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Sister City 2024/07/01CITY OF ANAHEIM SISTER CITY COMMISSION MINUTES July 1, 2024 — 4:00 p.m. COMMISSIONERS PRESENT: COMMISSIONERS ABSENT: STAFF PRESENT: GUESTS PRESENT: Lori Dinwiddie, James Dinwiddie, Kristin Erickson, Monika Sargent, Juan Carlos - Mendez, Marlena Truong, Simin Heydari, Deana Helmy, Anthony Al -Jamie (via phone), Chiarina Piazza Alicia Valadez-Gonzalez, Susan Klaren- Hatzenbuhler, Joseph Aihara, David Bracey Kimberly Kelemen, Community Services Taylor Griffin, City Administration Jackie Filbeck Agenda Posting: A complete copy of the Anaheim Sister City Commission Agenda was posted on Friday, June 28, 2024, at 2:00 p.m. at Anaheim City Hall. I. CALL TO ORDER Staff Kimberly Kelemen called the Anaheim Sister City Commission (ASCC) special meeting to order at 4:07 p.m. on Monday, July 1, 2024. II. FLAG SALUTE Commissioner James Dinwiddie led the flag salute. III. INTRODUCTIONS Staff and commissioners present introduced themselves. Commissioner Anthony Al -Jamie joined in via phone call. IV. SWEAR IN NEW MEMBERS Staff Kimberly Kelemen swore in the newly appointed commissioners. Those include Lori Dinwiddie, James Dinwiddie H, Kristin Erickson, and Monika Sargent. ITEM 9 01 Anaheim Sister City Commission July 1, 2024 Page 2 V. PUBLIC COMMENT Guest Jackie Filbeck recommended Jonathan and Katy, family members, to possibly help with the teaching portion to the students. Guest Jackie Filbeck suggested items to Staff Taylor Griffin that can be paid for by the students and making sure receipts are collected for items paid for by others. Taylor asked the commissioners to make sure they keep track of all the expenses as needed. Guest Jackie Filbeck asked about rooms for storage and request for water. Staff Kimberly Kelemen confirmed that will be taken care of between the community center and staff offices. Jackie is also mentioned she is working with Pepe Avila from Visit Anaheim for gift bags for the students and chaperones. Guest Jackie Filbeck suggests making sure there is someone appointed to create a slide show which has typically been shown on the day of the Sayonara closing ceremony. VI. DISCUSS INBOUND STUDENT EXCHANGE ITINERARY Staff Kimberly Kelemen goes over the dates and number of students for the exchange. Dates are set for July 26, 2024, to August 7, 2024. There will be 6 high school aged students and 2 female chaperones from Mito, Japan.. Sample itinerary has been discussed. Staff Taylor Griffin went over a few items that have been booked for the students to do while in our city. So far, a Fire Station visit on 7/29, Angels game on 7/30, TBD Disneyland Day on 8/1, Angels Tour 8/2, TBD Mayor/City Hall Visit. A few other ideas are the Packing House, MUZEO, Beach, In N Out, Convention Center for Reptile show, a play at Chance Theatre, Pearson Park show. Also, photo ops at Mito Bridge, Mito Way, Friendship Garden. Commissioner Lori Dinwiddie suggested a Floral arrangement session. Staff Kimberly Kelemen went over the students "wish list". Some items are visiting a high school, Japanese Museum, attending a Dodger game, Disneyland, beach day, the Hollywood sign, a zoo, community pool, water park, Walt Disney Offices. Things they would like to try as far as food are tacos, steak, s'mores, In N Out, ice cream, chicken, OC Fair. Staff Taylor Griffin reminded the group that the students are with their host families on the weekends. Anaheim Sister City Commission July 1, 2024 Page 3 Staff Kimberly Kelemen also notes that there is a day that they book a room at the Anaheim Downtown Community Center, and they can work on the floral arrangements then and or other activities. Staff Kimberly Kelemen goes over picking up the kids making sure they feel welcomed. Commissioner Lori Dinwiddie goes over how they have done this in the past. Lori stated they picked them up, got them snacks and got them settled in. Commissioner Anthony Al -Jaime asked if a teacher for the students has been confirmed. Commissioner Lori Dinwiddie made a suggestion of a current principal that speaks Japanese named Jennnifer Sasai. Commissioner Anthony Al -Jamie asked about a teacher stipend. Commissioner Kimberly Kelemen went on to say there is one for $1000. Kimberly also confirmed there was a $300 stipend per host family. Commissioner Lori Dinwiddie concurred and said it helped greatly. Kimberly went on to explain there is a Sister City Commission account and fundraising activities are usually put together to raise funds. As of now there is not an exact number of how much money there is in the account now. Each student is only charged $300 to go to Japan. Staff Kimberly Kelemen suggests the commission take a vote on if there are funds to offer host family stipend. Staff Taylor Griffin stated she will review the budget and get the information to staff and commissioners soon. Staff Kimberly Kelemen states we are hosting 8 people total. 6 students and 2 chaperones, which the chaperones will also be with host families. Commissioner Chiarina Piazza asked how the students get matched with families. Commissioner Lori Dinwiddie stated the commission does their best to match the families with the students based on their applications. Staff Kimberly Kelemen asks the commission what activities the group should go with. The confirmed activities are Bolsa Chica beach, trip to LA/Hollywood sign, Angel game, Disneyland, and a City Hall/Downtown tour. VII. APPROVAL FOR STUDENT EXCHANGE TEACHER STIPEND MOTION: Commissioner Lori Dinwiddie offered an amended Motion, seconded by Commissioner Marlena Truong AND MOTION CARRIED (Vote: 10-0-1) Abstained: Kristin Erickson, Absent: Alicia Valadez-Gonzalez, Susan Klaren- Hatzenbuhler, Joseph Aihara, David Bracey that the Anaheim Sister City Commission does hereby approve the Sister City Teacher stipend to be a not to exceed amount of $1500. Anaheim Sister City Commission July 1, 2024 Page 4 VIII. DISCUSS HOST FAMILY APPLICATION PROCESS Staff Taylor Griffin asked for the commissioners to discuss and let them know they are short 2 families. Commissioners Marlena Truong and Deana Helmy screened the 3 applicants. The 2 of the 3 families were great and very excited. The 3rd family was very concerned about the host family stipend and wouldn't move forward until they received the stipend amount. Staff Kimberly Kelemen confirms the 2 host families' and asked Deana and Marlena to reach back out to that 3rd family that said they would take 2 students depending on the amount and confirm that it will be $300 per student. Staff Taylor Griffin discusses the efforts Kimberly Kelemen and herself have made to try and get the word out to get more applicants for host families. Staff Kimberly Kelemen stated that a Council Member back in Japan hosted one of our students. Commissioner Anthony Al -Jamie suggested the mayor host a student. Commissioner Anthony Al -Jamie offered to take students if necessary and not enough families are found to host. Commissioner Monika Sargent asked what the application process is like for host families. Staff Kimberly Kelemen let her know all the information is on our website. Commissioner Lori Dinwiddie asked for Flyer and information for hosting, and she will pass it out to a few retired folks and spread the word. Monika Sargent will also be putting out the information over the 41h of July weekend. Commissioner Jim Dinwiddie suggested giving flyers to the students returning. Staff Taylor Griffin stated she has already sent them all the information. Chiarina Piazza asked how our students in Japan were doing and if staff has been in touch. Staff Kimberly Kelemen stated there are liaisons that have been in touch and the students are doing well. Commissioner Simin Heydari asked about the possibility of the families of the students out there now maybe wanting to host the students coming here. Anaheim Sister City Commission July 1, 2024 Page 5 IX. COMMISSIONER COMMENTS Commissioner Lori Dinwiddie requested the commission bylaws. Staff Taylor Griffin confirmed they are online for reference but will send them to everyone via email. Commissioner Simin Heydari brings up the question if a host family can only host part of the time, would they then get partial stipend. Commissioner James Dinwiddie highly suggests keeping students with I family. X. STAFF COMMENTS Staff Member Kimberly Kelemen stated that she and Staff Taylor Griffin will go over notes and gaps within the agenda and go over what still needs to be done. Kimberly will also work with Taylor to schedule fingerprinting for those commissioners that need to be fingerprinted. Staff Kimberly Kelemen would like commissioners to vote on positions at the next meeting, which will take place on Monday, July 22, 2024. XI. ADJOURNMENT There being no further business, the meeting adjourned at 5:42 p.m. to Monday, July 22, 2024, at 4:00 p.m.