on rolls, sauerkraut on the side, potato salad or macaroni and cheese or coleslaw and they would also include chicken kabobs, the fruit platter and the mini dessert bar. Commissioner Laurie Leonard asked Yuko what she thought the delegation would prefer and Yuko responded that they would probably prefer the mash potato bar. Chairman Nguyen asked for the status on the installation of the plaque and if everything was running on schedule. Erin Wahlen responded staff is working on it and that it should be completed by Friday, October 24. Erin Wahlen further elaborated that the Public Works Department staff is constructing a customized frame for the plaque. They are going to add a thin clear-plastic material that can be inserted and removed from the plaque to prevent any type of defacing/graffiti. This protection will be on it all the time and when they have special guests, it can be removed. Erin also passed out a Mito Delegation Visit Schedule for the day of October 27 which depicted all of the activities planned for the day. It included the Loara High School visit, the Anaheim Convention Center tour, the ARTIC presentation, the Mito Plaque Dedication Ceremony and the reception. Erin further explained Anaheim Sister City Commission October 20, 2014 Page 4 that the Commission does not need to be held to the minute to the timeline. She allowed extra time in between activities for transportation from one place to the next. Commissioner Juliani asked how many people are expected to attend. Erin responded there would be 26 people from Mito and however many Commissioners are available to attend. The delegation will have lunch at the ACC Grand Plaza and they will be transported back to City Hall at 12:30 p.m. They will have free time from 12:45 p.m. to 1:45 to explore Downtown Anaheim, the Muzeo and the Packing House. Commissioner Al-Jamie mentioned that the Mayor of Mito had sent an email expressing his desire for a tour of ARTIC. Erin replied she looked into scheduling a tour for the Mito Delegation, but they are no longer giving construction tours because the project is nearing completion and they are trying to stay on track. Commissioner Jeanne Tran asked if it was possible to drive by ARTIC. Erin responded that on Tuesday, October 28 the delegation is scheduled to visit the stadium and shop at the Angels Store, so she is going to give them directions to drive by ARTIC. It was agreed that the gifts for the Mito delegation would be passed out during the reception at the Anaheim Brewery. Commissioner Jackie Filbeck went over the gifts donated which include Anaheim Ducks hockey pucks, bags, pins and a team picture; coasters and bags provided by the Anaheim/Orange County Visitor & Convention Bureau; a Sketchers bag; post cards provided by the Packing House; ; a Disney pin; discount cards provided by GardenWalk shops; a copy of the Anaheim magazine; mints; kleenex; hand sanitizers; and a bottle of Anaheim water. Commissioner Filbeck is going to follow up with thank you notes on behalf of the Commission as a small token of appreciation to everyone who provided a gift item. An estimated count of attendees was set to 40 people. Erin Wahlen advised that the ceremony is going to be set up in the grassy area adjacent to Mito Square and Friendship Plaza. The chairs will be on the grass. There will be a professional photographer shooting the ceremony. Erin advised that if any of the Commissioners need to redo their headshots that would be a Anaheim Sister City Commission October 20, 2014 Page 5 event. VII.PUBLIC COMMENT Commissioner Anthony Al-Jamie introduced Makoto Michikawa from the City of Mito. Makoto is an English teacher who is studying at UCI along with a group of Japanese students for 6 months until January 2015. She is part of the Japan U.S. Teaching Extremes (JUSTE) Program. Makoto also plans to join the Commission on Monday, October 27 for the Mito Plaque Ceremony. VIII.COMMISSIONER COMMENTS Chairman Nguyen stated that Commissioner Ann Gallaugher is back on the Commission. She is no longer with the Anaheim/OC Visitors and Convention Bureau and for personal reasons she missed a series of Commission meetings this year. She is adamant about getting back, getting involved and being gung ho. th Commissioner Dinwiddie announced the 90 Annual Halloween Parade and Fall Festival would be taking place on Saturday, October 26 and that the Pancake Breakfast would be the following day at the Packing House. The Halloween Parade will be down Broadway starting at Manchester/5 Freeway and ending on Anaheim Boulevard by the Packing House. Everyone is invited to attend. IX.ADJOURNMENT There being no further business, the meeting was adjourned at 5:15 p.m. to Monday, November 24, 2014 at 4:00 p.m. at the Anaheim City Hall, 7th Floor,