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Sister City 2018/01/24CITY OF ANAHEIM SISTER CITY COMMISSION MINUTES January 22, 2018 COMMISSIONERS PRESENT: COMMISSIONERS ABSENT: STAFF PRESENT: GUESTS PRESENT: Anthony Al -Jamie, Paul Anderson, Taline Cole, Lori Dinwiddie, Jackie Filbeck, Debbie Julian, and Brian O'Neal Pepe Avila, Jerry O'Keefe, Anna Piercy and 5 vacant seats Greg Garcia, City Manager's Office Kimberly Kelemen, Community Services Maggie Solorio, City Manager's Office David Bracey Agenda Posting A complete copy of the Anaheim Sister City Commission Agenda was posted on Thursday, January 18, 2018 at 9:45 a.m. at Anaheim City Hall. Public Input: Chair Anthony Al -Jamie explained that members of the public are invited to address the Anaheim Sister City Commission and will be called upon under Agenda Item No. H. Public Comment. L CALL TO ORDER Chair Anthony Al -Jamie called the meeting of the Anaheim Sister City Commission (ASCO) to order at 4:10 p.m. on Monday, January 22, 2018 at the Anaheim City Manager's Office, City Hall, 200 S. Anaheim Blvd., 7th Floor, Anaheim, California. IL PUBLIC COMMENT David Bracey reported that SoCal Sister Cities International is going to have their regional meeting on March 3 in Culver City and invited Commissioners to attend. IH. APPROVAL OF MINUTES MOTION: Commissioner Jackie Filbeck offered a Motion, seconded by Commissioner Taline Cole AND MOTION CARRIED (Vote: 5-0, Abstained: Paul Anderson and Debbie Julian; Absent: Pepe Avila, Jerry O'Keefe, Anna Piercy and five vacant seats) that the Anaheim Sister City Commission does Anaheim Sister City Commission January 22, 2018 Page 2 hereby approve the minutes from the ASCC meeting held on October 23, 2017 as presented. IV. APPROVAL OF TREASURER'S REPORTS Greg Garcia reported Matt Hicks has resigned from the Commission and the Commission will need to appoint a new Treasurer. The appointment will be placed on the February ASCC agenda. Greg presented the Treasurer's Report dated January 17, 2018 and noted that since the last report, the stipend in the amount of $1,000 had been paid to Katie Filbeck and the $437.70 profit from the Flower Arranging Class Fundraiser in November had been deposited to the account. The current balance is $13,033.10. Taline Cole mentioned she did not see the expense of the two koi fish that were donated to Anaheim Shores as part of the 40th Anniversary of the Anaheim Shores Mitomoon Bridge celebration. Greg reported the fish were covered by the City of Anaheim. MOTION: Commissioner Taline Cole offered a Motion, seconded by Commissioner Lori Dinwiddie AND MOTION CARRIED (Vote: 6-0, Abstained: Debbie Julian; Absent: Pepe Avila, Jerry O'Keefe, Anna Piercy and 5 vacant seats) that the Anaheim Sister City Commission does hereby approve the Treasurer's Report dated January 17, 2018. V. AD HOC SUBCOMMITTEE REVIEW & REPORTS a. Cultural/Government Exchange Subcommittee Commissioner Lori Dinwiddie reported the student flyer and application had been updated for the Outbound Student Exchange and requested that it be posted on the Anaheim Sister City Commission website so that students can apply online. The application submittal deadline is February 28, the Meet and Greet will be on March 7 and the interviews will be held on the evening of March 19. Greg advised staff will post the flyer and application on the website and will promote the exchange on social media. Commissioner Brian O'Neal will send the flyer to the AUHSD teachers and will have it posted on the AUHSD website. The Commission is going to receive a copy of the flyer and application by email, so they can assist in promoting the exchange. Anaheim Sister City Commission January 22, 2018 Page 3 Regarding the Inbound Student Exchange, Commissioner Filbeck reported that Katie and Jonathan Filbeck would like to be considered to team teach again this year. Greg Garcia explained to select the teacher for the Inbound Exchange, the Commission created a subcommittee to put together the pieces of the Inbound Student Exchange Program. If the Committee would like to move forward with the teaching group and lock them in right now, they can do that. They would just have to make that recommendation to the rest of the Commission and if there is any objections then the Commission could share those and open it up to a competitive process. Commissioner Dinwiddie reported the subcommittee was very happy with Katie and Jonathan's teaching performance last year and would like to recommend to the Commission that they hire them again with a stipend of $1000 total for both. Commissioner Jackie Filbeck advised that although she will be fully involved in the Inbound Student Exchange Program, she would really appreciate assistance with the welcome reception and Commissioner Dinwiddie volunteered to do that. Chair Anthony Al -Jamie asked if the travel dates had been confirmed for the students. Lori replied that in a recent email exchange with Mr. Wang, they agreed on the outbound students arriving in Mito, Japan on Saturday, June 23 and returning home on July 3. For the inbound students, they agreed on having the students arrive on Saturday, July 21 and depart on Wednesday, August 1. b. Marketing/Fundraising Subcommittee None. c. Economic Development Subcommittee None. VI. DR. YUICHI HATAYA (1923-2018) Chair Anthony Al -Jamie announced Dr. Hataya had passed just after the New Year. The family already had private funeral for him and would be having a public funeral on February 15 through the Trust Banking Association of Japan. The Commission agreed to have the Mayor send a letter to the Mayor of Mito asking him to pass along their condolences to the family and that the Commission would send a letter to the family. Commissioner Lori Dinwiddie suggested placing flowers on Dr. Hataya's monument that is located in Anaheim's Friendship Garden, take a picture, and send it to the family. She volunteered to make a wreath and take pictures. Anaheim Sister City Commission January 22, 2018 Page 4 Chair Anthony Al -Jamie agreed to write the condolence letter to the family of Dr. Hataya on behalf of the Commission and Commissioner Lori Dinwiddie will provide a picture of the monument with the wreath in time to send it with the letter. MOTION: Commissioner Jackie Filbeck offered a Motion, seconded by Commissioner Paul Anderson AND MOTION CARRIED (Vote: 7-0, Absent: Pepe Avila, Jerry O'Keefe, Anna Piercy and 5 vacant seats) that the Anaheim Sister City Commission does hereby authorize Commissioner Lori Dinwiddie to make a wreath with the cost not to exceed one hundred dollars ($100). She will place the wreath at Dr. Hataya's monument at the Friendship Garden, take pictures and send them to Chair Anthony Al -Jamie so that they may be included in the condolence letter to Dr. Hataya's family. VII. NEXT STEPS FOR INTERESTED SISTER CITIES Greg Garcia advised the Commission recently had presentations from two groups interested in establishing a sister city relationship with Anaheim. One was from Ansan, South Korea and the other one was from Milot, Haiti. The Commission received presentations and at the time, Greg explained to both representatives that this is a long process. Staff is getting calls from them on a biweekly basis asking what the status is. As a result of that, he would like to suggest to the Commission that when they are ready and if they would like, to establish a subcommittee to at least look into these cities and organizations and see if there is a fit or not and then make a final recommendation to the group. Chair Al -Jamie reported that the person from Milot, Haiti is now looking for a different city because he does not want to wait another two years to try to establish a relationship with Anaheim. In addition, Ansan, South Korea has a sister city already. VIII. ATTENDANCE POLICY The Commission bylaws established the following policy on attendance: "Each member of the Commission is allowed three (3) absences per calendar year, with the exception of meetings missed while conducting Sister City business." Chair Al -Jamie advised they are not trying to enforce and try to kick people of the Commission; they are just trying to remind the Commission to make an effort to come to the meetings. Commissioner Jackie Filbeck recommended putting a footnote on the Commission application stating that only three absences are allowed per year and Chair Al -Jamie agreed that was a good idea. Anaheim Sister City Commission January 22, 2018 Page 5 IX. STATUS OF SISTER CITY COMMISSION VACANCIES AND RECONFIGURATION Greg Garcia reported the Commission sent a letter to Council with the Commission's recommendations for the future of the Sister City Commission and that the letter was well received. The Council members Greg spoke to have agreed not to reconfigure the Sister City Commission until the fall of 2018. Further, Council will soon be filling up the five vacancies on the Commission and the body will be back to full force. In addition, for those who have the ability to be reappointed and would like to be reappointed, that will be before Council as well. If the Commission members know people who are interested and would be good for the group, let them know that they need to fill out an application and let Greg know as well so he can give a heads up to Council. The Clerk's Office has received seven applications from people who are interested and the Clerk's Office is accepting more. Staff is hoping to have the vacancies filled at the February 27 Council meeting. X. COMMISSIONER COMMENTS None. XI. STAFF COMMENTS None XII. ADJOURNMENT There being no further business, the meeting was adjourned at 5:17 p.m. to Monday, February 26, 2018 at 4:00 p.m. at the Anaheim City Hall, 7th Floor, City Manager's Office Large Conference Room.