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Sister City 2016/05/23CITY OF ANAHEIM SISTER CITY COMMISSION COMMISSIONERS PRESENT: COMMISSIONERS ABSENT: STAFF PRESENT: GUESTS PRESENT: MINUTES May 23, 2016 Pepe Avila, Anthony Al -Jamie, Jess A. Carbajal, Taline Cole, James Dinwiddie, Lori Dinwiddie, Jackie Filbeck, Ann Gallaugher, Matthew Hicks, Debbie Julian, Mark Lopez, John Nguyen and Jeanne Tran Brian O'Neal and Anna Piercy Erin W. Ryan, City Manager's Office Maggie Solorio, City Manager's Office David Bracey Agenda Posting A complete copy of the Anaheim Sister City Commission Agenda was posted on Friday, May 20, 2016 at 3:45 p.m. at Anaheim City Hall. Public Input: Chair Debbie Julian explained that members of the public are invited to address the Anaheim Sister City Commission and will be called upon under Agenda Item No. X. Public Comment. L CALL TO ORDER The meeting of the Anaheim Sister City Commission (ASCO) was called to order at 4:07 p.m. by Chair Debbie Julian on Monday, May 23, 2016 at the Anaheim City Manager's Office, City Hall, 200 S. Anaheim Blvd., 7th Floor, Anaheim, California. IL OATH OF OFFICE Erin Ryan administered the Oath of Office to Jackie Filbeck and Jess A. Carbajal who were reappointed on May 17, 2016 by the City Council to serve on the Sister City Commission with term expiring on June 30, 2019. Anaheim Sister City Commission May 23, 2016 Page 2 III. APPROVAL OF MINUTES MOTION: Commissioner Lori Dinwiddie offered a Motion, seconded by Commissioner Jeanne Tran AND MOTION CARRIED (Vote: 10-0; Abstained: Pepe Avila, Jim Dinwiddie, John Nguyen; Absent: Brian O'Neal and Anna Piercy) that the Anaheim Sister City Commission does hereby approve the minutes from the ASCC meeting held on April 25, 2016 as presented. IV. APPROVAL OF TREASURER'S REPORTS Treasurer Jeanne Tran reported there had been some activity in the Sister City account in the last month. Five of the six students' deposits totaling $5,000 had been deposited and noted that one was outstanding because the student paid in cash and AFC does not accept cash. Also, the flights to Japan for the students and chaperones had been purchased bringing the account balance to $15,121.46. MOTION: Commissioner Jackie Filbeck offered a Motion, seconded by Commissioner Anne Gallaugher AND MOTION CARRIED (Vote: 13-0; Absent: Brian O'Neal and Anna Piercy) that the Anaheim Sister City Commission does hereby approve the Treasurer's Report dated May 20, 2016 as presented. V. AD HOC SUBCOMMITTEE REVIEW & REPORTS a. Cultural/Government Exchange Subcommittee None. b. Marketing/Fundraising Subcommittee None. c. Economic Development Subcommittee None. VI. OUTBOUND STUDENT EXCHANGE UPDATE Commissioner James Dinwiddie reported all of the outbound student exchange flights had been booked. They are leaving on June 24 and returning on July 5. He stated the Commission needs to provide travel insurance that is about $450 and they also need to provide transportation to the airport. He requested a motion from the Commission for those expenses in a combined amount not to exceed $800. Anaheim Sister City Commission May 23, 2016 Page 3 MOTION: Commissioner Pepe Avila offered a Motion, seconded by Commissioner Jeanne Tran AND MOTION CARRIED (Vote: 13-0; Absent: Brian O'Neal and Anna Piercy) that the Anaheim Sister City Commission does hereby approve the purchase of travel insurance and transportation to the airport for 6 students and 2 chaperones in an amount not to exceed $800. Commissioner James Dinwiddie announced they have scheduled several student trainings that will take place on June 11 from 10:00 a.m. to 12 noon, on June 15 from 6:00 p.m. to 8:00 p.m. and on June 21 from 4:00 p.m. to 5 p.m. with presentation of the outbound students and chaperones to City Council at the June 21 meeting. Commissioner Anthony -Al -Jamie will conduct the training. Chair Julian invited all the commissioners to attend the June 21 council meeting to offer support. Commissioner Dinwiddie also reported that the Mito inbound students will be in Anaheim from July 22 to August 1. They will have eight students and two chaperones. He indicated they still need homestay families. VII. SISTER CITIES INTERNATIONAL SOUTHERN CALIFORNIA CHAPTER MEETING UPDATE Commissioner Anthony Al -Jamie very much appreciated everyone's support at the Southern California Chapter meeting. Chair Julian and Commissioner Avila assisted in arranging the venue. Commissioners Lori and Jim Dinwiddie and Jeanne Tran checked in and greeted people as they arrived. Commissioners Mark Lopez and John Nguyen and Mayor Pro Tem Kring gave an amazing presentation. The breakfast sponsored by the Commission went really well. People had a really good time, such a good time that the state coordinators recommended to the President of Sister Cities International that they hold their 2018/19 Annual Meeting at the Anaheim Convention Center. This meeting brings close to a thousand people. Erin Ryan spoke to Mayor Pro Tem Kring a few days after the conference and Mayor Pro Tem Kring expressed how much she enjoyed the meeting and how much she learned about the Commission. It was also noted that Commissioner Anthony Al -Jamie was elected President of Sister Cities Southern California Chapter at the board meeting that day. Anaheim Sister City Commission May 23, 2016 Page 4 VIII. 2016 MITO DELEGATION VISIT Erin Ryan reported she received an email from Mr. Wong stating a delegation from Mito is planning to visit Anaheim from October 16 through the 181' and would like to have a ceremony or some type of celebration to recognize the 401' anniversary of the Mito's sister city partnership with Anaheim. Mr. Wong did not specify the number of attendees in the delegation, but staff is anticipating over 20 people. Staff is going to look into having a reception at the Anaheim Brewery and will follow-up with Mr. Wong to see what their expectations are. IX. MEMBERSHIP UPDATE Erin Ryan gave a quick update from the May 17 Council meeting regarding appointments and reappointments for the ASCO. Commissioners Carbajal and Filbeck were reappointed at that meeting and typically, Council will appoint people to fill all of the vacancies on all of the boards and commissions at the same meeting. The Commission will have three vacancies with Commissioners James Dinwiddie, John Nguyen and Ann Gallaugher being termed out starting June 30. Council elected to delay filling vacancies until after July 1. With that, the Commission has the opportunity to make recommendation to City Council on colleagues that the Commission thinks would be a great fit for this Commission. The application is available on line and Erin will follow-up with a link to the application to make it easier for the Commission to send to people to apply. Erin further advised that should Council make any changes to the structure of the Commission, it would require formal amendments to the ordinance at a City Council meeting and, notification would certainly be made to the Commission before any type of change is put in place. X. PUBLIC COMMENT None. XL COMMISSIONER COMMENTS Commissioner Jackie Filbeck thanked Commissioners Avila and Hicks for their contribution of gifts for the Mito students and for the chaperones to take with them on their trip to Mito. The Commission asked that staff agendize the consideration to move the July ASCC meeting from July 25 to July 18. Anaheim Sister City Commission May 23, 2016 Page 5 XII. ADJOURNMENT There being no further business, the meeting was adjourned at 5:00 p.m. to Monday, June 27, 2016 at 4:00 p.m. at the Anaheim City Hall, 7th Floor, City Manager's Office Large Conference Room.